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HomeMy WebLinkAboutCOW Agenda Packet 10/09/2001 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Meeting Date and Time: Mount Prospect Senior Center Tuesday, October 9, 2001 50 South Emerson Street 7:00 p.m. NOTE NEW START TIME I. CALL TO ORDER - ROLL CALL Mayor Gerald L. Farley Trustee Timothy Comoran Trustee Michaele Skowron Trustee Paul Hoefert Trustee Irvana Wilks Trustee Richard Lohrstorfer Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF SEPTEMBER 25, 2001 II1. CITIZENS TO BE HEARD IV. CONSOLIDATION OF PLAN COMMISSION AND ZONING BOARD OF APPE~,L-~ In the summer, Mayor Farley asked staff to research the feasibility of consolidating the separate functions of the Plan Commission and Zoning Board of Appeals into one, all encompassing, deliberative body. The Mayor's motivation for this action is the desire to streamline and improve the Village's development review process. This potential consolidation is consistent with administration efforts over the past several years to make our development review and building permit process more user friendly for both businesses and residents alike. While a number of improvements have been instituted, frustration is still expressed regarding the length and complexity of the plan review process, especially as it relates to Public Hearings. While streamlining the process is desirable, it should not come at the expense of inferior development. The ultimate goal of a process review is to strive for a workable balance between efficient process and necessary protections for the community. The idea of consolidating the two bodies into one is consistent with that balancing effort. Not only would it streamline the process by creating a "one stop" review body, but it also allows that single body to review all aspects of the project. Requests for Variations (ZBA) and Development Code modifications (Plan Commission) are not mutually exclusive. Rather, they frequently impact each other and ultimately the overall quality of a given project. With a combined review board, all aspects of a development would be reviewed by a single body looking at the whole picture. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 100 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. Staff surveyed Northwest Municipal Conference member communities and found that a number of them operate with a combined review board. For the most part, they have found the arrangement to work satisfactorily. The purpose Tuesday evening's discussion is to determine Village Board support for such a consolidation. In addition, members of both the Plan Commission and Zoning Board of Appeals have been invited to participate in the discussion. Appropriate staff will be on hand to answer questions and facilitate discussion. V. CREATION OF A COMMUNITY RELATIONS COMMISSION Last year, in the wake of allegations of racial profiling by the Police Department, the Village undertook a number of initiatives designed to ensure against such happenings as well as preventing other discriminatory conduct within the Village. To that end, one initiative was the creation of a citizens' commission that would be empowered to, among other things, receive complaints regarding discrimination, in any form, and provide a forum for review and recommendations for corrective action. Additionally, such a Commission would be given the mission of fostering and promoting understanding, mutual respect, cooperation and positive relations between and among all residents of Mount Prospect regardless of age, economic level, race, religious affiliation or ethnic origin. Additionally, should a consolidation of the Plan Commission and the Zoning Board of Appeals become a reality, this Community Relations Commission would also take on the responsibility of reviewing Community Development Block Grant requests and hearing housing discrimination complaints brought pursuant to requirements of Chapter 23 of the Village Code. The proposed enabling Ordinance for the creation of this Commission is the result of an exhaustive review of similar commissions in other communities. The goal was to provide an effective forum for the fostering of good community relations on a number of fronts. It is also designed to provide an effective forum for the review of specific complaints, while at the same time providing necessary safeguards for those who might be the subject of a complaint. Appropriate staff will be on hand to answer questions and to facilitate discussion. VI. VILLAGE MANAGER'S REPORT VII. .ANY OTHER BUSINESS VIII. ADJOURNMENT H:\GEN\Cow\Agenda\100901 COW Agenda.doc MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 25, 2001 I. CALL TO ORDER The meeting was called to order at 7:32 p.m. by Village Manager Michael Janonis. Mayor Gerald Farley was absent from the meeting. In his absence, Trustee Timothy Comoran was selected as Mayor Pro Tem. Present at the meeting were: Trustees Paul Hoefert, Michaele Skowron, Irvana Wilks and Michael Zadel. Absent from the meeting was Trustee Richard Lohrstorfer. Staff members present included Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Village Engineer Jeff Wulbecker, Project Engineer Joel Michalik, Finance Director Doug EIIsworth and Public Information Officer Maura Jandris. II. APPROVAL OF MINUTES Approval of Minutes from August 14, 2001. Motion made by Trustee Corcoran and Seconded by Trustee Zadel to approve the Minutes. Minutes were approved. III. CITIZENS TO BE HEARD There were no citizens to be heard. IV. STATUS REPORT ON CONDITION OF VILLAGE STREETS Village Engineer Jeff Wulbecker provided an overview of the Village Street improvement Program. Engineer Wulbecker stated that 2001 was the midway point of the ten year accelerated road program. Wulbecker recognized Project Engineer Joel Michalik, who manages the road program for his work. The program has seen the following accomplishments: completion of all streets on the reconstruction list. This was a total of sixteen miles of streets. 2001 marks the end of the reconstruction phase of the project. The next five years will consist of completing the current backlog of streets requiring resurfacing as well as those on schedule for resurfacing. The streets are now on a twenty year replacement program, so that 1/20th of all streets will need to be replaced each year. Mr. Wulbecker also explained pavement alternatives that the Public Works Department had been using. The "super-pave" system, which will be used next year will consist of an asphalt mix that was designed for the best performance for Mount Prospect streets. Mr. Wulbecker also provided an update on state and county road projects throughout the Village. · Route 83 - restoration is ongoing. Signals are close to being ready to be activated. · The left turn at Prospect Ave. and Route 83 will be restored soon after the new traffic signals at Route 83 aro activated. · Installation of new streetlights on Route 83 is expected to be completed this year. · Central Road streetlight installation has been held up due to problems with Corn Ed power lines. They may be completed this year. · Northwest Highway Resurfacing - IDOT expects work to be completed this year. · Metra Train Station Commuter Parking Lots - Construction will be begin Sept. 29. The lot adjacent to the depot will be completely reconstructed, and is expected to be completed this year. · Central Road Pavement - The Village is petitioning IDOT to request consideration for repaving Central Road between Rand and Arthur due to the deteriorating condition of the road. General comments from the board included: A question about the condition of the sidewalks. Village Engineer Wulbecker stated that sidewalk replacement is a significant cost, and the Village targets areas for replacement that they receive requests for. Public Works Director Andler stated that funding is incorporated in the budget to repair or replace off- set, broken sidewalks. It was suggested that as a long term goal, turning attention to sidewalk replacement, and a reconsideration of the funding mechanism for sidewalk replacement. Village Engineer Wulbecker mentioned that the Village does have a cost-share sidewalk replacement program. A question was asked about whether there was a guarantee on the road improvement work. Village Engineer Wulbecker replied that the Village requires a two year guarantee on all public improvement projects. A question was asked about what the Central Road project would entail. Village Engineer Wulbecker replied that it would be complete construction of the roadway between Rand and Arthur. Trustee Zadel said that he had interacted with project engineer Michalik this past year as a resident, as his street was being resurfaced, and said that he did a groat job communicating with residents and thanked him for his participation and effort. Village Manager Janonis provided an update on the Northwest Corridor Transit Task Force which consisted of nine communities in the aroa exploring expanding public transit through the Northwest Corridor. Each community involved had pledged an amount not to exceed $10,000 to study possible alternatives. The group had received a planning grant for $450,000 for this purpose. They had hired a consultant and were moving forward. The intent was to get a project included in the 2030 Regional Transportation Plan, which would make it eligible for federal finding. 2 It was asked if the group was looking at potential stations. Village Manager Janonis replied that yes, and the two locations under consideration in Mount Prospect were South Elmhurst Road and Busse Road. Janonis said that this project would serve the area of town with a large commercial and industrial base, and could help get employees to these businesses. V. STORMWATER MANAGEMENT PROGRAM STATUS REPORT Deputy Public Works Director Sean Dorsey provided an update on the Stormwater Management Program. The program was authorized in 1990, and its goal was to reduce the magnitude of flooding. The original project list included mitigation of both surface flooding and sanitary sewer flooding. The Village received special Iow interest loans from the IEPA and earmarked a portion of sales tax revenue for the project. To date, 13 of the 14 projects have been completed. Dorsey provided an overview of the 13 completed projects. Hatlen Heights is the last outstanding project. Mr. Dorsey was asked to comment on how well the projects are functioning. Mr. Dorsey responded that the Village had not experienced the magnitude of flooding as it had in the 1980s. They have worked very well thus far, and the call volume of flooding problems has been virtually non-existent. The projects have performed as designed. Mr. Dorsey went on to explain the situation in the Wedgewood Heights subdivision. Option one for the area had an estimated cost of $615,000 and included removal of a majority of trees in the area. Option two is more limited and has a cost of $198,000. The Village held a meeting with the residents in the area. The residents did not support option one, and there was unanimous support for option two. Discussion took place on the specifics of the program. Public Works Director Andler said that resurfacing of the entire subdivision was planned in the read program, so any flood improvement construction would include resurfacing of the roads. The program would consist of a culvert system, which residents are responsible for. They are inspected on a regular basis by Public Works crews to make sure that they are being properly maintained. Trustee Skowron stated that the residents who had attended the meeting had made their decision, and the Board should support their decision. She praised staff for their organization and explanation of the materials. Trustee Corcoran emphasized communication with the residents to ensure they understand the responsibility of maintaining the culverts. The general consensus of the Board was to authorize staff to undertake the necessary steps outline under Option 2. VI. VEHICLE STICKER LICENSES - ANTIQUE VEHICLE,~ Finance Director Doug Ellsworth explained that for some time there had been a discrepancy between practice and the Village code. Antique car owners have traditionally not been charged for vehicle stickers. However, there was no 3 provision in the Village code for this exception. Trustee Wilks asked how many cars were involved. Finance Director EIIsworth responded that it was around 20 cars. They are exempted by the State of Illinois, they have a special license plate. Most people do not use the cars on a regular basis. Consensus of the Board was that if the vehicle is considered "antique" by the state, they should be exempt from vehicle sticker cost, as the reason for having a vehicle sticker fee is based on road usage, and by state law, antique cars are restricted by how many miles they can drive. VII. VILLAGE MANAGER'S REPORT Village Manager Michael Janonis reminded the Board that the Fire Department Open House would take place on Saturday September 29 from 10:00 a.m. to 2:00 p.m. VIII. OTHER BUSINESS Trustee Wilks sent condolences to the family of ESDA Volunteer Jim Bradley who had passed away. IX. ADJOURNMENT The meeting was adjourned at 8:55 p.m. Respectfully submitted, Public Information Officer MLJ/mlj H:\GEN\Cow~Minutes\092501 COW Minutes.doc 4 Village of Mount Prospect Community Development Department MEMORANDUM TO: MICHAEL JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF COMMUNITY DEVELOPMENT DATE: AUGUST 27, 2001 SUBJECT: COMBINING PLAN COMMISSION AND ZONING BOARD OF APPEALS Per the Mayor's request, staff has researched the possibility of merging the Village's Plan Commission (PC) and Zoning Board of Appeals (ZBA). The purpose of this memorandum is to summarize the findings of that research and outline some of the pluses and minuses of such a merger in Mount Prospect. A Northwest Municipal Conference survey was commissioned to ask members if they had a joint board that performed the functions of both the Plan Commission and Zoning Board of Appeals. Of 29 communities that responded to the survey, which is attached, seven had established a single body. Four others had established situations where two bodies were maintained, but the members were the same. Additional research indicated that two communities not in the NWMC survey (Waukegan and Westmont) also have a single commission. Merging the Plan Commission and Zoning Board of Appeals into a single Planning and Zoning Commission for Mount Prospect would have several benefits. The primary advantage would be to further streamline the Village's development approval process. It is not unusual for a commercial developer or home owner building an addition (or even a new home) to come before both the Plan Commission (for Plat of Consolidation or Development Code Exception) and the ZBA (for a variation or conditional use). This requires them to attend additional meetings and, even though we try to arrange for approvals from the different boards to "meet" at the Village Board, having to meet with both the PC and ZBA can make the approval process longer. Another benefit to a merged board would be that fewer volunteers would be needed to sit on these bodies (it has been a challenge in recent years to keep the ZBA and PC at their full complement). Along those lines, a Planning and Zoning Commission of seven people would be an adequate and manageable size. Perhaps the greatest downside to a merged commission would be that the group would take on additional responsibilities and workload. Given the current schedule and workloads of the PC and ZBA, it is reasonable to expect that a joint commission meeting twice a month could conduct all required business. I expect that we would try and have one meeting per month focus on planning related tasks (corridor plans, urban design studies, comprehensive plan updates, etc.) and the other focus on development related requests. Please let me know if you have any questions about the attached materials or this potential change in commission structure. /mb H:La, DMN~BLUEM~Iemos & Lctters\pczbame~ge.doc "2 DRAR' ORDINANCE NO. AN ORDINANCE AMENDING THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: That Article V "Zoning Board of Appeals" and Article V "Plan Commission" of Chapter 5 shall be deleted in its entirety and a new Article V, entitled "Planning & Zoning Commission" of Chapter 5 shall be inserted in lieu thereof and shall be and read as follows: ARTICLE V PLANNING & ZONING COMMISSION SECTION: 5.501: Creation and Membership 5.502: Organization 5.503: Public Hearings and Meetings 5.504: Jurisdiction 5.501: CREATION AND MEMBERSHIP: A Planning & Zoning Commission is hereby created. The Planning & Zoning Commission shall consist of six (6) regular members as appointed by the Village President with the consent of the Board of Trustees of the Village. In addition to the six (6) regular members, the Village President shall appoint, with the consent of the Trustees, a chair who shall be a deliberative and voting member of the Planning & Zoning Commission. A. Each member of the Planning & Zoning Commission, including the chair, shall serve for a term of five (5) years or until his or her successor has been duly appointed and qualified. The chair shall serve no more than two (2) consecutive terms as chair. The initial appointment may be made for shorter terms. These terms shall be staggered to assure that no more than three (3) member's terms expire in the same year. The Village President with the advice and consent of the Village Board may make the initial appointments as the President may deem appropriate. The initial appointments may, but shall not be required to be made, from the existing Zoning Board of Appeals or Planning Commission membership. B. Each member of the Planning & Zoning Commission, including the chair, shall serve at the pleasure of the Village President and Board of Trustees of the Village. C. Vacancies on the Planning & Zoning Commission shall be filled for the unexpired term of the member or the chair whose seat has become vacant by appointment by the Village President with the consent of the Board of Trustees of the Village. (Ord. 5126, 7-18-2000) DRAFT 5.502: ORGANIZATION: A. The President and Board of Trustees of the Village may provide by resolution for the compensation of the members and chair of the Planning & Zoning Commission. B. The Planning & Zoning Commission shall select from its membership a vice chair. 1. The vice chair shall serve as acting chairperson whenever the chair is absent from meetings and public hearings. C. The Planning & Zoning Commission shall adopt rules for the conduct of its hearings and meetings, which rules shall not conflict with this Article. Such rules may include the creation of a committee authorized to conduct the appropriate public hearings at any time two (2) or more members of the Planning & Zoning Commission are present. However, if such a rule is not created, a majority of the currently filled positions shall constitute a quorum. 1. However, in the case of meetings when no public hearing is to be conducted, the rules shall provide that business may be conducted if a simple majority of the currently filled Planning & Zoning Commission positions are present. 2. For the purpose of determining a quorum at meetings and members present at public hearings, the chair shall be considered a member of the Planning & Zoning Commission. (Ord. 5126, 7-18-2000) 5.503: HEARINGS AND MEETINGS: A. All hearings and meetings of the Planning & Zoning Commission shall be open to the public; the record and minutes of which shall be available for examination in the office of the Village Clerk during regular business hours. 1. Generally, a public hearing is a gathering of the Planning & Zoning Commission, the purpose of which is to take testimony from and permit comment by petitioners and interested parties. A meeting is a gathering at which the Planning & Zoning Commission deliberates and votes with respect to matters before it. 2. At public hearings and meetings of the Planning & Zoning Commission, any interested person may appear in person or may be represented by duly authorized agents or attorneys. B. Regular meetings of the Planning & Zoning Commission shall be held in the Senior Citizen Center, 50 South Emerson Street, Mount Prospect, Illinois, on the second and fourth Thursday of each month at the hour of seven o'clock (7:00) P.M., or at such other location, time or date as may be designated by the chair of the Planning & Zoning Commission, following proper notice as described in Section 14.203 of this Code. 1. No testimony shale be taken and no witnesses may be heard except at a properly convened public hearing of the Planning & Zoning Commission. 2. All testimony before the Planning & Zoning Commission shall be given under oath and a summary of such testimony and proceedings shall be subsequently prepared by the recording secretary. Any petitioner or other interested party may provide at the Petitioners own expense, a court reporter to transcribe testimony given in any case so heard by the Planning & Zoning Commission, provided that the Department of Community Development is given a copy of the transcript. 3. The chair or in the chair's absence, the vice chairperson shall administer or authorize the administration of oaths and may compel the attendance of witnesses. 4. No vote of the Planning & Zoning Commission shall be had at any public hearing unless the Planning & Zoning Commission shall by notice provide that such public hearing shall also be deemed a meeting and minutes of the hearing are maintained by the secretary. 5. The Director of Community Development is authorized to make such additional charges to any Petitioner as may be necessary to cover the costs of the Village in the event the filing fees are insufficient to cover the cost of the application, review and public hearing. C. All meetings of the Planning & Zoning Commission shall be held at the call of the chair and at such other times as the said Planning & Zoning Commission may determine by rule. 1. ']'he Planning & Zoning Commission shall keep minutes of its meetings, indicating the vote of each member upon every question or any absence or failure to vote. 2. The Planning & Zoning Commission shall make its decision or its determination on all matters presented to it within a reasonable time. The following shall apply to such decision making: a. The Planning & Zoning Commission may reverse or confirm, wholly or partly, or may modify or amend any order, requirement, decision or determination, appealed from to the extent and in the manner the Commission may decide to be fitting and proper, subject to the provisions contained in this Article, Chapter 14 of this Code or under applicable law. (1) The concurring vote of four (4) members of the Planning & Zoning Commission shall be necessary to reverse any zoning determination of the Director of Community Development. (2) The concurring vote of a simple majority of those members of the Planning & Zoning Commission in attendance (so long as a quorum is present) shall be necessary to recommend or grant a variation from Chapter 14 of this Code, or to recommend or decide in favor of the petitioner on any matter upon which the Planning & Zoning Commission is required to pass under Chapter 14 of this Code or any other ordinance of the Village. b. In all instances where the decision of the Planning & Zoning Commission is final, such decision shall be a final administrative determination and shall be subject to review by a court of law in the manner provided by applicable Illinois statutes. D. All special hearings of the Planning & Zoning Commission shall be held at the call of the chair and at such other times as the said Planning & Zoning Commission may determine. All of the foregoing rules and regulations governing the conduct of regular hearings before the Planning & Zoning Commission shall apply to special hearings of the Planning & Zoning Commission. (Ord. 5126, 7-18-2000) 5.504: JURISDICTION: The Planning & Zoning Commission is hereby vested with the following jurisdiction and authority and it shall be its duty: A. To hold public hearings on requests for amendments to Chapter 14 of this Code and forward its findings and recommendations on such requests to the President and Board of Trustees of the Village. B. To hear and decide appeals from any zoning determination made by the Director of Community Development in the administration or enforcement of Chapter 14 of this Code. C. To hear and decide or forward recommendations as is appropriate for variations, conditional uses and/or relief from the regulations and restrictions contained in Chapter 14 of this Code. D. To hear and decide or make recommendations on such other matters as may be committed to the jurisdiction of the Planning & Zoning Commission by other ordinances of the Village or at the direction of the President and Board of Trustees of the Village. E. To hear and decide all requests for variations, special uses and appeals pursuant to the Village Sign Ordinance Chapter 7 of this Code. (Ord. 5126, 7-18-2000) F. To hear and forward recommendations on all requests for exceptions to Chapter 16, The Development Code. G. To prepare, amend and recommend to the President and Board of Trustees of the Village an Official Comprehensive Plan ("the Plan") for the present and future development or redevelopment of the Village. The Official Comprehensive Plan and its amendments shall be accomplished in accordance with Section 5.704 of this Article. H. To recommend changes, from time to time, in the Official Comprehensive Plan after review and public hearing. I. To give aid to the Municipal officials charged with the direction of projects for improvements embraced within the Plan, and to generally promote the realization of the Plan. J. To review and recommend the denial or the approval of plats of subdivision. 1. No map or plat of any subdivision or resubdivision presented for recording, affecting land within the corporate limits of the Village, or contiguous territory outside of but not more distant than one and one-half (1%) miles from such limits of the Village, shall be entitled to be recorded or shall be valid unless the subdivision shall meet the subdivision regulations as set forth in the Village's development code and otherwise conform to any requirements shown in the Official Comprehensive Plan of the Village. 2. The procedures for review of such maps or plats of subdivision shall be as established within the subdivision regulations of the Village which are a constituent part of the development code. K. To make recommendations to the Village Board with respect to the Village's development, review and planning processes. L. To recommend regulations, projects and programs pertinent to the development, redevelopment and renewal of the Village and such surrounding territory over which the Village exercises subdivision jurisdiction. M. To exercise such other powers as may be conferred by the corporate authorities. (Ord. 5125, 7-18-2000) 5.505: THE OFFICIAL COMPREHENSIVE PLAN: The Planning & Zoning Commission shall carry out its responsibilities with respect to the Official Comprehensive Plan according to the following: A. After receiving a proposed comprehensive plan or an amendment to an existing comprehensive plan, the Planning & Zoning Commission shall hold a public hearing to consider such plan or amendment. 1. Not less than fifteen (15) days prior to the public hearing, notice of the proposed hearing, setting forth the time and date and place shall be given by publication in a newspaper of general circulation in the Village and the contiguous unincorporated area. 2. The hearing may be recessed to another date if not concluded; provided, notice of the time and place is publicly announced at the hearing at the time of such recess or notice is given by newspaper publication not less than five (5) days prior to the rescheduled hearing. B. No testimony regarding the Comprehensive Plan or any amendments shall be taken, and no witnesses heard, except at a properly convened public hearing of the Planning & Zoning Commission. C. No comprehensive plan or amendment shall be adopted by the President and Board of Trustees that has not been submitted to the Planning & Zoning Commission for review, public hearing and recommendation. D. The Plan may be adopted in whole or in separate geographical or functional parts, each of which, when adopted, shall be the Official Comprehensive Plan or a constituent part of the Comprehensive Plan of the Village. E. The Plan, by its very terms, may be made applicable to land situated within the corporate limits of the Village and contiguous territory not more than one and one-half (1%) miles beyond the corporate limits of the Village. F. The Plan may designate land suitable for annexation to the Village, along with recommended zoning classification for such land upon annexation. G. The Plan shall be the primary planning guide of the Village, but shall not be construed to actually regulate or control the use of private property which is the function of the Zoning Ordinance and Official Maps. H. The Official Comprehensive Plan and any ordinances implementing it shall be on file with the Village Clerk and shall be available at all times during regular business hours for public inspection. I. Within ninety (90) days after the conclusion of the public hearing held by the Planning & Zoning Commission, the Planning & Zoning Commission shall make its written recommendation to the President and Board of Trustees. If the Planning & Zoning Commission fails to make such written recommendation within ninety (90) days, then the President and Board of Trustees may proceed to consider adoption of such Comprehensive Plan or portion of the Comprehensive Plan or an amendment to an existing comprehensive plan in the same manner as if the Planning & Zoning Commission had made a written recommendation. 1. After consideration of the recommendation of the Planning & Zoning Commission of a proposed amendment to the Comprehensive Plan, the President and Board of Trustees shall either adopt the Comprehensive Plan or amendment in whole or in part or reject the entire Comprehensive Plan or amendment. 2. If approved, the President and Board of Trustees of the Village shall enact the ordinances necessary to give effect to the Plan. 3. If, at the expiration of one hundred eighty (180) days after the recommendation of the Planning & Zoning Commission to the President and Board of Trustees, the President and Board of Trustees have taken no formal action, the Comprehensive Plan or amendment may not be acted upon by the President and Board of Trustees without renewing the public notice and public hearing process. J. The Plan and its amendments, if approved and adopted, shall become effective upon the expiration of ten (10) days after the date of filing notice of such adoption with the Cook County Recorder of Deeds. K. Copies of the Plan, all ordinances implementing it, and the Official Map, shall be available to any interested party upon payment by the party of the sum established to cover the cost of its printing and distribution. (Ord. 5125, 7-18-2000) SECTION 2: Any reference in Chapter 14, Zonin.q, of the Mount Prospect Village Code, to the "Zoning Board of Appeals" shall be changed to a reference to the "Planning & Zoning Commission" and any reference to the "Plan Commission" in Chapter 16 - Development Code shall be changed to a reference to the "Planning & Zoning Commission". SECTION 3: That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this day of ,2001. Gerald L. Farley, Village President ATTEST: Velma W. Lowe, Village Clerk C:\MyFiles\M P\ORDS\ChS.Ar tV.La n d UseComnew.ord.wpd ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 5, ARTICLE XVll TO ESTABLISH A COMMUNITY RELATIONS COMMISSION FOR THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: Chapter 5, Article ×VII of the Village Code of Mount Prospect, Cook County, Illinois, shall be amended to add the following: Sec. 5.1701. Establishment and Statement of Mission. There is hereby established a Community Relations Commission ("Commission"). The mission of the Community Relations Commission shall be to foster and promote understanding, mutual respect, cooperation and positive relations between and among all residents of Mount Prospect regardless of age, economic level, race, religious affiliation or ethnic origin to the end that a sense of shared community among residents is strengthened, the value of each individual is affirmed and the constitutional rights of all are realized. Sec. 5.'1702. Membership. The Community Relations Commission shall consist of five {5) members appointed by the Mayor with the advice and consent of the Trustees. The initial terms shall be as determined by the Mayor. The terms shall be established so that no more than two terms end at the same time and so that subsequent members' terms will be for three (3) years ending on April 30th of the final year of service. A member of the Board of Trustees may serve on the Commission, but the Commission will not be required to have a trustee as a member. A member may be removed at any time by a majority vote of the Mayor and Board of Trustees. There shall be no quotas for assuring diversity of membership on the Commission, but appointments shall be made with diversity as a primary objective. Sec. 5.'1703. Functions. The Community Relations Commission shall act in an advisory capacity to the Mayor and the Board of Trustees subject to the provisions of Section 5.1704 shall: A. Assist residents in discovering opportunities to gather, contribute, volunteer and participate in neighborhood and community events and services. B. Cooperate with and enlist the aid of other commissions, organizations, schools, religious institutions and neighborhood and civic groups in actively promoting goodwill and understanding among the people of the community. C. Receive, hear and investigate noncriminal complaints or charges of practices of discrimination or acts of prejudice or intolerance against any person or group because of race, color, religion, ancestry, national origin, gender, age or disability by a Village official and to make recommendations for the resolution of such matter. D. Initiate or conduct educational or informational programs if the Commission believes that acts of intolerance are occurring within the community or if the Commission believes that programs will further the purpose for which it was established. E. Receive, investigate and hear complaints of unlawful real estate practices according to Chapter 23, Article Xll of this Code. F. Coordinate the amicable settlement of disputes between or among residents through mediation and conciliation services. G. Render an annual written report to the Village Mayor and Board of Trustees and issue such special reports concerning its work and investigations as it and the Mayor and Board of Trustees may consider desirable. H. Perform such other duties and exercise such other powers as the Mayor and Board of Trustees may assign to it. I. With respect to the Village's Community Development Block Grant Funds: (1) Conduct public hearings where required by law; (2) Review requests for funding from non-Village agencies and make recommendations with respect to such requests. Section 5.1704. Definitions. The following terms shall have the following meanings when used in these Rules of Procedure: "Answer" means a reply to a Complaint, verified on oath, and filed with the Commission, in the manner and form set forth in these guidelines. "Chair" means the appointed Chairperson of the Commission. "Code" means the Mount Prospect Village Code (1981), as it has been and may be amended from time to time. "Commission" means the Community Relations Commission of the Village of Mount Prospect. "Complainant"means any person or persons that has filed a Complaint with the Commission. "Complaint"means a written allegation on a form supplied by, and filed with, the Commission alleging an act of Discriminatory Conduct committed by an official of the Village. "Discriminatory Conduct" means an act of discrimination committed by an official of the Village against a person because of his or her race, color, religion, gender, age, disability, national origin or ancestry. "National Origin" means the place in which a person or one of his or her ancestors was born. "Religion" includes all aspects of religious observance and practice, as well as belief. "Respondent" means any person or persons who is a Village Official and is accused by a Complainant of engaging in Discriminatory Conduct against a Complainant. "Secretary" means the individual that is appointed to be the Secretary of the Commission pursuant to subsection 5.1706D of these Rules. "Supervisor" means the current head of the Village department in which the Respondent was employed at the time that the Discriminatory Conduct was alleged to have occurred. '¥ice-Chair" means the individual that is appointed to be the Vice-Chair of the Commission pursuant to subsection 5.1706B of these Rules. '¥illage" means the Village of Mount Prospect, Cook County, Illinois. '¥illage Board" means the Mayor and Trustees of the Village of Mount Prospect, Cook County, Illinois. '¥illage Official" means an officer or employee of the Village. Section. 5.'1705. Commission Organization. A. Officers. The Commission shall have a Chair, who shall be appointed as provided in the Code, and a Vice-Chairi who shall be appointed by the Commission. In the absence of the Chair and Vice-Chair, the Commission shall elect a temporary Chair to act as Chair. B. Creation of Subcommittees. The Chair, with the consent of a majority of the voting members present at the meeting at which the consent vote is taken, may establish and appoint a subcommittee chair and members to such subcommittees of the Commission as may be necessary from time to time to make reports to the full Commission in connection with the duties assigned to the Commission. C. Secretary of the Commission. The Village Manager shall appoint a staff liaison to the Commission who shall be the Secretary of the Commission. The Secretary shall not be considered a member of the Commission and shall not vote on any matters. D. Quorum. A quorum shall consist of three of the voting members of the Commission meeting in compliance with the Illinois Open Meetings Act. Section 5.1706. Commission Meetings. A. Open Meetings Act. Due notice shall be given of all meetings of the Commission, and any of its subcommittees, and shall be scheduled and held in the manner provided in the Illinois Open Meetings Act. B. Regular Meetings. The Commission shall hold its regular meetings not less than quarterly, but may meet more often if the Commission or the Mayor and Board of Trustees deem it necessary. The Commission shall establish a schedule of its regular meeting for each calendar year prior to the beginning of each calendar year. C. Special Meetings. The Commission may call and conduct such special or emergency meetings as it determines may be necessary from time to time. D. Robert's Rules of Order. Robert's Rules of Order Newly Revised, current edition, shall govern the conduct of meetings of the Commission and its subcommittees. However, Robert's Rules of Order shall not govern where they conflict with these Rules of Procedure or other applicable law. E. Workshops. The Commission may hold such workshop sessions as it determines may be necessary from time to time. F~ Closed Meetings. The Commission may hold meetings or portions of meetings that are closed to the public only in accordance with applicable law. G. Notice of Absence. Any member of the Commission who is unable to attend any meeting, shall notify the Chair, his or her designee, or the staff liaison. Such notice shall be provided as far in advance as is practical under the circumstances. Section 5.1707. Order of Business/Agendas. A. Establishin.q the A,qenda. The Chair shall establish the items to be included on the agenda for each meeting of the Commission. In establishing each agenda, the Chair shall consider the number of pending Complaints and other agenda items, the complexity of such matters, and any applicable time constraints for the processing of such matters. B. Order of Business. In general, the order of business for each agenda shall contain the following items in the following order: 1. Call to Order. Performed by the Chair, the Vice-Chair or the temporary Chair. 2. Roll Call. Performed by the Secretary or his or her designee. 3. Consideration of Minutes. Consideration of any unapproved minutes of any previous Commission meetings. 4. Comments from the Public. Members of the public may speak without interruption for a duration of time determined by the Chair. The Chair may limit the number of questions Commission members may direct to the speaking members of the public and that members of the public may direct to the Commission members. 5. Communications Received. Report by the Chair of any correspondence or other communications received by the Commission since the last meeting, including Village Board actions on Commission reports or actions by other Village boards and commissions on Commission reports, related Village staff activities and pending legislation. 6. Discriminatory Conduct Complaints. a. Reports. Consideration of reports of findings and Commission recommendations. b. Continued Complaints. Consideration of Complaints for which the hearing or meeting has previously been convened and continued by the Commission and on which testimony has been heard by the Commission. c. New Complaints. Consideration of Complaints for which no hearing or meeting has p'reviously been convened or on which no testimony has been heard by the Commission. 7. Other Aqenda Items. Consideration of other items not related to Complaints. 8. Old Business. Consideration of any matters previously before the Commission. 9. New Business. Consideration of any matters not previously before the Commission. 10. Adiournment. C. Modification of Order of Business. The order of items on the agenda as distributed may be modified or rearranged by the Chair, for good cause shown, with the consent of the Commission. in the case of a special meeting, no items may be discussed that are not on the posted agenda. D. Distribution of Agenda and Related Materials. The agenda for each Commission meeting shall be posted in accordance with applicable law. The agenda and all relevant materials prepared by Complainants or Village staff shall be distributed to each Commission member. Unless it is objectively impractical to do so, the agenda and supporting materials shall be distributed at least forty-eight (48) hours in advance of the meeting. E. Votinq. 1. General Matters. Except as required by Paragraph 3 below, the Commission may take action to conduct its business without a written resolution before it. In such cases, the vote required to approve such an action shall be a majority of those voting members present. 2. Minority or Dissentin.q Reports. Members of the Commission may file minority or dissenting reports in support of any position concerning a matter brought before the Commission. 3. Reports and Findinqs on Complaints. The Commission shall vote to approve a report of findings and to make a recommendation on a Complaint only by adoption of a written resolution. In such cases, the vote required to pass such resolution shall be a majority of the voting members of the Commission present at the meeting at which the vote is taken; provided that the affirmative vote of at least four of the voting members of the Commission shall be required to pass such resolution. A roll call vote shall be taken on all resolutions. A member absent from all or any portion of a hearing on a Complaint shall not be qualified to vote on the matter unless that member first certifies that he or she has reviewed the entire record of such missed portion of the hearing and has been fully informed of the essential facts and issues of the matter being heard so as to be able to make an informed and independent vote. Section 5.1708. Discriminatory Conduct Complaint Procedures. A. Filin.q Procedures for Complaints of Discriminatory Conduct. 1. Filin.q a Complaint of Discriminatory Conduct. The following procedures shall be employed by individuals seeking to file a complaint through the Commission for alleged Discriminatory Conduct by a Village Official. a, Eligibility For Filin,q. Any person claiming to be aggrieved by discriminatory conduct of a Village Official while that official was acting within the scope of his or her authority may file a Complaint. 7 b. Complaint Form. A person wishing to file a Complaint must submit the particulars of his or her Complaint on a standardized Complaint form provided by the office of the Village Manager. Anonymous complaints will not be considered. c. Place of Filing. The Complainant shall return the Complaint either by regular mail, facsimile or in person to the address designated on the Complaint. d. Time of Filing. A Complaint must be filed no later than sixty (60) days from the date of the last occurrence of the alleged discriminatory conduct. e. Response to Filing. Subject to Section 5.1709, within thirty (30) days of receiving a fully executed and completed Complaint, the Secretary to the Commission shall: (i) Schedule a Commission hearing on the Complaint in accordance with provisions of the Illinois Open Meetings Act, on a date not later than sixty (60) days after receiving the fully executed and completed Complaint, unless automatically postponed pursuant paragraph f of this Section or waived by the Complainant pursuant to paragraph g of this Section; and (ii) Deliver a copy of the Complaint to the parties listed below, along with a written notice of the time and place of the hearing (unless waived by the Complainant): a. the Complainant; b. the Chair and the other members of the Commission; c. the Supervisor (if a complaint is lodged against employee); d. the Village Manager; and e. the Village Board. The notice to the Supervisor shall advise the Supervisor that the Respondent, or the Supervisor, or both, may attend the hearing and present testimony to the Commission on the scheduled date. It shall be the responsibility of the Supervisor to notify the Respondent of the Complaint. f. Automatic Postponement for Pending Litigation. Notwithstanding anything in these Rules to the contrary, no hearing shall be scheduled or conducted with respect to a Complaint that is related to, or concerns, a matter that is the subject of any pending litigation in a court of law until a date that is at least thirty (30) days after the final disposition and adjudication of such litigation. g. Waiver. A Complainant may waive his or her right to a hearing. In such event, the Commission shall base its Report and Findings, and any recommendation, on the Complaint and the written Answer, if any, provided by the Supervisor or the Respondent. 2. Answering a Complaint. The Supervisor and the Respondent shall have the right, but not the obligation, to respond to the Complaint. Any such response shall be in accordance with the following: a. Place of Filing. The Answer may be filed by the Supervisor or the Respondent by regular mail, facsimile, or in person to the Secretary cio the office of the Village Manager at the Village Hall. b. Content of the Answer. The Answer shall contain the full name of the Respondent, and if represented by an attorney, the name and address of the attorney. The Answer may contain a denial, a rebuttal or an admission of the Complaint, in part or in whole, as well as documentary evidence to indicate the verity of such denial. c. Time of Filing. The Answer shall be filed within fourteen (14) days from the date of service of the Complaint upon the Supervisor. B. Commission and Subcommittee Procedures for Complaint Hearings. 1. Hearings by a Quorum. No hearing shall take place unless a quorum is present. 2. Standards of Decorum. All Commission members and all others attending hearings of the Commission shall conduct themselves in a manner that shall not disrupt the business of the Commission. The use of cellular phones in the meeting room is prohibited. The Chair may indicate that persons who become personally abusive or in other ways violate ordinary standards of decorum will be ruled out of order and if the violation persists, be required to leave the meeting room. 3. Introduction by the Chair. a. .General. The Chair shall begin each hearing by announcing the name of the Complainant and the title of the Complaint. The Chair shall explain the procedures for conducting the hearing. b. Swearin,q In Witnesses. The Chair shall administer an oath to all persons intending to testify during the course of the hearing, whether for the Complainant, the Supervisor or for the Respondent. c. Counsel. Parties to the Complaint will be permitted to attend the hearing accompanied by attorneys, but such attorneys will be allowed to participate in the hearing only as advisors, refraining from speaking on behalf of their clients or cross examining other parties. d. Time Limits. Prior to the start of the hearing or meeting, the Chair, in conjunction with appropriate Village staff, shall establish reasonable time limits for the oral presentation of the Complaint by the Complainant, for the Answer by the Supervisor and, or the Respondent, if attending, and for the testimony of witnesses, if any. 4. Chair's Summary of Complaint. The Chair or his or her designee shall explain, in summary form, the basic facts of, and relief requested in, the Complaint. 5. Complainant's Presentation. The Complainant shall present the Complaint in such form and with testimony of witnesses and other evidence as the Complainant deems desirable. In general, the Commission shall allow the Complainant to make this presentation without interruption, except for those questions allowed by the Chair that may be immediately necessary to aid the Commission in understanding the material being presented. 6. Supervisor and Respondent's Presentation. If in attendance, the Supervisor, based on his or her internal investigation, and the Respondent, on his or her own behalf, may answer the Complaint in such form and with testimony of witnesses and other evidence as he or she deems desirable. In general, the Commission shall allow the Supervisor and, or the Respondent to make this presentation without interruption, except for those questions allowed by the Chair that may be immediately necessary to aid the Commission in understanding the material being presented. 7. Prohibition of Cross-Examination. No party shall be entitled or permitted to cross examine or ask questions of any other party. All questions and comments shall be directed to the Commission. 8. Questions by the Community Relations Commission. At the conclusion of each presentation, the Commission members may ask such questions of the Complainant, the Supervisor, the Respondent or the witnesses as may be necessary to clarify the material presented. 9. Commission Statements. Members of the Commission may read statements related to the Complaint into the hearing record. 10. Commission Discussion and Deliberation. Following testimony, the Commission may close the hearing and discuss, in an orderly fashion, the Complaint and all material presented. During this discussion, members of the Commission may ask the Chair to direct additional questions to the Complainant, the Supervisor, the Respondent or witnesses during this portion of the meeting. 11. Report and Findinqs. At the conclusion of any hearing, subject to Section 5;1709, a written draft Report and Findings shall be prepared by the Commission in the manner it deems appropriate. The draft Report and Findings shall be distributed to the Commission members for review at the next scheduled meeting. The Report and Findings shall be based solely on the statements, documents and other evidence provided at the hearing by the Complainant, the Supervisor and the Respondent. It shall include: a. brief statement of the Complaint; b. the solutions sought by the Complainant; c. the recommended solution of the Supervisor and/or the Respondent; d. findings of fact; e. a determination of whether the Complaint has merit; and f. The proposed recommendations of the Commission. 12. Commission Action. Upon receipt and review of the Report and Findings, the Commission shall, by resolution duly adopted, either (a) approve the Report and Findings in the form as drafted or (b) approve the Report and Findings with designated modifications. Although the Commission shall have the right to make recommendations, it shall have no obligation to do so in the final resolution. 13. Transmittal of Commission Action Documents. The Secretary shall, within fourteen (14) days after the conclusion of the meeting at which the Commission approved a Report and Findings, transmit the same along with and any minority reports to the Village Manager. The Village Manager will then provide copies of the report to the Village Board, the Complaint, the Supervisor and the Respondent. The Village Manager will also notify the Village Board of any administrative action that has been or will be taken. 14. Continuances. Any Complainant, Supervisor or Respondent, may request, and shall be granted, one continuance, without cause, of a hearing on a Complaint. If a Complainant fails to appear at a scheduled hearing without giving prior written notice to the Secretary and has not previously used a continuance, the hearing shall be continued. Any further requests for a continuance by the Complainant, Supervisor or Respondent, shall be subject to the approval of the Commission for good cause shown. 15. Withdrawal of Complaint. If the Complainant chooses to withdraw his or her Complaint, then the proceeding may be deemed complete and the Commission shall have no obligation to transmit a Report and Findings to the Village Board. However, if the Complainant alleges that he or she withdraw his or her Complaint because he or she was the subject of overt acts of retaliation, harassment or threats committed by an official of the Village, then the Complainant may renew his or her prior Complaint within sixty days of the alleged overt retaliatory, harassing or threatening act in conformity with these Rules. Section 5.1709. Fire and Police Personnel, It is required that the hiring, promotion and discipline of sworn fire and police personnel be governed by specific state and local law. Because of the specificity and complexity of these procedures; it is neither practical nor proper to have them compromised in any manner by providing a concurrent process for investigating or hearing complaints against such officials. Therefore, while retaining the authority to receive complaints against sworn fire or police personnel, the Commission will immediately forward such complaints to the respective Fire or Police Chief. The appropriate Chief will then provide a written monthly report to the Commission and the Village Manager as to the procedural progress of the matter and will file a final report describing its ultimate disposition. Occasionally, certain portions of a final disposition may be subject to a confidentiality requirement. In such instances, these portions may not be transmitted to the Community Relations Commission. However, no disposition to be presented to the Board of Fire and Police Commissioners may be subject to confidentiality provisions unless approved in writing by the Village Manager. If, after all administrative and judicial appeals have been exhausted, the complainant is not satisfied with the result, the complainant may then request a hearing on the matter before the Commission and such hearing shall be conducted pursuant to these rules. In the event a hearing is commenced pursuant to this Section 5.1709, the Commission may make recommendations with respect to avoiding such complaints in the future, but shall make no recommendation with respect to the disciplining of the Respondent. SECTION 2: That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this __ day of ,2001. Gerald L. Farley, Village President ATTEST: Velma W. Lowe, Village Clerk C:\MyFiles\MP~O RDS\Ch 5ComrnRelatio{lsCom.ord.wpd 14 Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois BOOSE~-2~29 Phone 847/870-5640 Fax 847/253-9377 TOD 847/392-1235 SAFETY COMMISSION AGENDA MEETING LOCATION: MEETING DATE AND TIME: Public Works Building Monday 1700 W. Cenfral Road Ocfober 8, 2001 Mounf Prospecf, Illinois 60056 7:30 p.m. I. Call fo Order II. Roll Call III. Approval of Minutes ~ IV. Citizens to be Heard V. Old Business A. Review of Parking Restrictions Around Prospect High School ¥1. New Business A. Request for Parking Restrictions Around Lions Rark Elementary School VII. Commission Issues VIII. Adjournment NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 100 SOUTH EMERSON STREET, MOUNT PROSPECT, 847/392-6000, EXTENSION 5327, TDD 847/392-6064. ******************************************************************************************** ******** TO ALL COMMISSION MEMBERS ******** ******** IF YOU CANNOT ATTEND THE SAFETY COMMISSION MEETING ******** ******** PLEASE CALL MATT LAWRIE 870-5640 IN ADVANCE ******** Recycled Paper - Printed with Soy Ink INTEROFFICE MEMORANDUM TO: SAFETY COMMISSION FROM: TRAFFIC ENGINEER DATE: OCTOBER 3, 2001 SUBJECT: REVIEW OF PARKING RESTRICTIONS AROUND PROSPECT HIGH SCHOOL Requested by: Safety Commissi~)n. Comments: Recent History: The Village Board of Trustees at their September 18th meeting passed an ordinance that restricted parking on four Village Streets near Prospect High School. The Safety Commission and Village Board of Trustees indicated a desire for Staff to monitor the effect of the new parking restrictions on the streets in question and the rest of the neighborhood. The Safety Commission asked that this issue be brought before them again for further discussion. Staff Observations: 1. Attached is a map showing the current parking restrictions around the school. As the map shows, many of the streets surrounding the school both in Mount Prospect and Arlington Heights are affected by parking restrictions. 2. Before the recent parking restrictions were approved, Staff observed 30-45 vehicles parked along both sides of the 500 to 700 blocks of Fairviev~ Avenue during the school day. Since enacting the new parking restrictions, student parking has not been seen on the affected streets. 3. Before the recent parking restrictions were approved, Staff observed a total of approximately 60 vehicles parked on various Village streets. Over the past two weeks, Staff has observed approximately 20 vehicles parked on various Village streets that do not currently have parking restrictions. While some students may have elected to find other ways to get to school, it is believed many students have shifted back to parking on streets in Arlington Heights. Staff has observed approximately 45 vehicles parking on their streets during the school day. 4. Staff has also observed that half of the vehicles parking on Village streets during the school day are doing so on the 400 block of Forest Avenue. The remaining vehicles are on the 400 blocks of Dale Avenue, MacArthur Boulevard, Oak Street, Fairview Avenue and Prospect Manor as well as the 500 and 600 blocks of Eastwood Avenue. See attached map and photos. 5. Staff has received a few phone calls from residents on the 400 block of Forest Avenue concerning the amount of student parking on their block. Also, attached is a letter from a concerned resident on the 400 block of Oak Avenue. 6. As was discussed at the previous Safety Commission meeting, the long,term solution is for the school to provide a sufficient number of parking spaces on their property to accommodate the demand. A new parking lot is currently proposed to be built in 2004 and 2005. Also, approximately 140 spaces are currently not in use until the end of October due to band practice. 7. The current parking issues around Prospect High School are much less in magnitude than-.compared to a month ago. Staff has not observed the amount of vehicles concentrated to one area like was seen on Fairview Avenue. We believe that at the end of October when the 140 parking spaces are made available, the issues on streets such as the 400 block of Forest Avenue will go away. However, sophomores are not allowed to park on school grounds at any time. In the Spring, when many of them get their driver's license, we may again see student parking on Village streets. Also, should Arlington Heights pass additional parking restrictic~ns, students may return to Mount Prospect looking for street parking. . 8. Extending parking restrictions south and east would address recent concerns raised by some residents in the neighborhood. This would, in turn, hopefully . cause some more students to find other alternatives to get to school. However, should students simply decide to continue to ddve,'Prospect High School parking now begins to encroach on Fairview Elementary School traffic. This factor would need to be taken into account when considering extending parking restrictions. 9. Another concern that .has been raised is the affect on leaf pick, up and snow plowing. For these few blocks that are experiencing student parking, Public Works crews could make arrangements to pick-up leaves before school begins or after school lets out. This would require Some minor rescheduling of the program. With respect to snow plowing, Village Code prohibits parking on Village streets after 2" of snow has fell. Even if there was some student parking during the day, Public Works often work 24-hours a day during hea,zy snow storms. Any block experiencing student parking will still get their street plowed. Recommendation: The Village Traffic Engineer is concerned that by extending parking restrictions further south, student parking may simply shift to streets south of Gregory Street. Student parking would then encroach Fairview Elementary School traffic. Staff spent a significant amount of time earlier this year correcting traffic problems associated with the school and does not want to create new problems. The Village Traffic Engineer does not believe we can expect to eliminate student parking on Village streets unless parking restrictions are put on every street in the neighborhood. This, however, can cause a significant inconvenience to residents. Staff believes that the inconvenience experienced by some residents should be resolved once the school opens up the additional 140 parking spaces at the end of October. While not all vehicles will or be allowed 1~o take advantage of the parking lot, a few vehicles parking on various Village streets seems reasonable as long as Village services are not significantly affected. It is, therefoCer the Village Traffic Engineer's recommendation to withhold extending any' further parking restrictions until it can be seen the effect the additional parking spaces in the high school lot have on street parking. Aisc, Staff should monitor the parking situation next Spring once sophomores obtain driver's licenses. Finally, Staff should monitor the parking situation should Arlington Heights pass any further parking restrictions on their streets. If it is evident that the parking situation worsens due to the above factors and Village services become significantly affected, it would be'the Village Traffic Engineer's recommendation to at that time restudy the issue including surveying the residents and enact further parking restrictions. x:\files\engineer\traffic~sa fecomm\prospect_high~sa fety_memo2.doc INTEROFFICE MEMORANDUM TO: SAFETY COMMISSION FROM: PROJECT ENGINEER DATE: OCTOBER 3, 2001 SUBJECT: REQUEST FOR PARKING RESTRICTIONS AROUND LIONS PARK ELEMENTARY SCHOOL Requested by: ' - Ms. Kristine Gdtzmacher, Principal of Lions Park Elementary School (letter attached). All residents that live adjacent to the proposed changes including the school were informed that thiS would be discussed at 7:30 p.m., on Monday, October 8, 2001, at the Public Works Department. Request: No Stopping Standing Parking 8am - 4pm School Days signs along the: · east side of Maple Street between Moehling Drive and Berkshire Lane · east side of Elm Street between Council Trail and Berkshire Lane · east side of School Street between Council Trail and Berkshire Lane No Parking (Drop-off / Pick-up Zone) 8:30-9:30am & 3-4pm School Days signs along the west side of School Street between Shabonee Trail and Council Trail No Parking (Drop-off / Pick-up Zone) 8-4pm School Days signs along the north side of Council Trail between Elm Street and School Street One-way southbound on School Street between Shabonee Trail and Council Trail between the hours of 8:30-9:30am and 3-4pm school days See attached map. Comments: School Observations: School attendance is at an all-time high (around 650 students) this year. Mobile classrooms were added this summer to address the increase in attendance. More and more students are being driven to school by parents. Also, at the suggestion of Village Staff, the school has closed the long-term parking lot off of Council Trail to parents for drop-off and pick-up. The congestion in the parking lot often spilled out onto Council Trail causing gfidlock and an unsafe situation for students walking in the area. By closing the parking lot, traffic movement along Council Trail has greatly improved but has created congestion along the streets south of Council Trail. Also, the shod-term parking lot off of School Street often times is filled and there is a need for additional shod-term parking. Staff Observations: 1. The streets in -t. he neighborhood are asphalt with curb and gutter. Council Trail, a collector street, varies between 26' and 31' wide. School Street is 31' wide while Elm Street and Maple Street are 26' wide. No Stopping Standing Parking School Days 8am-4prn signs exist along the south side of Council Trail between Emerson Street and Owen Street and along the north side between the two school driveways. The same signs also exist along the east side of School Street between Shabonee Trail and Council Trail. No Parking (Drop-off/Pick-up Zone) 8am-4pm School Days signs exist along the west side of School 'Street in front of the school. Also, between 8-9:30am and 2:30-4pm, School Street between Shabonee Trail and Council Trail is one-way southbound. See attached map showing parking restrictions in the neighborhood. 2. The school's main parking lot (long,termi and bus turnaround are off of Council Trail. The main lot has 63 parking spaces. Vehicles other than buses are not allowed in the bus turnaround. The smaller parking lot (short-term) is off of School Street and has 11 parking spaces. 3. Site visits were conducted during the weeks of September 24th and October Ist. Visits were done at different times throughout the school day. School begins at .9am, lets out at 3:30pm and has kindergarten pick-up/drop-off at noon. In the morning, the drop-off occurs from about 8:45am to 9:05am. There is a continuous flow of traffic during this time period. Parents primarily use'the north side of Council Trail in front of the school for drop-off. The school places traffic cones down the center of the street to avoid double-parking and passing. The cones assist in making the drop-off time orderly and safe...School Street, Elm Street and Maple Street are also used by parents for drop-off:.'. These streets can become congested for a brief period of time when vehicles are parked on both sides making it difficult to maintain two-way traffic. Crossing guards (teachers and students) help students cross Council Trail at both Elm Street and SChool' Street. Overall, the drop-off time runs smoothly except for some congestion along some of the streets soUth of Council Trail. 4. Only kindergarten classes are dismissed to the School Street side of the school. Around lunchtime, drop-off and pick-up occurs for these classes. Congestion is not a problem during this time of the day. During the day, however, the short- term parking lot can become full making it difficult for parents to find parking in front of the school according to school administration. Parents often complain to the school that there is not enough short-term parking adjacent to the school. Teachers and volunteers who cannot find space in the long-term parking lot often park on Maple Street north of Council Trail and on Elm Street and School Street south of Council Trail. 5. In the afternoon, pick-up occurs from about 3:25pm to 3:45pm. The congestion appears to be greatest in the afternoon as parents are parked in their vehicles and waiting for their children. At the time school lets out, Staff observed over 100 vehicles parked on Village streets around the school. Vehicles were observed to be parked on the north side of Council Trail between Emerson Street and Owe~ Street. The west side of School Street north of Council Trail was full of parl~e'd vehicles. Also, both sides of Elm Street for most of the block and School Street for half the block south of Council Trail were full of parked vehicles. Maple Street north of Council Trail had vehicles parked on both sides for the entire block. South of Council Trail, Maple Street only has experienced a few parked vehicles. See the attached map showing the areas where vehicles are waiting to pick-uP students. 6. The afternoon pick-up time runs smoothly with the exception of congestion on Elm Street and School Street south of Council Trail. Two-way traffic cannot be maintained for about 20 minutes along these streets. Parents were observed turning around in driveways and blocking driveways. Students were observed walking between parked cars and crossing the street not at a crosswalk. See attached photos taken dudng the afternoon pick-up time. 7. 61 surveys were distributed to those residents that live adjacent to the proposed parking restrictions. 29 surveys were returned to the Village. The question that was asked in the survey was, What insight can you provide or experiences can you share that would support or oppose the parking restrictions? 8 surveys opposed the proposed parking restrictions. The remaining surveys either supported the additional parking restrictions or provided other suggestions. Difficulty accessing driveways, traffic congestion and a need to improve children safety were a few comments. Attached is a copy of the survey form as well as selective comments from the survey received from the residee, ts. Comments are provided in this study that are relevant and not duplicates of other comments. 8. Parking restrictions should alleviate the congestion experienced on some of the streets around the school. Restricting parking only on one side of the street will allow two-way traffic to be maintained. Residents will still .be able to use one side of the street for parking and should have an easier time accessing their driveways. Restricting parking on the east side of the streets was chosen for a reason. By allowing drop-off and Pick-up on the west side, vehicles are facing away from the school. The hope is that parents will continue south and use Berkshire Lane to leave the area rather than turning around and further congesting Council Trail. 9. While Elm Street experiences vehicles parked on both sides of the street for a majority of the block, Maple Street and School Street do not. By restricting parking to only one side of the street, many parents will have to find a new area to drop-off and pick-up their child. It is anticipated that Maple Street and School Street will experience more vehicles should the new parking restrictions be approved. Therefore, parking restrictions on these two streets would be necessary. Adjacent streets such as Berkshire Lane and Owen Street that do not have parking restrictions and are not experiencing problems now are not anticipated to see a large volume of parked vehicles and, therefore, were not included in the study. Even after this study, Staff will continue to monitor the area and address any other traffic-related issues as necessary. 10. Restricting pa~k[ng on the north side of Council Trail in front of the school will assure the area is only used for drop-off and pick-up during the school day. Allowing parking during the day will only further compound the congestion problem. The school has put up their own signs that state the north side of the street is a pick-up and drop-off zone only. Village Code, however, currently · allows parking. 11. Modifying the current parking restrictions along the west side of School Street north of Council Trail should benefit both the school and residents. The school has expressed a need for additional short-term parking adjacent to the school. While not enthusiastic about it, Staff will support the request to assist the school with this parking need. By restricting parking during the peak hours only, drop- off and pick-up spaces are not lost and short-term parking during the day is provided. Parking is also currently not allowed on the east side of the street. By relaxing the parking restrictions on the west side of the street, residents can also now take advantage of the street parking during the day. However, should the Village find parents or residents continually parking on the street during drop-off and pick-up times, Staff may consider replacing the signs with the original ones. 12. The current timeframe for the one-way designation on School Street is too restrictive in Staff's opinion. Slightly modifying the times will not have a negative affect on drop-off and pick-up. The new times will also be consistent with the new parking restrictions along the west side of School Street should they be approved. ecommendation: In order to address the congestion problems and need for additional short-term parking in the vicinity of Lions Park Elementary School, The Village Traffic Engineer recommends: No Stopping Standing Parking 8am - 4pm School Days signs along the: east side of Maple Street between Moehling Drive and Berkshire Lane east side of Elm Street between Council Trail and Berkshire Lane east side of School Street between Council Trail and Berkshire Lane No Parking (Drop-off / Pick-up Zone) 8-4pm School Days signs along the north side of Council Trail between Elm Street and School Street Amend the current parking restrictions along the west side of School Street between Shab(~nee Trail and Council Trail and install No Parking (Drop-off/ Pick-up Zone). 8.:30-9:30am & 3-4pm School Days signs Amend the current timeframe for the one-way southbound designation along School Street between Shabonee Trail and Council Trail to the hours of 8:30-9:30am and 3-4pm school days x:\files\eng[neer~safecomm~lions~safety_merno2.doc VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, October 11, 2001 7:00 p.m. Village Hall Building 100 South Emerson Street 2na Floor Conference Room I Call to Order II Approval of Minutes - Meeting of July 26, 2001 III Review of the Proposed 2002 Village Budget (Overview, Village Administration, Finance and Human Services) IV Other Business V Chairman's Report VI Finance Director's Report VII Next Meeting: Thursday, October 18, 2001, 7:00 p.m. VIII Adjournment NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 100 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION MINUTES OF THE MEETING JULY 26, 2001 VILLAGE HALL BUILDING I. CALL TO ORDER The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, George Busse, Vince Grochocinski, Ann Hull, Tom Pekras and Ann Smilanic. Also present were Village Manager Michael Janonis, Director of Finance Douglas Ellsworth, Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. II. APPROVAL OF MINUTES Commissioner Vince Grochocinski motioned to approve theminutes of June 28, 2001. Commissioner Tom Pekras seconded the motion and the minutes were accepted as presented with a notation from Commissioner Ann Smilanic of a typographical error on the first page. III. REVIEW OF 2000 COMPREHENSIVE ANNUAL FINANCIAL REPORT Finance Director Douglas Ellsworth began by stating that the Financial Statements were audited by Crowe, Chizek and Company and have received an unqualified opinion. Mr. Ellsworth also stated that General Fund revenues were $28,127,634, which was $951,812 or 3.5 % over estimates. IV. MID-YEAR BUDGET REVIEW Finance Director Douglas Ellsworth began by stating that the budget, as amended by the Board, shows an anticipated deficit of $113,498 on revenues totaling $28,000,810. Furthermore, overall expenditures totaled $28,114,308. An increase in the cost of Northwest Central Dispatch fees and unfinished projects from the last fiscal year were the primary reasons for the deficit. Mr. Ellsworth also briefly discussed several of the revenue categories of significance. Mr. Ellsworth stated that sales tax revenues are expected to be 5 % less than last year. Another category discussed was the utility tax. Electricity is on track to meet the budgeted figure and natural gas is expected to be about $121,000 above projections. Mr. Ellsworth also discussed the infrastructure maintenance fee, which is expected to come in at $110,000 under budget because of the recent ruling in the Supreme Court. Lastly, Mr. Ellsworth stated that revenues from f'mes are expected to come in at about $70,000 under budget. Mr. Ellsworth further discussed several of the expenditure categories with significant variances from the budget. Expenditures of the Village Manager's office are expected to be about $30,000 over budget because of the legal fees associated with the labor contract negotiations. Television Services expenditures are coming in over budget as well. This is due to an increase in the salary of the production assistant, which will be offset by additional funds that will be collected from new intergovernmental programming revenues being brought in. Finally the Miscellaneous category is expected to fall short of the $21,170 budgeted for this year, due to a change in the retirement pension of one former employee. Mr. Ellsworth also discussed the 2002 Forecast Budget and any variances that are expected to occur. The forecast budget currently shows an est'unated operating deficit of approximately $1,013,552. At present 2002 forecast revenues look to come in around $450,000 lower than expected. However, expenditures are not expected to differ from the original forecasts. V. VILLAGE HALL FINANCING Director of Finance Douglas Ellsworth began his discussion by stat'rog that the estimated cost of a new village hall/community center with parking structure is $12,100,000 in addition to $1,360,000 for architectural fees. Mr. Ellsworth then briefly discussed four financing options available to fund the construction of the new village hall/community center. Commissioner Ann Smilanic stated she was concerned that the residents will not understand how their tax bills will increase in each scenario. Chairman John Korn asked the commission members if they had any other thoughts or ideas for additional funding options. Commissioner Vince Grochocinski motioned to recommend to the Board that the consensus of the Finance Commission is that scenario D should be the direction which funding should follow. Commissioner Tom Pekras seconded the motion and the motion was carried. VI. CHAIRMAN'S REPORT Chairman John Korn spoke to the commission and those present about the commission member's terms as they expire in the next few years. Mr. Korn stated that four member's terms expire in 2003 and that terms are no longer staggered. Mr. Korn suggested that extensions be given to some terms to allow the terms to be equally staggered. Village Manager Mike Janonis said he would check with the village attorney to see if the code allows for changing terms. Chairman John Korn briefly discussed several of the various topics discussed at recent Village Meetings. Mr. Korn then asked about the status of the Finance Commission meeting scheduled for August 23. He asked the members if there were any suggested topics to be discussed or if the meeting should be cancelled. Commissioner George Busse motioned to cancel the meeting and Ann Smilanic seconded and the motion was carried. Furthermore, Commissioner Vince Grochocinski motioned to give Chairman John Korn the authority to cancel the September meeting if nothing is scheduled for discussion. Ann Hull seconded the motion and the motion was carried. Comm'zssioner George Busse asked how the library's plans affect us and our future plans for the new village hall/community center and parking structure. Village Manager Mike Janonis stated that the library and the village will work together in a design for the block whereas the village does not do anything that will conflict with the designs for the library. VII. FINANCE DIRECTOR'S REPORT Mr. Ellsworth had nothing to report. 2 III. OTHER BUSI~r~SS There was no other business discussed. IX. NEXT MEETING: SEPTEMBER 27, 2001 Commissioner Ann Smilanic motioned to adjourn and Commissioner Charles Bennett seconded the motion. The meeting was adjourned at 9:15 p.m. The next meeting will be September 27th. Respectfully submitted, Lisa Burkemper Administrative Assistant Finance Department 3