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HomeMy WebLinkAboutCOW Agenda Packet 03/22/2016COMMITTEE OF THE WHOLE AGENDA Meeting Location: 50 S. Emerson St. Mount Prospect, I L 60056 I. CALL TO ORDER - ROLL CALL Meeting Date and Time: Tuesday, March 22, 2016 7:00 PM MayorArlene A. Juracek Trustee Paul Hoefert Trustee Richard Rogers Trustee John Matuszak Trustee Colleen Saccotelli Trustee Steven Polit Trustee Michael Zadel II. APPROVAL OF MINUTES Committee of the Whole Minutes of February 23, 2016 III. CITIZENS TO BE HEARD IV. DISCUSSION OF COMMUNITY SURVEY QUESTIONS V. MANAGER'S REPORT Status VI. OTHER BUSINESS VII. ADJOURNMENT NOTE. ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OFA DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGERS OFFICE AT 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327 Committe of the Whole Meeting - March 22, 2016 Page 1 of 18 Item II.: Committee of the Whole Minutes of February 23, 2016 Department: Village Manager's Office SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: ATTACHMENTS: Description Type Committee of the D Whole Minutes Cover Memo February 23, 2016 Upload Date File Name 3/1/2016 COW_minutes_2-23-16.pdf Committe of the Whole Meeting - March 22, 2016 Page 2 of 18 COMMITTEE OF THE WHOLE MINUTES February 23, 2016 I. CALL TO ORDER — ROLL CALL The meeting was called to order at 7:00 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included Paul Hoefert, John Matuszak, Steven Polit, Richard Rogers, Colleen Saccotelli and Michael Zadel. Staff present included Village Manager Michael Cassady, Assistant Village Manager David Strahl, Community Development Director Bill Cooney, Public Works Director Sean Dorsey and Finance Director Dave Erb. III.. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR January 26 2016 Motion made by Trustee Hoefert seconded by Trustee Polit to approve the revised minutes as presented with minor modifications as requested by the Mayor. Minutes were approved. Trustee Zadel abstained. III. CITIZENS TO BE HEARD None IV. CHAMBER OF COMMERCE/DOWNTOWN MERCHANTS ASSOCIATION - DOWNTOWN REDEVELOPMENT PRINCIPLES: Chad Busse, President of the Downtown Merchants Association spoke. He is presenting the joint principles of both the Chamber and the DMA tonight regarding downtown redevelopment principles. The principles are as follows: a. Retail development follows residential: A downtown business district cannot attract high-quality businesses until it has a mass of residents to support the businesses. Unlike a commercial corridor which relies on traffic numbers and easy in/out access for its customers, downtown districts need local residents to provide the customer base. b. Retail spaces should primarily be occupied by retail/destination businesses: Non -retail businesses do little to create the all-important foot traffic every downtown needs. Restaurants and drinking establishments are best at creating this for traffic. Incentives or disincentives from the Committee of the Whole Page 1 of 3 02/23/16 Committe of the Whole Meeting - March 22, 2016 Page 3 of 18 Village may be a way to lead building owners in that direction. We believe TIF funds could be used in this way. c. If you have limited real estate, going up is a cost effective option: As the Lakota Group pointed out in this Downtown Study, in order to achieve the desired density going up not only makes financial sense, it provides a number of residential units necessary to sustain the downtown businesses and resulting "activity" we all say we want. If acquiring new downtown real estate is not a viable option than going up makes tremendous sense. d. Larger contiguous parcels attract more attention in a commercial marketplace: Using the Small Triangle as an example, offering small pieces of land for redevelopment among other small, future development sites inherently leads to a hodgepodge development that ultimately leaves the "highest and best use" component out of the planning process. The municipality should be collecting and packaging contiguous sites on paper if buying a parcel outright is not an option. Municipality has a staff, means and desire to do much of this investigation/matchmaking work. e. The Municipality needs to take a leadership role in the downtown redevelopment: The community we live in belongs to the collective residents of the community itself. The community administration should strive to create that community. Allowing outside developers large commercial entities to create a landscape of our community is not serving the best interests of the community. Municipalities can provide both incentives and disincentives to accomplish what it wants. It begins with a clear vision of what is wanted. We encourage strong oversight and even the occasional "Special Purpose Ordinance" to accomplish the vision of the community. Mr. Busse thanked the Village Board for its consideration of these principles, Marcin Bos, representative of the Mount Prospect Chamber of Commerce spoke. He stated that he and every member of the Chamber Board is encouraged and interested in working with the Village to achieve these principles. Dawn Fletcher Collins, Executive Director of Mount Prospect Chamber of Commerce spoke. She stated there is a great deal of collective thought that can be directed toward the development process and is excited about participating in such a process. General comments from Village Board members include the following items: There was general support for the principles as depicted. Committee of the Whole Page 2 of 3 02/23/16 Committe of the Whole Meeting - March 22, 2016 Page 4 of 18 W It was also noted that some of the concepts are not necessarily new and the Village Board would be encouraged by partnering with various entities to achieve the overall goals moving forward. 0 It was noted how the market is involved in the development process and its impact on the height within the community. It was suggested that targeting specific business types with incentives and disincentives could be an option to consider. • The Village Board was generally supportive of continuing the dialogue with the various stakeholders involved in the downtown redevelopment. V. CONSIDER USE OF UTILITY FUND RESERVES FOR REPLACEMENT OF THE STATION 17 GROUND STORAGE TANK ROOF Village Manager Cassady suggested the Village Board authorized the use of the fund balance in the amount of $912,000 as the differential for the repair that is currently unbudgeted as part of the scheduled repair work for Station 17. This is recommended so that there will be no diversion of funding resources from the existing water main and sewer construction schedule for the 2016 season. Consensus of the Village Board was to proceed with utilizing fund balance reserves from the water and sewer fund for the balance of the repair for the roof at Pump Station 17. VI. MANAGER'S REPORT None VII. ANY OTHER BUSINESS None VIII. ADJOURNMENT The meeting adjourned at 7:58 p.m. DAVID STRAHL Assistant Village Manager Committee of the Whole Page 3 of 3 02/23/16 Committe of the Whole Meeting - March 22, 2016 Page 5 of 18 Item IV.: DISCUSSION OF COMMUNITY SURVEY QUESTIONS Department: Village Manager's Office Information: The Village Board designated the completion of a community survey as a High Priority in the Strategic Plan Implementation Guide. Staff has been working with ETC to develop a list of categories and questions to be included in the survey. Many of the questions are standard in ETC survey instruments and will allow for cross comparisons to like communities in our region and across the country. Many of the questions are specific to Mount Prospect to ensure we capture comprehensive data about critical services and programs offered to residents. The purpose of this Committee of the Whole meeting is to allow for Board discussion on survey questions. Alternatives: Offer suggestions to survey categories and questions. 2. Discretion of the Committee. Budget Impact: The Village Board has already approved the contract with ETC in the amount not to exceed $21,600. Recommendation: Approve the proposed questions or suggest revisions of questions and categories to submit to the vendor for formatting into a comprehensive resident satisfaction survey. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, DEVELOPMENT: Balancing preservation, revitalization, growth, BUSINESS: Strong local economy, support for innovation, entrepreneurialism and small business, COMMERCIAL BUSINESS DISTRICTS: Vibrant downtown and commercial areas, GOVERNANCE: Financially sound, providing exceptional service. Committe of the Whole Meeting - March 22, 2016 Page 6 of 18 ATTACHMENTS: Description Type Upload Date File Name D Resident survey memo D Proposed Questions Cover Memo 3/18/2016 Backup Material 3/17/2016 Resident survey_memo.pdf Propose d_Questions_Categories.docx Committe of the Whole Meeting - March 22, 2016 Page 7 of 18 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: DEPARTMENT DIRECTORS DIVISION DIRECTORS FROM: ASSISTANT VILLAGE MANAGER DATE: MARCH 11, 2016 SUBJECT: DRAFT SET OF QUESTIONS FOR RESIDENT SURVEY Attached is a first draft of questions that has been gleaned from sample surveys of clients of our vendor ETC. Several surveys were from local communities in our region including Glenview, Glencoe, and Elgin. Some surveys were unique to the communities as to what they were trying to gather information on. For example, Glencoe was gathering additional information on the use and value of the Village owned golf course while Elgin was focused on why people chose to live in Elgin and attendance and interest in community events. The general categories were pulled from each example and the proposed questions were slotted into the general categories that were most common among the sample surveys. The majority of the survey samples were 7 pages, so at this stage the length of the survey is not critical as determining the right categories are used and the right questions are asked. Also the vendor will be able to streamline the questions and format to ensure the survey is no more than 20 minutes to complete. There are standard level questions that will be used for national benchmarking purposes so some questions service a dual purpose for the Village's information and the benchmarking. There are several categories in which the respondents are asked to provide a priority listing for decision-making purposes. Those categories have been identified in the sample list of questions attached. Furthermore, the vendor, ETC, will take the final draft questions and components will convert those into the necessary format for survey usage. Please review the questions and be prepared to discuss any additional questions or questions that should be eliminated at the meeting on Tuesday, March 15 at 1:30 p.m. in the Executive Conference Room. You are welcome to bring any deputies or other staff that may have an interest in this process. DAVID STRAHL c: Village Manager Michael Cassady HAVILM\Resident Survey\Staff Review of Survey Questions Memo.docx Committe of the Whole Meeting - March 22, 2016 Page 8 of 18 Proposed Categories/Questions for Resident Survey 1. General Comments a. All rating scales will include an option for "do not Know" or "Do not Use" depending on the question b. List is likely too long for a 20 minute survey c. Suggest request ETC review questions and categories to recommend streaming d. If more detailed questions are desired option to create a survey focused on a specific service area e. Suggest priority ranking of three to five items in certain categories and critical questions 2. Quality of Life: (5 point rating scale — Excellent to Poor) a. Mount Prospect as a place to live b. Mount Prospect as a place to raise children c. Mount prospect as a place to work d. Mount Prospect as a place to visit e. Mount Prospect as a place to retire f. Variety of Recreational Activities g. Variety of shopping destinations h. Variety of eating/dining destinations i. Overall quality of life in Mount Prospect 3. Perceptions/Characteristics (5 point rating scale — Very satisfied to very dissatisfied) *=Services not provided by the Village a. The value received for your Village tax dollars and fees b. Appearance of the Village of Mount Prospect Quality of Village services c. Quality of Schools* d. Quality of parks and recreation services* e. Quality of the Library* f. Ease of access of places you usually visit g. Ease of access to public transportation h. Village's financial condition i. Sense of Community j. Feeling of safety in your neighborhood k. Feeling of safety in your community I. Overall reputation of Mount Prospect m. Ease of access to Village Staff n. Responsiveness of Village Staff o. Ease of access to the Village Board of Trustees p. Responsiveness of the Village Board of Trustees 4. Optional: Village Leadership: (5 point rating scale — Very satisfied to very dissatisfied) a. Ease of access to the Village Mayor and Board of Trustees 1 Committe of the Whole Meeting - March 22, 2016 Page 9 of 18 b. Overall Responsiveness to your needs c. Ease of access to the Village Staff d. Overall responsiveness to your needs 5. Maintenance: (5 point rating scale - very satisfied to very dissatisfied) a. Maintenance of Village Streets b. Maintenance of sidewalks c. Maintenance of street signs d. Overall traffic flow e. Maintenance of the Village's Downtown f. Maintenance of the public parkway trees g. Maintenance of Village owned buildings h. Snow removal/plowing of Village streets i. Leaf removal program j. Adequacy of Village Street lighting k. Mowing/trimming along streets and public areas I. Code enforcement (unkempt properties, grass, weed control, sign violations, etc.) m. Overall cleanliness of streets and public areas n. Request priority ranking for top three to five 6. Building Permits and Construction: (5 point rating scale - very satisfied to very dissatisfied) a. Process to submit building permit application b. Ease of effort to obtain necessary information to submit for permit c. Amount of time to obtain building permit after applying d. Ease of completing regulatory process (Planning/Zoning Board, Village Board) e. Maintenance/cleanliness of residential construction sites f. Permitted residential construction work days/hours and overall duration of the construction projects g. Regulation of residential construction vehicle traffic h. Regulation of residential construction vehicle traffic street impact i. Request priority ranking for top three to five 7. Utility Services: (5 point rating scale - very satisfied to very dissatisfied) a. Residential garbage collection service b. Commercial garbage collection service c. Residential recycling service d. Commercial recycling service e. Sanitary sewer services f. Storm water management and drainage g. Drinking water h. Utility account maintenance and customer service i. Request priority ranking for top three to five 2 Committe of the Whole Meeting - March 22, 2016 Page 10 of 18 8. Police Services: (5 point rating scale - very satisfied to very dissatisfied) a. Visibility of Police in the neighborhoods b. Visibility of police in retail/commercial areas c. Efforts to prevent serious crimes (burglary, assault, etc.) d. Efforts to prevent lesser crimes (vandalism, theft, etc.) e. Enforcement of traffic laws (speeding) f. Enforcement of parking laws g. Overall quality of police services h. Overall quality of police response times i. Overall quality of nonemergency police services (house watch, car seat installation, animal control, etc.) j. Overall quality of public safety education programs (police awareness programs, drug and violence prevention programs in schools, officer friendly programs, etc.) k. Overall quality of the Citizens Police Academy I. Other — Open Answer m. Request priority ranking for top three to five 9. Fire and Paramedic Services: (5 point rating scale - very satisfied to very dissatisfied) a. Overall quality of fire protection services b. Overall quality of fire emergency response times c. Overall quality of emergency medical services d. Overall quality of the fire department open house e. Overall quality of nonemergency fire services (Blood pressure checks, senior citizen smoke detector program, block parties, Lifeline, carbon monoxide/smoke detector service calls, residential Knox Box program, etc.) f. Overall quality of public safety education programs (fire safety awareness programs, first aid training, CPR programs, emergency preparedness, emergency exit training from the home, children's fire safety festival, etc.) g. Other — Open Answer h. Request priority ranking for top three to five 10.911 services: (5 point rating scale - very satisfied to very dissatisfied) a. Speed in which you call was answered b. Quality of information and/or instructions given to you by the 911 dispatcher c. Emergency service response time overall quality of 911 services 11. Quality of village communications: (5 point rating scale - very satisfied to very dissatisfied) a. Quality of village print newsletter b. Quality of village's website (www.mountprospect.org) c. Quality of village's social media (Facebook, Twitter) d. Quality of village's e-mail events notification (Experience Mount Prospect) 3 Committe of the Whole Meeting - March 22, 2016 Page 11 of 18 e. Quality of village's e-mail business events notification (Experience Mount Prospect) f. Quality of village board meeting broadcasts via village TV g. Quality village board meeting via web streaming h. Availability of information on village services and programs i. Transparency of village information j. Request priority ranking for top three to five 12. Village information sources: (Initial Question: Have you used? Yes/No, 5 point scale - great deal of information to no information) a. Village print newsletter b. Village e-mail events notification (Experience Mount Prospect) c. Village e-mail business events notification (Experience Mount Prospect) d. Village website (www.mountprospect.org) e. Social media (Facebook, Twitter) f. Attendance at village board, commission, other public meetings g. Web stream of village board meetings h. TV stream of village board meetings i. Neighbors or word-of-mouth j. Direct communication with village personnel k. Direct mail/Letters/Flyers/Posters I. Local media (newspapers) m. On line news sources n. Other — open answer o. Request most preferred sources ranking for top three to five i. How likely would you be to use the following methods to communicate with the Village? 1. Phone 2. In person 3. Email 4. Text messaging 5. Facebook 6. Twitter 7. Smartphone App 8. Other — Open answer 13. Village website: (5 point rating scale - very likely to unlikely to use the features) a. Pay village utility bill b. Pay fine service fee c. Apply for building permit d. Request a building inspection e. Look -up property information by address (such as garbage collection day, zoning, school district, park district, public representative district, etc.) f. Review village board or commission agenda/materials g. Apply for a parking permit h. Request service from public works/other departments 0 Committe of the Whole Meeting - March 22, 2016 Page 12 of 18 i. Report damaged tree/sign/property j. General information request/feedback k. Access my water and garbage utility account I. Search for historical/miscellaneous village documents such as ordinances, meeting minutes, etc. m. Request a meeting or appointment with a village staff member n. Review online financial information o. Review village strategic plan p. Request ranking of most valuable features on priority scale of three to five 14. Community events: (Check whether you attended or plan to attend. If yes, rate satisfaction on 5 point rating scale - very satisfied to very dissatisfied) a. Irish Fest b. Public Works Open House c. Fridays on the green d. Fourth of July festival e. Farmers market f. Saturday evening car show g. Downtown block party h. National Night Out Against Crime i. Fire department Open House j. Oktoberfest k. Holiday tree lighting 15. Customer Service: (5 point scale - Strongly agree to strongly disagree with statements) a. They were polite and courteous b. They gave prompt, accurate, and complete answers to questions c. They responded to your request in a timely manner d. They helped you resolve the issue e. Your call or inquiry was answered promptly f. Your inquiry was resolved by the first employee you were directed to g. You felt the interaction was a positive experience i. How did you communicate with the person you contacted? 1. Phone 2. Email 3. In person ii. How easy was it to reach the person you needed to reach? 1. Very Easy 2. Somewhat Easy 3. Difficult 4. Very Difficult iii. What Department did you contact? 1. Finance 2. Village manager's Office 3. Police 5 Committe of the Whole Meeting - March 22, 2016 Page 13 of 18 4. Fire 5. Human Services 6. Public Works 7. Other — Open Answer 16. Perceptions of Downtown: (5 point scale - Very satisfied to very dissatisfied) a. Availability of parking b. Convenience of parking c. Types of retail and entertainment establishments available d. Hours businesses are open e. Type of retail desired — Open Answer 17. Community priorities: (5 point scale - very high priority to very low priority) a. Overall quality of services provided by the village b. Flood prevention and storm water management c. Quality and drivability of village streets d. Availability and integration of biking lanes and trails e. Crime prevention f. A balanced village budget g. A vibrant downtown h. A variety of restaurants in the downtown i. Variety of retail in the downtown j. Availability of parking in the downtown near amenities k. Diversity of housing choices I. Environmental awareness m. Arts and cultural amenities n. Green space o. Historic preservation p. Overall quality of life q. Walk ability of the downtown and other areas r. Village sidewalks s. Other — Open answer t. Request priority ranking for top three to five 18. Human Services: (5 point scale - Very satisfied to very dissatisfied) a. Accessibility of services b. Overall quality of nursing services c. Overall quality of social services 19. Diversity a. Language spoken in the home (primary) — list primary languages b. Second language spoken in the home (secondary) - list secondary languages c. Based on your primary language, how easy do you find it to access Village Services? (5 point rating scale — Very easy to Very difficult) i. Police Services ii. Fire Services 0 Committe of the Whole Meeting - March 22, 2016 Page 14 of 18 iii. Emergency Medical Services iv. Human Services v. Community Development Services vi. Finance Department Services vii. Public Works Services viii. Village Administration Services ix. Village TV programming Services d. Based on your primary language, which of the following Village and Community Services do you find accessible? (5 point rating scale — Very accessible to not accessible) i. Elementary Education ii. Community College iii. Trade/Training iv. Library Services v. Drug/Alcohol Counseling vi. Recreation vii. Disability Services — Mental viii. Pantry/Food Services ix. LGBT Community x. Immigration Services A. Middles School Education xii. Other Higher Education xiii. Other adult Education xiv. Mental Health Services xv. Youth Services xvi. Financial Assistance xvii. Disability Services — Physical xviii. Emergency Financial Services xix. Business Services xx. Disaster/Emergency Assistance xxi. High School Education xxii. Employment Services xxiii. Family Counseling xxiv. Religious/Faith Based Services xxv. Legal Services xxvi. Other Welfare Services xxvii. Civic Organizations xxviii. Other — Open Answer e. Please rank how likely you, or someone in your household, are to use these services or facilities now or when you retire. (5 point rating scale — Very likely to use — not very likely to use) i. Adult day care program ii. Special service that helps with chores around the house, such as light housekeeping or cleaning or cleaning 7 Committe of the Whole Meeting - March 22, 2016 Page 15 of 18 iii. Meals -on -wheels, home delivered meals, or other senior lunch programs iv. Telephone helpline for information and referrals v. A special program that provides help with home repairs vi. A special door to door transportation program vii. Support for care givers, such as support groups or respite care viii. Financial planning and counseling ix. Help with personal care at home, such as help with bathing or dressing x. Mental health counseling A. Nutrition education xii. Recreation and or fitness center f. Please state how much you agree or disagree with the availability of services or opportunities to meet the needs of adults of 50 year plus age. (5 point rating scale — Strongly agree to strongly disagree) i. Employment opportunities ii. Volunteer opportunities iii. Opportunities to enroll in skill building or personal enrichment classes iv. Recreation opportunities (including sports, arts and library services) v. Fitness opportunities including exercises classes and path or trails vi. Opportunities to attend cultural or social activities vii. Opportunities to attend religious or spiritual activities viii. Opportunities to attend or participate in meetings about local government or community matters ix. Shopping opportunities x. Affordable quality housing A. Availability of information about resources for older adults xii. Availability of affordable quality health care xiii. An openness and acceptance of the community towards older residents of diverse backgrounds xiv. Availability of affordable quality mental health care xv. User friendly public transportation xvi. Adequate assisted living and nursing home facilities xvii. Available services to help with personal care at home xviii. Convenient access to voting xix. Case management g. Please state how much you agree or disagree with the availability of services or opportunities to meet the needs of persons with disabilities. (5 point rating scale —Very accessible — not very accessible) i. Employment ii. Training programs iii. Job coaching 0 Committe of the Whole Meeting - March 22, 2016 Page 16 of 18 iv. Assistance with information about entitlement benefits and application process v. Transportation vi. Help with personal care vii. Recreational opportunities viii. Opportunities for social engagement ix. Adequate affordable housing x. Financial Planning and counseling A. Support for care givers such as support groups and respite xii. Handyman program that provides help with home repairs xiii. Telephone helpline for information and referrals xiv. Adequate health care xv. Case management services xvi. Adequate mental health care xvii. Support groups xviii. Community which is accessible so all can live in, move through and interact with their environment xix. Access to needed technologies and assistive supports h. Born in the USA — yes/no i. Ages of people in the household — ranges j. Gender of each person in the household k. Participation in cultural events — knowledge or interest I. Experienced discrimination in Mount Prospect — Type: School, work, accessing healthcare, Store, Housing, transportation, employment 20. Demographics a. Number of years lived in the community b. Age c. Ethnicity/race d. Household income e. Own or Rent f. Number of people in household g. Access to email? yes/no h. Internet access in the home? yes/no HAVILM\Resident Survey\Proposed Questions Categories.docx 0 Committe of the Whole Meeting - March 22, 2016 Page 17 of 18 Item V.: Status Department: Information: Status SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: ATTACHMENTS: Description 4.nWatta ,Ihirrne nts A wilillablle Type Upload Date File Name Committe of the Whole Meeting - March 22, 2016 Page 18 of 18