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HomeMy WebLinkAboutCOW Agenda Item II Draft Minutes 05/13/08 If /;~f~~_~~~ ~~~r~, Ii ft~'\, , . C~\\ " ~ U.~~~..,~ 'j ~~ll.olV"f.JIduul'rPlfltd 1 <,- \ "If'; iT-~ : ,:"--r,p,::Tr ' '- - l.u..:..~ i L:J COMMITTEE OF THE WHOLE MINUTES May 13, 2008 I. CALL TO ORDER The meeting was called to order at 7:05 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were: Trustees Arlene Juracek, Paul Hoefert, John Korn, Richard Lohrstorfer and Michael Zadel. Staff present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Senior Planner Claire O'Shea, Public Information Officer Maura EI Metennani, Village Engineer Jeff Wulbecker, Administrative Superintendent Jason Leib and Public Works Director Glen Andler. II. ACCEPTANCE OF MINUTES Approval of Minutes of March 11, 2008 motion made by Trustee Hoefert seconded by Trustee Zadel. Minutes were approved. Approval of Minutes from the Special Joint meeting with the Finance Commission on April 29. Motion made by Trustee Hoefert seconded by Trustee Korn. Minutes were approved. III. CITIZENS TO BE HEARD None IV. MARKETING PLAN-PHASE I:REVOMMENDATIONS AND PHASE II:ACTION PLAN Public Information Officer Maura EI Metennani spoke. She stated the marketing plan goal is to establish a campaign to highlight new projects in town as the projects are completed and come on line. She stated the Village hired a marketing consultant to assist in establishing the plan. Fran Guziel Marketing Consultant spoke. She stated it is necessary for the Village to create a brand image in order to set Mount Prospect apart from other towns. She also stated that marketing requires the establishment of statements for quick identification of the community or product that you are trying to sell. The process included gathering input from citizens, business owners and non-citizens in a workshop. She stated one catch phrase that is recommended is considered a brand position whereby a statement such as "Mount Prospect Right Time, Right Place" conveys forward progress and creates a unique selling point for the community. She also suggested the creation of a new marketing logo that shows bright opportunity using the catch phrase "Be a part of it" as a tag line. She stated this information and tag lines could be used for an economic development brochure. The next step would be to evaluate the effectiveness of whether the brand was identifiable to people as the brand is utilized. Maura EI Metennani stated that the retail marketing analysis has allowed the development of materials for the ICSE conference and is being used for a summer calendar mailing of activities throughout the downtown for this coming summer season. She stated that much of the usage of the marketing material would be for an event base advertising and there could be the development of bus shelter posters and downtown informational kiosks. She suggested the opportunity to obtain sponsorships for banners and consider a community development corporation to enhance communication with the developer and assist in funding. The long range option would be to create a region wide marketing campaign. Staff is requesting an additional $12,000 for 2008 and $50,000 for 2009 to continue these efforts. General comments from the Village Board members included the following items: . There was general support for the marketing effort and the need to help identify the Village and consolidate its image. . There were some discussion regarding the usage of the two components of the marketing campaign and where those components would be applied. . There was also mention that there needed to be some consideration in a consistent message and consistent image. . It was also noted that one marketing piece encourages action while the other one stipulates an image. Manager Janonis stated based on the concurrence of the Village Board members the staff would continue to utilize the message and identify opportunities for flexibility and gathering input through business presentations and through the first set of events scheduled for the summer. V. PRIVATE PROPERTY DRAINAGE ISSUES Jeff Wulbecker Village Engineer spoke. He stated the two main engineering issues that the Engineering department is tasked with is draining and traffic control. He stated individual property drainage issues have been an ongoing topic for many years. Staff had recommended and the Village Board approved a change in the Ordinance that allowed for the collection of a fee in lieu of drainage improvements to assist in the funding of such improvements on more of a neighborhood basis versus individual basis. Based on the contributions to date there is approximately $91,000 available to resolve neighborhood and individual back yard flooding issues. He is suggesting the establishment of specific criteria to utilize in terms of evaluating project requests. He stated their research has found approximately 13 projects that need improvement. He stated staff could be used to draft a plan for engineering of a proposed solution. He also stated staff has completed 73 designs and only 5 have been constructed based on the typical costs of these improvements being approximately $15,000. He proposes a criteria be established as follows: . The Village would pay a larger portion of the costs using the fees that have been generated through the fee in lieu of a storm water detention. . Eligibility criteria - the water must be standing for a minimum of 48 hours after a rainfall event. . Resident agrees to pay for the private property restoration. 2 · Resident agrees to maintain the project once completed. . Village pays for the improvement and staff will establish a priority ranking of projects. · Staff performs the design work. · Staff bids the work and monitors the contractor's progress. · Only water trapped in the back yard without an outlet and restrictors in the storm sewer would be designed so they would not overwhelm the existing system in the area. He estimated the completion of approximately six projects a year based on the available funding. General comments from the Village Board members included the following items: . There was a comment made that there is the assumption the problems of drainage are larger than engineering may be aware and once this program becomes available there will be a significant increase in the number of drainage issues. . It was also noted that many of these drainage issues are created by homeowners themselves by not maintaining the drainage contours. Jeff Wulbecker stated in order for this process to work the water would need to be trapped in the back yard with no outlet. If outlets existed those would need to be maintained and would not be considered for projects that would need to be improved. Manager Janonis stated the Village would be able to monitor properties with drainage systems through the real estate transfer stamp data base. Residents Laura and David Koch - 214 N. Prospect Manor and Paul Swanson - 215 W. Fairview spoke. They collectively thanked the Village Board for giving them opportunity to address these drainage issues and they have dealt with signiofigant backyard flooding for many years and they typically are affected by 8 to 9 events per year. They have actually installed a backyard sum pump to pump the water out of the backyard and would gladly participate in the program. Calvin Hebenstreit - 1714 Martin spoke. He stated he is supportive of the program and would like to participate since he has consistent backyard flooding. AI Moreno - 1716 Martin stated he has also been impacted by standing water in his backyard and feels the program would resolve his problem. Consensus of the Village Board was to support the program as presented by staff. VI. COMMERCIAL SOLID WASTE PROPOSAL RECOMMENDATION Administrative Superintendent Jason Leib spoke. He stated the Village had sent out a bid package for numerous waste haulers to evaluate and respond to. After negotiating with the existing residential hauler ARC. He said the review of the bid document responses was coordinated through Brooke Beal of SWANCC. He is recommending the contract be awarded to Allied Waste for a seven year period so it coincides with the residential waste contract. He stated the pricing quoted by Allied is lower than other contracts in the area and there is a flat fee 3 increase for future years of the contract. The contract also includes an option to include once a week recycling pickup for commercial customers. He stated Allied would direct bill customers based on the rate set by the Village and any administrative fees that the Village would need to administer the contract. He also stated the contract has a built in one year transition to a new hauler. He mentioned the dumpster exchange would be based on a geographic area within the community so that the new dumpsters would be installed with minimal disruption and would be available for collection of waste immediately. He is recommending the contract to come back before the Village Board on June 3 for approval. Consensus of the Village Board was to move forward with the recommendations provided by staff. VII. MANAGER'S REPORT Public works Open House is May 17 from 9:00 a.m. to 1 :00 p.m. The Algonquin/Busse/Dempster Festival is also scheduled on May 17 at the Briarwood Center on Algonquin. VII. ANY OTHER BUSINESS Trustee Zadel asked for the status of barrier curbs on SeeGwun. Manager Janonis responded staff is looking at traffic calming response criteria prior to any possible installation. Trustee Korn mentioned the Annual Village Wide Garage Sale is this coming weekend as is the Senior Celebration at Randhurst. VIII. ADJOURNMENT Motion made by Trustee Zadel seconded by Trustee Juracek to adjourn into Closed Session. Meeting adjourned into Closed Session at 9:52 p.m. Meeting returned to Open Session at 10:05 p.m. and immediately adjourned since there was no further business. ~ ~ l::>~ d{f DAVID STRAHL Assistant Village Manager 4