Committee of the Whole

Village of Brookfield Agenda Committee of the Whole Meeting Monday, June 12, 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. Continued Discussion of Potential Updates for Light Pole Banners and Short-Term Recommendations Committee Item Memo-Banner Temporary Plan 2. Consideration for Code Amendments associated with the Implementation of E-Ticketing and Adjudication Management Committee Item Memo- Consideration for Code Amendments associated to the Implementation of E-Ticketing and Adjudication Management III. PUBLIC COMMENT IV. EXECUTIVE SESSION 1. Pursuant to Section 2(c)(6) of the Open Meetings Act, the setting of a price for sale or lease of property owned by the public body V. ADJOURNMENT Page 1 of 9  Committee Item Memo Meeting Date: June 12, 2023 Staff Contact: Cindy Klima, Economic Development Assistant Department: Community Development Subject: Continued Discussion of Potential Updates for Light Pole Banners and Short-Term Recommendations Background Information: The Committee of the Whole discussed light pole banners on May 22, 2023. Based on that discussion and direction, staff developed specific recommendations for the three business districts: Ogden Avenue, Downtown, and Eight Corners. Staff received direction from the Committee of the Whole to develop a short-term (at least to the end of the year) schedule to allow time to further develop a comprehensive plan, a street light banner policy and the development of future banner designs to be discussed during the 2024 Budget Workshop. Staff has been asked to present for discussion a schedule and related costs for each business district that will: 1. Take the Village through the rest of this year; 2. Utilizes existing banners that are in good condition; 3. Reduces the amount of banners on Ogden Avenue by approximately half; 4. Utilizes all installed fixtures in the Eight Corners Business District. Recommended Short-Term Plan Staff recommends a schedule through March 2024 that saves time and labor for Public Works staff, utilizes good condition existing banners, limits the number of new designs to three, and maintains a positive visual impact. New designs would be Enjoy Brookfield, Music on Grand and Explore Eight Corners. The table below summarizes staff’s recommendation for the number of new banners and the related financial impact. Location New Designs Number of New Banners Cost Downtown 2 38 $3,652.75 Ogden Avenue 1 15 $2,530.95 Eight Corners/Broadway 2 36 $6,074.28 Next Steps Staff would like direction from the Committee of the Whole on the short-term banner plan and approval. Page 2 of 9 Financial Impact: The estimated costs are for new banners proposed in a short-term banner plan until a more comprehensive and long-term plan can be approved during the 2024 budget workshop. Two- sided banners are estimated at approximately $100 each for vinyl Downtown Business District and approximately $170 for larger vinyl banners for the Ogden Avenue and Eight Corners Districts. Designs have been limited to allow for possible incorporation into future plans. 2023 Estimated costs are: • Downtown - 38 new banners $3,652.75 • Ogden Avenue - 15 new banners $2,530.95 • Eight Corners/Broadway - 36 new banners $6,074.28 Recommendation(s): Staff asks the Committee of the Whole to review the material, provide direction and approval. Staff also recommends future designs go to the Beautification Commission for review and recommendations prior to the Village Board final approval. Attachments: BannerTemporaryPlan 6.6.23 Page 3 of 9  DOWNTOWN Grand (26 poles) / Fairview (2 poles) / Prairie (6 poles) / Burlington (3 poles) - Total 37 Double Banners Order 38 New Banners @ $96.125 = $3652.75 Proposed Short Term Plan Banner Type Thumbnail New Left Side Right Side Schedule Enjoy Brookfield Example 7/1/23 – New Single Banners 9/30/23 Order 19 Install 19 New banner to be designed to follow existing Enjoy Brookfield brand (see example) Music On Grand Example 7/1/23 – New Single Banners 9/30/23 Order 19 Install 19 New banner to be designed to follow existing Music On Grand brand (see example) “Come Out & Play” 7/1/23 – Install 18 (36 Available) Install 18 (36 Available) 11/21/23 Chamber Giraffe 10/1/23 – Install 19 (35 Available) Install 19 (35 Available) Banner 11/21/23 Holiday (Wreath) 11/21/23 – Install 37 (37 available) 1/1/24 “Explore Winter” 1/2/24 - Install 28 (36 available) 3/31/24 Enjoy Brookfield Example 1/2/24 – Install 9 Install 9 3/31/24 Page 4 of 9  OGDEN AVENUE 45 Poles (Current) Remove 20 fixtures Install 25 Banners Order 15 New Banners @ $168.73 = $2,530.95 Proposed Short Term Plan Banner Type Thumbnail New Single Banners Comment Schedule Enjoy Brookfield Example 7/1/23 – New Banners • New banner to be designed to 3/31/24 Order 15 follow existing Enjoy Install 15 Brookfield brand (see example) • Remove 20 fixtures and alternate Enjoy Brookfield and existing banners “Come Out & Play” 7/1/23 – Install 10 (37 • Existing banners alternated 10/31/23 available) with Enjoy Brookfield through October 2023 Chamber Giraffe 11/1/23 – Install 10 (44 • Remove Come Out & Play and Banner 3/31/24 available) install existing banners install to alternate with Enjoy Brookfield Page 5 of 9  EIGHT CORNERS/BROADWAY 19 Light poles double banners (38 total) and 5 single poles Order 36 New Banners @ $168.73 = $6,074.28 Proposed Short Term Plan Banner Type Thumbnail New Left Side/Single Right Side Schedule Enjoy Brookfield Example 7/1/23 – New Banners 3/31/24 Order 24 Install 24 New banner to be designed to follow existing Enjoy Brookfield brand (see example) Explore Eight Corners Example 7/1/23 – New Banners 3/31/24 Order 12 Install 3 New banner to be designed to be bright and classic in design (see example) “Come Out & Play” 7/1/23 – Install 16 10/31 Chamber Giraffe 11/1/23 – Install 10 Banner 3/31/24 Explore Eight Corners Example 11/1/23 – Install 9 3/31/24 Page 6 of 9  Committee Item Memo Meeting Date: June 12, 2023 Staff Contact: Michael Kuruvilla, Police Chief Department: Police Subject: Consideration for Code Amendments associated with the Implementation of E-Ticketing and Adjudication Management Background Information: The Village signed a contract with Dacra Tech LLC this year to automate the issuance of citations all the way through local court hearings. The awarding of this contract was brought before the Board on March 27th, 2023, and was approved. Since that time, staff has been diligently working towards implementation of this new process. Staff has reviewed all current Village ordinances enforced by the Police Department that must be transferred to Dacra. In doing so, staff has recognized a few items for consideration to be changed to ensure the most efficient and effective services. The first item for consideration is a proposal to add several local ordinance violations to Village Code section 54-112, which currently only allows a person to plead liable and pay a preset fine amount for parking violations and vehicle-related compliance violations to avoid a court appearance. All other ordinance violations require a mandatory in-person local court appearance without an option to plead liable and avoid a court appearance. The Police Department reviewed the fines associated with liable (guilty) pleas made over the course of the last year and determined that one hundred dollars ($100) was the average fine assessed for those taking a plea of liable at local court hearings. The Police Department reviewed relevant ordinances and identified several to add to Village Code section 54-112 to provide the option to defer a court appearance if a person chooses to plead liable and pay a fine. Staff recommends that most Officer-generated local ordinance violations allow for a person to decline a court appearance. These types of offenses include but are not limited to: Section 38-49 "Park closed from sunset to sunrise", Section 6-135 "Possession of alcoholic liquor in public places", or Section 36-606 "Sale or discharge of fireworks and sparklers". In contrast, local ordinance offenses issued with a third-party complainant wishing to sign against another person (i.e., Section 36-122 "Disorderly conduct generally"), instances of the same offense committed repeatedly (i.e., Section 10-129 "(Dog) Running at large prohibited"), or juvenile-related offenses requiring a parent be present; will all predominantly continue to mandate an in-person local court appearance. Application of this Page 7 of 9 recommended ordinance change would be accomplished through Police Department policy and procedures to ensure consistency. The second item for consideration was also discovered during staff review for Dacra implementation. Non-payment of fines and fees assessed as a result of parking, compliance, and/or local ordinance violations as discussed above results in the engagement of a collections service through our contracted company, Municipal Collection Services Incorporated (MCSI), to seek restitution for outstanding balances. From 2021 until the present (approximately 2.25 years), MCSI has recovered approximately $133,950 for the Village, however, MCSI also assessed a 30% collection agency commission that was subtracted from the funds they retrieved. Therefore, after MCSI's commission fee of approximately $40,185, the remaining recuperated Village funds totaled approximately $93,765. Dacra has informed us that neighboring communities and beyond do not incur the collection agency commission on themselves, but those costs are passed on to the debtors responsible for paying their past due and outstanding balances that have been sent to a collection agency. Staff proposes to do the same here. By passing an ordinance, the Village adopts the ability to receive the full value of the fine/fee when the full value of the debt, plus commission, is recovered. As the Police Department prepares for full implementation of a more automated and streamlined e-ticketing issuance all the way through adjudication hearings (when necessary), implementing the proposed considerations will allow us to operate more efficiently and effectively. Financial Impact: 1. By allowing persons cited to plead liable without a court appearance, standardized fines are recommended to be: $100. 2. Potential average recovery of $17,860 annually if the Village does not incur the collection agency commission. Recommendation(s): 1. Approve an ordinance to allow certain local ordinance violations to be pled liable with an associated fine without a court appearance required. 2. Approve an ordinance that would allow the Village to receive the full value of the fine and fees outstanding by a debtor. Attachments: Sec._54_112.___Action_by_recipient_of_a_violation_notice. Page 8 of 9 Sec. 54-112. Action by recipient of a violation notice. A person receiving a vehicular parking violation notice, compliance violation notice or automated traffic law violation notice shall respond to the violation notice in one of the following manners: (1) By payment of the fine indicated on the violation notice by the deadline stated on the violation notice which shall operate as the final disposition of the violation; or (2) By requesting a hearing on the merits of the violation notice in the time and manner specified on the violation notice and attendance at the hearing at the time and date of the hearing. (Ord. No. 2008-78, § 3(36-11), 10-13-2008) Created: 2023-02-28 13:04:22 [EST] (Supp. No. 28) Page 1 of 1 Page 9 of 9