HomeMy Public PortalAbout03-25-2013 COW MinutesMinutes of the Committee of the Whole Workshop of the Presiden t and the Board of Trustees Held on March 25, 2013 In the Boardroom Mayor Collins called the meeting to order at 7:00 p.m. Present were: Trustee Bonuchi, Trustee Fay, Trustee Lamb, Trustee Peck, Trustee Racich, and Trustee Rippy. Others present: Brian Murphy, Administrator; Michelle Gibas, Village Clerk; Allen Persons, Public Works Director; Michael Garrigan, Planning Supervisor; Dean Marquez, Building Supervisor; Ken Ruggles, Police Commander; and John Konopek, Chief of Police. There were 3 persons in the audience. Trustee Peck moved to approve the Minutes of the Committee of the Whole Workshop held on March 11, 2013. Seconded by Trustee Racich. Voi ce Vote. All in favor, 0 opposed. Motion carried. PRESIDENTIAL COMMENTS Mayor Collins congratulated Alle n Persons for being named one of the 2013 Top Ten Public Works Leaders in the country by the Amer ican Public Works Association. TRUSTEES COMMENTS Trustee Lamb: • Congratulated Allen Persons. • Expressed condolences to the family of Jack Heimerdinger. Trustee Peck congratulated th e Lyons Club on their success. Trustee Fay asked if the Board had any objections to having the National Day of Prayer by the flag pole at the Village Hall. There were no objections. PUBLIC COMMENTS None. WORKSHOP #1 SPECIAL EVENTS Chief Konopek and Commander Ruggles reviewed the 2012 special events and costs as well as the upcoming special events for 2013 and the projected costs to the Village. The to tal cost to the Village for the 2012 special events was $70,073.38 and $85,000 is the projected cost for the 2013 special events. Commander Ruggles reviewed some concerns regardi ng the events including road closure complaints, manpower expenses, approval process, and a de cline in hours from the PEMA volunteers. Commander Ruggles suggested actions include placing a reasonable limit on the number/type of events, establishing a uniform policy for the appr oval process, and creatin g a set fee schedule for special events that includes manpower fees, equi pment fees, and venue fees. Commander Ruggles informed the Board that the Village gets the ba rricades for crowd control from the Chicagoland Speedway and he was informed that the Villag e may not be able to use them anymore.
Minutes Committee of the Whole Workshop – March 25, 2013 Page 2 of 3 Chief Konopek pointed out that the special events occur from March through October and the planning process is quite ex tensive and requires numerous planning meetings. Trustee Fay: • Stated that he likes the idea of having a uniform approval process. • Suggested having a Special Events point-person. • Likes the idea of a stan dardized checklist. Trustee Lamb: • Agrees with having a uniform appr oval process and a point-person. • Stated that the 5K runs are fundraiser events and should be covering the Vill age’s costs as well. • Stated that the barricades for crowd contro l are very important and expressed concern regarding the potential for not having access to them. • Suggested community value and negative imp act should be a parameter for determining approval for a special event. Trustee Bonuchi: • Stated that the crowd control barriers are a must and if we can not get them from the Chicagoland Speedway then we need to find another option. • Suggested combining events. • Agrees that the 5K runs should be sustaining themselves. • Suggested with events like the Midwest Brew Fest that the Villag e request a guaranteed amount of money. • Suggested possibly scaling back on some of the events. Trustee Racich: • Complimented Chief Konopek and Commande r Ruggles for the detailed report. • Suggested prohibiting throwing of candy at the parades. • Stated that events should pay for themselves. • Agrees with having a uniform appr oval process and a point-person. • Suggested limiting the number of events and stated that the Memorial Day Event can assemble at the Settlers’ Park Memo rial rather than having a parade. Trustee Rippy: • Suggested requiring a deposit for the 5K fundraisers. • Agreed with eliminating the Memorial Day Parade and having the event at the Settlers’ Park Memorial. • Agreed with combining some of the events, for example Kick Off to Summer can be combined with the Picnic.
Minutes Committee of the Whole Workshop – March 25, 2013 Page 3 of 3 Trustee Peck: • Agreed with limiting the number of events. • Agrees with eliminating the Memorial Day Parade and having the event at the Settlers’ Park Memorial. • Suggested buffering of fees and reaching out to the Fire District to find their costs. • Agreed that fundraising events should be self -sustaining. • Stated that he does not have an opinion regarding candy at the parades as long as it is not a safety issue. Mayor Collins: • Stated that handing out candy at the parades would be better than throwing the candy. • Suggested limiting the number of units for a parade. • Stated that barricades are a necessity. • Agrees with eliminating the Memorial Day Parade and having the event at the Settlers’ Park Memorial. • Liked Trustee Rippy’s suggestion re garding requiring a deposit. Administrator Murphy pointed out th at the costs for the Homecoming Parade are charged to the TIF Fund. Trustee Lamb asked the staff to prepare a package for the Board to approve. Mayor Collins read the reminders. Trustee Fay moved to adjourn. Seconded by Trustee Racich. Voice Vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 8:00 p.m. Michelle Gibas, Village Clerk