evaluation

2012 Annual Performance Evaluation David Fieldman Village Manager December 18, 2012

Honorable Mayor & Council Members, December 31, 2012 marks the conclusion of my fourth full year of serving as Village Manager. In 2012 the Village achieved significant, measurable results consistent with the Strategic Plan Goals noted below.

•Steward of Financial and Environmental Sustainability •Exceptional Municipal Services •Top Quality Infrastructure •Strong, Diverse Local Economy •Continual Innovation This report highlights results and achievements of 2012 in support of each of the five Strategic Plan Goals. In addition, the report summarizes the accomplishments in support of the Village’s stated objective of being a recognized leader among municipalities.

The achievements and accomplishments were made possible by an engaged Village staff with each staff member playing his or her role. My role as Village Manager is to create the conditions and circumstances that allow employees to excel at their jobs. I do this by establishing the leadership philosophy. This philosophy, commonly referred to as “How We Roll in Downers Grove” includes three key points – Tough on Issues, Easy on People, Communication Makes Us Better, and Great Ideas Come from Anyone and Everyone. This leadership philosophy has become the culture of the Village and is bolstered by the effective working relationships that I have developed with the departments heads as well as Village Council members.

I have created an environment that fosters effective, cooperative interactions among staff in all departments and among all roles in the organization. Staff members are encouraged to work cooperatively and are empowered to do their work. The accomplishments detailed in this evaluation are the product of effective leadership and an engaged staff.

Sincerely,

David Fieldman

Table of Contents Steward of Financial & Environmental Sustainability Created Stormwater Utility Executed Agreement with PACE Issued $35 Million in Bonds Reduced Fire Department Overtime Improved Fire Department Responses Restructured Fire Prevention Bureau Launched Monthly Recycling Improved Risk Management Amended Knottingham Water Rates Executed Contract with Local 150 Privatized Downtown & Train Station Snow Removal Top Quality Infrastructure Completed Belmont Underpass Invested $19 Million in Infrastructure Reconstructed Streets Constructed 2nd & Cumnor Detention Facility Completed Facility Condition Report Improved Neighborhood Traffic Management Facilitated North High Improvements Exceptional Municipal Services Arranged for Electrical Supply Hosted ComEd Townhall Meeting Launched Facebook Page Extended Sign Ordinance Compliance Deadline Implemented Downtown Parking Changes Partnered with Drug Enforcement Agency Re-Accredited Police Department Completed Vacant Property Registry Report Implemented E-Lock Box

Strong, Diverse Local Economy Attracted Aston Martin Dealer Retained Packey Webb Ford Midwestern University Expansion ASGE Headquarter Construction Redevelopment Agreement with Charles Place Sales Tax Agreement with Lemon Tree Amended OASIS Program Continual Innovation Partnered with County on Social Services Database Vehicle Maintenance Partnerships Transitioned to Google Apps Created On-Line Pay Check Stubs Created On-Line Job Application Launched Interoperable Radio System Recognized Leader Among Municipalities Awards & Recognitions Presentations & Publications Downers Grove on Television

Fieldman Evaluation 2012

Steward of Financial & Environmental Sustainability

Fieldman Evaluation 2012

Steward of Financial & Environmental Sustainability

Created Stormwater Utility http://www.downers.us/res/stormwater-management/stormwater-utility

• • •

Created Permanent, Sustainable, Dedicated Funding Source for Stormwater Infrastructure System More Equitable Funding Structure with Payments Based on Impervious Area Expanded the Fee Base with All Properties Paying Fees

We Implemented a Project That Has Been Discussed for 10 Years

Fieldman Evaluation 2012

Executed Agreement with PACE http://www.downers.us/top-stories/2012/03/23/new-pace-agreement-sustains-commuter-shuttle

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Eliminated Annual Operating Deficit for Village Bus System All Expenses Covered by PACE and Bus Riders Allows for Reduction of Accumulated Deficit Using Interest Income Growth Additional Streets Being Resurfaced as $185,000 of Gasoline Tax Revenue was Shifted to Street Resurfacing Program

No Village Funds Used to Operate Buses

Steward of Financial & Environmental Sustainability

Issued $35 Million in Bonds http://www.downers.us/top-stories/2012/04/05/village-retains-aa-bond-rating http://www.downers.us/public/docs/agendas/2012/04-10-12/ORD00-04868_BOND.pdf

• • • •

Funds Used to Reconstruct Streets That Have Fallen into Disrepair Funds Used to Construct Needed Water System Improvements Existing Revenues Used to Make Debt Service Payments AA+ Bond Rating Kept Cost of Borrowing Low

S&P Report Offered Strong Endorsement of LRFP Process

High Priority Action Item

Fieldman Evaluation 2012

Reduced Overtime in Fire Department • • • •

Reduced Annual Expenses by $150,000 No Reduction in Paid Time Off for Employees Savings Achieved by Changes in Employee Scheduling No Changes in Service & Staffing Levels

LEAN Approach Applied to Firefighter Scheduling

Improvements Made Possible by Changes in Fire Union Contract

Steward of Financial & Environmental Sustainability

Improved Fire Department Responses • • • • •

Improved Service Levels While Reducing Expenses 70% Fewer Call Responses by the Ladder Truck Reduced Expenses for Vehicle Operation & Maintenance Extends the Life Expectancy of the Ladder Truck and Engines Reduced Reliance on Mutual Aid Support

LEAN Approach Applied to Fire Responses

Improvements Made Possible by Effective Engagement of Firefighters

Fieldman Evaluation 2012

Restructured Fire Prevention Bureau

http://www.downers.us/public/docs/agendas/2012/07-17-12/RES00-04913_BRYCER.pdf

• • • • •

Reduced Staffing Levels (Eliminated a Full-Time Inspector Position) Reduced Costs and Time Spent on Entering Inspection Results by Using Computer Tablets and a Cloud-Based Data Entry System Reduced Costs and Time Spent on Entering Annual Performance Reports by Outsourcing Data Entry Increased the Frequency of Fire Inspections – Now on Track to Complete One Inspection Per Year for Each Building Subject to Inspection Use On-Duty and Off-Duty Firefighters to Perform Inspections

LEAN Approach Applied to the Fire Prevention Bureau

Improvements Made Possible by Changes in Fire Union Contract

Steward of Financial & Environmental Sustainability

Launched Monthly Electronics Recycling http://www.downers.us/top-stories/2011/11/01/electronics-recycling

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Provides Residents an Opportunity to Dispose of Electronics That Cannot Be Placed in Landfills

Fieldman Evaluation 2012

Improved Risk Management • • •

Reduced Employee Injuries by 68% (May to November 2012 as Compared to 2007 to 2011 Average) Reduced Average Cost of Workers Compensation Claims by $10,000 Reduced Expenses by Using Staff Attorney to Handle Workers Compensation Claims

Improvements Made Possible by the Creation of a Staff Safety Team

Steward of Financial & Environmental Sustainability

Amended Water Rates for Knottingham Residents http://www.downers.us/public/docs/agendas/2012/08-21-12/RES00-04983_PW.pdf

• • • •

Increases Revenue by $37,000 Annually Reduces Time Spent on Processing Water Bills Ensures that Village Sells Water for More than the Cost of Purchasing Water Treats Knottingham Residents the Same as All Other Water Customers

LEAN Approach Applied to Water Billing

Fieldman Evaluation 2012

Executed Contract with Local 150 http://www.downers.us/public/docs/agendas/2012/08-21-12/RES00-04983_PW.pdf

• • • •

Controlled Personnel Expenses – Wage Increases Similar to Non-Union Improved Management Rights Allowed for Reinstatement of Seasonal Employees Enhanced Ability to Out-Source Activities

New Contract Led to Operational Expense Reductions

High Priority Action Item

Steward of Financial & Environmental Sustainability

Privatization of Snow Removal for Downtown & Train Station http://www.downers.us/public/docs/agendas/2012/11-13-12/MOT00-05049_WinterOps.pdf

• • • •

Reduced Costs of Snow & Ice Control by $8,000 Per Year Complete Snow Routes 30% Quicker Eliminates the Need for Village-owned Specialty Vehicles Decreases Risk and Liability Expenses

Improvements Made Possible by Changes in PW Union Contract

Fieldman Evaluation 2012

Top Quality Infrastructure

Fieldman Evaluation 2012

Top Quality Infrastructure

Completed Belmont Underpass http://www.downers.us/top-stories/2012/10/12/metra-celebrates-belmont-road-underpass

• • • • •

Improved Vehicular and Pedestrian Safety Enhanced Traffic Flow Increased Number of Commuter Parking Spaces Improved Access to Ellsworth Business Park No Village Funds Used

Fieldman Evaluation 2012

Invested $19 Million in Infrastructure Projects http://www.downers.us/construction-updates

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Improved Overall Condition of Village Streets – Increased Street Segments in “Good” Condition from 25% to 35% – Decreased Street Segments in “Very Poor” to “Failed” Condition from 22% to 16%

• • •

Expanded & Maintained the Sidewalk System Replaced Aging Watermains Expanded & Maintained the Stormwater Management System $14.2 Million in Streets $3.4 Million in Water System $1.3 Million in Stormwater System $730,000 in Sidewalks

Top Quality Infrastructure

Reconstructed Streets http://www.downers.us/construction-updates/knottingham-subdivision-watermainroad-work http://www.downers.us/construction-updates/valley-view-estates-watermainroad-work http://www.downers.us/construction-updates/grove-st-reconstruction

• • • •

Reconstructed Knottingham & Valley View Subdivision Streets and Grove Street Included Traffic Calming Measures to Reduce Speeds Coordinated Street Reconstruction with Watermain Replacements to Reduce Costs and Resident Disruption Created Model Project of Environmentally Sustainable Street (Grove Street)

First of Many Street Reconstructions That Will Take Place in Next 5 Years

Fieldman Evaluation 2012

Constructed 2nd & Cumnor Detention Facility http://www.downers.us/top-stories/2012/09/25/praise-for-2nd-and-cumnor-improvements

• • •

Alleviated Structure & Street Flooding in the Area Created an Environmentally Sustainable Detention Facility Increased Public Awareness Using a QR Code & Informational Sign

Named American Society of Civil Engineers “Project of the Year”

Top Quality Infrastructure

Improved Neighborhood Traffic Management http://www.downers.us/public/docs/board_commission/transportation_parking/Agenda_11-16-11.pdf

• • • • •

Improved Traffic Management in Whittier School Neighborhood Reduced Average Vehicle Speeds Increased Pedestrian Safety by Redesigning Pedestrian Street Crossings Improved Intersection Safety by Adding Signage at All Intersections Received Grant Funding for Future Improvements at 55th & Main and 55th & Fairview

First Neighborhood Traffic Study. Many More Planned.

Cost Effective Alternative to Physical Traffic Calming Improvements

Fieldman Evaluation 2012

Completed Report of Facility Conditions • • • •

Accurately Assessed the Condition of Each Village Building Created a Prioritized List of Improvements to Each Building Developed Cost Estimates for All Improvements Have the Information to Make Facility Investment Decisions as Part of Long Range Financial Planning

High Priority Action Item

Top Quality Infrastructure

Facilitated Improvements at North High School http://www.csd99.org/construction-updates/

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• •

Reduced District 99 Construction Costs by $500,000 by Working with District and DuPage County on Stormwater Regulation Changes Savings Allowed District 99 to Construct an Artificial Surface Field – Increasing the Number of Playable Days Improved the Design of the Main Street Parking Lot – Reducing Potential Impacts on Adjacent Residential Properties

Example of an Effective Inter-Governmental Partnership

Fieldman Evaluation 2012

Exceptional Municipal Services

Fieldman Evaluation 2012

Exceptional Municipal Services

Arranged for Electricity Supply http://www.downers.us/top-stories/2012/01/17/electrical-aggregation-update

• •

Reduced Resident Electric Bills by an Average of $350 Per Year Enhances the Use of Renewable Energy Sources by Purchasing Renewable Energy Credits (100% Offset)

Program Administration Expenses Were Reduced Significantly by Partnering with Westmont

High Priority Action Item

Fieldman Evaluation 2012

Hosted ComEd Townhall Meeting http://www.downers.us/res/utilities/comed

• • •

Resulted in Improvements to ComEd’s Electrical Distribution System (Tree Trimming & Equipment Replacement) Improved Reliability of the System Improved Communication & Relationship with ComEd

ComEd Townhall Meeting Now an Annual Event

Exceptional Municipal Services

Launched Facebook Page http://www.downers.us/top-stories/2012/02/01/now-on-facebook

• • • •

Enhanced Communication to Residents and Other Stakeholders Provide Two Posts Daily Helps Establish the Village as a Primary Source for News and Information Expands an Already Extensive Communication Effort

Communication Enhancement Achieved

by Shifting Resources, Not Adding Staff

Fieldman Evaluation 2012

Extended Sign Ordinance Compliance Deadline http://www.downers.us/public/docs/agendas/2012/02-07-12/ORD00-04777SIGNORDINANCE.pdf

• • •

Provided 2 Years Additional Time for Property Owners and Businesses to Comply Responded to Unforeseen Economic Conditions Notified Non-compliant Owners of Specific Non-conformities

The Ordinance is Working – 75% of Signs Comply

High Priority Action Item

Exceptional Municipal Services

Implemented Downtown Parking Changes http://www.downers.us/public/docs/agendas/2012/03-06-12/ORD00-04814_PARKING.pdf http://www.downers.us/public/docs/agendas/2012/06-05-12/ORD00-04896_LOTA.pdf http://www.downers.us/public/docs/agendas/2012/05-01-12/ORD00-04877_15MINUTESPACES.pdf

• • • • •

Increased Opportunities for Shopper and Visitor Parking Increased the Number of Shopper Parking Spaces on the North Side of the Railroad Tracks Provided 15-Minute Parking Spaces on Each Block Increased the Number of Free Parking Spaces Available Beginning at 11a.m.

Increased the Number of Accessible Spaces

High Priority Action Item

Fieldman Evaluation 2012

Partnered with Drug Enforcement Agency • • • •

Over $500,000 of Asset Forfeiture Funds Pledged to Village Created Funding Source for New Police Facility or Computer-Aided Dispatch System Enhanced Access to Federal Resources for Local Law Enforcement Assisted the DEA in Drug Related Law Enforcement in the Chicagoland Area

Example of an Effective Inter-Governmental Partnership

Exceptional Municipal Services

Re-Accredited Police Department http://www.downers.us/top-stories/2012/03/27/police-department-awarded-accreditation

• • •

Reduced Risk and Liability Expenses Ensures Use of Best Practices in Policing 100% Compliance with Required National Standards

Fieldman Evaluation 2012

Completed Vacant Property Registry Report http://www.downers.us/public/docs/agendas/2012/08-14-12/ManagerReport8-10-12.pdf

• •

Determined Current Practices Successfully Address Vacant Property Issues Improved Responses to Vacant Property Code Enforcement Efforts

by Incorporating Best Practices

High Priority Action Item

Exceptional Municipal Services

Implemented E-Lock Box • • • •

Reduces Annual Expenses by $10,000 Payments from Customers Using Onliine Banking are Received More Quickly Reduces Customer Late Fees Reduces Staff Time Spent on Administration of Payments

Made Possible by New Contract with Chase Bank

Fieldman Evaluation 2012

Strong, Diverse Local Economy

Fieldman Evaluation 2012

Strong, Diverse Local Economy

Attracted Aston Martin Dealer http://www.downers.us/public/docs/agendas/2012/11-06-12/RES00-05024_ASTONMARTIN.pdf

• • •

Increased Annual Sales Tax Revenue by $185,000 Enhances Attractive High-End Dealership Area on Ogden Avenue Increases Awareness of Downers Grove as Aston Martin Launched National Advertising Campaign Including the Downers Grove Location

Another Success in the Village and DGEDC Auto Dealer Attraction / Retention Strategy

Fieldman Evaluation 2012

Amended Sales Tax Agreement with Packey Webb http://www.downers.us/public/docs/agendas/2012/09-04-12/RES00-04982_PACKEYWEBB.pdf

• •

Facilitated Pedestrian Improvements at Finley and Ogden Intersection Responded to Unexpected Changes to State Regulations Regarding Pedestrian Improvements

Another Success in the Village and DGEDC Auto Dealer Attraction / Retention Strategy

Strong, Diverse Local Economy

Midwestern University Expansion http://www.downers.us/public/docs/agendas/2012/05-01-12/ORD00-04876_MIDWESTERN.pdf http://www.downers.us/public/docs/agendas/2011/05-17-11/ORD00-04519.pdf

• • • •

Facilitated Construction of 128,400 s.f. Auditorium with Class Rooms, 193,200 s.f. Dental Clinic, and 345,000 s.f Parking Deck Increased Number of Students and Guests Contributing to the Downers Grove Economy Auditorium Will Be a Performing Arts Venue Available For Use by Local Not-For-Profit Performances Dental Services Available to Public at Below Market Rates

Achieved Through Partnership with DGEDC

Fieldman Evaluation 2012

ASGE Headquarters Construction http://www.downers.us/public/docs/agendas/2012/02-14-12/ORD00-04779_ASGE.pdf

• •

Facilitated Construction of 41,000 s.f. Office Headquarters for American Society for Gastrointestinal Endoscopy Increased Number of Physicians and Guests Contributing to the Downers Grove Economy

Achieved Through Partnership with DGEDC

Strong, Diverse Local Economy

Executed Redevelopment Agreement with Charles Place http://www.downers.us/public/docs/agendas/2012/10-16-12/ORD00-05023_CHARLESpLACES.pdf

• •

Reduced Total TIF Assistance by $45,000 Compared to Original Redevelopment Agreement Facilitated Completion & Occupancy of the Development by 2013

Fieldman Evaluation 2012

Executed Sales Tax Agreement with Lemon Tree http://www.downers.us/public/docs/agendas/2012/05-08-12/RES00-04737_LEMON_TREE.pdf

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Retained Lemon Tree After Closing of Michael’s Fresh Market, Causing Cancellation of Original Agreement

Strong, Diverse Local Economy

Amended OASIS Grant Program http://www.downers.us/public/docs/agendas/2012/08-21-12/ORD00-04950_OASIS.pdf

• • • •

Increased Funding Available for Improvements to Private Property Reduced Matching Funding Requirements to Make Participation Easier $410,000 in Total Grant Funding Awarded for 20 Projects in Program’s History Grants Spurred $1.32 Million in Private Investment

Achieved Through Partnership with DGEDC

Fieldman Evaluation 2012

Continual Innovation

Fieldman Evaluation 2012

Continual Innovation

Partnered with DuPage County on Social Services Database http://www.downers.us/top-stories/2012/03/08/free-resource-training-for-non-profits

• • •

Created an Online, Searchable Database of Social Services Provided by Downers Grove Organizations Increased Participation by Local Not-For-Profit Service Providers By Creating Awareness of County Program and Offering Training Achieved Village Council’s Desired Outcome at Little Cost to the Village by Avoiding Duplication of Government Services

Example of an Effective Inter-Governmental Partnership

Fieldman Evaluation 2012

Partnered with District 58 & SEASPAR for Vehicle Maintenance http://www.downers.us/public/docs/agendas/2011/12-06-11/MOT_00-04743_FLEET_58.pdf

• • •

Reduced Fleet Operation Expenses by Sharing Fixed Costs with District 58 and SEASPAR Reduced District 58 and SEASPAR Maintenance Expenses by $2,800 Annually Improved Condition of District 58 and SEASPAR Vehicles

Example of an Effective Inter-Governmental Partnership

Continual Innovation

Transitioned to Google Apps http://www.downers.us/public/docs/agendas/2012/03-20-12/RES00-04824_SADACUSTOMERSERVICE.pdf

• • • •

Reduced Hardware, Software, and Labor Expenses by Using a Cloud-Based System Lower Total Cost of Ownership Improved Search Capabilities – Reduced Time Spent on Freedom of Information Request Responses Enhanced Features for Document Sharing & Collaboration

LEAN Approach Applied to Information Services

Fieldman Evaluation 2012

Created Online Pay Check Stubs • •

Reduced Costs of Processing Payroll Allows Employees Access to Paycheck Information at Any Time

LEAN Approach Applied to the Payroll System

Continual Innovation

Created Online Job Application http://www.publicjobline.com/employers/520846600/Midwest/Downers-Grove-Village-of

• •

Reduced Time & Costs Spent on Preparing and Reviewing Job Postings and Applications Reduced Expenses for Placing Job Postings

LEAN Approach Applied to the Job Application Process

Fieldman Evaluation 2012

Launched Interoperable Public Safety Radio System • • •

Allows for Communication Among All Public Safety Agencies in DuPage County Improves Responses to Emergency Events Involving Multiple Agencies Funded by the DuPage County Emergency Telephone Safety Board

Example of an Effective Inter-Governmental Partnership

Fieldman Evaluation 2012

Recognized Leader Among Municipalities

Fieldman Evaluation 2012

Awards & Recognitions http://www.downers.us/top-stories/2012/02/22/downers-grove-ranked-a-top-energy-saver http://www.downers.us/top-stories/2012/03/27/top-honors-for-fire-department-educator http://www.downers.us/top-stories/2012/04/04/public-safety-recognized-for-excellence http://www.downers.us/top-stories/2012/06/25/village-recognized-for-budget-excellence http://www.downers.us/top-stories/2012/07/25/village-named-a-top-transit-community http://www.downers.us/top-stories/2012/08/21/comprehensive-plan-is-a-winner http://www.downers.us/top-stories/2012/09/25/praise-for-2nd-and-cumnor-improvements

ASCE Project of the Year – 2nd & Cumnor Basin

Top 100 Energy Saving Community – Citizens Utility Board

APA Illinois Chapter Best Comprehensive Plan

NFPA Fire & Life Safety Educator of the Year – Marsha Geisler

GFOA Distinguished Budget Presentation Award

Illinois Fire Alliance Educator of the Year – Marsha Geisler

GFOA Excellence in Financial Reporting for CAFR

Mothers Against Drunk Driving Hero Award - Nick Linklater

Top Transit Community - DePaul University's Chaddick Institute for Metropolitan Development

Recognized Leader Among Municipalities

Staff Presentations & Publications Government Management Information Systems Illinois Conference – David Fieldman

NIU’s Alternative Service Delivery Symposium – Commissioner Neustadt, Mike Baker, Jim Jackson

DuPage Mayors & Managers Conference Innovation Spotlight – Mayor Tully

American Public Works Association National Conference – Nan Newlon

DuPage Mayors & Managers Intergovernmental Committee – David Fieldman & Jim Jackson

American Public Works Association Reporter Magazine – Nan Newlon, Two articles published

Illinois City Manager’s Association Conference – Mike Baker

American Planning Association Chicago Metro Section – Karen Daulton Lange

Illinois Crisis Negotiator Association – Robert Porter

American Public Works Association Sustainable Cities Conference – Kevin Bobikiewicz

Illinois Chapter of American Planning Association Conference – Tom Dabareiner

Illinois Local Government Lawyers Association – Enza Petrarca, Two articles published

Fieldman Evaluation 2012

Recognized Leader Among Municipalities

Downers Grove on TV http://www.downers.us/top-stories/2012/05/29/downers-grove-memorial-day-on-nbc-news http://www.golfchannel.com/media/feherty-live-from-ryder-cup-feherty-meets-phelps-092412/ http://www.geico.com/about/commercials/

• • • •

Increased Public Awareness of Downers Grove at a National Level Memorial Day Celebration Featured on NBC Nightly News “Feherty Live” Golf Channel Show Recorded at Tivoli Theater Geico Commercial Recorded at Tivoli Theater

2012 Annual Performance Evaluation David Fieldman Village Manager December 18, 2012