October 24, 2000

Mayor Krajewski called the Workshop meeting of the Village Council of the Village of Downers Grove to order at 6:30 p.m. in the Committee Room of the Village Hall.

Present:Mayor Brian Krajewski; Commissioners Marilyn Schnell, Thomas Sisul, Michael Gilbert, Sue McConnell; Village Manager Michael McCurdy; Village Attorney Daniel Blondin; Village Clerk April Holden

Absent:None

Visitors: Press: Susie Gura, Suburban Life Graphic Residents & Others in Attendance: Marilynn Gerloff, 4241 Highland; Mark Zabloudil, 620 39th Street; Tom Julian, Chamber; Debbi Julian; Violet Lalyn; Aaron Gruen, Gruen & Gruen, Assoc.; Phil Cullen, Dream Interiors, 5122 Main; Marilyn Weiher, Downtown Management; Mark Zuehl, 4345 Woodward; Jim Russ, 4915 Main; David Brown, 1508 Gilbert; Jan Kopis, EDC ; Liz Chalberg, EDC ; Martin T. Tully, 3678 Venard; Dave Tatterson, 1240 Gilbert Staff: Jerry Sprecher, Deputy Village Manager; Bob Miller, Acting Director, Public Works; Kerstin von der Heide, Village Forester; Steve Rockwell, Director EDC ; Laura Lawson, Assistant Director, EDC ; Dave Conley, Director of Engineering, Public Works; Lisa Wisner, Director, Visitors Bureau Board of Directors; Amanda Gibb, Planner; Steve Ruffolo, Director of Operations, Public Works; Mike Baker, Assistant to the Village Manager; Marty Lyons, Director, Financial Services

Mayor Krajewski explained that Council Workshop meetings are held the second and fourth Tuesdays at 6:30 p.m. The meetings are video taped live and for later cablecast over cable channel 6.

The Workshop meeting is intended to provide Council and the public with an appropriate forum for informal discussion of any items intended for future Council consideration or just for general information. No formal action is taken at Workshop meetings.

The public is invited to attend and encouraged to comment or ask questions in an informal manner on any of the items being discussed or on any other subject. The agenda is created to provide a guideline for discussion.

PROCLAMATIONS :

The Mayor proclaimed the week of October 23 through October 31, 2000 as RED RIBBON WEEK urging all residents to participate in community drug and violence prevention activities.

The Mayor proclaimed Tuesday, October 24, 2000 as* CHICAGO MARATHON APPRECIATION DAY * in the Village of Downers Grove in recognition of Village athletes. He said the names of the 76 residents who participated in the Marathon will be published in the Village Corner.

MANAGER

Bids:

Bulk Rock Salt. Manager McCurdy said staff recommends participating again in the State of Illinois purchase program at a cost of $25.21/ton, which is a 2.6% increase over last year’s price. Commissioner McConnell asked whether the shortages mentioned are standard language, and the Manager said it was. The Manager said this would be on the next Council meeting Consent Agenda.

Parkway Tree Pruning. The Manager said staff recommends awarding the contract to Winkler Tree Service for four areas, and Davey Tree Service for the fifth area.

Commissioner Schnell asked whether Winkler is the company that trimmed the trees so high a few years ago. Ms. van der Heide said it was not, and that the Village has had good luck with Winkler on previous contracts.

The Manager said that this item would be placed on the November 7 Consent Agenda.

Watermain Improvements. The Manager said staff recommends awarding the contract to W.J. Olson Co of Des Plaines in the amount of $843,018.45.

The Mayor asked why the engineer’s estimate was so high. Mr. Conley responded that the engineer’s estimate was $910,000, and stated they overestimated on asphalt. They are pleased with the bid.

The Manager said this would be on the November 7 Consent Agenda.

Consideration of Contribution to Downtown Management Corporation for Christmas Decorations. The Manager said each year the Village and Downtown Management Corporation share the cost of Christmas Decorations for the downtown area. The recommendation is to purchase artificial greenery, as it will last 5-10 years. The Village’s share of the cost is approximately $17,000.

Phil Cullen , showed pictures of what is being considered. He said they are recommending a round wreath around the light, and each pole will have a twist. They anticipate adding more each year as the new poles are installed. The Village participates at a 50% cost level. He said the fifth year would be the break-even point.

Commissioner Schnell asked whether decorations would also be included on Forest and Curtiss as well as Main Street. Mr. Cullen said that was correct.

Marilyn Weiher , Downtown Management Board, stated they would be using the garland on Main Street only. She added that the fresh greenery turns brown very early. They anticipate adding 38 wreaths next year for north Main and Washington Streets when the new poles are installed.

The Manager asked that the Council deviate from normal procedure and approve this item this evening so the order can be placed as quickly as possible.

Commissioner Schnell moved to waive the one-week waiting period to consider new business. Commissioner Sisul seconded.

VOTE :AYE:Commissioners Schnell, Sisul, McConnell, Gilbert, Mayor Krajewski NAY :None

The Mayor declared the Motion carried.

Commissioner Schnell moved to approve an expenditure of $16,085.95 for the purchase of artificial holiday decorations for the downtown area. Commissioner Sisul seconded the Motion.

VOTE :AYE:Commissioners Schnell, Sisul, McConnell, Gilbert, Mayor Krajewski NAY :None

The Mayor declared the Motion carried.

Comprehensive Economic Development Strategy. The Manager said Mr. Rockwell would make a presentation on this item.

Steve Rockwell , Director of Economic Development, said several of their Board members were present at the meeting, as well as Assistant Director Laura Lawson, and Aaron Gruen of Gruen & Gruen Associates.

Mr. Rockwell said there has been considerable discussion as to the direction of the EDC . He noted that a retreat was held in February to discuss the issue. The Council authorized $65,000 in Industrial Revenue Bonds purchased by Shell Oil Company to be earmarked for strategy plans. He reviewed the various steps taken over the year in working toward a strategic plan. Gruen & Gruen did a tradeshow demand study, and in mid-September an RFP was put out to 14 consultants. Eight of those responded. The EDC recommendation is to hire Gruen & Gruen Associates as the Village consultant for a Comprehensive Economic Development Strategy.

Commissioner McConnell said she thought the report was great. She asked whether evaluations of the downtown area would also be included. Mr. Aaron Gruen said they want to try to provide working memoranda as they move along on the project and hope that they will receive feedback during the process. He said that they intend to do appropriate interviews and analysis of the downtown market potential. Commissioner McConnell said she thought the questions were helpful and would like to see a downtown group do an analysis and evaluation of the downtown area.

Commissioner McConnell then asked whether the software was included, and Mr. Rockwell said it was not included at this time; however, they would come back to the Council at a later date to discuss software that has been developed for their purposes.

Commissioner Sisul asked about resident surveys.

Aaron Gruen , Gruen & Gruen Associates said they do not recommend starting with citizen input, but prefer to obtain data so they are in a position to know what questions to ask the public. There will, however, be some combination of public meetings, surveys, telephone interviews and focus panels.

Commissioner Schnell said the attraction/retention plan is long overdue and was the original intent of the EDC . She expressed concern because there are presently two professional staff members in the EDC . The Council has taken heat because of using consultants. She asked why, with two professional staff members, they need to go out to a professional firm and what benefits will there be.

Mr. Rockwell said that he and Ms. Lawson could do the work over a longer period of time. He said that the difference is that it is easier for a consultant to obtain information and understand that information differently than staff would. He said that the studies Gruen & Gruen have done have resulted in a good economic grasp of the community. He said he is not confident in taking the community forward on a plan without having as much input as possible.

Commissioner Schnell said this is five years in coming. She understood his statement that the consultant can probably get more information and more honest responses. Mr. Rockwell added that it is to the Council’s credit for selling the IRB . They will not have to use tax dollars as a result. Mr. Rockwell said that the TCD reports were good reports but took several years to put together. He noted that TCD II also used a consultant. Mr. Gruen added that the advantage of using the consultants is that they bring certain concepts and analytical tools that are rare. He said that it is often amazing what they find out that is not shared with local officials. In speaking to the consultants, business owners and residents feel they are not hurting feelings.

The Mayor said that all consultant jobs are not lumped together. Some projects need particular expertise, while some can be worked on by staff. The Manager added that consultants also can lend an outside perspective to the project.

Mr. Rockwell said that the Commission appreciates the confidence expressed by the Board.

Commissioner Gilbert asked that the Council members be interviewed independently, and also that they be placed on the list for periodic written progress reports as he would like to see those reports. Mr. Rockwell responded that they intend this to be a very open process and will share all reports and information.

Commissioner Gilbert said he did not see the School Districts in the report, and recommended a meeting with Districts 58 and 99 as well as the Park District. All public bodies need to work together. He then asked about the statement to assist staff in inventorying and evaluating community properties. Mr. Rockwell said that they already have a very good database, but it is important that the consultant see what is in the database and evaluate it.

Commissioner Gilbert said he looks forward to this project and believes it will be a useful tool in the future

Commissioner Sisul said regarding attraction, the number of senior citizens in the downtown area is substantial, and they have particular needs for certain types of business. It is a unique situation, and he wants to see those people kept in mind during this process.

The Manager said this proposal will be placed on the Consent Agenda for November 7.

Ordinance to Establish 2001 Heritage Festival. The Manager said this is an annual Ordinance establishing the Village’s summer Heritage Festival. In response to the Mayor, the Manager said the dates are June 21, 22, 23 and 24. They are adding the 21st to the Ordinance. Commissioner Gilbert said it will begin on Thursday evening at 6:00 p.m.

The Manager said this would be placed on the November 7 Active Agenda.

Annual Report for the 2000 Heritage Festival. Commissioner Gilbert said that the past Heritage Festival was the most difficult in that it was expanded to include both sides of the tracks. Despite the inclement weather, it worked well. A Safety and Traffic Subcommittee was created for the safety of the pedestrians. The Commission said that the current plan for the next Festival is to include only the south side of the tracks due to the proposed construction on the north side.

Commissioner Gilbert said the primary problem for the past Festival was electrical due to the large amount of rain forcing an early shutdown on both Friday and Saturday evenings. He noted that Herman’s Hermits still thinks the fireworks display was for him! The ecumenical service had to be cancelled; however, all other events went very well. Parking in the downtown area was frustrating, and the express busing system will have to be expanded for the next year.

Commissioner Gilbert said in the past there were “rainy day” funds, which were actually the amount of revenues available over budget. He noted that in years 1996-99, the Festival covered 65%-70% of the cost, with the difference covered by the Hotel Tax funds. This year’s accounts anticipated 62% to be covered by the Festival, while the actual amount covered was 60%, despite the loss caused by the weather. This year’s total losses were only $6,400, and he said they think this can be made up in future years. Commissioner Gilbert thanked the staff and Manager McCurdy for their efforts. He said, even through all of the problems, staff had smiles on their faces, and 160 organizations benefited from the event.

The Mayor said he appreciated the efforts of the Police Department as many officers sat in the rain for long periods of time. He asked Commissioner Gilbert about the $10,000 for capital purchases for budgeting which was not spent. Commissioner Gilbert said that was to go toward the purchase of fencing, benches, recycling bins, etc. Mr. Lyons said that the fencing had been purchased the previous year.

The Mayor recommended getting the Fire Department involved in future years as well.

Manager McCurdy said that the report was submitted for information purposes only.

Ordinance restricting hotel/motel rental to persons under the age of 21. The Manager said this came to the Village because other communities in the Chicago area have considered adopting similar ordinances. Most hotels currently have policies restricting rentals to individuals 21 years of age and older; however, they felt that having the Ordinance in place would provide them with additional support.

Commissioner Schnell said she felt the Ordinance is good, but asked what occurs when a sports team travels with a coach.

Lisa Wisner , Director, Visitors Bureau, said that question was raised, and it was determined that in the situation of a group, the person entering the contract with the hotel is responsible which would be the adult making the arrangements for the group.

Commissioner Gilbert inquired as to other communities that have this type of Ordinance. Ms. Wisner said some are Schaumburg, Elk Grove Village and Oak Brook Terrace, and the Village’s ordinance is based on those ordinances. She said that the hotel community looks at this more as a proactive measure rather than reactive. They have not had problems with this issue in the past.

Dave Brown , 1508 Gilbert, asked about married people under the age of 21 who would want to rent. Ms. Wisner said that most hotel managers use their best judgment. If they chose to rent in that situation and something occurred, the hotel would be liable and would be required to pay a fine. It was noted that parents could contract for their married children who are below the eligible age. Ms. Wisner said that accommodations could be arranged in emergency situations.

Commissioner Schnell said while she was in an Indianapolis hotel this past summer, the hotel refused rooms to underage groups. Ms. Wisner said that she believed the majority of hotels in Downers Grove do have corporate-wide policies not to rent rooms to minors. They believe that the Ordinance will back up their policy and would apply to any potential hotels built in the community.

The Manager said this would be placed on the November 7 Active Agenda.

Lot Split – File No. 1052 – Woodward Avenue. The Manager said this lot split was before the Plan Commission on October 3, 2000.

Village Planner, Amanda Gibb , said the Plan Commission recommended granting the requested lot split, located on the east side of Woodward, south of Ogden Avenue. The lot would be divided in half, and both lots would exceed the minimum lot area requirement of the Village’s Zoning Ordinance; however, each lot will require variance approval with respect to lot width. One lot requires a reduction of 7.3%, and the other 9.23%. The Plan Commission found the requested lot width reductions to be acceptable.

Commissioner Schnell asked if there was an aerial photo of the area. She said that in driving the area some of the lots looked fairly large to her, and asked if this request was consistent with the remainder of the lots.

Jim Russ , attorney for the petitioner, said that all lots in the block have already been split to between 60 and 70 feet. There are two 75’ lots, and on the west side there is one lot which is 54.9’.

Commissioner Schnell asked if the house and garage will be razed, and Mr. Russ said that once the lot is split, the structure would overlap the two lots, which is not permitted by Ordinance. Therefore, the building and garage would be razed. He further responded that there is no alley with the adjacent Wendy’s, and there is no property line change.

The Mayor asked Ms. Gibb if this was similar to the property at 702 Maple recently approved, and she responded that it was. Ms. Gibb said that the criteria were almost the same, but there were many more residents at that meeting as the lot split dealt with an older structure.

Mr. Russ said that at the public hearing the mother of the resident to the south of the site appeared on behalf of her son with no objection to the split. There was very little conversation among the Plan Commission members.

The Manager said this item would be placed on the November 7 Active Agenda.

Review of Snow Plan. The Manager asked Mr. Miller, the Interim Public Works Director, to explain this item.

Bob Miller said that Mr. Ruffolo and Public Works managers have met over the past months to present a program for the Snow and Ice Control Policy. The program is proactive versus reactive. Proactive measures are more difficult but result in less cost, reduced accidents and better service to the public. Staff intends to utilize innovations and changes including use of a professional weather-forecasting service rather than TV, radar information, etc. This will enable staff to respond to immediate warnings projected by the forecasting service. A two-person patrol would be available to respond to minimize liability. Staffing will be based upon the prediction of the storm, and personnel and equipment will be in place at the start of the storm. Mr. Miller said that they will continue to meet with the forecasting service to determine how much time is needed to get people on the road.

Mr. Miller said the intent is to increase the level of service to the residents by anticipating the start of the storm and, depending upon the forecast, spreading chemicals before the snow begins on the primary routes. The level of service on secondary streets will also be increased by having a goal of bare pavement down the middle of streets. Primary streets would have bare pavement curb-to-curb. Concerning cul-de-sacs, salt will be spread down the entire length of the cul-de-sacs. There will also be increased level of services to the CBD .

Mr. Miller said the program will also anticipate development of new programs for next year. The primary goal for future years is to upgrade the priority level for cul-de-sacs, beginning them at the same time secondary roadways are covered. Now the goal is based generally upon traffic volume on primary and secondary streets. To increase the services, they anticipate the need for supplemental personnel from other Village departments, such as firemen, inspectors, etc. Other staff can be trained to operate the necessary equipment. Manager McCurdy will indicate that snow and ice removal is a priority operation for Village staff. In addition, they will consider the use of contract services. They believe they can find contractors who would be interested in plowing the 300 cul-de-sacs in the Village.

Mr. Miller stated that staff will begin testing salt brine on the streets for anti-icing which is cheaper, faster, and requires less salt use. Regarding equipment, new and replacement equipment has arrived for use this year. Three additional trucks have onboard mounting capability for liquid calcium chloride for lower temperature situations. A 16 ’ wide plow will handle the commuter lots as well. He reiterated that the goal is to anticipate the storm. He noted that they will be using the weather forecasting team for the first time which will require some period of adjustment.

The Mayor thanked Mr. Miller for the time he has put in as the Acting Director. He said the report seems to differ in terms of staff use and the use of outside contractors, compared to the report submitted last year. He also asked if they are still using the 12/12 hour schedules. Mr. Miller said they would use that schedule. The Mayor said that last year the problem appeared to be because staff was not out on the streets soon enough.

Mr. Miller responded that the proposed program is a customized program based on new information that aided in making the changes to the program. Staff wants to get out ahead of time to react more quickly. The Manager added that they need to anticipate the storms better as well.

Commissioner Gilbert asked about the professional weather forecasting system and how contact is made. Mr. Miller said that the forecasters call the Village with a forecast based upon probabilities. They are used by IDOT , Cook County, WBBM radio, etc. They will provide the estimated time of the storm, how long it will last, how much snow is anticipated, etc. Staff will inform the forecasters as to the time needed to get the snow crew out on the streets, so the forecasters can provide sufficient lead time for the crews.

Commissioner Gilbert asked what makes this better than the National Weather Service. Mr. Miller said the Village has radar, but would not get a call from the National Weather Service. He said that the staff members are not professional forecasters. The lake effect also has to be considered for this area. Liability has to be taken into consideration as well.

Commissioner Gilbert complimented Public Works on the anti-icing program. He commented on the bare pavement down the center line, saying that the center would be salted, while the plowing would be curb-to-curb. Mr. Miller said that there is not a need for bare pavement curb-to-curb on secondary streets. Commissioner Gilbert said this sounds like a great plan and thanked Mr. Miller for coming to assist the Village during the transition. Mr. Miller responded that he has learned much from the staff, and the Manager has assembled a professional staff for the Village.

Commissioner Sisul complimented Mr. Miller and the staff on coming up with such an innovative plan. He is pleased with the plan presented.

Commissioner McConnell said she also liked the creativity and the innovativeness. She asked about budgeting, and Mr. Miller said they would attempt to work within budget this year, and have budget conversations for future years.

The Mayor noted that the Manager is in the process of considering the hiring of a new Director of Public Works, and he asked that this policy be given to him. In addition he requested that summary reports from Mr. Miller be passed on to the Manager and new Director as well.

Jim Russ , Chairman of the Downtown Management Board, thanked the staff for meeting with the Board and answering concerns and questions with regard to wind blowing snow that then covers the entrances to the stores. Staff has helped work out solutions to these problems.

Annual Financial Report. The Manager asked Mr. Lyons to make the presentation.

Marty Lyons , Director, Financial Services, said this report was prepared by independent auditors, Crowe Chizek. The report includes work done by many different departments. He reviewed the contents of the packet which included the Comprehensive Annual Financial Report, the Management letter, and the Tax Incentive Financial Report.

Mr. Lyons said that all prior year recommendations have been met, with the exception of fixed assets, which is a continual work in progress.

Mayor Krajewski said the federal government requires that every tree be inventoried and assigned a worth. Mr. Lyons said that the Village has an inventory of all trees on the GIF . Staff will also have to place a worth on each tree on that inventory.

Concerning Comment #4 of the Management Letter, Mr. Lyons said the accounting method must adhere to more private sector format for showing assets and liabilities. They are not responsible for having it implemented until 2003, and staff anticipates compliance as they want to keep the Village’s certificate and good bond rating. Compliance will increase the annual financial report significantly, but it will be worth the effort.

On page 5 of the letter, Mr. Lyons reviewed the current recommendations. Conversion to new accounting software has been completed, and because of that conversion, for the first time some of the monthly balancing reports were not reconciled regularly. They are, however, current now. The Mayor said he appreciated the staff time that went into the conversion, and he asked whether staff needs more training on the SCI system. He asked whether the system is the right one. Mr. Lyons felt the system was appropriate and said they had submitted a small 3-page RFP , as compared to some communities. The Mayor said he would like to review the RFP .

The Mayor asked about the payroll system. Mr. Lyons said they were more concerned with the use of the system by staff. In September, they scheduled open training with the Information System Trainer. All staff worked on both refresher and initial training. It is not required, but he would like to see it required. The Mayor asked that all staff be encouraged to participate in the training. Mr. Lyons said he has encouraged the department heads to allow staff to be trained.

Mr. Lyons then addressed Comment #3 of the letter, a housekeeping issue. During the conversion some receivables went out late and were not reconciled. They are not major receivables. Overall, Mr. Lyons was happy with the results from the auditors.

The Mayor asked about the turnover of audit firms. Mr. Lyons said this was the last year for this firm. Staff will be back in January to the Council with its next recommendation. He noted that although the firm may remain the same, the staff doing the audit changes.

Commissioner Gilbert asked about the Firefighters and Police Pension funds and whether any opinion about future viability is made. Mr. Lyons said they only look at them in terms of the current presentation. However, staff will come to Council shortly with the actuarial report, which could not be presented earlier without certified base data available from the audit.

The Mayor noted the recommendation for the on-line permitting process, and asked about the status of that project. He recommended exploring what some other communities are doing in that area. Mr. Lyons said he has asked to be included in meetings regarding the on-line permitting and credit card usage.

Stormwater and Flood Plan Oversight Committee Request for Variance – File 00-01. The Manager said there is a plan to construct a garage at 4621 Stanley, and the applicant asked that it be built one foot above the high water mark rather than three feet. The Committee’s unanimous recommendation is to grant the variance. It does not violate any County or State laws. There being no questions, the Manager said this would be on the November 7 Agenda.

ATTORNEY ’S REPORT

Village Attorney Blondin said that he had four items to present, all of which were discussed this evening, including 1) the Heritage Festival 2001 Ordinance; 2) the Hotel Rentals Ordinance; 3) Lot split approval Ordinance for 4345 Woodward Avenue; and 4) a Resolution for the variance from the Flood Plain Ordinance regarding 4621 Stanley Avenue.

COUNCIL MEMBERS

Commissioner Gilbert reported on his appearance before the House Subcommittee on the energy and environment regarding coal-fired power plants. He said it was an interesting experience, and he felt that something would be done about the problem. He pointed out that this is a very dangerous issue. Sixty-four municipalities in Illinois have enacted resolutions similar to that enacted by the Village.

The Mayor said that Downers Grove is one of the leading communities in this issue, and he thanked Commissioner Gilbert for going on behalf of the Village.

Commissioner Schnell complimented Commissioner McConnell and her group regarding the Character Counts meeting. It is an extremely well done program. Commissioner McConnell thanked her for her comments, and said that the Partnership for a Healthier Community group was pleased with the participation having slightly more than 100 people in attendance representing all facets of the community including nine students from District 99. The next step is to put a coalition together on character education. She said they would use the Character Counts programs as their basis for future action.

Commissioner Sisul said the Council should compliment the staff on the excellent reports presented today. It was a good meeting.

The Mayor said that there will be no meeting next Tuesday as it is the fifth Tuesday of the month. The Council will next meet on November 7.

Mayor Krajewski gave the Village Manager the grant paperwork for the Fire Rescue Truck $50,000 grant.

ADJOURNMENT TO EXECUTIVE SESSION

Commissioner Schnell moved to adjourn to Executive Session under Section 2©(3) and 2©(5) of the Illinois Open Meetings Act to consider appointments and property acquisition. Commissioner Sisul seconded the Motion.

VOTE :YEA – Commissioners Schnell, Sisul, Gilbert, McConnell, Mayor Krajewski NAY – None

The Mayor declared the Motion carried.

There being no further discussion, the Workshop meeting was adjourned to Executive Session 8:30 at p.m.

April K. Holden Village Clerk tmh/