R-04-15 Resolution Accepting Planning Staff Assist Services Delivered by the CMAP VILLAGE OF LEMONT
RESOLUTION NO.f -
A RESOLUTION ACCEPTING PLANNING STAFF ASSISTANCE SERVICES
DELIVERED BY THE CHICAGO METROPOLITAN AGENCY FOR PLANNING
(CMAP LTA Grant)
ADOPTED BY THE
PRESIDENT AND BOARD OF TRUSTEES
OF THE VILLAGE OF LEMONT
THIS 12th DAY OF JANUARY, 2015
PUBLISHED IN PAMPHLET FORM BY
AUTHORITY OF THE PRESIDENT AND
BOARD OF TRUSTEFS OF THE VILLAGE
OF LEMONT,COOK,WILL AND DUPAGE
COUNTIES,ILLINOIS,
THIS 12Th DAY OF JANUARY 2015
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RESOLUTION NO.R-4.—(s
A RESOLUTION ACCEPTING PLANNING STAFF ASSISTANCE SERVICES
DELIVERED BY THE CHICAGO METROPOLITAN AGENCY FOR PLANNING
(CMAP LTA Grant)
WHEREAS,the Village of Lemont("the Village") has applied for staff assistance
services through the Chicago Metropolitan Agency for Planning("CMAP"), for an analysis of
the Village's development review processes and recommendations to improve these
processes; and
WHEREAS,the Village's request for such assistance has been recommended by
CMAP as a priority project; and
WHEREAS, CMAP has adopted the GO TO 2040 Plan as the long-range regional
comprehensive plan for the seven-county Chicago region,encompassing Cook,DuPage,
Kane, Kendall,Lake,McHenry and Will counties,and is providing staff assistance as a means
of advancing the plan's implementation; and
WHEREAS, the Village and CMAP have agreed on the general contents of a
Memorandum of Understanding("MOU") and a Scope of Services that will guide staff
assistance services to be provided by CMAP,which is attached hereto and incorporated herein
as Exhibit A.
NOW, THEREFORE,BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF LEMONT, COUNTIES OF COOK, DUPAGE,
AND WILL, ILLINOIS:
SECTION 1:Incorporation of Recitals. The foregoing findings and recitals are
hereby adopted as Section 1 of this Resolution and are incorporated by reference as if set forth
verbatim herein.
SECTION 2: Project Support. The President and Board of Trustees supports the
project as described in Exhibit A. The Village of Lemont accepts the offer of staff assistance
services by CMAP and recognizes that these services are provided for the purpose of
advancing the implementation of GO TO 2040.
SECTION 3:Authorizing Village Administrator to Execute Memorandum of
Understanding. The Village Administrator is hereby authorized to execute the attached
Memorandum of Understanding. The President and Board of Trustees recognize that
provisions that govern the administration of staff assistance services,and, if necessary,the
discontinuance of such services,are included in the Memorandum of Understanding.
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SECTION 4: That this Resolution shall be in full force and effect from and after its
passage and approval as provided by law.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF LEMONT, COUNTIES OF COOK, DUPAGE
AND WILL, ILLINOIS,ON THIS 12th DAY OF JANUARY.
AYES NAYS ABSENT ABSTAIN
Debby B latze r ✓
Paul Chialdikas
Clifford Miklos
Ron Stapleton
Rick Sniegowski
Jeanette Virgilio V
Approv•d by • is 12th d. o f January, 2015
BRI• ■ '. 'EA 'IP'" age Pre • i t
Attest:
f,
ARLENE M.SMOLLEN, Village Clerk
3
233 South Wacker Drive
Suite 800
Chicago Metropolitan Chicago,Illinois 60606
Agency for Planning 312 454 0400
www.cmap.illinois.gov
CMAP MOU—Local Technical Assistance Program
Between CMAP and Village of Lemont
Please note: "LTA staff" means CMAP staff assigned to work with local governments and
community groups as part of the Local Technical Assistance program
1. CMAP/applicant relationship
• Scope of work for staff will be jointly determined by CMAP and applicant
• CMAP will determine which of the relevant LTA staff will be assigned to
manage the project from CMAP's side(based on availability, skills, familiarity
with the applicant community, and applicant preferences)
2. Consultant assistance
• CMAP will contract with a consulting firm to assist LTA staff with work on the
project
• CMAP will be responsible for management of the consulting firm, administration
of the contract, and all costs incurred by the consultant
• The review of consultant proposals and the selection of the consultant will
involve both agencies, and the recommendation of the preferred consultant will
be based on a consensus choice of CMAP and the applicant
3. Access to resources
• The applicant will provide access to relevant staff who will need to be involved
in the project, and will ensure that they allocate appropriate time
• The applicant will provide access to all relevant internal data, reports, and other
information
• The applicant's leadership(key staff, board members, other elected officials,
other decision-makers)will commit to participate in the project and allocate
sufficient time at meetings(committee meetings,Board meetings,etc)to ensure a
successful project
4. Demonstration of local support
• Applicants will be required to pass a resolution supporting the project at their
governing board before work will begin
• The community will be responsible for working with CMAP to identify a project
steering committee
• The applicant agrees to participate in public outreach and engagement efforts;
including assisting in dissemination of project and meeting information,
attending and assisting at public meetings, and providing key stakeholder
contact information
5. Project management
• Project scope of work(including timelines, public engagement schedules,
commitment of other non-staff resources by either CMAP or the applicant, and
other elements)will be jointly determined by CMAP and applicant prior to
beginning work
• A full project scope of work must be attached to the MOU at the time it is signed
• Changes to project scope or timelines must be jointly agreed to by CMAP and
applicant major expansions of scope may result in discontinuation of project
The undersigned parties agree to the terms listed above.
CMAP Representative:
Robert Dean,Deputy Executive Director Date
Village of Lemont:
•••••••pr oiler
Y
� � l
�► ge • tit page Administrator Date
Project Description
Following two years of public engagement, the Village of Lemont adopted a newcomprehensive plan was
in November 2014. The comprehensive plan's Economic Prosperity section recommends creating a
regulatory environment that is supportive of local economic health. Specifically, the plan recommends that
the Village review its codes and development review procedures to determine if improvements can be
made to increase efficiency or reduce unnecessary regulation.
Currently the Village has two distinct development review processes. Site development permits are
processed through the Planning&Economic Development Department and are used to review and
approve major site grading, utility installation, paving, etc. Building permits are processed through the
Building Department and are used to review and approve the construction and alteration of structures, but
also review certain utility installation, grading, and paving construction. The fast that these are two distinct
processes by two different departments has led to confusion for some construction projects, particularly
commercial projects that require both site development and building permit approval concurrently. The
Village is in need of recommendations to improve the efficiency of these processes for both Village staff
and applicants.
Additionally, the Village uses a variety of outside consultants for its development plan review and
inspections: commercial building code reviewers; engineers; grading technicians; plumbers; arborists;
landscape architects; etc. The Village is seeking recommendations to improve coordination between
these consultants and Village staff and to improve workflow management protocds for review and
inspection processes.Additionally, the Village is seeking recommended strategies for effective and
efficient communication between the Village and applicants during the plan review and inspection
process.
An RFP process will be used to select a consultant to complete this project The cost of this project is
anticipated to be between $10,000 and $20,000.
The contract for this project is expected to be approximately four months in length, beginning in January
2015 and ending in May. Following project completion, CMAP will have the option of entering into a one-
year contract with the selected firm to provide ongoing guidance and advice to the Village of Lemont.
Scope of Services
The selected firm will be expected to analyze the current development review and permitting process for
the Village of Lemont and recommend changes to improve this process. The final deliverable of this
project should be recommendations for the development review and permitting process that provides a
fair and predictable environment for developers, allows timely decision-making, fits well within the
Village's organizational structure, and has the potential to lead to high-quality development.
This selected firm will address the issues listed below. These are presented as topics that should be
addressed in the proposal; they are not necessarily distinct steps in the process, and firms may organize
these activities as they see fit within an overall approach. Firms are not limited to the activities listed here,
and may propose others if desired.
Review current codes, forms, and materials. The selected firm will review the written materials
currently used by the Village in the development review process. This should include the zoning
ordinance, subdivision regulations, application forms, and similar documents. However, the
review of ordinances is only for context. The project does not include a rewrite of the Village's
zoning ordinance,subdivision regulations, or other codes; however, it may recommend further
work by the Village to amend these documents as relevant. The Village will compile relevant
materials and provide them to the selected firm.
Review current approval process. Beyond the written materials described above, the selected
firm will examine the review process by which developments are considered for approval and
permits are issued by Village staff and consultants. This review does not need to address the
role of commissions, committees, boards, and engagement of the general public; it should focus
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on the internal review process used by the Village's departments. The firm will address the actual
practice of development review and approval in a real-world situation, rather than the ideal
process that may exist in theory.
Stakeholder interviews. A critical part of the process should be interviews with Village staff and
consultants who are inwlved in the development review process, as well as developers and
builders who have been active in the Village in the recent past. The Village will make key staff
available for interviews, and will also provide contact information for relevant stakeholders.
Recommendations. Based on the findings of the above stages, the selected firm will recommend
changes to the development review process as necessary to accomplish the Village's goals.
These may include modifications to the approval process, modifications to application forms, staff
training, changes to public engagement practices, or any other potential changes. These
recommendations will be the principal deliverable of this project.
Presentation of final recommendations. The selected firm will present their recommendations at
one meeting of the Committee of the Whole of the Village Board. Village staff will assume
responsibility for presentations to other groups if necessary.
Following project completion, CMAP may, at its ciscretion, enter into a one-year contract with the selected
firm to provide continued guidance and advice to the Village of Lemont on their use of the new
development review process. This will be small-scale assistance, totaling no more than$5,000 over the
one-year period.
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