Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, January 7, 2016 7:30 PM Village Hall Board Room Village Board of Trustees Village President Keith Giagnorio Village Clerk Sharon Kuderna Trustees: Dan Whittington, District One; Mike Fugiel, District Two; Reid Foltyniewicz, District Three; Bill Johnston, District Four; Robyn Pike, District Five; and Bill Ware, District Six Village Board of Trustees Minutes January 7, 2016 I. Call to Order and Pledge of Allegiance The regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, January 7, 2016 in the Board Room of the Lombard Village Hall was called to order at 7:32 p.m. by Village President Keith Giagnorio. Village Clerk Sharon Kuderna led the Pledge of Allegiance. II. Roll Call 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Staff Present: Village Manager Scott Niehaus Director of Finance Tim Sexton Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Chief of Police Ray Byrne Fire Chief Paul DiRienzo Executive Coordinator Carol Bauer III. Public Hearings IV. Public Participation 150118 Quarterly Lombard Town Centre Report - 4th Quarter Quarterly report presented by Sarah Richardt to the Village Board. Village President Giagnorio noted that the Quarterly Lombard Town Centre report would be given prior to discussion of the LTC funding request listed on Separate Action. V. Approval of Minutes A motion was made by Trustee Dan Whittington, seconded by Robyn Pike, that the minutes of the Regular Meeting of December 17, 2015 be approved. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware VI. Committee Reports Community Promotion & Tourism - Trustee Mike Fugiel, Chairperson No report Village of Lombard Page 1 Village Board of Trustees Minutes January 7, 2016 Community Relations Committee - Trustee Robyn Pike, Chairperson No report Economic/Community Development Committee - Trustee Bill Johnston, Chairperson Trustee Bill Johnston, Chairperson of the Economic & Community Development Committee, indicated he would include his committee report when speaking relative to the Lombard Town Centre funding request. Finance & Administration Committee, Trustee Reid Foltyniewicz, Chairperson No report Public Safety & Transportation Committee - Trustee Dan Whittington, Chairperson Trustee Dan Whittington, Chairperson of the Public Safety & Transportation Committee, reported the committee had approved the installation of a stop sign at Harrison and Norbury and reviewed the Downtown Traffic Study with a recommendation to maintain Park Avenue between St. Charles Road and Michael McGuire Drive as a one-way. Public Works & Environmental Concerns Committee - Trustee Bill Ware, Chairperson No report Board of Local Improvements - Trustee Bill Ware, President No report Lombard Historical Commission No report VII. Village Manager/Village Board Comments Village Manager Scott Niehaus noted that Assistant Village Manager was attending a Lombard Parade Committee meeting. Village Manager Scott Niehaus congratulated Executive Coordinator Carol Bauer on her 50th anniversary January 3rd with the Village of Village of Lombard Page 2 Village Board of Trustees Minutes January 7, 2016 Lombard and noted that a recognition for her service is being planned. Village President Keith Giagnorio wished Village Clerk Sharon Kuderna and Village Trustee Robyn Pike happy belated birthdays. Village Clerk Sharon Kuderna reminded residents of the Blood Drive scheduled for January 13th. VIII Consent Agenda . Payroll/Accounts Payable A. 150579 Approval of Village Payroll For the period ending December 12, 2015 in the amount of $756,671.10. This Payroll/Accounts Payable was approved on the Consent Agenda B. 150580 Approval of Accounts Payable For the period ending December 18, 2015 in the amount of $670,297.47. This Payroll/Accounts Payable was approved on the Consent Agenda C. 150590 Approval of Accounts Payable For the period ending December 24, 2015 in the amount of $486,935.00. This Payroll/Accounts Payable was approved on the Consent Agenda D. 160001 Approval of Village Payroll For the period ending December 26, 2015 in the amount of $864,107.73. This Payroll/Accounts Payable was approved on the Consent Agenda E. 160002 Approval of Accounts Payable For the period ending December 31, 2015 in the amount of $1,849,262.41. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) F. 150573 PC 15-29: 390-396 E. St. Charles Road; Pioneer Day Care The petitioner requests that the Village grant: 1. a conditional use, pursuant to Section 155.414 (C) (5) of the Zoning Ordinance, to allow for Day care centers; 2. a variance from Section 155.414 (F) (1) to reduce the required Village of Lombard Page 3 Village Board of Trustees Minutes January 7, 2016 front yard setback from thirty feet (30’) to thirteen feet (13’); and 3. a variance from Section 155.414 (F) (4) to reduce the required rear yard setback from twenty feet (20’) to eleven feet (11’). (DISTRICT #4) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7163 G. 150583 Purchase of Two New Ford Transit Connect Vans Award of a contract to Currie Motors in the amount of $46,032.00; and approval of an ordinance delaring Village units PP208 and PP210 as surplus and authorizing their sale at public auction. Staff requests a waiver of first reading. Bid in compliance with Public Act 85-1295. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7164 H. 150587 Purchase of Two (2) Dodge Grand Caravans Award of a contract to Wright Automotive in the amount of $39,250.00; and approval of an ordinance declaring Village units CE401 and VH94 as surplus and authorizing their sale at public auction. Staff requests a waiver of first reading. Bid in compliance with Public Act 85-1295. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7165 H-2. 160015 Ordinance Amending Title 11, Chapter 112.13(A) of the Lombard Village Code Decreasing the number of licenses in the Class "R" liquor license category by one to reflect the closing of Lucky Strike Lanes, 100 Yorktown. (DISTRICT #3) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7166 H-3. 160016 Ordinance Amending Title 11, Chapter 110, Section 110.08(E) of the Lombard Village Code - Billiards; Bowling Alleys Decreasing the number of billiard/pool hall licenses by one to reflect the closing of Lucky Strike Lanes, 100 Yorktown. (DISTRICT #3) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7167 Other Ordinances on First Reading Village of Lombard Page 4 Village Board of Trustees Minutes January 7, 2016 I. 150525 PC 15-27: Yorktown Commons Planned Development The petitioner requests that the Village take the following actions on the subject property located within the B3PD Community Shopping District Planned Development (Yorktown Shopping Center and Yorktown Peripheral Planned Developments): PC 15-27A: Yorktown Shopping Center Planned Development Pursuant to Section 155.504 (A) (major changes in a planned development) of the Lombard Zoning Ordinance, amend the Yorktown Shopping Center Planned Development, as established by Ordinance No. 1172, and any companion zoning approvals, as follows: 1. A change to the geographical extent of the previously approved planned development and any companion zoning approvals; 2. Amend Section 3 (d) of Ordinance No. 1172 (Yorktown Shopping Center Planned Development) to read as follows: Off-Street Parking, There shall be required in lieu of all other off-street parking regulations of the Lombard Zoning Ordinance the construction and maintenance of a minimum of 7,500 6,800 parking spaces; and 3. Approve a Major Plat of Subdivision. PC 15-27B: Yorktown Peripheral Planned Development Pursuant to Section 155.504 (A) (major changes in a planned development) of the Lombard Zoning Ordinance, amend the Yorktown Peripheral Planned Development, as established by Ordinance No. 3962, and any companion zoning approvals, as follows: 1. A change to the geographical extent of the previously approved planned development and any companion zoning approvals; and PC 15-27C: Yorktown Commons Planned Development Pursuant to Section 155.502 (F) (3) of the Lombard Zoning Ordinance, approve a conditional use for a planned development with the following companion deviations, use exceptions, and variations: 1. Deviations and variations from the B3 Community Shopping District’s lot and bulk requirements, Sections 155.415 (D), (E), (F), (G), (H), (I), (J), and (K) of the Lombard Zoning Ordinance, to allow for the establishment of a form-based code based upon lot, bulk, and design standards and guidelines as set forth within the “Yorktown Commons Planned Development Design Guidelines” included within the petitioner’s submission; 2. To approved the “Yorktown Commons Planned Development Design Guidelines” as the preliminary plan for the subject property and to extend the timeframe for the final plan approval as set forth in the “Yorktown Commons Planned Development Design Guidelines;” 3. A variation from Section 155.508 (B)(3) of the Lombard Zoning Ordinance to allow for use exceptions, ground-floor residential dwelling units, for more than forty percent (40%) of the site area Village of Lombard Page 5 Village Board of Trustees Minutes January 7, 2016 or more than forty percent (40%) of the total floor area, whichever is less; 4. A variation from Section 155.707 to waive transitional landscape yard requirements where residential uses are proposed in the B3 zoning district; and 5. A variation from the Planned Development Standards, Article IX of the Lombard Zoning Ordinance, to establish the process for administration of the Yorktown Commons Planned Development as forth in Section IV of the “Yorktown Commons Planned Development Design Guidelines” and granting site plan approval authority to the Plan Commission, pursuant to Section 155.511 of the Lombard Zoning Ordinance. (DISTRICT #3) A motion was made that this Ordinance be continued. Enactment No: Ordinance 7172, 7173, 7174 J. 150574 PC 15-28: Text Amendments to the Zoning Ordinance - Fences The Village of Lombard is requesting text amendments to the Zoning Ordinance (Section 155 of the Code of Ordinances), as follows: 1. An amendment to Section 155.205(A)(1)(c)(ii)(b) relative to fencing opacity requirements in the clear line of sight area; 2. An amendment to Section 155.802 of the fence-open construction and fence-solid construction definitions; and 3. Any requisite companion amendments and references for clarity. (DISTRICTS - ALL) This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7175 K. 150575 Amending Village Code Regarding the Official Time for the Transaction of Village Business Amending Title 1, Chapter 10, Section 10.11(A) relative to a change from Daylight Savings Time to Central Standard Time. This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7176 L. 150576 Amending Lombard Village Code Relative to Liquor Establishment Closing Hours Ordinance amending the Village Code relative to the ban of service of alcohol during the extra hour between 1:00 am and 2:00 am created as a result of the Fall time change from Daylight Savings Time to Central Standard Time on the first Sunday in November. This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7177 Village of Lombard Page 6 Village Board of Trustees Minutes January 7, 2016 Ordinances on Second Reading Resolutions M. 150516 Solid Waste Contract Recommendation from the Public Works & Environmental Concerns Committee to waive bids and approve a contract with Waste Management for solid waste collection and disposal services for the period of April 1, 2016 through March 31, 2021. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 1-16 N. 150517 Mosquito Control Contract Recommendation from the Public Works & Environmental Concerns Committee to waive bids and approve a contract with Clarke Environmental Mosquito Management in the amount of $88,710.00 per year for mosquito control services for 2016 and 2017 with an option to extend for 2018. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 2-16 O. 150567 Downtown Restaurant Forgivable Loan - 101 W. St. Charles Road (Babcock's Grove House) Request to approve a Downtown Restaurant Forgivable Loan for the property located at 101 W. St. Charles Road . (DISTRICT #1) This Resolution was adopted on the Consent Agenda Enactment No: R 3-16 P. 150578 Hill Avenue Bridge, Local Public Agency Agreement Approval of a Local Public Agency Agreement for Federal Participation. (DISTRICT #1) This Resolution was adopted on the Consent Agenda Enactment No: R 4-16 Q. 150584 Geotechnical Engineering, Construction Material Testing and Environmental Services Contract (Three Resolutions) Approving the third year of two year agreements with Testing Services Corporation, Seeco Consultants and Wang Engineering in a total amount not to exceed $200,000.00. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Village of Lombard Page 7 Village Board of Trustees Minutes January 7, 2016 Enactment No: R 5-16, 6-16, 7-16 Other Matters R. 150581 Tree & Stump Removal Request for a waiver of bids and approval to extend a contract with Ciosek Tree Services in an amount not to exceed $50,000.00. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda S. 150586 Snow and Debris Hauling Request for a waiver of bids and approval to extend the contract with Nagel Trucking in an amount not to exceed $90,500.00. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda T. 150592 Facility Cleaning Services - Public Works, Village Hall & Police Buildings Request for a waiver of bids and approval of a contract extension with Advanced Cleaning Systems, Inc. in an amount not to exceed $61,068.00. Public Act 85-1295 does not apply. (DISTRICT #6) This Bid was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Mike Fugiel, seconded by Trustee Bill Ware, to Approve the Consent Agenda The motion carried by the following vote Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware IX. Items for Separate Action Ordinances on First Reading (Waiver of First Requested) Other Ordinances on First Reading Ordinances on Second Reading Resolutions 150118 Quarterly Lombard Town Centre Report - 4th Quarter Quarterly report presented by Sarah Richardt to the Village Board. Sarah Richardt, Executive Director of the Lombard Town Centre, provided the quarterly LTC report as follows noting that this was Village of Lombard Page 8 Village Board of Trustees Minutes January 7, 2016 actually the fourth quarter 2015 report. She spoke of LTC partnering with the Village for over ten years and about what an exciting year it had been for LTC and the Village. She spoke of the Downtown Revitalization Handbook that had been adopted and how this is all coming to fruition with outdoor dining and more restaurants and businesses locating in the downtown. 2015 brought eleven new businesses (1 restaurant, 3 retail, 1 medical, 2 yoga studios, and 4 service related businesses) to the downtown and filled stores that had been vacant for decades. She noted that two businesses in the downtown had expanded their businesses and there was a 92% retention rate in the downtown. The Esquire Men's Barber Shop had just celebrated 20 years of business, Feel Good Hair had celebrated 10 years, the Dance Centre had celebrated 30 years,Tom Masterson Insurance had been in business for almost 20 years and Fairy Tales had been in business for over 20 years. She spoke of the downtown providing a market for everyone to shop and dine; 339 e-blasts that were sent out, 103 community events had been held, and 81 Facebook business posts which equal a great partnership with the downtown businesses and LTC. She noted that the businesses are actually calling LTC and doing their own special events and promotions. She spoke of the 10,000 plus who had visited downtown Lombard for various events. The 18th season of Cruise Nights will again begin in June; Spooktacular participation had increased by 130%; the Hotel tour brought in 320 people interested in the history of Lombard which generated $3,000; various viewing events bring hundreds of excited sports fans to the downtown; and other events such as family movie nights, Jingle Bell Jubilee, and Ale Fest also bring in visitors. LTC will be looking at additional business sponsorships for events. She noted that these events spill over to the downtown businesses. LTC is already planning events for 2016 and has begun to discuss a new event which has not as yet been made public. She spoke of LTC creating a Strategic Plan and how LTC wants to bring the LTC Board, the residents, the businesses all together. She talked about partnerships with the Village, the Park District and other agencies. She encouraged residents and business owners to provide input to LTC. LTC will be looking at an LTC phone application which can be downloaded to phones to receive alerts on events, purchase gift cards, etc. She spoke of everyone working together for a better downtown and how businesses are taking the lead on events. LTC will be working on a sustainable future for Lombard Town Centre. Trustee Whittington inquired about Small Business Saturday. Sarah Richardt indicated that LTC will be working on an event to recognize small businesses. Village of Lombard Page 9 Village Board of Trustees Minutes January 7, 2016 A. 150521 Lombard Town Centre Request for Funding - Calendar Year 2016 Resolution providing funding for Lombard Town Centre as the official Illinois Main Street Program organization serving the Village of Lombard. (DISTRICTS #1 and #4) Trustee Bill Johnston, Chairperson of the Economic & Community Development Committee gave the following statement: Background - On November 16 and December 14, 2015 the ECDC discussed the annual funding request for Lombard Town Center. Following discussion on December 14, the Committee recommended that the Village Board approve funding for FY 2016 in the amount of $60,000. This amounts to an increase of $5,000 over the FY 2015 request. The purpose for the additional funding is to help support additional costs related to a survey and strategic planning process to be undertaken by the LTC Board during the 2016 calendar year. Since the ECDC discussion began on this request, I have received many comments and questions regarding the function and purpose of the LTC organization. As a relatively new Village Trustee, I try my best to collect as much information as possible before coming to my own opinion on all issues. I have spent several hours and had dozens of conversations regarding LTC and the funding request for 2016. Prior to sharing my thoughts on this issue with the Village Board and the public, I think it is important to share with you the questions/comments that were most prevalent as I did my data collection. A summary of that information is provided below. Is the Village Board’s debate over LTC funding based upon a concern over their performance or role in the community? - The simple answer to this question in my mind is an emphatic “NO”. In a community such as Lombard, there is absolutely a place and a purpose for a group like LTC. They provide multiple benefits to the community including the marketing of opportunities in the downtown area, assistance in the retention of existing businesses, a forum for business to business interaction and programming of special events that help to market the downtown and the community as a whole to the surrounding area. If the Village Board is not concerned with the performance of LTC than why are they concerned over the annual funding request? Simply put, the Village’s concern is based in sustainability. The annual funding request from the Village this year is $60,000. This represents approximately 80% of their operating budget. Given that the Village works with a finite amount of financial resources, it is difficult for us to support LTC at such a high level into perpetuity. The Village still needs to provide 100% essential city services including police, fire and public works in a time where our revenue streams may be impacted by the State of Illinois fiscal disaster. While we do want to support LTC and be a partner we need them to come up with a plan Village of Lombard Page 10 Village Board of Trustees Minutes January 7, 2016 to be more self-sustaining in the future. The LTC group has been around for a long time and been funded by the Village throughout its history. Why is this issue coming up now? Two primary reasons. The first lies in the age of LTC itself. It has been around for over 10 years. The concept of LTC being more self reliant has been discussed for many years but it has never come to fruition. Secondly, the Village’s support of LTC does not come from its general fund. In fact, it comes from the Village’s downtown TIF district which is due to expire in 2023. The funds in this TIF may run out in the very near future and will definitely not be available after 2023. After that time, the Village would be required to fund LTC from its general fund which would put those resources in direct competition to the essential services of police, public works, fire, etc. Why hasn’t LTC been able to come up with a plan for being more sustainable? This question was asked of the LTC by myself and Mayor Giagnorio in a meeting on December 3rd. As it was explained to us, LTC has recently gone through a major turnover of its board members. In addition, since the board members are all volunteer and there is limited staff, they have never been able to complete a strategic plan due to the fluid nature of their leadership. That is why they budgeting and preparing to conduct a survey and strategic plan this year. If the Village Board does approve the FY 2016 funding request for LTC, what will be expected in terms of the LTC board? First off, it is important to note that the Village has required specific items from LTC in conjunction with our past funding. Specifically, they are required to provide an annual audit of their financials. Also, beginning in 2014, LTC has been required to provide quarterly reports to the Village Board in public at our board meetings. I am pleased to report that LTC is in compliance with both of these requirements. In terms of new requirements this year, the LTC has committed to the following in a letter sent to the Village on December 8, 2015: - They are prepared to commence an extensive strategic planning process in January which will be completed no later than June of this year; - Their strategic planning process will including a survey document to obtain input from both the residential and business community in the village - Their strategic planning process will include participation from representatives of the village; and - Their strategic planning process will include a plan to come up with a realistic fund raising program that will be implemented over the next 3 to 5 years. Will the Village be an active participant in assisting LTC in preparing their strategic plan? Absolutely. The Village intends to be a partner with LTC in their process so that we can have input and comment into their efforts. This is a minimum requirement for the Village of Lombard Page 11 Village Board of Trustees Minutes January 7, 2016 Village based upon our financial support of LTC. I am pleased to say that LTC agrees with our involvement and has invited us to be a partner. What is the time frame for reporting back to the Village Board? LTC has committed to completing their process by June 2016. This is necessary from the Village perspective because we commence our budget process in July and August and any decision for funding LTC in FY 2017 will likely be made during that time. As such, the Village will need to see what LTC’s 3 to 5 year plan will be. What is the ultimate goal of the Village in terms of this discussion? The goal of the Village, and the LTC for that matter, is to have a plan adopted that will reduce the amount of funding provided by the Village. At present, the Village provides over 80% of the LTC operating budget. A better and more sustainable balance needs to be obtained. Ideally, LTC will be able to generate the majority of their funding through membership dues, sponsorships and fundraising within 3 to 5 years. In summary, Trustee Johnston noted that the recommendation from the ECDC was to approve the LTC request for the FY 2016 year in the amount of $60,000. However through his discussions with the members of the Village Board, he indicated that there may be a difference of opinion of the Board members. Based on that, he was prepared to offer his thoughts and to have the other Board members also offer their thoughts on this matter. Trustee Foltyniewicz inquired about marketing and the LTC audits for 2014 and 2015. He noted that LTC had been mentioned about 60 times in the report that Trustee Johnston had just provided and thought that was a great marketing strategy. Director of Finance Sexton noted that the 2014 audit had been received and the company that handles the audit complimented LTC on their report and maintaining controls for a small organization. The company also made recommendations for LTC which had been adopted. The audit for 2015 had not as yet been received as it usually takes time following the year-end to complete the audit. Trustee Foltyniewicz inquired about the operating budget and asked if the budget included any funding for police, fire department or public works personnel at events. Village Manager Niehaus noted that the LTC operating budget is $73,000 and that does not include any in-kind funding for police, fire or public works personnel at events. The $60,000 represents 80% of the operating budget. He spoke of other assistance through grant programs, but the grant programs do not cover operating budgets. Trustee Ware inquired about communications and staying in touch with businesses and what methods are used. Sarah Richardt spoke of e-blasts to the businesses to keep them updated; business-targeted e-mails; and that most communication is done via a written document being delivered to the businesses. Village of Lombard Page 12 Village Board of Trustees Minutes January 7, 2016 Chris Cholewa, LTC Board President, noted that the Board members also visit the businesses personally and reach out to them on a regular basis. They want to learn from the business owners about their concerns and needs and they want to keep everyone in the loop as to what is going on in downtown Lombard. Sarah Richardt noted that some business owners change their e-mail addresses and LTC may not have their current information so they reach out to the businesses personally as well as e-mail. Trustee Ware asked if all businesses are included or only the ones that are members of LTC. Sarah Richardt noted that all businesses are included not just the ones that are LTC members. President Giagnorio inquired about the percentage of businesses that are members. Sarah Richardt indicated that out of the 50 businesses in downtown, 38 are members. There are also LTC members that are not located in downtown and noted a Glen Ellyn business is an LTC member. She stated that in 2012 there were only 14 businesses that were LTC members and there were only 38 businesses and how much that had increased. She also indicated there are businesses that have not joined LTC, but are still involved in the downtown, sponsor events and are involved in activities, but have just not become LTC members. She stated that LTC does not discriminate between businesses that are LTC members and those that are not members. She indicated that she is not pushy as far as businesses joining LTC, but that she does reach out to the businesses and reminds them of the membership opportunity. She spoke of having a good relationship with all of the businesses. She noted that the LTC Board would be focusing on putting together a Strategic Plan. The question came up relative to what is actually considered the downtown. One main focus of the Strategic Plan would be to identify the boundaries of the downtown. Trustee Foltyniewicz questioned what the boundaries are. Chris Cholewa stated there are different opinions as what is considered downtown and that it is important to determine what the downtown boundaries are. She noted that it was important to get everyone's opinion relative to this question. Trustee Whittington felt LTC did a good job serving as a conduit to the businesses; that the face-to-face contact with the businesses was good and that LTC served as the face of downtown. He asked about the outreach that LTC did relative to the 11 new businesses and how were they involved in getting the new businesses to Lombard. Sarah Richardt noted that not only was she involved, but the Board members as well. She stated she was the least involved with Mesa Electronics, but had been involved in many of the new businesses choosing downtown Lombard. Chris Cholewa noted that Sarah often spends a great deal of time with Village of Lombard Page 13 Village Board of Trustees Minutes January 7, 2016 new businesses helping them find a location and taking them through the Village process. Sarah devoted a great deal of time with the yoga studio. She felt that Sarah takes each business to heart and makes sure that they get settled into their new location. Trustee Whittington questioned if LTC had any new Board members. Chris Cholewa indicated that there were currently four members on the LTC Board, noted it was difficult to get volunteers and spoke of some negativity and a difficult time to get volunteers. Trustee Whittington felt new Board members would provide new energy and ideas to the LTC Board. Chris Cholewa noted that LTC also needed support from the residents and the community. Trustee Whittington inquired if there were plans to find a new Vice President and Secretary. Sarah Richardt and Chris Cholewa both indicated absolutely. Trustee Whittington inquired about the Strategic Plan facilitator and if that contract was already in place; questioned the LTC Board meeting date; asked about who would be writing the grants; asked about bringing the consultant to the February ECDC meeting; asked about a 3-5 year plan and what is the 1-3 year plan. Chris Cholewa noted that the consultant was in place relative to the Strategic Plan; noted the January Board meeting had been moved; noted there would be a short and long term Strategic Plan; she would be working on the grants. Trustee Whittington asked about fundraising. Chris Cholewa noted that LTC had met relative to fundraising efforts. Trustee Whittington asked about committees. He noted that he had offered to assist with fundraising, but that no one from LTC had contacted him. Chris Cholewa noted that there had been a few meetings and respectfully noted that not all committees and members work together well. She noted that LTC would appreciate his involvement. Trustee Whittington noted that LTC needed at least four people on the Board and asked if there was a promotions chair. Chris Cholewa indicated the promotions chair was the landscape architect design committee chair. She spoke of the Main Street Program and that the Main Street structure may not be the best for LTC. She noted she is determined to make LTC sustainable; spoke of planning for the future and making a difference downtown; and spoke about what the future holds. Sarah stated that Chris came on the Board in March and noted that there had never been a Strategic Plan. That is one of Chris's main focuses. She spoke of the three-legged chair theory and that the LTC Board is not making any recommendations until thinking things through. Trustee Whittington questioned if Spooktacular was shrinking. Chris Cholewa indicated that events are revenue driven and how Village of Lombard Page 14 Village Board of Trustees Minutes January 7, 2016 expenses can not and should not be more than revenue. LTC will make wise decisions on the parameters of events and the size of the event and audience. Spooktacular always receives great reviews and LTC will review if they should take the event to the next level and what that level would be. Trustee Whittington asked how LTC assists with Ale Fest. Sarah Richardt noted that she attended the Ale Fest meetings; a lot of the LTC Board members volunteered at Ale Fest; the LTC sold tickets to the event on behalf of Ale Fest so people had a face-to-face contact; and that LTC earned money from Ale Fest. She also noted that LTC helped with tables and chairs, getting information out about the event and helping the day of the event. Trustee Whittington inquired about fundraising. Chris Cholewa noted that LTC will be looking at having an LTC app that can be added to a phone and that this can generate money for LTC through the sale of gift cards, etc. She also noted the mobile app could blast out reminders on events and last-minute specials for businesses such as a live music tonight or drink specials. She noted that the consultant brought this to LTC's attention. The app is business-friendly and would be used to help promote events and specials downtown. Trustee Whittington asked about involvement with the Lilac Time Arts & Craft Fair and suggested the LTC be more involved. Sarah Richardt indicated LTC was involved and she will be attending a planning meeting next week. Trustee Ware noted that he wanted all businesses to be treated the same. President Giagnorio indicated that with LTC looking for new volunteers now was a great opportunity to reach the residents by being on live broadcast of the meeting. Sarah Richardt urged residents interested in volunteering to call 630-620-8063 or e-mail her at director@lombardtowncentre.org noting that anyone can be involved and make a difference. Chris Cholewa and Sarah Richardt thanked the Village Board. Trustee Johnston indicated he would make a motion for the Village Board to authorize funding for 2016 for LTC in the amount of $55,000. A motion was made by Trustee Bill Johnston, seconded by Trustee Bill Ware, that the Lombard Village Board approve 2016 funding for Lombard Town Centre in the amount of $55,000. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Enactment No: R 8-16 Village of Lombard Page 15 Village Board of Trustees Minutes January 7, 2016 Other Matters B. 150591 Agreement with Fraternal Order of Police (FOP)-Police Sergeants Approval of an agreement between the Fraternal Order of Police - Police Sergeants and the Village of Lombard. Contract begins January 1, 2016 and ends December 31, 2019. Trustee Foltyniewicz noted that he would be abstaining from voting on this matter as he is a police officer in a neighboring community and did not want it to appear that there was a conflict of interest. A motion was made by Trustee Bill Johnston, seconded by Trustee Bill Ware, that the Agreement between the Village of Lombard and the Fraternal Order of Police (FOP) for Police Sergeants be approved. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware X. Agenda Items for Discussion XI. Executive Session XII. Reconvene XIII Adjournment . A motion was made by Robyn Pike, seconded by Trustee Bill Johnston, that the regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, January 7, 2016 in the Board Room of the Lombard Village Hall be adjourned at 8:50 p.m. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Village of Lombard Page 16