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September 14, 2021

1. Call to Order

Mayor Barnett called to order the Village Council meeting at 7:00 p.m. and led those in the room in the Pledge of Allegiance to the Flag. He explained the protocol for the meeting and the guidelines to submit public comment.

2. Roll Call

Council Attendance (Present): Mayor Barnett, Commissioner Hosé, Commissioner Walus, Commissioner, Sadowski-Fugitt, Commissioner Kulovany, Commissioner Gilmartin, Commissioner Glover

Non-Voting: Village Manager Dave Fieldman, Village Attorney Enza Petrarca, and Village Clerk Rosa Berardi

3. Minutes of Council Meetings

MIN 2021-9087- A. Minutes: Village Council Meeting Minutes -September 7, 2021

MOTION: To adopt the meeting minutes of the September 7, 2021 meeting as presented.

RESULT: Motion carried unanimously by voice vote.

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus

AYES: Commissioners Hosé, Walus, Glover, Gilmartin, Kulovany, Sadowski-Fugitt, Mayor Barnett

NAYES: None

4. Proclamations

A. National Preparedness Month

  • Mayor Barnett presented Jenny Rizzo, Village Emergency Management Coordinator, with the proclamation.

B. Historical Society 2021 Montrew Dunham Award - Dave Humphreys

  • Mayor Barnett presented Dave Humphrey, Downers Grove resident and recipient of the 2021 Montrew Dunham Award, with the proclamation.

5. Public Comment

No Public Comment related to items not listed on the agenda

6. Consent Agenda

BIL 2021-9089  -  B. Bills Payable: No. 6614 -September 07, 2021

COR 2021-9088  -  A. Claims Ordinance: No. 6425, Payroll - August 13, 2021

MOT 2021-9066  -  C. Motion: Award a Contract to HR Green, McHenry, Illinois for Preliminary Design and Engineering Services for Pedestrian Safety Improvements Related to Downers Grove North and South High Schools, in the Amount of $194,893.60, which includes a 10% Contingency Summary: This motion awards a contract to HR Green, McHenry, Illinois for preliminary design and engineering services for pedestrian safety improvements related to Downers Grove North and South High Schools in the amount   of $194,893.60, which includes a 10% contingency.

RES 2021-9096  -  D. Resolution: Approve an Intergovernmental Agreement (IGA) between the Village and the Downers Grove Sanitary District for Repair and Maintenance of Public Infrastructure. RES 2021-53

Summary: This motion approves an Intergovernmental Agreement (IGA) between the Village and the Downers Grove Sanitary District for the repair and maintenance of public infrastructure.

 

MOT 2021-9100  -  E. Motion: Approve a Three-Year Contract for Medical Billing Services to Andres Medical Billing Ltd. of Arlington Heights, Illinois, for an Amount Equal to 3.25% of the Revenue Collected by the Village for Ambulance Services

Summary: A motion is requested to approve a three-year contract for medical billing services to Andres Medical Billing Ltd. of Arlington Heights, Illinois, for an amount equal to 3.25% of the revenue collected by the Village for ambulance services.

MOTION: To adopt all items on the Consent Agenda as presented.

RESULT: Motion carried unanimously by voice vote.

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus

AYES: Commissioners Hosé, Walus, Glover, Gilmartin, Kulovany, Sadowski-Fugitt, Mayor Barnett

NAYES: None

7. Active Agenda

ORD 2021-9069  -  A. Ordinance: Amending Downtown Review Standards and Renaming the Architectural Design Review Board ORD 5878

Summary: This ordinance amends the downtown design review standards and renaming the Architectural Design Review Board.

Mayor and Commissioner Comments/Questions

Commissioner Gilmartin:  Will be voting no on this item, but appreciates the Commissioners who have worked on this and knows their intention is in the right place; in favor of a downtown that has charm and vibrancy, but thinks this ordinance adds subjectivity, restrictions and potential delays on small business owners and property owners looking to invest in the downtown; two businesses who are right next door to each other could be held to very different standards based on minor differences in design; thinks it adds more work for our staff that are already strapped on time based on current initiatives; in terms of the name change of the board, he certainly could support this as long as adding "Historical Preservation" does not create the impression that our Village has more restrictions than it actually has, but since the name change is attached to this ordinance, his "no" vote would apply to that as well.

Mayor Barnett: Concurs with Commissioner Gilmartin and has many of the same concerns; questioning what exactly is being solved or improved; will be voting no, but will be encouraging and providing the staff necessary to execute the plan if it goes forward.

MOTION: Amending Downtown Review Standards and Renaming the Architectural Design Review Board

RESULT: Motion passes 4:3 by roll call.

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus

AYES: Commissioners Hosé, Walus, Kulovany, Sadowski-Fugitt,

NAYES: Commissioner Glover, Commissioner Gilmartin, Mayor Barnett

8. First Reading

ORD 2021-9079  -  A. Ordinance: Amending Traffic Control Provisions for Various Intersections Along Fairmount Avenue

Summary: Community Development Director, Andy Sikich, gave a presentation regarding proposed traffic control modifications along two different stretches of Fairmount Avenue. First location is from 63rd Street to south of 65th Street. This review was initiated by a resident petition for traffic calming earlier this spring. This section of Fairmount Avenue is a local collector posted at 25 mph. There are no traffic controls between 63rd Street and Oxford Street. Upon receipt of resident petition, staff gathered traffic and speed data - northbound had 457 vehicles per day counted with an 85% speed of over 36 mph and southbound had 622 vehicles counted with an 85% speed of just under 35 mph. These volumes are consistent with a local collector, but the speeds are higher than desirable at about 10 mph over the speed limit. Staff recommendation for traffic calming along this stretch is to provide center line striping and edge striping, which visually narrows the roadway. Staff would also work with the Police Department for targeted enforcement. Staff assessed the traffic control along this section of Fairmount which currently only had yield signs at 65th Street. The traffic volumes at this intersection are fairly similar at 65th and on Fairmount. Staff is recommending an all-way stop at Fairmount and 65th and one leg stop control at Briargate and Crescent Drive which currently do not have any controls. TAP reviewed these recommendations at the August 11, 2021 meeting and concurred with staff.

Staff reviewed a second location along Fairmount also as a result of a resident request. This is further south at the intersections of Fairmount and 72nd Street, which is split into 2 intersections -the north and the south. The configurations of these intersections is unusual. In each case there is stop control on just two of the three legs. Staff took traffic counts in this location and the numbers do not support the unusual two out of three legs stop control at these intersections, which can be confusing for drivers and pedestrians. Staff is recommending that each of these intersections be converted to all-way stops, and is recommending an additional stop sign at 72nd Court which is currently uncontrolled. The TAP commission reviewed these recommendations at the August 11, 2021 meeting and concurred with staff recommendations.

Mayor and Commissioner Comments/Questions

Mayor Barnett: Asked what it means that traffic counts don't support a three way stop, what would support it and how does that work.

Mr. Sikich: Counts don't support the two-way stop that is currently there; if traffic flow warranted one leg of the three legs being significantly heavier than the other two, that might warrant a two out of three leg stop; it is an unusual condition. It is in a couple of other places in the Village, but in this case there is no obvious reason that these should have been two out of the three legs being stop controlled.

Mayor Barnett: Asked if there is any evidence or anecdotal opinions on the different behaviors of driver speed or volumes in the grid portion of town versus the non-grid portion of town.

Mr. Sikich: Even anecdotally he does not know that staff has that data or any information that supports that in one way or another.

Commissioner Walus: Traffic and safety have been big conversations over the past few months; thanked staff for the traffic calming measures and what will be put into place for the two neighborhoods.

9. Manager's Report

MOT 2021-9098  -  A. Motion: 2021-2023 Long Range Plan

Summary: 2021-2023 Long Range Plan

MOTION: To accept the Long Range Plan as presented.

RESULT: Motion carried unanimously by roll call.

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus

AYES: Commissioners Hosé, Walus, Glover, Gilmartin, Kulovany, Sadowski-Fugitt, Mayor Barnett

NAYES: None  

 

10. Attorney's Report

An ordinance amending traffic control provisions for various intersections along Fairmount Avenue.

 

Mayor and Council Member Reports

Commissioner Walus: Grove Express is the new race on Thanksgiving morning put on by the Education Foundation of Downers Grove District 58, Downers Grove Rotary Club, and Roadrunner Soccer Club; register before Friday, October 8th at Groveexpress5k.com. The race is on Thursday, November 25th with a start time of 8:30 a.m.; thanks went out to the Bonfield Foundation for offering their expertise and help to the three organizations that put the race together.
 
Mayor Barnett: Last week's proclamation included a Celebration of Community Adult Daycare's 35th Anniversary - that celebration continues this weekend with the Shop and Stroll Fundraiser; the event begins at 10 a.m. on September 18th at the Main Street train station and includes thousands of prizes. Visit communityadultdaycenter.org for additional details and to register for the event.

11. Manager's Report

 

MOT 2021-9098  -  A. Motion: 2021-2023 Long Range Plan

Summary: 2021-2023 Long Range Plan

Village Manager, David Fieldman, reported on the 2021-2023 Long Range Plan; staff is proud to present the 2021-2023 Long Range Plan for Village Council review and acceptance. Council developed this plan over the past four months in a series of public meetings. The plan reflects the policy direction provided by the Council. The Long Rang Plan identifies trends and issues - affecting the long term future of the Village, as well as strategies and solutions intended to address these issues. It establishes goals, and priority action items that guide future policy decisions of this Council, the preparation of annual budgets, and daily operations. The Village has been using this long range planning process for over a decade and Standard and Poor's recognize this planning process as a key component to the Village's continued AAA bond rating. The LRP contains six goals; five of the goals have been in place for several years. This year, the LRP contains the goal "a safe community". This goal formalizes the Village's ongoing focus on providing a safe environment for all members of the community. Six key issues have been identified and are included in the plan. Issues range from increasing costs of providing services to comply with state laws - which results in pressure to increase our property tax levy, to changes in criminal activity occurring in and around the Village, to facilities and stormwater system needs. The LRP identifies strategies and solutions to address all of these issues. These issues and solutions are in detail in the plan. The Council has complied nine priority actions that will serve as the work plan until the next Council is seated in May of 2023. Key actions include the construction of a new combined Police Station, Village Hall, and District 58 administration building on the Civic Center Property; the development of social services referral program, installing camera systems to enhance policing efforts, and the consideration of video gaming for restaurants; eight of the nine actions are already underway. The plan included in agenda materials includes an implementation schedule. The complete LRP is included in the online agenda materials, and is presented tonight for Village Council acceptance. Staff is happy to answer any questions Council may have.

Mayor & Commissioner Comments/Questions:

Commissioner Hosé: Thank you to staff for their work on the plan and stated "this is my plan".

Commissioner Leslie: Thanked staff for the work on the plan. Has thought about and spoken with residents regarding police operations focusing more on building community between residents and the police; unsure of impact on budget, but major turning points in the Country have led to a place to think about rebuilding trust; may not rise to level of a priority action item but wants Council to keep it in the back of their heads.  Leslie stated "this is my plan".

Commissioner Nicole: Thank you to staff for work on the plan; she also stated "this is my plan".

Mayor Barnett: Stated that "this is my plan" is somewhat of an inside joke, but also extends a level of clarity.

Commissioner Chris: Thank you to staff and fellow Commissioners for the great discussions and input. Stated "this is also my plan"; thanked Commissioner Sadowski-Fugitt on the addition of "a safe community" as Council discusses traffic, policing, and many other topics, safety is critical and this addition to the plan feels like the right fit.

Commissioner Rich: Thank you to staff for a great piece of work involving many departments. Pleased with forward movement on facilities and using previous work of other Councils and staff. Some of the items are measureable and would like to take notice of starting conditions and see what the level of improvement is. Would like to track before and after statuses to show the impact that economic development has on spreading the tax burden across a wider base.

Mayor Barnett: Thanked staff and wanted to underscore what Commissioner Gilmartin said with thanks to colleagues; does not wish to diminish the roll of staff, but there has been a lot of work by the Council team as well - this is the work that shapes the Village for the next 2-3 years. It has a meaningful and substantial impact on what services are delivered, how they are delivered, and where they are delivered. It is a big deal but seems somewhat anticlimactic at this point. This is where the rubber meets the road with this being the work we have chosen to do and it will have a big impact. Thank you to colleagues and staff.

MOTION: To accept the Long Range Plan as presented.

RESULT: Motion carried unanimously by roll call.

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus

AYES: Commissioners Hosé, Walus, Glover, Gilmartin, Kulovany, Sadowski-Fugitt, Mayor Barnett

NAYES: None

Mr. Fieldman: Thank you to Council for policy making and policy direction. The LRP in this form is unique to the Village of Downers Grove and it has served well with a great combination of policy making and staff analysis. Commissioner Kulvany mentioned proceeding with the Facilities Replacement and Sustainability Plan (FRSP) and that is exactly what we are doing. Mr. Fieldman introduced Deputy Village Manager, Mike Baker, to give us an update and to get direction on next steps from Council.
 
Mr. Baker: The purpose of this presentation is to provide an update regarding the priority action item, the Facility Replacement and Sustainability Plan. Staff is also seeking direction from the Village Council regarding the engagement of designer and constructor for the project and will summarize two options for Council consideration. On June 15, 2021, the Village Council discussed the facility replacement and sustainability plan as part of the Village's long range planning process. This plan would replace the existing Village Hall and Police Station with a combined facility located on the Civic Center site.  The facility would also house District 58 administrative offices. The project will reconfigure Washington Street crossing to improve safety and also sell a portion of the site for a developer to construct an apartment building. At the June 15, 2021 meeting, the Village Council directed staff to proceed with the project and update the plan which had been suspended since March 2020 due to the covid-19 pandemic.
 
Update to the Plan Includes:

  1. Confirming continued interest in the potential partnership with School District 58.
  2. Reviewing and updating the space needs and programming information.
  3. Updating project cost estimates.
  4. Updating scheduling information.

At their meeting last night, the District 58 Board of Education unanimously approved key terms for an intergovernmental agreement for this partnership. This follows Village Council approval of this same set of key terms back in August. In July, the Village engaged FGM Architects to complete the remaining update items. The program and space needs for the new combined facility has been completed. The process for updating the program included meeting with each Village Hall department and Police Department division, as well as District 58 officials. This exercise resulted in a total space program for the facility of approximately 77,000 square feet. FGM engaged Leopardo Construction to prepare the preliminary updated cost estimate. The cost estimate will be completed by September 30, 2021. Initial indications suggest that the total project cost will be within the upper range presented the Village Council as part of the long range planning process, a range of between $48-54 million. Leopardo Construction also prepared a preliminary schedule calling for a phased approach to construction allowing Village Hall and the Police Station to remain operational while construction of the new facility takes place. Staff is seeking Village Council direction regarding the engagement of designer and constructor for the project. Two options have been identified:

  1. Option 1: Engage the two firms that the Village has had an established contractual relationship with already: FGM Architects and Leopardo Construction.  This option will allow the Village to move ahead with no delay in project schedule. If this option is selected, staff expects to present contracts for Village Council consideration in October. This option provides no opportunities for other design and construction firms to compete to provide these services.
  2. Option 2: Conduct a qualifications-based selection process. This process would include a request for qualifications that would allow the Village to pre-qualify firms that would be invited to respond to a request for proposal. This option will impact the project schedule. If FGM Architects and Leopardo Construction are selected at end of process, the schedule will be extended by 3 to 4 months. If other firms are selected, it is expected that the schedule will be extended by another 2 to 3. This means that, under this option, contracts would be presented for Village Council consideration in the first quarter of 2022.

 

Regardless of which option is selected, two possible construction delivery methods have been identified. 

  • The design to build delivery method; and

The construction manager at risk delivery method

Both meet the project goals of moving quickly, obtaining cost certainty early in the process and having the designer and constructor work together throughout the entire project. Staff will present the recommended delivery method in conjunction with the contracts for design and construction.

Mayor & Commissioner Comments/Questions:

Commissioner Hosé: Questioned the delivery method, the guaranteed maximum price and if the design build process has the general contractor controlling the architect, as opposed to the other method in which we would contract both.

Mr. Baker: Replied that both delivery methods will allow for and include a maximum guaranteed price established during the design phase of the process. Mr. Baker stated that is correct.

Commissioner Hosé: Asked if staff has a preference at this point and about staff's relationship with FGM Architects and the Leopardo team.

Mr. Baker: He said it's been extremely strong and professional throughout the entire duration of the time the Village has been working with both the firms. Staff will be working through the advantages and disadvantages of each approach as they move forward in the negotiation process.

Commissioner Hosé:.  Believes the Village should move forward with the team at FGM and Leopardo. Leopardo is a top quality general contractor and FGM does fantastic work. Cost can be locked in at guaranteed maximum price in either scenario. Breaking down the costs, prevailing wage will be paid regardless of whom is paid. Material costs are largely material costs and all of the contractors know the different suppliers available. It comes down to a matter of time and the project can be delivered faster if going with FGM and Leopardo and he believes that is the way to go.

Commissioner Kulovany: Agrees with Commissioner Hosé. They have been working on this project for several years; believes partners they have been working with -who staff has a high level of confidence in - and the continuity and not slowing it down is important; is backing Option 1 of the design-build delivery with these particular partners.

Commissioner Walus: Agrees with colleagues who have spoken in favor of Option 1. Established relationships, can move forward with no delay, both forms are qualified and capable as stated by staff. No reason to delay longer. Supports Option 1.

Commissioner Sadowski-Fugitt: In agreement with Option 1. Established relationship and moving forward quickly knowing the outcome will be a quality product.

Commissioner Glover: Agrees with colleagues, is committed to moving quickly, in favor of Option 1.

Commissioner Gilmartin: Supports Option 1.

Mayor Barnett: Quality, speed, and cost are the three legs of any projects.  The Mayor is convinced that quality and cost in this case are not materially affected by going to a re-bid process, but the speed and timing can be very affected. The relationship already built is important for many reasons including speed. If something during process goes sideways, the relationship can benefit the Village. Does not see an upside to the Community for the delay and the best thing to do is to proceed quickly with people that staff and the Council have confidence in. In full support of doing project with FGM and Leopardo. Will learn more about delivery methods within a few weeks. Wants to move as fast as possible with current crew.

Mr. Fieldman thanked Council for the very clear direction and staff will continue to provide updates. Staff will move quickly to get contracts for these services in front of the Council, hopefully in October.  The project will proceed as staff is working on the contracts.

12. Adjournment

MOTION: To adjourn the September 14, 2021, Village Council meeting.

RESULT: Motion carried unanimously by voice vote.  

MOTIONED TO APPROVE: Commissioner Hosé

SECONDED BY: Commissioner Walus,

AYES: Commissioners Hosé, Walus, Glover, Gilmartin, Kulovany, Sadowski-Fugitt, Mayor Barnett

NAYES: None

Mayor Barnett declared the motion carried by voice vote and the meeting adjourned at 7:45 p.m.

Respectfully submitted,

Rosa Berardi

Village Clerk