AGENDA

FOR THE REGULAR VILLAGE BOARD MEETING

OF THE VILLAGE OF CLARENDON HILLS

PRESIDENT AND BOARD OF TRUSTEES

MONDAY, JUNE 15, 2015 – 7:00 P.M.

VILLAGE HALL, 1 NORTH PROSPECT AVENUE

Call to Order

1 Roll Call

2 Pledge of Allegiance

3 Public Hearing

Regarding Annexation of 123 57th Street

Close Public Hearing

4 Petitions and Communications/President’s Report

4.1 Announce Village Offices will be closed Friday, July 3rd in Observance of

Independence Day

4.2 Announcing the start of the Dancin’ in the Street Concert Series

4.3 Appointment of new Police Chief

5 Recess to Committee Meetings: (Roll Call Vote)

Administrative and Legislative

5.1 An Ordinance amending Section 2.4 of the Clarendon Hills Village Code in Regard

to Rules of Procedure

5.2 An Ordinance Ascertaining Prevailing Wages in the Village of Clarendon Hills

Community and Intergovernmental Affairs

5.3 Presentation from Singular Fitness regarding Suburban-Athlon

Finance

5.4 A Resolution Adopting Funding Parameters for the Annual Firefighters’ Pension

Actuarial Valuation

5.5 A Resolution Adopting Funding Parameters for the Annual Police Pension

Actuarial Valuation

Land Use

5.6 An Ordinance Approving and Authorizing the Execution of an Annexation

Agreement for Certain Property Commonly Known as 123 57th Street

5.7 An Ordinance Amending Section 3.7 of the Clarendon Hills Village Code in

Regard to Economic Development Commission

Public Safety

5.8 Public Safety Dispatch Services (Discussion Only)

5.9 A Temporary Special Event Retail Liquor License (Class T) and request to waive

the Liquor License fee for the Country House Restaurant for a Bags Tournament

being held on June 20, 2015 and June 27, 2015

Public Services

5.10 An Ordinance Establishing Village of Clarendon Hills Special Service Area

Number 27

5.11 An Ordinance Establishing Village of Clarendon Hills Special Service Area

Number 28

5.12 Authorization for the Village Manager to execute a change order to the contract

with Orange Crush, LLC in the amount of $102,396.05 for various quantity

adjustments and a time extension for the 2014 Road Improvement Program

6 Reconvene: (Roll Call Only)

7 Addresses from the Audience – Agenda Items

8 Consent Agenda/Omnibus Vote: (Roll Call Vote)

8.1 Approval of the Regular Village Board Meeting Minutes of June 1, 2015

8.2 Waive First Consideration, Second Consideration/Adoption of an Ordinance

Amending Section 2.4 of the Clarendon Hills Village Code in Regard to Rules of

Procedure (Administrative and Legislative)

8.3 Waive First Consideration, Second Consideration/Adoption of an Ordinance

Ascertaining Prevailing Wages in the Village of Clarendon Hills (Administrative

and Legislative)

8.4 Approval of Claims Ordinance 15-06-02 (Finance)

8.5 Acceptance of Treasurer’s Report for the Period May 1, 2014 through April 30,

2015 (Finance)

8.6 Adoption of a Resolution Adopting Funding Parameters for the Annual

Firefighters’ Pension Actuarial Valuation (Finance)

8.7 Adoption of a Resolution Adopting Funding Parameters for the Annual Police

Pension Actuarial Valuation (Finance)

8.8 First Consideration of an Ordinance Approving and Authorizing the Execution of

an Annexation Agreement for Certain Property Commonly Known as 123 57th

Street (Land Use)

8.9 First Consideration of an Ordinance Amending Section 3.7 of the Clarendon Hills

Village Code in Regard to Economic Development Commission (Land Use)

8.10 Authorization to issue a Temporary Special Event Retail Liquor License (Class T)

and to waive the Liquor License fee for the Country House Restaurant for a Bags

Tournament being held on June 20, 2015 and June 27, 2015 (Public Safety)

8.11 First Consideration of an Ordinance Establishing Village of Clarendon Hills

Special Service Area Number 27 (Public Services)

8.12 First Consideration of an Ordinance Establishing Village of Clarendon Hills

Special Service Area Number 28 (Public Services)

8.13 Authorization for the Village Manager to execute a change order to the contract

with Orange Crush, LLC in the amount of $102,396.05 for various quantity

adjustments and a time extension for the 2014 Road Improvement Program

(Public Services)

9 Approval of Minutes

10 Reports from Standing Committees

10.1 Administrative and Legislative

10.2 Community and Intergovernmental Affairs

10.3 Finance

10.4 Land Use

10.5 Public Safety

10.6 Public Services

11 Report of Officers

12 Other Business

13 Addresses from the Audience

Non Agenda Items

14 Adjournment

Village of Clarendon Hills Village Manager’s Office

1 North Prospect Road Clarendon Hills, IL 60154

Tel: 630-286-5404

MEMORANDUM

Date: 6/12/15

To: Village Board

From: Zach Creer, Assistant to the Village Manager

Subject: Dancin’ in the Street 2015 Announcement

Dancin’ in the Street concert series starts on Wednesday with “And Beyond” performing at 7 pm. For the last 14 years, the Village of Clarendon Hills, its Special Events Committee and our local sponsors have hosted this annual concert series in the heart of downtown. We are very excited to kick off this year’s concert series.

I have attached our poster which you may have seen around town and contains the band listing. In addition, Urban Legend Brewery will be providing local craft beer on June 17th and July 22nd. Look for more brewery sponsors to be announced in the coming weeks.

We also are ready to announce our food vendors this year the schedule is as follows:

June 17: Daily Scoop June 24: Sweet & Savory Spot July 1: Village Gourmet July 8: The Hills Café July 15: Talley’s July 22: Scapa

This concert series could not happen without the support of the Special Events Committee and our sponsors. This year Mike McCurry- Coldwell Banker, WeatherTech and Domino’s Pizza all stepped up with large event wide sponsorships. Clarendon Hills Bank and Wintrust also are sponsoring this Wednesday. If you get a chance please visit and patronize these local businesses.

See you all there and be sure to bring some friends to show off our downtown and family friendly community!

VB 4.2

JUNE 17 AND BEYONDC L A S S I C R O C K

JUNE 24 KICKIN’ JIMMYA L T E R N A T I V E R O C K / B L U E S

JULY 1 JUMP TAXIC O U N T R Y T O C L A S S I C R O C K

JULY 8 NEVERLY BROTHERSR E T R O R O C K - E L V I S / B E A T L E S

JULY 15 GMRCR & B , S A N T A N A / A L L M A N B R O T H E R S

JULY 22 LIBIDO FUNK CIRCUSD A N C E , D I S C O , 6 0 S T H R U T O D A Y

WEATHER TECH, MIKE MCCURRY AND THE VILLAGE OF CLARENDON HILLS PRESENT

DANCIN’ IN THE STREETF R E E L I V E C O N C E R T S D O W N T O W N C L A R E N D O N H I L L S

No glass containers. Per ordinance, no private alcohol allowed. No roller skates, scooters or roller blades downtown during the concerts. For more information visit www.clarendonhills.us or call 630.286.5400.

2015FOOD SERVED AT 6:30P • MUSIC STARTS AT 7PBring your own chairs and blankets. No glass containers. Per ordinance, no private alcohol allowed. No roller skates, scooters or roller blades downtown during the concerts. For more information visit www.clarendonhills.us or call 630.286.5400.

Special thanks to our sponsors: WeatherTech, The Mike McCurry Group-Coldwell Banker & Domino’s Pizza

BEVERAGE TENT SPONSOR

Village of Clarendon Hills Village Manager’s Office

1 North Prospect Road Clarendon Hills, IL 60154

Tel: 630-286-5404

MEMORANDUM

Date: 6/12/15

To: Village Board

From: Kevin Barr, Village Manager Zach Creer, Assistant to the Village Manager

Subject: Board Meeting Agenda- Addresses from the Audience

Issue: The Village Board directed Staff to write an ordinance which moves addresses from the audience on non-agenda items from the end of the meeting to the start of the meeting.

Analysis: Staff created the attached ordinance which moves the “addresses from the audience- non agenda items” to after the President’s Report. This should allow time for residents to address the board without these residents needing to stay through the entire meeting. A redline is also attached. Given the extensive discussion on the topic, staff is recommending immediate passage of the ordinance.

Recommendation: Waive First Consideration/ Second Consideration and Adoption of an ordinance amending section 2.4 of the municipal code regarding the Rules of Procedure

6/15/15 5.1 & 8.2

343353_1 1

ORDINANCE NO. _____

AN ORDINANCE AMENDING SECTION 2.4 OF THE CLARENDON HILLS VILLAGE CODE

IN REGARD TO RULES OF PROCEDURE ______________________________________________________________________

BE IT ORDAINED by the President and Board of Trustees of the Village of

Clarendon Hills, DuPage County, Illinois, as follows:

SECTION 1: That Section 2.4 of the Clarendon Hills Village Code is hereby

amended to read in its entirety as set forth on Exhibit A attached hereto and made part

hereof.

SECTION 2: That this Ordinance shall be in full force and effect from and after its

adoption, approval and publication in pamphlet form as required by law.

ADOPTED this ____ day of _________________, 2015 pursuant to a roll call vote

as follows:

AYES: NAYS: ABSENT:

Len Austin, Village President ATTEST: Dawn M. Tandle, Village Clerk Published by me in pamphlet form this ___ day of ______________, 2015.

343353_1 2

Exhibit A

2.4: RULES OF PROCEDURE: The following rules for the government of the meetings of the village board are hereby adopted:

Rule 1.

Order Of Business: The order of business at all regular meetings shall include the following:

Call to order

Roll call

Pledge Of Allegiance

Petitions and communications/president's report

Addresses from the audience - nonagenda items

Recess to committee of the whole or standing committees

Reconvene

Addresses from the audience - agenda items

Consent agenda/omnibus vote1

At any meeting, the village board, by unanimous consent, may take a single vote by yeas and nays on the several questions of the passage of any two (2) or more designated ordinances, orders, resolutions, or motions placed together for voting purposes in a single group. The single vote shall be entered separately in the journal under the designation omnibus vote, and in such an event, the village clerk may enter the words "omnibus vote" or "consent agenda" in the journal in each case instead of entering the names of the members of city council voting "yea" and those voting "nay" on the passage of each of the designated ordinances, orders, resolutions, and motions included in the omnibus group or consent agenda. The taking of a single or omnibus vote and the entries of the words "omnibus vote" or "consent agenda" in the journal shall be a sufficient compliance with the requirements of this section to all intents and purposes and with like effect as if the vote in each case had been taken separately by yeas and nays on the question of the passage of each ordinance, order, resolution, and motion included in the omnibus group and separately recorded in the journal. Likewise, the yeas and nays shall

343353_1 3

be taken upon the question of the passage of any other resolution or motion at the request of any trustee and shall be recorded in the journal.

Approval of minutes

Reports of standing committees

Reports of officers

Other business

Adjournment

The order of business at special meetings shall include:

Call to order

Roll call

Pledge Of Allegiance

Addresses from the audience - nonagenda items

Recess to committee of the whole or standing committees

Reconvene

Addresses from the audience - agenda items

Consideration of objects of the meeting

Adjournment

Rule 2.

Decisions On Questions Of Order: The president shall decide all questions of order and shall consult Robert's rules for guidance.

Rule 3.

Reduced To Writing: All resolutions, ordinances or reports of standing committees shall be in writing before being presented to the village board for action.

343353_1 4

Rule 4.

Deciding Vote: The village president shall not vote on any ordinance, resolution, or motion, except: a) where the vote of the trustees has resulted in a tie; or b) where one-half (1/2) of the trustees elected have voted in favor of an ordinance, resolution or motion, even though there is no tie vote; or c) where a vote greater than a majority of the board of trustees is required by state statute to adopt an ordinance, resolution or motion. Nothing in this section shall deprive a president pro tem, acting village president or temporary chairperson of a board meeting from voting in his/her capacity as trustee, but a trustee shall not be entitled to an additional vote in the capacity of president pro tem, acting village president, or temporary chairperson of a board meeting.

Rule 5.

Reconsideration Or Rescinded Votes: No vote of the board shall be reconsidered or rescinded at a special meeting unless there are present at the special meeting as many trustees as were present when the vote was taken.

Rule 6.

Duty To Attend Meetings: It shall be the duty of the president and each trustee to attend every meeting of the board unless unavoidably prevented.

Rule 7.1.

Standing Advisory Committees: The standing advisory committees to the village board shall consist of the following:

Administrative and legislative committee;

Community and intergovernmental affairs committee;

Finance committee;

Land use committee;

Public safety committee; and

Public services committee.

Each standing advisory committee shall consist of three (3) voting members, each of whom shall be a trustee, with the village president serving as an ex officio nonvoting member. The voting members of each

343353_1 5

standing advisory committee shall serve from the second village board meeting in May each year to the second village board meeting in May of the following year. A quorum of a standing advisory committee for purposes of conducting business shall be no less than two (2) voting members.

The village president shall appoint the three (3) voting members, the chairperson and the vice chairperson of each standing advisory committee, subject to the advice and consent of the village board. The standing advisory committees shall have the following duties:

A. Administrative and legislative committee: Review and make recommendations to the village board in regard to the Illinois municipal code, this code, new ordinances not within the purview of another standing advisory committee, administrative policies and procedures of the village, personnel policies and procedures, village facilities, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

B. Community and intergovernmental affairs committee: Act as liaison with regard to community affairs, community organizations and civic groups. Interface with other government organizations at the county, regional and state level, and promote intergovernmental cooperation where possible. Review and make recommendations to the village board in regard to community events, public information programs, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

C. Finance committee: Review and make recommendations to the village board of trustees in regard to the village budget and budget process, the village's financial policies and procedures, long and short term financial strategies, the tax levy and all other matters relating to taxation, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

D. Land use committee: Act as liaison to zoning board of appeals/plan commission (ZBA/PC). Review and make recommendations to the

343353_1 6

president and board of trustees in regard to ZBA/PC cases, land use related regulations (zoning ordinance, subdivision ordinance, comprehensive plan, etc.), annexation and village boundary issues, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

E. Public safety committee: Review and make recommendations to the village board in regard to policies, procedures and programs of the police and fire departments, including, but not limited to, matters regarding traffic control and parking regulations, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

F. Public service committee: Review and make recommendations to the village board in regard to the village's infrastructure and related improvements, policies, procedures and programs of the public works department, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

Standing advisory committees shall hold their regular meetings on the first and third Monday of each month, unless such Monday shall be a holiday observed by the village, in which case the standing advisory committee shall meet within the same week, as determined by the standing advisory committee and may hold special meetings as determined by the standing advisory committee.

Rule 7.2.

Ad Hoc And Special Committees:

The village president or the village board may from time to time, by order of the village president or by a resolution approved by the village board, create ad hoc and special committees to advise the village president and the village board about a particular area or matter of interest or concern to the village. In creating any such ad hoc or special committee, the village board shall determine the following in relation to the ad hoc or special committee:

343353_1 7

A. The assignment of the ad hoc or special committee;

B. The number of members; and

C. The terms of the ad hoc or special committee members.

The village manager shall assign a staff representative(s) who shall assist the ad hoc or special committee.

The village president shall appoint the members, chairperson and vice chairperson of each ad hoc or special committee, subject to the advice and consent of the village board. Each ad hoc or special committee shall cease to exist upon the village board's acceptance of the ad hoc or special committee's final report to the village board or upon a vote by a majority of the village board to terminate or disband such ad hoc or special committee.

Rule 8.

Additions To Agenda: No item shall be added to the agenda and voted upon during the course of the board meeting, except such matters that could not have been reasonably placed on the agenda prior to the meeting and for which there is a clear and compelling matter heard in an expedited basis.

Rule 9.

Reference Of Ordinances And Resolutions To Committees: Where practical, all ordinances, petitions, resolutions, orders and communications to the village shall, unless otherwise ordered by the village board, be referred by the village president or presiding officer to the proper committee, to the village manager, or to other appropriate village officers.

Rule 10.

Reports: Standing committees, special committees, the village manager, or other village officers to whom references are made shall report in writing on the matters referred to them within a reasonable time. Minority reports may also be filed by standing or special committees.

343353_1 8

Rule 11.

Right To Address The Village Board: Shall be governed by the requirements in section 2.5 of this chapter.

Rule 12.

Suspension Of Rules: These rules may be temporarily suspended by a majority vote of the board members present, but shall not be amended, altered or repealed unless two (2) days' advanced notice of the intention to do so shall have been given in writing to all village board members, or unless the proposed alteration or amendment shall have been submitted at one or more regular meetings prior to the one at which the proposed change is to be made. No amendment, repeal, or alteration of these rules shall be effective unless a simple majority of the members of the board of trustees then holding office shall concur therein.

2.4: RULES OF PROCEDURE: The following rules for the government of the meetings of the village board are hereby adopted:

Rule 1.

Order Of Business: The order of business at all regular meetings shall include the following:

Call to order

Roll call

Pledge Of Allegiance

Petitions and communications/president's report

Addresses from the audience - nonagenda items

Recess to committee of the whole or standing committees

Reconvene

Addresses from the audience - agenda items

Consent agenda/omnibus vote1

At any meeting, the village board, by unanimous consent, may take a single vote by yeas and nays on the several questions of the passage of any two (2) or more designated ordinances, orders, resolutions, or motions placed together for voting purposes in a single group. The single vote shall be entered separately in the journal under the designation omnibus vote, and in such an event, the village clerk may enter the words "omnibus vote" or "consent agenda" in the journal in each case instead of entering the names of the members of city council voting "yea" and those voting "nay" on the passage of each of the designated ordinances, orders, resolutions, and motions included in the omnibus group or consent agenda. The taking of a single or omnibus vote and the entries of the words "omnibus vote" or "consent agenda" in the journal shall be a sufficient compliance with the requirements of this section to all intents and purposes and with like effect as if the vote in each case had been taken separately by yeas and nays on the question of the passage of each ordinance, order, resolution, and motion included in the omnibus group and separately recorded in the journal. Likewise, the yeas and nays shall be taken upon the question of the passage of any other resolution or motion at the request of any trustee and shall be recorded in the journal.

Approval of minutes

Reports of standing committees

Reports of officers

Other business

Addresses from the audience - nonagenda items

Adjournment

The order of business at special meetings shall include:

Call to order

Roll call

Pledge Of Allegiance

Addresses from the audience - nonagenda items

Recess to committee of the whole or standing committees

Reconvene

Addresses from the audience - agenda items

Consideration of objects of the meeting

Addresses from the audience - nonagenda items

Adjournment

Rule 2.

Decisions On Questions Of Order: The president shall decide all questions of order and shall consult Robert's rules for guidance.

Rule 3.

Reduced To Writing: All resolutions, ordinances or reports of standing committees shall be in writing before being presented to the village board for action.

Rule 4.

Deciding Vote: The village president shall not vote on any ordinance, resolution, or motion, except: a) where the vote of the trustees has resulted in a tie; or b) where one-half (1/2) of the trustees elected have voted in favor of an ordinance, resolution or motion, even though there is no tie vote; or c) where a vote greater than a majority of the board of trustees is required by state statute to adopt an ordinance, resolution or motion. Nothing in this section shall deprive a president pro tem, acting village president or temporary chairperson of a board meeting from voting in his/her capacity as trustee, but a trustee shall not be entitled to an additional vote in the capacity of president pro tem, acting village president, or temporary chairperson of a board meeting.

Rule 5.

Reconsideration Or Rescinded Votes: No vote of the board shall be reconsidered or rescinded at a special meeting unless there are present at the special meeting as many trustees as were present when the vote was taken.

Rule 6.

Duty To Attend Meetings: It shall be the duty of the president and each trustee to attend every meeting of the board unless unavoidably prevented.

Rule 7.1.

Standing Advisory Committees: The standing advisory committees to the village board shall consist of the following:

Administrative and legislative committee;

Community and intergovernmental affairs committee;

Finance committee;

Land use committee;

Public safety committee; and

Public services committee.

Each standing advisory committee shall consist of three (3) voting members, each of whom shall be a trustee, with the village president serving as an ex officio nonvoting member. The voting members of each standing advisory committee shall serve from the second village board meeting in May each year to the second village board meeting in May of the following year. A quorum of a standing advisory committee for purposes of conducting business shall be no less than two (2) voting members.

The village president shall appoint the three (3) voting members, the chairperson and the vice chairperson of each standing advisory committee, subject to the advice and consent of the village board. The standing advisory committees shall have the following duties:

A. Administrative and legislative committee: Review and make recommendations to the village board in regard to the Illinois municipal code, this code, new ordinances not within the purview of another standing advisory committee, administrative policies and procedures of the village, personnel policies and procedures, village facilities, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

B. Community and intergovernmental affairs committee: Act as liaison with regard to community affairs, community organizations and civic groups. Interface with other government organizations at the county, regional and state level, and promote intergovernmental cooperation where possible. Review and make recommendations to the village board in regard to community events, public information programs, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

C. Finance committee: Review and make recommendations to the village board of trustees in regard to the village budget and budget process, the village's financial policies and procedures, long and short term financial strategies, the tax levy and all other matters relating to taxation, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

D. Land use committee: Act as liaison to zoning board of appeals/plan commission (ZBA/PC). Review and make recommendations to the president and board of trustees in regard to ZBA/PC cases, land use related regulations (zoning ordinance, subdivision ordinance, comprehensive plan, etc.), annexation and village boundary issues, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

E. Public safety committee: Review and make recommendations to the village board in regard to policies, procedures and programs of the police and fire departments, including, but not limited to, matters regarding traffic control and parking regulations, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

F. Public service committee: Review and make recommendations to the village board in regard to the village's infrastructure and related improvements, policies, procedures and programs of the public works department, and such other matters as may be referred to the committee by the village president, the village board, or the village manager.

Standing advisory committees shall hold their regular meetings on the first and third Monday of each month, unless such Monday shall be a holiday observed by the village, in which case the standing advisory committee shall meet within the same week, as determined by the standing advisory committee and may hold special meetings as determined by the standing advisory committee.

Rule 7.2.

Ad Hoc And Special Committees:

The village president or the village board may from time to time, by order of the village president or by a resolution approved by the village board, create ad hoc and special committees to advise the village president and the village board about a particular area or matter of interest or concern to the village. In creating any such ad hoc or special committee, the village

board shall determine the following in relation to the ad hoc or special committee:

A. The assignment of the ad hoc or special committee;

B. The number of members; and

C. The terms of the ad hoc or special committee members.

The village manager shall assign a staff representative(s) who shall assist the ad hoc or special committee.

The village president shall appoint the members, chairperson and vice chairperson of each ad hoc or special committee, subject to the advice and consent of the village board. Each ad hoc or special committee shall cease to exist upon the village board's acceptance of the ad hoc or special committee's final report to the village board or upon a vote by a majority of the village board to terminate or disband such ad hoc or special committee.

Rule 8.

Additions To Agenda: No item shall be added to the agenda and voted upon during the course of the board meeting, except such matters that could not have been reasonably placed on the agenda prior to the meeting and for which there is a clear and compelling matter heard in an expedited basis.

Rule 9.

Reference Of Ordinances And Resolutions To Committees: Where practical, all ordinances, petitions, resolutions, orders and communications to the village shall, unless otherwise ordered by the village board, be referred by the village president or presiding officer to the proper committee, to the village manager, or to other appropriate village officers.

Rule 10.

Reports: Standing committees, special committees, the village manager, or other village officers to whom references are made shall report in writing on the matters referred to them within a reasonable time. Minority reports may also be filed by standing or special committees.

Rule 11.

Right To Address The Village Board: Shall be governed by the requirements in section 2.5 of this chapter.

Rule 12.

Suspension Of Rules: These rules may be temporarily suspended by a majority vote of the board members present, but shall not be amended, altered or repealed unless two (2) days' advanced notice of the intention to do so shall have been given in writing to all village board members, or unless the proposed alteration or amendment shall have been submitted at one or more regular meetings prior to the one at which the proposed change is to be made. No amendment, repeal, or alteration of these rules shall be effective unless a simple majority of the members of the board of trustees then holding office shall concur therein.

6/15/15 5.2 & 8.3

Village of Clarendon Hills Village Manager’s Office

1 North Prospect Road Clarendon Hills, IL 60154

Tel: 630-286-5404

MEMORANDUM

Date: 6/12/15

To: Village Board

From: Zach Creer, Assistant to the Village Manager

Subject: Suburban-Athlon

Issue: Singular Fitness is asking permission to host a “Suburban-Athlon” on September 12, 2015. The concept behind the event is to create a family friendly 5k race with obstacles.

Analysis: Jason Bishop from Singular Fitness will be at the 6/15 Board meeting to present the concept for this year’s race. Singular Fitness is partnering with the Clarendon Hills Park District, the Infant Welfare Society and Holy Trinity Church to run the event and will donate a portion of the proceeds to the Clarendon Hills Infant Welfare Society, the Food Pantry of Notre Dame Parish and the Rotary Club of Darien’s “Food for Children Campaign”.

The new proposal benefits from having a much smaller footprint than the event two years ago. This should lower the impact on residents and make traffic control significantly easier.

The biggest concern for staff is ensuring adequate traffic control. To assist with this Suburban-Athlon has assured the Village it will have high quality volunteers and is asking for the following village resources:

• Two off-duty police officers (pd for/reimbursed by The Suburban-Athlon @ time anda half)

• Two public works employees (pd for/reimbursed by Suburban-Athlon @ time and ahalf)

• One fire truck crew (pd for/reimbursed by the Suburban-Athlon @ time and a half)• One ambulance crew (pd for/reimbursed by The Suburban-Athlon @ time and a half

The other concern is lowering impact on residents living on the course of the race as there will be limited access to their homes for approximately 4 hours as the race is set up, conducted and taken down. Residents located on the route should to be notified, encouraged to park offsite and allowed to safely leave drive ways in extenuating circumstances.

6/15/15 5.3

A larger analysis will need to be performed by the Village Police Department, Public Works Departments and Fire Departments now that a full proposal has been provided. The proposal is attached to this memo for board review. Action Request: Discussion only, if the Board advises Staff to move forward, a license agreement will be presented at an upcoming Board meeting.

Event Proposal Suburban-Athlon

To: Kevin Barr – Village Manager, Village of Clarendon Hills Proposed date: Saturday September 12th, 2015, from 3-5pm

Event: Suburban-Athlon Description: 3 mile run with 12 obstacles Estimated Duration of event: 4 hours (2 hours race time)

Summary: The Suburban-Athlon is proposing to host a unique family fitness event in and around the Prospect Park area. We would enjoy the opportunity to make/build this event into an annual event the village can be proud of.

A Suburban-Athlon is an urban version of a popular fitness event called the Warrior Dash, except without the mud, barbed wire and other blatant liability hazards. A Suburban-Athlon is designed for the fitness minded participant that is intrigued by the challenges provided by an obstacle course event, but is not interested in rolling around in the mud.

This event will be 3 miles long with 12 obstacles spread apart about every ¼ to ½ mile. The course will utilize both village streets and Prospect Park.

The Suburban-Athlon is specifically designed to accommodate all age groups and ability levels from the novice participant to the elite competitor. Ages in the 2013 event held in Clarendon Hills ranged from 10-67 years of age. Participants for this event register themselves, in either a beginner, intermediate or elite category. The category is not based on age or gender, but rather by the participant’s own perceived ability level.

Obstacles that require modifications are color coordinated with the participant’s race bib. So when a race participant reaches an obstacle, they simply follow the color designated by the skill level category they registered for.

This event goes off in waves of 25-30 participants every 5 minutes with a fairly equal ratio of each ability level in each wave. The idea being that we do not want our participants waiting in line when they reach an obstacle.

It’s important to note that while the Suburban-Athlon is set up like an elite competition with chip timing and precision organization, the event targets a more recreational participant. Our marketing efforts will target families and students as much if not more than the more seasoned running competitors. We estimate that 20% of the total participants will go all out and give it their best effort. The other 80% will pace themselves through the course, much like what you would see in a typical 5k running event.

2013 Demographics: 190 participants

Average age under 18: Male: 12.5 Female: 13.6

Average age over 18: Male: 44 Female: 39

Gender: Male: 56% Female: 44%

Male under 18: 15% Female under 18: 10% Male over 18: 40% Female over 18: 35%

Proposed Obstacles: 6 of the 12

Road Barriers: Bungee Maze: Cargo Net:

Plastic version of the cement 2,000 feet of bungee cord Cargo nets strung over 55 gal

road dividers, climb over. strung from every direction. drums, crawl under it.

Sand Bag Carry: Tire Obstacle: McGrath Lexus Car Crawl:

Pick up the sand bag, carry Run through the tire Army crawl under four Lexus SUVs.

across a sand volleyball court, gauntlet and over the

drop, do 10 push-ups, pick tractor tires.

bag back up and carry back.

Proposed obstacles not shown: a 3-rung monkey bar set plus five other obstacles that will be custom

designed to utilize whatever natural challenges this area might provide. For example, the 2013 event

used the sled hill on the South/West corner of Prospect Park that made a very challenging obstacle.

The village manager and parks superintendent will be consulted for approval before any of the 12

obstacles are finalized.

What Suburban-Athlon will provide:

Vendors: These are vendors that Suburban-Athlon has a relationship with and are comfortable using

based on past performance.

Race timing (J3 Events), DJ/Event Announcer (Perfect Show Productions), traffic control equipment

(TCP of West Chicago), participant water/post nutrition at finish line (Whole Foods), Event Liability

Insurance (TW Group), event photographer (the village will have access to these photographs for

their own use).

Event/Equipment:

Event management, event website/sign up, all obstacle and event marking materials, event tents,

portable toilets, race bibs, participant medals, Facebook page, Snapchat account, Twitter account.

Marketing/Advertising:

Advertising in Chicago Tribune online banner ads, Chicago Athlete Magazine & Doings Newspaper,

Clarendon Courier, grassroots social media marketing with: Clarendon Hills Infant Welfare Society,

Urban Tri Gear, Peak Running, Naperville Running Company and any 2015 sponsors that have a social

media platform. We will also have 4 banners and 200 + yard signs and posters around Clarendon

Hills.

Volunteers: Clarendon Hills Infant Welfare Society, Holy Trinity Church. Our minimum goal is to have

50 + supervised volunteers helping us manage the event.

Revenue: Ten of the 2013 sponsors have already committed to participating in the 2015 event; we

have retained all contact info for the 2013 race participants to jump start our marketing campaign;

have a coordinated social media campaign with all sponsors and charitable cause partnerships.

What The Village of Clarendon Hills will provide:

Police/Public Works/Fire/Ambulance:

Two off-duty police officers (pd for/reimbursed by The Suburban-Athlon @ time and a half)

Two public works employees (pd for/reimbursed by Suburban-Athlon @ time and a half)

One fire truck crew (pd for/reimbursed by the Suburban-Athlon @ time and a half)

One ambulance crew (pd for/reimbursed by The Suburban-Athlon @ time and a half)

Charitable donations for the 2015 Event:

All financial recording and reporting will be handled by Patrick Lynch, CPA.

-30% of the event profits will be split between The Clarendon Hills Infant Welfare Society, The Food

Pantry of Notre Dame Parish and the Rotary Club of Darien’s “Food for Children Campaign” (10%

each).

s

3 miles - 12 obstacles

= obstacle on map

Norfolk and Oxford north of

Norfolk will be closed.

All other streets will be divided in

1/2. Runners on one side,

vehicle traffic on the other side.

Those roads will not shut down to

minimize neighborhood

disruption.

6/15/15 5.4/5.5 8.6 & 8.7

RESOLUTION NO. __________

A RESOLUTION ADOPTING FUNDING PARAMETERS FOR THE ANNUAL FIREFIGHTERS’ PENSION ACTUARIAL VALUATION

WHEREAS, the Village of Clarendon Hills maintains a Firefighters’ Pension Fund to collect monies for the future payment of benefits to pension retirees; and

WHEREAS, an annual actuarial firefighters’ pension valuation is developed in order to, among other things, determine the annual required contribution from the Village to the Firefighters’ Pension Fund; and

WHEREAS, the State of Illinois adopted SB 3538 on December 30, 2010 (also known as PA 096-1495) which changes firefighters’ pension benefits for new hires; and

WHEREAS, SB 3538 also modified the minimum funding requirements for firefighters’ pension systems by changing to a 90% funding goal by 2040 (instead of the previous 100% funding goal by 2033), a change in actuarial methods from entry age normal to projected unit credit, and a five (5) year smoothing of gains and losses in future years; and

WHEREAS, the change to a 90% funding goal is generally inconsistent with generally accepted accounting principles (GAAP) which requires a 100% amortization of unfunded actuarial liabilities; and

WHEREAS, the Village has determined that a 100% funding goal is consistent with a sound funding methodology and wishes to continue to utilize that goal with future firefighters’ pension actuarial valuations; and

WHEREAS, the Village has determined that the new closed-amortization period of thirty (30) years by 2040 is a reasonable change to incorporate into future firefighters’ pension valuations for amortizing the current unfunded accrued liability; and

WHEREAS, the Village has the option if it adopts the new 30 year amortization period to annually analyze and determine if the Village can increase its contribution to the Firefighters’ Pension Fund over and above the amount determined by the annual firefighters’ pension valuation;

NOW, THEREFORE, be it resolved by the President and Board of Trustees of the Village of Clarendon Hills, as follows:

SECTION 1. The recitals set forth above are incorporated herein and made a material part of this Resolution as the finding of the President and the Board of Trustees.

SECTION 2. The Village will incorporate into its firefighters’ pension actuarial valuations the use of a 100% funding goal, adopting the new 30-year amortization period by 2040 and continued use of entry age normal actuarial method instead of projected unit credit, beginning with the July 2015 valuation.

SECTION 3. This Resolution shall be in full force and effect immediately upon its passage and approval as provided by law.

PASSED and APPROVED this _____ day of ____________, 2015.

AYES:

NAYS:

ABSENT:

___________________________________ Len Austin, Village President

ATTEST:

_________________________________ Dawn M. Tandle, Village Clerk

Village of Clarendon Hills

Community Development Department t 630-286-5410 One North Prospect Avenue, Clarendon Hills, Illinois 60514 f 630-286-5429

Date: June 8, 2015

To: Village President and Board of Trustees Village Manager

From: Dan Ungerleider, Community Development Director

Subject: Land Use Committee Item/Annexation Hearing and First Consideration of a Proposed Ordinance and Annexation Agreement Relative to the Annexation of 123 57th Street as requested by the Christian Church of Clarendon Hills

The Christian Church of Clarendon Hills (the “Petitioner”) has submitted a petition for annexation of a 0.9 acre single family home (the “Subject Property”) located at 123 57th Street (see attached location map), adjacent to the Church’s property at 5750 Holmes Avenue. The property, owned by the Petitioner, contains a home being used by the Church as a parsonage. The Petitioner has expressed that the Church plans to redevelop this property for a parking lot expansion and stormwater detention in the next three (3) to five (5) years. The Petitioner is requesting approval of an ordinance and annexation agreement annexing the Subject Property into the Village of Clarendon Hills.

Throughout the review of this request Village Staff have taken a proactive role in seeing that the proposed annexation meets the long and short-term needs of both the Village and the Petitioner. The proposed parking lot expansion and stormwater management plan was reviewed and tentatively approved by the Village Engineer during the preparation of the proposed annexation ordinance and annexation agreement. In addition to the standard boiler-plate conditions contained in an annexation ordinance and annexation agreement, these documents also address key issues to allow for the continued use of the home on the Subject Property as a parsonage: Annexation is condition upon the consolidation of the Subject Property with the Church property, and provision of water service to the Subject Property directly from the Church’s water system; or the Church can sell the home condition upon their installation of a public water main along 57th Street from Holmes Avenue. The petitioner has stated that the second alternative would be highly unlikely given the financial constraints currently tied to the property.

As is required by the State Statute and the Village Municipal Code, the Village has provided notice of the June 15, 2015 annexation hearing to the Downers Grove Township, the Indian Prairie Library District and the Tri-State Fire Protection District, and in a local newspaper (see attached).

Action Requested: Annexation Hearing and First Consideration of proposed ordinance and annexation agreement relative to the annexation of 123 57th Street as requested by the Christian Church of Clarendon Hills. The annexation petition, plat and the proposed annexation ordinance and annexation agreement are attached as Exhibits.

Attachments: Location Map Annexation Hearing Notice Proposed Annexation ordinance, Annexation Agreement, and Plat of Annexation

6/15/15 5.6 & 8.8

Village of Clarendon Hills

Community Development Department t 630-286-5410 One North Prospect Avenue, Clarendon Hills, Illinois 60514 f 630-286-5429

Annexation Request

Christian Church of Clarendon Hills

123 57th Street

LOCATION MAP

CHRISTIAN CHURCH

OF CLARENDON HILLS

(5750 Holmes Ave)

SHAW MEDIAPO BOX 250

CRYSTAL LAKE IL 60039−0250

ORDER CONFIRMATION (CONTINUED)

Salesperson: LORI PLESE Printed at 05/28/15 09:12 by lples−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−−Acct #: 10074577 Ad #: 1070295 Status: N

LEGAL NOTICE/PUBLIC NOTICE

NOTICE OF PUBLIC HEARING ON �ANNEXATION AGREEMENT�CLARENDON HILLS, ILLINOIS �

On Monday, June 15, 2015, at 7:00 pm, a public hearingwill be held by the Village Board of the Village of ClarendonHills in the Clarendon Hills Village Hall, 1 North ProspectAvenue, Illinois, pursuant to 65 ILCS 5/11-15.1-1 et seq.,for the purpose of considering and hearing testimony in re-gard to a proposed annexation agreement relative to theannexation, to the Village of Clarendon Hills, of a tract ofproperty comprising approximately 0.9 acres of land and

�legally described as follows:LOT 4 (EXCEPT THE SOUTH 100 FEET) IN SHOWALTER'S RESUBDIVISION OF THE EAST HALF OF THE NORTH HALF OF LOT 6 IN HAILS'S SUBDIVISION, BEING A SUBDIVISION SITUATED IN THE NORTHWEST QUARTER OF SECTION 14, TOWNSHIP 38 NORTH, RANGE 11, EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT OF SAID SHOWALTER'S RESUBDIVISION, RECORDED JUNE 28, 1954 AS DOCU

�MENT 721538, IN DUPAGE COUNTY, ILLINOIS;(COMMONLY KNOWN AS:

�123 57th Street, Clarendon Hills, Illinois 60514)�(P.I.N.: 09-14-103-028)

Along with those portions of 57th Street adjacent� there to.

An accurate map of the property proposed to be annexed tothe Village and the form of the proposed annexation agree-

�ment are on file with the Village Clerk. You are further noti-fied that the proposed Annexation Agreement may bechanged, altered, modified, amended or redrafted in its en-

�tirety after the public hearing. All interested parties are invit-ed to attend the public hearing and will be given an oppor-

�tunity to be heard.

Dated this 21st day of May, 2015.

� �Dan Ungerleider�Community Development Director

(Published in the Hinsdale Suburban Life on May, 29, 2015) HSL591

1

ORDINANCE NO. __________

AN ORDINANCE APPROVING AND AUTHORIZING THE EXECUTION OF AN ANNEXATION AGREEMENT FOR CERTAIN PROPERTY COMMONLY KNOWN AS

123 57th STREET

WHEREAS, the provisions of the Illinois Compiled Statutes, 65 ILCS 5/11-15.1 et seq., grant municipalities the right to enter into an annexation agreement with the owners of property in unincorporated territory; and

WHEREAS, it is in the best interests of the Village of Clarendon Hills, DuPage County, Illinois (the “Village”), that an annexation agreement pertaining to certain property commonly known as 123 57th Street (the “Annexation Agreement”), be entered into by the Village; and

WHEREAS, the Annexation Agreement has been drafted, and a public hearing was held on the 15th day of June, 2015 thereupon, with all required notices having been given; and

WHEREAS, a copy of said Annexation Agreement is attached hereto as EXHIBIT A, and made part hereof; and

WHEREAS, the Christian Church of Clarendon Hills, owner of the property which is the subject of the Annexation Agreement, is willing and able to enter into said Annexation Agreement and fulfill the obligations thereunder; and

WHEREAS, the provisions of 65 ILCS 5/11-15.1 et seq., as amended, for execution of said Annexation Agreement, have been fully complied with;

NOW THEREFORE, BE IT ORDAINED by the President and Board of Trustees of the Village of Clarendon Hills, DuPage County, Illinois, as follows:

SECTION 1: Approval: The Annexation Agreement attached hereto as EXHIBIT A is hereby approved.

SECTION 2: Authorization to Execute: The Village President be and is hereby authorized and directed to sign, and the Village Clerk is hereby authorized and directed to attest, the Annexation Agreement attached as EXHIBIT A, as well as any other necessary documents in relation thereto, or required to carry out the terms thereof.

SECTION 3: Severability: The various provisions of this Ordinance are to be considered severable and if any part or portion of this Ordinance shall be held invalid by any court of competent jurisdiction, such decision shall not affect the validity of the remaining provisions of this Ordinance.

SECTION 4: Conflicting ordinances: All ordinances or parts of ordinances in conflict or which are inconsistent with this Ordinance shall be repealed to the extent of any such conflict or inconsistency.

SECTION 5: Publication: The Village Clerk is hereby directed to publish this Ordinance in pamphlet form pursuant to the Statutes of the State of Illinois and to record the original Annexation Agreement with the DuPage County Recorder of Deeds.

SECTION 6: Effective Date: This Ordinance shall be in full force and effect after its passage, approval and publication in pamphlet form as provided by law.

2

PASSED AND APPROVED by the Village President and Board of Trustees of the Village of Clarendon Hills, DuPage County, Illinois, this ___ day of ___, 2015.

AYES:

NAYS:

ABSENT:

___________________________________ Len Austin Village President

___________________________________ Dawn Tandle Village Clerk

Published by me in pamphlet form this ____ day of ____, 2015

___________________________________ Dawn Tandle, Village Clerk

Recorded by and return to:

Village of Clarendon Hills 1 N Prospect Avenue Clarendon Hills, Illinois 60514

3

ANNEXATION AGREEMENT FOR

123 57th STREET

This Annexation Agreement (the “Agreement”) made this ______ day of ____, 2015, by and between the Village of Clarendon Hills, an Illinois Municipal Corporation (the “Village”); and The Christian Church of Clarendon Hills (the “Owners”), for annexation to the Village of the property legally described as:

LOT 4 (EXCEPT THE SOUTH 100 FEET) IN SHOWALTER’S RESUBDIVISION OF THE EAST HALF OF THE NORTH HALF OF LOT 6 IN HAILS’S SUBDIVISION, BEING A SUBDIVISION SITUATED IN THE NORTHWEST QUARTER OF SECTION 14, TOWNSHIP 38 NORTH, RANGE 11, EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT OF SAID SHOWALTER’S RESUBDIVISION, RECORDED JUNE 28, 1954 AS DOCUMENT 721538, IN DUPAGE COUNTY, ILLINOIS;

COMMONLY KNOWN AS: 123 57th Street, Clarendon Hills, Illinois 60514;

P.I.N.: 09-14-103-028;

(the “Property”).

WHEREAS, the Property is adjacent and contiguous to the existing corporate boundaries of the Village and is not within the boundaries of any other municipality; and

WHEREAS, the Village and the Owner wish to enter into a binding agreement with respect to the annexation of the Property, and to provide for various other matters related directly to said annexation, in accordance with the provisions of 65 ILCS 5/11-15.1 et seq.; and

WHEREAS, the President and Board of Trustees of the Village (the “Corporate Authorities”) have determined that the annexation of the Property would further the orderly growth of the Village and promote the general welfare of the Village; and

WHEREAS, the required public hearing on this Agreement was held by the Corporate Authorities of the Village on the ____ day of __________, 2015, and the required notice of said public hearing was published at least once, not more than thirty (30) days nor less than fifteen (15) days prior to the public hearing, in a local newspaper having general circulation in the Village; and

WHEREAS, it is the desire of the Village and the Owner that the development of the Property proceed as conveniently as possible, with the development of the Property being subject to the ordinances, codes and regulations of the Village now in force and effect or hereinafter adopted, and that the development of the Property shall be further subject to the terms and conditions hereinafter contained; and

WHEREAS, all required notices of the proposed annexation of the Property have been given as required by law;

NOW, THEREFORE, in consideration of the mutual covenants, agreements, terms and conditions herein set forth, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the Owner and the Village, the Owner and the Village agree as follows:

4

1. PREAMBLE: The provisions of the preambles set forth above are hereby restated and incorporated herein by reference, as fully set forth in this Section 1.

2. PETITION AND PLAT: The Owner has submitted to the Village, together with this Agreement, an executed petition for Annexation (a copy of which is attached hereto as Exhibit A and made part hereof), and a Plat of Annexation in the form provided by law.

3. BINDING EFFECT: This Agreement shall be binding upon the Owner, as well as the Owner’s successors, assigns, executors, lessees, and heirs, and upon any successor Village officials and successor municipalities. This Agreement shall constitute a covenant running with the land and shall be binding upon all persons taking an interest or right in the Property after the date of this Agreement. Any person acquiring any rights or interest in the Property after the date of this Agreement shall be bound by the terms hereof and shall be deemed to have accepted and approved this Agreement in full.

4. ANNEXATION: Subject to the provisions of Article 7 of Act 5 of Chapter 65 of the Illinois Compiled Statutes, the Owner and the Village agree to do all things necessary or appropriate to cause the Property to be duly and validly annexed into the Village, as promptly as practicable after the execution of this Agreement. The Owner and the Village shall cause such annexation to be effected pursuant to the provisions of 65 ILCS 5/7-1-8.

5. ZONING: Upon annexation of the Property to the Village, as set forth herein, the Property shall be zoned R-1 Single-Family Dwelling Residential District, by operation of law.

6. TERM: The term of this Agreement shall be twenty (20) years from the date of execution hereof.

7. FIRE PROTECTION DISTRICT DISCONNECTION: By operation of law and in accordance with 70 ILCS 705/20, the Property shall, upon its annexation to the Village, be disconnected from the fire protection district in which it is located at no cost to the Village. The Village agrees to cooperate with the Owner in said disconnection. The Owner shall be responsible for the disconnection and shall reimburse the Village for any funds expended by the Village, including, but not limited to, any payments required by 70 ILCS 705/20(e), and any legal fees and litigation costs relative thereto. The Village shall provide notice of the annexation of the Property to the fire protection district in the manner required by law.

8. PARK DISTRICT ANNEXATION: Upon annexation, the Owner or the Owner’s successors, assigns, executors, lessees, and heirs shall cause the Property to be annexed into the Clarendon Hills Park District, within forty-five (45) days of the effective date of the annexation to the Village.

9. WATER UTILITIES: The Village represents and warrants to Owner that it owns and operates a water distribution system within the Village for water distribution, and that the Village water distribution system has sufficient capacity to provide potable water to the Property, such service to be substantially the same as provided to other similarly zoned areas in the Village being provided with water by the Village. In relation to connecting the Property to the Village’s water distribution system, the Owner shall, at its sole cost and expense, either:

a. Construct an extension of the Village’s water main within the dedicated right-of-way of 57th Street, in accordance with the applicable provisions of the Clarendon Hills Village Code, and connect the Property thereto; or

5

b. Consolidate the Property with the adjacent property owned by the Owner, commonly known as 5750 South Holmes Avenue, Clarendon Hills, Illinois (P.I.N. 09-14-103-030) (the “Adjacent Property”), pursuant to a plat of consolidation approved by the Village, and thereafter connect the Property to the water system on the Adjacent Property, in accordance with all applicable provisions of the Clarendon Hills Village Code.

10. COST RECOVERY: Pursuant to Chapter 11 of the Clarendon Hills Village Code, the Village is allowed to recover costs associated with the review of applications for action by the Village including, but not limited to, petitions for annexation and annexation agreements. The Owner shall submit a completed cost recovery form at the time of submittal of this Agreement, and pay all costs associated with the review of this Agreement, annexation of the Property and connection to the Village’s water system.

11. SPECIAL ASSESSMENT OR SPECIAL SERVICE AREA: The Owner agrees that the Owner will not object to the creation of a special assessment or special service area incorporating the Property with respect to the construction of any public improvements affecting the area of the Property which may become necessary at a future date. Notwithstanding any other provision of this Agreement, the foregoing sentence shall not be binding upon any subsequent owner of the Property relative to a special service area.

12. GOVERNING LAW AND VENUE: This Agreement shall be governed by the laws of the State of Illinois both as to interpretation and the performance of all obligations hereunder, and any legal proceeding of any kind arising from this Agreement shall be filed in DuPage County, Illinois.

13. SEVERABILITY: In the event any portion of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining portions hereof shall continue in full force and effect. This Agreement may be modified only with the written agreement of the Owner and the Village, or their respective successors or assigns.

14. NOTICES: All notices, requests, and demands shall be in writing and shall be delivered personally or made by certified mail, return receipt requested, addressed as follows:

a. If to the Owner: James K. Stevens Christian Church of Clarendon Hills 5750 Holmes Avenue Clarendon Hills, Illinois 60514

with copy to: Borla, North & Associates, P.C. 6912 S Main Street Downers Grove, Illinois 60516

b. If to the Village: Village Manager Village of Clarendon Hills 1 N Prospect Avenue Clarendon Hills, Illinois 60514

Service by certified mail shall be effective three (3) days after mailing, and service by personal delivery shall be effective upon actually delivery.

15. NO DISCONNECTION: It is hereby agreed that for a period of twenty (20) years from the date of execution of this Agreement, the Owner and any successors in interest shall not file or cause to be filed any petition or action for disconnection of the Property from the Village, or take any action that

6

would result in the disconnection of the Property from the Village, once the Property has been annexed to the Village.

16. RECORDING: This Agreement shall be recorded by the Village at the Owner’s expense.

17. EXECUTION OF AGREEMENT: This Agreement shall be signed last by the Village, and the President of the Village shall affix the date on which he signs this Agreement on Page 1 hereof, which date shall be the effective date of this Agreement.

Village of Clarendon Hills Owner - Christian Church of Clarendon Hills

By: ________________________ By: ________________________ Len Austin, Name: __________________ Village President Title: __________________

ATTEST:

By: ________________________ Village Clerk

7

VILLAGE

VILLAGE OF CLARENDON HILLS an Illinois Municipal Corporation By: ____________________________ Attest: ____________________________ Village President Village Clerk STATE OF ILLINOIS ) ) SS COUNTY OF DUPAGE )

I, _____________________________, a Notary Public, in and for the County and State aforesaid, do hereby certify, that ____________, personally known to me to be the President of the VILLAGE OF CLARENDON HILLS, DuPage County, Illinois, a municipal corporation, and _________________ personally known to me to be the Village Clerk of said corporation, and personally known to me to be the same persons whose names are subscribed to the foregoing instrument, appeared before me this day in person and severally acknowledged that as such President and Village Clerk, they signed and delivered the said instrument and caused the corporate seal of said corporation to be affixed thereto, pursuant to authority given by the Corporate Authorities of the Village of Clarendon Hills as the free and voluntary act and deed of said Municipal Corporation, for the uses and purposes therein set forth. GIVEN under by hand and official seal this __________ day of _______________, 2015. __________________________________ Notary Public My Commission Expires: ____________________________

8

OWNER

Christian Church of Clarendon Hills

By: ____________________________ Name: ______________________ Title: ______________________

STATE OF ILLINOIS ) ) SS

COUNTY OF DUPAGE )

I, _____________________________, a Notary Public, in and for the County and State aforesaid, do hereby certify, that _____________________, personally known to me to be the Owner of the Property, and personally known to me to be the same person whose name is subscribed to the foregoing instrument, appeared before me this day in person and severally acknowledged that as such Manager he signed and delivered the said instrument pursuant to authority given by the company as the free and voluntary act and deed of said limited liability company, for the uses and purposes therein set forth.

GIVEN under by hand and official seal this __________ day of _______________, 2015.

__________________________________ Notary Public

My Commission Expires:

____________________________

Village of Clarendon Hills Village Manager’s Office

1 North Prospect Road Clarendon Hills, IL 60154

Tel: 630-286-5404

MEMORANDUM

Date: 6/12/15

To: Village Board

From: Kevin Barr, Village Manager Zach Creer, Assistant to the Village Manager

Subject: Economic Development Commission Creation

Issue: As previously discussed, staff is proposing recreating the Village Economic Development Commission based on the value of having an advisory commission to assist with business related affairs.

Analysis: Staff created the attached ordinance which is based on existing language from other boards and commissions. The major organizational points which need discussion are the size of the commission (Staff suggests 4), the appointment of the Chairperson (staff suggests the Village President appoints), a residency requirement (Staff recommends not having one), frequency of meetings (Staff recommends at least every 3 months) and the term (Staff suggests the terms aligning with the President’s term of 4 years). Each of these recommendations and suggestions are fairly subjective, and should be amended to fit the will of the Board.

Additionally and most importantly, the duties of the Economic Development Commission should be reviewed by the Village Board. The duties identified in the proposed code amendment currently are:

(1) Develop services and programs to attract new and to expand existing business activities.

(2) Develop services and programs to assist in the retention of existing business facilities.

(3) Develop a marketing plan for the community. (4) Foster cooperation among the community resources and organizations in order to

engender a coordinated and multifaceted approach to economic development. (5) Promote communication with the community at large concerning the Village's

economic development needs. (6) Submit reports to the Village Board detailing activities and accomplishments, state

of the local economy and goals and objectives for economic development in the Village.

(7) Review proposed developments to determine economic value to the community

6/15/15 5.7 & 8.9

(8) Evaluate changes to ordinance or policy that effect businesses. (9) Perform other duties as assigned by the Village Board on an Ad Hoc basis.

Recommendation: First consideration of an ordinance amending section 3.7 of the municipal code regarding the Economic Development Commission.

343353_1 1

ORDINANCE NO.

AN ORDINANCE AMENDING SECTION 3.7 OF THE CLARENDON HILLS VILLAGE CODE

IN REGARD TO ECONOMIC DEVELOPMENT COMMISSION ______________________________________________________________________

BE IT ORDAINED by the President and Board of Trustees of the Village of

Clarendon Hills, DuPage County, Illinois, as follows:

SECTION 1: That Section 3.7 of the Clarendon Hills Village Code is hereby

amended to read in its entirety as set forth on Exhibit A attached hereto and made part

hereof.

SECTION 2: That this Ordinance shall be in full force and effect from and after its

adoption, approval and publication in pamphlet form as required by law.

ADOPTED this ____ day of _________________, 2015 pursuant to a roll call vote

as follows:

AYES: NAYS: ABSENT:

Len Austin, Village President ATTEST: Dawn M. Tandle, Village Clerk Published by me in pamphlet form this ___ day of ______________, 2015.

343353_1 2

Exhibit A

3.7. - ECONOMIC DEVELOPMENT COMMISSION A. Creation; Terms; Qualifications; Appointments: (1)There be shall be an economic development commission which shall consist of four (4) members

whose terms shall be for four (4) years. Such members shall be appointed by the village president with the advice and consent of the village board.

(2) Chairperson: The village president shall appoint one (1) member as chairperson, with the advice and consent of the board of trustees.

(3) Residency: Commission members need not be residents of the village. (4) Compensation: Commission members shall serve without compensation. (5) Vacancies: Vacancies on the commission shall be filled for the unexpired term of the commission

member whose place has become vacant in the same manner provided in this section for the appointment of such member.

(6) Staff Liaison: The staff liaison to the economic development commission shall be appointed by the village manager.

B. Meetings: (1) Regular meetings: Regular meetings of the economic development commission shall be held upon

written notice from the chairperson, but not less frequently than once every three months. (2) Special meetings: The chairperson or any two commission members may call a special meeting of the

commission by filing a written notice with the village clerk and deputy village clerk. This notice shall contain the time and place of the special meeting and a brief description of the business to be discussed. Notice of a special meeting shall be given in writing at least 72 hours in advance of the meeting.

C. Duties: The economic development commission shall, upon its own choosing or direction by the village board, perform the following duties: (1) Develop services and programs to attract new and to expand existing business activities. (2) Develop services and programs to assist in the retention of existing business facilities. (3) Develop marketing plan for the community. (4) Foster cooperation among the community resources and organizations in order to engender a

coordinated and multifaceted approach to economic development. (5) Promote communication with the community at large concerning the village's economic development. (6) Submit reports to the village board detailing activities and accomplishments, state of the local

economy and goals and objectives for economic development in the village. (7) Review proposed developments to determine economic value to the community (8) Evaluate changes to ordinance or policy that effect businesses. (9) Perform other duties as assigned by the village board on an Ad Hoc basis.

6/15/15 5.8

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S I. Executive Summary This proposal is a response to the letter received by DuPage Public Safety Communications (DU-COMM) from the Village of Clarendon Hills regarding their interest in membership. DU-COMM is the largest consolidated public safety communications center in Illinois and currently serves forty-one (41) member departments for 9-1-1 and public safety communications. This proposal will highlight the history, organization, services provided, and costs associated for membership of the Village of Clarendon Hills into DU-COMM. DU-COMM is not a private business. DU-COMM is a unit of intergovernmental cooperation as defined in the Illinois compiled statues (5 ILCS 220/1) formed by our member municipalities and fire districts. DU-COMM is committed in moving forward with the Village of Clarendon Hills membership. DU-COMM can provide a high level of service with added value for a very competitive cost. The current DU-COMM “buy-in" policy for membership should also make the financial decision more attractive as highlighted later in this proposal. While there are technical as well as operational issues that come into play in evaluating the DU-COMM proposal, there is currently an opportunity for the Village of Clarendon Hills to join DU-COMM. With the interoperability and coverage throughout the County due to the ETSB STARCOM21 radio project, there are fewer technical issues today than DU-COMM faced adding agencies in the past. This proposal is intended to be an outline of the membership process, and should help the Village staff and elected officials learn about DU-COMM and the benefits of membership. The proposal will also identify areas where DU-COMM staff and the Village of Clarendon Hills will need to focus if membership is pursued. Finally, included with this proposal is the DU-COMM organizational chart, FYE16 budget summaries (with the Village of Clarendon Hills), cost estimates, Intergovernmental Agreement, Bylaws, last fiscal audit, sample police and fire department channel guides, current TYCO alarm agreement, public education material, and 2014 Annual Report.

2

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S II. DU-COMM History and Organization DuPage Public Safety Communications (DU-COMM) is an intergovernmental agency as defined in the Illinois statues (5 ILCS 220/1) formed in 1975 by our members departments to provide emergency communications services to police, fire, and emergency medical services. DU-COMM is the largest consolidated public safety communication center in Illinois and currently serves forty-one (41) member agencies and over 800,000 residents of DuPage and neighboring counties. DU-COMM receives requests for Police, Fire, and EMS via 9-1-1 and 10 digit emergency lines. DU-COMM processes over 1.1 million phone calls each year, including over 300,000 9-1-1 calls, and over 584,000 calls for service. Municipalities and fire districts have worked together to provide a high level of service to their citizens in public safety communications. DU-COMM is a critical communications hub for the Mutual Aid Box Alarm System (MABAS) Division 12 and Division 16, and handles fire communications for major incidents. MABAS division members include agencies that are not members of DU-COMM. DU-COMM is comprised of three (3) departments: Operations, Administration, and Support Services. The first and largest department is Operations where Telecommunicators answer incoming 9-1-1 calls from the citizens and dispatch the appropriate first responders. DU-COMM has seventy (70) full-time Telecommunicators, two (2) part-time Telecommunicators, and three (3) part-time Alarm Operators. The Telecommunicators are supervised by three (3) full-time Communications Managers and five (5) full-time Communications Supervisors. The Operations department is also supported by a Training/QA Manager and Protocol Coordinator. The Training/QA Manager is responsible for all agency training. The Protocol Coordinator handles quality assurance for the Emergency Medical Dispatch (EMD) program and related continuing education. The Operations Department is under the direct control of the Deputy Director Operations. The Support Services department is comprised of two units: Technical Services and MIS (Management Information Systems) under the direct control of the Deputy Director Support Services. The Technical Services unit has one (1) Manager, three (3) full-time Technicians, one (1) part-time Technician, and one (1) Systems Coordinator responsible for the maintenance and installation of the agency radio infrastructure and the DU-COMM facility. The MIS unit has one (1) Manager, two (2) full-time Systems Analysts, and (1) part-time GIS Coordinator responsible for system administration and support of all DU-COMM computer technologies, including CAD (Computer Aided Dispatch) and related systems utilized by Telecommunicators and field personnel. The Administration department consists of the Executive Director, Deputy Director Operations, Deputy Director Support Services, Finance/HR Manager, Finance Clerk, Office Assistant, and Executive Secretary.

3

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S III. Services provided All member departments of DU-COMM receive a high degree of professionalism equally from the management team and staff. The management team understands that the shared ownership, by member departments, is key to DU-COMM’s success. Telecommunicators are highly trained and deliver dispatch services with customer service in mind. Support personnel are experts in their field with a long tradition of supporting the needs of member departments. A. Public Safety Communications DU-COMM Telecommunicators answer 9-1-1 calls or other incoming calls for each of the departments we serve. DU-COMM’s Telecommunicators dispatch and monitor a variety of police and fire radio frequencies as detailed below: Police Frequencies:

• 1 East (Lombard and Villa Park) • 3 East (Elmhurst and Oakbrook Terrace) • 1 West (Bartlett, and Carol Stream) • 3 West (Glen Ellyn and Wheaton) • 7 West (Warrenville, West Chicago, and Winfield) • 1 North (Hanover Park and Roselle) • 1 South (Darien, Lisle, and Woodridge) • 3 South (Hinsdale and Oak Brook)

Fire Frequencies:

• Fire East (Addison, Elmhurst, Lombard, Oak Brook, Oakbrook Terrace, Villa Park, and York Center) • Fire North (Bloomingdale, Carol Stream, Glen Ellyn, Glenside, West Chicago, Wheaton, and

Winfield) • Fire South (Darien-Woodridge, Hinsdale, Lisle-Woodridge, and Warrenville) • Fire West (Bartlett, Hanover Park, Roselle, Itasca, and Wood Dale) • IFERN (Statewide fire mutual aid) • IFERN2 (Statewide fire mutual aid)

DEDIRS: In addition to the primary radio channels, DU-COMM’s operations center is fully integrated into the DuPage Emergency Dispatch Interoperable Radio System (DEDIRS). The DEDIRS radio system operates on the statewide STARCOM21 radio network. DU-COMM can operate on all the interoperable talk groups on the system, which allows us seamless access to whichever resource may be needed in an emergency.

DU-COMM Telecommunicators share in answering 9-1-1 calls, and after verifying the address of the incident, the call information is entered into the CAD (Computer Aided Dispatch) system. Once entered into CAD, the information appears on the appropriate Telecommunicator’s screen for dispatch. The CAD system updates instantaneously and many times the Telecommunicator responsible for dispatching the call is able to start the notification of police units before the call taker finishes with the caller. In situations when the request for police is urgent, the call taker has the ability to access the appropriate agency’s radio channel and “flash” the urgent call to the agency’s police officers, ensuring the fastest response possible.

4

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S III. Services provided - continued If the incident entered into CAD is for a Fire or EMS call, it appears in the queue at the Fire Desk and the appropriate, or available, fire dispatcher will initiate the response utilizing the Zetron station alerting system, as well as two-tone sequential fire paging. DU-COMM personnel then answer, relay, and record information through the duration of the call with the responding units. DU-COMM personnel are highly trained in Fire/EMS communications and routinely anticipate the requests of the units or incident commanders for additional units, notifications, or communications. As a MABAS division dispatch center, serious MABAS alarm incidents are anticipated and initiated with great speed and efficiency by DU-COMM. DU-COMM is committed to the initial and continued training of our communications staff. DU-COMM spent over 10,700 hours in training in 2014. The training covered a variety of topics including: EMD, LEADS/NIMS simulation drills, emergency preparedness, cross-training, geography, and procedure review. DU-COMM utilizes the Emergency Telecommunicator Certification (ETC) program, which complements our three-week new hire training. The International Academy of Emergency Dispatch (IAED) certify Telecommunicators that complete the ETC program. New Telecommunicators progress through daily training, in a classroom setting, with continual feedback and checkpoints, before focused individual training on the communications center floor. DU-COMM’s seven (7) Communications Training Officers (CTOs) provide initial, and much of the continuing education under the direction of the Training/QA Manager. B. Emergency Medical Dispatch (EMD) DU-COMM processes over 50,000 EMS requests per year for 23 fire agencies. To assist callers while the responding Fire and EMS units are en-route, DU-COMM’s Telecommunicators are trained to provide life-saving instructions. DU-COMM utilizes Priority Dispatch Emergency Medical Dispatch (EMD) protocols to triage all EMS service requests. Priority Dispatch is an internationally recognized organization instrumental in standardizing EMD protocols in the early years. Many of their procedures and protocols are written into the EMD national standard. DU-COMM is fully compliant with all state laws and regulations regarding EMD, and is part of the Central DuPage Hospital (CDH) Medical System under the direction of Doctor Herb Sutherland. CDH is DU-COMM’s “lead instructor” and approves all EMD continuing education curriculums. DU-COMM Telecommunicators are licensed with the Illinois Department of Public Health (IDPH). DU-COMM’s Protocol Coordinator is a licensed EMT and EMD-Q responsible for reviewing and conducting quality assurance on a sampling of EMS calls. Deputy Director Ron Gross and Communications Supervisor Beverly Fisher are also EMD-Q certified. C. Support Services DU-COMM prides itself on providing member departments with a high degree of technical support. DU-COMM’s radio technicians and computer support personnel (MIS) are always available to assist member departments with any system or product supported by DU-COMM. Staff is also available to member departments for first-level support for many other issues. DU-COMM MIS and Radio Technicians maintain an on-call schedule for evenings and weekends, and their ability to prevent, troubleshoot, and resolve a technical issue is impressive.

5

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S III. Services provided – continued Membership in DU-COMM includes additional resources. DU-COMM supports a paging program called Emergin, which automatically send alpha-numeric (text) pages to pagers, cell phones, or capable PDAs. These pages can be generated by specific department and nature code(s) and sent automatically. Generally used as a way to keep command-level personnel notified of important event. DU-COMM’s CAD system can generate reports for download, print, or email to a department. DU-COMM’s MIS staff can utilize canned reports or generate special reports to provide departments with the data or statistics needed to track or administer their department’s response. DU-COMM also supports Mobile Data Computing through the CAD’s mobile interface, PMDC, or a Group 1 program. These programs and information are used in two different ways by our fire agencies. Some agencies use the VRM radio data system and others utilize an interface over Verizon air cards. DU-COMM can also provide a mapping program on the mobile computer through the ATM Motorola program. This program integrates with the Motorola AVL system, which can identify unit locations on a status map in the DU-COMM communications center. D: Additional Services 1. Tactical Dispatch: DU-COMM’s Tactical Dispatch program provides enhanced “on-scene” communications during serious and critical incidents by deploying specially trained Telecommunicators to the scene to integrate within the command structure as communications. Their roles include: reduce the burden of monitoring multiple frequencies at the scene, record vital information, track on-scene resources, and work within the NIMS model. The Tactical Dispatch team is supported by DU-COMM’s communications vehicle COMM-1, which is equipped with a two (2) position communications center with mobile communications, CAD, internet, printing, and other resources. COMM-1 is a small vehicle that Telecommunicators can operate and deploy quickly. The Tactical Dispatch program with COMM-1 has proven itself on a variety of police and fire incidents. 2. Public Education: Public education and public relations are other areas where DU-COMM has committed time and resources to assist the public and our member departments. DU-COMM has a public education manager and team. The team can staff booths at a department event, provide training, host DU-COMM tours for citizens, police or fire academies, scouts, community groups, and department personnel. DU-COMM developed several 9-1-1 related flyers for community education, which are available to our departments (see appendix).

6

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S III. Services provided – continued E. Non-Emergency and After-Hour Functions: DU-COMM provides limited non-emergency services to our member agencies. We realize in the current economic climate both existing and prospective members look for ways to maximize resources. All citizens in our member agency jurisdictions know to call 9-1-1 for police, fire, or EMS response. This includes some non-emergencies calls, including but not limited to; parking issues, barking dogs, etc. In after-hours situations, DU-COMM will make notifications to Public Works and other municipal services, as needed, but DU-COMM cannot operate as a “switchboard” for police departments, transfer calls back to the department, and/or take administrative messages. DU-COMM does provide full LEADS services for seven (7) of our eighteen (18) current police agencies. F. Committee Participation DU-COMM subcommittees: Fire Operations and Support Services meets monthly, and Police Operations meets every other month. DU-COMM’s staff works with committee members to identify service and policy issues and reach goals. Recommendations from the subcommittees are presented to the Chiefs Operations Committee. Every DU-COMM agency may interact at these meetings to help the Executive Director and staff shape DU-COMM policy and direction. The Chiefs Operations Committee reviews and acts on subcommittee recommendations and, as appropriate, makes their own recommendations to the governing bodies of DU-COMM: the Executive Committee and Board of Directors. The committees benefit from member department shared ownership participation, which is a vital part of the success of DU-COMM as an agency.

7

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S IV. Fire Alarm Monitoring DU-COMM monitors municipal alarms on behalf of all municipalities and fire protection district member agencies. The current DU-COMM alarm monitoring agreement with Tyco allows an agency to “opt-out” and select their own municipal alarm system vendor. With further examination of the Village of Clarendon Hills alarm system, a recommendation could be made to determine the best way to integrate the system into DU-COMM. It should be noted that DU-COMM receives an alarm monitoring fee of $14.00 per month, per alarm, whether wireline or radio alarm. This fee is established by Board policy. DU-COMM policies and procedures, adopted by the Chiefs Operations Committee, guide alarm connections and monitoring procedures. DU-COMM’s Board policy and sample Memorandum of Understanding (MOU) are included as attachments to this proposal.

8

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S V. Membership Costs A. Annual Operating Shares (FYE16) This membership proposal was drafted during a transitional time for DU-COMM. DU-COMM has been working on a second facility project, which could add significant long-term costs for all current and prospective member agencies. In recent months the scope of the project changed to reflect the current economic climate. DU-COMM staff will keep the Village of Clarendon Hills informed of this project as it evolves. This membership cost proposal was created with the current funding formula and reserve contribution policy. There are four (4) costs associated with DU-COMM membership. The first and most important is the annual operating “share”; DU-COMM’s term for the annual fees each member Municipality or District is assessed for its department(s). The annual operating share is derived by determining the DU-COMM operating budget minus any operational revenue. The balance is split between the member departments per the current funding formula. The formula first splits the operational shares between fire and police, and each discipline splits its cost further. This formula is roughly based on the number of Telecommunicators assigned to either the primary Police or Fire/EMS functions. The police departments split shares by a percentage of full-time sworn officers, while the fire departments/districts split shares by the EAV (Equalized Assessed Value) for their jurisdiction. In considering the Village of Clarendon Hills membership, one (1) additional full-time employee would be needed. The following information has been provided by the Village of Clarendon Hills for the calculation of their operational “shares” of the revised DU-COMM budget.

The Village of Clarendon Hills

Police Number of Sworn officers 14 Fire EAV (2013) 453,437,001

The chart below shows the increased DU-COMM annual budget with the inclusion of the Village of Clarendon Hills:

Village of Clarendon Hills Membership Cost Estimates FYE 16 Budget (revised to show Clarendon Hills) $12,178,731 FYE 16 Budget Police (75% budget) $9,134,049 FYE 16 Budget Police Assessment (less other revenue) $8,550,675 Revised FYE 16 Per Officer Cost $10,544 Clarendon Hills Police Share (14 Officers) $147,616 FYE16 Budget Fire (25% of budget)

$3,044,683 FYE16 Budget Fire Assessment (less other revenue) $2,850,225 Clarendon Hills Fire Share Percentage (%) 2.03% Clarendon Hills Fire Share $57,860 ANNUAL TOTAL SHARE (Operations) $205,476

9

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S V. Membership Costs – continued Using this formula DU-COMM anticipates the Village of Clarendon Hills annual operating share for membership, based on the current FYE16 to be $ 205,476. This number will change during the preparation of the FYE17 budget, which would go into effect on May 1, 2016. In addition, other agency consolidations and memberships in DU-COMM could reflect a change in the budget. B. Agency Reserve Contribution DU-COMM Bylaws currently require any new member be assessed a cost associated with the prior capital investment of all current DU-COMM member departments.

Article V., “…the new member shall share the authorized developmental costs, capital equipment, capital assets and operating costs for all common systems.

Previously referred to as the DU-COMM Capital Buy-In formula, the Board of Directors ratified a new policy: New Agency Reserve Contribution Fee, on April 16, 2013. As a result of the policy change, the Reserve Contribution for the Village of Clarendon Hills would be based on DU-COMM’s Capital Net Asset total as listed in the FYE14 Audit, multiplied by the police (75%) or fire (25%) share, and multiplied by the individual police and fire share percentage. See table below:

RESERVE CONTRIBUTION FORMULA Net Capital Assets (FYE14) $3,217,124 Police Operational Share 1.73% Police Reserve Contribution $41,742 Fire Operational Share 2.03% Fire Reserve Contribution $16,327 Total Reserve Contribution $58,069

The Reserve Contribution costs are a one-time expense. The DuPage County ETSB has expressed a prior willingness to assist with one-time consolidation costs if there is an operational savings in closing an existing PSAP. C. Membership Equipment Costs DU-COMM Bylaws clearly state that costs unique to an agency joining are the sole responsibility of the joining agency.

Article V., “Any new capital or developmental costs to DU-COMM, caused by the admission of the new member to DU-COMM shall be the exclusive cost of and be paid by the new member”.

DU-COMM and Village staff will have to examine any possible unique consolidation costs. Areas that should be reviewed include: Fire Station Alerting (installation/conversion of Zetron 6/26), severe weather sirens, PL phones, and any other data needs for municipal alarm monitoring, etc. At a minimum, it is recommended that the Village of Clarendon Hills budget an additional $20,000 as a placeholder for any unique consolidation costs.

10

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S V. Membership Costs - continued D. Administrative Fee The final cost DU-COMM assesses new members is a one-time administrative fee. This fee is three (3%) percent of the first year’s annual operating share and used to recover some of DU-COMM’s costs associated with staff time in the membership process. For the Village of Clarendon Hills the fee is estimated at $6,164. All the fees are detailed in the New Agency Cost Sheet, found in the proposal’s appendix. Also included is a comparative Budget Operations Share sheet that assumes a full year’s membership in the DU-COMM FYE16 budget year.

11

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S VI. Operational Considerations The first thing the Village of Clarendon Hills needs to know is although the dispatch center uses CAD (computer-aided dispatch), it is not DU-COMM’s CAD system, and all districts and responses will need to be recreated in DU-COMM CAD database. A. Police Considerations The Police Department will have many decisions to operationally prepare for DU-COMM to begin dispatching. Police channel guides will need to be established. Channel guides provide pertinent information on daily operations of the police department and include the following:

• Police district and beats assignment • Shift hours • Agency responses • Personnel list and positional duties • Contact information for command and specialty units

Additionally, DU-COMM and Clarendon Hills will discuss radio signatures, LEADS responsibilities, and CAD programming. This proposal assumes the Clarendon Hills Police Department would move onto the existing 3-SOUTH Police talkgroup. B. Fire Considerations The Village of Clarendon Hills will have many decisions to operationally prepare for DU-COMM to begin dispatching. Fire channel guides will need to be established and include:

• Fire station information • Unit designators and types • Automatic and mutual aid policies • Depletion policies • District mapping • Target hazards

The Village of Clarendon Hills will also need to establish a station alerting method and develop a response to DU-COMM’s storm procedure. Working within DU-COMM’s standardization committee guidelines will be key to easy configuration. This proposal assumes the Clarendon Hills Fire Department would move onto the existing Fire SOUTH talkgroup. C. Village Considerations Finally, as a Village, Clarendon Hills will also need to work with DU-COMM to establish after-hours Public Works notifications and procedures, and information to provide to the citizens. Activation of the tornado/severe weather sirens can be included in membership of DU-COMM.

12

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S VII. Technical Considerations This proposal assumes DEDIRS is the primary dispatch system for all current and future agencies of DU-COMM. If there is any deviation from that assumption, additional considerations will be discussed to determine alternate communications solutions. Other technical considerations would include the activation of the Village of Clarendon Hills tornado (severe weather) sirens. DU-COMM utilizes Fulton Technologies in activating tornado sirens and our recommendation would be for the Village of Clarendon Hills to connect to our activation system. DU-COMM connects to its member agencies via private lines (PL) to maintain constant communications with station personnel and maintain the ability for assigned Telecommunicators to receive incoming calls on dedicated lines. The cost of these direct lines to DU-COMM are paid by the member agency.

13

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S VIII. Membership Process While this proposal is intended to provide the Village of Clarendon Hills with the information needed to make a decision regarding its communications center, it is important to note that adding new members to DU-COMM is a process. Pursuant to the DU-COMM Intergovernmental Agreement, Bylaws, and practices the following steps are required:

1) DU-COMM and the Village of Clarendon Hills shall dedicate staff members to form a consolidation committee to address: operational and technical issues and the decisions needed to move forward in the membership process.

2) DU-COMM staff will present the Village of Clarendon Hills membership request to the DU-COMM Chiefs Operations Committee for a recommendation to the DU-COMM Executive Committee.

3) The Executive Committee will consider the Chiefs Operations Committee’s recommendation and make a recommendation to the DU-COMM Board of Directors regarding the Village of Clarendon Hills membership approval.

4) The Village of Clarendon Hills must pass a Board Resolution to authorize membership in DU-COMM and authorize the signing of the DU-COMM Intergovernmental Agreement.

5) The DU-COMM Board of Directors must review the recommendations of membership, the Clarendon Hills Board Resolution, and approve by a two-thirds (2/3) majority.

Upon completion of these five (5) steps the Village of Clarendon Hills will officially be a member of DU-COMM, the three percent (3%) administrative fee will be due, and a timeline for cutover will be established. Additional agreements may be required to meet the needs of either party. In previous consolidations, agreements were needed to establish a credit and transfer of ownership of any equipment. Billing for operational shares will be prorated on DU-COMM’s fiscal year and billed quarterly. Reserve contributions will be due upon cutover.

14

D U - C O M M M E M B E R S H I P P R O P O S A L – V I L L A G E O F C L A R E N D O N H I L L S IX. Conclusion DU-COMM is interested in providing dispatch services to the Village of Clarendon Hills. DU-COMM is more than a contract center for dispatch services, it is an agency to be joined. Being a member of DU-COMM encompasses many benefits; including, but are not limited to:

• Professional staff of 9-1-1 Telecommunicators • High degree of training for all employees • Emergency Medical Dispatch for citizens calling 9-1-1 • Access to a high level of technical support including: Radio Technicians and

computer/information systems support • Benefits of low annual operating costs as part of a large consortium • An attentive administrative staff that responds to agencies’ needs

Membership in DU-COMM would allow the Village of Clarendon Hills to obtain these benefits, and a high level of professional services to its citizens, at a very competitive annual operating expense. Please review the information provided in this proposal, and the attached documents, and contact Executive Director Brian Tegtmeyer if you have any further questions. Contact Information: Brian Tegtmeyer, ENP Executive Director, DU-COMM DuPage Public Safety Communications 600 Wall Street Glendale Heights, IL 60139 (630) 260-7500 Administrative (630) 260-7503 Direct (630) 330-3292 Wireless (630) 260-1309 Direct Fax btegtmeyer@ducomm.org www.ducomm.org

15

DuPage Public Safety Communications

Bylaws

As Amended by DU-COMM’s Board of Directors on January 15, 2013

1

DU PAGE PUBLIC SAFETY COMMUNICATIONS BYLAWS

As Amended January 15, 2013

ARTICLE I – PURPOSE

DU PAGE PUBLIC SAFETY COMMUNICATIONS (DU-COMM) is an association of units of local government, as they are defined in Article VII, Section 1, of the Constitution of State of Illinois, 1970, and is a "public agency" as defined in the Intergovernmental Cooperation Act, 5 ILCS 220/2 (1), that is voluntarily established by its members pursuant to Article VII, Section 10, of the Constitution of the State of Illinois, 1970, and the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq. It is organized for the purpose of:

1. Providing the equipment, services and other items necessary and appropriate for the establishment, operation and maintenance of a joint public safety communications system for the mutual benefit of the members of DU-COMM.

2. Providing such contractual services to other units of local government.

3. Providing a forum for discussion, study, development and implementation of recommendations of mutual interest to its members regarding public safety communications and criminal justice, fire safety, emergency medical and telephone emergency request systems, public safety information communication and data processing systems and other topics and projects of mutual public safety concern to its members.

ARTICLE II - MEMBERSHIP

A. All cities, villages, fire protection districts and other units of local government that provide public safety service, that are located, wholly or partly within DuPage County, Illinois or geographically adjoin the boundaries of a then existing DU-COMM member and that are permitted by the Intergovernmental Cooperation Act to contract and associate with other units of local government are eligible for membership and participation in DU-COMM.

B. A unit of local government’s membership and participation in DU-COMM is conditioned upon:

1. Its execution of the Joint Public Safety Communications Systems Agreement creating and establishing DU-COMM;

2. Its delivery to DU-COMM of a certified copy of its ordinance authorizing its execution of the Joint Public Safety Communication System Agreement;

3. Its agreement to be bound by DU-COMM's By-Laws;

2

4. Its payment of an administration fee and reserve contribution fee determined by the policy currently in effect upon full execution of agreement;

5. Its continuing payment of its annual shares, billed quarterly, and other fees and compliance with DU-COMM’s Bylaws; and

6. Such other conditions as determined from time to time by the Board of Directors.

C. New member participants shall be admitted on a two-thirds (2/3) vote of the members of the Board of Directors. All new members shall become liable for payment of existing debts and liabilities of DU-COMM to the same extent as all then existing members.

D. The payment of the fee required in this article shall be made within thirty (30) days after the new member's admission to DU-COMM unless deferred payment is approved by a two-thirds (2/3) vote of the Board of Directors. The Board of Directors shall not approve deferred payment unless the new member participant's governing officials submit a resolution that:

1. States the reasons why payment cannot be made upon admission;

2. Requests deferral of payment for not more than one (1) year; and

3. Agrees to pay the deferred amount, with interest at a rate determined by DU-COMM's Board of Directors, if the request for deferred payment is approved.

ARTICLE III - ORGANIZATION

There is hereby established a Board of Directors of DU-COMM, an Executive Committee of DU-COMM, a Chiefs Operations Committee of DU-COMM, and the position of Executive Director of DU-COMM.

No Board of Director member, Executive Committee member, or Chiefs Operations Committee member shall receive a salary or compensation from DU-COMM

3

A. BOARD OF DIRECTORS

1. Membership:

The Board of Directors shall consist of;

a. The Mayor or President of each participating municipality or an alternate (Chief Administrative Officer or other elected official) who has been designated in writing. The designated alternate shall be named by the Mayor or President as applicable. The designated alternate has all the same rights and authority as that municipality’s Mayor or President; and

b. Two directors who shall represent all the participating fire protection districts and shall be the Presidents of the Boards of Trustees of two of the participating fire protection districts or their designated alternates (who shall be Fire Protection District Trustees). The Presidents, or their designated alternate, of the Fire Protection Districts shall confer and select the two Directors who shall represent the Fire Protection Districts on the Board of Directors. Any President of the Board of Trustees of a participating fire protection district, not serving as a DU-COMM director, may attend and participate in the discussion at a Board of Directors' meeting but shall not vote.

2. Chairman, Vice-Chairman, Secretary, and Treasurer;

a. Election:

At its July meeting in odd years, the Board of Directors shall elect one of its members to serve as a Chairman, a Vice-Chairman a Secretary, and a Treasurer. The Chairman shall conduct the meetings of the Board of Directors. In the absence of the Chairman, the Vice-Chairman shall perform the duties of the Chairman. Each officer elected shall assume their office at the close of the July meeting and shall serve a term of two (2) years.

b. Nominating Committee:

At its April meeting in odd years, a majority of the Board of Directors shall appoint two or more Directors to serve as members of the Nominating Committee. The Nominating Committee shall determine a slate of directors it recommends for election as Chairman, Vice-Chairman, Secretary, Treasurer, two Municipal Administrators, one Fire District Representative, one police chief, and one fire chief to serve on the Executive Committee. The two remaining representatives to the Executive Committee shall be the Chairman and Vice-Chairman of the Chiefs Operations Committee. Additional nominations may be from the floor during this meeting.

4

c. Vacancies:

A Board of Directors office shall be deemed vacant if the occupant ceases to be an employee of a member and upon the death, resignation, or removal of the occupant. The Chairman of the Board of Directors shall appoint a successor to fill the vacant office until the next biennial election for that office. Any appointments made to fill a vacancy shall remain consistent with the organizational structure as defined in Article III: A.1. Membership: DU-COMM Board of Directors.

3. Officers:

The Chairman, Vice Chairman, Secretary, Treasurer of the Board of Directors shall hold the same offices on the Executive Committee.

a. Chairman: The Chairman shall;

I. Oversee all business and affairs of DU-COMM;

II. Execute any documents as authorized by the Board of Directors or these Bylaws;

III. Perform all duties incidental to the office of Chairman, and those that may be prescribed by the Board of Directors;

IV. From time to time, to create such sub-committees as may be needed for the Executive Committee to perform its duties and to appoint two or more members of the Executive Committee to each such sub-committee; and

V. Serve as liaison between the Board of Directors and Executive Committee.

b. Vice Chairman: In the absence of the Chairman, the Vice Chairman shall perform the duties of the Chairman.

c. Secretary:

The Secretary shall;

I. Oversee the recording, maintenance and custody of the records of DU-COMM and the minutes of all meetings of DU-COMM;

II. See that all notices are duly given according to these Bylaws;

5

III. Perform, or delegate to DU-COMM's staff employees, all duties incidental to those generally assigned to the office of Secretary and to perform those duties prescribed by the Board of Directors.

d. Treasurer:

The Treasurer shall;

I. Oversee DU-COMM financial transactions, fiscal practices, and financial authorities;

II. Have the authority to direct funds on all DU-COMM bank accounts;

III. Oversee the DU-COMM budget process and recommend the final budget document to the Board of Directors for approval;

IV. Perform, or delegate to DU-COMM’s staff employees, all duties incidental to those generally assigned to the office of Treasurer and to perform those duties prescribed by the Board of Directors.

4. Meetings:

a. The regular meetings of the Board of Directors shall be held quarterly on the third Tuesday of the month. The January meeting shall be the annual meeting at which the annual budget of DU-COMM is adopted. The election of officers for the Board of Directors will be held biennially in odd years. An agenda will be emailed, or mailed to each member of the Board of Directors at least forty-eight (48) hours before the meeting. The business of the meeting shall not be limited to the agenda.

b. Special meetings of the Board of Directors may be called by the Chairman, the Board of Directors on its own motion or by the Executive Committee upon written request of a majority of its members. The date, time and location of special meetings shall be determined by the person(s) calling the meeting. Written notice of special meetings, including a specific agenda for the meeting, shall be emailed, or mailed to each member of the Board of Directors at least forty-eight (48) hours before the meeting. Only those items appearing on the agenda may be considered at the meeting.

5. Quorum:

A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business at a meeting of the Board of Directors. If less than a majority of directors are present at a meeting a majority of the directors present may adjourn the meeting without further notice.

6

6. Voting:

a. Each Director or designated alternate present shall be entitled to cast one vote.

b. No proxy or absentee votes are allowed.

7. Powers:

The Board of Directors shall have all powers, express and implied, not inconsistent with or contrary to the laws of the Constitution of the State of Illinois, 1970, the Joint Public Safety Communications System Agreement or these Bylaws, that are necessary for it to carry out the purpose of DU-COMM as stated in Article I of these By-Laws. The Board of Directors may establish rules and procedures governing its conduct.

8. Duties:

The Board of Directors shall:

a. Determine general policy of DU-COMM;

b. Adopt the annual budget of DU-COMM;

c. Appoint and remove the Executive Director;

d. At its April meeting, review the annual evaluation and fix the salary of the Executive Director as conducted and recommended to it by the Executive Committee.

e. Accept the annual audit of DU-COMM;

f. Designate the officer(s) and agents authorized to sign checks, drafts or other orders of payment of money and noted or other evidences of indebtedness of DU-COMM and shall execute all documents required to evidence the authority of the officer(s) or agents;

g. Designate the officer(s) and agents authorized to execute and deliver contracts or any other instrument in DU-COMM’s name and on its behalf in the furtherance of its purpose. This authority may be general or limited to specific transactions or types of transactions and shall execute all documents required to evidence the authority to sign checks, drafts or other orders of payment of money, and notes or other evidences of indebtedness of DU-COMM and shall execute all documents required to evidence the authority of the officer(s) or agents;

7

h. Contract for loans to DU-COMM; all loans in excess of $50,000 must have the approval of the governing boards of at least two-thirds (2/3) of participating members;

i. Review and approve the Investment Policy;

j. Review DU-COMM’s Bylaws; and

k. Approve new members and expel existing members in accordance with established procedures.

l. Approve any budgeted expense greater than 110% of the budgeted expense and approve any non-budgeted expense greater than $20,000.

B. EXECUTIVE COMMITTEE

1. Purpose: The purpose of the Executive Committee is to allow for the expeditious conduct of DU-COMM’s operations and to provide timely policy direction to the Executive Director.

2. Membership:

a. The DU-COMM Executive Committee shall consist of the Chairman, Vice Chairman, Secretary, Treasurer of the Board of Directors; two municipal administrators; two fire chiefs and two police chiefs which shall include the Chairman and Vice Chairman from the Chiefs Operations Committee.

3. Vacancies of Officers:

a. The Chairman and the Vice Chairman of the Board of Directors of DU-COMM will maintain their current offices while serving on the Executive Committee.

b. Vacancies: An Executive Committee office shall be deemed vacant if the occupant ceases to be an employee of a member and upon the death, resignation or removal of the occupant. The Chairman of the Board of Directors shall appoint a successor to fill the vacant office until the next biennial election for that office. Any appointments made to fill a vacancy shall remain consistent with the organizational structure as defined in section 2 (a.) Membership: DU-COMM Executive Committee.

c. Removal: The Board of Directors may remove an elected or appointed officer of the Executive Committee whenever, in the Board's judgment, the best interest of DU-COMM would be served by the removal.

8

4. Meetings:

a. Regular meetings: Regular meetings shall be held monthly. The Secretary shall cause notice of all meetings, including an agenda, to be emailed or mailed to each member of the Executive Committee at least forty-eight (48) hours before the meeting.

b. Special meetings may be held at the call of the Chairman, by the Executive Committee upon its own motion, or called by the Chairman upon the written request of a majority of the Executive Committee members. The date, time and place of special meetings shall be determined by the Chairman. The Secretary shall cause notice of special meetings, including an agenda, to be given to each member of the Executive Committee at least forty-eight (48) hours before the meeting. Only those items appearing on the agenda may be considered at a special meeting.

5. Quorum:

A majority of the members of the Executive Committee shall constitute a quorum for the transaction of business at a meeting of the Executive Committee. If less than a majority is present at a meeting, a majority of the Executive Committee members present may adjourn without further notice.

6. Voting:

a. Each Executive Committee member attending shall be entitled to cast one vote.

b. No proxy or absentee votes are allowed.

7. Duties:

The Executive Committee shall;

a. Ensure that decisions concerning development, operation, cost sharing, expenditure approval, personnel and equipment utilization are consistent with the purpose of DU-COMM, the policies established by the Board of Directors and the limits fixed by the approved budget;

b. Conduct the annual review of the Executive Director, and make a recommendation on any salary increase to the Board of Directors for consideration at the April meeting;

c. Review the draft budget prepared by the Executive Director and submit recommendations to the Board of Directors;

9

d. Approve any budgeted expenditure in excess of $20,000, not to exceed 110% of budgeted amount, and approve any non-budgeted expense less than $20,000.

e. Approve any Emergency expenditure made by the Executive Director and shall report that expense to the Board of Directors no later than the next regular or special call meeting of the Board of Directors.

f. Subject to the policies determined by the Board of Directors, contract with other units of local government and other governmental entities and agencies as authorized in the Illinois Intergovernmental Cooperation Act for their use of DU-COMM's facilities, equipment and services and to establish appropriate charges therefore. Except as specifically provided herein, no contract or other obligation of DU-COMM shall be binding unless approved by the Executive Committee;

g. Conduct long term-planning on capital improvements, and multi-year expenditures;

h. Review monthly the facility operations, financial reports, and the Executive Director’s report;

i. Review and recommend the disposal of surplus equipment as defined under the current policy of the Board of Directors and Illinois State Statute;

j. Hire certified public accountants as auditors to perform an annual audit of DU-COMM's financial affairs and to review and recommend acceptance of the annual audit to the Board of Directors. The audit shall be done after each fiscal year in accordance with generally accepted accounting principles. Each participating member unit of local government shall be provided an electronic copy of the audit report;

C. Chiefs Operations Committee

1. Membership:

a. The DU-COMM Chiefs Operations Committee shall consist of each Police Chief and Fire Chief whose unit of local government is a member of DU-COMM. Each Police Chief and Fire Chief may designate an alternate member of that police or fire department who may serve on the Chiefs Operations Committee in the absence of the Police Chief or Fire Chief.

10

2. Officers:

The Chiefs Operations Committee shall have the offices of Chairman, and Vice-Chairman.

a. Chairman:

The Chairman shall:

i. Perform all duties incidental to the office of Chairman, and those that may be prescribed by the Board of Directors and/or the Executive Committee;

ii. From time to time, to create such sub-committees as may be needed for the Chiefs Operations Committee to perform its duties and to appoint two or more members of the Chiefs Operations Committee to each such sub-committee; and

iii. Serve as a member of the Executive Committee.

b. Vice Chairman:

i. Serve as a member of the Executive Committee.

ii. In the absence of the Chairman, the Vice Chairman shall perform the duties of the Chairman.

3. Election of Officers:

a. Election: At the June meeting of Chiefs Operations Committee, they shall elect a Chairman, and Vice-Chairman, each to serve a term of one (1) year. The Chairman and the Vice-Chairman cannot be from the same member and must represent a different branch of service. The terms of newly elected officers shall commence at the July meeting. The Vice-Chairman shall automatically move to the position of Chairman in the subsequent year.

b. Vacancies: A Chiefs Operations Committee office shall be deemed vacant if the occupant ceases to be an employee of a member and upon the death, resignation or removal of the occupant. The Chiefs Operations Committee shall appoint a successor to fill the vacant office until the next annual election for that office.

c. Removal: The Board of Directors may remove an elected or appointed officer of the Chiefs Operations Committee whenever, in the Board's judgment, the best interest of DU-COMM would be served by the removal.

11

4. The Chiefs Operations Committee shall designate a Chiefs Committee Police and Chiefs Committee Fire. These committees shall be comprised of the respective Police or Fire service members of the Chiefs Operations Committee. Each service may meet and take action on items that pertain to that individual service only, and not globally. Issues that pertain to DU-COMM as a whole shall be brought to the full Chiefs Operations Committee.

5. Meetings:

a. Regular meetings: Regular meetings shall be held, at a minimum, quarterly. Notice of the regular meetings, including an agenda, shall be emailed or mailed to each member of the Chiefs Operations Committee at least forty-eight (48) hours before the meeting.

b. Meetings of the Chiefs Committee Police or Chiefs Committee Fire shall be held, as needed, at the direction of the Chiefs Committee Chairman or Vice- Chairman.

c. Special meetings may be held at the call of the Chairman, by the Chiefs Operations Committee upon its own motion, or called by the Chairman, upon the written request of a majority of the Chiefs Operations Committee members or their alternates. The date, time and place of special meetings shall be determined by the Chairman. The Chairman shall cause notice of special meetings, including an agenda, to be given to each member of the Chiefs Operations Committee at least forty-eight (48) hours before the meeting. Only those items appearing on the agenda may be considered at a special meeting.

6. Quorum:

a. A majority of the members of the Chiefs Operations Committee shall constitute a quorum for the transaction of business at a meeting of the Chiefs Operations Committee. If less than a majority is present at a meeting, a majority of the Chiefs Operations Committee members present may adjourn without further notice.

b. When a meeting is called of the Chiefs Committee Police or Chiefs Committee Fire, the majority of the respective number of Police or Fire agencies shall constitute a quorum.

7. Voting:

a. Each Chiefs Operations Committee member attending shall be entitled to cast one vote.

b. No proxy or absentee votes are allowed.

12

8. Duties: The Chiefs Operations Committee shall;

a. Review written directives of the Executive Director regarding standard operating procedures concerning police, fire and EMS dispatching, equipment utilization regarding the computer systems and the communications systems. Any concerns raised by Committee members that are not addressed by the Executive Director may be submitted to the Executive Committee for review.

b. In concert with the Executive Director, provide oversight and

direction regarding short- and long-range planning issues, future needs relative to computer systems and communications systems, statistical reporting documents, additional service needs and agency and inter-agency relationships.

c. To form subcommittee(s) as needed from time to time to assist in

the oversight and monitoring of operations and/or to deal with special issues or needs. Upon creation, a Chairman shall be named for a two year term. The membership of a project based subcommittee shall serve for the duration of the project. The membership of all other subcommittees shall be limited to serve a term of four years, or until a replacement is found.

d. To assist DU-COMM from time to time in lobbying legislators (State

and Federal) and/or State or Federal Agencies on issues affecting public safety, in particular emergency dispatching and communications systems and airwaves (Federal Communications Commission).

D. EXECUTIVE DIRECTOR

The Executive Director shall perform the duties authorized and/or delegated to the position by the Board of Directors including the following:

1. Oversee the day-to-day operations of DU-COMM including, but not limited to, the hiring, supervising, discipline and termination of employees.

2. Prepare the proposed annual budget for initial review by the Executive Committee and adoption by the Board of Directors.

3. Attend Board of Directors, Executive Committee, and Chiefs Operations Committee meetings. Provide advice and/or specific recommendations to the various Boards and Committees as may be requested or needed on matters of dispatch operations, administrative and technical (computer and communications systems) issues, and overall management of DU-COMM as a centralized dispatch center. The Executive Director shall not be considered a member of the Executive Committee or the Chiefs Operations Committee.

13

4. All other duties assigned by the Board of Directors and as stated in DU-COMM's Policy and Procedures.

5. Contract for any expenditure or revenue stream that is less than $20,000 annually.

6. Approve any budgeted expenditure under $20,000.

7. Make any emergency expenditure that must be made immediately to ensure the safe and effective operation of the center. If an emergency expenditure exceeds $20,000 or is not budgeted, the Executive Director shall notify the Chairman of the Board of Directors and bring the expenditure to the next regular or special call meeting of either the Executive Committee or Board of Directors, whichever is first.

8. Select the banks and other financial institutions that may be used as depositories of DU-COMM’s funds and securities in accordance with the Investment Policy approved by the Board of Directors.

9. Review and recommend contracts with other agencies for the use of DU-COMM facilities in conjunction with the Executive Committee and Chiefs Operations Committee.

ARTICLE IV - FISCAL YEAR AND BUDGET

A. Fiscal Year:

The fiscal year of DU-COMM shall begin May 1 and end on April 30.

B. Budget:

The annual operating cost is determined by the DU-COMM operating budget, less any operational revenue. The dollar balance is split between member departments.

1. The budget splits the operational shares between fire and police

and each discipline then splits its costs further. The percentage split is roughly based on the number of Telecommunicators assigned to either primary Police or Fire/EMS functions, and may fluctuate annually. Preliminary (draft) budget shares, regardless if reviewed by DU-COMM’s Executive Committee, will be released to member agencies no later than November 15th.

2. The Police Departments split shares by the percentage of full-time

authorized and funded sworn officers as of November 1st of the proceeding budget year. Police agencies must provide documentation from the Chief Administrative Officer. Documentation shall include budget/minutes or signed affidavit. Any changes to the number of sworn officers after November 1st will not be reflected until the subsequent budget year.

14

3. Fire Departments/Districts split shares by the prior tax year’s EAV (Equalized Assessed Value) for their jurisdiction. The EAV as reported by the applicable County tax department by November 1st of the preceding calendar year is used in the development of the draft budget. Example: the 2010 EAV is used for the FYE13 budget.

4. The Board of Directors shall adopt an annual budget at its annual meeting in January. Immediately after adoption, copies shall be emailed or mailed to the Fire District Presidents or Chief Administrative Officers of each member agency.

ARTICLE V - MEMBER CONTRIBUTION AND FEES

A. Police communication service recipients.

1. Existing members' annual fee:

Members shall share the authorized development costs, capital equipment, capital assets and, operating costs of DU-COMM's common systems. Each members share shall be equal to the ratio of the authorized (budgeted) police personnel in the member’s unit of local government to the total authorized sworn (budgeted) police personnel in all members’ unit of local government.

2. New member’s first year annual fees:

If, at a date after budget approval, another unit of local government is admitted as a member of DU-COMM, the new member shall share the authorized development costs, capital equipment, capital assets and operating costs for all common systems. The amount to be contributed by the new member shall be in accord with the provisions of DU-COMM's policy then in effect. Any new capital or development costs to DU-COMM, caused by the admission of the new member to DU-COMM shall be the exclusive cost of and be paid by the new member.

B. Fire communication service recipients.

1. Existing members’ annual fee:

Members shall share the authorized development costs, capital equipment, capital assets and operating costs of DU-COMM's common systems. Each member's share shall be equal to the ratio of the assessed valuation of the members unit of local government to the total assessed valuation of all members unit of local government.

15

2. New member's first year annual fees:

If, at a date after budget approval, another unit of local government is admitted as a member of DU-COMM, the new member shall share the authorized development costs, capital equipment, capital assets, and operating costs for all common systems. The amount to be contributed by the new member shall be the administration fee and reserve contribution fee determined by the policy currently in effect. Any new capital or development costs to DU-COMM, caused by the admission of the new member to DU-COMM shall be the exclusive cost of and be paid by the new member.

C. Nothing in Section A or B of this Article shall prevent the DU-COMM Board of Directors from assessing a fee to each DU-COMM member based upon the actual cost of approved purchases of capital items and /or services associated with capital items apart from each member agency’s previously approved share. The apportionment of the actual cost shall be based on the member’s use of the capital purchase or service.

D. Individual DU-COMM members may request DU-COMM to provide goods and services over and above the basic communication services. The cost of these goods and services shall be billed directly to the member agency apart from the agency’s budgetary share. Goods shall be billed at the actual cost to DU-COMM while additional services will be billed at a price to be negotiated between DU-COMM and the member agency. DU-COMM may require a contract for services relative to the provision of these additional services.

E. Each members' annual contribution shall be established by DU-COMM’s budget according to the method started in DU-COMM’s Policy and Procedures and may not be increased without specific approval of the corporate authorities of each participant. Written objections to such contribution filed with DU-COMM within thirty (30) days of receipt of the approved budget shall be deemed such members' notice of withdrawal in accordance with Article VII of these Bylaws.

F. Periodic Payments:

Charges shall be paid quarterly by the first of the following months: May, August, November and February. Any member with past due invoice(s) beyond thirty (30) days shall be assessed a late fee of five percent (5%), not to exceed $500 for each thirty (30) days payment is past due. The Board of Directors will be notified of invoices past due sixty (60) days or more.

Any payment made to DU-COMM may be applied to open invoices for goods, services, and contracts first, and then to dispatch services. Invoices for goods, services, or contracts will be issued as required.

16

G. Each member shall take all action required to authorize the expenditure of funds of the unit of local government that are necessary to meet its obligations under these Bylaws

ARTICLE VI – ASSETS, LIABILITIES, AND INDEMNIFICATION

A. DU-COMM may purchase, own and rent or lease, such real and personal property, including, land, buildings, equipment, furniture and fixtures, that are necessary or convenient for it to fulfill its purpose.

B. All property, real and personal, acquired by DU-COMM shall be owned in common by the parties to the Joint Public Safety Communications Systems Agreement unless otherwise specified in a writing signed by all members.

C. Unless otherwise provided by individual contracts, each member participant of DU-COMM shall be liable for the debts and liabilities of DU-COMM only for the authorized charges then owed by that member participant. Persons or companies contracting with DU-COMM cannot rely upon the assets of any member participant beyond the charges or single current annual contribution amount previously agreed to by that member participant under the then current budget.

D. Each member indemnifies and holds harmless all other members for all losses, costs, expenses, liabilities, causes of action and actions, more than its proportionate liability, against it that may be imposed upon such other party.

E. Each member of the Board of Directors, Executive Committee and Chiefs Operations Committee serves in that capacity as an agent for the member.

F. DU-COMM has the power to purchase and maintain a policy of insurance, containing coverage commonly known as Errors and Omissions, on behalf of any person who is an employee or agent of DU-COMM, so long as such insurance is available and is economically feasible.

ARTICLE VII – WITHDRAWAL, TERMINATION, AND DISSOLUTION

A. Voluntary Withdrawal

1. After the first year of membership in DU-COMM, any member may voluntarily withdraw from membership in DU-COMM by giving ninety (90) days written notice.

2. All notices of withdrawal shall be made in writing to DU-COMM, c/o the Executive Director, 600 Wall Street, Glendale Heights, IL 60139-1900, or such other location where DU-COMM then maintains the office of its Executive Director.

17

3. After notice of withdrawal, the withdrawing member participant shall continue to be responsible for:

a. Payment of its share of operational costs through the end of DU-COMM’s current fiscal year on the effective date of its withdrawal;

b. Payment of 100% of its pro-rata share of DU-COMM's contract liabilities and debt obligations existing on the date of withdrawal;

c. Continuing compliance with any contractual obligations it has separately signed with DU-COMM; and

d. The prompt return of all DU-COMM's assets and equipment in its possession.

B. Termination

1. Any member that meets one or more of the conditions listed below shall be considered to have involuntarily withdrawn from DU-COMM and their membership may be terminated.

a. Nonpayment of fees beyond ninety (90) days as set forth herein; or,

b. The refusal or declination of any member to be bound by any of its obligations under these Bylaws;

c. The refusal of a member to be bound by Policies, Procedures, Written Directives, or Standard Operating Procedures approved by the Chiefs Operations Committee, Executive Committee, or the Board of Directors.

2. The determination of termination will be made by the Executive Committee. The Executive Committee shall provide a ninety (90) day written notice to the terminated agency. The written notice shall require the member agency to respond in writing within seven (7) days that they are in receipt of the notice of termination.

3. The Board of Directors will convene a meeting within thirty (30) days of the termination notice and shall make a final determination of termination.

4. After notice of termination, the terminated member participant shall continue to be responsible for:

a. Payment of its share of operational costs through the end of DU-COMM’s current fiscal year on the effective date of its withdrawal;

b. Payment of 100% of its pro-rata share of DU-COMM's contract liabilities and debt obligations existing on the date of withdrawal;

c. Continuing compliance with any contractual obligations it has separately signed with DU-COMM; and

18

d. The prompt return of all DU-COMM's assets and equipment in its possession.

C. Dissolution

1. If the withdrawal of a member participant reduces the number of remaining member participants to less than that required to keep DU-COMM operational or if two-thirds (2/3) of the member participants vote to dissolve DU-COMM, then the Joint Public Safety Communications Agreement shall terminate and DU-COMM as an entity shall be dissolved.

2. Upon dissolution, and after the payment of all debts, all assets or liabilities of DU-COMM shall be proportionately distributed among the members who had participated in DU-COMM for more than one (1) year before the mandatory dissolution.

3. The proportion a member receives is the ratio of its payments for the preceding five (5) years to the total payments made by the members at dissolution during the five (5) years preceding dissolution.

ARTICLE VIII - AMENDMENTS

These Bylaws may be amended at a meeting of the Board of Directors by a two-thirds (2/3) vote of all directors if the proposed amendment was submitted in writing to all directors at least thirty (30) days before the meeting at which the proposed amendment is considered.

ARTICLE IX - MEETINGS

A. Except to the extent that these Bylaws or any rules adopted by the Board of Directors impose a stricter requirement, all meetings of the Board of Directors, the Executive Committee and the Chiefs Operations Committee shall comply with the requirements of the Illinois Open Meetings Act 5 ILCS 120/1 et seq. All notices and agendas of public meetings shall be posted to DU-COMM’s website.

B. Unless inconsistent with these Bylaws, Robert's Rules of Order shall

govern the conduct of all meetings of the Board of Directors, Executive Committee and Chiefs Operations Committee.

C. DU-COMM shall maintain and distribute copies of all minutes of the Board of Directors, Executive Committee and Chiefs Operations Committee to each of the member agencies.

Executive Director

Deputy DirectorOperations

T/C II/III (23 F/T)T/C I (1 F/T)

Day Shift

Protocol Coordinator

(1 F/T)

Finance/HR Manager

Technical Services Manager MIS Manager

System Analysts(2 F/T)

GIS Coordinator(1 P/T)

Finance Clerk (1 F/T)

Technicians(3 F/T) (1 P/T)

Authorized StaffingFull Time Employees: 92Part Time Employees: 7Contract Employees: 3Total: 102

Executive Secretary

Alarm Operators(3 P/T)

Deputy DirectorSupport Services

Office Assistant

Communications Manager

(Afternoon Shift)

CommunicationsManager

Midnight Shfit

Communications Manager

(Day Shift)

Training/QA Manager

Communications Supervisor (2 F/T)(Afternoon Shift)

CommunicationsSupervisor (2F/T)(Midnight Shift)

CommunicationsSupervisor(Day Shift)

T/C II/III (23 F/T)T/C I (1 F/T)

Afternoon Shift

T/C II/III (22 F/T)

Midnight Shift

T/C II (2 P/T)

Systems Coordinator

May 2015

Village of Clarendon Hills 6/11/2015Comparison of Dispatch Services Proposals

Annual operating costsPolice assessment 162,200                  14 officers @11,586 ea 147,616                  14 officers @10,544 ea 139,513               based on average calls 139,513                    based on average callsFire assessment 33,092                     based on 2013 calls 57,860                    based on 2013 EAV‐453,437,001  163,604               based on average calls 85,841                      based on average callsPD airtime costs for 8 MDTs ‐                                paid by SWCD  2,400                       $300 annual/MDT 2,400                   $300 annual/MDT 2,400                         $300 annual/MDTFD airtime costs for 7 MDTs ‐                                paid by SWCD  2,100                       $300 annual/MDT 2,100                   $300 annual/MDT 2,100                         $300 annual/MDTTotal annual operating costs 195,292                  209,976                  307,617               229,854                   

Possible 9‐1‐1 fee assessment 50,000                    

One‐time costsPD reserve contribution 41,742                    * Possible ETSB offsetFD reserve contribution 16,327                    * Possible ETSB offsetAdministrative fee 6,164                       * Possible ETSB offsetFirehouse CAD monitor 3,000                       * Possible ETSB offset50 hrs. time to set‐up CAD sytem @ $35/hr 1,750                       * Possible ETSB offset3 CH warning siren modifications 13,500                    13,500                 13,500                     Other est. costs for consolidation 20,000                    * Possible ETSB offset 20,000                 Add'l costs not identified 20,000                      Add'l costs not identified

Total one‐time costs ‐                                102,483                  * $88,983 Possible ETSB offset 33,500                 33,500                     

Equipment costs (every 8 years)PD mobile data computers (8) ‐                                owned by SWCD 30,800                    7 @ $4,000; 1 @ $2,800 30,800                 7 @ $4,000; 1 @ $2,800 30,800                      7 @ $4,000; 1 @ $2,800FD mobile data computers (7) ‐                                owned by SWCD 19,600                    7 @ $2,800 19,600                 7 @ $2,800 19,600                      7 @ $2,800Total equipment costs ‐                                50,400                    50,400                 50,400                     

Other cost considerationsDispatch facility addition  8,000,000               total debt estimate

Current ‐SWCD DuComm (w/Tri‐State)  (w/Tri‐State, DG, & Westmt)ACDC ‐ Proposal #1  ACDC ‐ Proposal #2

VILLAGE OF CLARENDON HILLS POLICE DEPARTMENT

DATE: June 9, 2015

TO: Kevin Barr Village Manager

FROM: Ted Jenkins Police Chief

SUBJECT: Class T – Temporary Special Event Liquor License- Country House

I was contacted by Lynn Banks, General Manager at the Clarendon Hills Country House Restaurant. She is planning a Bags Tournament at the Country House from 11am to 4pm on Saturday, June 20 and Saturday, June 27, 2015. The event is Miller Lite sponsored and includes ten teams competing for a spot at the Miller Lite finals during Chicago’s Ribfest later this year. Lynn plans to rope off approximately eight parking spots in the parking lot closest to the building on the east side for the event. The requested license would allow participants to take beverages purchased inside the restaurant and consume them outside within the roped off area during the tournament. Beverages will not be sold or served outside. As any liquor sales would be licensed by their current Class “C” license, Lynn further asks that the special event daily license fee be waived and agrees to comply with the terms of her current liquor license during the event. Lynn has indicated that they will insure the events by increasing coverage under their existing dram shop insurance.

Police staff does not foresee any problems with the issuance of a license allowing the consumption of alcohol in the area designated on the attached diagram and would work with Country House management to implement their plan should the Village Board approve it.

Action: Village Board approval and authorization to issue a Temporary Special Event Retail Liquor License (Class T) to the Clarendon Hills Country House Restaurant for June 20, 2015 and June 27, 2015.

6/15/15 5.9 & 8.10

6/15/15 5.10/5.11 & 8.11/8.12

ORDINANCE NO.

AN ORDINANCE ESTABLISHING VILLAGE OF CLARENDON HILLS SPECIAL SERVICE AREA NUMBER 27

__________________________________________________________________________

BE IT ORDAINED by the President and Board of Trustees of the Village of

Clarendon Hills, DuPage County, Illinois, as follows:

SECTION 1: AUTHORITY. Village of Clarendon Hills Special Service Area

Number 27 (hereinafter "Special Service Area Number 27") is established pursuant to

the provisions of Article VII, Section 7 of the Constitution of the State of Illinois; and

pursuant to the provisions of the Special Service Area Tax Law, 35 ILCS 200/27-5 et

seq.

SECTION 2: FINDINGS.

A. The question of the establishment of the area hereinafter described as

Special Service Area Number 27 was considered by the President and

Board of Trustees (hereinafter the "Village Board") of the Village of

Clarendon Hills (hereinafter the "Village") pursuant to an Ordinance

entitled, "An Ordinance Proposing the Establishment of Special Service

Area Number 27 in the Village of Clarendon Hills and Providing for a

Public Hearing and Other Procedures in Connection Therewith," adopted

February 17, 2015, and was considered, pursuant to a public hearing held

on April 20, 2015, by the Village Board pursuant to a newspaper notice

duly published in The Doings, a newspaper of general circulation within

the Village, at least fifteen (15) days prior to the public hearing,

(hereinafter the "Newspaper Notice"), and pursuant to personal notice by

345869_2

ADOPTED this 6 th day of July, 2015, pursuant to a roll call vote as follows:

AYES:

NAYS:

ABSENT:

APPROVED by me this 6th day of July, 2015.

Len Austin, Village President

ATTEST:

Dawn M. Tandle, Village Clerk

Published by me in pamphlet form this day of July, 2015.

Dawn M. Tandle, Village Clerk

345869_2 13

345864_1

ORDINANCE NO. _____

AN ORDINANCE ESTABLISHING VILLAGE OF CLARENDON HILLS SPECIAL SERVICE AREA NUMBER 28

______________________________________________________________________ BE IT ORDAINED by the President and Board of Trustees of the Village of

Clarendon Hills, DuPage County, Illinois, as follows:

SECTION 1: AUTHORITY. Village of Clarendon Hills Special Service Area

Number 28 (hereinafter “Special Service Area Number 28”) is established pursuant to

the provisions of Article VII, Section 7 of the Constitution of the State of Illinois; and

pursuant to the provisions of the Special Service Area Tax Law, 35 ILCS 200/27-5 et

seq.

SECTION 2: FINDINGS.

A. The question of the establishment of the area hereinafter described as

Special Service Area Number 28 was considered by the President and

Board of Trustees (hereinafter the “Village Board”) of the Village of

Clarendon Hills (hereinafter the “Village”) pursuant to an Ordinance

entitled, “An Ordinance Proposing the Establishment of Special Service

Area Number 28 in the Village of Clarendon Hills and Providing for a

Public Hearing and Other Procedures in Connection Therewith,” adopted

February 17, 2015, and was considered, pursuant to a public hearing held

on April 20, 2015, by the Village Board pursuant to a newspaper notice

duly published in The Doings, a newspaper of general circulation within

the Village, at least fifteen (15) days prior to the public hearing,

(hereinafter the “Newspaper Notice”), and pursuant to personal notice by

mail addressed to the person or persons in whose name the general taxes

345864_1 6

Clerk, and record a certified copy of this Ordinance with the DuPage County Recorder’s

Office, within sixty (60) days of the effective date hereof.

ADOPTED this 6th day of July, 2015, pursuant to a roll call vote as follows:

AYES:

NAYS:

ABSENT:

APPROVED by me this 6th day of July, 2015.

_______________________________ Len Austin, Village President ATTEST: ________________________________ Dawn M. Tandle, Village Clerk Published by me in pamphlet form this ____ day of July, 2015. ______________________________ Dawn M. Tandle, Village Clerk

Village of Clarendon Hills Department of Public Works

MEMORANDUM

DATE: June 10, 2015 TO: Kevin Barr, Village Manager FROM: Michael D. Millette, P.E., Director of Public Works SUBJECT: 2014 Road Improvement Program – Final, Balancing Change Order

Issue: Work on the 2014 Road Improvement Program is now complete. In order to close the project, it is necessary to authorize a final balancing change order.

Analysis: Attached, please find Change Order No. 1 (Final) as prepared by our project engineer Christopher B. Burke Engineering, Ltd. (CBBEL) and agreed to by Orange Crush, LLC, with my endorsement, for review and approval.

This change order consists of three components: a time extension, additional work requested by the Village, and final adjustments to match the in-place quantities.

The time extension of 92 days encompasses the early onset of winter weather last year and the rainy spring this year.

The additional work is enumerated below and consists of driveway and parkway restoration work deleted from the 2014 Water Main Replacement project and added to this project in order to provide a consistent finished product. Orange Crush agreed to complete the work for the same unit prices as were awarded to the water main contractor. Also, additional construction signage was needed to make Middaugh and Coe one-way streets during the course of the project. Further, extra construction lay-out was required to restore pavement width to a section of Coe. And, finally, premium costs were incurred for work on Saturday, October 18, 2014 needed to accelerate the concrete placement in order to lay asphalt ahead of the, then, predicted unseasonal temperature plunge in November.

Staff concurred with and/or directed these changes.

Summary of Change Order:

ITEM COST Water Main Restoration $94,101.77 Additional Signage $3,500.00 Additional Lay-Out $2,470.00 Premium Time 10/18/14 $5,775.00 Balance of Quantities -$3,450.72 NET CHANGE $102,396.05

6/15/15 5.12 & 8.13

This expense is contained within the FY 2014-15 budget requests as follows:

Capital Projects Fund Water Capital Fund Original Contract $1,072,000.00 Original Contract $1,040,000.00 Change Order $102,396.05 Change Order -$94,101.77 Final Contract $1,174,396.05 Final Contract $945,898.63 Budget Amount $1,283,815.00 Budget Amount $1,250,000.00 Remainder $109,418.95 Remainder $304,101.40

Although the Capital Projects Fund could accommodate this change order, the $94,101.77 amount should be properly charged to the Water Capital Fund leaving $8,294.28 to be allocated to the Capital Projects Fund. Therefore the final project costs (not contract costs) would be:

Capital Projects Fund: ................... $1,080,294.28

Water Capital Fund: ..................... $1,040,000.00

Action Requested: Authorization for the Village Manager to execute a change order to the contract with Orange Crush, LLC in the amount of $102,396.05 for various quantity adjustments and a time extension for the 2014 Road Improvement Program on the June 15, 2015 consent agenda.

Attach: Change Order No. 1

MINUTES OF A REGULAR VILLAGE BOARD MEETING

Village of Clarendon Hills One North Prospect Avenue, Clarendon Hills, Illinois

June 1, 2015

President Austin called the meeting to order at 7:00 p.m.

1. ROLL CALL

Present at Roll Call: President Austin, Trustees Flood, Jordan, Jorissen, Knoll, McGarrah,and Stach

Also Present: Village Manager Barr, Assistant to the Village Manager Creer, Finance Director Hartnett, Public Works Director Millette, Community Development Director Ungerleider, and Clerk Tandle (Police Chief Jenkins arrived at 8:00 p.m.)

2. PLEDGE OF ALLEGIANCE

3. PETITIONS AND COMMUNICATIONS/PRESIDENT’S REPORT

3.1. Trustee Jordan moved concurrence with President Austin’s Principal Appointive Officeannual reappointments, effective June 1, 2015. Trustee McGarrah seconded.

On a voice vote, the MOTION CARRIED

Principal Appointive Offices

Kevin S. Barr – Village Manager Margaret “Peg” Hartnett – Director of Finance/Village Treasurer/Budget Officer Michael Millette – Director of Public Works Ted Jenkins – Police Chief Brian D. Leahy – Fire Chief/Emergency Preparedness Coordinator Dan Ungerleider – Director of Community Development/Building Official Klein, Thorpe and Jenkins, Ltd. – Village Attorney

3.2. Village Manager Barr requested that the Board review the scheduled Village Board meeting dates for the summer months to determine whether any meetings should be rescheduled or cancelled due to holiday or vacation schedules. Based on Board members’ anticipated schedules, it appeared that there will likely be a quorum at each meeting. However, the Board considered the possibility of cancelling the July 20, 2015 meeting.

3.3. Village Manager Barr stated that staff and several Board members have commented that the current format of the Village Board meeting Agenda is somewhat difficult to follow. He provided a sample Agenda which addresses some of the comments and concerns that were raised. The Board concurred with Village Manager Barr’s recommendation to eliminate the “Committee Agenda” and to incorporate it into the body of the regular Agenda. It was also

VB 8.1

Minutes of a Regular Village Board Meeting Page 2 June 1, 2015

the consensus of the Board to insert “Addresses from the Audience – Non-Agenda Items” immediately after “Petitions and Communications/ President’s Report.” Village Manager Barr stated that an Ordinance amending Chapter 2 of the Village Code will be drafted and presented for Board approval at the next Village Board meeting.

4. RECESS TO STANDING COMMITTEE MEETINGS

Trustee Knoll moved to recess to the Community and Intergovernmental Affairs, Land Use, Public Safety, and Public Services Committees at 7:22 p.m. Trustee Jordan seconded.

On a voice vote, the MOTION CARRIED Community and Intergovernmental Affairs 1. The Hinsdale Golf Club recently requested a permit to conduct its annual 4th of July fireworks display. At the May 19, 2015 Village Board meeting, Trustee McGarrah expressed concern that the Agreement between The Hinsdale Golf Club and Melrose Pyrotechnics, Inc. did not adequately protect the Village. The Agreement has been amended to address the majority of the concerns raised. The Board agreed to authorize the issuance of the permit, with the understanding that certain final amendments may need to be made to the Agreement prior to the event. 2. The Village received bids from ComEd and five alternative electric suppliers today. The new electric rates will become effective in September 2015. Based on the fixed rates received, staff recommended that the Board approve a contract with Dynegy Energy Services. Sharon Durling of Northern Illinois Municipal Electric Collaborative (NIMEC) outlined the opt-out electric aggregation program for residential and small commercial retail customers. After discussion, it was the consensus of the Board to approve a two-year contract with Dynegy Energy Services, Inc. A Resolution was presented for adoption authorizing Village Manager Barr to execute a two-year contract between the Village and Dynegy Energy Services. Residents will be informed of the new electric supplier as well as their ability to remain in the Village’s electric aggregation program or to opt out of the program and return to ComEd. 3. The fiscal year 2015-16 budget includes $25,000 to update the Village’s outdated website. In August 2014, the Board approved a phased-in approach for updating the website. The initial phase of the project is currently underway. The next phase is to create a web portal for the new storage system which will allow the Village to enhance external transparency. Assistant to the Village Manager Creer outlined the deficiencies in the current website and requested authorization to seek proposals from an outside vendor to redesign the Village’s website. The Board supported the request and authorized him to solicit proposals for the next phase of the project. Mr. Creer requested that the Board forward any additional suggestions for enhancements to him. 4. Staff requested the Board’s input regarding the annual Village Community Survey. Since 2005, the annual survey has been mailed to a random sample of 1,000 residents. The survey is used as a benchmark to measure departmental performance, to solicit resident feedback, and to inform residents about upcoming issues. The Board supported the shortened survey that was used

Minutes of a Regular Village Board Meeting Page 3 June 1, 2015

last year. The Board recommended that survey questions be tailored to address specific comments, questions, and concerns previously raised by residents. Trustee Jordan also recommended that the Board consider holding a special meeting to review and discuss resident comments and questions. Assistant to the Village Manager Creer requested that Board members forward any specific questions or topics they would like included in the survey to him. Land Use 1. On May 21, 2015, the ZBA/PC reviewed and unanimously approved a request by the owner and developer of the properties located at 272, 276, and 280 Woodstock Avenue for a Preliminary Plat of Subdivision. The proposed Preliminary Plat of Subdivision subdivides the properties from three existing single family lots into an eight lot single-family dwelling subdivision on a cul-de-sac. A Resolution was presented for adoption granting approval of the Preliminary Plat of Subdivision for the Woodstock Court Subdivision. 2. Community Development Director Ungerleider requested authorization to establish a new Economic Development Commission (EDC) to support business development initiatives throughout the Village. An EDC previously existed, but ceased meeting approximately five years ago. If the Board supports the establishment of an EDC, Director Ungerleider proposed that it be staffed by three to five people. He anticipates that the EDC will meet quarterly. Village Manager Barr stated that any economic development effort is very important to the Village and that the EDC can help to promote that effort. The Board supported establishing a new EDC, but recommended prioritizing the EDC’s objectives. An Ordinance authorizing the establishment of a new EDC will be drafted for Board approval at a future meeting. Public Safety 1. In February 2014, the Village contracted with FGM Architects (FGM) to conduct a space needs study of the fire station. After surveying the needs of the Fire Department, FGM prepared a report outlining the amount of combined new and current space that will be needed for the Fire Department to operate most efficiently. Trustee McGarrah highlighted the preliminary cost estimates outlined in FGM’s three proposed options, which include renovating the existing fire station, adding a second story to the existing fire station, and constructing a new fire station at a different site. Due to the high cost associated with each option, Trustee McGarrah recommended scheduling a meeting with the two architects responsible for preparing the report to determine the basis for their recommendations and to gather additional specific information before reporting back to the Board for their input. The Board concurred with Trustee McGarrah’s recommendation. Public Services 1. In February 2015, staff discovered edge cracking in the new asphalt surface on Coe Road, which was part of the 2014 Road Improvement Program. The cracks were similar to cracks which appeared on streets that were included in the 2013 Road Improvement Program. Village Engineer Christopher B. Burke Engineering, Ltd. (CBBEL) and Testing Service Corporation subsequently evaluated the roadway conditions of the pavement used for the 2014 SSA Road Improvement Program and prepared a comprehensive report which confirms that the asphalt used met all

Minutes of a Regular Village Board Meeting Page 4 June 1, 2015

required specifications. The report attributes the edge cracking to differential frost heave. CBBEL believes that starting the 2015 Road Improvement Program earlier in the season will provide a better opportunity for the material to cure and settle before frost can begin to permeate it. Director Millette stated that the contractor for the 2014 Road Improvement Program, Orange Crush, LLC, has committed to filling the cracks to prevent future water intrusion at no cost to the Village. He also stated that this year’s program is anticipated to be completed by the end of October. Trustee Flood recommended accepting the report as presented and placing it on file. The Board concurred.

2. Staff requested approval of the annual Motor Fuel Tax (MFT) Resolution for Maintenance of Streets and Highways by a Municipality under the Illinois Highway Code in the total estimated amount of $296,650. This Resolution is submitted annually to the State of Illinois Department of Transportation to document proposed MFT expenditures throughout the budget year and is a direct reflection of the current MFT budget.

5. RECONVENE THE VILLAGE BOARD MEETING

Trustee Flood moved to reconvene the Village Board meeting at 9:20 p.m. Trustee McGarrah seconded.

On a voice vote, the MOTION CARRIED

6. ADDRESSES FROM THE AUDIENCE - AGENDA ITEMS – There were none. 7. CONSENT AGENDA/OMNIBUS VOTE

Consent Agenda Item 7.2 was removed for a roll call vote. Trustee Knoll moved to approve the Consent Agenda as amended and then itemized by President Austin. Trustee Jordan seconded.

On the call of the roll, the vote was as follows: Ayes: Trustees Flood, Jordan, Jorissen, Knoll, McGarrah, and Stach Nays: None MOTION CARRIED

7.1. Approval of the Regular Village Board Meeting Minutes of May 18, 2015 – OMNIBUS

VOTE

7.2. Authorization to issue a permit for The Hinsdale Golf Club fireworks display on July 4, 2015 (rain date – July 5, 2015) – [REMOVED FROM CONSENT AGENDA. SEE SEPARATE ROLL CALL VOTE BELOW.]

7.3. Adoption of a Resolution Authorizing Renewal of Aggregation Program for Electrical Load

(Resolution No. R-15-26) – OMNIBUS VOTE 7.4. Approval of Claims Ordinance 15-05-01M – OMNIBUS VOTE 7.5. Approval of Claims Ordinance 15-06-01 – OMNIBUS VOTE

Minutes of a Regular Village Board Meeting Page 5 June 1, 2015

7.6. Adoption of a Resolution Granting Preliminary Subdivision Plat Approval for the Woodstock Court Subdivision (272, 276, and 280 Woodstock Av) (Resolution No. R-15-27) – OMNIBUS VOTE

7.7. Adoption of a Resolution for Maintenance of Streets and Highways by a Municipality under

the Illinois Highway Code in the amount of $296,650 (Resolution No. R-15-28) – OMNIBUS VOTE

IMMEDIATELY FOLLOWING THE OMNIBUS VOTE: 7.2. Trustee McGarrah moved for authorization to issue a permit for The Hinsdale Golf Club

fireworks display on July 4, 2015 (rain date – July 5, 2015). Trustee Flood seconded.

Trustee Jordan moved to amend the motion for authorization to issue a permit for The Hinsdale Golf Club fireworks display on July 4, 2015 (rain date – July 5, 2015) to allow for any additional amendments that may need to be made to the Agreement between The Hinsdale Golf Club and Melrose Pyrotechnics, Inc. prior to the event. Trustee McGarrah seconded.

On the call of the roll, the vote was as follows: Ayes: Trustees Flood, Jordan, Jorissen, Knoll, and McGarrah Nays: None Abstain: Trustee Stach MOTION CARRIED 8. APPROVAL OF MINUTES – See Consent Agenda Item 7.1. 9. REPORTS OF STANDING COMMITTEES

9.1. Administrative/Legislative – No report.

9.2. Community and Intergovernmental Affairs – No report.

9.3. Finance – No report.

9.4. Land Use – No report. 9.5. Public Safety – No report. 9.6. Public Services – No report.

10. REPORTS OF OFFICERS

• Village Manager Barr reported that the 2015 water main and street repair project is scheduled to begin tomorrow. The Village Hall/Library parking lot will be inaccessible most of the week. However, street parking along Prospect Avenue is available. He also noted that he has

Minutes of a Regular Village Board Meeting Page 6 June 1, 2015

reappointed Christopher B. Burke Engineering, Ltd. as the Village Engineer, Joe Ferrel as the Village Forester, and Zach Creer as the Village Safety Coordinator, effective June 1, 2015.

• Police Chief Jenkins reported that the Fire and Police Departments have been responding to a

multi-unit fire at a sixteen unit condominium building located at 501 Carlysle Drive since 5:30 p.m. He stated that at least four units were completely burned and that several families have been displaced. The Red Cross will be assisting the families with finding temporary alternative living arrangements.

• Public Works Director Millette reported that Emerald Ash Borer treatment has been delayed

due to rain, but that treatment is expected to resume tomorrow; preparations for the annual Daisy Dash have begun; and the 2015 Water Main Replacement Project is scheduled to begin tomorrow along Burlington and Golf Avenues.

• Community Development Director Ungerleider stated that the Public Works Department has

been applying daisy pavement stencils throughout the Village to mark the Daisy Dash route. The Daisy Dash Committee intends to sell the daisy route markings to individuals and businesses. Names will be stenciled next to each daisy and proceeds will benefit Daisy Dash charities. Director Ungerleider made a brief presentation regarding the proposed Richmond Education Gardens & Apiary project, which is intended to provide a gathering place in the Village to promote educational programs about natural and organic gardening methods. He reported that the Village has issued 34 building permits in May. He acknowledged the extra efforts of the upper level staff for assisting at the front counter, which has been extremely busy lately.

11. OTHER BUSINESS – There was none. 12. ADDRESSES FROM THE AUDIENCE – NON-AGENDA ITEMS – There were none. 13. EXECUTIVE SESSION

Trustee Jordan moved to recess to Executive Session under Section 2(c)(1) of the Open Meetings Act regarding the appointment, employment, compensation, discipline, performance, or dismissal of a specific employee or employees of the Village at 9:47 p.m. Trustee Flood seconded.

On a voice vote, the MOTION CARRIED

Trustee Jordan moved to reconvene the Village Board meeting at 10:38 p.m. Trustee Flood seconded.

On a voice vote, the MOTION CARRIED

Minutes of a Regular Village Board Meeting Page 7 June 1, 2015 14. RECONVENE THE VILLAGE BOARD MEETING

14.1 Trustee Knoll moved to adopt a Resolution Authorizing and Approving the First Amendment to an Employment Agreement between the Village of Clarendon Hills and Kevin Barr, Village Manager (Resolution No. R-15-29). Trustee Flood seconded.

On a voice vote, the MOTION CARRIED

15. ADJOURNMENT

There being no further business to come before the Board, Trustee Knoll moved to adjourn the meeting at 10:40 p.m. Trustee Flood seconded.

On a voice vote, the MOTION CARRIED

______________________________

Dawn M. Tandle Village Clerk

6/15/15 8.4

VB 8.5