evaluation

2012 Annual Performance Evaluation

David FieldmanVillage Manager

December 18, 2012

Honorable Mayor & Council Members,

December 31, 2012 marks the conclusion of my fourth full year of serving as Village Manager. In 2012 the Village achieved significant, measurable results consistent with the Strategic Plan Goals noted below.

•Steward of Financial and Environmental Sustainability•Exceptional Municipal Services•Top Quality Infrastructure•Strong, Diverse Local Economy•Continual Innovation

This report highlights results and achievements of 2012 in support of each of the five Strategic Plan Goals. In addition, the report summarizes the accomplishments in support of the Village’s stated objective of being a recognized leader among municipalities.

The achievements and accomplishments were made possible by an engaged Village staff with each staff member playing his or her role. My role as Village Manager is to create the conditions and circumstances that allow employees to excel at their jobs. I do this by establishing the leadership philosophy. This philosophy, commonly referred to as “How We Roll in Downers Grove” includes three key points – Tough on Issues, Easy on People, Communication Makes Us Better, and Great Ideas Come from Anyone and Everyone. This leadership philosophy has become the culture of the Village and is bolstered by the effective working relationships that I have developed with the departments heads as well as Village Council members.

I have created an environment that fosters effective, cooperative interactions among staff in all departments and among all roles in the organization. Staff members are encouraged to work cooperatively and are empowered to do their work. The accomplishments detailed in this evaluation are the product of effective leadership and an engaged staff.

Sincerely,

David Fieldman

Steward of Financial & Environmental SustainabilityCreated Stormwater UtilityExecuted Agreement with PACEIssued $35 Million in BondsReduced Fire Department OvertimeImproved Fire Department ResponsesRestructured Fire Prevention BureauLaunched Monthly RecyclingImproved Risk ManagementAmended Knottingham Water RatesExecuted Contract with Local 150Privatized Downtown & Train Station Snow Removal

Top Quality InfrastructureCompleted Belmont UnderpassInvested $19 Million in InfrastructureReconstructed StreetsConstructed 2nd & Cumnor Detention FacilityCompleted Facility Condition ReportImproved Neighborhood Traffic ManagementFacilitated North High Improvements

Exceptional Municipal ServicesArranged for Electrical SupplyHosted ComEd Townhall MeetingLaunched Facebook PageExtended Sign Ordinance Compliance DeadlineImplemented Downtown Parking ChangesPartnered with Drug Enforcement AgencyRe-Accredited Police DepartmentCompleted Vacant Property Registry ReportImplemented E-Lock Box

Strong, Diverse Local EconomyAttracted Aston Martin DealerRetained Packey Webb FordMidwestern University ExpansionASGE Headquarter ConstructionRedevelopment Agreement with Charles PlaceSales Tax Agreement with Lemon TreeAmended OASIS Program

Continual InnovationPartnered with County on Social Services DatabaseVehicle Maintenance PartnershipsTransitioned to Google AppsCreated On-Line Pay Check StubsCreated On-Line Job ApplicationLaunched Interoperable Radio System

Recognized Leader Among MunicipalitiesAwards & RecognitionsPresentations & PublicationsDowners Grove on Television

Table of Contents

Steward of Financial & Environmental Sustainability

Fieldman Evaluation 2012

Created Stormwater Utility

• Created Permanent, Sustainable, Dedicated Funding Source for Stormwater Infrastructure System

• More Equitable Funding Structure with Payments Based on Impervious Area

• Expanded the Fee Base with All Properties Paying Fees


http://www.downers.us/res/stormwater-management/stormwater-utility


We Implemented a Project That Has Been Discussed for 10 Years

Executed Agreement with PACE

• Eliminated Annual Operating Deficit for Village Bus System• All Expenses Covered by PACE and Bus Riders• Allows for Reduction of Accumulated Deficit Using Interest Income Growth• Additional Streets Being Resurfaced as $185,000 of Gasoline Tax Revenue

was Shifted to Street Resurfacing Program


http://www.downers.us/top-stories/2012/03/23/new-pace-agreement-sustains-commuter-shuttle

No Village Funds Used to Operate Buses

Issued $35 Million in Bonds

• Funds Used to Reconstruct Streets That Have Fallen into Disrepair• Funds Used to Construct Needed Water System Improvements• Existing Revenues Used to Make Debt Service Payments• AA+ Bond Rating Kept Cost of Borrowing Low

http://www.downers.us/top-stories/2012/04/05/village-retains-aa-bond-rating

http://www.downers.us/public/docs/agendas/2012/04-10-12/ORD00-04868_BOND.pdf


S&P Report Offered Strong Endorsement of LRFP Process

High Priority Action Item

Reduced Overtimein Fire Department

• Reduced Annual Expenses by $150,000• No Reduction in Paid Time Off for Employees• Savings Achieved by Changes in Employee Scheduling• No Changes in Service & Staffing Levels


LEAN Approach Applied to Firefighter Scheduling

Improvements Made Possible by Changes in Fire Union Contract

Improved Fire Department Responses

• Improved Service Levels While Reducing Expenses• 70% Fewer Call Responses by the Ladder Truck• Reduced Expenses for Vehicle Operation & Maintenance• Extends the Life Expectancy of the Ladder Truck and Engines• Reduced Reliance on Mutual Aid Support


LEAN Approach Applied to Fire Responses

Improvements Made Possible by Effective Engagement of Firefighters

Restructured Fire Prevention Bureau

• Reduced Staffing Levels (Eliminated a Full-Time Inspector Position)• Reduced Costs and Time Spent on Entering Inspection Results by

Using Computer Tablets and a Cloud-Based Data Entry System• Reduced Costs and Time Spent on Entering Annual Performance

Reports by Outsourcing Data Entry• Increased the Frequency of Fire Inspections – Now on Track to

Complete One Inspection Per Year for Each Building Subject to Inspection

• Use On-Duty and Off-Duty Firefighters to Perform Inspections


LEAN Approach Applied to the Fire Prevention Bureau

Improvements Made Possible by Changes in Fire Union Contract

http://www.downers.us/public/docs/agendas/2012/07-17-12/RES00-04913_BRYCER.pdf

Launched Monthly Electronics Recycling

• Provides Residents an Opportunity to Dispose of Electronics ThatCannot Be Placed in Landfills


http://www.downers.us/top-stories/2011/11/01/electronics-recycling

Improved Risk Management• Reduced Employee Injuries by 68% (May to November 2012 as

Compared to 2007 to 2011 Average)• Reduced Average Cost of Workers Compensation Claims by

$10,000• Reduced Expenses by Using Staff Attorney to Handle Workers

Compensation Claims


Improvements Made Possible by the Creation of a Staff Safety Team

Amended Water Rates for Knottingham Residents

• Increases Revenue by $37,000 Annually• Reduces Time Spent on Processing Water Bills• Ensures that Village Sells Water for More than the Cost of

Purchasing Water• Treats Knottingham Residents the Same as All Other Water

Customers


http://www.downers.us/public/docs/agendas/2012/08-21-12/RES00-04983_PW.pdf

LEAN Approach Applied to Water Billing

Executed Contract with Local 150

• Controlled Personnel Expenses – Wage Increases Similar to Non-Union

• Improved Management Rights• Allowed for Reinstatement of Seasonal Employees• Enhanced Ability to Out-Source Activities



http://www.downers.us/public/docs/agendas/2012/08-21-12/RES00-04983_PW.pdf

New Contract Led to Operational Expense Reductions

Privatization of Snow Removal for Downtown & Train Station

• Reduced Costs of Snow & Ice Control by $8,000 Per Year• Complete Snow Routes 30% Quicker• Eliminates the Need for Village-owned Specialty Vehicles• Decreases Risk and Liability Expenses


http://www.downers.us/public/docs/agendas/2012/11-13-12/MOT00-05049_WinterOps.pdf

Improvements Made Possible by Changes in PW Union Contract

Top Quality Infrastructure


Completed Belmont Underpass

• Improved Vehicular and Pedestrian Safety• Enhanced Traffic Flow• Increased Number of Commuter Parking Spaces• Improved Access to Ellsworth Business Park• No Village Funds Used

Fieldman Evaluation 2012 Top Quality Infrastructure

http://www.downers.us/top-stories/2012/10/12/metra-celebrates-belmont-road-underpass

Invested $19 Million in Infrastructure Projects

• Improved Overall Condition of Village Streets– Increased Street Segments in “Good” Condition from 25% to 35%– Decreased Street Segments in “Very Poor” to “Failed” Condition from

22% to 16%• Expanded & Maintained the Sidewalk System• Replaced Aging Watermains• Expanded & Maintained the Stormwater Management System


http://www.downers.us/construction-updates

$14.2 Million in Streets$3.4 Million in Water System

$1.3 Million in Stormwater System$730,000 in Sidewalks

Reconstructed Streets

• Reconstructed Knottingham & Valley View Subdivision Streets and Grove Street

• Included Traffic Calming Measures to Reduce Speeds• Coordinated Street Reconstruction with Watermain Replacements to

Reduce Costs and Resident Disruption• Created Model Project of Environmentally Sustainable Street (Grove Street)

http://www.downers.us/construction-updates/knottingham-subdivision-watermainroad-work

http://www.downers.us/construction-updates/valley-view-estates-watermainroad-work

http://www.downers.us/construction-updates/grove-st-reconstruction


First of Many Street Reconstructions That Will Take Place in Next 5 Years

Constructed 2nd & CumnorDetention Facility

• Alleviated Structure & Street Flooding in the Area• Created an Environmentally Sustainable Detention Facility• Increased Public Awareness Using a QR Code & Informational Sign


http://www.downers.us/top-stories/2012/09/25/praise-for-2nd-and-cumnor-improvements

NamedAmerican Society of Civil Engineers “Project of the Year”

Improved Neighborhood Traffic Management


First Neighborhood Traffic Study. Many More Planned.

http://www.downers.us/public/docs/board_commission/transportation_parking/Agenda_11-16-11.pdf

Cost Effective Alternative to Physical Traffic Calming Improvements

• Improved Traffic Management in Whittier School Neighborhood• Reduced Average Vehicle Speeds• Increased Pedestrian Safety by Redesigning Pedestrian Street

Crossings• Improved Intersection Safety by Adding Signage at All Intersections• Received Grant Funding for Future Improvements at 55th & Main

and 55th & Fairview

Completed Report ofFacility Conditions

• Accurately Assessed the Condition of Each Village Building• Created a Prioritized List of Improvements to Each Building• Developed Cost Estimates for All Improvements• Have the Information to Make Facility Investment Decisions as Part

of Long Range Financial Planning



Facilitated Improvements at North High School

• Reduced District 99 Construction Costs by $500,000 by Working with District and DuPage County on Stormwater Regulation Changes

• Savings Allowed District 99 to Construct an Artificial Surface Field –Increasing the Number of Playable Days

• Improved the Design of the Main Street Parking Lot – Reducing Potential Impacts on Adjacent Residential Properties


http://www.csd99.org/construction-updates/

Example of an Effective Inter-Governmental Partnership

Exceptional Municipal Services


Arranged for Electricity Supply

• Reduced Resident Electric Bills by an Average of $350 Per Year• Enhances the Use of Renewable Energy Sources by Purchasing

Renewable Energy Credits (100% Offset)


http://www.downers.us/top-stories/2012/01/17/electrical-aggregation-update


Program Administration Expenses Were Reduced Significantly by Partnering with Westmont


Hosted ComEd Townhall Meeting

• Resulted in Improvements to ComEd’s Electrical Distribution System (Tree Trimming & Equipment Replacement)

• Improved Reliability of the System• Improved Communication & Relationship with ComEd


http://www.downers.us/res/utilities/comed

ComEd TownhallMeeting Now an Annual Event

Launched Facebook Page

• Enhanced Communication to Residents and Other Stakeholders• Provide Two Posts Daily• Helps Establish the Village as a Primary Source for News and

Information• Expands an Already Extensive Communication Effort

http://www.downers.us/top-stories/2012/02/01/now-on-facebook


Communication Enhancement Achieved by Shifting Resources, Not Adding Staff

Extended Sign Ordinance Compliance Deadline

• Provided 2 Years Additional Time for Property Owners and Businesses to Comply

• Responded to Unforeseen Economic Conditions• Notified Non-compliant Owners of Specific Non-conformities


http://www.downers.us/public/docs/agendas/2012/02-07-12/ORD00-04777SIGNORDINANCE.pdf

The Ordinance is Working – 75% of Signs Comply


Implemented Downtown Parking Changes

• Increased Opportunities for Shopper and Visitor Parking• Increased the Number of Shopper Parking Spaces on the North Side of the

Railroad Tracks• Provided 15-Minute Parking Spaces on Each Block• Increased the Number of Free Parking Spaces Available Beginning at

11a.m.• Increased the Number of Accessible Spaces


http://www.downers.us/public/docs/agendas/2012/03-06-12/ORD00-04814_PARKING.pdf

http://www.downers.us/public/docs/agendas/2012/06-05-12/ORD00-04896_LOTA.pdf

http://www.downers.us/public/docs/agendas/2012/05-01-12/ORD00-04877_15MINUTESPACES.pdf


Partnered with Drug Enforcement Agency

• Over $500,000 of Asset Forfeiture Funds Pledged to Village• Created Funding Source for New Police Facility or Computer-Aided

Dispatch System• Enhanced Access to Federal Resources for Local Law Enforcement• Assisted the DEA in Drug Related Law Enforcement in the

Chicagoland Area



Re-Accredited Police Department

• Reduced Risk and Liability Expenses• Ensures Use of Best Practices in Policing• 100% Compliance with Required National Standards


http://www.downers.us/top-stories/2012/03/27/police-department-awarded-accreditation

Completed Vacant Property Registry Report

• Determined Current Practices Successfully Address Vacant Property Issues

• Improved Responses to Vacant Property Code Enforcement Efforts by Incorporating Best Practices


http://www.downers.us/public/docs/agendas/2012/08-14-12/ManagerReport8-10-12.pdf


Implemented E-Lock Box

• Reduces Annual Expenses by $10,000• Payments from Customers Using Onliine Banking are Received

More Quickly• Reduces Customer Late Fees• Reduces Staff Time Spent on Administration of Payments


Made Possible by New Contract with Chase Bank

Strong, Diverse Local Economy


Attracted Aston Martin Dealer

• Increased Annual Sales Tax Revenue by $185,000• Enhances Attractive High-End Dealership Area on Ogden Avenue• Increases Awareness of Downers Grove as Aston Martin Launched

National Advertising Campaign Including the Downers Grove Location

Fieldman Evaluation 2012 Strong, Diverse Local Economy

http://www.downers.us/public/docs/agendas/2012/11-06-12/RES00-05024_ASTONMARTIN.pdf

Another Success in the Village and DGEDC Auto Dealer Attraction / Retention Strategy

Amended Sales Tax Agreement with Packey Webb

• Facilitated Pedestrian Improvements at Finley and Ogden Intersection

• Responded to Unexpected Changes to State Regulations Regarding Pedestrian Improvements


http://www.downers.us/public/docs/agendas/2012/09-04-12/RES00-04982_PACKEYWEBB.pdf

Another Success in the Village and DGEDC Auto Dealer Attraction / Retention Strategy

Midwestern University Expansion


http://www.downers.us/public/docs/agendas/2012/05-01-12/ORD00-04876_MIDWESTERN.pdf

http://www.downers.us/public/docs/agendas/2011/05-17-11/ORD00-04519.pdf

• Facilitated Construction of 128,400 s.f. Auditorium with Class Rooms, 193,200 s.f. Dental Clinic, and 345,000 s.f Parking Deck

• Increased Number of Students and Guests Contributing to the Downers Grove Economy

• Auditorium Will Be a Performing Arts Venue Available For Use by Local Not-For-Profit Performances

• Dental Services Available to Public at Below Market Rates

Achieved Through

Partnership with DGEDC

ASGE Headquarters Construction


http://www.downers.us/public/docs/agendas/2012/02-14-12/ORD00-04779_ASGE.pdf

• Facilitated Construction of 41,000 s.f. Office Headquarters for American Society for Gastrointestinal Endoscopy

• Increased Number of Physicians and Guests Contributing to the Downers Grove Economy

Achieved Through


Executed Redevelopment Agreement with Charles Place


http://www.downers.us/public/docs/agendas/2012/10-16-12/ORD00-05023_CHARLESpLACES.pdf

• Reduced Total TIF Assistance by $45,000 Compared to Original Redevelopment Agreement

• Facilitated Completion & Occupancy of the Development by 2013

Executed Sales Tax Agreement with Lemon Tree

• Retained Lemon Tree After Closing of Michael’s Fresh Market, Causing Cancellation of Original Agreement


http://www.downers.us/public/docs/agendas/2012/05-08-12/RES00-04737_LEMON_TREE.pdf

Amended OASIS Grant Program


http://www.downers.us/public/docs/agendas/2012/08-21-12/ORD00-04950_OASIS.pdf

• Increased Funding Available for Improvements to Private Property• Reduced Matching Funding Requirements to Make Participation

Easier• $410,000 in Total Grant Funding Awarded for 20 Projects in

Program’s History• Grants Spurred $1.32 Million in Private Investment

Achieved Through


Continual Innovation


Partnered with DuPage County on Social Services Database

• Created an Online, Searchable Database of Social Services Provided by Downers Grove Organizations

• Increased Participation by Local Not-For-Profit Service Providers By Creating Awareness of County Program and Offering Training

• Achieved Village Council’s Desired Outcome at Little Cost to the Village by Avoiding Duplication of Government Services

Fieldman Evaluation 2012 Continual Innovation

http://www.downers.us/top-stories/2012/03/08/free-resource-training-for-non-profits


Partnered with District 58 & SEASPAR for Vehicle Maintenance

• Reduced Fleet Operation Expenses by Sharing Fixed Costs with District 58 and SEASPAR

• Reduced District 58 and SEASPAR Maintenance Expenses by $2,800 Annually

• Improved Condition of District 58 and SEASPAR Vehicles


http://www.downers.us/public/docs/agendas/2011/12-06-11/MOT_00-04743_FLEET_58.pdf


Transitioned to Google Apps

• Reduced Hardware, Software, and Labor Expenses by Using a Cloud-Based System

• Lower Total Cost of Ownership• Improved Search Capabilities – Reduced Time Spent on Freedom

of Information Request Responses• Enhanced Features for Document Sharing & Collaboration


http://www.downers.us/public/docs/agendas/2012/03-20-12/RES00-04824_SADACUSTOMERSERVICE.pdf

LEAN Approach Applied to Information Services

Created Online Pay Check Stubs

• Reduced Costs of Processing Payroll• Allows Employees Access to Paycheck Information at Any Time


LEAN ApproachApplied to the Payroll System

Created Online Job Application

• Reduced Time & Costs Spent on Preparing and Reviewing Job Postings and Applications

• Reduced Expenses for Placing Job Postings


http://www.publicjobline.com/employers/520846600/Midwest/Downers-Grove-Village-of

LEAN ApproachApplied to the Job Application Process

Launched Interoperable Public Safety Radio System

• Allows for Communication Among All Public Safety Agencies in DuPage County

• Improves Responses to Emergency Events Involving Multiple Agencies

• Funded by the DuPage County Emergency Telephone Safety Board



Recognized Leader Among Municipalities


Awards & RecognitionsFieldman Evaluation 2012

http://www.downers.us/top-stories/2012/02/22/downers-grove-ranked-a-top-energy-saver

http://www.downers.us/top-stories/2012/03/27/top-honors-for-fire-department-educator

http://www.downers.us/top-stories/2012/04/04/public-safety-recognized-for-excellence

http://www.downers.us/top-stories/2012/06/25/village-recognized-for-budget-excellence

http://www.downers.us/top-stories/2012/07/25/village-named-a-top-transit-community

http://www.downers.us/top-stories/2012/08/21/comprehensive-plan-is-a-winner

http://www.downers.us/top-stories/2012/09/25/praise-for-2nd-and-cumnor-improvements

ASCE Project of the Year – 2nd & Cumnor Basin

APA Illinois Chapter Best Comprehensive Plan

GFOA Distinguished Budget Presentation Award

GFOA Excellence in Financial Reporting for CAFR

Top Transit Community - DePaul University's Chaddick Institute for Metropolitan Development

Top 100 Energy Saving Community – Citizens Utility Board

NFPA Fire & Life Safety Educator of the Year – Marsha Geisler

Illinois Fire Alliance Educator of the Year – Marsha Geisler

Mothers Against Drunk Driving Hero Award - Nick Linklater

Staff Presentations & Publications

Government Management Information Systems Illinois Conference –David Fieldman

DuPage Mayors & Managers Conference Innovation Spotlight – Mayor Tully

DuPage Mayors & Managers Intergovernmental Committee –David Fieldman & Jim Jackson

Illinois City Manager’s Association Conference – Mike Baker

Illinois Crisis Negotiator Association –Robert Porter

Illinois Chapter of American Planning Association Conference –Tom Dabareiner

NIU’s Alternative Service Delivery Symposium – Commissioner Neustadt, Mike Baker, Jim Jackson

American Public Works Association National Conference – Nan Newlon

American Public Works Association Reporter Magazine – Nan Newlon, Two articles published

American Planning Association Chicago Metro Section – Karen Daulton Lange

American Public Works Association Sustainable Cities Conference –Kevin Bobikiewicz

Illinois Local Government Lawyers Association – Enza Petrarca, Two articles published


Downers Grove on TV


http://www.downers.us/top-stories/2012/05/29/downers-grove-memorial-day-on-nbc-news

http://www.golfchannel.com/media/feherty-live-from-ryder-cup-feherty-meets-phelps-092412/

http://www.geico.com/about/commercials/

• Increased Public Awareness of Downers Grove at a National Level

• Memorial Day Celebration Featured on NBC Nightly News• “Feherty Live” Golf Channel Show Recorded at Tivoli Theater• Geico Commercial Recorded at Tivoli Theater


2012 Annual Performance Evaluation

David FieldmanVillage Manager

December 18, 2012

evaluation

Documents

engaged village staff

staff members

village council members

engaged staff

leadership philosophy

strategic plan goals

department overtimeimproved

departments heads