Village of Western Springs General Government Committee met Nov. 1.
Here is the minutes provided by the committee:
Present Chair Tymick, Member Tyrrell, Manager Velkme, Director Turi, Director Schramm, Director Baer, Analyst Chavez and Attorney Jurusik
Electronic Attendance at Meeting: None.
Chair Tymick called the General Government Committee meeting to order at 6:31 p.m.
Agenda Items
1. Public Comment
There were no public comments.
2. Approval of Minutes
Chair Tymick moved, seconded by Committee Member Tyrrell, to approve the minutes of October 2, 2018 as read.
3. Budget Discussion
Velkme and Director Baer presented the 1101 (Board of Trustees), 1201 (Administration), 1202 (Legal), 1203 (Management Services) and 1204 (Communications) portions of the 2019 budget and pay plan. Director Baer provided the final proposed staffing plan for 2019. The Village's BCBS health insurance renewal increased rates by 2.17% and dental premiums remain the same for 2019 with no increase. The proposed 2018 property tax levy determination will be provided to the Board at the November workshop meeting with approval slated on November 26, 2018. The proposed 2019 budget will be provided to the Board for review. Board approval is scheduled for the December meeting cycle, with a public hearing on the levy and budget on December 3, followed by adoption on December 17, 2018.
4. Refuse and Recycling Contract Extension
The contract extension options built into the existing contract which expires December 31, 2018 are 1, 2 or 3 years. At the direction of the committee, Attorney Jurusik contacted Rich Vandermolen of Republic Services to request a one year extension structured as a six (6) month term contract extension, which converts to a month-to-month waste collection and removal services arrangement for another six (6) months. The maximum term will be January 1, 2019 to December 31, 2019. The Village will be able to terminate the addendum for any reason upon thirty (30) days advance written notice delivered to Republic Services. The proposed addendum states that the current collection and removal rate schedule for service year 2018 will apply to the collection and removal services during the service year 2019. Mr. Vandermolen informed Attorney Jurusik that the addendum terms have not been agreed to or approved by his corporate superior. Attorney Jurusik is anticipating a counter-proposal from Republic Services that responds to the proposed term and includes an amended service rate schedule. The price scheduled is a negotiated item Attorney Jurusik stated there is no downside to a one year extension. This will give staff time to prepare and issue the RFP, review the results, select a low cost, qualified vendor and move to roll-out a new refuse and recycling program based on our community's needs. The Village should receive competitive proposals from several vendors. The committee directed Attorney Jurusik to continue negotiations with Mr. Vandermolen on behalf of the Village for a one year renewal.
Attorney Jurusik noted that the current contract includes a requirement for Republic to maintain a cash deposit (bond) with the Village. He recommended this unique provision be maintained in the RFP.
5. Well #5 Easements
Attorney Jurusik said the Village must show the IEPA that we have control of the site in order to move forward with the project. Attorney Jurusik stated that he and Village President Gallagher and Manager Velkme recently met with Dr. Barnhart of District 101 and Executive Director WS Park District Walt Knake and the meeting was positive. The discussion with Dr. Barnhart and Mr. Knake was regarding obtaining temporary construction access easements from Western Springs Park District and District 101 to access portions of the Field Park property and the District 101 property during the pre-construction, construction and post-construction testing phases of the Well No. 5 project. There is an estimated six (6) month time period that the Village will require use of the temporary construction access easement areas. The per foot valuation ($2.63) was calculated based on a review of appraisals. The Village proposes to pay for the use of the easement areas using the higher of the property valuations contained in the appraisal prepared for the Park District and District 101. Attorney Jurusik anticipates all the easements documents will be complete by the end of November. Village staff plans to bid the Well #5 project in December and hope to begin construction in January 2019.
6. Nazareth Academy Letter Re: Raffle License Request
Attorney Jurusik provided a memo to the committee regarding Nazareth Academy's raffle license request, which came before the Board at previous committee meetings. Village staff has raised a number of concerns with the proposal. Additionally, on October 2, 2018, Nazareth Academy President Tracy asked if it would be possible for the committee to consider an alternate proposal, to license ticket sales at Salerno's in
Western Springs, with the actual Queen of Hearts drawings to be held at Nazareth Academy in LaGrange Park. Attorney Jurusik reviewed the Village Code raffle regulations, which strictly follows and incorporates the provisions of the Illinois Raffles Act. The most critical non-compliance aspect of the raffle application was the proposal to have the winner drawings held at Nazareth Academy, which is located in LaGrange Park and thus outside of the Western Springs' raffle license jurisdiction. For such an event, LaGrange Park is the proper raffle-licensing jurisdiction. Manager Velkme will draft a letter to the applicant, President Tracy, informing her of the committee's final decision not to issue the license. A copy of Attorney Jurusik's memorandum will accompany the letter for reference.
7. Schedule Next Committee Meeting
The next committee meeting was scheduled on Monday, December 3, 2018, at 6:00 p.m. prior to the December Board of Trustees workshop meeting,
8. Recess To Closed Session For The Purpose Of Discussion Of:
Collective Negotiating Matters Between the Village and its Employees or their Representatives, or Deliberations Concerning Salary Schedules for One or More Classes of Employees (5 ILCS 120/2c(2))
The closed session was not necessary.
9. Labor Matters - MAP 456 Collective Bargaining Agreement
This matter was tabled.
10. Deputy Village Manager Position
Manager Velkme reported that Director of Fire & EMS Kenny has asked to be relieved of his duties as Deputy Village Manager. Chief Kenny would like to concentrate on the operations in the Fire Department. Manager Velkme said he is the Emergency Manager and he is still her go-to person for now. After discussion with Attorney Jurusik, Manager Velkme has decided to hold off on naming a Deputy Village Manager at this time.
11. Illinois Tollway Letter of Agreement to Village of Western Springs Regarding the Tollway Master Plan
Manager Velkme shared a Letter of Understanding, which she received from the Illinois Tollway. While Manager Velkme has been asking for this document from the Tollway for some time, Village staff will need to review the particulars of the draft provided to the Village to insure all the items of concern identified by staff and shared with the Tollway regarding the Tollway expansion have been addressed in this agreement. The Tollway is requesting the Village respond by January 1, 2019 but that is not feasible. It is anticipated that this Letter of Understanding will be the basis of an intergovernmental agreement between the Village and the Tollway so it is imperative that all items have been addressed. The full Board of Trustees will receive a copy of the draft Letter of Understanding received from the Tollway for their review. Trustee Tymick asked if we would be able to see the Hinsdale Letter of Understanding. Attorney Jurusik said we should ask for this. Manager Velkme will also reach out to Hinsdale. It appears that the Park District may have already come to an agreement with the Tollway.
12. Adjourn
With no further business to discuss, Chair Tymick moved, seconded by Member Tyrrell, to adjourn the meeting at 7:49 p.m.
http://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_11012018-797
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