City of Highland Park Committee of the Whole met May 26

By Michael Abella

Jun 16, 2020

City of Highland Park Committee of the Whole met May 26.

Here is the minutes provided by the committee:

CALL TO ORDER

At 6:14 PM, Mayor Rotering called the meeting to order and asked for a roll call:

PRESENT: Mayor Rotering, Councilmen Stolberg, Kaufman, Blumberg, Knobel, Holleman

ABSENT: Councilwoman Stone

STAFF PRESENT: City Manager Neukirch, Fire Chief Amidei, Community Development Director Fontane, Police Chief Jogmen, Public Works Director Kanapareddy, Finance Director Logan, Assistant City Manager Sabo, Human Resources Manager Taub, Deputy City Clerk Palbitska

ALSO PRESENT: Deputy Corporation Counsel Passman

APPROVAL OF MINUTES

1. Approval of the Minutes of the Special Meeting of the Committee of the Whole Held on May 11, 2020

Councilman Kaufman moved to approve the minutes of the Special Meeting of the Committee of the Whole held on May 11, 2020. Councilman Knobel seconded the motion. Upon a voice vote, the motion was approved.

RESULT: APPROVED [UNANIMOUS]

MOVER: Daniel Kaufman, Councilman

SECONDER: Alyssa Knobel, Councilman

AYES: Mayor Rotering, Councilmen Stolberg, Kaufman, Blumberg, Knobel, Holleman

ABSENT: Councilwoman Stone

SCHEDULED BUSINESS

1. Covid-19 Pandemic Economic Impact Preliminary Report

City Manager Neukirch explained that the City has worked diligently to manage City operations during the pandemic with the understanding of the financial impact the pandemic is having on the City’s budget. She noted that staff has been working to research and put together all of the resources that are available in order to understand and best plan for the anticipated economic impact. She recognized Finance Director Logan for the significant effort and time that has been put into researching how the pandemic is and will impact the City and the City’s budget.

Mayor Rotering thanked Finance Director Logan for the tremendous amount of work that went into the report.

Finance Director Logan presented information on the local impact of the COVID- 19 Pandemic, information on the economic impact study process, economic impact on the City's revenue, local coronavirus relief package information, what the key months will be in revenue monitoring, the City's responses and what will be the next steps.

Mayor Rotering clarified that the economically sensitive revenue discussed is in reference to primarily the sales tax revenue, the food and beverage tax revenue, etc., and how this revenue has been hampered due to the closure of local businesses and restaurants.

Councilman Kaufman asked how the City's decline in revenue compares to other municipalities.

Finance Director Logan explained that there is a little variability from municipality to municipality because of the types of businesses each municipality has but in general, the City is in the average of what other municipalities are forecasting. She noted that in some of the sales tax and income tax forecasting, the City is using the numbers from the State and the City has included a risk factor for that forecasting because the State's numbers may not be conservative enough but staff is attempting to use as many sources as they can to create those forecasted numbers.

Mayor Rotering thanked Finance Director Logan again for the work that was put into the report because it is a difficult task to fully know what the next month may bring.

Councilman Knobel asked Finance Director Logan to briefly discuss the grants that the City is applying for to recover the costs that have been incurred due to the pandemic.

City Manager Neukirch noted that the grant information will be covered under Public Works Director Kanapareddy’s report.

Councilman Knobel stated that she wanted to make sure that the City is providing all of the information as to the work that is being done to attempt to recoup costs that have been incurred.

Councilman Kaufman asked, when there is a better sense as to the impact the pandemic has had on the City's expenditures and revenues, if the estimates and assumptions will be updated based upon that information.

Finance Director Logan stated that yes, the City's financial information would be updated.

2. COVID-19 Grant Submissions

City Manager Neukirch noted that the City has been in regular communication with surrounding municipalities and Local and State government agencies as to the type of financial assistance and grant opportunities that may be available. She explained that the grant opportunities available have short timelines to submit applications, but staff has taken time to review and apply for those opportunities that will benefit the City.

Public Works Director Kanapareddy presented information on COVID-19 grant submissions, how the submission process works, the grants that City staff has worked on completing and next steps when grants are awarded or not awarded to the City.

Mayor Rotering noted the importance of the difference between dollars for capital projects versus dollars for operating projects; there is a shortfall that needs to be addressed and there has been an increase of expenses on the operating side. She explained that the City does not want to cease all capital projects; the dollars that are being provided are only to be used for capital projects. She explained that the dollars are specifically only for infrastructure projects of a certain type that are ready to go. She explained the difference between the capital projects and where the money is generated in order for the City to pave City roads.

Councilman Stolberg thanked City staff for their effort and work that has gone into the grant submissions. He asked for information on the criteria on how funds will be dispersed based on a higher demand than available cash.

Public Works Director Kanapareddy explained the process and procedures for how the grant dollars will be dispersed to applicants.

City Manager Neukirch stated that the City is completing a detailed accounting of all costs, pursuant to federal regulations, that have been incurred due to the pandemic as well as staff's time that is spent on managing the pandemic. She noted that Lake County has been allocated approximately $120 million in funding and they are evaluating the best approach in how to distribute those funds; staff is in continued communication with Lake County and Lake County Board Member Paul Frank, who chairs the Finance Committee. She explained that those funds would be used for COVID-19 expenses that municipalities and organizations have had to pay out and the City will be pursuing those opportunities as they become available.

3. COVID-19 - Draft Reopening Plan for City Buildings

City Manager Neukirch discussed the departments that make up the City of Highland Park and presented information on the City's proposed re-opening plan.

Mayor Rotering noted how the City appreciates the volunteerism of the City's Commissioners and Advisory Groups and their commitment to the City but it is important to note that the preparation for meetings takes staff time and costs money. She explained that at this time, when the City is attempting to condense the spending of money, ideas and information can still be shared with the City via public comment or e-mail; it continues to be important to the City to recognize the input of residents and the community at large but efficiencies in receiving this information needs to be thought of as well.

Councilman Holleman discussed the importance of prioritizing City staff's workload during this emergency situation.

City Manager Neukirch noted that she will make some minor updates to the re- opening plan, provide the information to the Council and then post it to the City's website for the community to be able to understand next steps during the next phase.

4. Proposed and Draft Initiatives to Support Businesses During the COVID-19 Pandemic

City Manager Neukirch presented business initiatives in relation to the State's Phase 3 re-opening plan and requested Council feedback.

Councilman Knobel stated her appreciation for the consideration of closures for an outdoor dining experience. She stated that some business have requested the closures after 5 PM but asked City Manager Neukirch to confirm that the City is working business by business when considering closures that would hopefully not impact businesses and would only be for restaurants.

City Manager Neukirch discussed the license to operate outdoor accessory use which would be for outdoor dining. She explained that the first initiative would be for the street closure and identification of parks where people can take their food and drink to picnic in a designated area. She stated that the second part of the process is a license that would allow for dining right outside food establishments.

Councilman Knobel noted that both options are being looked into and it will not be one or the other. She voiced her uneasiness regarding the consumption of liquor off premise but understands that it is something that will be attempted for the month of June and can be reworked as time goes on depending on how everything works out. She recommended placing numbers in the spaces where diners are located so businesses that do not have enough outdoor seating can participate and deliver food to different locations. She agreed that the City should not be responsible for providing tents, tables or chairs due to the City's current financial position. She asked that signage be placed in areas where closures would take place.

Mayor Rotering noted that restrooms and washing facilities need to be reviewed as well.

Councilman Holleman discussed how events are managed in the Ravinia District and how that can be used as a model for what is being proposed for other business districts. She noted how the State has approved liquor to go and the importance of allowing liquor sales at local businesses in Highland Park. She opined on how this will become a family event similar to the Food Truck Thursdays that took place in the Ravinia Business District.

Councilman Stolberg agreed with the statements that have already been made by both Councilmen Knobel and Holleman. He noted that the City's focus should be safety and voiced some concern about using some parking spots on the street where there may be traffic present. He voiced his support for centralized locations with guidelines and the ability to monitor the safety of those individuals who are participating in outdoor dining. He noted that the City needs to be able to work with all businesses that would like to offer outdoor dining and the need to locate shared outdoor spaces where this can take place. He was in agreement that it may be best to have spaces numbered to allow for delivery of food from different businesses to a centralized location. He opined on this type of offering becoming a family event. He stated that he has no issues with the allowance of the consumption of liquor off premises as long as there was proper signage posted.

Councilman Blumberg agreed with all statements that have been expressed and the positive, helpful approach that is being taken with these considerations. He noted how the Committee seems to be in favor of street closures to allow those businesses that would already be allowing outdoor dining have the availability of more room to allow for outdoor dining. He voiced his concern of moving outdoor dining into parking spaces. He suggested temporarily marking parking spaces at the center of the street, allowing traffic to proceed slowly into those spaces, while using existing spaces for extended outdoor dining. He noted that there are some areas that are not occupied by restaurants where parking spaces may stay. He noted the importance of increased accessibility but that doesn't mean a decrease in the fundamental safety protocols that are currently in place, like distance, hand washing and face coverings. He commented on the importance of signage to remind the community of safety protocols.

Councilman Kaufman voiced his support of all of the comments that have been expressed, including liquor consumption off licensed premises. He noted how it is not only a good thing for businesses but will be a good thing for the community as well. He voiced the importance of messaging this consideration properly and the safety protocols that need to be followed.

City Manager Neukirch thanked the Committee for their feedback. She noted that she did discuss the proposed considerations with Councilwoman Stone before the meeting and she was appreciative of allowing liquor consumption off premises in a designated area and there would be open space where people would bring their own chairs. She discussed the application process and license where businesses could apply for either outdoor dining or outdoor use of the public right-of-way and the importance of submitting for a license to participate. She discussed how staff is recommending a relaxation on the City's sign code in relation to signage in the public right-of-way and signage in a businesses' windows. She discussed the initiative of an increase in 15 minute parking spots within business districts.

Councilman Knobel discussed the importance of the 15 minute parking spots and how businesses really want permanent curbside pickup or at least have it available into the foreseeable future. She noted that there will have to be a lot of communication as to where the City's public parking is available.

City Manager Neukirch discussed the proposed bike rack initiative. Along with all initiatives that have been proposed, she stated that public restrooms have been discussed and provided information on the discussions that have been had with the Lake County Health Department as to the requirements of health and safety for outdoor restrooms, especially within an outdoor dining type of environment. She noted that the City has spoken with Lake Shore Recycling to ensure cleaning and trash pick-up will be maintained at all times. She explained that the City's Public Works team will be taking the lead on signage. She noted that the City has received requests for drive-in theaters from residents and how this initiative is being reviewed. She discussed the opportunity to lift the Pedestrian Oriented Shopping Overlay ("POSO") and that a discussion surrounding this topic can be placed on the City's June 8th Committee of the Whole meeting.

Mayor Rotering asked for the public's patience and patience of the local businesses as items are being considered. She noted that the City is attempting to strike a balance with the needs of different businesses and the different demands of those businesses as well as protecting the safety of the public.

Councilman Knobel requested that zoning changes and the possible lift of the POSO be bifurcated. She noted that she was in favor of removing the POSO entirely and requested that the lift take place sooner than any of the zoning changes because the business environment is going to be changing. She noted the importance of allowing businesses to open and to occupy open spaces within the business districts.

Councilman Blumberg noted the reasons as to why a lift of the POSO needs to be examined on its own outside of zoning changes and voiced concerns with eliminating the POSO all together.

Councilman Holleman asked that a conversation regarding zoning changes and the POSO be held off because staff was recommending that a full discussion be put on the June 8th Committee of the Whole meeting, it was not a topic of conversation for tonight's meeting.

The Committee was in consensus to hold off on the conversation until it is formally posted on the agenda.

Deputy Corporation Counsel Passman stated that Corporation Counsel will evaluate the initiatives that have been proposed, based on the comments that have been made by the Committee as to which items can be approved by staff under the current City Code and those items where an amendment to the City Code may be required.

Mayor Rotering asked about the allowance of liquor to be consumed off premise.

Deputy Corporation Counsel Passman noted that was one of the items that is being reviewed closely.

City Manager Neukirch asked if the Committee was comfortable with allowing an administrative review of applications to allow for timeliness of responding to the applicants.

The Committee was in consensus to allow for administrative review.

CLOSED SESSION

Councilman Blumberg moved the Committee close its meeting to the public, pursuant to the following cited sections of the Illinois Open Meetings Act (5 ILCS 120/2(c)), for the purposes of i) approval of closed session minutes (5 ILCS 120/2(c)(21)); ii) probable or imminent litigation (5 ILCS 120/2(c)(11)); iii) purchase of property (5 ILCS 120/2(c)(5)); and iv) employment matters (5 ILCS 120/2(c)(1)). Councilman Kaufman seconded the motion. Upon a roll call vote, the Mayor declared the motion passed unanimously.

RESULT: APPROVED [UNANIMOUS]

MOVER: Anthony Blumberg, Councilman

SECONDER: Daniel Kaufman, Councilman

AYES: Mayor Rotering, Councilmen Stolberg, Kaufman, Blumberg, Knobel, Holleman

ABSENT: Councilwoman Stone

At 7:49 PM, the Committee recessed the public portion of the meeting to meet in Closed Session.

At 8:58 PM, Mayor Rotering reconvened the open session of the Committee of the Whole Meeting.

Members Present: Mayor Rotering

Members Absent: None

City Staff Present: Ghida Neukirch, Rob Sabo, Ashley Palbitska

Also Present: None

ADJOURNMENT