Village of Western Springs President and Board of Trustees met Jan. 11.
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
Grace Turi, Director of Finance*
John Mastandona, Asst. Dir. of Finance*
Patrick Kenny, Director of Fire & EMS*
Mike Kelly, Deputy Dir. of Fire & EMS*
Ellen Baer, Director of Admin Svcs*
Brian Budds, Director of Law Enforcement Service*
Casey Biernacki, Asst. Dir. of Mun Svcs*
Jim Took, Director of Engineering*
Marty Scott, Director of CD*
Aleks Briedis, Director ofRec*
Pat Schramm, Director of Technology*
Elaine Haeske, Deputy Village Clerk*
Michael Jurusik, Village Attorney
CALL TO ORDER
The meeting opened at 7:00 p.m.
ROLL CALL
Roll call as noted above.
PLEDGE OF ALLEGIANCE
President Gallagher led the audience in the Pledge of Allegiance.
READING OF AGENDA - ADDITIONS - DELETIONS
There were none.
RECOGNITION OF RETIRING DIRECTOR OF FIRE & EMS PATMCK KENNY
Village Manager Ingrid Velkme shared highlights of Director of Fire & EMS Patrick Kenny's distinguished years to the fire service that spans nearly 38+ years, including 9 years as Chief of the Western Springs Department of Fire & EMS. Chief Kenny exemplifies professionalism and caring in all that he does, and his steady presence will be greatly missed. His passion for the fire service is outstanding. Village Manager Velb-ne wished Chief Kenny a happy and health retirement. Deputy Director Michael Kelly then shared some testimony and personal stories about Chief Kenny's leadership at various organizations and added his congratulations. President Gallagher also extended her congratulations and thanks to Chief Kenny, adding that his impact on the Village, the Board and the Department will be long lasting, and his leadership will be missed. Chief Kenny said he came back, out of retirement, to lead the Village of Western Springs Department and noted that the Village of Western Springs is a place that is a pleasure to work at and thanked everyone who is a part of the Fire Department, staff and the Board. Chief Kenny thanked Village Manager Velkme for including his family during her comments. Chief Kenny said he could not be prouder than to have served this Village and for the honor of serving as the Village's Fire Chief. Chief Kenny's successor will be current Deputy Chief IVIichael Kelly with Brian Scott coming to the Village from Evanston to step in as Deputy Director of Fire and EMS for the Village.
PUBLIC HEALTH UPDATE
President Gallagher provided an update to all. According to the CDC, as of yesterday, the total number of reported positive cases across the nation topped 22,100,000 and over 371,000 lives lost.
In Illinois, as of January 10, 2021, the Illinois Department of Health (IDPH) reported that the total number of positive cases tops 1,028,000 with over 17,500 lives lost. Closer to home, LaGrange and Hinsdale Hospitals report 3 suspected and 23 confirmed COVID positive inpatients, and 1 suspected and 10 confirmed COVID positive in-patients, respectively.
Last week, the Governor announced that the state's regions can move out of Tier 3 mitigations starting January 15 if they meet the three-qualifying metrics. Mitigations will be relaxed to Tier 2 in the regions that have:
1. Less than 12% test positivity rate on a 7-day rolling average for three consecutive days;
2. Greater than 20% of both hospital beds and ICU beds available on a 3-day rolling average for three consecutive days; and
3. A decline in Covid-19 patients in the hospital on a 7-day rolling average in 7 of the last 10 days.
As of January 10, 2021, our region, Region 10, meets 2 of the 3 metrics with the IDPH reporting that Suburban Cook County has had 11 consecutive days under the 12% threshold, and 10 days of Covid-19 hospital patient decreases. While we have 9 consecutive days ofICU bed availability over the 20% threshold, we have 4 consecutive days of medical/surgical bed availability under the 20% threshold - thus falling short of that metric.
We hope our region meets all of the metrics by January 15, 2021 and we will be closely watching those numbers, but in the meanwhile, rollout of Phase 1A of the vaccination distribution plan continues. Phase 1A prioritizes distribution to long-term care residents and healthcare personnel. Phase 1B distribution will begin when Phase 1A vaccinations are substantially complete. Right now, our county is still in the 1A Phase.
Last week, the Governor issued new protocols regarding vaccination prioritization in Phase 1B by lowering the age for older residents to obtain the vaccine in this Phase from 75 to 65 years and older. Others prioritized groups identified to receive the vaccine in Phase 1B include nonhealthcare frontline workers such as first responders, teachers, childcare workers, grocery store employees, public transit workers, and others. All told, there are approximately 3.2 million Illinoisans who are eligible for the vaccine in Phase IB. However, we're not there yet - there are still limited supplies available and the rollout has been sluggish.
Last week. Cook County DPH published a resident survey where you can register online to receive information about when and where COVID19 vaccines will be available to you. Please see the Village's COVID-19 webpage for more information and a link to the CCDPH survey. Today, the governor announced that, beginning tomorrow, the IDPH will post to its website the number of vaccines administered, and that posting will be updated on a daily basis. But until such time as vaccinations are widely available and administered so that we can put the restrictions of this pandemic behind us, please continue to follow the 3 "W" s: Watch your distance, Wear a mask, Wash your hands.
CITIZEN COMMENTS
Mr. Eric Peterson, a Forest Hills resident, commented on the sidewalk issue in Forest Hills. Mr. Peterson expressed his concern that the Forest Hills sidewalk feasibility study and issue is not being given enough public forum for residents on both sides of the issue. He doesn't want sidewalks and is not particularly interested in a solution that does not address the entire Village. Village President Gallagher assured Mr. Peterson that the sidewalk study will be shared with all residents of the Village and the opportunity for all residents to voice their comments and concerns will be part of the process before a decision to move forward is made.
CONSIDERATION OF AGENDA ITEMS DUMNG THE WORKSHOP PORTION OF THE VILLAGE BOARD SPECIAL MEETING
1) PROPERTIES AND RECREATION - TRUSTEE CHEN
A) Fuel Pump Quotes for Repair
Trustee Chen reported that in December, the Board approved a fuel dispenser and pedestal replacement because the pump was struck by a vehicle and damaged. Since that time, staff met with the Office of the State Fire Marshal about repair requirements and has been informed that the State Fire Marshal is requiring that the Village bring this pump up to current compliance standard. Previously the pump and station were grandfathered in because it was not operated commercially. Due to the recent accident, the Fire Marshall is now requiring compliance so to meet these requirements, staff requested and received four quotes for this work. Staff recommended, and the Properties and Recreation Committee concurred to proceed with the Stenstrom Services proposal in the amount of Thirty-Eight Thousand Two Hundred Twenty-Five ($38,225) Dollars.
Trustee Chen noted that this is an unbudgeted item and the Village is waiting to hear back from our insurance provider, IRMA, on details of how much of this compliance work may be covered under the insurance claim which is before IRMA. The committee recommended that the Board approve this item on the January 25, 2021 omnibus vote list.
B) Capital Summary Report
Trustee Chen reported that the committee reviewed the Properties and Recreation Capital Summary report of their projects at their meeting on January 7,2021 including the West Underpass and the Wolf Road Bike Path. Trustee Chen also noted that the East Train Platform project, which is complete and about to be closed out, will have some repairs to be completed as a result of the recent vehicular/train incident.
2) PUBLIC WORKS AND WATER - TRUSTEE FINK
A) 2020 Prospect Avenue Project - HR Green Contract Amendment #1
Trustee Fink presented a request from staff for a change to the contract with HR Green for Phase II and Phase III engineering of Prospect Avenue. The 2020 Prospect Avenue Roadway and Sewer Improvements project was completed in the fall of 2020. Two separate phases of engineering are required for this type of project. Phase II engineering, or design engineering, includes the design of the project plans, project specifications, coordination with state/federal agencies, review of existing utilities and conflicts, and preparation of bidding documents. Phase III engineering, or construction engineering, includes the full-time inspection of the project as it is constructed to ensure it meets all design standards.
The Village awarded the Phase II/Phase III contract to HR Green in early 2020 for a total of $146,829. An amendment to the contract was needed for a contract cost increase of $42,755. The Design Engineering (Phase II) cost increase to the Village is $14,000.00 and Construction Engineering (Phase III) is $23,600.00. G&M Cement will also pay $5,175.00 toward the total amendment cost increase. There was a work stoppage while some of the ComEd poles had to be realigned and the IVIetropolitan Water Reclamation District (MWRD) had to come to inspect and approve everything. Because of the work stoppage, everything just cost a little more on this project. Staff is not sure if a budget amendment will be required because this project cost also includes Clausen Avenue and those prices have not been finalized as of yet. The Public Works and Water Committee met on Friday, January 8, 2021, and recommended approval of this amendment. The amendment will be on the January 25, 2021 omnibus vote list for consideration of approval.
B) 2020 Prospect Avenue Project - Change Order & Project Closeout
Trustee Fink presented a request from staff for a change order for Prospect Avenue with G&M Cement. The final contract cost is $1,115,143.11, which is over contract by $75,735.12, or 7% higher than the original contract cost. The project is still under the $1.2 million that was budgeted for this project. The Public Works and Water Committee recommended approval of this change order which will be considered by the Board on January 25, 2021.
C) Well No. 5 Construction Change Order #1
Trustee Fink presented a request for approval of a change order with Suez for work on Well No. 5. The change order contract included a credit of $7,980 for a pipe adjustment following the scheduled overhaul of Well No. 4. Since the work performed on Well No. 4 is not included in the scope of the IEPA Well No. 5 construction project, the Village needs to remove this credit from the change order from June 2020 before the IEPA will approve it.
A revised change order to Suez in the amount of $38,373 will be on the January 25, 2021 omnibus vote list for consideration of approval. This will replace the original change order the Board approved in May 2020 which included a credit of $7,980. The credit is not lost, this is more of a bookkeeping issue. The credit cannot be part of the Well No. 5 IEPA loan. The Public Works and Water Committee reviewed this request and recommended approval.
D) Capital Summary Report
Trustee Fink reported that the Ridgewood Oaks Detention project is still open with the Ridgewood Oaks HOA still working to come to a consensus on how to proceed. The HOA will come back to the Village, hopefully next month. The elevated tank in Springrock Park is going out for bid this month. The design is 60% complete on the 2021 Grand Avenue Project and it is going to bid later this winter along with the roadway referendum program project at Rose and Grove Avenues.
E) Other
Trustee Fink said that Village staff has been notified by BNSF of their plan to remove vegetation within a 17-foot strip on both sides of the tracks from Chicago to Aurora. The work has already begun in Western Springs. Village staff is working with BNSF to develop a plan to replace many of the trees and shrubs, while maintaining BNSF safety standards. BNSF has indicated there were 5 accidents which occurred recently which they believe may have been caused, in part, by tree branches hitting the switches. BNSF believes that by getting 17 feet clear on either way will prevent that from happening in the future. Discussion followed.
3) PLANNING AND ZONING - TRUSTEE JOHN
A) Planning and Zoning Committee Meeting - Wednesday, January 27, 2021
Trustee John announced a Planning and Zoning Committee meeting on Wednesday, January 27, 2021. The agenda items to be discussed during this committee meeting include:
1. KLM Development Mixed Use Development for the property located at 514 Hillgrove and TIF Incentive request to bury overhead utility lines;
2. Review of a plan for Comprehensive Land Use Plan for potential rezoning for the property located at 17 West Ogden;
3. Discussion of Village Development Control Ordinance (DCO) regarding impervious lot coverage and potential changes; and
4. Amending Village regulations to address locations for medical marijuana sales.
4) PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS
A) Request for Declaration of Surplus Equipment
Trustee Lewis reported that the Public Health and Safety Committee is recommending that a 2001 Buick Regal LS vehicle be declared surplus property on omnibus on January 25, 2021. This vehicle was recently awarded to the Police Department by the Cook County Circuit Court after it was used in the commission of a felony. The vehicle was initially seized by department on May 9, 2018 and it has taken this long to wind its way through the process. The vehicle will be sold at auction. An ordinance approving this declaration will be on the January 25, 2021 omnibus vote list for consideration of approval.
5) FINANCE - TRUSTEE RUDOLPH
Trustee Rudolph said she had no official report but reminded everyone to continue to support our retailers and to shop locally as much as possible. They all really appreciate and need our support during these times.
6) GENERAL GOVERNMENT - TRUSTEE TYRRELL
A) Updated Intergovernmental Agreement with Lyons Township High School
Trustee Tyrrell said that the Village is entering into an intergovernmental agreement with the Lyons Township High School (LTHS) 204 to reverse the internet connections from the Village to the District with the connections now coming from the District to the Village and back out from us to our institutions that we are supplying. We need to get this agreement in place before the day that we are targeting to do this work which is President's Day. We put some additional language into the agreement, a draft of which is in the agenda packet. These changes are considered a minor clean-up providing for temporary construction easements both ways, with LT granting one to us and the Village granting one to them. We are also putting a 30-day period for negotiations rather than having a contract termination if a dispute rises. Each side agrees to try to work it out within 30 days. Trustee Tyrrell said these are really minor points and we don't anticipate any disagreement. The changes are in front of the Lyons Township Board and we expect that to be back to the Village within the week so that we can get this done.
B) Extension of Alternate Emergency Sick Leave Policy
The General Government Committee also discussed an extension of the Village's Alternate Emergency Sick Leave policy which provides for 80 hours of alternate emergency sick leave to Village employees who are first responders and essential employees. This policy provides 80 extra hours of paid sick leave in addition to what employees already get through their employment. The Board approved this policy back in April 2020, as you may recall, and that thought back then was that it would run until December 31, 2020 when we had hoped COVID-19 would be gone. That is not the case although we did hear tonight some very positive news about being on the way to being done with COVID-19. Since COVID-19 is still very much with us, Trustee Tyrrell presented a resolution which the committee recommended that the Board approve which would provide for an extension of that policy through June 30, 2021. To date, 18 employees have availed themselves of this additional sick leave and this is important. The thought is that the employees want to be good workers and if they feel that they might be coming down with something, this gives them an incentive and to make sure it is not COVID-19, rather than coming into work and possibly affecting co-workers. This is not additional benefits to employees beyond what the Board passed back in April; this is an extension. President Gallagher said that she thinks it is a good idea to protect our small staff. This is retroactive to January 1, 2021. The resolution providing for approval is on the docket for consideration of approval this evening.
CONSIDERATION OF AND ACTION ON AGENDA ITEMS DUMNG THE SPECIAL MEETING
7) RESOLUTION 21-2595
AUTHORIZING EXTENSION OF ALTERNATE EMERGENCY SICK LEAVE POLICY (Tyrrell)
MOTION:
Trustee Tyrrell moved, seconded by Rudolph, to approve Resolution 21-2595 Authorizing Extension of Alternate Emergency Sick Leave Policy.
The motion passed on a roll call vote.
Voting aye: Trustees Tyrrell, Chen, Fink, John, Lewis and Rudolph.
Voting nay: None.
8) VILLAGE PRESIDENT GALLAGHER
President Gallagher reported that Lakeshore Recycling Systems (LRS) will collect Christmas trees for composting until January 15, 2021. This service is provided at no additional charge with no stickers required. Plastic trees, wreaths, garland, or other decorations will not be accepted. LRS asks residents to remove all decorations, lights, and any plastic wrapping around the tree.
Until the end of this month, strands of old holiday lights may be placed in drop boxes located at Village Hall, Village True Value Hardware, and Thomas Ford Memorial Library for recycling.
Obviously, the transit industry has been hard hit this past year. As a result of decreased ridership due to COVID-19, Metra is making changes to the days and hours of service at the Western Springs ticket office. Beginning this week, the office will be staffed on Monday, Tuesday, and Wednesday from 5:25 am to 12:45 pm. It will be closed Thursday and Friday. More information is available on the Village website.
The Village's administrative offices will be closed in honor of Martin Luther King Jr. Day on Monday, January 18, 2021. Village Hall is undergoing renovations in the foyer to better protect residents and staff, and it will soon re-open for business transactions using the service window. In the meantime, please use the drop box located outside the Hillgrove Avenue doors.
9) VILLAGE MANAGER VELKME
No report.
10) VILLAGE ATTORNEY JURUSIK
No report.
OTHER
There was no additional business.
ADJOURN
MOTION:
Trustee Tyrrell moved, seconded by Rudolph, to adjourn this meeting.
The motion passed on a roll call vote.
Trustee Rudolph, Tyrrell, Chen, Fink, John and Lewis.
Voting nay: None
This meeting adjourned at 7:53 p.m
https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_01112021-1161
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