Village of Western Springs President and Board of Trustees met February 5.
Village of Western Springs President and Board of Trustees met February 5.
Here is the minutes provided by the Board:
Call To Order:
The meeting was called to order at 7:00 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. The order of committee reports was modified to allow Matt Jurjovec who is in the audience for one of the Properties and Recreation agenda items to get on the road before the roads get worse due to the snow.
Consideration Of Agenda Items
1) Properties And Recreation - Trustee Hansen
A) Tower Trot - Healing Hearts for Ashley Agreement Capital Projects Summary Report
Trustee Hansen introduced Matt Jurjovec who established the Healing Hearts for Ashley Foundation to honor his late wife, Ashley Jurjovec, a beloved McClure math teacher, who died suddenly in May 2016 from a rare genetic heart disease. The foundation was established by Matt to honor Ashley' s life and to support doctors doing research on heart disease. The foundation has applied for a tax exempt status and is awaiting a ruling letter from the IRS on this. The Healing Hearts Foundation will partner with the Village on the 2018 Tower Trot event. The Recreation Commission and Healing Hearts for Ashley are eager to raise awareness and donations to support research for Ashley's heart disease and other inherited heart diseases. Dr. Greg Webster of Lurie Children's Hospital, who grew up in Western Springs and attended McClure Junior High, is doing research on this condition. This year, the Tower Trot will be held on May 26, 2018. Mr. Jurjovec shared information about Ashley's condition and passing as well as the walks which were conducted the last two years. A preliminary t-shirt design was shared with the Board. The foundation has acquired 8-10 sponsors and have already collected $7,000 and hope to obtain more over the new few months. President Gallagher said the Village is thrilled to be partnering with Matt and McClure on this. A draft agreement between the Village and Healing Hearts for Ashley Foundation for the 2018 and 2019 Tower Trot events was included in the Board's agenda packet. The Properties & Recreation Committee recommended the Board approve this agreement on February 26, 2018.
B) Capital Projects Summary Report
No report at this time.
C) Vehicle Purchase - John Deere
The Municipal Services Department budgeted $45,000 for the purchase of a John Deere 3046R Compact Utility Tractor with a front loader and rotary broom in 2018. Staff obtained a quote in the amount of $37,245.60 from John Deere at the State of Illinois bid prices. This utility tractor will be used for snow removal from downtown sidewalk, BNSF platforms, and around the Tower Green. The vehicle could also be used for other maintenance in the Forestry Department. This is a new purchase and will not be replacing an existing piece of equipment. The vehicle will be purchased through the State of Illinois vehicle purchase contract through Shorewood Home and Auto of Crete, Illinois. Delivery is anticipated within three months. The committee reviewed staff s request and recommended approval of this purchase on omnibus on February 26, 2018.
A bid opening occurred on January 25, 2018 for the 2018 tree removal program. Six companies bid on this contract and Homer Tree Care Inc. was the lowest qualified bidder with a bid amount of $32,387.00. Homer Tree Care Inc. was awarded this contract in 2017. Staff felt communication with Homer Tree Care was poor and decided to re-bid for 2018. Homer was still the lowest bidder this year by a large margin. A meeting will be scheduled between the Village and Homer Tree Care Inc. to discuss ways to improve communication issues. The committee recommended award of contract to Homer Tree Care Inc. for 2018. The award will be on the February 26, 2018 omnibus agenda and will include a not to exceed amount of $50,000.00.
D) Landscaping Contract Renewal
Brightview Landscape Services requested the renewal of the 20l71andscaping contract for 2018, at existing unit prices. Brightview, previously known as Brickman Landscaping, held the landscaping contract for the past 4 years. Brickrnan merged with another company and has a new name. Staff has found the work to meet all contract specifications and recommended contract renewal for 2018. The committee concurred with this recommendation and requested Board approval on omnibus on February 26, 2018.
E) ComEd 2018 Project
In December 2017 and January 2018, Village staff met with ComEd representatives to discuss a potential overhead improvement project occurring in the Village. ComEd is proposing significant overhead utility pole and line replacement in the Village sometime in 2018. A construction timeline has not yet been determined. ComEd representatives will provide a short presentation and answer questions at the February 26 Board meeting.
G) Recreation Department Before/After School Care with DlOl Follow-Up
The Board received information from Attorney Jurusik on this matter. There are no further updates.
H) Wolf Road Bike Path Modified Engineering Report
The Wolf Road bike path project was originally located at the Ogden Avenue intersection, heading north along the west side of Wolf Road, to terminate at the existing bike path located just south of the Salt Creek Bridge.
Last fall, staff met with the Federal Highway Administration (FHWA) at IDOT District, and at that time the Forest Preserve requested that the Village extend the scope of the project approximately four hundred feet north, across the bridge to encompass the crossing at Wolf Road. The FHWA agreed and the Village needs to now pursue an amended engineering agreement to cover costs associated with the expanded scope. There is hope that some of the costs could be shared with Forest Preserve District of Cook County. The amended cost of the engineering agreement for the Wolf Road bike path, which requires approval, includes an additional$l3,628.28, for a total cost of $28,271.oo. Director Supert provided an aerial and traffic signal plan to illustrate the various impacted locations and history of this proposed project. This bike path would be an alternative for the crossing that exists at Ogden Avenue and Woodland Avenue. Even with the approved rapid rectangular flashing beacons that were put in place, this crossing has proved to be problematic from a safety standpoint as the police department can attest. This path would replace the crossing at Ogden and Woodland. Discussion about the layout of the revised, proposed bike path plan and required changes to traffic and walking signals in the area followed. Approval of the amended engineering agreement will be included on the omnibus vote list scheduled for February 26, 2018.
I) Public Works Garage Contract Renewal
Last month the Board approved a janitorial contract renewal with Uni-Max Management Corporation at the 2017 bid prices. The Public Works Garage janitorial contract renewal was inadvertently left off. The committee recommended the Board approve a renewal of the Uni-Max contract for the Public Works Garage at a monthly cost of $600. This additional approval for janitorial services at the Public Work Garage will be on the February 26, 2018 omnibus vote list for consideration.
2) Public Works And Water - Trustee Allen
A) Capital Projects Summary Report
This report will be provided in March.
B) Interference Testing Results
Trustee Allen said a memo from Baxter & Woodman regarding Well 3 & 4 interference testing was in the Board packet. Staff reported on the preliminary results previously which are favorable. The report confirms that there will be minimal impact by the addition of a new Well #5, to be located in Field Park, to the system. Trustee Allen encouraged the Board to review the graphics on Well #3 and #4 provided in the report which are very informative. The committee reviewed most items at the committee level and are recommended for approval on omnibus. Discussion about the stability of water levels followed. The Village has very stable levels and is in very good shape. Trustee Allen noted that this is important because all three of our wells will be in the Ironton Galesville aquifer.
C) IEPA Loan Projects Engineering Services Proposal
The committee is recommending approval of engineering proposals for Well #5 and an amendment to the IEPA loan assistance engineering agreement for the addition of Well #5. The Board previously approved a similar engineering proposal for the standpipe maintenance and repainting project in July of 2017.
Attorney Jurusik will prepare resolutions addressing the engineering design work associated with water supply Well No. s in the amount of $20,700, Well #5 water transmission main in the amount of $39,600, and an update for loan assistance for the Well #5 drilling and transmission main IEPA loan application in the amount of $9,900. Resolutions covering these three items will be on the February 26, 2018 omnibus vote list. An additional resolution for design engineering work by Baxter Woodman on the Well #5 pump will be coming in the future.
Also included in the agenda packet is a letter from the IEPA which affirms the Village's Notice of Categorical Exclusion for the project plan. This is a very favorable letter. The planning approval is an important step toward obtaining Public Water Supply Loan Program (PWSLP) funding. A number of additional requirements must be met before a loan commitment is achieved. The change in priorities to move Well #5 up in the queue prompts some additional work on the application. This was a very nice letter which was received from the IEPA relatively promptly from an IEPA perspective. President Gallagher asked Director Supert for an anticipated timeline regarding the loan approval letter. Director Supert said a loan commitment letter is anticipated in late February or early March. Staff does need to continue work with Baxter & Woodman this month updating schedules for proposed projects. Attorney Jurusik will prepare resolutions providing for the authorizing and approving these items on the omnibus on Febmary 26, 2018.
D) Vehicle Surplus
The Municipal Services Department requested permission to declare four vehicles as surplus. The committee reviewed the request and concurred with staff recommendations on the vehicle replacement program. The committee recommended approval of the request to declare all four vehicles as surplus. An ordinance providing for disposal will be on the February 26, 2018 omnibus vote list for approval.
E) Vehicle Purchases
The Municipal Services Department budgeted for replacement of four vehicles in 2018. Staff has received quotes for two of the four vehicles. Is it recommended that the purchases occur in February to secure 2017 State of Illinois vehicle bid pricing. Staff will be seeking quotes for the other two vehicles, a new dump truck and a new Vactor truck, in the spring of 2018. The two vehicles to be purchased in February at State of Illinois vehicle purchasing contract prices are one (1) 2018 Ford F550 1-Ton at a cost of $47,477 and one (1) 2018 Ford F350 at a cost of $40,687 from Bob Ridings Fleet Sales, Taylorville, IL. These two new vehicles will replace fleet vehicle #7 and #8 respectively. Trustee Rudolph will report on the financing of these four new vehicles in her report.
F) Street Sweeping Contract Renewal
The committee reviewed a request to extend the 2017 street sweeping contract with Hoving Clean Sweep, LLC at the same unit pricing schedule. Lakeshore was the low bidder at $55,693.50 in 2017 and completed 8 sweeps at a total cost of $46,172. The committee agreed with staff's recommendation to extend the contract for the 2018 street sweeping program. Board approval will be on the omnibus vote list on February 26, 2018.
Trustee Allen presented a professional services agreement between the Village and James J. Benes & Associates for design engineering services for the 2018 roadway improvement program for $132,000.00. This expense is 8-l 0% of the cost of the overall capital expenditure and is consistent with what was done last year. The agreement will be considered for approval on the omnibus vote list on February 26, 2018.
During the January 2018 Board meeting cycle, the Municipal Services Department presented a contract renewal for Schroeder & Schroeder for the Village's sidewalk replacement program in the amount of $50,000. The Village's 2018 budget includes a ?not to exceed" budget amount of $75,000. A motion will be placed on the February 26, 2018 omnibus vote list to correctly reflect the higher amount of $75,000. Unit prices from the 2014 bid sheet are not affected by this change. Staff is hoping to replace more sidewalks in 2018. The goal is to complete sidewalk maintenance in a s year cycle and with $75,000 in the budget for this program, it is anticipated we can return to that schedule.
Trustee Allen stated staff is continuing to work on a Well # l pre-treatment concept and a report including cost, operation, water quality and timing will be presented in a March or April report to the Board.
3) Public Health And Safety - Trustee Siffermann
A) Declare Surplus Equipment
Trustee Siffermann presented a request from Chief Keru?iy to declare various lengths of fire hose as surplus equipment. This equipment is replaced on a regular basis through a standard replacement program so the fire department still has the required complement of equipment with the disposal of this surplus hose. The committee met and concur with this request. The ordinance providing for declaration of surplus will be on the Febmary 26 omnibus vote list.
B) Replacement Ambulance Request
Trustee Sifferrnann introduced a request from Chief Kenny to approve the purchase of an ambulance which includes equipment which is absolutely necessary and included equipment which was more beneficial than the more costly model than the model the department selected. The Village-approved 2018 capital budget includes $250,000 for the purchase of an ambulance to replace the 2002 Ford MedTec ambulance. The current ambulance acts as backup and is 16 years old. The committee reviewed this request and concur with staff' s recommendation to move forward with the purchase. The purchase will be accomplished through the Intergovernmental Purchasing Cooperative, Houston- Galveston Area Council (H-GAC) HGACBuy Purchasing Program, which sells public safety vehicles and equipment at pricing schedules that have been competitively bid under the State of Texas bidding requirements. The Village has purchased from this program in the past.
If the Board approves, two motions will be needed including a motion to approve a contract to participate in the HGACBuy Purchasing Program and a motion to waive the Illinois competitive bid program in lieu of purchasing the ambulance through the HGACBuy Purchasing Program. The cost of the Life Line ambulance on a 2018 Ford F-650 chassis is $249,743.00 through this program. This is within the budgeted amount for 2018. Additional costs will be for the radio and striping packages, estimated at a total cost of $4,000. These costs were budgeted in a different line item in the 2018 operational budget. Both motions will appear on the February 26, 2018 omnibus vote list.
C) Other - Safest Community in the State of Illinois
President Gallagher mentioned that the Village has been ranked #1 as a Safest Community in Illinois by the National Council for Home Safety and Security. The Council collected 2016 data from the FBI Uniform Crime Report and ranked cities in Illinois from best to worst. President Gallagher thanked Chief Budds and Chief Kenny and their staff for their work to make this happen. President Gallagher also thanked those who participate in the Neighborhood Watch program and encouraged all residents to remember to lock car doors which certainly helps keep Western Springs a safe community. Chief Budds thanked residents as well as the members of the police and fire departments who contributed to this achievement.
4) Finance - Trustee Rudolph
A) Police Pension Fund
Trustee Rudolph reported that the Police Pension Fund Board met on January 23, 2018. With the closing of the Holland Fund, the Board has been interviewing new potential managers and two finalists were identified. The two finalists presented to the Pension Fund Board at the January 23, 2018 meeting and a decision will be forthcoming. The Pension Fund had been performing very well up until the last two days when the market saw a drop.
B) Resolution Naming Village Manager Ingrid S. Velkme as Budget
A draft resolution was provided in the agenda packet and is a housekeeping item to identify Manager Velkme as the budget officer for the Village of Western Springs. The resolution is retroactive to her appointment date in August 2017. The resolution will be considered for approval on February 26, 2018.
C) Promissory Note
Trustee Rudolph reported that a promissory note will be issued to provide for funds for vehicle purchases. A debt schedule will be provided to the Board in March along with an RFP and results of the bid process. Director Turi said the process will start with bond counsel and solicitation of bids from local banks as well as downtown bank. With our good rating, we have received good interest from bigger banks. A draft ordinance to approve issuance of the promissory note will be provided for approval in March. A complete overall Village debt schedule will be provided to include this promissory note debt.
5) General Government - Trustee Tyrrell
A) Liquor Code Changes Related to an Annual Application for Repeat Special Events
The General Governrnent Committee meeting scheduled for earlier this evening was canceled due to lack of a quorum. Trustee Tymick, who serves as Chair on this committee, was unable to attend as he was attempting to fly out of town before the snowstorm caused flight cancellations. Since the committee has not had an opportunity to discuss this matter, Trustee Tyrrell said it will be deferred to March.
B) Vehicle Purchase Request
This matter also was deferred until March.
C) West Cook County Solid Waste Agency Regional Disposal Project (RDP) Renewal
Trustee Tyrell presented a request for the Village approve a resolution providing for participation in the West Cook County Solid Waste Agency Regional Disposal Project (RDP). A draft agreement and resolution was included in the Board packet. Manager Velkme reported that the current contract expires on December 30, 2018. A request for proposals was conducted and a number of companies submitted proposals. The company that was selected was Groot. Republic currently is the contractor. The contract includes a savings of $3.76 per ton and the escalation clause includes the general inflation, fuel and labor. The escalation clause would not increase more than 4% and includes a floor of 1.5%. The contract is designed to reduce costs for solid waste disposal, for price stability and eliminates the State of Illinois solid waste surcharge which was about $2.22 per ton. This new contract will provide immediate reductions in cost to the 15 municipalities within the cooperative. This is a 10 year contract. The Board agenda packet included a copy of the slide presentation which the WCMC presented at their meeting on this matter on January 24, 2018. President Gallagher attended the January 24, 2018 meeting on behalf of the Village. Participating communities are requested to pass a resolution providing for this agreement. Attorney Jurusik will provide a final draft resolution providing for approval on February 26, 2018 on the omnibus vote list. All bidders were reviewed to insure financial stability and necessary criteria of service. Incentives for recycling were included in the new contract.
This contract is separate from the Village's contract with Republic for waste collection in the Village which expires December 31, 2017. The General Government Committee will be working on the garbage contract in the near term. Attorney Jurusik said that during negotiation of the collection contract we will have the opportunity to discuss recycling and the possibilities to earn incentives.
6) Planning And Zoning - Trustee Tyrrell
There were none.
There was no other business.
7) Village President Gallagher
A) Strategic Planning
President Gallagher thanked the Board and senior staff members for their participation last Thursday in the final session of the strategic plan?ning process. Staff will now meet to turn the prioritized goals into action items.
B) Kudos to Trustee Siffermann for Peer Jury Update
President Gallagher thanked Trustee Siffermann for his participation in facilitating the peer jury program. Last month Trustee Siffermann provided a power point presentation on the history of juvenile justice and the development of the peer jury program to our incoming and returning peer jurors. Trustee Siffermann emphasized the importance of the role the peer jurors are undertaking and the need for confidentiality and good judgement. Trustee Siffermann has an extensive background in juvenile justice as the Deputy Director of Probation and Court Services in Cook County and the Chief Juvenile Probation Officer in San Francisco. President Gallagher thanked Trustee Siffermann for sharing his expertise and going the extra miles for our peer jurors. It was a wonderful thing to do.
C) Appointment of Christopher Krohe to the Recreation Commission for a three year term to expire in February 2021
President Gallagher amiounced her intention to appoint Christopher Krohe to the Recreation Commission for a three year term to expire in February 2021. Mr. Krohe's resume was included in the agenda packet. This item will be on the omnibus vote list on February 26, 2018.
8) Village Manager Velkme
A) Illinois Tollway Expansion
Manager Velkme updated the Board on the Illinois tollway expansion project. Tollway staff met with the Commonwealth Homeowner's Association last week to discuss the expansion and how the area will be impacted. The Tollway authorities will be continuing ongoing discussions with them regarding their right- of-way and so forth. The Village is awaiting clarification from the Tollway on properties north of the Public Works area, between the Public Works area and the Ogden Avenue interchange. Manager Velkrne has asked Tollway staff to prepare a presentation for the Village Board with regard to the reconstruction of the Burlington Northern Santa Fe Bridge because that will be a very big pro3ect that will impact all of us. This work will be the first part of the project and must be completed before any other work.
B) Manager Velkrne congratulated Jake Elliott on the Super Bowl win as a member of the Philadelphia Eagles team. Jake is a native of Western Springs, graduate of Forest Hills, McClure Junior High and Lyons Township High School, as well as a former Recreation Department tennis program instructor.
9) Village Attorney Jurusik
President Gallagher asked for a motion to adjourn.
Trustee Hansen moved, second by Allen, to adjourn at 7:56 p.m. The motion passed on a unanimous voice vote.