Village of Western Springs President and Board of Trustees met Nov. 26.
Here is the minutes provided by the board:
Board Members Present Berry Allen Sheila Hansen Heidi Rudolph William Siffermann Edward Tymick James Tyrrell
Others Present Patrick Kenny, Director of Fire & EMS Grace Turi, Director of Finance Matthew Supert, Director, Mun. Services Rita Ligeikis, Recreation Coordinator Brian Budds, Director of Law Enforcement Services Martin Scott, Director of CD Michael Jurusik, Village Attorney
Electronic Attendance: None.
CALL TO ORDER
The meeting came to order at 7:00 p.m.
PLEDGE OF ALLEGIANCE
President Gallagher led the Pledge of Allegiance.
ROLL CALL
As noted above.
READING OF AGENDA – ADDITIONS - DELETIONS
There were none.
CITIZEN COMMENTS
There were none.
NEW BUSINESS – DISCUSSION ITEMS
FIRST ADDENDUM TO EMPLOYMENT AGREEMENT BY AND BETWEEN THE VILLAGE OF WESTERN SPRINGS AND INGRID S. VELKME
President Gallagher said the Board of Trustees met in closed sessions during the month of October to discuss performance evaluation and a raise for Village Manager Ingrid S. Velkme. Tonight, the Board has before them, the first addendum to the employment agreement by and between the Village of Western Springs and Village Manager Ingrid S. Velkme. President Gallagher said this was discussed quite extensively in closed session. With no further discussion from the Board, the approval of the addendum was added to the omnibus vote list to be considered later this evening.
EXPLANATION OF OMNIBUS VOTING PROCEDURE
President Gallagher stated 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. The President and Board of Trustees have previously discussed all the items contained on the omnibus vote list 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 them. Prior to the omnibus vote, a Trustee may remove any item from the list and have it discussed and voted on separately, prior to the omnibus vote.
Trustee Allen requested that agenda item 3, regarding the parking study, be removed from the omnibus vote list. President Gallagher removed agenda item 3 from the omnibus vote list. This item will be considered after omnibus voting.
MOTION:
Trustee Tymick moved that the following ordinances, resolutions and motions as contained on the meeting agenda for November 26, 2018, be adopted and/or approved under an omnibus vote:
Agenda Item No. 2 - Approval Of Minutes Of The Meetings Of October 8 And October 22 And November 12, 2018 As Read
Agenda Item No. 4 - Resolution 18-2463 Authorizing And Approving The Execution Of A Professional Services Agreement Between The Village Of Western Springs And James J. Benes And Associates, Inc. For Design And Construction Engineering Services (2019 Iepa Water Main Replacement Project)
Agenda Item No. 5 - Resolution 18-2464 Determining The Estimated Real Property Tax Levy For Year 2018 For The Village Of Western Springs
Agenda No. 6 - Resolution 18-2465 Approving A Budget Amendment And Transfers Over $10,000.00 To The Fiscal Year 2018 Operating Budget In The General Fund And The Water Fund
Agenda Item No. 7 - Resolution 18-2466 Approving A Budget Amendment And Transfer Over $10,000.00 To The Fiscal Year 2018 Operating Budget In The Water Fund
Agenda Item No. 8 - Resolution 18-2467 Approving And Authorizing The Execution Of An Emergency Mutual Aid Agreement For The Sharing Of Police Personnel, Equipment And Resources To Respond To Disasters And Civil Disorders And To Combat Serious Criminal Activities That Constitute A Community Threat
Agenda Item No. 9 - Resolution 18-2468 Authorizing And Approving The Execution Of A Temporary Construction Access Easement Agreement For Well No. 5 Project (Village Of Western Springs And Western Springs Park District) And A Temporary Construction Access Easement Agreement For Well No. 5 Project (Village Of Western Springs And Western Springs Public Schools, District 101) And Village Of Western Springs Disclosure And Commitment To Pay Compensation Regarding Acquisition Of Temporary Construction Access Easement(S) For Well No. 5 Project
Agenda Item No. 10 - Resolution 18-2469 Authorizing The Approval And Execution Of The First Addendum To Employment Agreement By And Between The Village Of Western Springs And Ingrid S. Velkme
The motion was seconded by Trustee Hansen. The motion passed on a roll call vote. Voting aye: Trustees Hansen, Tymick, Allen, Rudolph, Siffermann, Tyrrell and President Gallagher. Voting nay: None.
President Gallagher congratulated Manager Velkme. Manager Velkme thanked the Board for their support and said she acknowledged the contributions of her staff.
RESOLUTION 18-2462
Approving And Adopting The Western Springs Parking Study (Existing Conditions Report) Dated November 2018 And Prepared By Sam Schwartz Consulting, Llc And The Village Of Western Springs Conceptual Wayfinding And Signage Plan Dated June 2018 And Prepared By Teska Associates, Inc.
MOTION:
Trustee Hansen moved, seconded by Tymick, to approve Resolution 18-2462 Approving And Adopting The Western Springs Parking Study (Existing Conditions Report) Dated November 2018 And Prepared By Sam Schwartz Consulting, LLC And The Village Of Western Springs Conceptual Wayfinding And Signage Plan Dated June 2018 And Prepared By Teska Associates Inc.
Discussion followed regarding the resolution, which President Gallagher said provides for the acceptance of the study, gives the authority to staff to proceed with development of action plans, and associated budget. Trustee Allen expressed a desire for the implementation plan budget to be shared and included in the 2019 budget, if appropriate. Trustee Rudolph noted the resolution accepts the study and directs to staff to proceed with an implementation plan. She said any quick fixes which can be done in the near term would be appreciated. The parking study recommendations are part of the larger Downtown Plan. Director Scott said staff will be reviewing all options and we will know more in the summer of 2019. Director Scott added that no significant budget items are anticipated in the 2019 budget. Attorney Jurusik said short term and long term budget impacts will be part of the implementation plan process. Manager Velkme said staff will review what can be done immediately and will put together a report on that. Staff will also be working on the long term ones. This is all part of the strategic plan process.
The motion passed on a roll call vote. Voting aye: Trustees Hansen, Tymick, Allen, Rudolph, Siffermann and Tyrrell. Voting nay: None.
OTHER BUSINESS
There was no other business.
REPORTS
MONTHLY FINANCIAL REPORT – (Rudolph)
October Monthly Report
Trustee Rudolph provided a few notes on the monthly report for October. The Police Pension Fund posted negative results for the month of October resulting in an unrealized loss of (5.61%) for October with the one-year return of 1.22%. The Police Pension Board meets again in January and will be reviewing that result.
The General Fund revenue continues to be higher than projected. The sales tax receipts in October were 2.88% higher than the same time period last year and continue to be 8% higher than 2017. The Timber Trails permits combined with other construction activities resulted in a 99% revenue collection as of October month end. The income tax receipts have also exceeded projections. Expenditures are on target.
s of water, the consumption billed in October, which is about a one month lag, was 7.4% lower than last year and is projected to continue at about that same volume through year end. Director Turi reported that the draft 2019 budget would be posted to OneDrive for the Board's review on November 27, 2018 with paper copies available for those who wish to have them. Director Turi added that Lauterbach and Amen would present the seven-year projection for the Police Pension Fund in January 2019 as part of the strategic plan for the long-term funding for the Police Pension Fund.
Trustee Allen asked if the Police Pension Fund projects would be available for this budget cycle. Director Turi said the determination of $1.3 million has been received from Lauterbach and Amen. The Finance Committee has heard the 7-year plan from them and the whole Board will hear it in January 2019. Trustee Allen asked if we would have the sensitivity analysis completed before the budget was complete. He had hoped we would have that impact in the event the Village ends up short for 2018. Director Turi said that would not be ready until January 2019. If there is a change in the funding level, that will be worked into the calculation in January and the sensitivity on the 7 year will be completed at that time. This will incorporate all of 2018. Trustee Allen asked if he could receive the sensitivity analysis thru 2017 which Director Turi said she would provide to him.
Trustee Allen asked about the consumption level which is trending lower than last year. Director Turi said the volume of consumption level is holding lower. Consumption in 2017 appears to be abnormally high.
MOTION:
Trustee Rudolph moved, seconded by Tymick, to approve the October financial report as presented.
The motion passed on a roll call vote. Voting aye: Trustees Hansen, Tymick, Allen, Siffermann, Tyrrell and Rudolph. Voting nay: none.
VILLAGE PRESIDENT GALLAGHER
President Gallagher thanked the Public Works Department and all Village employees for their hard work during the storm event today. She thanked Village staff who worked in the building with no power and heat until 3 p.m. She particularly acknowledged Building Coordinator Bill Tomczyk who came in when the power outage was noted to insure computers remained on-line.
The Western Springs Park District has approved the necessary easement for the building of Well #5. District 101 will vote on the construction easement at their meeting this Thursday, November 29, 2018.
On November 13, 2018, President Gallagher, Trustee Hansen, Manager Velkme, Director Turi, Director Scott, Assistant Chief Kelly and Fire Marshall Grimm attended the WSBA annual meeting and luncheon where they swore in their new Board members, President Craig Mawdsley and Vice President Lauren Goodwin. These are two year terms. She thanked former WSBA President Mike O'Brien for his service.
On November 14, 2018, President Gallagher and Manager Velkme met with BNSF, Tollways representatives and engineer regarding the pedestrian underpass and plans for the fourth maintenance rail. Those discussions are still ongoing but it was a productive meeting and she looks forward to further negotiations with them.
On November 16, 2018, President Gallagher and Manager Velkme met with Metra Board Member Steve Palmer and also two other Metra representatives. She was encouraged by Metra's willingness to be a financial partner in the construction of the west underpass. We appreciate Metra supporting our community to make the railway safer.
On November 20, President Gallagher and Manager Velkme met with Tammy Wierciak, Metro Strategies, regarding the Central Avenue project, west pedestrian underpass, Bemis Woods bike path, and other projects that are available for federal funding. She is helping us coordinate that federal funding going forward.
President Gallagher reminded everyone of the WSBA Winter Wonderland scheduled on Saturday, December 1, 2018, from 2:00 to 6:00 p.m. on Tower Green. She also reminded the Board of Trustees of the accelerated December meeting cycle with the workshop on December 3 and December 17.
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VILLAGE MANAGER VELKME
Manager Velkme reported that on November 19, 2018, Manager Velkme, Village staff, and Attorney Jurusik met with our Republic Services account team, General Manager Jocelyn Kruis and Manager Rich Vandermolen. The purpose of the meeting was to discuss exercising an option in our existing contract with Republic Services to extend refuse and recycling services beyond December 31, 2018, which is when our current contract expires. Staff requested a nine-month extension thru September 2019 with an option to convert to month-to-month, if needed. Village staff plans to go out to bid in January 2019 with the goal of awarding a contract in March 2019. The contract extension would provide additional time to review bids, award a contract, and communicate changes to residents to insure a smooth transition to a new system. Ms. Kruis said Republic is amenable to the extension and will provide us with a proposal by November 29, 2018 for the staff and the Board to consider.
The extension keeps the existing program in place. The committee has reviewed various service options and is still discussing what the future program will look like. The Village will be going out to bid in early 2019 with a list of potential system options. Manager Velkme added that the committee is looking for a recycling system other than the blue bag system because the blue bags re not biodegradable, they cause problems with litter on the street and have clogged drains in the past. Most haulers are coming in with contracts with a cart system and many residents are bringing carts and containers from their previous residences in other communities and are using them in town. Manager Velkme said the preference to move away from the blue bag system was also made quite clear in the recycling survey. Trustee Tymick noted we are the only community still utilizing the blue bag system.
Manager Velkme also noted that Tuesday refuse service would be delayed until Wednesday this week due to the snowstorm today. This information is posted to the Village website. Friday service will be as regularly scheduled with no change to service.
On November 14, 2018, Manager Velkme attended a regional Tollway meeting on the noise study. Manager Velkme said not much information was provided by representatives did indicate they would be coming out with that information within the next week or so. She is still waiting to receive that information and will report to the Board when she does.
VILLAGE ATTORNEY JURUSIK
No report.
ADJOURN
MOTION:
Trustee Tymick moved, seconded by Allen, to adjourn at 9:15 p.m. The motion passed on a unanimous voice vote.
http://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_11262018-806
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