Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, April 10, 2023 @ 7:00 PM or Immediately Following Village Board Meeting Edward Barcal Hall 8820 Brookfield Avenue Brookfield, IL 60513 I. ROLL CALL II. REGULAR BUSINESS 1. Consideration to Establish a Staff Traffic Safety Committee Committee Item Memo-Staff Traffic Safety Committee III. PUBLIC COMMENT IV. EXECUTIVE SESSION 1. Pursuant to Section 2(c)(5) of the Open Meetings Act the purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. V. ADJOURNMENT Page 1 of 13  Committee Item Memo Meeting Date: April 10, 2023 Staff Contact: Michael Kuruvilla, Police Chief Department: Police Subject: Consideration to Establish a Staff Traffic Safety Committee Background Information: The Police Department receives traffic-related and parking-related complaints on a regular basis. Often, the Police Department is able to address a resident's concern by creating "traffic details", which direct Police Officers to the directed area(s) of concern to engage in specific, targeted enforcement towards violators. Increased Police presence often deters reckless driving behavior, and concerted parking enforcement efforts can help to quell overt parking violators if restricted parking signage or other parking violations exist. However, traffic details do not always reconcile resident concerns, particularly if the reported problems are not quelled by enforcement efforts or if the concern is reoccurring. Therefore, the Police Department seeks to establish a staff Traffic Safety Committee to ensure effective coordination of the review of traffic and transportation issues within the community, as well as parking-related concerns throughout the Village. There exists a need for the application of analytical and objective methods to review requests for, and modifications to, traffic signals, signage, striping, and other traffic controls, and to review traffic studies, new roadway requests, traffic calming ideas, and regional transportation plans, and to examine other traffic and transportation issues pertaining to pedestrians, bicycles, rail, and others. Responsibility for carrying out a local traffic and transportation program would be divided among several Village departments. Coordination of traffic and transportation related items, requests, and issues are necessary to ensure that all departments would be working toward the same goals and objectives. This staff Traffic Safety Committee would be a multi- disciplinary group of professionals representing the Village's Community Development, Fire, Public Works, Police Department, and the Village Manager's Office (if applicable and/or necessary). This committee would set out to accomplish the purpose and need for a sound community transportation and traffic safety program. This committee would meet to discuss and review both traffic safety-related matters and parking concerns across the Village, including, but not limited to concerns brought to the committee by residents by way of petition. Requests made to this committee is expected to be in two (2) categories: Page 2 of 13  1. Traffic Control Requests (i.e., stop signs, changes in speed limit, etc.): For a new stop sign or any other traffic control device to be installed on public property, a request must be entered with the Committee. The Committee will review existing data and/or gather new data via the Police Department. If the request is warranted after these measures are taken, the Committee will hire a traffic engineering consultant to perform a traffic engineering study to determine if a stop sign or other traffic control device/change is warranted. The consultant and Committee will then determine if the request is warranted or unwarranted. Finally, a recommendation will be brought before the Village Board of Trustees if a Village Ordinance change is endorsed. 2. Residential Parking Requests: For resident only parking requests, a written request and petition for the affected block(s) of residents will be required. Upon receipt of the completed petition, the Village will perform a parking survey to determine if the block meets the criteria for becoming a Resident Only Parking Zone. The Village may also hire a traffic engineering consultant to perform a traffic engineering study and/or to provide additional data related to this parking change request. The Village will also conduct a parking analysis to determine the percentage of non-resident vehicles parking in the specified area. All of the aforementioned data will be reviewed by the Committee, and finally a recommendation will be brought before the Village Board of Trustees if a Village Ordinance change is endorsed. The Committee would meet as needed and would document said discussions with a brief written record of the Committee's deliberations. Concerns and requests brought to the Committee would be reviewed carefully and would prepare the final copy of correspondence of response to the resident, noting the conclusions and justifications of the Committee to the action or denial of the request that would be brought to the Committee. Any ordinances to amend the Village Code to accomplish the recommendation of the Committee would also be prepared by the responsible staff and submitted to the Village Manager for approval to be brought forward to the Village Board of Trustees. If the recommendation for implementation would be approved by the Village Board of Trustees, the Committee would ensure implementation of the change would be completed. By endorsing an administrative policy to establish the proposed Staff Traffic Safety Committee, concerns brought forward by our residents would equitably and most effectively be addressed by Staff. Lastly, the Board is asked to repeal Village Code Chapter 2, Article 6, Division 5: Public Safety Committee, as this antiquated and not utilized section of code is no longer needed should the administrative policy proposed now be approved. Financial Impact: None. Recommendation(s): Endorse the administrative policy establishing a Staff Traffic Safety Committee and repeal the old section of code. Attachments: Page 3 of 13 Staff Traffic Safety Commitee (Administrative Policy) Traffic Control Change Request Form Resident Only Parking Request Form and Petition Village of Brookfield Code Chapter 2, Article 6, Division 5 Page 4 of 13 THE VILLAGE OF BROOKFIELD ADMINISTRATIVE DIRECTIVE April 2023 ESTABLISHMENT OF A COMMUNITY TRAFFIC SAFETY COORDINATING COMMITTEE 1.0 Purpose. To establish a Staff Traffic Safety Committee to ensure effective coordination of the review of and official activity in response to traffic and transportation issues within the community, as well as parking-related concerns throughout the Village. 2.0 Scope. There exists a need for the application of analytical and objective methods to review requests for, and modifications to, traffic signals, signage, striping, and other traffic controls, and to review traffic studies, new roadway requests, traffic calming ideas, and regional transportation plans, and to examine other traffic and transportation issues pertaining to pedestrians, bicycles, rail, and others. Responsibility for carrying out a local traffic and transportation program is divided among several Village departments. Coordination of traffic and transportation related items, requests, and issues are necessary to ensure that all departments are working toward the same goals and objectives. This Staff Traffic Safety Committee will be a multi-disciplinary group of professionals representing the Village's Community Development, Fire, Police and Public Works departments. This committee sets out to accomplish the purpose and need for a sound community transportation and traffic safety program, is hereby created. Membership: 1. Chief of Police, Chairperson (or designee) 2. Director of Public Works (or designee) 3. Fire Chief (or designee) 4. Community Development (or designee) 5. Member from the Village Manager’s Office (if applicable and/or necessary) This committee will meet to discuss and review both traffic safety-related matters and parking concerns across the Village, including, but not limited to concerns brought to the committee by residents by way of petition. Traffic Control Requests The installation of stop signs, changes in speed limit, or other traffic control devices on public roadways is a common request made to control traffic speeds on residential roadways. For a new Page 5 of 13 stop sign or any other traffic control device to be installed on public property, a request must be entered with the Committee, that request would be reviewed by the Committee via the process set forth, and finally a recommendation brought before the Village Board of Trustees if a Village Ordinance change is endorsed. The Committee’s standard operating procedure for traffic control changes are as follows: 1) The Traffic Committee receives a written request for a stop sign or other traffic control signage at intersecting streets. 2) The Traffic Committee will review any existing data and/or seek gathering new data via the Police Department by way of traffic details conducted by Police Officers to monitor the aforementioned area of concern. Additionally, the Police Department will attempt to utilize any other tools available to measure data related to the concerns at that location. 3) If the request is warranted after step #2 occurs, the Traffic Committee will hire a traffic engineering consultant to perform a traffic engineering study in accordance with the Federal Manual of Uniform Traffic Control Devices (MUTCD) warrants and other applicable traffic engineering and legal standards to determine whether a stop sign, or other traffic control signage is warranted. 4) If the consultant and Traffic Committee determines that a stop sign or other traffic control signage is unwarranted, the Traffic Committee will inform the requestor and examine other potential solutions to the traffic situation that prompted the request. 5) Conversely, if the consultant and Traffic Committee determines that a stop sign or other traffic control signage is warranted, the Traffic Committee will make a recommendation before the Village Board of Trustees at a public meeting for Village Board of Trustees consideration. Residential Parking Requests The Village of Brookfield addresses issues related to on-street parking on an as-needed or as- requested basis. The Village Traffic Committee does not search for areas which may benefit from application of parking restrictions and uniformly apply such restrictions. In doing so, it may have a negative impact by unnecessarily burdening area residents who have not reached a consensus on restricting on-street parking in their neighborhood. The Committee’s standard operating procedure for parking-related changes are as follows: 1) The Traffic Safety Committee receives a written request and petition with a minimum of eighty percent (80%) majority of the affected block(s) of residents (one signature per household) affected, in-favor of the proposed change for resident only parking on a specific block. Upon receipt of the completed petition, the Village will perform a parking survey to determine if the block meets the criteria for becoming a Resident Only Parking Zone. The Village may also hire a traffic engineering consultant to perform a traffic engineering study and/or to provide additional data related to this parking change request. 2) The Police Department will conduct a parking analysis to confirm an excess of 51% of the total number of parked vehicles must belong to non-residents in order to qualify. 3) If the request is approved by the Traffic Committee, it will then go before the Board of Trustees for final approval. Page 6 of 13  4) Only Brookfield residents with current Village vehicle stickers registered to that designated area may park in a Resident Only Parking Zone. Vehicles without Village stickers will be ticketed. Visitor parking permits may be obtained at the Police Department or Village Hall. 3.0 Action. A. Chairperson Appointment. The Chairperson will be appointed by the Village Manager on an as needed basis. B. Schedule of Meetings. The Committee shall meet as needed and shall be called by the Chairperson or by the Office of the Village Manager. C. Record of Proceedings. A brief written record of the Committee's discussions and deliberations shall be maintained by the Office of the Village Manager noting the concerns, their origination and the Committees' recommendation. This record can be in the form of minutes or correspondence to the resident or staff concerned with the issue. A summary report of this record shall be submitted to the Village Manager for review. D. State of Objectives and Needs. The Committee shall develop and subsequently be guided in its actions by a written statement of coordinating objectives and an agreement of needs with regard to an effective, continuing community traffic safety program. E. Staff Response and Notification. For every resident concern brought before the Committee, the staff member on the Committee who brought it to the Committee shall prepare final copy of correspondence of response to the resident, noting the conclusions and justifications of the Committee. For every item suggested by staff, such staff will be directed by the Village Manager, to coordinate the response if approved. In the absence of any of the above criteria, the Chairman of the Committee is responsible for preparing the necessary response and materials. F. Village Code Amendments. Any ordinances to amend the Village Code to accomplish the recommendation of the Committee shall also be prepared by the responsible staff, as noted in Item E, and submitted to the Village Manager. G. Notification of Deferral. The staff member responsible for initiating the matter will notify resident of any deferrals for more study if such deferrals occur. H. Implementation. The Village Manager shall further direct the implementation of the recommendations of the Committee as modified, or otherwise altered by himself or the Village Board, if necessary. Page 7 of 13  VILLAGE OF BROOKFIELD TRAFFIC CONTROL CHANGE REQUEST FORM Neighborhood Liaison: Address: Telephone: Specific Location & Summary of Concern: Read the following guidelines: 1. The Traffic Committee receives this written request for a stop sign or other traffic control signage at intersecting streets. 2. The Traffic Committee will review any existing data and/or seek same via the Police Department by way of traffic details conducted by Police Officers to monitor the aforementioned area of concern. Additionally, the Police Department will attempt to utilize any other tools available to measure data related to the concerns at that location. 3. The Traffic Committee will then hire a traffic engineering consultant to perform a traffic engineering study in accordance with the Federal Manual of Uniform Traffic Control Devices (MUTCD) warrants and other applicable traffic engineering and legal standards to determine whether a stop sign, or other traffic control signage is warranted. 4. If the consultant and the Traffic Committee determines that a stop sign or other traffic control signage is unwarranted, the Traffic Committee will inform the requestor and examine other potential solutions to the traffic situation that prompted the request. 5. Conversely, if the consultant and the Traffic Committee determines that a stop sign or other traffic control signage is warranted, the Traffic Committee will make a recommendation before the Village Board of Trustees at a public meeting for Village Board of Trustees consideration. Page 8 of 13  VILLAGE OF BROOKFIELD RESIDENT ONLY PARKING REQUEST FORM Neighborhood Liaison: Address: Telephone: Specific Location & Summary of Parking Concern: The attached petition should be circulated to all residents living on the street noted above. Residents that are not at home should be contacted for signatures prior to submission of the petition to the Chief of Police. Properties without signatures will be counted as “negative responses”. Each resident should read the following Resident Only Parking guidelines: 1. This petition must be signed with a “YES” vote by a minimum of 80% of the affected block(s) of residents (one signature per household). Upon receipt of the completed petition, the Village will perform a parking survey to determine if the block meets the criteria for becoming a Resident Only Parking Zone. 2. The Police Department will conduct a parking analysis to confirm an excess of 51% of the total number of parked vehicles must belong to non-residents in order to qualify. 3. If the request is approved by the Traffic Committee, it will then go before the Board of Trustees for final approval. 4. Only Brookfield residents with current Village vehicle stickers registered to that designated area may park in a Resident Only Parking Zone. Vehicles without Village stickers will be ticketed. Visitor parking permits may be obtained at the Police Department or Village Hall. [This sheet should be attached to the petition] Page 9 of 13  Resident Only Parking Request Form NAME DO YOU WANT YOUR BLOCK TO BECOME A DO NOT USE THIS SPACE SIGNATURE RESIDENT ONLY PARKING ZONE? ADDRESS (CHECK ONE BOX) YES NO The indicated residents request their block be turned into a Resident Only Parking Zone. My signature certifies that I have read the cover page to this petition. Page 10 of 13 NAME DO YOU WANT YOUR BLOCK TO BECOME A DO NOT USE THIS SPACE SIGNATURE RESIDENT ONLY PARKING ZONE? ADDRESS (CHECK ONE BOX) YES NO Page 11 of 13  - CODE OF ORDINANCES Chapter 2 - ADMINISTRATION ARTICLE VI. - COMMITTEES, BOARDS, COMMISSIONS, AND OTHER VILLAGE BODIES DIVISION 5. PUBLIC SAFETY COMMITTEE DIVISION 5. PUBLIC SAFETY COMMITTEE Sec. 2-603. Composition; appointment of members. The village has created a public safety committee that consists of five members. Three members shall be members of the community appointed by the president subject to the confirmation by the village board. The remaining two members shall be the police chief and the fire chief whose powers shall be gained by the holding of their respective offices. Each committee member shall have the right to vote on each subject matter brought for discussion. (Code 1964, §§ 02-190, 02-191; Ord. No. 89-26, 6-26-1989) Sec. 2-604. Terms of members, vacancies. The terms of the committee community members shall be for three years with staggered terms. All vacancies occurring to the appointed members shall be filled in the same manner as original appointments. The terms of the police chief and the fire chief shall be indefinite as remain with their respective offices. (Code 1964, § 02-192; Ord. No. 89-26, 6-26-1989) Sec. 2-605. Election of officers. The village president shall appoint a chairperson of the committee, the committee shall elect a secretary and such other officers of the committee as may, in their judgment, be necessary. (Code 1964, § 02-193; Ord. No. 89-26, 6-26-1989) Sec. 2-606. Compensation of members and officers. No members or officers of the committee shall receive compensation based solely for serving as a member or officer of the committee. (Code 1964, § 02-194; Ord. No. 89-26, 6-26-1989) Sec. 2-607. Obtaining technical advice or service. If the public safety committee deems it advisable to secure technical advice or service, it may do so upon authority from the village board and appropriation by the board thereafter. (Code 1964, § 02-196; Ord. No. 1989-26, 6-26-1989) Sec. 2-608. Records to be kept. The public safety committee shall keep written records of its proceedings which shall be open to inspection by the board of trustees at all times. Brookfield, Illinois, Code of Ordinances Created: 2023-02-28 13:03:41 [EST] (Supp. No. 28) Page 1 of 2 Page 12 of 13 (Code 1964, § 02-197; Ord. No. 1989-26, 6-26-1989) Secs. 2-609—2-634. Reserved. Created: 2023-02-28 13:03:41 [EST] (Supp. No. 28) Page 2 of 2 Page 13 of 13