Village of Western Springs President and Board of Trustees met November 27.
Village of Western Springs President and Board of Trustees met November 27.
Here is the minutes provided by the Board:
Call To Order:
The meeting was called to order at 7:03 p.m.
Pledge Of Allegiance:
President Gallagher led the audience in the Pledge of Allegiance.
As noted above.
Electronic attendance at meeting: None.
Reading Of Agenda - Additions - Deletions
There were no changes.
Presentation On Well #1 Pre-Treatment Report And Well #5 Findings By Director Supert And Water Plant Superintendent Duffy
Manager Velkme opening the presentation and explained that the Board has discussed Well #l pre-treatment and Well #5 constmction on several occasions. Tonight the goal is to summarize the findings. Further, the intent is to provide the Board an opportunity to study the issue, discuss this further at the December 4, 2017 workshop meeting, and to provide direction to the staff at the final Board meeting of the year on December 18, 2017. Manager Velkrne added that Director Supert and Supt. Duffy put a lot of effort into this presentation.
Director Supert said much of this information has been provided to the Board over the past year in different meetings. Tonight' s objective is to summarize staff' s work over the past year and a half on this matter. Director Supert provided a surnrnary of investigations for potential Well #5, as well as the temporary treatment for Well # 1. The study essentially started in February 2015. At that time, former Village President Rodeghier directed Village staff to put together the Water Study Group and, along with the Infrastructure Commission and staff, began investigations into a potential location for a new Well #5. That report was published in October of 2015. A recommendation from the Infrastructure Commission came out in May of 2016 regarding the Well #5 process. Based on the Water Study report put out in October 2015, the Infrastmcture Commission recommended the Village pursue funding related to an IEPA loan, and also begin to conduct an engineering study with a qualified well engineer to determine the operational parameters of Well #5.
Director Supert presented a project development report cost estimate for constmction of Well #5, which was reflected in 2016 dollars, in the amount of $2,418,200. This cost estimate was developed in the spring of 2017. Director Supert also presented a cost estimate, related to the preferred location, which was identified as Field Park. The estimate, for a new raw water transmission main, approximately 1,000 feet long, which would be constructed from Well #5 to the existing Water Treatment Plant, is $585,000, in 2016 dollars.
Supt. Duffy presented the Well #1 Treatment feasibility option. Supt. Duffy said that following the well issues which the Village had in the fall of 2015, the Water Department was tasked with investigating treatment options for Well # l's poor water quality. After researching various companies, staff located Water Surplus of Loves Park, Il and began working with them to identify the types of temporary solution options that the Water Plant had for using Well #l. Water Surplus identified a 400 GPM mobile, or temporary, reverse osmosis unit that could be parked behind the Water Plant, in the courtyard that exists between the Water Plant and the reservoir. Initially the Village was working with Water Surplus on our own but then it was identified that we would need to tie into the supply line for Well #1, as well as provide an electricity source for the unit in back of the Water Plant so Village staff then began working with Baxter & Woodman to identify what engineering would need to take place for those options.
Director Supert said the Village published a preliminary memo from Supt. Duffy and her staff in May 2017 that outlined some detail of the water quality the Village would get from the Well # 1 treatment option. There was a follow-up conversation in the summer based on the information that we had at that time. It was determined that the Well # l treatment option would not be the ideal solution. This option would only be available through one provider and there were concerns about the actual pumpage volume which would be achieved with this solution. The Village Board instructed staff late this summer to work with Baxter & Woodman to develop projected costs for temporary treatment as well as to identify what modifications to the Water Treatment Plant would be required. Director Supert shared the Baxter & Woodman technical memo which contained projected costs for Water Treatment Plant modifications to accommodate the temporary treatment option which total $77, 100. Additionally, Director Supert detailed the onemonthprojectedcosttorunthetemporarytreatmentwhichtotaled$241,997. Director Supert added that there are some additional monthly costs associated with this option if the treatment is used beyond 30 days. Director Supert said Baxter & Woodman did a really good job of identifying the costs of the pre-treatment option as well as what would need to be done at the Water Treatment Plant.
Supt. Duffy provided some additional comments about technical aspects related to connecting the temporary skid to the Water Treatment Plant. Initially when working with Water Surplus Village staff was under the assumption that we would be treating 533 GPM of Well #l output and then bypassing the additional 250 GPM directly to the reservoir. However, after bringing Baxter & Woodman into the mix, it was determined that logistically we could not bypass that 250 GPM to the reservoir, which would have to go to waste, including the approximately 133 GPM that would be up in the reverse osmosis process. Out of this output, the Village would only be getting 400 GPM to the reservoir. Supt. Duffy then provided summary information on three water quality events which the Village had in the last ten years. The first was during the Water Treatment Plant retrofit. The second event was the Well #3 overhaul in the fall of 2015, which prompted this entire study. The third event was the issue that the Village had in the spring of 2017. A chart was presented which indicated that there are several days where the approximate.5 76 MGD, or half a million gallons of water, would not satisfy the demand that we are seeing in distribution. The chart also provided the average daily usage and the max daily usage during those periods.
Trustee Allen asked if the table reflected output after deducting Well #3 or Well #4 mnning. Supt. Duffy confirtned that was the case and said this reflected the usage from Well #l. Trustee Allen asked if that means the total demand was more than these numbers. Supt. Duffy confirmed it was. Trustee Allen said if Well #3 or Well #4 was running those wells could provide for most of the demand, but not all of it, but if Well # l was running it could not even make up the difference. Supt. Duffy confirmed that was correct. Tmstee Allen asked if the Village could run some of Well # 1 directly into the system even though he said he was not sure we would want to do so. Supt. Duffy said that would not be possible and this was identified by Baxter & Woodman in their technical memo. All of Well #1 water would have to go thru the skid and the rest would have to be bypassed to waste. Trustee Allen said the conclusion here is that this pre- treatment option, if the Village put it in, wouldn't solve our issues. Supt. Duffy confirmed that is the case. The pre-treatment option would only meet our needs approximately 75oA of the time. Trustee Allen added that while we could try to plan when we wanted to do maintenance on a well, in reality it wouldn't always work that way. Trustee Tymick said that although this pre- treatment option wouldn't totally replace the downed well, it would supplement the overall water. The alternative being, if we didn't have Well #5, it would be back to where we are today, which is essentially putting untreated Well #l mix. Tmstee Tymick asked for confirmation that this was a partial solution. Director Supert confirmed this. Director Supert added that the temporary solution with Water Surplus cannot be used for portions of the day and then flipped on and off to gain extra gallons. Tmstee Tyrrell asked if Well #l could run at the same time as Well #3 or 4, or are they exclusive. Director Supert answered that in this scenario Well #3 or #4 are already mnning. Tmstee Tyrrell asked about the waste water associated with the pre-treatment option. Director Supert said approximately 40% of the total capacity of the well would go to waste and this water goes back into the sewer. Tmstee Tyrrell asked how many gallons that represented. Director Supert that is close to 400,000 gallons per day. Tnistee Tyrrell asked for confirmation that would be wasted and Director Supert confirmed it was and the water goes out of town. Director Supert said there is a waste component to the reverse osmosis water treatment process but there is a bypass to recapture some. The temporary solution output would be essentially pure H20, very soft water, which would bypass the blending. Norrnal operations for reverse osmosis includes approximately 20% bypass, which is blended back in, because we do not want pure H20 going to distribution. The temporary set-up does not allow for the typical bypass solutions and blending.
Supt. Duffy commented that Baxter & Woodman was also able to identify additional costs the Village would incur during the usage of the temporary skid. One of those costs is essentially storage for the membranes needed to run the skid. Water Surplus offers one year of preservation and storage of the membranes but the costs beyond that have not yet been identified. The membranes cost approximately $38,000. Another cost identified by Baxter & Woodman was the overtime that would be incurred by the Water Department in order to operate this temporary solution. The estimate for an eight week overhaul is estimated to be $9,540. This allows for 30 hours of overtime per week over an eight week period. President Gallagher asked if this is because the system is manual during this period and Supt. Duffy confirmed that would be the case. Director Supert then provided a summary of water quality under various scenarios.
A summary cost comparison of Well #5 construction and Well #1 treatment was shared by Director Supert. The construction cost of Well #5 is anticipated to be approximately $3,045,000 based on 2016 cost estimates, not including financing costs. Well #5 would take approximately one year to constmct and the project would be IEPA loan eligible. Well #5 would produce 1.5 MGD, which would increase the Village's output capacity.
Director Supert said Well #l is anticipated to cost approximately $165,000 per instance, for thirty days, to operate and procure the temporary treatment equipment. The output is approximately O.567 MGD and is not anticipated to be able to meet demand in all seasons and scenarios. There is a one-time cost of $77,100 to modify the Water Treatment Plant. The expected overtime cost required to put the temporary solution in place for 30 days is $28,000. This option cannot meet full demand in all seasons and scenarios.
Director Supert presented the engineering fees which have been incurred to date on each of the options. Well #5 construction interference testing cost is $19,100. The IEPA loan project development report cost, which includes additional projects, is $17,688. The interference testing is anticipated to be completed the second week of December. Well # 1 treatment engineering costs are $8,200 for the treatment technical memo.
Director Supert reiterated that the Infrastructure Commission recommended that Well #5 be pursued as the optimal long term solution because this solution provides additional deep well increases to the Village' s total output capacity and a new well could mn through the treatment plant in operations similar to the existing deep wells. Additionally, the Commission recommended Well #1 pre-treatment should be considered as temporary solution until the new well is constructed. Treatment plant modifications should be pursued, at an approximate cost of $77, 100, to provide contingency while the new well is constmcted.
Director Supert shared information about when the Village researched and considered lake water in 1983, 1988, 1998 and 2008. In 2008, the Water Study Group, Infrastmcture Cornmission, Public Works & Water Committee, and the Village Board voted unanimously in favor continuing with the well system and the low pressure reverse osmosis water treatment. Director Supert highlighted the reasons for that decision at that time.
The IEPA loan process was explained by Director Supert and he reported that a categorical exclusion approval for the Village's water system project improvements is anticipated in early December. The 2017 budget cycle included identification of a need for an IEPA loan, determined in a joint meeting of the Public Works & Water Committee and Finance Committee. Water and sewer projects were identified with the roadway referendum. Another joint Finance and Public Works & Water Committee meeting is scheduled for Thursday, November 30, 2017, at 6:00 p.m. and all are encouraged to attend.
Director Supert added that the wells are not the only issue the Village is currently dealing with as the Village has a very old distribution system. There are 52 miles of water main and approximately 23 miles, or 46o/o, were constmcted prior to 193 7. Several areas have been identified as hot spots and are problematic and those have been identified as part of the Village's capital improvement plan. The final information shared by Director Supert was comparative community pricing and the Village of Western Springs is in the mid-range for combined water and sewer rates.
President Gallagher asked about the status of completion of the interference testing. Director Supert said staff expects to have preliminary information on the testing by December 18. That testing would provide information about the whether or not the proposed location would be suitable for a proposed new well, should the Village decide to move forward with construction of a new Well #5. If some problem is identified, the Village would need to find a new location which might have a different set of costs. Trustee Tymick commented that if the feedback is not available on December 18, the Board would not be able to give staff direction on how to proceed. Director Supert said only the transmission main cost would change if that location is not acceptable and that the construction cost would most likely not change. Discussion followed about the proposed and possible locations for a well and associated costs. The estimated cost for transmission main per lineal foot is $120/foot, not including backfill excavation. One alternative would be to combine water main transmission construction in roadway construction projects. Director Supert reiterated that the estimated cost for transmission main for the Field Park location is approximately $585,000. Further discussion about output capacity measurements followed.
Trustee Allen asked Director Supert to explain the difference between the IEPA loan being approved or approved for funding. Director Supert said the categorical exclusion from the IEPA means the proposed projects in the application are loan eligible but that funding is not guaranteed at this point. The submitted projects included in the IEPA loan will be determined in the future. Trustee Hansen asked Director Supert whether we would still have distribution problems even with a new Well #5, due to the aging infrastructure. Director Supert confirmed that is the case. He then added that parts of the IEPA loan application have identified certain target areas of main to be addressed. Capital funding discussions have also considered this issue and planning to address this will continue. In summary, the quality of the water to residents is dependent on both the water system as well as the distribution system. Discussion followed about the aquifer which supplies the deep.
Mike Vespa thanked Director Supert for this informative report. Mr. Vespa then asked the Board to remember that from a resident' s point of view it doesn't matter how pure the water is when it exits the water treatment system, it' s how that water comes out of distribution to our homes and the quality of it that matters. Mr. Vespa said he had recently been a victim of identity theft. He then asked what measures the Village has in place to protect residents' private information from identity theft. Village Manager Velkme said she would ask Director of Technology Schramm to reach out to Mr. Vespa to review the security measures the Village has in place to protect citizens' information and data.
Consideration Of And Action On Agenda Items
Explanation Of Omnibus Voting Procedure:
President Gallagher said that the Illinois State Statutes allow a municipality to collectively vote on a group of ordinances, resolutions, and other motions, such as awards of contract, appointments, etc. This is known as an omnibus vote. All the items contained on the omnibus vote list have been previously discussed by the President and Board of Trustees on at least one occasion, and often on several occasions. By placing them on the omnibus vote list, a single vote may be taken to approve these items. A Tmstee may remove any item from the list and have it discussed and voted on separately prior to the omnibus vote.
Consideration Of An Omnibus Vote (Trustee Tymick):
Trustee Tymick moved that the following ordinances, resolutions and motions as contained on the meeting agenda for November 27, 2017, be adopted and/or approved under an omnibus vote:
Agenda Item No. L- Approval Of Minutes Of The Meetings Of October 23 And 30, November L And November 13, 2017 As Read
Agenda Item No. 2 - Ordinance 17-2905 Amending Title 4 (Liquor Control), Chapter 1 (Alcoholic Liquor) Of The Western Springs Municipal Code Of 1997, Relative To Allowing Certain Mechanical/Electrical Amusement Devices To Be Operated In Restaurants With Class "A? (Full Service Restaurant With A Service Bar) Liquor Licenses; Class ?B" (Full Service Restaurant With A Patron Bar) Liquor Licenses; Class "C? (Full Service Restaurant: Beer And Wine Only; No Patron Or Service Bar) Liquor Licenses; Class "D? (Limited Service Restaurant, Beer And Wine Only: No Patron Bar Or Service Bar) Liquor Licenses; And Class ?K? (Byob - Corkage License: Beer And Wine Only) Liquor Licenses And Certain Amendments To Title 3 (Business Regulations), Chapter 4 (Special Business Regulations I), Section 3-4-2 (Amusements And Entertainments) To Prohibit Video Gaming
Agenda Item No. 3 - Ordinance 17-2906 Amending Title 4 (Liquor Control), Chapter 1 (Alcoholic Liquor), Section 4-L-?Oa(10) Of The Western Springs Village Code Of 1997, As Amended, Relative To The Number Of Class ?J? (Special Events On Village Owned Property; Beer And Wine Only) Liquor Licenses Which Can Be Issued In The Village Of Western Springs, Cook County, Illinois For Bumba Restaurants Inc. D/B/A Solstice Restaurant For The 2017 Western Springs Winter Wonderland Special Event To Be Located On The Water Tower Green Area And Portions Of The Adjacent Rights- Of-Way Of Hillgrove Avenue, Grand Avenue, Lawn Avenue And Walnut Street (Special Event Date: Saturday, December 2, 2017)
Agenda Item No. 4 - Resolution 17-2409 Approving The Issuance Of A Raffle License Under Title 3 (Business Regulations), Chapter 12 (Charitable Games, Raffles, Bingo And Other Games Of Chance Regulations) Section 3-12-3 (Raffles) Of The Western Springs Municipal Code Of 1997, As Amended, For Applicant Lyons Township High School Parent Teacher Council (LTHS PTC) Of Western Springs, For Their 2018 Post Prom Event With A License Fee Waiver And Bond Waiver
Agenda Item No. S - Resolution 17-2410 Approving And Authorizing The Execution Of A Professional Services Agreement Between The Village Of Western Springs And Baxter & Woodman Inc. In Regard To Preparation Of A Capacity, Management Operations, And Maintenance (CMOM) Plan In An Amount Not To Exceed $17,000
Agenda Item No. 6 - Resolution 17-2411 Approving And Authorizing The Execution Of An Independent Contractor Agreement For Professional Services With Christopher Spartz For The Position Of Basketball Head Coach And Coordinator Of The Travel Basketball Program For The Village Of Western Springs
Agenda Item No. 7 - Resolution 17-2412 Approving And Authorizing The Execution Of A Consent To Assignment Of The Right Of Way Use License And Fiber Optic Cable Agreement Between The Village Of Western Springs And Wideopenwest Illinois, LLC, As Amended By The First Addendum To The Right Of Way Use License And Fiber Optic Cable Agreement Between The Village Of Western Springs And Wideopenwest Illinois, LLC
Agenda Item No. 8 - Resolution L 7-241 3 Determining The Estimated Property Tax Levy For Year 2017 For The Village Of Western Springs
Agenda Item No. 9 - Resolution 17-2414 Approving Budget Amendments And A Transfer Over $10,000 To The Fiscal Year 2017 Operating Budget In The General And Recreation Fund
Agenda Item No. 10 - Motion To Waive The Competitive Bid Process In Lieu Of Solicitation Of Competitive Proposals And Approve The Purchase Of 42 - 2 Core Licenses, Plus The User Client Access Licenses Jv?Llage Requires 60 User And 15 Machine Licenses], For $21,682.77 From CDW Government, Chicago, Il Under The Microsoft "Select? Program Government Pricing Schedule
Agenda Item No. II- Motion To Approve A License And Indemnification Agreement For Temporary Use Of A Public Right-Of-Way To Operate A Beer And Wine Retail Sales Tent And Alcoholic Beverage Sales/Consumption Area At A Special Event Jbumba Restaurants Inc. D/B/A Solstice Restaurant And Western Springs Business Association For 2017 Winter Wonderland Special Event.
The motion passed on a roll call vote. Voting aye: Trustees Hansen, Tymick, Allen, Rudolph, Sifferrnann, Tyrrell and President Gallagher. Voting nay: None.
12) Monthly Financial Report (Trustee Rudolph)
October Monthly Report
Trustee Rudolph presented the October 2017 monthly report. The report includes a recap of all funds, a list of cash and investments and cash flow schedules. In the General Fund, for the period ending with the month of October, revenues exceeded projections due to increased building permits and vehicle license fees. The Village also received advance distributions of the local distributive fund, or income tax. Sales taxes received for October were up 6% from the same period last year, and more than the last four years. Expenditures are on target for the General Fund. The Water and Sewer Fund does continue to maintain a surplus in anticipation of our upcoming December debt service payment and the final payments for the sewer improvement. Water and Sewer sales are also on target and the November billing was 27% higher than the same period last year. In investment activity, as of the October 31, 2017 period, the IMET bond funding return for the last 12 months was 3. l 6% since inception, which is approximately the same as our September 30 period end. The Police Pension Fund again posted positive results for October, with a one year to date return of 15.1 8%.
Trustee Rudolph moved, seconded by Tymick, to approve the October 2017 monthly financial report as presented.
The motion passed on a roll call vote. Voting aye: Trustees Hansen, Tymick, Allen, Rudolph, Siffermann and Tyrrell. Voting nay: None.
13) Village President Gallagher
14) Village Manager Velkme
Manager Velkme reported that late last week she received a draft list of strategic goals from Strategic Planning facilitators Greg Kuhn and Jeanna Ballard. Mr. Kuhn and Ms. Ballard asked Manager Velkme to compare the list to staff' s notes and, after her review and any edits, they will convert the final goals to a list and create an online ranking sheet which will be sent to the Board for goal prioritization.
Manager Velkme asked Director of Community Development Scott to provide an update on the WSBA 2017 Winter Wonderland event scheduled on Saturday, December 2, 2017. Director Scott said this event was formerly known as the Christmas Walk. It includes a Christmas marketplace and will be from 2:00 until 7:00 p.m. this Saturday. Most of the event will be along Hillgrove Avenue in front of the Tower Green. The market will include two tents: one for some food and alcohol, and another one for the market itself. There will be a lot of different things for sale by local vendors. The Santa House will in place and Santa arrives with the Christmas lighting at approximately 2:30 p.m. The tree lighting is scheduled for s :OO p.m. For more information on the event, visit www.WesternSpringsBusiness.com.
Manager Velkrne asked Director of Law Enforcement and Chief Budds to provide an update on the recent car burglaries in the area. Chief Budds provided an update on the burglaries which recently occurred in Western Springs and LaGrange. A joint Code Red alert was sent by LaGrange and Western Springs because both communities were victimized by the same types of crimes less than 24 hours prior. The La Grange & Western Springs Police Departments are currently investigating several burglaries from motor vehicles that occurred in the early morning hours of November 27, 2017. It's been reported that La Grange had approximately 23 car burglaries, and Western Springs had approximately 4 car burglaries. The Western Springs Police Department has some very solid leads in these instances. In all incidents, with the exception of one vehicle burglary, unknown offenders entered through unlocked doors and gained access to parked vehicles. La Grange & Western Springs Police Departments are urging our communities to remove all valuables and keys or key fobs from the interior of their vehicles and lock the doors. These crimes would have likely been prevented by locking the doors. Residents are asked not to approach any suspicious subjects and are encouraged to report all suspicious activity by dialing 9-l-1. Chief Budds also thanked residents for their vigilance which resulted in some solid leads in this investigation. Chief Budds encouraged residents to consider creating and participating in a Neighborhood Watch program. He also thanked the media for following the department's press releases and sharing that information.
President Gallagher emphasized the residents should lock their car doors. This is a simple step which would help avoid some of these incidents.
Trustee Rudolph asked if residents should consider leaving lights on overnight on porches and driveways. Chief Budds said that would deter criminals as would installation and activation of motion detectors and cameras which can also be helpful to solve or break a case. Chief Budds added that the RedLight cameras at Ogden Avenue also provide information which can be useful.
President Gallagher encouraged residents to contact the Police Department to get started on a Neighborhood Watch program.
15) Village Attorneyjurusik
With no further business to come before the Board, President Gallagher asked for a motion to adjourn.
Trustee Tymick moved, seconded by Rudolph, to adjourn the meeting. The motion passed on a unanimous voice vote. The meeting adjourned at 8:05 p.m.