Village of Western Springs President and Board of Trustees met Nov. 11.
Here is the minutes provided by the board:
Call to Order, 7:00 p.m.
James Horvath, Acting Village Clerk
Board Members Present
Ingrid Velkme, Village Manager
Grace Turi, Director of Finance
John Mastandona, Asst. Dir. of Finance
Patrick Kenny, Director of Fire & EMS
Ellen Baer, Director ofAdmin Svcs
Brian Budds, Director of Law
Matt Supert, Director ofMun Svcs
Michael Jurusik, Village Attorney
CALL TO ORDER
The meeting opened at 7:00 p.m.
PLEDGE OF ALLEGIANCE
President Gallagher led the audience in the Pledge of Allegiance.
Electronic attendance at meeting: None.
As noted above.
READING OF AGENDA - ADDITIONS - DELETIONS
There were none.
Western Avenue resident Kirk Wulf addressed the Board. Mr. Wulf said a note was sent to the Board representing 11 families that live in the Western/Maple area of the pedestrian bridge. These residents expressed concerns with the new design of the pedestrian bridge which is raised and elevated to meet ADA requirements. The families have privacy, safety and potential reduced property value concerns with the proposed replacement pedestrian bridge. Mr. Wulf added that the 47th Street location has no residential impact. The group of residents all live on Western Avenue and wished to share their concerns with the Board.
Trustee Chen, Chair of Properties and Recreation, said the Board received a packet from Village Manager Velkme which included survey results and recommendations from staff which will be discussed at the next Properties and Recreation Committee meeting on December 2, 2019 at 6:00 p.m. President Gallagher thanked Mr. Wulffor his comments and said that all residents are welcome to attend this meeting as well as any meetings of public bodies such as the Village Board, Village advisory committee or commissions in accordance with the Illinois Open Meetings Act.
Resident Klaus Koch asked about the landscaping plan for the east side ofFoxford Station. Director Supert said Director Scott would be able to provide information about the project plan with regard to the landscape plan for the development. Director Supert will ask Director Scott to reach out to Mr. Koch.
CONSIDERATION OF AGENDA ITEMS DURING THE WORKSHOP PORTION OF THE COMBINED MEETING
1) PROPERTIES AND RECREATION - TRUSTEE CHEN
Trustee Chen reiterated that the Committee would be discussing the Tollway pedestrian proposal at their next meeting, December 2, 2019, at 6:00 p.m.
2) PUBLIC WORKS AND WATER - TRUSTEE FINK
A) Baxter & Woodman Engineering Services Agreements for Elevated Tank
B) 2018 Roadway - Final Costs, Change Orders and Foxford Development
Trustee Fink presented two engineering agreements with Baxter & Woodman which the Committee is requesting be brought forward to the omnibus vote on November 25, 2019. The first agreement is for Phase 1 engineering in a not-to- exceed amount of $21,000 for the elevated storage tank repainting project. It is a 1,000,000-gallon elevated water storage tank that will be repainted in 2020. The second proposal is for loan assistance in a not-to-exceed amount of $16,000. It is for assistance in preparation for the application and supporting documentation for the low-interest loan through the IEPPA'S Public Water Supply Loan Program.
C) Central Avenue Update Memo
Trustee Fink provided an update on the Central Avenue Reconstruction Project which is for Central Avenue, just east of Spring Rock Park. Director Supert and staff met with IDOT and the Federal Highway Administration (FHWA) last month. In addition to the overview of the project items, four major points were discussed and highlighted with the FHWA.
1. Central Avenue will have to be widened to meet current FHWA standards with 11' driving lanes and 8' parking lanes, to continue to allow the existing parking on both sides of the street. The proposed widening would mostly occur on the west side of the street to minimize the impact to the residents.
2. The Park District has a walking path at Elm Street that interfaces to a crosswalk on the north side of Central Avenue and Elm Street. That walking path and crosswalk will need to be modified and brought up to current ADA standards.
3. The FHWA requested a letter from the Park District as a non-monetary sponsor for the project since they are adjacent to the project, and the Park District has provided that letter of support.
4. The FHWA stated that they do not believe the project will be let for bidding in September 2020 due to environmental clearances and because of various agency coordination requirements. The FHWA stated that a more realistic date for the letting is January 2021.
A public meeting will occur sometime before the end of the year to introduce residents and adjacent stakeholders to the project. Letters will be mailed to the residents in the area once a date has been set.
Discussion followed including a review of why the project is being undertaken. Director Supert explained that this area of town has a combined stormwater and sewer system. Part of the Village's long-term control plan is to separate those combined sewer areas. There are a number of areas in town which get back-up from storm events, especially in basements, and specifically on Central Avenue there is an area just north of 47th Street, about 3 or 4 houses in, that continually has on street flooding from storm events. The Village has several grants, federal and one through the Metropolitan Water Reclamation District (MWRD), to begin separation of the storm sewer in that area and also to re-construct the street in concrete. The planning process for this project is quite a bit more complex than the Village's standard road project. Because we are using federal funds, the road portion will be handled through the FHWA and the sewer portion will be handled through MWRD. The Village held a project kick-off meeting on October 22,2019 with IDOT and the FHWA. Ongoing meetings will occur during the project and the FHWA will identify requirements, federal standards, which must be accomplished because federal funds are being used for the project.
In response to Trustee Rudolph's inquiry, Director Supert said the timing of the project will be driven by the grants processes. This is a Federal Aid Urban (FAU) route grant process. The Village decided earlier this year to accelerate the engineering of this project a bit because we were starting to back up to the timing in which we could utilize the funds. If the Village didn't commit the funds for the project before the end of this year to begin engineering, the Village would lose the funds. Construction will probably actually occur in 2021. Because this is a federal process, it takes a lot of time, and as mentioned, the Village staff will be going back and meeting with the Federal Highway Administration multiple times to give them status updates and receive feedback from them as the project engineering progresses.
Trustee Rudolph noted that the flooding there is really bad, and it happens every time there is a storm. Trustee Rudolph said she certainly appreciates the end goal here. She added that the widening is a bit of surprise. Director Supert said staff will talk about that at the public meeting to be held on the project before the end of the year. Director Supert added that we are very early in the design at this point as only the kick-off meeting has occurred up to this point where the boundaries and scope were developed with the four main points addressed by Trustee Fink coming out of that meeting. The public meeting is also requested by the FHWA as part of the federal process.
D) Capital Summary Report
Trustee Fink presented the Public Works and Water Committee Capital Summary Report. Drilling is complete on the Well #5 project and the fencing has been taken down. The Village is looking to schedule bidding for Phase III of the project which includes electrical and the pumping equipment. The bid packets are expected to go out on October 24 and are expected to be opened on December 5, 2019. The transmission main, the piping that is going to connect Well #5 to the reverse osmosis plant, construction was completed this past week. The Garden Market standpipe has been repainted and staff is planning to start to fill that over the next 7 -10 days. Cell equipment will be placed back on top of the standpipe.
The 2018 Roadway Program project, on Johnson Avenue, between 47 Street and Burlington and Lawn Avenue, from 47th to Elm, came in 4.87%, $80,457.33, below contract. A budget amendment is included for this roadway program in the Roadway Referendum Program in the amount of $28,220.45, and it has been submitted to the Finance Committee for consideration. Foxford Station completed the north side of Johnson Avenue and the Village completed the south part of Johnson Avenue. The last block of Johnson Avenue (45th to Burlington) was added to the project in April of 2018 with approval from the Village Board with expectation for a future budget amendment to cover that portion.
Trustee Fink reported that the east and west lanes of Clausen Avenue have been completed and reopened. Restoration of the parkways of both streets and installation of new sod may not happen until the spring on this project.
E) Storm Event Review - October 26, 2019
Trustee Fink reported that the Village had a significant storm recently and residents came out to speak at the last Board meeting about significant flooding on Franklin Avenue in Springdale and in Ridgewood. Staff will be meeting with engineers in the near future to address this problem.
F) Well #4 Scheduled Maintenance
Trustee Fink reported a need for maintenance on Well #4. Since spring of 2019, the Water Department has noticed that the pumping pressure has been going down. The Village has three wells in Western Springs. In the summer, the Village requires two wells while winter usage requires one well. There is some planned maintenance on Well #4 that is going to occur this winter. Usually these wells need to be maintained every 7-10 years and it has been 8.5 years since the last maintenance on this particular well. We did know this maintenance was coming and we were hoping to have Well #5 on-line before proceeding but it is unfortunate timing that Well #5 is not up and running before this maintenance must be completed. Well #5 is expected to be on-line later this year.
Director Supert provided information on the proposed preventative maintenance on Well #4 to the Board. Village Manager Velkme noted that Water Plant Superintendent Duffy was ill so Director Supert is reporting on her behalf. Mr. Director Supert noted that staff did know that this scheduled maintenance was coming but due to certain conditions, staff is recommending we accelerate the maintenance and perform the maintenance during the winter months to avoid peak demand periods. Director Supert provided some strategic decisions the Board might wish to consider in deciding whether or not to move forward at this time with the scheduled maintenance of Well #4 instead of waiting until Well #5 is brought on-line. This process is expected to take 6-8 weeks to complete the well maintenance. Director Supert explained the performance evaluations the Water Department has been doing to monitor as part of their preventative maintenance program working with Suez. There has been a decrease in the pump performance over the past year. The pump has performed well within expectations of performance, but this is an indicator that maintenance is coming due for Well #4. There has been a 24% decrease in the pump performance over peak performance, which means the pump has had to work harder to maintain the same level of output. There was an extensive discussion at the most recent Public Works and Water Committee meeting regarding system operations during the period when the pump is brought off-line. One of the reasons the Water Department schedules these maintenance programs in the winter is because the system demand is the lowest it will be throughout the year. The issues with water quality that the Village has experienced over the past few years has been when Well #3 went down during high volume periods, such as August and September. The Village recently completed maintenance on Well #3 and staff anticipates Well #3 will be able to fully provide all the water we need to distribution while Well #4 is down for maintenance during the winter. We do not anticipate the need to use any water from Well #1, the shallow well. Staff would only anticipate the need to use Well #1 if there was a catastrophic water main break or a structure fire within the community that would use an exorbitant amount of water that is unusual as part of the average day. Our average output is 1.5 million gallons per day throughout January and February and our Well #3 can meet that demand through treatment so there should not be any major impacts or noticeable differences in water quality while the preventative maintenance is ongoing.
Director Supert said there is an opportunity to speed up with maintenance process which relates to the pipe and motor but there will be an investment related to speeding up that process. This will be a decision for the Board to consider this evening.
Trustee Rudolph asked Director Supert to provide some information about water main breaks and when and how those occur. Director Supert said in the winter, it is not the cold typically that causes water main breaks, it is typically fluctuations in temperature. During periods of warm to cold and warm to cold, there is expansion and contraction in the ground and that is typically when water mains settle and break. For example, last year, during the Polar Vortex storm event, the Village did not have many main breaks, it was later towards the end of February and into March when the temperatures rose that the Village experienced most of the water main breaks. From an operational perspective, Director Supert said that if water main breaks occur during the preventative maintenance period, the Water Department will veer from normal protocol which is to minimize the water outage period to residents during an outage while the Village waits for a JULIE locate before proceeding with repairs. The plan would be to change operational procedure during the preventative maintenance period and institute the shutdown of mains immediately in the event of a water main break. This may mean there would be periods of time when residents would experience a longer period of disruption of the water service due to a main break, for several hours more than they typically would experience due to a main break, outside the preventative maintenance period. This is because the Water Department would be trying to conserve water during the maintenance period.
Director Supert provided a chart indicating water output scenarios for Well #3 and explained the number of gallons of water the Village uses in the summer as opposed to the winter. In the summer, the Village uses approximately 60% more water than in the winter. Well #3 can supply the amount needed in the winter months. Well #5 is anticipated to come on-line in June. The reduced production from Well #4 is causing the pumps at the Water Plant to work harder. Those pumps shepherd the water through the water treatment process.
Those pumps, in turn, have to work harder as the pumps are pulling the water from Well #4 in addition to pushing the water through the water treatment plan. Discussion followed.
Ahmad Hamdan of Suez, the vendor the Village will use to provide the maintenance, also addressed the Board and answered questions about the scheduled maintenance plan for Well #4. Mr. Hamdan provided a recommendation that the preventative maintenance of Well #4 be scheduled as soon as possible. Municipalities like to take advantage of the winter time for maintenance because there is less demand.
Director Supert spoke to two strategic options items which could be considered by the Board to help speed up the maintenance process. These options were discussed by both the Public Works and Water Committee as well as the Finance Committee at their last meeting. Director Supert said staff is looking to reduce the overall maintenance timeframe approximately 2-3 weeks by exploring both these options. In the past, the Village has always had a spare motor and pump in storage. When the Village experienced the well issues, the electrical issue, in 2017, the Village took our spare motor off the shelf and put that down into the Well #3, so we currently don't have a spare motor on the shelf as a standby. One item for consideration is to purchase a new motor in the months leading up to this maintenance and put that new motor down into Well #4. The motor that comes out of Well #4 would be reconditioned and that would become our spare motor which would bring the Village back to standard practice. The maintenance process to recondition the motor that would be coming out would be approximately two weeks or so depending on what sort of maintenance needs to be done. The current motor we have is a Byron-Jackson motor, mercury seal. These are very good motors, but regulations do not allow that if significant work has to be done on those that they can go back into the hole. If there is standard maintenance work, such as an oil change, the motor can be used but if there is any sort of significant rebuild required, you cannot do that. In order then to rebuild the motor, the process to convert it from a mercury seal to a double mechanical seal, could take 60-days. If we don't have a spare motor on standby ready to go, that would be a 60-day delay time in the project. Until the motor is pulled out, we will not know what the condition is of the motor. One of the strategic considerations both Public Works and Water Committee and Finance Committee discussed is if we would like to buy a re-built Byron Jackson motor to re-establish our back-up motor which would mean we would have that motor ready to go on standby prior to pulling Well #4. The newly purchased motor would then go back down into the well and the one that we pull out would be reconditioned. If a standard reconditioning is needed, that would take 2-3 weeks. We would then put that reconditioned motor into storage as a back-up for Wells 3 & 4.
The other strategic option for the Board to consider, would be to purchase new pipe. Pulling the pipe and then sandblasting, reconditioning and recoating the pipe is a significant part of the timeframe for the well maintenance. It is approximately 2-3 weeks for that process. If we purchase new pipe, we could pull the pipe, put the new pipe into Well #4 and then recondition the pipe that we pulled from Well #4 and apply that pipe to the Well #5 construction. Staff has already coordinated with Baxter & Woodman and confirmed that that pipe could be set for the Well #5 installation. The pipe that we have, about 500 feet of the 800 plus feet that is in the ground, is brand new pipe that we actually purchased in 2011. These are items that the Board can discuss and consider shaving off 2-4 weeks from the overall Well #4 preventative maintenance project time. Trustee Fink asked if those pumps were universal, would they work for Wells 3, 4 and 5. Director Supert said they are not universal. Wells 3 & 4 both have the same type of motor, a Byron-Jackson 400 hp motor, and the spare would be interchangeable between those two wells. The Village is actually pursuing a different motor type for Well #5, a Baker-Hughes motor. There is some more flexibility with that motor and pump system especially in the way it can integrate and communicate with the water treatment plant in a smart fashion. Trustee Tyrrell asked Director Supert if the Board decided it was prudent to obtain the new motor pump and purchase the new pipes, what the timeframe would be that the Village would be on Well #3 alone. Director Supert said the timeframe would probably be 3-4 weeks for that maintenance turnaround as opposed to 6-8 weeks. Director Supert added that we do not know the exact timeline for the preventative maintenance until the condition of the equipment that will come out of the well is known. President Gallagher stated that utilizing standby equipment means about half the time for the preventative maintenance and Director Supert confirmed that is correct. Village Manager Velkme added that, in addition, if we find out there is a problem with the motor which required a conversion from mercury seal to double mechanical seal, it would take about 60 days or so for that process.
Trustee Siffermann stated that as a member of the Public Works and Water Committee, he can attest to the thoughtful deliberation and logical recommendation presented by staff at committee meetings. Trustee Siffermann said he believes this is the most prudent direction to take as recommended by Chair Fink. Trustee Chen asked what happened to the motor we used to have on the shelf. Director Supert said that when the Village had the major electrical failure, at the surface, which occurred in 2017 the spare motor was put down Well #3. The motor that was pulled out had some damage on it. That motor is still sitting in a shop at Layne- Christensen, the firm that completed the repair at that time. Based on conversations the Village has had with Layne-Christensen, we would not recommend rebuilding that motor at this point. The Village can get some trade-in value for that motor which could be applied toward the cost for a rebuilt motor that we would likely be purchasing from them. The motor still needs some work and it is not clear that it can be rehabilitated based on the damage it suffered during that event.
Director Supert said the cost of a rebuilt Byron-Jackson motor is approximately $99,700 and the Village would potentially get some credit off of that purchase price when we trade in the other motor that is at Layne-Christensen's shop. The trade-in value would be approximately $15,000 to $20,000. The cost of the new well pipe would be $52,000. There is some potentially some cost savings that could be off- set based on the amount of cleaning and maintenance that may need to occur on the pipe that comes out of the ground. The conservative estimate of cleaning items for the pipe may be less depending on the work needed. The pipe that would be pulled for Well #4 work is new, 2011, and would be applied to the new well as well. The Village would be making a purchase of pipe for Well #5 either way, so this would not be a lost cost per Director Supert. President Gallagher said she agreed with the Public Works & Water Committee's recommendation. She thinks this course of action is prudent especially since we can use these in the new well as well, so it is not as if we are wasting material we already have on hand. Trustee Tyrrell said he agreed, the Village has some history with bad things happening with water quality and the Board should take as much responsibility as we can to minimize the risk from a water main breaking and having to go to Well #1. President Gallagher concluded by noting that the less time the Village has Well #4 off-line, the better, so the things we can do to prepare for that is money well spent. Trustee Rudolph said it is unfortunate the timing of Well #5, and the unfortunate lag time in between, but with that said, she agrees that the preparations and deliberate thought that has gone into planning this maintenance is very, very thorough and she is persuaded this is the right approach. Trustee Rudolph said she appreciates the analysis and understands that winter is the time to complete this maintenance thanks to this thorough explanation by Director Supert and his staff.
Waiving of Construction Hours for MFT Resurfacing and Well #5 Transmission Main - Saturday, November 9, 2019
Based on this discussion, the Board had no objection to proceeding with the moving forward with the preventative maintenance of Well #4 immediately. On the docket during the special meeting portion of the combined meeting, the Board will consider approval to move forward with the Well #4 preventative maintenance, including the purchase of a reconditioned Byron-Jackson motor and well pipe, and an associated budget amendment needed to approve the cost of this maintenance in the 2019 budget rather than holding off and conducting preventative maintenance in 2020 as originally planned and budgeted.
Director Supert stated that, unfortunately, this work did not occur on November 9, 2019. Staff is continuing to coordinate with the contractor in the event another Saturday work day is requested. The weather is expected to get warmer toward the end of the week and next week. Manager Velkme said the reason the contractor was not out on Saturday, November 9, was that the asphalt plants were not open due to the cold weather. Manager Velkme added that we do hope that they open up at the end of the week when it gets warmer. Trustee Siffermann asked if we could make a provisional authorization for that. Village Attorney Jurusik said a motion is on the docket during the special meeting which can be changed to read, instead of last Saturday, to authorize work any Saturday through the end of the construction year, weather dependent, in order to complete the project. Director Supert clarified that the work on Hillgrove, pouring concrete, did occur on Saturday. Staff is waiting for that concrete to cure and it should be open in the next day or so. The other work for the Motor Fuel Tax (MFT) projects, was asphalt work scattered throughout the construction area. Those streets are still drivable right now, but we are looking to get the binder course and the asphalt poured on those.
3) PLANNING AND ZONING - TRUSTEE JOHN
Community Development 2020 Budget
Trustee John reported that the Planning and Zoning Committee had reviewed the 2020 Community Development Department proposed budget. The Department provides a variety of services including zoning, building permits and inspections, property maintenance enforcement and economic development. The Department consists of 4 full-time employees and is supplemented by consultants for specific services for residents, businesses and other customers. The Department budget for 2020 will remain relatively unchanged with annual expenditures of approximately $753,000, which are mostly tied to salary, benefits and consultant services. The Department does not have significant capital expenditures. The revenue is generated thru permits and fees. The two largest of the funds are dedicated to professional services, e.g., storm water complaints, building inspections, property maintenance, etc. and plan review which is architectural and forestry for new homes. The volume of construction in the Village is expected to remain constant through 2020 due to the fact that investment and reinvestment into existing homes and businesses will continue as long as the economy stays strong. On October 21, 2019, the Committee reviewed the budget and with no objections, the Committee approved the budget.
4) FINANCE - TRUSTEE RUDOLPH
A) Resolution Determining the 2019 Property Tax Levy
Trustee Rudolph presented the 2019 property tax levy. The Property Tax Extension Limitation Law (PTELL) limits the increases in property tax extensions to the lesser of 5% or the increase in the Consumer Price Index (CPI) plus an additional amount for new growth. We are recommending an increase of 4.31% of the capped portion and then our non-capped portion will increase by 19.60% due to the 2019 referendum, our General Obligation Bond, which was issued in September of this year. In total, the proposed levy includes an increase of about 7.35%. In addition to that levy, the Thomas Ford Memorial Library levy is also included and is approximately 2.36%. The only thing that could change, is if the county comes back to us and our numbers for new growth are off. Otherwise, in total the proposed 2019 property tax levy is $9,093,102. The resolution approving the 2019 levy will be on the omnibus vote list on November 25,2019.
B) Resolution Approving Budget Amendment and Transfers over $10,000.00 to the Fiscal Year 2019 Operating Budget in the General Fund, Water Fund, Roadway Construction Fund and TIF Fund
Trustee Rudolph presented several budget transfers which will also be included on the November 25, 2019 omnibus vote list. The first is regarding the Well #3 repairs. There was a correction to one of the invoices provided previously. The final cost for the rehabilitation of Well #3 included in this budget amendment request is $142,024. The second requested amendment is for the Roadway Construction Fund for the 2018 roadway construction project (Johnson and Lawn work) of $28,221. A third budget amendment is requested for legal costs in the amount of $4,000 for expenditures associated with the TIP fund. A budget amendment, which was previously discussed, but left off a prior omnibus vote, is a budget transfer request from Director of Law Enforcement Services Budds from Patrol Overtime line item to Patrol Holiday Pay line item to fund the additional holidays that officers assigned to the patrol program will be working for the remainder of 2019 in the amount of $ 15,000. As part of the normal review of accounts, the final budget amendment is presented. The final budget amendment is from Director of Finance Turi who is requesting a budget amendment in the General Fund to transfer reserves in excess of the 30% reserve requirement to the Special Purpose Reserve Fund. A transfer in the amount of $400,000 to the Special Purpose Service Fund is recommended. The Finance Committee reviewed all of the requests included in this draft resolution and recommended approval on omnibus on November 25, 2019.
C) Resolution Approving a Budget Amendment and Transfers over $10,000.00 to the Fiscal Year 2019 Operating Budget in the Water Fund
Trustee Rudolph presented this budget amendment which is required to cover the costs of accelerating the maintenance of Well #4. The water department is requesting a budget amendment of $172,140 which includes the $99,000 for the motor and the pipe. This expenditure is being moved into 2019. This resolution is on the omnibus list for consideration of approval later this evening during the special meeting portion of the combined meeting.
D) Disposal of Surplus Property
Trustee Rudolph presented a request to dispose of a FireKing 4-drawer safe which was sizeable and heavy and replaced with a smaller model. The Village sold the 4- drawer safe for $76 and it was removed from Village Hall. This ordinance covers that disposal.
E) Vehicle License Code Amendment - Penalty
Trustee Rudolph presented a request for an update to the vehicle license code. A draft ordinance to strengthen the fine for non-compliance with vehicle stickers was provided. The current penalty is a graduated fee that increases to $35 by July 1 which essentially ends up with a total cost of $85. Most residents comply with the deadline. The proposed change increases the penalty to $50 on May 1 so effectively doubling the cost to $100 right after the due date. The reason for this change is that staff spends a disproportionate amount of time chasing down those who are not in compliance versus all of the residents who are in compliance. The Finance Committee has reviewed this and agrees with the recommendation to adopt that change. This ordinance will be on the November 25, 2019 omnibus vote list for consideration of approval.
F) Call for BOLI - December 16, 2019
Trustee Rudolph called for a Board of Local Improvements (BOLI) meeting on December 16, 2019. President Gallagher set that meeting for 6:59 p.m. on December 16, 2019.
G) Police Pension Report
Trustee Rudolph reported that the Police Pension Board met on November 5 and per usual they reviewed the fund and the fund performance. In addition to that, with the help of our actuary and the fund manager, the Board discussed the prospect and implications of changing the average interest rate of return assumption on the funds. Changing that assumption would change what the Village would contribute to the pension fund, so this is a fairly significant change. If the current assumption is 6.75%, the average rate of return is followed and Trustee Rudolph reports on this return every month. It is pretty hard to predict that we are going to continue at or above that level. A lot of other pension funds are looking at their average rate of return and are lowering theirs from anywhere from 6.25% to 7%, depending on their assumptions and their particular circumstances. The Pension Board decided to take this under consideration, and they are going to be looking at the returns over the next few months. Their next meeting will be in January 2020, where they will probably make a decision at that point, at which point, if they do, that gives the instruction to our actuary to recalculate it. This Board would then act on it in our 2021 budget. This would mean we would be looking at an increased contribution based on that change in assumption. Trustee Chen asked about the bill in Springfield where they are considering consolidating pension funds. Discussion followed.
H) Ridgewood Oaks Detention Basin Special Service Area (SSA)
Trustee Rudolph reported that we have concluded the discussion of terms for the creation of a Special Service Area (SSA), which is a funding mechanism, with the Ridgewood Oaks Homeowners Association for the detention basin project. The terms of the agreement will be 10 years at 3.5%. Director Supert provided a brief explanation of the need for the project which the Village is assisting the HOA with to re-establish that basin. The Village will front the funds, coordinate the construction and the HOA will repay the Village through the SSA.
I) 2020 Draft Budget
Director Turi noted that the draft 2020 budget was distributed to the Board this evening. A copy will be available at Village Hall as well as at the Thomas Ford Memorial Library for anyone who is interested in viewing the draft budget. Director Turi asked anyone who has questions to contact the Finance Department. The final draft budget for 2020 will be presented at the December 2, 2019 Board meeting as part of the public hearing process and the Board will be voting on the proposed budget on December 16, 2019.
5) PUBLIC HEALTH AND SAFETY - TRUSTEE SIFFERMANN
A) Replacement Self-Contained Breathing Apparatus (SCBA) Purchase
Trustee Siffermann reported on several items that came to the Board out of the November 7 and 11, 2019 Public Health and Safety Committee meetings. Trustee Siffermann noted that he would be adjusting the listed order of his presentation of these items.
Self-Contained Breathing Apparatus (SCBA) is one of the most important pieces of equipment our firefighters must have to allow them to perform lifesaving duties. In 2015, the Department acknowledged that the Village would be mandated to replace the existing SCBA units by 2020 at an estimated cost of $200,000. Recognizing the fiscal impact this expenditure would have upon the Village's capital budget, the Department initiated an application for grant funds from the Assistance to Firefighters Grant (AFG) as an individual agency and as part of a collaborative with neighboring communities. These most recent grant applications for $230,000 were rejected a month ago. Chief Kenny had already commissioned a committee chaired by Lt. Karl Hammond to evaluate SCBA manufactured by the top two companies, Air One and Municipal Emergency Services. Lt. Hammond's approach to this assignment was all inclusive, thorough and most comprehensive. His detailed report chronicles his evaluative process using simulated emergency situations, his findings and recommendation. This professionally prepared document identified Air One as the most appropriate vendor for the Village to initiate its first purchase of $120,945 from our $121,500 fiscal year 2019 capital budgeted amount. The committee approved this expenditure and wishes to advance this item to the next omnibus for adoption.
B) Leadership Development And Decision Making (LDDM) Instruction
Chief Kelly informed the committee of his appreciation and confidence in the fire service Leadership Development and Decision-Making Program administered through the University of Illinois for the 3 standard fire service levels within the WS Fire Department that 9 of our current and potential officers have participated in. The 40-hour week long curriculum offered in Champaign has been modified into (4) 8- hour modules offered locally for the benefit of our Paid-on-Call (POC) staff. The LDDM curriculum, that utilizes the Socratic teaching method addressing important facets of fire service leadership, is nationally recognized as a model fire service leadership development program. The Department is proud of its LDDM alumni and anticipates continuing participation occasioned by future promotions and hires.
C) Adoption of Cook County Hazard Mitigation Plan Resolution
Chief Kelly reminded the committee of the Village's membership and participation in Cook County's Hazard Mitigation Plan, initiated in 2014, and our need to adopt a resolution renewing our support of this plan every 5 years. Included in the Board agenda packet is an executive summary of the Cook County Plan and a draft resolution that the committee recommended be added to the next omnibus bill for adoption. Once passed, Director Supert will notify Cook County of our renewed participation through 2023.
D) Retirement Recognition for Police Sergeant Joseph Rourke
Chief Budds reported the upcoming retirement of Police Sergeant Joseph Rourke after providing nearly 3 decades of service to the residents of Western Springs. Formal recognition of his service and the occasion of his retirement is scheduled for our November 25th Village Board Meeting, preceded by a Village staff recognition event scheduled for November 21, 2019 10 a.m. in the All Purpose Room. Trustee Siffermann said our grateful appreciation and congratulations extend to Sgt. Rourke.
E) Chat with the Chief
Chief Budds will be hosting another "Chat with the Chief Event on Wednesday November 13, 2019 at BB's Donuts from 10 a.m. to noon. This is a great opportunity for members of the community to engage Chief Budds in a conversation about public safety issues affecting your neighborhoods and our community. Further details can be found in Tower Topics and on the Village website.
F) Enforcement Issues Related to New Cannabis Acts
Trustee Siffermann reported that at the November 7, 2019 Public Health and Safety Committee meeting, the committee discussed a variety of law enforcement issues that will be impacted by the January 2020 changes in State law authorizing the recreational use ofcannabis by persons over the age of 21. The committee discussed the real prospect of increased service calls for police involvement coming in the wake of the new law, and particularly, the lack of field-testing detection technology at the police officer's disposal in traffic enforcement scenarios. The prospect of increased underaged recreational use, airborne nuisance complaints, aiding and abetting actions taken by permissive 21 and older, illicit medical authorizations were also considered as potential increases to police officers' workloads. The Department is vigilant in its ongoing analysis and potential modification of existing police Standard Operating Procedures (SOP)s that will ensure the public's safety.
G) Consideration of Code and Policy Updates for Village to Comply with New Illinois Cannabis Laws
This item was addressed and considered at the posted Public Health and Safety Committee Meeting which was conducted in the All-Purpose Room here at Village Hall earlier this evening. As discussed in previous Village Board Meetings, it is incumbent upon our body to address these two matters in short order, and in a way that protects the welfare of our residents by taking those necessary measures to temporarily prohibit adult-use cannabis business establishments within the Village until such time as an advisory referendum is administered. The committee is advancing for consideration of adoption for the November 25, 2019 omnibus bill, a moratorium ordinance prohibiting the use of adult cannabis business establishments in Western Springs following a public meeting to address this issue which would be scheduled at the Board's November 25, 2019 meeting. We will do this until the results of an advisory referendum scheduled for November 2020 provides us with further direction to take following the conclusion of this moratorium. Attorney Jurusik included a timeline in materials which were distributed to the Board which identifies a timeline for all the actions to be taken. Trustee Siffermann noted that before the Board votes, the Board is obligated to conduct a public hearing on this issue and that will be calendared, scheduled and posted in advance of the Board meeting on November 25, 2019. The advisory referendum will be scheduled for November 2020 General Election, but there are steps to take where the committee will craft specific language that will be included in the referendum.
Attorney Jurusik said the Board can include up to three advisory referendum questions, so the Public Health and Safety Committee, and then the Board, will create those 1-3 advisory referendum questions in May or June of 2020 and then adopt those advisory referendum questions in June or July 2020. By the end of July 2020, the Board will need to finalize the resolution that identifies up to three advisory questions with the Cook County Clerk's Office Election Department to get that question or questions on the November 2020 ballot. The Board will conduct a public hearing on this matter on November 25, 2019. If the Board follows the committee's recommendation on this, on November 25, 2019 after the public hearing, the Board will pass a moratorium ordinance which will be in effect for calendar year 2020. Later in the spring the committee and Board will come up with three advisory referendum questions which will be approved by resolution at a public Board meeting sometime in June or July 2020. With Attorney Jurusik, staff will do a filing with the Cook County Clerk in late July and then the referendum in November 2020 will be essentially a community survey taking the pulse. The Board will bring that information back in November and December 2020 and then the Board will need to make a decision as to what it decides to do with recreational cannabis businesses. The choices are to opt out and not allow them or to allow them in the community. That decision will be made by the Board in November or December 2020. The moratorium itself will automatically expire at the end of December 2020 so the Board should be ready to take some type of action after the November 2020 referendum results come back. Tmstee Rudolph asked Village Attorney to confirm that the choices available to the Board on January 1, 2020 are to either opt out or opt in or have a moratorium. Village Attorney Jurusik confirmed that is correct. Village Attorney Jurusik said that if the Board does nothing, those types of establishments could come to the community and open up under the regular zoning and business regulation laws. Neither a moratorium or advisory referendum are required but those are ways for the Board to gather information to make a final decision. Trustee Siffermann reiterated that this just establishes the moratorium on the establishments, not on whether or not the law is going to be followed.
Trustee Rudolph stated that while there have been several meetings regarding this matter, the November 25, 2019 public hearing will be an opportunity to discuss the pros and cons of this as well as to put this matter to the citizens with the advisory referendum. President Gallagher said her understanding of this is that the public hearing is for going into the moratorium, not really on the substance. Village Attorney Jurusik confirmed that is correct, the Board is required to do a public hearing on a moratorium ordinance before the Board puts a temporary freeze on zoning and business approvals. The public hearing on November 25, 2019 is only for the Board to discuss the merits of imposing a moratorium for a 12-month period while the Board discusses and studies the policy issue. President Gallagher said she would like to get a consensus vote tonight of the Board as to whether or not the Board is comfortable with this recommendation from the committee, and this course of action, going the moratorium route versus opting out. President Gallagher said the reason this approach appeals to her is that this legislation was pushed through Springfield so quickly, that there are a lot of unknowns with it. President Gallagher said this gives the Board a chance to see how it all falls out before we act. Trustee Tyrrell said he would have no objection to a moratorium through 2020. Trustee John agreed. Trustee Rudolph said she would like to hear pros and cons. She is thinking of sales tax, as an example. President Gallagher said we should talk it through, and this will give us an opportunity to thoroughly vet this matter. Trustee Rudolph said this approach will also allow the Board to see what other villages and towns experience. President Gallagher added this approach will allow the Board to capture the opinion of as many of our residents as possible. President Gallagher said that with the referendum question(s) at the November general election, we will get as big a turn-out as we ever would which is appealing.
Attorney Jurusik said after the moratorium is in place and the November 2020 referendum, staff will gather the results, and discussions would continue within the Public Health and Safety Committee in late November and December with more vetting at the Board level. President Gallagher said the moratorium ordinance will be added to the November 25, 2019 omnibus vote list for consideration of approval.
Trustee Chen asked about medicinal marijuana. Trustee Siffermann said the Village cannot opt out on that. Village Attorney Jurusik said the Board agenda packet included a medical zoning code amendment to deal with the medical cannabis establishments. That has to go to a public hearing before the Plan Commission so that will be scheduled in December 2019 or January 2020. That will deal with those types of businesses. Attorney Jurusik said there is a State licensing process. If any businesses that do have medical cannabis licenses look at the Village, they will see that we are going through a zoning restructure process and they will follow up.
President Gallagher thanked Trustee Siffermann for his report and for his committee's extra attention to this important, unusual issue.
6) GENERAL GOVERNMENT - TRUSTEE TYRRELL
A) West Cook County Solid Waste Agency (WCCSWA) Resolution Appointing Representatives
Trustee Tyrrell reported on the West Cook County Solid Waste Agency's request. This agency is a group of western Cook County suburbs of which we are one that have banded together in an effort to control the cost of disposal of municipal solid waste including recycling efforts. The association also acts as a check on environmental liability for the management of waste streams. We have to appoint a Board member to this agency and there also has to be four alternates. The Board member will be President Gallagher and the four alternates will be Tmstees Rudolph, Siffermann and Tyrrell as well as Village Manager Velkme in the event our President is not able to fulfill her duties.
B) Refuse and Recycling Code Changes
Trustee Tyrrell reported this is also a housekeeping matter. The Village is moving to a cart-based refuse and recycling program in 2020. There will be no more blue bags for recycling. The Village's Municipal Code requires some amendments to be in conformance with the terms of the new 5-year contract the Village has with Lakeshore Recycling Systems. Village code will be amended to account for a cart- based refuse collection system. We are swapping out garbage cans or bags with refuse carts, either 35, 65 or 95-gallon. Back door service will remain an option. The pay-per-bag collection program is only available to residents who have the monthly subscription service with the residential service contractor, Lakeshore Recycling Systems, and that also applies to yard waste. To utilize stickers on yard waste, even if residents do not plan to use the carts, the resident must have service from Lakeshore Recycling Systems. There is no opt out program.
C) Personnel 2020 Budget
The General Government Committee met on November 5, 2019 and reviewed the personnel budget for 2020. The Blue Cross and Blue Shield health insurance renewal rates were very favorable with an overall increase of 3.5%. The Delta Dental and Standard Life Insurance renewals were flat. Regarding staffing, there will be reduced hours assigned to the part-time administrative assistant in the Administrative Services Department, from.8 to.5. We are adding a part-time graduate intern to the Municipal Services Department. In addition to the Village staffing plan, the Village employs 50 paid-on-call fire personnel and 150 seasonal part-time employees in the Recreation and other departments. There will be an average salary increase of 2.5% included in the 2020 budget. The overall budget for full-time salaries is $5,122,590. The Village is currently in labor negotiations with Teamsters 700 for the eight Public Works maintenance journeymen and that is ongoing. There are no confirmed retirements for 2020 although that situation can change during the year.
There was none.
NOTICE AND AGENDA FOR THE PUBLIC HEAMNG RELATIVE TO THE PROPOSED DOWNTOWN NORTH TAX INCREMENT FINANCING DISTRICT
A. Call Public Hearing to Order
President Gallagher called the public hearing to order at 8:24 p.m.
B. Opening Statement by the Village Manager or Village President relative to this being the Public Hearing relative to the proposed Downtown North Tax
Increment Financing District
President Gallagher said there is an overview to be presented.
C. Overview of the proposed Downtown North Tax Increment Financing District, and the Eligibility Study and the Redevelopment Plan and Program in relation thereto
[Michael Hoffman of Teska Associates Inc. and Village Staff]
1. Discussion of Proposed Minor Amendments to the TIF District
Redevelopment Plan and Program
Attorney Jurusik asked the Village's TIF Consultant Mike Hofmaim ofTeska & Associates to provide his Power Point presentation on the proposed Downtown North Tax Increment Financing District to the Board to revisit the issue for the public who may be seeing it for the first time. Discussion followed.
Attorney Jurusik said the only action for the Board this evening is an ordinance to correct a few minor typos and to correctly add a few PEN'S. This ordinance provides for an amendment to the TIP based on these few minor items. This ordinance will be considered for approval by the Board in the Special Meeting portion of the Combined Board meeting this evening.
Attorney Jurusik said that if there are no objections, the Board would take final action via three ordinances that form the TIF and authorize the TIF funding vehicle on December 16, 2019.
D. Status Report on the October 10, 2019
Joint Review Board Meeting and Final JRB
Recommendation dated October 10, 2019 [Alice F. Gallagher, the Village's Representative on the Joint Review Board]
President Gallagher reported that there was a public meeting of the Joint Review Board on October 10, 2019 to review and discuss the establishment of the Western Springs North TIP District. There were three members in attendance at the October 10, 2019 Joint Review Board meeting. President Gallagher represented the Village, Dennis Conway represented the Western Springs Park District and Village resident Deb Lyons represented the public. These JRB members unanimously voted to recommend approval of the TIF District after finding that the redevelopment project area and program and the redevelopment plan satisfied the plan requirements, eligibility criteria and objectives of the Illinois Tax Increment Allocation Development Act.
E. Public Comments
Several citizens asked questions of Mr. Hofmann, Village Attorney Jurusik and the Board. They were Jeff and Terry Benchley, who asked for a copy of the Power Point presentation, Chuck Bittman and Klaus Koch. Attorney Jurusik said Director Scott would make sure that Mr. Benchley would receive the Power Point presentation as well as the Redevelopment Plan. Discussion followed.
F. Discussion by Village Board
There was no further discussion.
G. Adjournment of the Public Hearing
President Gallagher adjourned the public hearing at 8:52 p.m.
EXPLANATION OF OMNIBUS VOTING PROCEDURE
President Gallagher said 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 them. A Trustee may remove any item from the list, and have it discussed and voted on separately, prior to the omnibus vote.
Trustee Tyrrell asked about the motion for agenda item 10. Attorney Jurusik provided a revised ed motion based on the discussion earlier this evening to include the entire 2019 construction season. * There were no other changes to the omnibus list.
CONSIDERATION OF ACTION DURING THE SPECIAL MEETING PORTION OF THE COMBINED MEETING
Trustee Tyrrell moved that the following ordinances, resolutions and motions as contained on the meeting agenda for November 11, 2019, be adopted and/or approved under an omnibus vote:
7) ORDINANCE 19-2978
APPROVING MINOR AMENDMENTS TO THE WESTERN SPRINGS DOWNTOWN NORTH TAX_INCREMENT FINANCING DISTRICT REDEVELOPMENT PLAN AND PROGRAM PREPARED BY TESKA ASSOCIATES, INC. DATED AUGUST 2019
MOTION TO AUTHORIZE ANDj\PPROVE PREVENTATIVE MAINTENANCE WORK ON WELL #4 RESOLUTION 19-2512
AUTHORIZING AND APPROVING A BUDGET AMENDMENT AND TRANSFERS OVER $10,QOO.OO_TO THE FISCAL YEAR 2019 OPERATING BUDGET IN THE WATER FUND (FOR PREVENTATIVE MAINTENANCE_WORK ON WELL #4)
AUTHORIZING AND APPROVING A BUDGET AMENDMENT AND TRANSFERS OVER $10,QOO.OO_TO THE FISCAL YEAR 2019 OPERATING BUDGET IN THE WATER FUND (FOR PREVENTATIVE MAINTENANCE_WORK ON WELL #4)
MOTION TO APPROVE CONTRACTORS FOR THE 2019 MFT ASPHALT RESURFACING PROJECT AND THE WELL # 5_TRANSMISSION MAIN PROJECT TO WORK BEYOND REGULAR CONSTRUCTION HOURS, AS SET FORTH IN SECTION 5-2-3 OF THE VILLAGE CODE, TO COMPLETE THE PROJECTS DURING THE 2019 CONSTRUCTION SEASON*
*Motion as revised by Attorney Michael Jurusik earlier this evening.
Trustee John seconded the motion.
ROLL CALL VOTE
The motion passed on a roll call vote. Voting aye: Trustees Tyrrell, Siffermann, Rudolph, John, Fink, Chen and President Gallagher. Voting nay: None. Absent: None.
11) VILLAGE PRESIDENT GALLAGHER
The Council of Mayors Executive Committee met on October 29, 2019 at the Chicago Metropolitan Agency for Planning (CMAP) Offices. CMAP has a new Chief of Staff Amy McEwan. Several items were reported on and under the new funding criteria no Council of Government receives less than $3 million for STP local grant funds. That's the Federal funding mechanism to bring grants into our communities. Our Council receives just over $3 million and that is based on road uses.
On Tuesday, November 5, the Field Park Cub Scouts came to Village Hall for a tour of the Board Room. They asked good questions about the role of the Board in local governance and then they met with Bill Tomczyk who explained the history behind our flag. President Gallagher said she hoped to have some future trustees in that group.
Since the Board last met, three new businesses in town have opened, Guac N Tacos, Skinovatio, located at 901 Burlington, upstairs in Suite 201, and the McDonald Brothers Architecture and Construction at 608 Hillgrove. She extended a warm welcome to all.
On November 9, 2019, President and Mr. Gallagher and Clerk Horvath attended the Western Springs Fire & Rescue Association Dinner celebrating our Fire Department's 125 anniversary. President Gallagher said it was a very fun and informative event with a digital history presented. That history was put together by Communications Manager Selmin Cicek, resident/historian John Devona, and was narrated by former Deputy Chief Gary Mayor. Chief Kenny added that digital history would not have been possible without the work of Director of Information Technology Pat Schramm. President Gallagher said it was very heartwarming to see the members of the Fire Department, past and present, receive a little recognition for the sacrifices they make protecting their neighbors.
12) VILLAGE MANAGER VELKME
Village Manager Velkme thanked Finance Director Turi and Assistant Finance Director John Mastandona for all of the work that they have done on the draft 2020 budget. With regard to the Strategic Plan, today the Directors returned their comments on the plan and Director Baer will be sending out the document for the Board to rank.
13) VILLAGE ATTORNEY JURUSIK
Trustee Chen moved seconded by Rudolph, to adjourn at 9:00 p.m. The motion passed on a unanimous voice vote.