Village of Western Springs Board of Trustees met June 22.
Here is the minutes provided by the board:
President Alice F. Gallagher, Presiding
Call to Order, 7:00 p.m.
James Horvath, Acting Village Clerk
Board Members Present
Nicole Chen*
Alan Fink*
James John*
Scott Lewis*
Heidi Rudolph*
James Tyrrell*
Others Present
Aleks Breidis, Director of Recreation*
Grace Turi, Director of Finance*
Pat Schramm, Director of IT
Matt Supert, Director ofMun Svcs.*
Brian Budds, Director ofLES*
Aleks Briedis, Director ofRec*
Pat Kenney, Director of Fire & EMS*
Marty Scott, Director of CD*
Ellen Baer, Director ofAdmin*
John Mastandona, Asst. Dir. Finance*
Elaine Haeske, Deputy Clerk
Michael Jurusik, Village Attorney
Jill Leka, Village Attorney
John McFarland, Foxford
Paul Virant, Vie Restaurant
* Electronic Attendance - Authorized by CDC directive of no more than 10 persons in attendance at a group meeting and Illinois Governor Disaster Proclamation dated April 30, 2020 and Executive Orders: Numbers 2020-32, 2020-33 and 2020-34 dated April 30, 2020 (Modified "Stay-at-Home" Order).
CALL TO ORDER
The meeting opened at 7:00 p.m. due to technical difficulties.
President Gallagher said that in response to Covid-19, Governor Pritzker issued Executive Order 2020-07, which suspends Open Meeting Act provisions requiring in-person attendance of the public body and expands conditions when remote participation is permitted. In accordance with this Executive Order, we are conducting this meeting, and all public meetings of the Village Board via teleconference. A conference ID number has been posted on the Village's website and we invite members of the public to remotely attend the meeting. We are making a concerted effort to conduct these special meetings as similar to our regular board meeting format as possible. In further compliance of GOV. Pritzker's stay-at-home order and public health guidance, the Board's normal schedule of two meetings per month will be consolidated into one meeting (absent extraordinary circumstances requiring an emergency meeting) for the duration of the stay-at-home order. The public may participate during the citizen comments portion of the meeting. Any members of the public who wish to make comments are asked to respect the Village's public comment participation guidelines. The audio will be open for public participants and then muted when public comment is concluded.
PLEDGE OF ALLEGIANCE
President Gallagher led the audience in the Pledge of Allegiance.
ROLL CALL (Acting Clerk Horvath)
As noted above.
MOMENT OF SILENCE FOR FORMER VILLAGE PRESIDENT SARANNE MILANO
President Gallagher gave a brief statement on the many contributions of former Village President Saranne Milano as a devoted public servant and asked for a moment of silence to remember her. Mrs. Milano served as a Village Trustee from 1989-1993, as a Plan Commissioner from 1994 to 1997, and as Village President from 1997-2001.
READING OF AGENDA - ADDITIONS - DELETIONS
There were no changes.
PUBLIC HEALTH CONCERNS RELATED TO THE PANDEMIC
President Gallagher said she would like to combine her report and the public health update and move them up on the agenda before the workshop portion of the meeting.
REPORT BY ATTORNEY JURUSIK
Attorney Jurusik reported that anytime the Board takes any action tonight by motion that roll call voting will be required based on amendments to the Open Meetings Act that apply to all remote meetings. Staff is looking for a Closed Meeting at the close of this meeting to discuss personnel matters. Trustee Tyrrell will make that motion. We will be adjourning the Special Meeting, not coming back to the Special Meeting, and going to Closed Meeting. Once the Closed Meeting has ended, the Village Board will adjourn. No further business will be conducted after that Closed Meeting. Attorney Jurusik also reported that the Foxford reimbursement request #1, agenda item 16, Resolution 20-2557, will be discussed along with the other Foxford items on the agenda but that the reimbursement request be tabled until the next meeting. Director Scott and Attorney Jurusik discussed with the developer a need for some clarification on his submittal on the reimbursement request. We anticipate being able to do that by the next Board meeting.
CITIZEN COMMENTS
Residents Mitch Fassone, Stephanie Scarp, and Robert and Carol Foster participated by audio in support of reinstatement of former Village of Western Springs Tennis Coach Dave Evans. President Gallagher stated that the Board cannot comment on personnel matters, which are considered confidential, including requests from the public. President Gallagher added that the Board does appreciate all of the contributions that Mr. Evans has given to our community, the
tennis community and our Recreation Department. She encouraged residents to watch the Village websites for developments on the tennis program.
PRESIDENT GALLAGHER'S REPORT
President Gallagher said for the past few months, while we have been concentrating our efforts on keeping the Village safe and healthy during the pandemic our thoughts and concerns about 5G technology coming into Western Springs have not swayed very far from our minds. President Gallagher said she wanted to update everyone on a 5 G development with regards to AT&T. AT&T has cellular equipment installed on several facilities within the Village. The Village has received an AT&T project notification through its contractor, MasTec, to perform routine work on the Spring Rock Park elevated tank. According to the contract AT&T has with the Village, AT&T has the ability to perform work on its equipment when needed but must send the Village a project notification that includes project details and a proposed date of service. That proposed date is some time in early 2021. In other words, AT&T does not need to file a permit for this work. With staff returning to work at the Village and paperwork being processed, this particular project notification stood out to Village staff because the AT&T project is titled LTE 5G (5G 850). Throughout the years, the Village has enjoyed a good working relationship with AT&T.
Based on this relationship. President Gallagher sent an email to Sylvia Aldrete, AT&T'S Director of External Affairs, requesting detailed information on the project notification and how it relates to 5G planning and/or usage in the Village. The email reads, "Dear Sylvia, I am reaching out regarding the Project Notification AT&T (through MasTec) submitted for anticipated work to be done on the Spring Rock Park Elevated Tank. We understand the notification falls within the contractual agreement AT&T has with the Village of Western Springs, and we are not contesting the work. I am contacting you because within the Project Notification packet, the AT&T project is titled "LTE 5G (5G 850). As you are well aware, our Village Board and residents have many concerns and questions when it comes to 5G technology. The project description lists many items being removed, installed or replaced. It would be very helpful to our Board and residents if you could please provide detailed specifics on:
The function of each piece of equipment being removed, installed or replaced;
Why AT&T is requesting this work at this particular time;
How each piece of equipment relates to 5 G technology
Whether this work will translate into AT&T using 5G technology in Western Springs; and If so, when would AT&T start using 5G technology in Western Springs?
I appreciate your immediate attention this this request."
The project notification and President Gallagher's email to Ms. Aldrete can be found on the 5G section of the Village website. The Village has yet to sign off on the project notification, thus, no work has been scheduled. We are hopeful we will get a fast and detailed response from AT&T. As soon as we do, we will send out a notice and post it on our website.
President Gallagher said that in other 5G related news, our lobbyist Dan Shomon reports that State Senator Suzy Glowiak Hilton and State House Representative Deanne Mazzochi are both poised to introduce legislation drafted by the Village of Western Springs that will increase local control over 5G, small cell wireless facilities. Village Attorney Mike Jurusik is reviewing final language and the bills mirror the resolution approved by the Village Board on 5G. While the General Assembly is not expected to meet again in regular session until November, filing the legislation now in Springfield will allow the Village and other supporters to speak with key legislators and other stakeholders over the summer and fall.
President Gallagher then provided a public health update on COVID-19. In May, we made a smooth transition to Phase 3 of Governor Pritzker's Restore Illinois 5-Phase Plan to re-open the state. Today, the Governor's office released guidelines to move into Phase 4 as the state continues to reduce new COVID-19 cases, hospitalizations and deaths. As of June 20, the average 7-day statewide case positivity rate fell to 2.5%. If current trends continue, and there is no indication they will not, we will move into Phase 4 this Friday, June 26, 2020. In Phase 4, day camps, health and fitness centers, indoor and outdoor recreation programs, youth and recreational sports, meetings and social events, museums, zoos, offices, theatres, restaurants and bars, indoor dining, retail and manufacturing can all open with limitations. Phase 4 also allows for expanded meetings and gatherings, increasing the limit from 10 to 50 people, with social distancing standards. Potentially the Village Board can begin holding meetings in the Board room so long as we can comply with all public health guidelines. The new public health guidelines allow the Village to offer more summer recreational programs with restrictions in Phase 4. Director Briedis and his staff are working hard to expand programming in the next phase. Please check the Recreation Department's web page often for current and new offerings and availability. This past month, local restaurants expanded their outdoor space to meet social distancing requirements for on- premise al fresco dining. This was a welcome addition and event. The weather cooperated to make it a success. On Friday, presumably, indoor dining will be available with social distancing. For more information on all of the Phase 4 guidelines, visit Illinois.Gov/businessguidelines. As we relax restrictions, health professionals advise that it is still critical to practice good hygiene to keep yourself and those around you healthy and safe. Wash your hands, wear your face coverings, and follow social distancing guidelines. These measures are the best defenses we have.
For now, monthly Styrofoam collection still remains cancelled and until further notice. We hope the French Market will open soon but do not have a firm date, as yet. Stay tuned for an opening date announcement on the Village website and Facebook page regarding the French Market. Please check the COIVD-19 page on the Village website for additional information and updates. On behalf of the Board, we applaud our residents' efforts to follow public health guidelines throughout the pandemic. We thank everyone for their ongoing support of our business community. Please continue to support our local restaurants, shops and businesses and support your neighbors and friends any way that you can. President Gallagher said she would also like to take a moment to recognize the efforts of our first responders and Village staff during this pandemic. Throughout this unprecedented time, Village Manager Velkme and her team has brought a new level of dedication to the outstanding service they provide our community. We all, elected officials and staff, have had to change how we do business to serve our community. We know it has not been easy for anyone, but I have never been prouder of our staffs efforts to continue to provide topnotch service in this socially distanced and remote world we currently find ourselves in. On behalf of the entire Board, President Gallagher thanked staff for their dedication and devotion.
DISCUSSION ITEMS - SPECIAL MEETING AGENDA
1) PROPERTIES AND RECREATION - TRUSTEE CHEN
A) Tree Preservation and Protection Ordinance
Trustee Chen reported that the Properties and Recreation Committee met on June 17, 2020. The committee discussed at length the tree inventory that was undertaken and sponsored by the Urban Community and Forestry Grant the Village received. That data has been uploaded to the Village's GIS. Director Supert provided a demo of that at the committee meeting. The Village's Forest Division is using the data for forestry management practices at this time. Some of the highlights of the tree inventory include:
The total number of trees on Village property is a little over 8,000;
The most common species are Norway maple at 831 trees or 17% of the inventory, honey locust at 15%, red maple at 12.4%, silver maple at 11%, and hybrid elm at 8.7% to round out the top species;
• The trees were then ranked by the condition they are in, with 1 being the best, and 6 being the worst. Six (6) is dead, 5 is mostly dead, etc. Happily, almost 75% of the Village's trees are ranked either 1 or 2 and only 2% are rated 5 or 6;
A graph reflecting the species of trees with the most mortality is in the report. Norway maples account for 28% of the dead trees; and
Another graph talks about which species of trees are in the best condition and honey locusts appears with most being in pretty good condition.
Trustee Chen asked staff if this meant we should plant more honey locusts and was told that was not the case and that the key to a good forestry plan would actually be diversification of species so that we wouldn't be exposed to diseases or pests with a particular species.
The committee had a lively discussion on the report as well as the Village's Forestry staff. The committee also reviewed and recommended Board approval of an ordinance which amends Title 5 of Village municipal code adding language about tree preservation regulations. As mentioned, the Village approved a grant from the Illinois Department of Resources which is administered by the Morton Arboretum. The grant paid for fifty percent of the cost for the Village to update its tree inventory and as part of the grant requirements, the Village is required to update its tree preservation guidelines in the municipal code. The committee reviewed the recommended changes and additions to Village code. This ordinance codifies tree policy and names the Property & Recreation Committee as the recommending body for the implementation of an urban forestry plan. With no objection from the Board, the ordinance will be on the omnibus vote list later this evening for consideration of approval.
B) Capital Summary Report
Trustee Chen reported that the electric vehicle charging station located near the Starbuck's on Burlington Avenue should be nearing completion. Director Supert said ComEd's work construction work is complete. Director Supert said ComEd still needs to make the final connection and he is hopeful that will be done later this week. Staff is also finalizing striping and painting in the area indicating that those spots are designated as electric charging stations. Staff just did a review today of final signage.
The East Train Platform punch list is completed as of the end of May. We are awaiting final invoicing from IDOT for that project. Trustee Chen also reported that work on the Wolf Road Bike Path is moving forward which will be reported on by Trustee Fink of the Public Works and Water Committee. A Phase II Design Engineering proposal was received and is on schedule for approval this evening. We are hopeful that this means construction might be able to be bid out in September or October with possible construction in 2021. One of the most difficult parts of this project will be the reconfiguration of the signals at Wolf Road and Ogden Avenue.
Trustee Chen said the IDOT bid letting for the West Pedestrian Underpass project occurred on June 12, 2020. Trustee Chen congratulated staff for all of their hard work on all of these projects. President Gallagher echoed Trustee Chen's comments on staffs herculean efforts on this project to get this project on the June letting and keep the project moving forward.
Trustee Chen said the committee received a brief update from the Recreation Department. The tenants have begun to re-open: Kensington re-opened, the Montessori School kicked off on June 22, Jo's Footwork is planning to open June 29 and Grand Avenue is making plans to re-open. All recreation staff has undergone training on COVID-19 procedures as some programs have started. It was a very quick learning curve as the Illinois guidelines came out on May 24 and they worked very hard to get programs configured, staff trained, and everything set by May 31. For example, tennis had some notable guidelines that they were only supposed to have four (4) to a court and now adjustments will be made again as we move to Phase 4 on Friday.
2) PUBLIC WORKS AND WATER - TRUSTEE FINK
A) Wolf Road Bike Path-Phase II Engineering
Trustee Fink reported that the Public Works and Water Committee heard from staff about qualifications for potential engineering proposals for Phase II (Design Engineering) for the Wolf Road Bike Path. For this type of work, this isn't something where we take the lowest bidder. Rather, we look at all firms that are approved providers of this service and select a firm based on their qualifications as opposed to the lowest bid. The committee recommended staff negotiate and obtain a proposal from V3 Engineering for Phase II Engineering. The committee recommended the Board approve a contract with V3 for Phase II Engineering for the Wolf Road Bike Path. The contract for engineering services is in an amount not to exceed $83,364. With no objection from the Board, approval will be considered later this evening. This matter will not be on the omnibus vote list but will be considered separately.
B) Well No. 4 Overhaul Final Invoices
Last year, staff was concerned that the maintenance required on Well #4 would take a long time to complete so pre-emptively a decision was made to buy the pipe for Well #5 and use that pipe in Well #4. The reconditioned pipe from Well #4 will be installed in Well #5. Two invoices were presented to the Board for this maintenance work. The first invoice for the Well #4 overhaul is from Water Well Solutions in the amount of $128,037.00. The second invoice is for the Factory Rebuilt BJ Type M 400HP Motor and 8" T&C coated pipe in the amount of $152,140.00. Approval of payment of these invoices will be considered on omnibus later this evening.
C) AMIAD Pre-Treatment Cassette Replacement
The Village of Western Springs Water Department deploys two sets of self-cleaning AMIAD pretreatment systems that remove all particles from raw water larger than 1 micron. Staff budgeted the replacement of one filter system this year and the other system will be replaced in 2021. These filters usually last about 7-8 years and since ours are about 8 years old, it is time to replace them. The committee recommended waiver of the bid process since there are a limited number of vendors that provide this equipment. Trustee Chen asked why the equipment is not more widely available. Director Supert said the filters and filtration unit are a sole source provider situation. When the treatment plant was rehabilitated, the AMIAD pretreatment system was the only filtration equipment that would fit in the small space available on the property. Several other communities in Illinois have a reverse osmosis treatment plant including Geneva, Illinois. Director Supert added that the AMIAD system is actually a pre-treatment process and he is not aware of any other communities in Illinois that have the AMIAD pre-treatment system. With no objection from the Board, approval of a contract with Filtration Services in the amount of $160,470.00 was added to the omnibus vote list for consideration of approval.
D) MWRD Stormwater Intergovernmental Agreement (Old Town South Combined Sewer Separation Improvements Project)
The committee recommended approval of an agreement with the Metropolitan Water Reclamation District of Greater Chicago which is a cost sharing arrangement relating to the design, construction, operation and maintenance of the Old Town South Combined Sewer Separation Improvements Project. The project consists of the construction of 1,500 feet of72-inch storm sewer along 47 Street and a new storm sewer outfall to Flagg Creek in Spring Rock Park. With the agreement, the cost sharing allocation for the construction costs of the project is a 70% (District)/30% (Village) split. Approval of this intergovernmental agreement by resolution will be considered on omnibus later this evening.
E) Capital Summary Report
Trustee Fink reported that due to the Stay-at-Home Order, the Ridgewood Oaks Detention Basin project has been delayed. A public hearing on the intent to establish Special Service Area #8 is required and has been scheduled in July.
The Well #5 Electrical and Pumping Station project area has been fenced off and the concrete pad has been poured. We are now waiting for the equipment, which has been ordered. That is a long lag time, but equipment is expected to arrive in late July.
Work on the 2020 Roadway Referendum Program - Prospect Avenue project started this week. Unfortunately, there is a famous tree, "the Keebler elf tree", at Prospect Avenue and Reid that is rated 5 for tree health. The tree will need to come down based on its health and the roadway program. The Forestry Department is working to determine which unique tree will replace it.
The Village is waiting on approval from the Illinois Environmental Protection Agency on the 2020 Roadway Referendum Program Clausen Avenue project. This project, as well as the Prospect Avenue project, will take place through September.
3) PLANNING AND ZONING - TRUSTEE JOHN
A) Foxford Station
1. Developer TIF Reimbursement Request No. 1
2. Developer (Financial Security) Cash Bond Agreement
3. Proposed Amendment to Original Planned Unit Development
Trustee John stated that as mentioned earlier by Attorney Jurusik, the Board will not be voting on the Foxford TIF Reimbursement Request No. 1 this evening. When Foxford Station was initially developed and when the plans were in place, there was going to be a point in time, once Foxford Station was substantially complete, for TIF Reimbursement. Foxford Station now has 14 units sold and is considered substantially complete. The developer is now looking to close out obligations and issues originally addressed during the project approval process. Foxford, LLC has requested to begin receiving the incentive payments promised through the Redevelopment Agreement (RDA). The RDA was made possible by the creation of the TIF district. The RDA noted that Foxford LLC would be required to expend significant extraordinary expenses to develop their property.
Some examples of expenses included underground stormwater detention, Corn Ed feeder and overhead line relocation, Johnson Avenue reconstruction, and more. These were things that needed to be done with the new development. We are not at the point in time where we are going to pay back to Foxford through the TIF incentive. For the incremental tax dollars that have been obtained since the opening of Foxford, what was put in place was not to draw down the balance of the TIF, but to provide a 70% payback to Foxford for this incremental payment up to $2.2 million. Before redevelopment, that land was essentially unused businesses bringing in very little tax revenue and since Foxford's development of 28 condos, there has been a significant tax increase. This payment will not be a lump sum payment but will be a payment over time. This is the discussion about beginning that process. The Board will not be voting on the first reimbursement request this evening as some final adjustments to the submittal request are required before moving forward.
There is also a request from the developer for amendments to the original Planned Development Ordinance and bond requirements contained in the agreement. The three items for consideration:
45 Street Church Parking Improvements - This improvement was deemed as a possibility but with the amount of parking across the street at the bank as well as parking on the street and some recent improvements to that area, it has been deemed that this improvement is no longer needed and will be taken off the requirement for Foxford Station.
Burlington Avenue Loading Zone - Before development, there was a request for improvement should a loading dock be needed within the Foxford Station. Based upon the current plan, with the expected business that will be residing there, there is no longer a current need for a loading zone. This does not mean the Village will take that request off forever but if a new business would come, the responsibility for the loading zone would still be the responsibility of Foxford Station developers. This means this improvement is being deferred.
Three (3) Parkway Trees on Burlington - Those trees will be added once the parkway area has been final graded and grassed. This will avoid damage to the trees during the move-in process of the commercial tenant.
Because there are still some obligations that remain with the trees and the potential loading zone, the Village is requesting a cash bond from Foxford LLC as back-up should those dollars be needed at a later time.
4) FINANCE - TRUSTEE RUDOLPH
Trustee Rudolph presented the April and May financials to the Board. Regarding the Police Pension Fund, at the April Board meeting, Trustee Rudolph reported the February and March losses of 13.15% and a trailing 12-month return of (5%). Indicative of the current market volatility, the fund earned 7.58% for April and 4.7% for May resulting now in a trailing 12-month return of 8.13%. We are currently seeing some significant swings in the market that work to our benefit.
The General Fund ended May with a surplus. The sales and local use taxes generated approximately 7.19% more than last year for the same time period. The sales tax revenue received by the Village was for sales made in March. Income taxes (LGDF) continue to meet projections for this time period. Income earned on investments has flattened as the Federal Reserve is maintaining the Fed funds rate near zero percent which makes short term investing challenging.
Expenditures are largely wages and salaries and benefits for the General Fund and those are all on target for May. Consumption billed in April and May in the Water/Sewer Funds was similar to 2019 billing for the same time period. A surplus exists in that fund but that is due to the timing of the receipts of the IEPA loan proceeds and the payments on work performed on Well #5.
Trustee Rudolph added that while we are not seeing revenue impacts, as she suggested in our last meeting, we all know much uncertainty remains. Trustee Rudolph recommended we all continue our close scrutiny and consideration of all of our expenses during this time period. It is really hard to predict our revenue impacts for the remainder of this year and into 2021. Trustee Rudolph said she continued to applaud staff and Director Turi on their very keen financial management during this time.
5) PUBLIC HEALTH AND SAFETY
A) Overview of Police Department Training and Policies
Trustee Lewis said that in light of the recent events, the Public Health and Safety Committee thought it would be an appropriate time to ask Chief Budds to give the Board a brief overview of some of the department's comprehensive training programs and standards.
Chief Budds read a statement that he prepared which the Public Health and Safety Committee talked about at their meeting on June 18, 2020.
Chief Budds said that over the past two (2) weeks he had received several inquiries from residents about the Western Springs Police Department's training standards and policies primarily related to the use of force and cultural sensitivity. Chief Budds said it is also his understanding that several members of the Board including the Village President have also fielded a number of questions regarding these topics over the past several weeks. Given the gravity of the tragedy and the horrific events that occurred in Minneapolis at the end of May, along with other recent events across the nation. Chief Budds said he felt it was imperative for him to provide a brief partial overview of our comprehensive training program and the standards which we have in our police department. The Western Springs Police Department is a nationally accredited agency and has been since 2004. We are one of the elite agencies and there is a very small percentage statewide and nationwide that are accredited nationally as we are. As an accredited agency, we consistently meet or exceed law enforcement national standards and best practices as set forth by the Illinois Law Enforcement Training and Standards Board. We also adhere to all guidelines and mandates set forth by our CALEA, who oversees our accreditation along with the training and standards board. Moreover, back in 2018, Chief Budds and our agency officially adopted what is called "10 Shared Principles". That was a collaborative effort between the Illinois Association of Chiefs of Police and the Illinois NAACP Illinois State Conference.
Chief Budds continued saying the department and the Illinois Chiefs of Police are very proud of partnering with the NAACP in creating this document. These principles, which were included in the Board packet, have been published on the department's Facebook page and are proudly displayed in the police facility for our men and women to see every day to affirm the philosophy that we work and stand together every day in our communities to build mutual trust. All of the officers receive in-depth training annually and/or as required by law several of which relate to cultural competency and anti-biased based policing. All of these critical topics are incorporated into many of our policies and procedures, also known as general orders and standard operating procedures. Chief Budds then read a small list of what the officers do day in and day out as far as what the training is annually within the Western Springs Police Department. These include cultural competency, procedural justice, use of force training, which includes state of the art scenario based training, lecture and practical formats, training on less-than-lethal uses of force, and de- escalation techniques, human rights, legal updates, civil rights, constitutional use of law enforcement authority, sexual harassment awareness training, anti-bias based policing training. The majority of our officers are state certified crisis intervention officers which means they have completed a 40-hour state certified curriculum which makes them especially trained to deal with mental health situations and de-escalation. We have done this for many years. A majority of the officers including Chief Budds are state certified youth officers. As we all know, some of the issues that we have seen, or problems of gravity, involve young offenders. Chief Budds said that being certified youth officers' aids in de-escalation. The department has a Peer Jury Youth program and it is all about our restorative justice philosophies. Chief Budds said he wanted to reassure our residents and the members of the Board that the men and women of the Western Springs Police Department have always and will continually be committed to the highest standards of professionalism and quality and fair delivery of law enforcement services with accountability and integrity. Chief Budds also noted that last week the Village had a peaceful assembly that the department facilitated and worked with surrounding agencies. Chief Budds thanked those communities for their help in making it a safe event which was attended by several hundred people at the Tower Green, making its way to Lyons Township South Campus. The department will always support the 1st amendment rights that residents have to peacefully assemble and gather for a cause. There may be a second event later this week and Chief Budds is working with organizers of this next planned event.
Trustee Lewis thanked Chief Budds and said he felt the Chief had a right to be proud of what the department has accomplished over the years. President Gallagher thanked Chief Budds for his detailed report and for being a leader in the police community with his efforts to train for de-escalation and non-bias service. The CALEA accreditation is a national accreditation and the department is one of only a handful of departments in Illinois that has that accreditation. President Gallagher concluded saying that not only are we an elite department in Illinois, but we serve as a model for other departments.
B) Retirement Recognition for Sergeant John Piest
Trustee Lewis reported on the upcoming retirement of Sergeant John Piest. Sergeant Piest has announced his official retirement after 24 years of loyal and dedicated service to the Village of Western Springs. Sgt. Piest's last day with the department will be July 9, 2020. During Sergeant Piest's tenure, he proudly served in both Patrol and Detective Divisions and held various titles including Patrol and Detective Sergeant, Firearms Program Instructor and Youth Peer Jury Coordinator. He is a graduate of Northwestern University's Center for Public Safety School of Police Staff and Command and holds a bachelor's degree from Lewis University. We congratulate Sgt. Piest on his retirement and wish him and his family all the best. We are grateful for his service to the community for the past two decades. President Gallagher added her congratulations to Sergeant Piest on his retirement. She said she knows John and is sorry to see him go but thanks him for his service to Western Springs.
C) Fire Department Operational Update
Trustee Lewis stated that Chief Kenny reported to the committee at their last meeting some of many of the adjustments his department has had to make to keep his people safe while continuing to serve our residents. Suffice it to say, all members of the department have been very flexible and dedicated while operating in this new environment. Trustee Lewis extended congratulations to Chief Kenny and his folks for keeping people safe during this time while also continuing to provide residents with those very important services.
D) Request for Authorization to Dispose of Surplus Equipment - Fire & EMS Miscellaneous Equipment
Trustee Lewis presented a request from the fire department to dispose of some surplus items that have gone beyond their useful life to the department. Most of the equipment is fire hose which has passed the 25-year service life. With no objections from the Board, the ordinance providing for disposal was added to the omnibus vote list scheduled later this evening.
6) GENERAL GOVERNMENT - TRUSTEE TYRRELL
A) Raffle License Request from St. John of the Cross Parish
Trustee Tyrrell presented a raffle license request from St. John of the Cross Parish. Due to the Corona virus pandemic, mass attendance has been altered for the last three months and with that collections. Mass has only now opened up in the last few weeks and that has been very sparingly. In addition to that. St. John of the Cross's summer parish festival, which is a major fundraiser for the parish, has been cancelled which leaves a gaping hole in their budget. Church leaders are trying to rectify this with a parish raffle. There is normally a raffle which goes with the parish fest, but what St. John's is seeking now is to have the raffle by itself. Dave Bermett, representing St. John of the Cross Parish, came to the General Government Committee on June 17, 2020 with the request for a raffle license to allow St. John's to conduct a raffle with a waiver of the raffle license fee and waiver of the requirement to obtain a bond for this raffle. Trustee Chen and Trustee Tyrrell unanimously agreed that this request should proceed to the full Board for consideration of approval. Trustee Tyrrell added that he wished St. John of the Cross well with their raffle.
B) II State Toll Highway Authority Permit (42" Village Storm Water Pipe Project)
Trustee Tyrrell explained the need for a permit from the Illinois State Toll Highway Authority which grants permission to the Village of Western Springs to own, operate and maintain a 42-inch diameter concrete storm sewer pipe on Tollway property along the Tri-State Tollway beginning at the end of Spring Rock Park, extending southwest about 50 feet and ending at an outlet structure to Flagg Creek. The storm sewer pipe will greatly benefit the citizens of Old Town North. Because this will be constructed on the Tollway's right-of-way, we need to enter into a permit between the Tollway and the Village of Western Springs in order to build this pipe. This pipe is needed to prevent stormwater discharge from bottling up just north of Spring Rock. The committee recommended moving this permit forward for Board approval this evening.
C) Code Amendment Ordinance (Director of Engineering and Department of Engineering Services)
The Village Manager is looking to create a new Department of Engineering Services. In the past, we have outsourced our engineering for many, many years but we are establishing this new department within Village staff and within the department is a new employment position of Director of Engineering. The committee and Board have discussed previously a proposal to create this department and add this position and reviewed a study by Northern Illinois University (NIU) regarding this concept as well as much Village staff input on this approach. We learned about the cost savings, the efficacy, and the ease of having a full-time engineer on staff. We have actually begun the recruitment process looking for an extremely qualified individual with a thorough knowledge of engineering principles and operations of municipal government combined. The candidate must have five (5) years of experience in engineering and/or civil engineering and must be a licensed professional engineer in the State of Illinois. We would like to have this individual onboard in the new few months. In the meantime, we must change our Village code to add this new department. Department of Engineering Services, and to create the new position of the engineer. Village staff has studied other communities and has used the NIU study to track and create the code amendment with regard to responsibilities of an in-house engineer. Trustee Rudolph asked Trustee Tyrrell to share the expected savings year over year which were discussed as part of the NIU study. Director Baer said she would provide that information to the Board. With no objection from the Board, the code amendment will be considered for approval later this evening.
D) Referendum Question on Marijuana and Discussion on Potential Advisory Referendum Questions
Trustee Tyrrell reported that we have the opportunity in the November 3, 2020 election to include up to three (3) advisory questions on the November General Election ballot. The ballot being a surefire way to get the best response from the citizens of Western Springs, who hopefully will all be out voting. The committee reviewed three (3) proposed advisory questions to include on the November ballot. These would be advisory, not binding, questions to give the Board a sense of the flow of the community. After discussing the proposed questions in committee, Trustee Chen and Trustee Tyrrell thought it would be best to put a broader array to the full Board for the Board's collective considerations.
Attorney Jurusik noted there is a time constraint in that the Board must have the referendum questions, whether 1, 2 or 3, finalized and approved in July so that we can file that with the Cook County Clerk's office in a timely manner. With our current Board schedule, if we wait until August, we will miss the filing deadline so the Board will need to consider what question or questions to put forth over the next month. The Board will be putting forward question 1, the cannabis business question, on the November ballot. In fall of 2019, the Board, instead of opting in or out of cannabis sales, made a decision at that time to do a temporary moratorium and to study whether to have recreational cannabis in the community. Question 1 tracks and brings that issue back to the forefront. Attorney Jurusik added that we must remember that there are medical cannabis dispensaries and recreational cannabis dispensaries and there are two (2) different Illinois statutes governing those two (2) types of businesses. The medical cannabis dispensaries and the recreational cannabis dispensaries both need state licensing. Local municipalities cannot create zoning or other ordinances that prohibit medical cannabis dispensaries from opening up within the community. We can adopt reasonable zoning regulations; we can agree to have that type of use located only in a particular zoning district, but medical cannabis dispensaries have certain statutory protection that the recreational cannabis dispensary does not. The issue going forward for the referendum is really how do you treat cannabis businesses in general. Even if the vote at the referendum is a negative, the Village still must amend our zoning code this fall to provide a home for a cannabis dispensary somewhere regardless of the outcome of the referendum.
There are other referendum questions being considered which are policy issues. Those are really for the Board to think about and each of the other committees can certainly meet again over the course of the next three or four (3-4) weeks and make a recommendation. Attorney Jurusik reiterated that the goal would be identify at the next Board meeting one or two (1-2) additional referendum questions beyond the cannabis question that the Board would like to put to the residents. The advisory referendum questions are advisory, not binding, and are a litmus test or citizen survey on certain policy issues that the Board would like to get input on from the public. Discussion followed on the process of determining possible other questions and how information on referendum questions is disseminated.
Regarding a question on a feasibility study for the fiber network. Trustee John said the Planning and Zoning Committee preliminarily discussed that topic. The Village did a preliminary assessment of deployment of fiber throughout the Village and leveraged information from other villages that had also done that so. This concept was looked at from a cost to implement or deploy the fiber, some preliminary costs. It did not include the cost of the fiber or the site to host any sort of technology and staffing. It was a very preliminary session. The Planning and Zoning Committee did make a recommendation that the General Government Committee take a look at this study as well as the Finance Committee. This was a very preliminary study which the committee felt all the Board should take a look at that and see if there is any additional information requested and if there are any additional questions. The Planning and Zoning Committee had a lot of questions based on this based on minimal information at this point in time.
Discussion followed. President Gallagher said the preliminary numbers for building out a fiber network are very, very significant ($9-16 million for deployment, not including data center, staffing or the cost of the fiber itself) and she is not sure our residents even have the appetite for the Village to move in this direction. To engage a firm to develop a preliminary estimate would also be very costly. All these questions speak to a broader question as to whether our residents want us to continue to pursue this as an option knowing those restrictions. It would take several years to build such a network out and the technology would be moving forward to a 6G and beyond. President Gallagher said she does not see this as a deterrent to a private company from coming in and building out their infrastructure to provide those services. Trustee John said he does have some concerns about the undertaking from a fiscal perspective which is why we are asking these questions. He added that he knows there are some residents that feel that the deployment of fiber would be a deterrent, although Trustee John is not looking for a deterrent for 5G, but that is one of the things that has been stated as a reason for this. Trustee John added that he does not know in general what the benefit of fiber deployment would be. We are not a private company and we shouldn't go out there necessarily and start competing with Comcast and AT&T. Trustee John said he doesn't see the benefit of asking these questions, what would we do with the answers to these potential questions, because we do not have all the facts.
President Gallagher said that is correct and we have other pressing issues, too, that we are facing in the immediate future with these storms, that are becoming the norm, where our stormwater system just is not handling these flash floods, things like that, that we certainly need to make a priority going forward. This is all in a year of decreased revenues with COVID and all the implications that has. It is difficult to know how to think about this and how to even put forward a question on this when there seems to be so many negative considerations regarding the question of building out a cable optic system.
Discussion followed. Trustee Chen said she would like some time to digest and consider before further discussion. Trustee Tyrrell said he would concur with that. These are pretty heavy-duty questions and if we just start throwing things out now, we might miss something. Trustee Fink said he agreed, and he would like to get more information on this as well. It just seems like this is a lot of money that would be used potentially and questioned whether Western Springs has that money. Trustee Rudolph added that there are several questions too although we are now focused on the fiber question. Flooding continues to be something that is top of mind for all the Board members and the residents and she would like us to look at that carefully, too. Trustee Rudolph said she would appreciate a bit of time to look at all the potential referendum questions considered, both the phrasing and the different topics, with an eye to how we look at it and how the residents look at the questions. Trustee Fink said the Infrastructure Commission has been meeting about sidewalks in Forest Hills and have discussed creating a special service area (SSA) to build sidewalks throughout Forest Hills. A survey of Forest Hills residents was completed, and it was pretty split with half wanting the sidewalks and the other half not wanting the sidewalks. At first Trustee Fink thought this was just a Forest Hills issue, but if something comes through with an S SA that the residents pay for a portion and the Village would pay for a portion, Trustee Fink would like to know if all Village residents think creating an SSA for sidewalks throughout Forest Hills would be a good idea.
President Gallagher said we will postpone this discussion for now and go back to committees and each committee will review this and discuss more at length. We will then come back in July, hopefully with questions that we are comfortable for the November ballot. Trustee Tyrrell thanked everyone for engaging in the conversations on that. Trustee Tyrrell said we should be very careful about what we ask for because, as he has learned, if you put an advisory referendum question out there and the citizens go for it, we may have to back up our talk with action.
E) Disaster Declaration No. 2020-02 (Remote meetings)
Trustee Tyrrell presented information on Governor Pritzker's Disaster Declaration No. 2020-02 (Remote meetings). Roll call votes are required for all items in remote meetings. Attorney Jurusik said the way that staff and the Board have been conducting remote meetings is very consistent with the proposed legislation. The Open Meetings Act requirements that are different require roll call voting on everything and they also require that one of three (1 of 3) people be physically present in the meeting to include Village President or Chair of Board of Committee or Commission, Village Manager or the Village Attorney. This applies to all Village board, committee and commission meetings. Trustee Tyrrell stated that the Board is asked to ratify approval of this Disaster Declaration which Village President Gallagher previously signed. This ratification was on the omnibus vote list scheduled for later this evening.
F) Ordinance for a Class "H" Liquor Cafe and Temporary Use Permit and License/Indemnification Agreement for Vie Restaurant
Trustee Tyrrell explained that Mr. Paul Virant, of Vie Restaurant, had requested approval and issuance of a Class "H" Liquor Cafe license as well as a temporary use permit for the outdoor liquor cafe and a license/indemnification agreement for the temporary use of Village right-of-way. The cafe will be located on Village right-of- way in front of Vie Restaurant on Lawn Avenue. The Board discussed this concept earlier in the year and Mr. Virant was in attendance electronically for this meeting. The General Government Committee discussed this concept in March 2020 and were favorable to this proposal. The proposal was to place several tables, lounge style sofas, a pergola, festive lighting, end tables, and fire pits. This would be a very nice complement to Vie Restaurant. The Committee in March recommended that this concept move forward to the Liquor Commission for consideration of review. The Liquor Commission met last week and reviewed the concept and unanimously recommended approval. One witness, Dr. Regina Walker, was present at the Liquor Commission meeting and had concern with the concept.
Mr. Paul Virant thanked the Board for the opportunity to talk about his concept. He said he is personally very excited about the opportunity to extend the Vie experience to an outdoor space. Mr. Virant said Vie has been in the community for nearly 16 years and now, more than ever, with COVID-19, this is a really critical piece to Vie's business. Mr. Virant said they have done extensive planning and he is pleased to say that he thinks it will look really nice and will add to the Village of Western Springs. It's going to be a great opportunity for Vie as we head into Phase 4 with the re-opening of Illinois with having the limited opportunity for capacity in the restaurant, it will be very nice to have a space outside to supplement from the seats that we have lost. This concept of outdoor seating was proposed to Mr. Virant by the Village when they started the construction of Lawn Avenue in 2018 and they finished last summer. Mr. Virant said he had intended on doing this last year but did not have the time. Mr. Virant told the Board of Trustees that he appreciated the opportunity and thanked the Board for listening to him this evening. Trustee Tyrrell stated for the record that he watched the Liquor Commission meeting and heard the concerns of the neighbor, Dr. Regina Walker, and Trustee Tyrrell said he followed up with Director Scott and he felt that the Village has done all that we can do to address Dr. Walker's concerns. The Liquor Commission heard Dr. Walker's concerns and moved forward with the recommendation to approve the request of Mr. Virant. With no objection from the Board, approval of this license issuance and temporary use permit and license agreement will be approved on omnibus later this evening. ACTION ITEMS - SPECIAL MEETING AGENDA CONSIDERATION OF AND ACTION ON AGENDA ITEMS EXPLANATION OF OMNIBUS VOTING PROCEDURE
President Gallagher stated that the Illinois State Statutes allows 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.
Because of potential conflicts, President Gallagher requested that agenda items #14 and 20 be removed from the omnibus voting list and voted on separately. In addition, per Attorney Jumsik's request, agenda item #16 was pulled from the omnibus voting list and tabled until July. There were no further requests to remove items from the omnibus voting list.
CONSIDERATION OF AN OMNIBUS VOTE (*)
Trustee Tyrrell moved that the following ordinances, resolutions and motions as contained on the meeting agenda for June 22, 2020, be adopted and/or approved under an omnibus vote:
7) *APPROVAL OF MINUTES OF THE MEETING OF MAY 1 8. 2020 AS READ
8) ORDINANCE 20-3006
AMENDING TITLE 5 (PUBLIC HEALTH AND SAFETYj^CHAPTER 5 (TREES AND SHRUBS) OF THE WESTERN SPRINGS MUNICIPAL CODE TO ADD TREE PRESERVATION REGULATIONS ANDTO UPDATE THE NUISANCE REGULATIONS IN REGARD TO THE IDENTIFICATION OF DISEASED TREES
9) * ORDINANCE 20-3007
AMENDING VARIOUS SECTIONS OF TITLE 1 (ADMINISTRATION), CHAPTER 8 (OFFICERS AND EMPLOYEES) AND CHAPTER 9 fADMINISTRATIVE CODE) OF THE WESTERN SPRINGS MUNICIPAL CODE TO ADD A NEW EMPLOYMENT POSITION OF DIRECTOR OF ENGINEERING AND A NEW DEPARTMENT KNOWN AS THE DEPARTMENT OF ENGINEERING SERVICES
10) ORDINANCE 20-3008
AUTHORIZING THE DISPOSAL OF SURPLUS PERSONAL PROPERTY OWNED BY THE VILLAGE OF WESTERN SPRINGS DEPARTMENT OF FIRE & EMERGENCY SERVICES (MISCELLANEOUS EQUIPMENT)
11) ORDINANCE 20-3009
AMENDING TITLE 4 (LIQUOR CONTROL) OF THE WESTERN SPRINGS MUNICIPAL CODE RELATIVE TO THE NUMBER OF CLASS "H" fOUTDOOR LIQUOR CAFE) LIQUOR LICENSES WHICH CAN BE ISSUED IN THE VILLAGE OF WESTERN SPRINGS, COOK COUNTY. ILLINOIS (-APPLICANT: VIRANT RESTAURANTS, LLC d/b/a VIE RESTAURANT FOR THE OUTDOOR LIQUOR CAFE AREA ADJACENT TO UNIT 104 IN THE 800 HILLGROVE AVENUE BUILDING LOCATED AT 4471 LAWN AVENUE, WESTERN SPRINGS. ILLINOIS)
12) * ORDINANCE 20-3 010
APPROVING MINOR MODIFICATIONS TO THE CONDITIONAL USE PERMIT / PLANNED UNIT DEVELOPMENT FOR THE COMMERCIAL / RESIDENTIAL MIXED USE DEVELOPMENT KNOWN AS FOXFORD STATION LOCATED AT THE 4441 TO 4453 WOLF ROAD PROPERTIES AND THE 4450 JOHNSON AVENUE PROPERTY TO GRANT FINAL APPROVAL OF CERTAIN PUBLIC AND REQUIRED IMPROVEMENTS AND ELIMINATING CERTAIN PROPOSED ON-STREET PARKING IMPROVEMENTS (LOADING ZONE AND PARKWAY TREES)
13) *RESOLUTION 20-2554
AUTHORIZING THE APPROVAL AND EXECUTION OFAN INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN THE VILLAGE OF WESTERN SPRINGS^ND THE METROPOLITAN WATER RECLAMATION DISTRICT OF GREATER CHICAGO FOR DESIGN, CONSTRUCTION. OPERATION AND MAINTENANCE OF THE OLD TOWN SOUTH COMBINED SEWER SEPARATION IMPROVEMENTS PROJECT
15) RESOLUTION 20-255
APPROVING AND AUTHORIZING THE ISSUANCE OF A RAFFLE LICENSE UNDER TITLE 3 (BUSINESS REGULATIONS). CHAPTER 12 (CHARITABLE GAMES, RAFFLES, BINGO AND OTHER GAMES OF CHANCE REGULATIONS) SECTION 3-12-3 (RAFFLES) OF THE WESTERN SPRINGS MUNICIPAL CODE OF 1997, AS AMENDED, FOR APPLICANT ST. JOHN OF THE CROSS PARISH FOR THEIR 2020 LOTTERY EVENT ON JULY 26. 2020 WITHA LICENSE_FEE WAIVER AND BOND WAIVER
17) *RESOLUTION 20-2558
AUTHORIZING AND APPROVING THE
EXECUTION OF AN AGREEMENT REGARDING FUNDING AND USE OF CASH BOND TO COMPLETE CERTAIN PUBLIC IMPROVEMENTS OF FOXFORD STATION PROJECT (PERFORMANCE AND PAYMENT BOND OBLIGATIONS)
COMBINED SEWER SEPARATION IMPROVEMENTS PROJECT
18) *MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT TO SOLE SOURCE PROVIDER, FILTRATION SERVICES LLC. OF WANTAGE, NJ FOR ONE (1) AMIAD PRE-TREATMENT CASSETTE REPLACEMENT SYSTEM FOR THE WATER TREATMENT PLANT AT A TOTAL COST OF $160,700.00
19) *MOTION TO APPROVE PAYMENT OF WELL #4 MAINTENANCE
OVERHAUL WORK INVOICE. INCLUDING LABOR AND MATERIALS. IN THE AMOUNT OF $128,037.00 AND_THE PURCHASE OF ONE (D FACTORY REBUILT BYRON-JACKSON MOTOR AND_8"_T&C COATED PIPE IN THE AMOUNT OF $152.140.00 FROM SUEZ WATER WELL SOLUTIONS OF ELBURN. IL AT A TOTAL COST OF $280,177.00
21) *MOTION TO APPROVE A TEMPORARY USE PERMIT FOR OUTDOOR LIQUOR CAFE (VIRANT RESTAURANTS, LLC D/B/A VIE RESTAURANT FOR OUTDOOR LIQUOR CAFE AREA ADJACENT TO THE 4471 LAWN AVENUE BUILDING LOCATED IN WESTERN SPRINGS)
22) *MOTION TO APPROVE A LICENSE AGREEMENT FOR TEMPORARY USE OF A PUBLIC RIGHT-OF-WAY RELATIVE TO THE OPERATION OF AN OUTDOOR LIQUOR CAFE fVIRANT RESTAURANTS, LLC D/B/A VIE RESTAURANT FOR OUTDOOR LIQUOR CAFE AREA ADJACENT TO THE 4471 LAWN AVENUE BUILDING LOCATED IN WESTERN SPRINGS)
23) MOTION TO RATIFY THE APPROVAL OF DECLARATION NO. 2020-02 A DECLARATION OF A STATE OF EMERGENCY IN THE VILLAGE OF WESTERN SPRINGS, COOK COUNTY, ILLINOIS (COVID_-19 - JUNE 16, 2020) (DISASTER DECLARATION AND REMOTE MEETING RULES)
Trustee Rudolph seconded the motion.
The motion passed on a roll call vote.
Voting aye: Trustees Tyrrell, Rudolph, Lewis, John, Fink, Chen and President Gallagher. Voting nay: None.
OTHER BUSINESS
14) RESOLUTION 20-2555
APPROVING AND AUTHORIZING THE EXECUTION OF PERMIT NO. TS20-05 BETWEEN THE ILLINOIS STATE TOLL HIGHWAY AUTHORITY AND THE VILLAGE OF WESTERN SPRINGS CSTORM WATER DISCHARGE PERMIT)
President Gallagher recused herself from the discussion and vote on this agenda item due to her appointment as a Director on the Illinois Tollway Board.
MOTION:
Tmstee Tyrrell moved, seconded by Trustee Chen, to approve Resolution 20-2555 Approving And Authorizing The Execution Of Permit No. Ts20-05 Between The Illinois State Toll Highway Authority And The Village Of Western Springs (Storm Water Discharge Permit).
The motion passed on a roll call vote.
Voting aye: Trustee Tyrrell, Rudolph, Lewis, John, Fink and Chen. Voting nay: None.
Abstain: President Gallagher.
20) MOTION TO APPROVE A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE VILLAGE OF WESTERN SPRINGS AND V3 ENGINEERING FOR PROFESSIONAL SERVICES FOR PERFORMANCE OF PHASE II (DESIGN) ENGINEERING SERVICES RELATED TOJHE WOLF ROAD BIKE PATH PROJECT IN THE AMOUNT OF $83,364.00
President Gallagher recused herself from the discussion and vote on this agenda item due to the fact that her brother is a Senior Vice President at V3
MOTION:
Trustee Fink moved, seconded by Trustee Lewis, to approve A Professional Services Agreement Between The Village Of Western Springs And V3 Engineering For Professional Services For Performance Of Phase II (Design) Engineering Services Related To The Wolf Road Bike Path Project In The Amount Of $83,364.00.
The motion passed on a roll call vote.
Voting aye: Trustee Tyrrell, Rudolph, Lewis, John, Fink and Chen. Voting nay: None.
Abstain: President Gallagher.
REPORTS
15) MONTHLY FINANCIAL REPORT - (Rudolph)
The Board heard the financial report during the Finance Committee report earlier this evening.
MOTION
Trustee Rudolph moved, seconded by John, to approve the April and May 2020 financial reports.
The motion passed on a roll call vote.
Voting aye: Trustees Rudolph, Lewis, John, Fink, Chen and Tyrrell. Voting nay: None.
16) VILLAGE PRESIDENT GALLAGHER No further report.
17) DIRECTOR OF FINANCE TURI
Director Turi was sitting in for Village Manager Velkme tonight. Director Turi asked Director Baer to provide an update on the household clean-up event, which was conducted on Saturday, June 20, 2020. Director Baer said the Village's contracted waste hauler, Lakeshore Recycling Systems (LRS), provided the spring clean-up event on Saturday. LRS did a really nice job. Staff met with Lakeshore representative, Bill Kenney, today to do an initial recap. We don't have data yet in terms of number of tons collected but Bill Kenney indicated that they would provide that to us as soon as possible. We discussed the weekend activities which included thirty (30) LRS employees and fifteen (15) garbage trucks as well as some support vehicles. Supervisors were following around in other vehicles to see if there were missed collections and things like that.
The LRS team began the collection very early in the morning and they continued well into the evening on Saturday. They returned on Sunday morning to finish up a few small areas and to tag items that were put out in error. This included items such as construction debris and swing sets, items that were put out but not eligible for our clean-up event, so we hope that many of those were tagged by LRS representatives to let people know why they were not collected. When planning for the staffing of this event, LRS reviewed the data that we provided from our prior waste hauler and then increased the numbers anticipating that we would have more items put out due to the recent temporary suspension of bulk collection and the likelihood that many folks were doing clean out projects in their own homes during the quarantine so they staffed up accordingly with the hopes that they would be able to address the larger amounts that we expected. Once we do have the data from LRS, we will plan to hold another meeting to discuss more strategies or adjustments that we might want to make in future years but Director Baer said she did want to take a minute to thank the LRS team for the many efforts they made this weekend and their responsiveness to our residents during the weekend event. Staff was contacting them whenever we heard that there was an issue. They communicated with us pretty regularly. Director Baer said she would also like to thank the Finance Department members, and Deputy Clerk Haeske and Communications Manager Cicek from the Administrative Services Department, for their work in communicating the details of the event to residents who either called in or emailed or even sought information through our social media during the weeks that led up to the event and also throughout the weekend.
President Gallagher said she thought it went really well and that it seemed there was a lot more material out than in the past. Director Baer said we anticipate the data is going to show significant increase. By early in the day, LRS was telling us they had already exceeded the numbers that we had told them from prior years. We did expect it would be more, but it was significantly more than even expected. Director Baer said we will be bringing that information to General Government in the future. President Gallagher thanked staff for all of their efforts in making this event a success. The weather cooperated and it was a good and much needed event.
18) VILLAGE ATTORNEY JURUSIK No report.
RECESS TO CLOSED MEETING FOR THE PURPOSE OF DISCUSSION OF:
Trustee Tyrrell moved, seconded by Rudolph, to adjourn to closed meeting for the purpose of discussion of the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel (5 ILCS 120/2(c)(l)) at 9:13 p.m.
The motion passed on a roll call vote.
Voting aye: Trustees Tyrrell, Rudolph, Lewis, John, Fink and Chen.
Voting nay: None.
President Gallagher said there is no further business for the open meeting. Once the closed meeting adjourns, the Board will adjourn. No other business will be discussed.
https://il-westernsprings2.civicplus.com/AgendaCenter/ViewFile/Minutes/_06222020-1074
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