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Minutes - 10/25/2005 - Commercial Revitalization Task ForceMINUTES OF THE OCTOBER 25, 2005 COMMERCIAL REVITALIZATION TASK FORCE OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN DECEMBER 22, 2005. 1. CALL TO ORDER: The Commercial Revitalization Task Force was called to order by President Quinlan in the Upper Level Conference Room of the Butler Government Center at 5:40 p.m. 2. ROLL CALL: Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Kevin M. Quinlan, Trustees Jeffrey J. Kennedy, Robert G. Sanford, Plan Commission Chairman Lexi Payovich, Zoning Board of Appeals Chairman Champ Davis and Community Development Director Robert Kallien. ABSENT: None. IN ATTENDANCE: Richard B. Boehm, Village Manager. 3. A. APPROVAL OF MINUTES: Motion by Trustee Kennedy, seconded by Trustee Sanford, to approve the Minutes of the August 23, 2005 meeting as presented. VOICE VOTE: Motion carried. 4. UNFINISHED BUSINESS: A. Review of Consultant Request for Qualifications Manager Boehm distributed the RFQ that has been sent out and the due date to return to the Village is November 8, 2005. He asked what types of questions should be asked from this Committee. President Quinlan suggested that Manager Boehm and Community Development Director Kallien review the top three written responses of similar jobs they have produced and then have them give their presentations to the Task Force members. Chairman Davis recommended land planner Ted Johnson whose office is located in Oak Brook to have his firm submit a proposal. Trustee Kennedy recommended having responses from the residents and commercial sector of Oak Brook of this process. Trustee Sanford noted that the Chamber of Commerce's meetings on revitalization of the area has been well received. Director Kallien explained that the consulting firms are aware of what Oak Brook needs for a revitalization project and will recommend infrastructure improvements, etc. Manager Boehm suggested including what types of recommendations the firms have made to other communities and have they coordinated or been the designer of Commercial Revitalization Task Force Page 1 of 4 October 25, 2005 Minutes 4. A. streetscapes. Director Kallien asked what is the best time for the survey. The Committee discussed the time table of interviewing firms and presenting their recommendation to the Village Board, as it would be January, 2006 before awarding contracts. B. Discuss Village of Oak Brook /Greater Oak Brook Area Chamber of Commerce /ComEd Business Survey Manager Boehm explained that ComEd has developed a survey to communities as an economic development tool in conjunction with DCCA and in coordination with the Oak Brook Chamber and the Village of Oak Brook. The survey includes such questions as what is their customer base, what are their power demands, generalized questions on businesses, employees based questions such as where do they come from and what types of problems do they have with their employee transportation. Does the Committee want to include signage. A team representing Oak Brook is needed to contact corporate executives on this survey. ComEd will hold training for the survey process. President Quinlan recommended that the members of the Plan Commission, Zoning Board of Appeals and the Village Board would consider interviewing our corporate executives for this survey. Chairman Davis asked if this questionnaire would be sent in advance so that the questions could be answered during the interview process. Trustee Sanford noted that Oakbrook Terrace is having the Chamber perform their survey interviews. He suggested proceeding with the consultant process and then have the survey interviews. President Quinlan returned to the question of signage in Oak Brook and if it is a barrier or restrictive for businesses. Chairman Davis suggested that rules, restrictions and regulations in general that a business would like to have changed. Trustee Kennedy suggested that the survey be modified to include such items as sewer rates that impede redevelopment. Manager Boehm asked to have the members respond via e -mail with their comments to him or Director Kallien. Chairman Payovich recommended that the survey be mailed in advance so that a detailed response could be given before the interview. President Quinlan agreed to pre -mail the survey so that they can respond well. C. Discuss Task Force's Future Activities Commercial Revitalization Task Force Page 2 of 4 October 25, 2005 Minutes 11 5. [a President Quinlan indicated coordinating the survey along with respective Board members to be done. He is drafting a letter with Manager Boehm to all companies in Oak Brook as a public relations tool thanking them for having their business reside in Oak Brook. The letter could indicate that some of the corporate residents would be contacted in regards to this survey and if they want to participate in this survey to contact his office. He would also include comments of the encouraging economic redevelopment in our community. Manager Boehm distributed a list of redevelopment projects that are occurring presently in Oak Brook or are being planned. Director Kallien prepared the list and explained the projects that are proposed and that are occurring. He indicated that if all these projects occur, his department will need the staff to respond to all that will occur. President Quinlan will announce many of these projects to the public at the Village Board meeting this evening. Manager Boehm distributed the scope of services for the beautification project for Oak Brook. The draft has been reviewed by Mr. Hitchcock from the Hitchcock Group. They proposed a Phase I, Phase II Design and quantified the value of this. Trustee Kennedy recommended that the residents and homeowner association presidents be involved in this process or as this project moves forward, they need to be aware of what is occurring. President Quinlan recommended engaging the homeowner association presidents to take part in this process and be informed of what is occurring. Manager Boehm explained that there are interest groups that are to be contacted in this process. President Quinlan suggested after the RFQ's come in to allow the public to come and address their issues on this revitalization process. NEW BUSINESS: A. Develop Report for Board of Trustees on Activities of Task Force President Quinlan reviewed his report to the Board that he would announce the RFQ process that the top consulting firms will be narrowed down by Manager Boehm and Director Kallien. Interviews are planned for December and January with Village Board approval of hiring. The ComEd Business Retention Survey will be conducted in Oak Brook in February which will be conducted by the Plan Commission, Zoning Board of Appeals and Village Board of Trustees members on a one -on -one interview. A Village letter will be sent to business executives in Oak Brook thanking them for Commercial Revitalization Task Force Page 3 of 4 October 25, 2005 Minutes 5. A. having their business located in Oak Brook and informing them of the survey that will be coming and if they want to be a part of it The Task Force objective is to keep everyone informed by disseminating information from the Board to the press and homeowner association presidents In mid to late November an open forum will be held by the Task Force to address to the Village what the members are trying to accomplish He will announce what projects are occurring in Oak Brook and are proposed. Manager Boehm suggested using the website more to disperse information and place the Task Force on the website. Chairman Davis asked if the Village received ten or twelve consulting firm responses, would they want to limit it to only three. Director Kallien suggested not less than three proposals be accepted for review by the Task Force 6 ADJOURNMENT Motion by Trustee Kennedy, seconded by Trustee Sanford, to adjourn the Commercial Revitalization Task Force at 7:00 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMC Village Clerk Commercial Revitalization Task Force Page 4 of 4 October 25, 2005 Minutes