Village of Western Springs President and Board of Trustees met March 12.
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.
Roll Call:
As noted above.
Electronic attendance at meeting: None.
Reading Of Agenda - Additions – Deletions:
There were no changes.
Consideration Of Agenda Items
Citizens Comments:
There were no comments.
1) Publicworksandwater-Trusteeallen
A) Capital Projects Summary Report
Trustee Allen presented the capital project summary report. The Village is in the 4'h year of the sewer televising program. The program-is on track to complete the s year rotation throughout the whole Village. After s years, we will start the televising process again and repeat in all sections of the Village.
The 2019 roadway program is in the pre-engineering phase and is also on track. The 51 st Street main project is largely completed while the Rose and Garden water main work is still ongoing. Discussions with residents about what type of work they wish to complete in their homes and the water connections between the main and their homes are being worked out. A resident meeting is scheduled on March 22, 2018 to discuss this pro5ect in further detail.
The Ridgewood Oaks basin project was deferred to 2018 due to some unexpected debris found in the soil at the site. Work continues and this project is expected to be completed in 2018.
A series of items related to the recently approved IEPA loan work are on the project list. These relate to the Well #5 design engineering and the pre- engineering component related to the Well #5 project; the design and pre- engineering is expected to be completed this year. Trustee Allen said a schedule related to plans for the IEPA loan will be provided in the near future as there has been some project shuffling.
B) Well #1 Discussion
Trustee Allen pointed out a memo in the agenda packet from Plant Supt. Erin Duffy which he and Trustee Hansen reviewed in committee. The committee needs more time to review the information and asked to defer this discussion until April. The Board has made the decision to go forward with a new deep Well #5 which is optimistically anticipated to be up and running in 2019 or 2020. If we were to have another water event between now and 2020. The committee is studying the potential of Well # l pre-treatment, which would provide better water quality than we have had previously in past water events which required relying on this source. This project would involve about $100,000 or so retrofit to the plant and then some bringing in of temporary skids to treat the water. The committee is still deliberating on this option.
2) Properties And Recreation - Trustee Hansen
A) Capital Projects Summary Report
Trustee Hansen reported on progress of the East Train platform project. Minor work was completed over the winter and the platforms reopened for commuter use. Later this spring Paschen Construction will be working again. The official day that they can start charging is May l but we do expect the contractor to begin working before then. Trustee Hansen said she did see them working periodically on nice days.
The Board approved the Phase II engineering expense for the Bemis Woods bike pathprojectattheFebruary26,20l8Boardmeeting. Todaystaffmetwiththe Forest Preserve of Cook County and the Cook County Highway Department to discuss coordination efforts. Manager Vell=ane asked Director Supert to report on the meeting which he and President Gallagher attended. Director Supert said it appears that the Cook County Forest Preserve will be backing off on their request for the expansion area of the project. The Forest Preserve recognized that they have put the Village in a bind in terms of the timeline and potential costs so they will coordinate with the Highway Department to do that as a separate project. Discussions were reopened as a result of the resident conversation at the last Board meeting about alternatives for that route, to place the path more quickly into the Forest Preserve, and to improve some of the pedestrian safety along Wolf Road. A meeting will be scheduled within a week or so with Village staff, the Village Engineer, and Forest Preserve persom'iel to see what that feasibility might be like and whether or not that is something that would be reasonable to pursue given the project scope. There will also be follow-up with Federal Highway Administration to determine how a change in our project scope would modify our submittal. Trustee Hansen asked Director Supert to confirm that they are at least open to consider looking at an alternative bike path. Director Supert confirmed that is the case. This means the project timeline may shift a bit depending on these conversations. Trustee Hansen asked if any engineering costs had been expended on the engineering to extend the bike path the extra 400'. Director Supert said the $13,000 component of the James J. Benes expenditure approved last month was directly attributed to the Forest Preserve request to expand the project and has not been expended. Director Supert also said the goal will be to place the new crossing at Ogden Avenue and Wolf Road, which is the safest option.
The historic Water Tower needs a new front door. This project has been budgeted at $20,000. This door needs to be custom built in order to match the aesthetic of the existing door and so that it does open and close. A meeting with the architect and the Historical Society will be scheduled in the near future.
Trustee Hansen said the HVAC system project t Fire Station #1 has been budgeted for $65,000. A meeting with the architect and mechanical engineer will be scheduled soon. This project will be fairly similar to the HVAC replacement project which the Village completed last year at the Recreation Center. The same mechanical engineer the Village contracted with on the Recreation Center project will likely be used on this pro3ect. This project is tentatively scheduled for late summer or early fall 2018.
B) ArborDayProclamationApril27,2018
Trustee Hansen read the Arbor Day proclamation at the request of President Gallagher. This proclamation will be placed on the omnibus vote list for approval on March 26, 2018. The content follows:
Proclamation
Arbor Day - April 27, 2018
Whereas, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and
Whereas, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and
Whereas, Arbor Day is now observed throughout the nation and the world, and
Whereas, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and
Whereas, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and
Whereas, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and
Whereas, the Village of Western Springs has been recognized as a Tree City USA by The National Arbor Day Foundation and desires to continue its tree-planting ways.
Now, Therefore, we, the members of the Board of Trustees of the Village of Western Springs, Cook County, Illinois, acting by and through the Village President, do hereby proclaim April 27, 2018 as Arbor Day and urge all citizens to support efforts to care for our trees and woodlands and to support our city's community forestry program; and
Further, we urge all citizens to plant trees to gladden the hearts and promote the well-being of present and future generations. Gardening makes a world of difference.
C) 2018 Emerald Ash Borer (EAB) Treatment Contract Renewal
The emerald ash borer chemical treatment extends the life of ash trees and has proven to be successful. Treatment provides the Village with time to rollout the removal of diseased ash trees and to replace trees over a number of years. The targeted number of trees to treat in 2018 is approximately 295. Staff has budgeted $40,000 for this work in 2018. TruGreen was awarded the EAB treatment contract in 2015. The committee recommended renewing the contract for 2018 at the same unit prices contained in the 2015 successful bid. Approval of the renewal will be on the March 26, 2018 omnibus vote list.
D) West Underpass Update
The Village plans to build a new pedestrian underpass west of Central Avenue. Staff has been coordinating with the Illinois Tollway on this project because the Burlington Northern bridge reconstruction project is also happening. The Village has an opportunity, with the Tollway and Burlington Northern, to coordinate construction activities for the Village's west underpass project. The Village was awarded $2,800,000 for construction of the west underpass by the Central Council of Mayors. The awarded funds identify a 70/30 cost share for Phase II engineering, which is design and construction, and Phase III engineering, which is the inspection. The Board was provided a breakdown of the cost share numbers in their agenda packet. Due to timing, the Burlington Northern Bridge reconstruction work will possibly begin as soon as fall 2018. Village staff would like to begin the Phase II engineering of the west underpass this year to keep the project moving forward for a fiscal year 2018 and 2019 project schedule. The Tollway has encouraged the Village to coordinate engineering efforts this year to maximize the use of construction crews around the BNSF Bridge for both projects.
Director Supert presented two options and noted that staff is looking for direction from the Village Board on which to pursue. There is an opportunity to coordinate with the Tollway as they are doing the bridge work and there is not a better time than when they have construction crews working out there moving tracks. This is the best time to proceed with construction of an underpass. The construction work would probably occur in 2019. The decision factor is the lead time with the Phase II engineering. If the Village commences the process with Federal funds for a Phase II engineering, we are required to go through a qualification based selection process for professional services, which adds about 6-8 months to the timeline. Director Supert said that would put us late into this year when the Village would begin the engineering process which would take another 6-8 months. The Tollway has encouraged the Village to provide engineering documentation to them that they can incorporate this into their plan. This would assist in the overall cooperation on this project. Director Supert reiterated that the Village could use the Federal funding process, which was the initial intent, and we could inform the Tollway that is the process we are going through, but the Tollway might not have some of the engineering documentation that they might requIre.
The second option is for the Village to pay for the Phase II engineering with its own funds and not utilize the cost sharing component of the Federal funds, which is a 70/30 split. This would accelerate engineering. The 6-8 month qualification based selection process would be eliminated. The Village would not be losing any Federal funds but we would have to front the bulk of the initial expense of engineering costs. That is approximately $300,000. President Gallagher reiterated that staff would like the Board to give direction on which option to pursue.
Manager Velkme said a decision is not needed tonight. BNSF and the Tollway will come out to speak to the Board and staff. The Tollway will be looking for temporary easements from the Village to do this project and also some possible land acquisitions near the Public Works building. Manager Velkme said we could also talk to them about an intergovernmental agreement. These agreements are something which the Tollway does all the time with municipalities to help them with projects. If we do the underpass at the same time that the bridge is being built, it will cut costs tremendously. While we are looking for approximately $800,000 or so, for our match, that amount could be lowered. We are also looking for other partners in this project including Metra. The Village has discussed this with the Park District and, while they do not have any capital money available, they are also going to be approached by the Tollway with regard to easements. President Gallagher said moving forward would also eliminate further disruption to residents overall if projects are both being done at the same time. Trustee Hansen added the Village needs more information from the Tollway and Manager Velkme concurred.
Discussion followed. Trustee Tyrrell asked if the difference between the two options could be quantified. Director Supert said the amount is $210,000. The $210,000 would be an out-of-pocket to commence but could be eligible for the 70/30 local match split in the future. Manager Velkme said a letter to President Gallagher regarding the land acquisitions and temporary easements is expected from the Tollway.
Director Supert said the location of the underpass is Prospect Avenue, which would be at grade, and was determined to be the most feasible location, rather than at Central Avenue, as originally determined some years ago. This location balances the needs of the both the Park, Recreation Center, Western Springs Pool and Theatre of Western Springs on the west side, and the commuters on the east side. The pedestrian underpass at Prospect Avenue would also create a pedestrian underpass at grade, so one would not have to walk down into an underpass, or walk up, which helps with ADA access requirements at that location. Resident Bob Milano said he had recommended that location to the Board many years ago.
Former Village President Saranne Milano said this project is very close to her heart because she worked on this many years ago to obtain funding from former Congressman William Lipinski for both underpasses at the east and west. The west underpass was considered to be the premiere one because it was going to impact most of the Village because of Spring Rock Park, the pool, the schools, etc. Because of the grading at the time, and because they said they could not function in a certain way at Central, the east underpass was completed first. Mrs. Milano said the east underpass has been very beneficial to this Village. Former President Milano said she would hate to miss this opportune moment to coordinate with the Tollway and BNSF and any other partners, and get the underpass at the right spot. Mrs. Milano said she doesn't want this decision to linger. She encouraged the Board to move forward and grab this opportunity. President Gallagher said it is the Board's intent to see this through with the available partners.
E) Vehicle Purchase Modification
Trustee Hansen reported that in February the purchase of a John Deere 3046R Compact Utility Tractor was approved by the Village Board at a cost of $3 7,345.60. When the order was placed, the vendor informed staff that they made an error in the original cost estimate and forgot to include the cost of the cab, which is the portion of the tractor that encases the driver. The cost of the cab is $7,094.49, for a total cost of $44,340.09. The Village budgeted $45,000.00 for this purchase in 2018. President Gallagher asked what our options are. Director Supert said the prices are fixed based on the suburban cooperative program. Manager Velkme said staff will come back to the Board with alternatives and a recommendation in April.
3) Finance - Trustee Rudolph
A) Promissory Note
Trustee Rudolph reported on a request for proposal which was sent to eight banks. Responses are due March 16, 2018. The Village is seeking to issue its General Obligation Promissory Note, Series 2018, in the amount of $1 ,ooo,ooo.oo for the purpose of purchasing rolling stock. The Village requires a note with a 10 year maturity schedule with semi-annual interest payments. The intention is to select a bidder and adopt by ordinance on April 23, 2018. Trustee Allen asked why the maturity schedule and prepayment term is 10 years. Attorney Jurusik that is the maximum term allowed by law, with no prepayment penalty. Director Turi said this term was selected for ease of payment. Trustee Allen said 10 years is long for that type of note and increases the interest rate to the Village. Director Turi said this is necessary due to the dire cash situation in the Sewer and Water Fund. Trustee Allen asked about the status of the financial strategy which was identified as a top priority in the strategic plan process. Manager Velkrne said the strategy is expected in the fourth quarter of 2018.
B) Vehicle Sticker Applications
Trustee Rudolph said vehicle sticker forms will be mailed next Tuesday, March 20, 2018.
4) Public Health And Safety - Trustee Siffermann
A) PoliceDepartment20l7CommunitySurveySummary
Trustee Siffermaru'i mentioned a memorandum prepared for Chief Budds by CALEA Accreditation Manager Cynthia Gomez entitled Community Survey Summary for 2917. The memo summarizes the scope and findings of public service surveys sent to 180 randomly selected individuals from Western Springs named in incident reports (other than traffic matters) written by Western Springs Police Officers in 2017. The survey included s questions covering the nature of the police contact, the type of police personnel contacted, the quality of interpersonal characteristics exhibited by the officer, their prioritized ranking of law enforcement services and their overall rating of the Western Springs Police Department in a number of areas. In all, 54, or 30%, of surveys were returned, constituting the 3rd highest return percentage in the last 6 years. Nearly 51 % of the respondents identified themselves as victims of a crime. Nearly 20% of the respondents identified themselves as a reporter of a problem. Property crimes ranked first in the respondents' view on the importance of police services in 2017, as opposed to neighborhood patrol and visibility in 2016. Overall responses pertaining to employee performance of duties remained in the excellent to good range, consistent with the six prior years. The report also includes many positive additional comments provided by the respondents. Trustee Allen and Siffermann provided feedback on this report to Chief Budds at the Public Health and Safety Committee meeting on March 7, 2018. The survey findings related to law enforcement services provided to Western Springs' residents in 2017 are once again extremely positive.
B) FireDepartment20l7AnnualReport
Trustee Siffermann reported on the am'iual report of the Western Springs Department of Fire and Emerpency Medical Services submitted by Chief Patrick Kenny.
In addition to the restatement of the Department's Mission, Purpose, Goals and History, the report highlights 8 key accomplishments in 2017.
•Fire Academy Training for Western Springs, LaGrange Park and Clarendon Hills paid-on-call personnel;
•Delivery and placement of new pumper into service;
•Updating of Village's Emergency Operation Plan;
•Continued comprehensive review of Fire Department standard operating procedures;
•Conducted multiple table-top exercises with Amita Health and neighboring villages emphasizing the incident cormnand structure;
•Enforcement of 2015 Village ordinance requiring update of fire protection throughout Village businesses and multi-family occupancies;
•Personnel evaluations completed on all paid-on-call members; and
•Participated in successful firefighters grant proposal with LaGrange and LaGrange Park bringing in 20 new Motorola APX radios.
Trustee Siffermann also noted the department's contribution to the Hurricane Harvey relief effort, spearheaded by Captain Heinzelman. The Department loss and remembrance of Lt. Jacobson, firefighter, ALS warrior, neighbor and friend, is an important feature of the 2017 report. There were 1,141 service calls for fire (446) and EMS (695) in 2017, the lowest in 10 years. Mutual aid assists given to other neighboring towns in 2017 numbered 277. The majority of EMS calls for service invoked Advance Life Support. Fire and EMS training is an important feature of the report with over 9,000 hours of training provided to department personnel in 2017. Fire prevention activities enumerated with over 200 inspections conducted and public education activities conducted in 2017 are described in detail in the report. The report also provides pictures and detail of the department's vehicles, apparatus and equipment.
President Gallagher thanked both Chief Kenny and Chief Budds for these reports and for their departments' dealings with residents and others. She added that our hearts go out to the Jacobsen family as well as his second family, the fire department.
5) General Government - Trustee Tymick
A) Styrofoam Recycling Program
Trustee Tymick reported that it has been six months since the program kicked off and it has been a tremendous success. Discussion at the March 1, 2018 General Government Committee meeting was about extending the program and the need to relocate the collection location due to the volume of items being collected each month. The new location will be by the Recreation Center utilizing the Safety Village garage for storage of the materials until pick-up can take place. It is the recommendation of the General Goverru'nent Committee to extend the relationship with Dart. With no objection from the Board, this item will be added to the March 26 omnibus vote list. President Gallagher thanked Intern Daisy Chavez who put this program together as well as the volunteers. Trustee Tymick added that there had been discussion about expansion of the program to target new construction and remodeling Styrofoam waste. Director Scott of Community Development will assist with publicizing the program with contractors and builders who work in the Village.
B) Class J Special Event Annual Liquor License Request for WSBA
The committee discussed the concept of moving to an annual liquor license and giving staff greater discretion to review and approve these sorts of liquor licenses. There are some organizations in the Village such as WSBA and St. John of the Cross which are very similar events year over year, same location, same date and providers and things like that. The idea is to create the concept of an annual liquor license would still be reviewed by staff to insure everything is in order. This would save the time and effort of a full Board review. The committee is comfortable with this concept and recommended approval on March 26, 2018. Any concerns could cause stoppage of the license by President Gallagher. The draft ordinance, temporary use permit and license agreement were included in the packet for the Board's review.
C) Vehicle Purchase Request
Trustee Tymick presented a request for a new vehicle purchase for Manager Velkrne. This was a budgeted expense. The vehicle is a 2018 Ford Escape. Her vehicle would be passed onto Director Scott. Director Scott's vehicle, a 2011 Taurus, would be declared as surplus. Manager Velkme's vehicle purchase approval would be on the March 26, omnibus as well as the ordinance providing for declaration surplus on the 2011 Ford Taurus.
D) Minimum Wage and Paid Sick Leave Discussion
Trustee Tymick said the General Government Committee discussed this matter once again at their March 1, 2018 meeting. WSBA was given the opportunity to present to the committee. The other organization, Arise Chicago, had also presented to the Committee and reached out to the Trustees. The goal has been to insure that both sides of the discussion are equally represented to the Board. Trustee Tymick noted that the committee has taken the concept of a referendum in November off the table. That was deternnined to be too far out and probably not as effective as we might hope. Each organization and concerned citizens were encouraged to filter information to the Trustees and the matter will be revisited once all trustees have received this.
Village resident Jake Eldridge addressed the Board about his concern with adoption of the Cook County minimum wage. He said the Board should not make it any harder for businesses to come here.
Further discussion followed. Trustee Tymick noted the two issues, minimum wage and sick leave, will be addressed separately. Attorney Jurusik provided some clarification on the sick leave policy which is a complicated plan. President Gallagher said the timeline will be to revisit these issues with a Board vote coming potentially at the April 23, 2018 Board meeting when the Board is comfortable they have heard perspective from both sides on these two issues.
E) Raffle License Request - Western Springs Police Department at National Night Out for Special Olympics - August 7, 2018
Trustee Tymick introduced this as a housekeeping item and said the committee reviewed the request to waive the raffle license fee and the bond requirement and recommended approval. Approval of this request will be on the March 26, 2018 omnibus vote list. President Gallagher said it is a pleasure to link up with the Special Olympics at this event.
F) Resolution Honoring Jake Elliott
Trustee Tymick read a resolution honoring Village resident and member of the Philadelphia Eagles Jake Elliott on his performance in the Super bowl. This resolution will be on the omnibus vote list scheduled for April 23, 2018. The content follows:
Whereas, on February 4, 2018 Jake Elliott and the Philadelphia Eagles won the Super Bowl Championship 41 to 33 against the New England Patriots; and
Whereas, seven years ago as a Lyons Township High School junior, Jake Elliott kicked in a football game for the first time; and
Whereas, Jake Elliott received a full scholarship and played for the University of Memphis where he went on to break NFL player, Stephen Gostkowski's school record for points scored; and
Whereas, Jake Elliott was selected in the fifth round of the 2017 NFL Draft by the Cincinnati Bengals and then went on to play for the Philadelphia Eagles; and
Whereas, Jake Elliot set the record for longest field goal ever made by a rookie and longest kick ever made in Philadelphia; and
Whereas, Western Springs native and Philadelphia Eagles kicker, Jake Elliott, recommended the proceeds of the Lyons Township High School ?fly Eagles fly" T-shirts go to the Kelli Joy O'Laughlin Foundation; and
Whereas, the Village of Western Springs and the President and Board of Trustees seek to honor Jake Elliot on his first Super Bowl Championship, his distinguished NFL career, and his philanthropy.
6) Planning And Zoning - Trustee Tyrrell
Parking Study Update
Trustee Tyrrell noted that an open house will be conducted to review the downtown parking study. Director Supert and Deputy Chief Albrecht will be in attendance at that meeting which will be on March 21, 2018 at Village Hall from 5:00 - 7:00 p.m. The results are also posted on-line. Director Scott is available during business hours for those unable to attend the meeting.
Other Business:
There was no other business.
Reports:
Village President Gallagher
A) Appointment of Alan Fink as Chair of the Recreation Commission for the balance of his term to expire in July 2018
President Gallagher announced her intention to appointment Alan Fink as Chair of the Recreation Commission for the balance of his term which will expire in July 2018. Nicor will be replacing in Field Park
B) ComEd Replacement of Poles
President Gallagher also announced that ComEd will be replacing poles in Old Town South and Forest Hills in the spring. More information will be published in the News Flash section of the Municipal Department. President Gallagher stressed what a good resource the News Source is for residents.
C) Lead & Copper Survey
President Gallagher encouraged residents to complete the lead and copper survey. Resident cooperation with this process will expedite that process. Village personnel will be visiting households on two Saturdays in March, March 24 and 31, to contact residents who have not completed the surveys online.
D) Strategic Plan
She added that Manager Velkme forwarded the strategic plan to the Board. President Gallagher went on to thank the directors for their time. She said she is looking forward to the action plan to complete these goals.
7) Village Manager Vet KMF
No report.
8) Village Attorney Jurusik
No report.
Adjourn:
President Gallagher asked for a motion to adjourn.
Motion:
Trustee Tymick moved, second by Allen, to adjourn at 8:21 p.m. The motion passed on a unanimous Voice Vote.
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