August 02, 2005

1. Call to Order

Mayor Brian Krajewski called the regular meeting of the Village Council of the Village of Downers Grove to order at 6:30 p.m. in the Council Chambers of the Downers Grove Village Hall.

Pledge of Allegiance to the Flag

Mayor Krajewski led those present in the Pledge of Allegiance to the Flag.

2. Roll Call

Present: Commissioner Ron Sandack, Commissioner Stan Urban, Commissioner Marilyn Schnell, Commissioner Martin Tully, Commissioner William Waldack and Mayor Brian Krajewski Non Voting: Village Manager Riccardo Ginex, Village Attorney Enza Petrarca and Village Clerk April Holden

Mayor Krajewski said he would like to remind everyone present that the Council meeting is broadcast over the local FM radio station, WDGC . In addition, a tape recording and videotape of the meeting are being made using Village owned equipment. The videotape of the meeting will be used for later rebroadcast of the Council meeting over the Village cable television Channel 6.

The Council will follow the rules of conduct for this meeting as provided in Sec. 2.5 of the Downers Grove Municipal Code. These offer the public the opportunity to comment at several points in the meeting. First, immediately following approval of the minutes of the past meetings, an opportunity will be given for public comments and questions on the active agenda items for this evening’s meeting. Following this, an opportunity is given for public comments and questions on any subject. Finally, if a public hearing is scheduled for this meeting, an opportunity is given for public comments and questions related to the subject of the hearing.

The Mayor stated that at the appropriate time the presiding officers will ask if there are any comments from the public. If anyone wishes to speak, the individual should raise their hand to be recognized and, after acknowledgment from the presiding officer, approach the microphone and state their name and address. He stated that remarks be limited to five minutes, and asked that individuals refrain from making repetitive statements.

The Mayor said there are agendas located on either side of the Council Chambers, and he invited the audience to pick up an agenda and follow the progress of the Council meeting.

3. Minutes of Workshop and Council Meetings

Executive Session Minutes for Approval Only – June 28, 2005 Council Meeting – July 19, 2005 Workshop Meeting – July 26, 2005 There being no additions or corrections to the minutes, Mayor Krajewski said they would be filed as submitted.

4. Public Comments and Questions

A. Comments and Questions on Active Agenda

There were none.

B. Comments and Questions on General Matters

1) Laurel Bowen, 829 Clyde Drive, said last week she spoke with a tree service cutting down dozens of healthy and mature trees and bushes along three blocks of Webster Street. She was disturbed to learn that the Council has contracted with this company to remove 137 trees around the Village for sidewalks. She noted that earlier this summer the Council voted on a parkway tree preservation ordinance. She asked if that applied to the Village. She noted that Commissioner McConnell stated she would like to see creative thinking in the sidewalk plans, but Ms. Bowen said she does not think this message was received. She said 100 trees were removed on Lee and not replaced, as promised, when sidewalks were installed there, and now 137 more are being removed. She asked when the Village plans to replace these. She asked the Council to re-examine their priorities. She asked why the Village Forester is not involved in negotiating tree removal along with the Village engineer in order to be more creative in sidewalk installation so as to avoid the tree removals that are occurring faster than they can be planted. Ms. Bowen shared information from an article entitled, “Some cities are finding money does grow on trees.” A growing number of cities are protecting trees, require them to be a part of development and provide incentives for homeowners to plant them. She said tree cover produces services that the city has to otherwise buy. The trees clean air by filtering pollutants and produce oxygen. They reduce the need for huge stormwater systems for runoff caused by the loss of trees; the roots soak up rain. Trees lower energy costs by providing shade and cooling the air. The Village has acknowledged that trees are especially valuable to our residents. She asked why the Village is using taxpayer funds to destroy more trees when there are better alternatives that are not being implemented.

Mayor Krajewski asked where she got her numbers. He said he followed up with staff regarding the 100 trees being cut down on Lee. Staff reported a substantially lower number; he recalled it was 14, but said he would follow up on this.

Ms. Bowen said the contractor told her there were 137 trees around the Village to be removed. There are over two dozen trees and bushes along two blocks of Webster Street. Regarding Lee, she said that number came from discussions she was involved in when fighting the sidewalks on Lee Street.

Ms. Bowen asked about the 2005 State of the Village report.

The Mayor said this was discussed last week. Staff will first present a State of the Economy in September and the State of the Village will follow that. It will come shortly after the start of the fiscal year, once that decision is made.

2) Lee Micko, 1122 Gilbert Street, the Immanual Residences, said at the May 21 Coffee with the Council she spoke with Commissioner McConnell about the parking spaces in front of their building. She said the street was repaved, but the striping was not done properly. She said there are 12 feet of wasted space on the west end of the lot and asked if it could be distributed to the other spaces. She also asked if the parking could be head on.

The Mayor said it would be difficult to make a right angle turn off of the street. He said he thought it would be restriped.

Ms. Micko said she would like this done before winter. She asked if it is possible to make Gilbert from Forest to Carpenter one-way going west, or to install a speed reduction sign. She said there is a major problem at that location especially when there is a train. Vehicles do not obey the traffic signs. She is concerned about seniors in that area.

The Mayor said the staff will take a look at this. He asked Dave Barber, Director, Public Works, to report back as to when the lot will be striped. He suggested that the Parking & Traffic Commission review the traffic issue.

Ms. Micko noted that there are 130 registered voters in the building.

3) Ray Atkins, 1121 Carol, referred to the minutes of June 28 and the base flood elevation for two areas, including Downers Grove Estates. He said it has come to his attention that the County is now doing that work.

The Mayor said the County is going to pay to have the surveyor do the base flood elevation for Downers Grove Estates.

Mr. Atkins said there seemed to be a sense of urgency on the part of the Council, but he does not sense the same from the County. He asked if the Council is pushing this matter.

The Mayor said he met with Tony Charlton from the County. He said the person who drew the map is an outside consultant. This person will update the map to send to FEMA . He was told the County would provide residents in the Carol Street area with a letter stating that they believe a majority of the homes will be removed based on the increased stormwater pipe that was not taken into consideration when the map was done. They will move forward with a new FEMA map but that is an 8-11 month process.

The Mayor said he did not know when they are expected to establish the base flood elevation, but he will find out.

Mr. Atkins said this has gone from an 8-12 week timeframe for a Letter of Map Amendment (LOMA) to a 12-month timeframe. He said flood insurance is 130% of his homeowner’s policy.

The Mayor said the LOMA is what will exempt homeowners from the flood insurance. He said the process to get the map changed will be 8-11 months.

Mr. Atkins said the bank will only accept a map or LOMA .

The Mayor asked Mr. Barber for an update from the County on the base flood elevation.

4) John Schofield, 1125 Jefferson Avenue, complimented the Village on a very positive innovation in subdivision planning. He complimented Planning Director Keith Sbiral in regard to the “Nelson Meadow” subdivision. He said it was an organized, informal meeting held six weeks before the formal hearing. The objective was to identify issues for resolution before the formal hearing process. He noted that this was very successful. A total of about 40 neighbors expressed their concerns to three members of the developer’s team. Mr. Sbiral demonstrated that the Village’s subdivision process can be open and flexible.

The Mayor noted that he and Commissioner Sandack heard similar feedback from residents on Saturday. He said Mr. Schofield did a very good job with a PowerPoint presentation.

5. Public Hearings

6. Consent Agenda

COR00 -02050 Claim Ordinance: No. 5595, Payroll, July 22, 2005 Sponsors: Accounting A motion was made to Approve this file on the Consent Agenda. Indexes: N/A

BIL00 -02051 List of Bills Payable: No. 5584, August 2, 2005 Sponsors: Accounting The Mayor said he has two questions. He asked about a big expense for repairing one of the sweepers.

Dave Barber, Director, Public Works, said street sweepers are the most expensive vehicles in the fleet. He said they cost $100,000 – $125,000. He said they are expensive to repair due to all of the mechanical parts. There is a considerable amount of maintenance and upkeep. He noted that this sweeper is old.

The Mayor said his second question concerns the developer’s agreement for Holland and Knight and the Versar Curtiss Block work. He noticed that this was in the Planning Services. He asked if it is TIF related.

Village Attorney Enza Petrarca said the Holland and Knight is TIF related. The Versar is a Brownfields grant. A motion was made to Approve this file on the Consent Agenda. Indexes: N/A

BID00 -02039 Bid: Award Contract Not to Exceed $88,150.01 to SKC Construction Incorporated for 2005 Preventive Seal Program, CIP Project ST-004 Sponsors: Public Works A motion was made to Approve this file on the Consent Agenda. Indexes: Public Works Storm Drainage & Pavement Division

BID00 -02040 Bid: Award $58,950 to L.G.E. Transport, Inc. for Excavating Debris Hauling Contract Sponsors: Public Works Summary of Item: This provides for renewal for FY 2006 /07 and FY 2007 /08 at the unit prices bid in 2005 with the limit of work contingent upon approved funds. A motion was made to Approve this file on the Consent Agenda. Indexes: Public Works

BID00 -02041 Bid: Award $123,099 to Patten Industries, Inc. of Elmhurst for One 2005 Caterpillar 938G Series II Wheel Loader Sponsors: Public Works A motion was made to Approve this file on the Consent Agenda. Indexes: Public Works – Equipment

BID00 -02042 Bid: Award $119,409 to TransChicago Truck Group of Elmhurst for One 2006 Sterling LT9500 Semi-Tractor and One 2005 HilBilt Dump Trailer

Award $31,950 to Finkbiner Equipment Co. of Burr Ridge for One 2006 Towmaster T70 Detachable Gooseneck Trailer Sponsors: Public Works A motion was made to Approve this file on the Consent Agenda. Indexes: Public Works – Equipment

RES00 -02043 Resolution: Authorize Execution of an Addendum to an Agreement with Automated Computer Methods for Utility Billing Services Sponsors: Finance Summary of Item: A RESOLUTION AUTHORIZING EXECUTION OF AN ADDENDUM TO AN AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND AUTOMATED COMPUTER METHODS FOR UTILITY BILLING SERVICES

RESOLUTION 2005 -52 A motion was made to Pass this file on the Consent Agenda. Indexes: Water Billing Passed The Consent Agenda

A motion was made by Commissioner Tully, seconded by Commissioner Urban, that the consent agenda be passed. The motion carried by the following vote: Votes: Yea: Commissioner Sandack, Commissioner Urban, Commissioner Schnell, Commissioner Tully, Commissioner Waldack and Mayor Krajewski

7. Active Agenda

RES00 -02044 Resolution: Authorize a Third Amendment to Annexation Agreement with Opus/AEW Office Development Company, LLC Sponsors: Planning and Community Development Summary of Item: This will authorize a third amendment to an annexation agreement between the Village of Downers Grove and OPUS /AEW Office Development Company, LLC .

A RESOLUTION AUTHORIZING EXECUTION OF A THIRD AMENDMENT TO ANNEXATION AGREEMENT BETWEEN THE VILLAGE OF DOWNERS GROVE AND OPUS /AEW OFFICE DEVELOPMENT COMPANY , LLC

RESOLUTION 2005 -53 A motion was made by Commissioner Tully, seconded by Commissioner Urban, to Adopt this file. Mayor Krajewski declared the motion carried by the following vote: Votes: Yea: Commissioner Sandack, Commissioner Urban, Commissioner Schnell, Commissioner Tully, Commissioner Waldack and Mayor Krajewski Indexes: Planned Development #29-Highland Landmark

ORD00 -02045 Ordinance: Extend Preliminary Site Plan for Highland Landmark Phase IV & V, Planned Development #29 Sponsors: Planning and Community Development Summary of Item: This will extend the Preliminary Site Plan for Highland Landmark Phase IV & V, Planned Development #29 to August 15, 2006.

AN ORDINANCE EXTENDING THE PRELIMINARY SITE PLAN FOR HIGHLAND LANDMARK PHASE IV & V, PLANNED DEVELOPMENT #29

ORDINANCE NO . 4699 A motion was made by Commissioner Urban to Adopt this file. Mayor Krajewski declared the motion carried by the following vote: Votes: Yea: Commissioner Sandack, Commissioner Urban, Commissioner Schnell, Commissioner Tully, Commissioner Waldack and Mayor Krajewski Indexes: Planned Development #29-Highland Landmark

8. Mayor’s Report

Materials to be Received – Minutes

A motion was made by Commissioner Tully, seconded by Commissioner Urban, to Note Receipt Of this file. Mayor Krajewski declared the motion carried by the following vote: Votes: Yea: Commissioner Sandack, Commissioner Urban, Commissioner Schnell, Commissioner Tully, Commissioner Waldack and Mayor Krajewski Materials to be Received – Monthly Reports

Library Board – June 22, 2005 & July 13, 2005 Public Safety – January 27, 2005; February 28, 2005; April 19, 2005; April 26, 2005 Zoning Board of Appeals – June 22, 2005

New Business

9. Manager’s Report

10. Attorney’s Report

Future Active Agenda

11.Committee Standing Reports

Public Services Committee

Commissioner Schnell said the next meeting of the Public Services Committee with be August 16.

Public Safety Committee

Commissioner McConnell said the Committee met this morning and focused on Fire Department activities and issues. She said they concentrated on initiatives they are exploring in determining how to best utilize resources. The three issues are: 1) Reaccredidation and whether it makes sense to spend the time to do that; 2) The potential of working toward reducing the ISO rating; and 3) National Incident Management System (NIMS) compliance requirement. The conclusion was that reaccredidation activities do not buy much from the Village’s perspective in terms of recruitment or retention. The most beneficial part is the internal process the Fire Department goes through to periodically review their processes and to make sure that services provided are the most important ones. Regarding the ISO rating, the Fire Department believes they can reduce or improve the ISO rating for the Village. This has a benefit for the taxpayers in terms of insurance rates. Staff need to be able to spend time putting the details together and resubmitting it to the appropriate governing body. She said this takes the same resources as the reaccredidation activities would. Regarding the NIMS compliance requirement, she said this is a requirement the Fire Department as well as the entire Village is involved in. If the Village does not become compliant with the NIMS requirement, which is a federal requirement, the Village will not get federal grants in the future. As a result, the Committee feels this is crucial. The Village has done a great job of getting federal grant money. The impact of not being able to demonstrate compliance would be significant. The recommendation of the Committee is that the Village forego the reaccredidation process, take that money and staff time and put it towards the application to reduce the ISO rating as well as focussing on NIMS . She asked if Council had any objections to this direction. She emphasized that this has nothing to do with the Fire Department’s ability to be reaccredited. It is a matter of using the resources to the best benefit of the Village.

Commissioner McConnell said they reminded everyone in the group to make their space recommendations. They discussed overtime briefly. She expects a report from both the Fire and Police Departments in August.

Council members did not express any concerns regarding the direction given to the Fire Department. Mayor Krajewski said it sounded fine. He asked if the Committee would be reviewing the Police Department regarding the time spent on reaccredidation vs. the benefits.

Commissioner McConnell said they had that conversation. The Police Department felt it was important for them to continue with reaccredidation. Commissioner McConnell said they would continue to re-evaluate it and see what the benefits are.

The Mayor asked to see the benefits from the Police Department. Regarding overtime, the Mayor asked if this report would be done quarterly.

Commissioner McConnell said the departments were asked to report on a fiscal year quarter.

Finance Committee

Commissioner Tully said the Finance Committee met today and discussed two items. The first was the assessment and recommendation with respect to the Village’s non-union compensation and pay plan. They discussed components of the plan including the existing pay structure and changes that may need to be made. Commissioner Tully said the Village has fallen a little behind the market. He said the Committee will review staff recommendations. The second component is the pay delivery system including how to motivate people. He said incentive compensation or bonuses as well as budget implications were discussed. The third component is the implementation of the structure and the delivery system. Recommendations will be forthcoming.

Commissioner Tully said the other issue discussed was another retreat at the outset of the budget discussions. The recommendation is to hold the retreat mid to late September. The Committee discussed September 17 after Coffee with the Council. He asked Council members to talk with Mike Baker regarding their availability.

Mayor Krajewski asked if the Community Grants Commission would be meeting with the Council in August.

Village Clerk April Holden said it is scheduled for August 20 at the Main Street Train Station.

12.Council Member Reports and New Business

Commissioner Sandack said he, along with Commissioner McConnell, participated in the first session of a culture of service concept. One of the goals of the Council is to raise the bar with respect to interactions between Village staff and Council with residents, to see residents as customers and to try to act more as facilitators than regulators. He said this was a brainstorming session aided by Doug Kozlowski, Mike Baker and ten staff members to identify ideas to develop this culture. It is an initiative and a mindset. For purposes of this initiative, there will be a Department of the Council. He and Commissioner McConnell will be the liaisons and will hold the Council responsible for a customer service oriented approach. Implementation will be on a departmental basis. There will be overriding principles that driving this culture of service and implementing this plan.

Commissioner Schnell said there is a call from the Legislative Committee of DuPage Mayors and Managers for initiatives for next year for the Legislative Action Plan. These are due August 26.

The Mayor said he would like funding for the Illinois First grant.

Commissioner McConnell thanked the staff, Mike Baker and Doug Kozlowski for setting up today’s meeting. The Department of the Council needs to be a role model in terms of interactions with residents and staff. She said goals would be set up for the Council against which to measure themselves.

Commissioner Tully said thanked those involved in the Customer Service Task Force for their efforts. He said he is looking forward to their recommendations.

Mayor Krajewski said he received a copy of a letter from Representative Patti Bellock to the Governor urging him to release Illinois First grant funds promised to the Village and the Downers Grove Park District.

13. Adjournment

Commissioner Tully moved to adjourn to Executive Session pursuant to Section 2©(1) of the Open Meetings Act to consider personnel and pursuant to Section 2©(6) of the Open Meetings Act to consider setting a price for real estate. Commissioner Urban seconded.

VOTE : YEA – Commissioners Tully, Urban, Waldack, Sandack, McConnell, Schnell, Mayor Krajewski

Mayor Krajewski declared the motion carried and the Council convened into Executive Session at 7:15 p.m