Citizens' Community Enhancement Commission

MINUTES MEETING OF THE CITIZENS’ COMMUNITY ENHANCEMENT COMMISSION CITY OF DEKALB June 20, 2016 The Citizens’ Community Enhancement Commission (CCEC) of the City of DeKalb, Illinois held a regular meeting on Monday, June 20, 2016 in the Executive Conference Room of the DeKalb Municipal Building, 200 South Fourth Street, DeKalb, Illinois. In response to expected arrival delay of Chair Susan Johnson, Management Analyst Jared Heyn requested attendees select an acting chair to oversee the meeting. Motion was made by Brad Pietens to select Brad Hoey as Acting Chair, motion was seconded by Deborah Booth. Motion carried on voice vote. The meeting was called to order at 4:08 p.m. ROLL CALL Roll was recorded by Administrative Assistant Tammey Higgins and the following members of the Citizens’ Community Enhancement Commission were present: Bob Boey; Brad Hoey, Acting Chair; Mike Mooney; Brad Pietens; and Deborah Booth. Absent were Susan Johnson, Cohen Barnes, Lisa Small, and Camyle Tate. Chair Johnson arrived at 4:35 p.m. Also present were: Mayor John Rey; City Manager Anne Marie Gaura; Director of Community Development Ellen Divita; Economic Development Planner Jason Michnick; Management Analyst Jared Heyn; and Administrative Assistant Tammey Higgins. APPROVAL OF AGENDA MOTION Acting Chair Hoey asked for a motion to approve the agenda. Mr. Boey moved to approve the Agenda; seconded by Mr. Pietens. Motion carried on voice vote. APPROVAL OF MINUTES MOTION Acting Chair Hoey asked for a motion to approve the minutes of May 16, 2016. Mr. Mooney moved to approve said minutes; seconded by Mr. Boey. Motion carried on voice vote. BUSINESS City Manager Gaura announced to attendees that Management Analyst Heyn would no longer be the liaison for CCEC; Economic Development Planner Michnick would be assuming this position under the oversight of Director of Community Development Divita. Mr. Hoey then provided a brief background on CCEC for the benefit of new City staff. Mr. Mooney inquired as Citizens’ Community Enhancement Commission June 20, 2016 Page 2 of 5 to status of minutes from the June 6, 2016 Joint Meeting with the DeKalb Area Arts Council (DAAC). He was advised the draft was not yet available. Old Business 1. Downtown Window Treatments Mr. Hoey requested clarification on behalf of CCEC of what could be done on an on-going basis; if CCEC submitted with a vision or initiative, could this approach be sustainable. Last clings went 6-8 months longer than prior; could there be an agreement on planning exhibit for 1 year. City Manager Gaura requested clarification on issue with clings; length of time or ugliness. Director of Community Development Divita commented on the safety element; empty building windows not covered for long time – can’t see in. She further commented on the issue of permanent art as clings advising this was an issue to be addressed. She shared that she had sent an inquiry to the owner of the Otto’s building and had forwarded same to Chair Johnson. In communication with a representative of the owner, the request had been approved with the directive that a description of the mural be submitted to the owner. City Manager Gaura suggested that CCEC agree on action items on this task including that the owner was to review and approve final artwork. Mr. Hoey provided input on CCEC’s interaction with DAAC. He also commented on the process to solicit ideas, format discussion on media to be utilized, shared that Mr. Barnes and Chair Johnson had been looking into media, and his belief that clings were easier and more sizable, while the use of boards had limited aspects. Discussion relating to the pros and cons of clings versus boards followed. City Manager Gaura then directed staff to produce an agenda memo outlining options with Mr. Hoey to work with Economic Development Planner Michnick on cost estimates and media examples. Mr. Pietens stated it was critical that the first installation be done very right with others to follow suit. Continued discussion on potential theme considerations, funding sources, number of potential properties for consideration, potential benefit for building owner, code enforcement aspects, and impact of fresh look in community. City Manager Gaura then brought up the topic of Unified Development Ordinance (UDO) amendments. Director of Community Development Divita advised her staff were looking at updates to the UDO and shared that Principal Planner JoEllen Charlton and Economic Development Planner Michnick were both new employees developing their knowledge of the City. Conversation regarding CCEC updates on UDO, the ability to address the Otto’s situation or subsequent buildings, and the importance of the creation of a climate where art was welcome was held. City Manager Gaura then confirmed with attendees that the issue of downtown window treatments had been fully addressed. 2. #ProudlyDeKalb Signs Acting Chair Hoey inquired as to the capability of getting the #ProudlyDeKalb signage on welcome signs/population signs. Management Analyst Heyn showed 2 mock-up signs produced by staff with 2 different concepts for viewing by attendees. City Manager Gaura advised that the reference to the ABC Grant should be removed. Mr. Boey commented on the need for the signs to be positioned horizontally. Discussion relating to different types of signs for consideration, potential of being included on monument, IDOT permission required for any street placement ensued. City Manager Gaura advised that the agenda item be brought back for consideration with a GIS plot referencing sign locations. Acting Chair Hoey cautioned against the proliferation of signs and that #ProudlyDeKalb needed to be integrated on City signage.  Citizens’ Community Enhancement Commission June 20, 2016 Page 3 of 5 Consideration of sign re-sizing need, inclusion of City logo, City entry-point monuments locations and monument materials ensued. City Manager Gaura advised attendees of the fiscal year change for the City from a fiscal year structure to a calendar year structure, that the switch would be effective January 1, 2017; and that the CCEC should get cost estimates for this consideration and get them submitted for consideration and potential approval for the budget. Additional discussion relating to past efforts of Re:New DeKalb organization, National Register of historic places, recollection of arches on Route 38 took place. 3. Public Art Projects Acting Chair Hoey advised that the topic of utility boxes had come about from the Joint Meeting with DAAC. City Manager Gaura asked Management Analyst Heyn to provide an overview of the current information on utility boxes. Management Analyst Heyn advised attendees that further discussion with ComEd had occurred and he had learned that the only way anything could be done with a ComEd utility box was if ComEd employees did the task. He also advised attendees that while he had previously advised them that fire hydrants were not an available item for a painting project, it was the City’s position that it would do whatever it could to have this happen. Discussion of ideas for this project followed including the need to get a specific outline, type of paint, type of wrap, type of art (art or message, art with a theme), local cling production companies, need to let artist know surface/canvas to be worked on to ensure piece will translate. City Manager Gaura advised that the project should be addressed in 2 phases; 1 right away (Otto’s), and 1 with more planning. Additional discussion addressed the use of wraps as opposed to paint with support going toward wraps. City Manager Gaura offered the consideration of a potential project to be the underpass on Annie Glidden, with either side for artwork. She advised that a 1.5 year agreement with Union Pacific Railroad entailed a one page agreement. Acting Chair Hoey shared with attendees the experience of CornFest utilizing ground clings. The clings were ripped up within minutes by foot traffic. City Manager Gaura further advised that with regard to the Union Pacific Railroad, nothing could be placed on the tracks, but the center support in the underpass could be wrapped. She directed Economic Development Planner Michnick to prepare a memo regarding utility boxes showing City-owned and ComEd-owned locations. Discussion regarding potential lighting applications for the overpass were held with references to the lighting on Congress, and the lighting of the colonnades at Soldier Field (red/black). Mr. Pietens brought the topic of Yards of Distinction to the attention of attendees and the striking photos that he had experienced from within the community. Director of Community Development Divita shared her thought of placing pictures on the City’s Facebook site, obtaining permission to use the photos in ads, etc. Chair Johnson referenced the usage of the #ProudlyDeKalb sign and how the community used to represent themselves, neighborhood block parties, and how such actions promote and build the community. City Manager Gaura suggested the creation of a process through the liaison wherein photos would be reviewed at each meeting with attendees taking formal action on disposition. Acting Chair Hoey and Mr. Pietens provided background on the Yards of Distinction program. City Manager Gaura suggested the creation of a Photos of Distinction to be placed on the City’s website. Discussion of the positive effects of this effort ensued. City Manager Gaura directed Economic Development Planner Michnick to submit a memo to bring current the awards of Citizens’ Community Enhancement Commission June 20, 2016 Page 4 of 5 distinction with additional discussion on supporting community pride, award categories, and block parties. Acting Chair Hoey commented on the need to further define these activities to compliment the #ProudlyDeKalb effort and combine resources. 4. Agenda Item Coordination Not addressed at this meeting. New Business 1. Commission Structure and Schedule Chair Johnson presented the inquiry as to whether some commissions could be rolled/combined into one commission. City Manager Gaura clarified inquiry as to new entity to assume all aspects of all combined commissions. Chair Johnson confirmed and further advised this issue had come about as a result of the Joint Meeting with DAAC and consideration of working together with DAAC. City Manager Gaura advised attendees that the Mayor was looking at the roles of the Commission/Committees and would be revising and updating the Municipal Code chapters. Chair Johnson stated that consolidation would further define CCEC and its role. Mr. Pietens stated that the CCEC had struggled with achieving quorum. City Manager Gaura commented on additional layers had a tendency to make things more difficult and that perhaps a 7 person membership would be better. Mr. Pietens further inquired as to whether there was a mechanism to provide for a meeting to be rescheduled so that a quorum could be achieved. City Manager Gaura advised that dates and times can be modified. She also stated that meetings can be cancelled and reposted for different dates. Chair Johnson inquired as to the applicability of the use of “ex officio” members of a commission. Her example was the membership of Ms. Small, who had previously represented the Park District along with herself, but now that Ms. Small was retired, there was no interaction with the Park District. Chair Johnson asked for clarification if the Park District could be an ex officio member of the CCEC. City Manager Gaura confirmed that was possible and directed Economic Development Planner Michnick to prpare a memo identifying current members and their terms, with the inclusion of the Park District as a member. Chair Johnson inquired of Management Analyst Heyn if the Park District was interested in participation. Management Analyst Heyn advised that a representative of the Park District had expressed interest in being on the CCEC. City Manager Gaura asked attendees if there was any entity not mentioned beyond the Park District. Acting Chair Hoey responded with NIU and DAAC. Chair Johnson shared that the CCEC had expressed a welcome to DAAC to work together, bringing items to CCEC’s attention to assist. City Manager Gaura advised that a clarification of the term “ex officio” should be achieved. Director of Community Development Divita advised attendees that she felt the mission statement needed to be reviewed and updated, that she felt it didn’t articulate the strong view the CCEC had shared at this meeting. City Manager Gaura advised attendees that a lot of ideas and approaches had been thrown at them at this meeting to help CCEC succeed and move forward. Mr. Boey thanked senior staff and the Mayor for their presence and felt this had helped to energize members. City Manager Gaura stated she would personally be at the next meeting.  Citizens’ Community Enhancement Commission June 20, 2016 Page 5 of 5 2. Announcements Not addressed at this meeting. ADJOURNMENT MOTION Acting Chair Hoey requested a motion for adjournment. Mr. Boey moved to adjourn the meeting; seconded by Ms. Johnson. Motion carried on voice vote. The meeting adjourned at 5:23 p.m. __________________________________________ TAMMEY HIGGINS, Administrative Assistant