West Cook News

Village of Western Springs President and Board of Trustees met Sept. 14.

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

Ingrid Velkme, Village Manager

Aleks Breidis, Director of Recreation*

Grace Turi, Director of Finance*

Pat Schramm, Director of IT*

Matt Supert, Director of Mun Svcs. *

Casey Biernacki, Asst. Director of Mun Svcs. *

Brian Budds, Director of LES*

Pat Kenny, Director Fire & EMS*

Ellen Baer, Director ofAdmin*

John Mastandona, Asst. Dir. Finance*

Martin Scott, Director of CD*

Elaine Haeske, Deputy Clerk*

Michael Jurusik, Village Attorney

*Electronic Attendance - Authorized by The Open Meetings Act, the CDC directive (social distancing guidelines) and Illinois Governor Disaster Proclamation dated August 21, 2020 (Phase 4 Restore Illinois Plan), and Executive Order 2020-52 extending the Governor's prior Executive Orders relating to the COVID- 19 pandemic and his implementation of Phase 4 of the "Restore Illinois" Plan (Community Revitalization Order - COVID-19 E.O. No. 48).

CALL TO ORDER

The meeting opened at 7:00 p.m.

PLEDGE OF ALLEGIANCE

President Gallagher led the audience in the Pledge of Allegiance.

ROLL CALL (Deputy Clerk Haeske)

As noted above

President Gallagher said pursuant to Governor Pritzker's disaster proclamations and executive orders in response to COVID-19, provisions of the Open Meetings Act requiring in-person attendance of the public body have been suspended and conditions allowing remote participation of the public body have been expanded. In accordance with these orders, we are conducting this meeting 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 meetings as similar to our regular board meetings as

possible. The public may participate during the citizen comments portion of the meeting. 

READING OF AGENDA - ADDITIONS - DELETIONS

There were no changes to the agenda.

PUBLIC HEALTH UPDATE

President Gallagher said today more regions of the State remain in Phase 4 of the Governor's "Restore Illinois" Plan. Regions 4 and 7 continue to meet resurgence metrics that require more stringent mitigation measures for those areas. In our region, region 10, which includes all of suburban Cook County but excludes Chicago most of the health metrics are meeting their targets, however positivity rates continue to rise across the region. As of today, the Illinois Department of Public Health reports 214 confirmed cases out of 4,144 tested in Western Springs. For links to metrics details and more information on COVID-19, go to the COVID-19 page on the Village's website at www.wsprings.com. Schools are back in session and each district within our community has instituted measures to provide instruction while safeguarding student health. With hybrid schedules, children are commuting to and from schools during non-traditional hours throughout the day so please be extra careful when driving, slow down and be vigilant, especially in school zones. At Village Hall, we are working on adaptations to create a safe environment for visitors and staff. Most Village offered services continue unabated, but a few popular annual events have been cancelled this fall due to COVID-19. The pancake breakfast at the firehouse that usually takes place in September is cancelled. The fire department's Fire Prevention Week Open House, usually held on the first Monday in October, is cancelled as is the Western Springs Business Association's fall festival originally scheduled for October 3,2020. On a positive note, the monthly Styrofoam collection will resume on the first Saturday in October with modifications in place to keep everyone safe. When you arrive at the Recreation Center drop-offwith your Styrofoam, stay in your car and volunteers will unload your tmnk for you. Please watch the Village website for updates and more information on all Village sponsored services and activities. Because of the fluid nature of recreational programming this year, a physical brochure was not published for those recreation programs in the fall. Many programs, including senior activities, are now underway and other programs are being added as circumstances allow. Visit the Village's website for current information on recreation and other services. Local restaurants and businesses continue to offer outdoor and limited indoor dining and shopping while following public health guidelines designed to limit the spread of the virus. Capacity limits and social distancing means fewer patrons overall. Please continue to support our local businesses and restaurants when you can. This virus is tenacious and highly contagious. Be mindful of the three "W" s, wear a face covering, wash your hands and watch your distance.

2019 CAFR PRESENTATION BY BMAN LEFEVRE

Trustee Rudolph introduced Brian LeFevre of Sikich, LLP who presented the Village's Comprehensive Annul Financial Report (CAFR) for the year ending December 31, 2019. The CAFR contains three sections which are the introductory, financial and statistical sections. A detailed review of the 2019 CAFR was conducted by the Finance Committee last month. Within the introductory section is the Certificate of Achievement for Excellence in Financial Reporting for the year ending December 31, 2018. Mr. LeFevre noted that the Village has received this award from the Government Finance Officers Association (GFOA) for 25 consecutive years and it is the highest level of award. Mr. LeFevre said the Village should be commended for that Sikich follows two sets of standards: audit procedure standards from the AICPA and GASB standards for the form of the financial statements. Sikich is pleased to present an unmodified audit opinion on the Village's CAFR. The opinion states that the financial statements are presented fairly and in accordance with generally accepted accounting principles and that they are free of material misstatement. An unmodified audit opinion is the highest level of opinion that the Village can receive on its financial statements. The Village implemented a new accounting standard, GASB statement 83 and GASB statement 84, during the period and that asset retirement obligation, another liability for the potential closure of wells that GASB considers a liability now as well. While the Village was not required to have a federal single audit this year, the Village was required to have an audit under government auditing standards and Sikich also issued an unmodified opinion for the Village's compliance with the laws and regulations that could have a material impact on the Village's financial statements and that comes from some more state guidelines requiring the government auditing standards. There was a separate report issued for the Tax Increment Financing (TIP) District. Sikich also gave an unmodified or clean opinion on the compliance with your TIF legal requirements as it relates to the financial statements.

Mr. LeFevre pointed out the Management Discussion and Analysis section, which is the executive summary of the report, where the Village can provide an explanation of the whys of the CAFR numbers and compares 2019 to 2018. If the Village has constituents that are looking for information about the Village's finances, he encouraged the Board to refer them to the Management Discussion and Analysis section along with the Village's annual budget document.

Mr. LeFevre highlighted the income statement for the Village's governmental funds. On this statement, one finds the revenues, expenditures and changes in fund balances for the fiscal year.

There is a decrease in fund balance for the year after the transfer, but revenues over expenditures are $685,000.00 so the Village is structurally in balance. There were Board approved transfers, mainly to the Village's capital reserve fund. Ultimately, the Village ended 2019 with a fund balance of $4,120,000 which represents 37% of expenditures, which is above the policy goal of 30% reserves, at 37%.

The last piece of information Mr. LeFevre brought to the Board's attention is regarding the three pension plans and begins on page 80. This shows the contributions the Village made compared to what the actuary recommended. For IMRF, the Village funding is based on a percent of covered payroll based on what the IMRF actuary tells the Village what that percentage of funding would be. Each and every month the Village pays in what is required. For police and fire pension funding, the Village relies on an actuarial recommendation and levies a tax based on that recommendation. The Village's IMRF plan is 85% funded. The Village's police pension fund is up from 50 to 55% which is consistent with what we are seeing with other police pension funds throughout the state. The Village's fire pension fund, which doesn't have any active participants is still very healthy and is 79% funded.

Mr. LeFevre concluded by stating that overall, the audit went very smoothly. The Village staff was very professional and easy to work with and both Director Turi and Assistant Director Mastandona did a great job in the remote environment. As if an audit isn't cumbersome enough on staff when the auditors are there in person, there is a layer of complexity added in the remote environment. Mr. LeFevre thanked the Village staff for the excellent job they did in working with his team.

President Gallagher congratulated the Finance Department led by Director Turi on receiving the 25 consecutive Certificate of Achievement for Excellence in Financial Reporting.

TOLLWAY PRESENTATION ON PEDESTRIAN BMDGE

Village Manager Velkme noted that this evening representatives from the Tollway were participating in the meeting remotely. Jill Ziegler, Bridget Malinowski and Nicole Nutter participated in the Board meeting on behalf of the Illinois Tollway. The Tollway is looking for input from the Village Board on design items for the proposed pedestrian bridge at 47 Street. Village Manager Velkme said they also have some updates about the Tollway project and the BNSF bridge.

Ms. Nutter presented several options for the Board's consideration regarding design elements. The bridge finish is proposed to be a weathered steel finish with an upgrade option of a painted black finish. The painted black finish would entail both Western Springs and Hinsdale's agreement to take on painting maintenance of the finish. The Tollway anticipates the bridge would require repainting at every 20-25 years and comes at an approximate cost of $200,000 - $250,000. The second option is the type of fencing on the ramp and the bridge. The fencing is proposed to be with handrail, safety rail and vertical pickets. Alternative 1 includes handrail, safety rail and coated chain link fencing. Alternative 2 includes handrail, safety rail and galvanized chain link fencing. The proposed fencing and Alternative 1 fencing coated chain link options require the Village's agreement to taking on painting maintenance. The third option for the Board's consideration relates to the pattern and stain options for the form liners and stain for retaining walls in Spring Rock Park. The stacked block wall is the proposed option with the "Ashlar" pattern and stain option as an upgrade. The upfront cost of the Ashlar upgrade is $5,000 and is to be paid by the Village. The upgraded stain would be an upfront cost of approximately $15,000 with long term maintenance also required. The Village of Western Springs and the Village of Hinsdale would both contribute to added costs for alternatives for the bridge finish and fencing options. Ms. Nutter also mentioned that the vertical picket option would also require maintenance in the 20-25-year time frame with painting at an estimated cost of $60,000.

Ms. Nutter then provided the Board with an update on the status of the BNSF Bridge over 1-294 project. The Tollway is currently on target and on schedule. Currently the BNSF workforce is out there right now. They are moving the tracks around and you might be hearing some of that. They do work longer hours during the weekends. They have been working out there since the beginning of September and are scheduled to finish around November 30. Some of the Tollway workforce are also out there doing some minor work and will keep working on that throughout the rest of the year. Other work that the Board may have seen through town with a more localized impact is some Flagg Creek Water Reclamation District work that is ongoing right now relocating lines along the east side of the Tollway and on the west side depending on where we are within the structure of 1-294. Currently, the Tollway has some horses down on the southern edge right by Timber Trails and there is also some work ongoing right by the Public Works yard. That Flagg Creek Water Reclamation line continues to move forward and advance and that work is basically to get the utilities out of the way as we try to get into mainline construction in a few years here.

Ms. Nutter said that in light ofCOVID-19, the Tollway has opened a "Virtual Open House" which offers interested parties the opportunity to see project updates on the Tollway's website. She encouraged the Board, and anyone interested in more information on the project in this area or the entire corridor to take a look at it. It's a good resource and one is able to submit questions via the website to the Tollway.

Village Manager Velkme noted that the Village's Downtown Plan does include black finishes in the design scheme. Director Scott said the Downtown Refinement Plan from 2016 included the work that went into the commuter platform project with ornamental fence which is black similar to what the Tollway proposed. The benches, streetlights and bollards are that traditional black and can be seen about downtown which is in keeping with what is shown as the design theme and will continue into the future.

After a great deal of discussion, the Board came to a consensus that the weathered steel finish is acceptable for the bridge finish. The preferred fencing is galvanized chain link fencing with the weathered picket fencing on the ramps on the pathway coming in from Spring Rock Park. The proposed stacked block for the form liners and stain for retaining walls in Spring Rock Park is acceptable to the Board. The design decisions were made taking into consideration the future maintenance costs as well as pleasing design. Ms. Nutter said that once 95% plans are completed, the Tollway will go out and stake the area and figure out where the ramp will physically be. From there, the Tollway will complete a tree survey to determine what can stay. The Tollway will try to keep as many trees as possible. Trustee Rudolph expressed her concern with keeping the trees, even though many may not be the most aesthetically pleasing, from the perspective that the trees do provide some noise reduction and that continues to be a concern for residents in the area. Trustee Rudolph said she does understand the process Ms. Nutter explained and thanked her for her comments. Ms. Nutter said the Tollway will keep Village Manager Velkme up to date on the progress of this and they will be meeting within the next month or so to review the plan. Ms. Nutter thanked the Board for their time this evening.

Resident Amy Tilies had a comment unrelated to the pedestrian bridge. President Gallagher said there will be citizen comments later on in the meeting.

Forest Hills Sidewalk

President Gallagher then provided a brief presentation and history on the Forest Hills sidewalk project. President Gallagher reported that over the past week, the Board and a few staff members have received emails from concerned Forest Hills residents asking the Board to move forward immediately with a feasibility study of Forest Hills complete sidewalk installation. The purpose of the feasibility study is to identify in greater detail the estimated cost, scope and impact of undertaking a large-scale sidewalk installation project within the subdivision. The Board is sympathetic to the concerns of many Forest Hills residents and understands that some residents believe the project has been unreasonably delayed, however, thoughtful deliberation on this and all topics that come before the Board best serves our community.

President Gallagher then provided a brief history on this sidewalk project:

On April 30, 2019 two residents from the Forest Hills subdivision met with President Gallagher and Village staff to discuss the Village's sidewalk policy in the Forest Hills subdivision.

On June 20, 2019, the Infrastructure Commission met to discuss the Village's 2006 sidewalk policy and the request from those two residents to complete Forest Hills sidewalks in a large-scale manner. The Infrastructure Commission discussed funding options for sidewalk improvements in the Forest Hills subdivision and recommended the Village proceed with a survey to determine if residents in the subdivision are in favor of sidewalks.

On July 2, 2019, the Public Works & Water Committee met and concurred with the recommendation of the Infrastructure Commission to proceed with a survey to determine if residents in the subdivision are in favor of sidewalks.

On August 13, 2019, the Infrastructure Commission met and reviewed questions for a sidewalk survey of Forest Hills residents and recommended the survey be sent to residents in the subdivision.

On September 9, 2019, the Public Works & Water Committee met and reviewed questions for the sidewalk survey. The Committee motioned to advance the discussion of the survey before sending it out to the Village Board for review and consideration.

On October 30, 2019, the survey for sidewalk installations was mailed to 968 residents in the Forest Hills subdivision. We received 387 responses by the November 30, 2019 deadline to respond to the survey.

On January 21, 2020, the Infrastructure Commission met to review the survey results and over the course of early 2020 discussed the Forest Hills sidewalk topic on multiple occasions. The survey results reveal that a strong majority of those responding who already have sidewalks favored participating in a cost share program with the Village to complete sidewalks throughout the subdivision by a proportion of 68% for, 31% not, however, there was no clear mandate from those responding that do not currently have sidewalks in front of their homes. Fifty-one (51) percent favored participating in the cost share program but 49% did not.

On February 11, 2020, the Infrastructure Commission met again to discuss the Sidewalk survey and asked staff to pursue obtaining a phase I engineering proposal for a feasibility study.

On June 17, 2020, the Infrastructure Commission met to review the engineering proposal from V3 Engineering Company to complete a feasibility study and voted unanimously with one member absent to recommend the proposal be brought to the Village Board. The basic study cost in the proposal was $16,000 with several additional services that can be provided for an additional fee to expand the proposal.

On August 17, 2020, the Village Board reviewed a recommendation from the Public Works & Water Committee and the engineering proposal from V3. After discussion, noting several factors, including recognition that this study was not budgeted for the calendar year, the current uncertainty over total revenue losses due to COVID-19 impacts within the Village, and multiple infrastructure projects pending on the horizon, the Board determined to delay a vote on the study so that all these factors could be addressed in total as part of the budgetary process for 2021. As stated in August, the Board expects to revisit the feasibility study proposal in October.

CITIZEN COMMENTS

Resident Amy Tilies implored the Board to move forward with the sidewalk feasibility study as soon as possible and to install sidewalk throughout Forest Hills in a uniform fashion. Resident Scott Will asked how long new construction owners were required to install sidewalk in front of their house in Forest Hills. Director Supert and said that came about after the 2006 comprehensive study and the sidewalk installation policy was instituted. Director Scott said code changes followed which instituted that requirement. Mr. Will asked what the major impediment is to moving forward. President Gallagher stated this is what the feasibility would help us to clarify going forward. Director Supert said the scope of the sidewalk installation in Forest Hills would likely be a multi-year installation. Part of the feasibility study would tie into how that could be accomplished from a special assessment approach or other funding mechanism and how sidewalk would fit in. President Gallagher said the Board would consider the feasibility study in October 2020. Resident Rob Frazier said he has been working with Amy Tilies who spoke first and underscored a couple of points Ms. Tilies made particularly as it relates to active engagement. The cost, timing, how disrupted this would be to the residents of Forest Hills and the people of Western Springs at large are some of the unanswered questions which were not part of the survey. Ms. Frazier and Tilies offered to come up with constructive ideas taking into consideration the comments of those who are not in favor of sidewalks so that a comprehensive, informed decision can be made.

President Gallagher thanked the residents for their comments.

Trustee Fink said he would love to work with the community but there is this overall sense that we are the ones that are holding this up. His answer would be it's not like some people are ambivalent about this. Some people don't want the sidewalks so instead of saying things to the Board, I think they should speak to their neighbors and get a sense of who really wants sidewalks and who doesn't. Trustee Fink said he has received plenty of emails from people who are actively against sidewalks as well. President Gallagher said that is a good point. Those without sidewalks were split half and half as to whether they want sidewalks. There is not a clear mandate on that, and the best approach might be community outreach; for residents to talk to the neighbors and find a way forward.

No citizen comments were sent by email or in hard copy in the drop box. 

2) PROPERTIES AND RECREATION - TRUSTEE CHEN

A) Capital Summary Report

Trustee Chen provided a report from the Properties and Recreation Committee which met earlier this evening. A long-awaited meeting for the next phase of engineering with the Forest Preserve is happening on Wednesday, September 16, regarding the Wolf Road Bike path. That is good news.

B) West Underpass Engineering Shop Diagrams Epstein Engineering

The Properties and Recreation Committee reviewed an engineering proposal from Epstein & Sons, International Inc. for engineering services for the purpose of developing shop drawings in support of the Phase III Construction Administration Services contract held by Christopher B. Burke Engineering in an amount not to exceed $31,097. The committee recommended approval of an agreement with Epstein & Sons Engineering on omnibus on September 28, 2020.

C) Resolution Approving And Authorizing The Execution Of An Independent Contractor Agreement Between Mattix Music Studio And The Village Of Western Springs (Term: January 1, 2021 To December 31, 2021, With Options To Renew For One Year Terms For January 1, 2022 To December 31, 2022, January 1, 2023 To December 31, 2023, January 1, 2024 To December 31, 2024, And January 1, 2025 To December 31, 2025)

The committee discussed a letter of interest from Mattix Music Studio in becoming an independent contractor with the Village of Western Springs to lease space in the Grand Avenue Community Center (upstairs) in the space previously occupied by Music Makers. Mattix Music would be a new independent contractor to the Village if the Village and Mattix can come to agreement. There is some remodeling and retrofitting of the space in the building which would need to be done including new lighting, floors and paint as well as removal of two (2) walls. Cost estimates for the work should be coming in soon. The idea would be for Matrix to move in January 1, 2021. The rent rate would be the same as what Music Makers was paying. Director Briedis said the space would be a little less than what Music Makers was using as the sensory room will not be part of the agreement.

The need for changes is somewhat dependent on social distancing parameters. Trustee Rudolph said its great we have interest in the space. This item will be on the September 28, 2020 omnibus for consideration of approval. More information on the agreement will be needed prior to consideration of approval on September 28, 2020 per Village Manager Velkme.

D) Other

Trustee Chen gave an update on the Village's new electric charging station. The committee learned that there have been 83 unique sessions which means 83 unique cars have used that space and the average that it is used for is 2 hours. This is a pilot program now and staff will revisit charging for use of the space. Other municipalities that have these charging stations are not charging for use of their spaces.

The Village's chipper recently broke. Work was being completed near the BNSF tracks and staff is trying to determine if a piece of metal or something came through, but the chipper seems to be fatally compromised. The committee received a report and a request will need to go through Finance and the Village will need to rent a chipper in the meantime while a decision is made on how to replace the broken chipper, which was 14 years old, and was in use every day, sometimes for 10 hours per day. Staff is looking into a rent to own option and will present a recommendation to the Finance Committee once a determination is made on how to proceed.

3) PUBLIC WORKS AND WATER - TRUSTEE FINK

A) Resolution Approving And Authorizing the Execution Of An Intergovernmental Agreement By and Between The Village Of Western Springs and the Metropolitan Water Reclamation District of Greater Chicago For Design, Constmction, Operation And Maintenance Of Certain Storm Sewers And An Outfall To Flagg Creek Located In A Separated Sewer Area Within Western Springs

Trustee Fink presented an updated intergovernmental agreement (IGA) from the Metropolitan Water Reclamation District for the Central Avenue Combined Sewer Separation Project. There are no substantial changes to the IGA document and no changes to the IGA language. The Metropolitan Water Reclamation District requested the agreement be updated to reflect a few changes including a project name change to "Storm Sewers and Outfall to Flagg Creek in Western Springs, SSA" as well as adding exhibits to the agreement: Exhibit 1 (Project Location Map) and Exhibit 9 (Maintenance and Operations Plan Description). A resolution providing execution of the modified intergovernmental agreement which includes the updates will be on the September 28, 2020 omnibus vote list for consideration of approval.

B) Capital Summary Report

Trustee Fink reported that a monopole is going to be placed in Spring Rock Park in November and the cell equipment that is on top of the elevated tank will be moved to the monopole in mid-March 2021. Right now, the elevated tank is painted blue and staff is researching what it would cost to put signage on the elevated tank at Spring Rock Park. Staff is looking to see about adding something that indicates it is Western Springs if it is not cost prohibitive. Regarding Well #4, the motor has been sent back to the manufacturer and is under warranty and will be repaired. The building is now in place for Well #5 and we are waiting on ComEd to set the transformer. Hopefully Well #5 will be in operation in late October. Regarding the 2020 Roadway Referendum Project (Prospect Avenue), the east lane has been completed and crews started construction on the west lane. The project is on schedule and on target for completion in mid-October. The 8" water main has been installed, pressure tested and chlorinated on Clausen Avenue (2020 Roadway Referendum Program and IEPA Water Main Improvement Project - Clausen Avenue). An open house will be conducted for residents regarding the Center

Avenue Reconstmction/MWRD Sewer Separation project. The open house will be on September 15, 2020 from 5-7 p.m. at the Spring Rock Park shelter. If anyone has questions, they are encouraged to attend. The 47th Street grind and resurfacing project is an IDOT project which started today. The project is anticipated to run through mid- October with no permanent lane closures but possibly temporary lane closures during the daytime hours.

Trustee Rudolph asked for clarification from staff that the construction signs on southbound Central are for the 47l Street project and not the Central Avenue reconstruction project. Director Supert said that is the case. Director Supert said he would confirm that to the residents who attend the Central Avenue meeting on September

15. Village Manager Velkme said the Village just recently received notification of this project from IDOT. Sidewalk work to make crosswalks ADA accessible is also ongoing in areas of the Village including on Central Avenue, 47 Street and Wolf Road.

4) PLANNING AND ZONING - TRUSTEE JOHN 

No report.

5) FINANCE - TRUSTEE RUDOLPH

A) Resolution Approving Budget Amendments And Transfers To The Operating Budget For The Fiscal Year Ending December 31, 2020 In The General, Burlington Northern, Sewer And Central Business District Funds

Trustee Rudolph presented a request for approval of several budget amendments to the fiscal year 2020 operating budget in the General, Burlington Northern, Sewer and Central Business District Funds. The budget amendments covered repairs to law enforcement vehicles, a couple of tree related things including the Village-wide tree inventory and Dutch elm disease treatment expenses, unanticipated costs related to cleaning and disinfection of the facilities due to COVID-19, commuter parking rental of the Village Pool parking lot, attorneys fees related to the West Underpass and ICC petition, a fairly significant sewer study for the Springdale storm water issue as well as the Fair Elms/51st Street Flagg Creek overflow investigation and additional landscape costs in the Central Business District. These amendments would all be individual budget amendments which will be included on the omnibus on September 28, 2020.

B) Resolution Approving The Release Of Western Springs Downtown South TIF Funds To Make The June 1, 2020 TIP Incentive Rebate Payment To Foxford Station, LLC, To Fund The Reserve Fund, To Transfer TIP Funds Into The Downtown South TIF Incentive Fund And To Reimburse The Village For Its Incurred Cost In Forming The Western

Springs Downtown South TIF District

C) Resolution Approving Budget Amendments And A Transfer To The Fiscal Year 2020 Operating Budget In The Downtown South TIF Incentive Fund

Trustee Rudolph presented a resolution which approves the release of TIP funds to the Foxford Development. This would be the first rebate payment. There are two related resolutions (agenda items 5B & 5C). The first resolution allows for that release. The second would be a resolution approving a budget amendment and transfer in accordance then with that particular release. Both resolutions will be on the September 28, 2020 omnibus vote list for consideration of approval.

D) Thomas Ford Memorial Library Levy Request

This is an annual event for the Board in which the Library Board passes a resolution requesting the tax levy every year and that request is for.02% for the maintenance, repairs and alterations of Library buildings and equipment. Director Turi said this is a housekeeping item each year at the same percentage. The Library has no authority to levy so they must put their levy for the building improvements through the Village.

There is a back-door provision included in that resolution so once it is adopted by the Village, the residents have thirty (30) days to either accept it or stop it. The Village Board has done this procedure for years. This item will be included on the September 28, 2020 omnibus vote list.

E) 2021 Budget Schedule

Trustee Rudolph advised that the budget process for 2021 is beginning with each of the Directors. Trustee Rudolph commented that there were a few things in the budget amendment resolution discussed earlier this evening including the stormwater study that were unanticipated. That particular budget amendment is for $80,000 and as we all know, there were significant storm events that required the study and this is very helpful for the Board going forward, but this was an unanticipated expense. We also had the COVID-19 cleaning which nobody could have anticipated. Trustee Rudolph mentioned these to underscore that we continue to be very cautious and conservative with our spending. We are still really unsure of what our final revenue, as well as expenses, look like for this year. There are a lot of things that come up that we can't control as they do come up. Trustee Rudolph wanted to stress that all of the staff and the Board are paying very close attention to this and she thanked everyone for doing that. It is a really critical time and as we look very carefully at the revenue and expenses.

F) Other

Trustee Rudolph extended her congratulations to Director Turi and Assistant Director Mastandona for all of their work that they have done and continue to do in our financial management. Receiving that award, once again, for the 25 year in a row is incredible and she is so appreciative of the hard work that they and the other directors and staff do. It is a great testament to our overall management so, Trustee Rudolph said she would be remiss not to thank Village Manager Velkme as well as it really is a team effort and, in these times, it couldn't be more necessary. Trustee Rudolph added that she feels we are so fortunate to have the team that we have. Tmstee Rudolph again congratulated Director Turi on that award and thanked her for her stewardship and guidance through all this. President Gallagher said she is sure everyone on the Board shares that sentiment and that the Board is fortunate to work with such a talented staff.

Trustee Chen seconded those compliments and then asked about the unbudgeted amendments which she thought totaled about $153,000, a large portion of which included the Springdale stormwater study and the Flagg Creek overflow at about $80,000. Trustee Chen said we learned about where the money for the unbudgeted sidewalk feasibility study could come from, the Public Benefit Fund. Trustee Chen wondered if these items would take from that fund. Director Turi said these would not. The Public Benefit Fund must be used for roadway or items that benefit the public. None of the transfers discussed and proposed earlier this evening fit that description. The Forest Hills sidewalk study would fit that description.

6) PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS

A) Resolution Authorizing And Approving The Execution Of An Agreement Entitled "Agreement To Provide Paramedic Personnel", Entered Into Between The Village Of Western Springs And Paramedic Services of Illinois Inc. For Calendar Years 2021,2022 And 2023, With A Renewal Option For Year 2024

Trustee Lewis reported that the current contract with our paramedic service provider is coming to an end. The Public Health and Safety Committee recommended that the Board authorize a new agreement at the September 28, 2020 Board meeting. This is our long- time paramedic service provider. The cun'ent contract company and its predecessor company have been serving the Village and helping us since 1994. By all accounts it has been a very positive relationship between the Village and the provider. Chief Kenny has indicated that they provide us with six (6) certified paramedics and it has been a very stable workforce through the years with the added benefit of the contract paramedics, when not working as paramedics, serving as paid-on-call firefighters. Staff has negotiated a new agreement that calls for a 2% increase, only, over the next three (3) years and with an option for a possible fourth year down the road. The provider has given us fine people through the years and Chief Kenny and the Village are very pleased with their service so the committee recommended that we continue that agreement into the future. Approval will be on the September 28, 2020 omnibus vote list.

B) isposal of Surplus Equipment - Dept. of Fire & EMS

Trustee Lewis presented a request from the Department of Fire & EMS to declare certain equipment as surplus. The department replaced our self-contained apparatus breathing equipment earlier this year so a lot of the items being declared surplus tie into that. Some other items that are out of date are also on the list for disposal. The Board will consider approval of this request on omnibus on September 28, 2020.

C) 2019 Illinois Traffic Safety Challenge

Our Police Department has done it again. In 2018, the department was tops in our category related to the Traffic Safety Challenge that is put on by the Illinois Association of Chiefs of Police. When the department won the challenge in 2018, the department was bumped up to the championship category so in 2019 we were running with some of the much bigger departments and we still managed to grab a third-place finish in the Championship category of the 2019 Illinois Traffic Safety Challenge. It's for related activities such as seat belt checks, child seat installation, railroad crossing safety and all those types of activities that our department works on in the Village. Trustee Lewis wanted to make everyone aware of the great work they have been doing and to congratulate Director Budds and his folks on their fine work. President Gallagher echoed Trustee Lewis' words of praise and congratulated Chief Budds and his department of 21 sworn officers. Kudos to Chief Budds and his entire staff on ajob well done.

7) GENERAL GOVERNMENT - TRUSTEE TYRRELL

A) Ordinance Amending Section 3-12-2 (Charitable Games) And Section 3-12-3 (Raffles) Of Title 3 (Business Regulations), Chapter 12 (Charitable Games, Raffles, Bingo And Other Games Of Chance Regulations) Of The Western Springs Municipal Code Relative To Regulating Raffles

B) Resolution Approving 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 Village Club Of Western Springs On (Start Date To End Date Of Raffle) With A License Fee Waiver And Bond Waiver And Restrictions On Conduct Of Raffle

Trustee Tyrrell presented two inter-related items which the Board has discussed at previous meetings, a resolution approving issuance of a raffle license to the Village Club and a corresponding amendment to Village code covering raffles to allow for on-line raffles where the tickets will be sold statewide. Last month, the Village Club presented for the Board's consideration an application for an on-line virtual Queen of Hearts raffle. The Board unanimously rejected the application on August 17, 2020, because Village code does not yet provide for on-line virtual raffles. Both the raffle application and code amendment are before the Board this evening for consideration. Trustee Tyrrell reiterated that the Village Club presented to the General Government Committee the application for the Queen of Hearts raffle with the stipulation that only Village Club members would be on the site of the drawing. The committee required a stipulation that the drawings be held virtually just once a week. Village Club members would run the raffle and there would be no third parties involved, although the State law does allow for third parties and the code amendment before the Board this evening will allow for third parties. The Village Club said they would do it themselves. Ticket sales would not exceed $100,000 per drawing with a $200,000 limit per six-month term of the raffle. The committee suggested a trial period ofsix-months to see if the raffle runs smoothly. This is the application before the Board for consideration.

The Board must also amend the code to allow for raffle licenses for virtual on-line internet games of chance. The Board can see from the draft code amendment the permitting of electronic raffles, statewide sales of raffle tickets and, although not relevant to the Village Club's Queen of Hearts application, the new code amendment also allows for the contracting with third-party raffle operators such as "Event Brite" but does require the information and the vendors to be disclosed and approved by the Village during the application process. The committee thought that was a good safeguard. The amendment also provides that where sales can be online, they must still occur only within the State. That comports with the State law which was passed earlier in the year. As a final consideration, and Trustee Tyrrell stated that he thinks this is important, the Board can decide how to eliminate the types of raffles that our amendment will allow. Tmstee Tyrrell said he thinks it would be prudent if we at least put a prohibition towards any other type of raffles except for this Queen of Hearts raffle game that is being proposed by the Village Club. That way, if some other entity comes forth with a game of chance, virtual online, that that would have to come before the Board. Trustee Tyrrell said he thinks it is prudent to put in some sort of limitation as to that code amendment as we are only talking about this Queen of Hearts at this point. If something else comes before the Board, we would have to re-evaluate it.

Trustee Tyrrell noted that the draft code amendment indicated the Board would consider this on September 28, 2020 but with no objection from the Board, the code amendment will be on the docket for consideration of approval later this evening. Discussion followed. Village Attorney Jumsik said the Board will have the ability to review each application on a case-by-case basis and determine whether or not to approve it based on the particulars of that application using the raffle license and put restrictions within the license grant as needed. The code amendment brings the Village's municipal code in line with State law, but particulars and restrictions can be included in raffle license granting on a case-by-case basis. Trustee Rudolph stated the Village Club is a very unique club, she is a former, not current member of the Village Club, and noted their dire need for financial assistance to keep the Village Club in operation.

C) Resolution Approving The Content Of And/Or Release Of Certain Closed Meeting Minutes Of Regular And Special Meetings And Workshop Meetings Of The President And Board Of Trustees Of The Village Of Western Springs (2019 Full-Year Review and 2020 Half-Year Review)

Illinois law regarding Open Meetings requires the Board to review on an annual basis closed meeting minutes and to determine if the content is suitable for release. A resolution containing a list of those closed meeting minutes to be released was provided to the Board in this agenda packet. The Committee reviewed the resolution providing for approval and determination and recommended moving forward on September 28, 2020 on the omnibus vote list. Attorney Jurusik provided the recommendation for keeping certain topics in minutes closed. Approval will be considered later this evening.

D) Other

NEW BUSINESS

8) ORDINANCE 20-3 013

AMENDING SECTION 3-12-2

(-CHARITABLE GAMES) AND SECTION 3-12-3 (RAFFLES OF TITLE 3 (BUSINESS REGULATIONS). CHAPTER 12 (CHARITABLE GAMES, RAFFLES. BINGO AND OTHER GAMES OF CHANCE REGULATIONS) OF THE WESTERN SPRINGS MUNICIPAL CODE RELATIVE TO REGULATING RAFFLES (TYRRELL)

MOTION:

Trustee Tyrrell moved, seconded by Rudolph, to approve Ordinance No. 20-3013, Amending Section 3-12-2 (Charitable Games) And Section 3-12-3 (Raffles) Of Title 3 (Business Regulations), Chapter 12 (Charitable Games, Raffles, Bingo And Other Games Of Chance Regulations) Of The Western Springs Municipal Code Relative To Regulating Raffles.

The motion passed on a roll call vote.

Voting aye: Trustees Tyrrell, Chen, Fink, John, Lewis and Rudolph. 

Voting nay: None.

9) RESOLUTION 20-2563

APPRO VING_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 VILLAGE CLUB OF WESTERN SPRINGS ON f SEPTEMBER 14, 2020 TO MARCH 15, 2021) WITH A LICENSE FEE WAIVER AND BOND WAIVER AND RESTRICTIONS ON CONDUCT OF RAFFLE (TYRRELL)

MOTION:

Trustee Tyrrell moved, seconded by John, to approve Resolution No. 20-2563

Approving 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

Village Club Of Western Springs On (September 14, 2020 To March 15, 2021) With A License Fee Waiver And Bond Waiver And Restrictions On Conduct Of Raffle.

The motion passed on a roll call vote.

Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph and Tyrrell. 

Voting nay: None.

10) RESOLUTION 20-2564

AUTHORIZING THE APPROVAL

AND EXECUTION OF THE THIRD ADDENDUM TO EMPLOYMENT AGREEMENT BY AND BETWEEN THE VILLAGE OF WESTERN SPRINGS AND INGRID S. VELKME (PRESIDENT GALLAGHER)

President Gallagher said it is her distinct pleasure to recommend for approval Resolution No. 20-2564 Authorizing The Approval And Execution Of The Third Addendum To Employment Agreement By And Between The Village Of Western Springs And Ingrid S. Velkme.

MOTION:

President Gallagher moved, seconded by Tyrrell, to approve Resolution No. 20-2564 Authorizing The Approval And Execution Of The Third Addendum To Employment Agreement By And Between The Village Of Western Springs And Ingrid S. Velkme.

The motion passed on a roll call vote.

Voting aye: Trustees Fink, John, Lewis, Rudolph, Tyrrell and Chen. Voting nay: None.

President Gallagher congratulated and thanked Village Manager Velkine. Village Manager Velkme said it is a pleasure to serve the Village of Western Springs

11) RESOLUTION 20-2565

APPROVING THE CONTENT OF AND/OR RELEASE OF CERTAIN CLOSED MEETING MINUTES OF REGULAR AND SPECIAL MEETINGS AND WORKSHOP MEETINGS OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF WESTERN SPRINGS (2019 FULL-YEAR REVIEW AND 2020 HALF-YEAR REVIEW) (TYRRELL)

MOTION:

Trustee Tyrrell moved, seconded by John, to approve Resolution No. 20-2565

Approving the Content ofand/or Release of Certain Closed Meeting Minutes of Regular and Special Meetings and Workshop Meetings of the President and Board of Trustees of the Village of Western Springs (2019 Full-Year Review and 2020 Half-Year Review).

The motion passed on a roll call vote.

Voting aye: Trustees John, Lewis, Rudolph, Tyrrell, Chen and Fink. 

Voting nay: None.

OTHER BUSINESS

REPORTS

12) VILLAGE PRESIDENT GALLAGHER

On September 9, 2020, a special meeting of the West Central Municipal Conference was held for the sole purpose of considering an intergovernmental agreement between the Central Council and Chicago Metropolitan Agency for Planning. The intergovernmental agreement covers a grant opportimity President Gallagher mentioned in past meetings to participate in a regional flooding and stormwater management study. Thirteen (13) of the fifteen (15) member municipalities were in attendance including Village Manager Velkme and the motion to approve the intergovernmental agreement passed with no objections. This project will assess flooding issues associated with climate change and pinpoint where flooding and stormwater needs coincide with planned transportation projects to help coordinate improvements. The local match to participate is $1,000.00 per municipality. The project is expected to take 15-18 months to complete and deliverables include a flood vulnerability assessment memo, a project identification memo and transportation resilience plan.

On August 18, the Executive Committee of the Council of Mayors met for our quarterly meeting. Each council gave a brief summary of the region's STPL (Surface Transportation Plan Local) federal grant, that is the federal grant flow of federal dollars, to local municipalities request for the five-year period from 2021 to 2025. Our council, Central Council, had seventeen (17) applications totaling $28 million, thirteen (13) of those applications were recommended and approved at the Central Council's July meeting for a total of $15 million. Our Central Avenue project is part of that funding.

This afternoon we held the annual meeting of the Joint Review Boards for both the North and the South Downtown Tax Increment Financing (TIP) Districts. The Tax Increment Redevelopment Act requires annual meetings of the Joint Review Board which is comprised of the TIP District primary taxing bodies and one member of the public. Director Turi presented a summary of both TIF Districts performances and the incremental revenue generated for the 2019 audit year.

13) VILLAGE MANAGER VELKME

Village Manager Velkme and some members of her staff participated in the Cook County meeting with regard to the Plainfield Road project. That is a project that will go from County Line Road to East Avenue on Plainfield where they will be reconstructing the road completely. We specifically asked them to investigate if there would be any changes in the storm water drainage patterns and to make sure that there would be no increase in any type of flooding in our area. In addition, there is a survey available on the Cook County website as well as our website, if one searches for the Plainfield Road survey. Village Manager Velkme asked everyone to participate in that survey.

Village Manager Velkme asked Director Supert to comment on the meeting the Village had with ComEd last week regarding Well #4. Director Supert said this meeting was held last week as a follow-up to the issues the Village had with power interruptions with Well #4 as well as some of the broader conversations Village staff has had with ComEd regarding Well #3. A preliminary meeting was held with ComEd that Director Supert felt was very productive. They talked through a number of the issues about protecting Well #4, some of the power regulations and reliability that we have over there. We are going to be having a follow-up meeting with ComEd here in a couple of weeks. ComEd is going to put the Village in touch with a research firm that the utilities across the nation work with to address particular issues on various pieces of equipment, industrial use, things like that. The Village staff is going to have some conversations with them. ComEd's team is also going to work with Director Supert's team and Supt. Duffy to identify some of the specific power outages dates we have had over the past year or two, compare that to ComEd's data, and see what we can find out about investigating further. Director Supert said the first meeting was very positive overall and it looks like staff will

have some good direction moving forward in the coming weeks.

14) VILLAGE ATTORNEY JURUSIK

No report

RECESS TO CLOSED MEETING For The Purpose Of Discussion Of;

A) Pending litigation (5 ILCS 120/2(c)(l 1); AND

B) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. However, a meeting to consider an increase in compensation to a specific employee of a public body that is subject to the Local Governmental Wage Increase Transparency Act May not be closed and shall be open to the public and posted and held in accordance with this Act. (5 ILCS 120/2(c)(l)). 

MOTION:

Trustee Tyrrell moved, seconded by Rudolph, to adjourn this meeting for the exceptions noted above. President Gallagher said a closed meeting will follow for the exceptions noted above. After the closed meeting the Board will adjourn.

The motion passed on a roll call vote.

Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell.

Voting nay: None.

ADJOURN

A second roll call vote was needed to adjourn the regular meeting.

MOTION:

Trustee Tyrrell moved, seconded by Rudolph, to adjourn this meeting for the exceptions noted above. President Gallagher said a closed meeting will follow for the exceptions noted above. After the closed meeting the Board will adjourn.

The motion passed on a roll call vote.

Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell. 

Voting nay: None.

The meeting adjourned at 9:19 p.m.

ADJOURN

https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_09142020-1108