Addison Village Manager Joseph Block (left) and Mayor Larry Hartwig participate in one of Addison's Neighborhood Coffees, a recently-piloted program to "bring government to its citizens." These informal gatherings supply an opportunity to gain input from residents about the village and their particular neighborhoods, while providing them a comfortable setting to ask questions of elected officials and staff.

Most local government personnel, either elected officials or municipal staff, have their most frequent contacts with residents when there is a problem — their garbage wasn't picked up, their street needs work, etc.

Part of effectively dealing with these problems is developing a comfortable relationship with the community, one in which residents know who to turn to when they need help and feel confident voicing their concerns.

Local government can do more than collect taxes and keep streets clean. Regardless of the size of the community, city hall can encourage a "small town" feeling, allowing for dialogue before problems begin.

If officials take the time to communicate with citizens by taking a pro-active approach to community relations, city hall is less likely to be seen as an adversary, and more likely to be viewed as a vehicle of community service.

This pro-active approach has helped the Village of Addison to keep just such a small town philosophy, despite a population of more than 32,000 people.

Through the use of government access television, elected officials and staff have become familiar faces to those in the community. Residents offer frequent comments and suggestions, be it by calling Village Hall or by stopping the mayor in the grocery store.

Also, the Village of Addison has made unique attempts to bring government to its residents, rather than waiting for them to come to Village Hall. Through various communication methods, residents are kept abreast of Village news and are encouraged to give their input.

Cable Television
When Addison Community Television began airing Village Board meetings live more than 10 years ago, there were those who predicted dismal failure. "No one will watch," they said.

Since that time, coverage has been expanded to include all committee meetings and some special public issue meetings because community interest is so high. Each meeting is rerun several times in the following week, and despite local school district and sports coverage, Village Board meetings still draw the biggest audience.

Earlier this year, the Village of Addison decided to take its coverage of board issues a step further, and debuted Before the Board, another live broadcast.

Prior to the weekly Village board or committee meeting, either the mayor or one of the trustees is interviewed on Before the Board regarding upcoming agenda items or ongoing issues in the community. The program provides any necessary background so that viewers of the meetings are "up-to-speed."

Cable television also enables the Village staff to head off potential complaints before they begin.

For example, the main thoroughfare, Lake Street, is currently undergoing a massive reconstruction courtesy of the Illinois Department of Transportation.

The project, which has been eagerly awaited by the Village, will raise an intersection that has frequently flooded in the past. However, the year-long project is resulting in traffic delays and inconvenient detours for a large section of town.

Frequent updates have been provided to residents via Addison Community Television. Both the Village Clerk and Village Manager have provided status reports numerous times to let residents know the latest information on the project, and to answer any concerns raised by residents.

These updates have provided Village staff with the vehicle to let residents know that we sympathize with their frustration and apologize for the inconvenience. It also is a way to actually show them the progress that is being made, and the benefits the project will eventually provide.

Getting the Word Out
Nearly all governmental bodies use some type of mailing to "get the word out" about what residents need to know. Whether it's reminder notes or newsletters, these publications have become increasingly creative and attractive in order to get the recipient to read the information.

Part of the problem is that several governmental bodies exist within each community, and quite often residents are so inundated with information that none of it is absorbed.

Up until three years ago, residents in the Village of Addison could have expected to receive periodic news-

January 2996 / Illinois Municipal Review / Page 21

Spotlight on Addison, an intergovernmental newsletter, was born from the idea that a combined effort could save printing and postage costs.

Four agencies — the Village, elementary school district, library and fire protection district — contribute to this bi-monthly, 16-page newsletter, which is sent to all residents and businesses in Addison.

The community calendar — a record of the significant dates for events throughout Addison — has proven to be one of the most popular features of the newsletter.

Feedback on the publication has shown that because residents are receiving all the information in one place, they are reading the information more and actually keeping the most recent issue on hand for reference.

Another way of communicating to the community is to keep organizations, clubs and other taxing bodies aware of what the Village is doing.

Following each regular board meeting Addison Actions provides a summary of the board's agenda items and decisions. This one-page publication is sent to all organization and government agencies within Addison, along with all surrounding communities in the county.

Government Comes to the People
At one time or another, nearly every local government considers ways to bring residents in to meet with their officials in an informal setting.

Just over a year ago, we considered "Coffee with the Board," an open invitation to residents to share a regular Saturday morning with the mayor and trustees.

The Community Relations Department polled other communities in DuPage County to see if similar programs were showing success.

Most were not, and many communities no longer hosted such events. Those that were reported varying results. Communities that reported a successful experience said they pre-arranged topics for discussion. Those that had limited success said it tended to be the same residents attending each time.

The Village of Addison has recently begun holding its own "Neighborhood Coffees," but with a unique twist. Rather than opening up Village Hall to the community at large, residents are opening their homes to the mayor.

Families are volunteering to host small, informal gatherings and inviting several of their neighbors who share the same concerns. The mayor, often accompanied by members of the Village Board or members of the staff, is able to address any questions asked and also gather input and ask questions of his own. This is also a chance to introduce new ideas and projects to residents, and develop support for Village programs.

By limiting those in attendance to the same geographic area, there is a pre-determined basis for the discussion, as all share the same basic problems or concerns.

Also, by coming out to each of the different areas of town, the mayor benefits from a new perspective with each group.

Public Opinion
The opinions of those who reside within the community are every bit as important as those who have been elected to represent them. However, such opinions are often gathered after the fact.

In an attempt to hear the concerns of residents and benefit from some of their ideas before decisions are made, the Village of Addison has instituted annual focus groups.

Randomly selected members of both the residential and business communities are invited to participate in small discussion groups.

These meetings are conducted by an independent consulting firm, Executive Service Corps of Chicago, at minimal cost to the Village. No members of the Village staff are present, giving residents the opportunity to anonymously give an honest critique of Village services, spending habits and responsiveness.

Since 1993, these focus groups have become an invaluable part of the budget planning process, helping the board to prioritize spending in light of limited revenue.

And by making the community a part of the decision making process, everyone in Addison shares a part of our success. •

Page 22 / Illinois Municipal Review / January 1996