West Cook News

Village of Western Springs Properties and Recreation Committee met Oct. 7.

Here is the minutes provided by the committee:

CALL TO ORDER

Chairman Abbate called the meeting to order at 3:30 p.m.

ROLL CALL

Call to Order: 5:30 P.M. 

Committee Members Present: 

Nicole Chen - Trustee, Chair 

James Tyrell – Village Trustee 

Staff Present: 

Ingrid Velkme - Staff 

Grace Turi - Staff 

John Mastandona - Staff 

Matthew Supert - Staff 

Casey Biernacki - Staff 

Aleks Briedis - Staff 

Liam Sullivan-Intern 

Others: Dan Mattix Western Springs 

Public Comment: None 

Approval of Minutes: 

The meeting minutes from 9/14/2020 were approved by the Trustees. Trustee Tyrell voted aye, and Chair-Trustee Nicole Chen voted aye to approve the minutes in the roll call vote. 

2006 Chipper Declare Surplus: 

Director Supert reported to the committee the Municipal Services Department would like to declare the Village's 2006 Vermeer BC1500 chipper as surplus. The Village has received a quotation from Vermeer in the amount of $13,000 as a trade in value towards the purchase of a new BC1500 Chipper. The Village Board approved the purchase of the new chipper on September 28, 2020. 

Resolution Approving and Authorizing the Execution of an Independent Contractor & Agreement Between the Village of Western Springs and Mattix Music Studio: 

Nicole Chen, Chair welcomed Dan Mattix from Mattix Music. Dan Mattix gave a brief overview of Mattix Music. He reported he has been in Western Springs since 2009. He stated he is happy to part of the Community. They are seeking more space since their increase in enrollment and teachers. Discussion continued regarding the setup of rooms and their possible growth in the future at the Grand Avenue location. 

Director Briedis reported Mattix Music is interested in becoming our new contractor and leasing space at the Grand Avenue Community Center. The space needs to be upgraded to become usable. He reported all the rooms will need new flooring, patchwork, and painting. The ceiling will need to made uniform and six rooms changed into three larger rooms. Jamie Zaura, from 845 Design has submitted a proposal for architectural drawings and project bidding in the amount of $7,800. She reported an estimate of $75,000 for the upgrades. The actual cost could be lower. We will not know the exact cost until after the project has been bid. Director Briedis reported using the $75,000 amount guide, this full amount would be collected from the lease payments by the end of the third year. In the event Mattix Music does not continue leasing the space, the upgrades would make the space more attractive for other possible tenants and programming space for the Recreation Department. Staff recommended moving forward working with Mattix Music. 

Draft Budget 2021: 

Director Supert reported to the Committee the preliminary budget review for 2021. The October meeting is intended for the Committee to review potential projects and expenditures for 2021 and provide preliminary feedback. Updated budget worksheets with pre-final information from MUNIS, the finance software, are expected to be presented to the Committee during the November cycle. Discussion continued the preliminary budget and presented worksheets that identified introductory budget and project information for 2021-2023. 

Recreation Department Update: 

COVID BUDGET IMPACTS: 

Director Briedis reported to the Committee how COVID impacted the 2020 budget. The budget net was ($137,531). Estimated year end ($135,832). The difference is less $1,699 less spent than budgeted. An estimated $83,500 in capital projects were postponed. Director Briedis reported an estimated cost to the Recreation Department due to the COVID shutdown and now limited recreation programs is a total of $82,000 for fiscal year 2020. 

Recreation Budget Overview: 

Director of Recreation Aleks Briedis reported some of the larger changes to the 2021 Budget. He presented to the Committee the revenues and expenses report for 2021 along with a description of each line item. He explained some of the larger changes to the FY 2021 budget. He reported the revenues and expenses for 2021. Previously most revenues were coded into three categories: Summer Program, Fall  Winter/Spring Programs. Discussion continued regarding this overview and changes. The Committee reviewed the Draft Budget and discussed details. 

Grace Turi, Finance Director reported they will be opening bids for the Village Office renovation 

Capital Summary Report: Director Supert provided an update on the West Underpass-Construction. Project was let by IDOT on June 12, 2020. The low bidder was D. Construction from Coal City for a bid price of $1,373,592.56._Director Supert provided an update on the Wolf road bike path. Phase two engineering and the IGA process is expected to begin soon. Phase Il engineering contract was initiated with V3, and construction in June 2020. The West Suburban Mass Transit project has been completed at a total cost of $95,648. The Village will be reimbursed $64,084.16 via the West Suburban Mass Transit District. (WSMTD). The East Train Platform Construction project is complete, and the Village is awaiting final invoicing from IDOT. 

Other:. 

Motion to close the meeting: Roll Call: Move to Close Nicole Chen, Trustee-Chair vote: Aye James Tyrell, Trustee vote: Aye The meeting adjourned at 7:36 P.M. 

https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_10072020-1117