West Cook News

Village of Western Springs President and Board of Trustees Met April 12.

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* 

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* 

Matt Supert, Director of Mun Svcs* 

Marty Scott, Director of CD* 

Aleks Briedis, Director of Rec* 

Pat Schramm, Director of Technology* 

Elaine Haeske, Deputy Village 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 April 2, 2021 (Restore Illinois Plan) and Executive Orders 2021-06 extending the Governor's prior Executive Orders relating to the COVID-19 pandemic and his implementation of the "Restore Illinois" Plan (COVID-19 E.O. No. 76 as amended. " 

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. 

PUBLIC HEALTH UPDATE 

President Gallagher provided an update to all. 75% of Illinoisans aged 65 and older have now been vaccinated. Today marks the day that all Illinois residents 16 and older are eligible to receive the vaccine. The state is reallocating vaccines away from areas of low demand to regions where demand is high, including suburban cook county. As a result, the State has seen an acceleration of people getting vaccinated. 

The Village has contributed to that success by hosting vaccination clinics in town, the most recent clinic was held this past Friday. We are grateful for the many volunteers and staff members who make these clinics a success. There are no current plans for another Western Springs clinic but watch the COVID19 webpage on the Village's website for updated information should we get the call to host another clinic. 

Gov. Pritzker announced thousands of new vaccine appointments will be available in suburban Cook County this week. Appointments can be made at vaccine.cookcountyil.gov or by calling 833-308-1988, 7am-10pm, Monday through Friday. This includes appointments for all 3 vaccines: Pfizer, Moderna, and Johnson & Johnson. Please note the Pfizer vaccine is the only one currently approved for 16 - 17-year-old people. 

Over 7 million vaccines have been administered in Illinois. To move into Phase 5 of the Restore IL Plan, 50% of residents 16 and older must be vaccinated with at least the first shot. That number stands at 43% as of yesterday and is expected to rise quickly as vaccine and resident eligibility expands. Health officials are hopeful that the increase in vaccinated people will help to reverse the recent upward trend of cases and hospitalizations. Additional health metrics to move on to the next phase include greater than 20% hospital ICU bed availability, and no significant increase in new COVID-related admissions, total COVID hospital patients, and death rates over the most recent 28-day period. 

As of yesterday, new hospital admissions and COVID hospital patients are increasing, and the daily number of positive cases is trending upwards. Right now, the average availability of ICU beds is greater than 20% but declining. The increase in positivity rates and resulting hospitalizations have prompted the governor to pause his "bridge" plan for partial reopening. Whether you are vaccinated or not, the CDC recommends we all continue to take precautionary steps to protect ourselves and others in many common situations. Please see the CDC guidelines on the Village's COVID-19 webpage for details. 

We are close, but we are not out of the woods yet. In fact, the statewide seven-day positivity rate is at 4.4% - the highest it has been since late January. Please remain vigilant and continue to wear a mask, stay at least 6 feet apart from others, avoid crowds and poorly ventilated spaces. Together well get through this. 

CITIZEN COMMENTS 

Chuck Bosko addressed the Board on behalf of the VFW. Mr. Bosko said that in deference to the ongoing pandemic, the 2021 Memorial Day Parade has been cancelled. The VFW would like to hold a Memorial Day observance which would be held while following social distancing guidelines. The guest speaker will be Michael Holub who is the retired police chief of LaGrange. President Gallagher said someone from staff would reach out to Mr. Bosko to discuss the VFW's Memorial Day observance plans in greater detail. 

CONSIDERATION OF AGENDA ITEMS DURING THE WORKSHOP PORTION OF THE VILLAGE BOARD SPECIAL MEETING 

1) PROPERTIES AND RECREATION -TRUSTEE CHEN 

A) Arbor Day Proclamation 

Trustee Chen read the 2021 Arbor Day Proclamation which Village President Gallagher will sign. 

PROCLAMATION 

ARBOR DAY - APRIL 30, 2021 

WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and 

WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and 

WHEREAS, Arbor Day is now observed throughout the nation and the world, and 

WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide habitat for wildlife, and 

WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and 

WHEREAS, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and 3  

WHEREAS, the Village of Western Springs has been recognized as a Tree City USA by The National Arbor Day Foundation and desires to continue its tree-planting ways. 

NOW, THEREFORE, we, the members of the Board of Trustees of the Village of Western Springs, Cook County, Illinois, acting by and through the Village President, do hereby proclaim April 30, 2021, as Arbor Day and urge all citizens to support efforts to care for our trees and woodlands and to support our city's community forestry program; and 

FURTHER, we urge all citizens to plant trees to gladden the hearts and promote the well-being of present and future generations. Gardening makes a world of difference. 

B) Metra Intergovernmental Agreement Amendment - West Underpass 

Trustee Chen presented a draft amendment to the intergovernmental funding agreement for commuter rail division of the Regional Transportation Authority's (Metra) participation in the cost of construction of a pedestrian underpass at the Metra Commuter Facility in the Village of Western Springs (West Pedestrian Underpass at Prospect Avenue; BNSF Milepost 15.8) and an approval resolution related to this amendment. Due to the potential impact from the BNSF's construction schedules, a modification to the intergovernmental agreement is required to extend the agreement into 2022. There are no other substantial changes to the intergovernmental agreement or funding provided by Metra. Metra's potential funding for the project is $200,000. The Properties and Recreation Committee reviewed this amendment on April 6 and recommended approval. This item will be on the April 26, 2021 omnibus vote list for consideration of approval. 

C) Wolf Road Bike Path Phase III Engineering 

On April 6, the committee discussed the Wolf Road Bike Path Phase III Engineering needed to move forward with the bike path passageway along Wolf Road to connect to the bike path in Bemis Woods. Village staff is currently in the process of coordinating with the Forest Preserve of Cook County on an intergovernmental agreement for the project. The project is tentatively scheduled for the June IDOT letting if the approvals can be achieved with all the parties involved and significant progress made with the forest preserve. The Village received a Phase III engineering proposal from V3 Engineering and the committee discussed all of this and recommended the Board approve the proposal from V3 Engineering in the amount of $80,286 so that we can proceed to the June IDOT letting and proceed with the project. This item will be on the April 26, 2021 omnibus vote list for consideration of approval. 4  

D) Capital Summary Report

Trustee Chen reported that the Properties & Recreation Committee reviewed the Capital Summary Report and there are no major changes on the various capital reports that the committee is following. 

2) PUBLIC WORKS AND WATER- TRUSTEE FINK 

A) WTP Generator- Engineering Proposal from HR Green 

Trustee Fink reported that in mid-2020, the Village applied for a federal grant for the construction of a generator at the water treatment plant. The idea of a backup power system for the treatment plant has been discussed by the Village since the renovation that occurred in 2011. HR Green prepared an Engineer's Opinion of Probable Construction Cost (EOPCC) in June 2020 for the application in an amount of Five Hundred Forty-Seven Thousand Two Hundred ($547,200) Dollars. The Village was notified in early 2021 that it had received the grant. Staff requested an engineering proposal for design, bidding, and construction management services from HR Green. Staff is requesting consideration from the Village Board to approve the engineering services agreement with HR in an amount not to exceed Seventy Thousand ($70,000) Dollars to begin the required engineering for the project. HR Green is a pre-approved engineering firm with the Village and has completed several related projects at the Water Treatment Plant. This item will be on the April 26, 2021 omnibus vote list for consideration of approval. 

B) Roadway Grand Avenue - Phase III Engineering Proposal 

Trustee Fink presented a proposal from HR Green for Phase III engineering services for the 2021 Grand Avenue Improvements Project. The Phase III, or inspection engineering, includes the full observation of construction and an engineering firm to make sure improvements meet the project plan and specifications. The not to exceed cost of the proposal is Ninety-Nine Thousand Nine Hundred Sixty-Six and 40/lO0ths (99,966.40) Dollars. The committee recommended the Board approve awarding this contract to HR Green. The item will be added to the April 26, 2021 omnibus vote list for consideration of approval. 

C) 2021 Motor Fuel Tax Resurfacing Project- Bid Tab and Recommendation 

The bids for the 2021 Motor Fuel Tax (MFT) Asphalt Resurfacing project were opened on April 2, 2021. The project included a base bid and two (2) optional alternates. The alternatives requested pricing for the full resurfacing of two (2) separate streets in lieu of asphalt patching. The lowest cost and qualified and responsible bidder was Brothers Asphalt Paving, Inc. at a total base bid of Seven 5  Hundred Twenty-Two Thousand Six Hundred Forty-Five and 21 /lO0ths ($722,645.21) Dollars. This is under the construct budget for the project which is Eight Hundred Fifty Thousand ($850,000) Dollars. As with many of the MFT projects in the past, to utilize all of the funding available, a change order will probably be required to increase asphalt patching quantities. The committee concurs with staffs recommendation that the contract be awarded to Brothers Asphalt for the base bid and the two (2) alternates be rejected. This agenda item will be on the April 26, 2021 omnibus vote list for consideration of approval. 

D) 2021 Motor Fuel Tax Resurfacing Project - IDOT BLR 09110 Resolution for Improvement Under Illinois Highway Code 

The Illinois Department of Transportation (IDOT) requires a Board Resolution for Improvements Under the Illinois Highway Code when utilizing Motor Fuel Tax (MFT) funds. IDOT BLR 09110 form that outlines the project scope and the estimated total cost of One Million Three Hundred Thousand ($1. 3M) Dollars for construction and engineering services. This resolution will be included on the April 26, 2021 omnibus vote list for consideration of approval by the Board. 

E) Capital Summary Report 

Trustee Fink reported on the Ridgewood Oaks Detention Basin project. Stan Heidemann, the HOA President, got back to the Village mid-January and stated that the HOA wishes to work with the Village on this detention basin. The Village requested that the Ridgewood HOA provide something that stated that fifty-one (51 %) percent of owners agree with the project. A commitment letter from Stan Heidemann of the Ridgewood Oaks HOA was provided dated March 22, 2021 so we are going to be moving back towards working with them on this construction of detention basin project. 

Director Supert gave the Board an update on the Well #5 Electrical Building project. Staff has had several meetings with Baxter & Woodman as well as several of the contractors and manufacturers of equipment that we have been working with at Well #5. The piece of equipment that was causing some of the heat issues is a resistor that exists on a panel called the motor guard. The motor guard is a piece of equipment that protects the variable frequency drive (VFD) which drives the motor during start up for the well. The VFD essentially allows the well and the motor to operate at variable frequencies, variable speeds. The Village's existing motors on our existing wells do not have a VFD. They basically tum on and are instantly running at the full RPM at which they run. The VFD process allows us to bring that speed up and down which, in the long term, is less stress on the pump and motor but also, it allows the Village some more flexibility in terms of operation. For example, if the well has a total output of one thousand (1,000) gallons per minute, if we needed to achieve only eight hundred (800) gallons per minute because that is what the system demand allows, we can bring that VFD down in speed to allow the well to have multiple volumes of input. With our existing wells, the only way that we can do that is to, basically, throttle it with a valve which puts more head pressure and stress on the motor in the long term. 

Director Supert continued, saying that the investigations that staff followed up on over the past couple weeks regarding the VFD and this motor guard system sine wave filter and did some coordination with the manufacturers of each of those and it looked like there were some basic settings that came out of the factory that were not matching up. There is something called the carrier frequency which is basically how the sine wave filter translates and carries the voltage information to the VFD. That was alleviated as part of an update settings that staff worked on with the electricians on the site. It does appear that there were some concerns about the status of the resistors that were in the cabinet, so staff is working with, as part of the warranty, and the manufacturer to get those resistors in place. In coordinating with those various manufacturers out there, they did not seem concerned with operating the well without those resistors in place. The resistors on this motor guard system on the whole are in place to address a very specific part of the process which is known as ringing. Ringing is a frequency change in the carrier signal that occurs when the VFD is operating at variable speeds. In our specific case, the VFD will typically operate in one speed and that carrier signal will be fixed at 5 kilohertz, so the ringing is not a concern. The reason why those resistors are there is that there is a separate piece of equipment, very similar, by the same manufacturer called the motor shield, does not have those resistors in place but that motor shield system only works on up to 400 hp pumps. Ours is a 450 hp pump so we needed the next piece of equipment up in their manufacturer line. We are able to bypass that and run the pump and motor without that resistor in place but in order to maintain the UL rating for the overall cabinet, we do want to get those replaced. \

We are still waiting, however, from some sort of confirmation in writing from all of the parties in place, all of the manufacturers, to confirm that there would be no warranty issues if we did operate the motor and pump, so we are going to wait until we get that confirmation and additional information on that. The Village also did pass both of the coliform samples from the IEP A so one we get that written confirmation regarding the warranties and from all the manufacturers we can then begin bringing the pump through the water treatment plant for testing. 

President Gallagher asked Director Supert if Baxter & Woodman knows that we would like to have that written confirmation sooner rather than later. Director Su pert said that staff actually put the notice out to all of the manufacturers last week and we are at this point just waiting for the manufacturers of the various components to get that back to us. President Gallagher asked if our consultant could assist with that at all. Director Supert confirmed that Baxter & Woodman has been in contact and we have been working with Harry Harmon from Baxter & 7  Woodman who has been very on point. Mr. Harmon has been writing some of the technical memos that he has been following up with staff, some of which Director Su pert has shared with members of the Board regarding the status updates that we have been working on over the past couple of weeks. Director Supert said staff had a brief conversation today with Baxter & Woodman, but we have not seen any of that documentation yet from any of the other manufacturers. 

Trustee Fink reported on the status of the Elevated Tank project. All of the equipment has been removed from the top of the elevated tank and what we are waiting on is the notice to proceed from the IEP A. This is what delayed the construction of the electrical building from starting construction last year, so we are hoping to get the notice to proceed, at least in the next 4-8 weeks. If we receive the notice to proceed past 4-8 weeks, we might have to move the project until 2022. 

Staff is working on the 2021 Roadway Referendum Program and IEPA Water Main Improvement Project - Rose and Grove scheduling bids and we will bring those to the next meeting. The 2020 Roadway Program is substantially complete. Regarding the Central A venue Reconstruction/MWRD Sewer Separation project, IDOT land acquisition process for land appraisal is currently ongoing for temporary and permanent stormwater construction easements. They need additional plat and legal descriptions for the easement for the traffic control signal at Central Avenue and 47th Street. The Mark Mathewson Right-of-way Company is working on that. 

Trustee Chen asked about the IDOT BLR resolution which lists the areas in the Village which will be a part of the 2021 MFT Resurfacing project. She commented that it looks like all of the streets are in Springdale. Director Supert confirmed that is correct; a large portion of asphalt resurfacing, which is our MFT program this year, is in Springdale. Roadway projects are primarily selected due to existing pavement condition. Pavement condition is measured using the Modified Pavement Condition Index (MPCI) rating system which is reviewed and updated annually by staff. Other factors also considered are whether we have funds for underground infrastructure such as water and sewer. Assistant Director Biernacki added that One Hundred Thousand ($100,000) Dollars has also been budgeted for spot patching all over the Village and is included in this project. In addition, what Trustee Fink alluded to earlier regarding the bid coming in under budget by approximately One Hundred Twenty-Eight Thousand ($128,000) Dollars, staff will likely come back to the Board and ask for a change order to increase that patching amount because winter was pretty rough on a lot of our asphalt streets. Mr. Biernacki said there are many streets throughout the Village where staff would like to do some permanent patching work with the difference between contract cost versus budgeted amount. Staff will come back, probably in May, to the Board with something on that.

3) PLANNING AND ZONING - TRUSTEE JOHN

A) Resolution Authorizing The Approval And Execution Of A Letter Agreement With Exhibit "A" (Lot List And Special Assessment No. 05-01 Release Of Lien Amounts), Exhibit "B" (McNaughton Architectural Design Plans For Timber Trails Residential Home Products) And Exhibit "C" (Timber Trails Plan Review Permit Fees And Closing Fees) Regarding The Sale And Development Of20 Lots Within Unit 2 Of The Timber Trails Subdivision (Seller: Timber Trails Development Company, LLC and Buyer / Developer: McNaughton Development, LLC) 

Trustee John explained that Timber Trails Development Company has recently explored the possibility of selling a portion of the remaining single-family homes in Timber Trails to another builder. This would allow for the neighborhood to be completed sooner and diversify the architecture within the development. McNaughton Development, Inc. has been presented as the potential buyer for the twenty (20) lots identified by the Timber Trails Development Company. During the Planning and Zoning meeting on March 11, 2021, topics covered included the company history, model homes, spec homes and construction timeframes. The committee felt that the request has merit, and that the addition of McNaughton Development would be a positive step forward. Trustee John said that if the Board reached a positive consensus, we would like to add this draft resolution and letter agreement approving this proposal on the April 26, 2021 meeting for approval. 

Discussion followed. Director Scott shared an exhibit (Exhibit B) which should have been included in the agenda packet which included conceptual plans for Timber Trails of Western Springs by the McNaughton Development, LLC. President Gallagher noted that the Planning and Zoning Committee did review the plans at their March 11, 2021 meeting. 

Attorney Jurusik provided a legal overview of the process. The letter agreement that was included in the agenda packet is something that is contemplated by the annexation agreement. The annexation agreement actually allows, or provides, for this type of a lot sale by Timber Trails to another developer. Provided that the McNaughton group agrees to assume all the development obligations in the annexation agreement, the Village Board really does not have a veto over this type of sale and development by another developer. The annexation agreement does contemplate this type of transaction. No public hearing is required. McNaughton is not seeking any zoning relief so, in short, the Village Board really must approve this sale and cannot unreasonably withhold its approval, provided that the new developer agrees to comply with all the annexation agreement and terms of development. The commitments that both Timber Trails and McNaughton have made in this letter agreement satisfy those provisions of the annexation agreement. Attorney Jurusik highlighted a couple aspects of the letter agreement. We are talking about the sale of twenty (20) residential lots for the purposes of constructing twenty (20) residential homes. There are fourteen (14) 9  different architectural plans that McNaughton has submitted. Those are substantially similar to the architectural design plans that Timber Trails is currently building out at that site but there are some minor modifications and enhancements to it. Those are presented to the Board for their review and approval. The developer, McNaughton, is agreeing to seek final approval of its plans and elevations through the plan review process, submit building and engineering plans, as part of the engineering plan review process when it builds each of the houses out in Timber Trails. McNaughton will be posting some additional security about and beyond what Timber Trails has posted with respect to the public improvements. Each of these twenty (20) lots are already completed lots from the standpoint of, they do not need streets, utilities, and stormwater infrastructure. They are all finished lots. What they do need, is essentially, the building itself. The building pad needs to be constructed, the house needs to be constructed and then other on-site improvements for each particular lot, site development work, such as grading, topsoil, curb cuts, installation of parkway trees, and landscaping. There will be a need to extend utility lines from the street out to service the house. Also, drainage improvements will be installed, lot specific. There will be a stormwater drainage facility agreement that gets put in place and gets recorded against each lot, the same as every other lot. There is a special assessment lien on each of these lots that will be paid off at the time of closing on these lots. Finally, McNaughton will be posting a Fifty Thousand ($50,000) Dollar performance payment bond, which is additional security to secure its compliance with the Village's development ordinances and building and mechanical codes, and other regulations that apply to McNaughton's construction within the Village. The final aspect is violation notices; in the event there is any work that is not done in compliance to the code, similar to the annexation agreement, there is a process in this letter agreement for Village staff to deal with any of those code citations. Attorney Jurusik said this is a mini summary of the annexation agreement of the terms that will apply to McNaughton as it moves forward and constructs homes on the twenty (20) lots that it anticipates purchasing from Timber Trails Development Company. 

Director Scott reviewed the renderings and indicated that John Barry from McNaughton Development was also present on this call and he can answer any questions. Director Scott said that there are somewhere between ten (10) and fourteen (14) different models represented here. Included are conceptual drawings which have color and perspective as well as some detail a little further down with elevations and floor plans, as well. These are similar in size, a little different in architecture, than Timber Trails. 

Mr. Barry said they are happy to be present tonight at this Board meeting (via Zoom) and are happy with the time offered to them by the Board. They are really excellent about the opportunity to be involved in Timber Trails and, quite frankly, to be in the Village of Western Springs. The plans that Director Scott is sharing with the Board tonight are conceptual plans that we have been very successful with over in Burr Ridge over at the Burr Ridge Village Center. It is a collection of ranch homes and two-story homes that have the master bedroom on the first floor and, we really think it will be a very nice complement to everything that has been going on at Timber Trails now and be a welcome addition. 

Discussion followed about where these lots are located within the Timber Trails subdivision. Director Scott said the lots are located in Phase II on the west side, kind of towards the northern 2/3s essentially, in an area that is entirely vacant right now with some other existing homes not too far away and then some townhomes to the west. Director Scott shared an exhibit with seventeen (17) of the twenty (20) lots highlighted. Director Scott said he would also send the exhibits directly to the Board. 

Village Manager Velkme noted that Brian Taylor of Timber Trails is also present on this call and she asked him to explain which areas in the subdivision have been developed, which he did. Mr. Taylor said that the lots directly to the east and west of these twenty (2) lots have been built, but nothing to the north or the south has been built. There are 338 lots in total in the community. Of the 338 lots, Timber Trails Development has built approximately 200 of the lots so there are about 120 single family lots left to build. President Gallagher asked Director Scott to make sure that these exhibits are part of the next agenda packet. 

Trustee Chen asked if sidewalks were part of the development in Timber Trails. Mr. Taylor said that, as a general rule, we do not have sidewalks. What we have is a system of paths behind each of the lots. Those are the pedestrian walkways in the community. Mr. Taylor said that what they are primarily trying to do is to expedite construction from now until the finish and what we are trying to do is to have McNaughton focus on the ranch and the master on the first floor and we are going to try to focus on the traditional two-story houses. 

Trustee Rudolph says she thinks this is very exciting and she is pleased to see these moving along. Trustee John said the renderings will be sent out to the Board and plan for approval on April 26. Village Manager Velkme added that if any trustee would like to take a loot at Timber Trails, they can go out there themselves, or we can also go out with the trustees to show them. Village Manager Velkme said she knows that Brian Taylor loves to show his homes. Mr. Taylor thanked Village Manager Velkme. President Gallagher said that the development in Burr Ridge includes the same homes in the Burr Ridge Village Center. Mr. Barry confirmed that is the case. 

4) PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS 

A) Automated Traffic Law Enforcement System Service Agreement Renewal 

Trustee Lewis introduced an amendment to the Village's agreement with RedSpeed for the automated traffic law enforcement system. The Village entered into a new agreement with RedSpeed in May 2020, and we are back with the addendum at this time because we are not allowed to engage in an agreement that extends past the Village President's term of office. With that term coming to an end and a new term starting, we need to execute this addendum in May to continue on with RedSpeed. We have had a good relationship with the company since 2008. We have two intersections that are covered by the cameras: westbound approach at 55th Street and Wolf and both east and westbound approaches at Ogden and Wolf. The statistics are pretty impressive in that overall, since we have had these cameras installed, it looks as though overall crashes have decreased by fifty (50%) at 55th & Wolf Road, westbound, and thirty-seven point two (37.2%) at Ogden and Wolf. The Public Health and Safety Committee met on April 7 and reviewed the report and are recommending that the item be added for consideration at the May 24, 2021 Board meeting. 

Trustee Rudolph asked if our experience was pretty similar to other areas with the decrease in the crashes. Trustee Lewis said he could not answer that question. We have kept excellent records related to our experience, but he could not speak for the other communities. Director Budds said, like Trustee Lewis, said he does not have that data but if the Board is interested, we could probably get that data. Trustee Rudolph said that she does no not mean to cause extra work. That is a pretty significant improvement, and it is good to see the data. 

B) New Police - Resident Camera Partnership Initiative 

Trustee Lewis provided information on an initiative that the Western Springs Police Department has created. The Department is hoping to partner with residents who have security cameras at their homes. Many of the Nest doorbells, etc. have a geographic mapping service that, if residents sign up for this program, and there is an event in their neighborhood that their camera footage might help the police with their enforcement, this system will let the department know where those cameras are and who they should be contacting. This is a completely voluntary program, and the police department will have a form on their website soon allowing people to sign up for the program. In the event of an incident to which a surveillance recording would be useful, members of the police department would utilize that GIS software to identify cameras in the immediate area near the incident and that a member of the department would contact the resident to request a copy of the video from their camera footage . It is a strictly voluntary program, but it seems like a kind of a cool way to help us keep our community safe. President Gallagher said this is a wonderful initiative and she commends the department for adopting it. It is a kind of modern-day Neighborhood Watch program. Trustee Rudolph asked about privacy controls. Chief Budds said there is a policy for use that will be included in the packet for anybody who signs up for this program. It has been reviewed by Attorney Jurusik and he added some particulars to it. It is secure and will not be shared with any other entity but will be used to help the department solve crimes. 

C) National Public Safety Telecommunicators Week  

Trustee Lewis announced that April 11 - 17, 2021 is National Public Safety Telecommunicators Week. He read a proclamation naming April 11 - 17 as National Public Safety Telecommunicators Week in the Village of Western Springs. 

PROCLAMATION 

National Public Safety 

Telecommunicators Week 

APRIL 11 - 17, 2021 

WHEREAS, the Lyons Township Area Communications Center (LTACC) plays a vital role in the protection of human life and property in the Village of Western Springs; and 

WHEREAS, LT ACC has been successfully serving the public safety communication needs of the Village of Western Springs since 2017; and 

WHEREAS, the LTACC Public Safety Telecommunicators are the first and most critical contact our residents have with emergency services; and 

WHEREAS, each LT ACC Public Safety Telecommunicator performs his or her duties with compassion, understanding, and professionalism; and WHEREAS, these individuals efficiently coordinate emergency services to ensure the health and safety of our residents and visitors in our community, 24 hours a day, 7 days a week; and WHEREAS, the safety of our police officers, paramedics, and firefighters is dependent upon the quality and accuracy of information obtained from LT ACC Telecommunicators. 

THEREFORE, BE IT RESOLVED that the Village of Western Springs formally designates April 11 through 17, 2021, as: "NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK" and publicly salutes the dedicated service of the men and women of the Lyons Township Area Communications Center. 

President Gallagher said she is glad that we get this opportunity to recognize our telecommunicators. They play such a vital role, and they are often the first members of our departments to communicate with residents in very stressful and trying situations. Their ability to keep people calm and focused no doubt leads to saving lives. We truly appreciate the efforts of our public safety telecommunicators. President Gallagher will sign the proclamation. 

D) Fire Department 2020 Annual Report 

Trustee Lewis reported that the Fire Department 2020 Annual Report was presented to the Public Health and Safety Committee on April 7, 2021. The report will be posted to the Village website for access by the residents and public. 

Director Kelly then shared some of the highlights of the report. The report will be posted electronically to the Village website. A limited number of copies will be printed. If any Board members wishes to receive a copy, please contact Director Kelly. 

Director Kelly said that 2020, obviously, was a very challenging year, not only for the Fire Department, but for all Village departments and personnel. For the Fire Department, all of our operations were impacted by the pandemic. Our training, our response to emergencies, fire prevention activities, public education programs and administration all saw some type of change to those programs. Unfortunately, for public education and some of our fire prevention activities, those events were cancelled. As you know, the Village community events were also cancelled, that the Fire Department regularly takes part in. We did still conduct some life safety prevention activities and also some new construction inspections during 2020. Our training change from being virtual, to a limited onsite operation, going back to full training with distancing and masking, and then pulling back again when some of the numbers of COVID changed throughout the year. We have adapted to the changing protocols from the CDC and the IDPH that were published throughout the year. We also worked with other Village staff in evaluating exposure situations as well, coming up with best practices, in consultation with the area hospitals, LaGrange, Hinsdale, and following the guidance from our EMS system hospital, which is Loyola. Director Kelly said that he thinks former Chief Kenny summed it up very well in his summary that the one word to describe 2020 was resiliency. Director Kelly said that he thinks that certainly the members of the Fire Department exhibited that, as well as all of the Village staff and personnel during a very challenging year. 

Director Kelly said that the department's call numbers were very similar to 2019. There was only a difference of75 calls from 2019 to 2020, with 75 less calls in 2020. As has been the trend, EMS calls were the majority of the department's calls at 54% EMS and 46% fire related calls. The department did see the retirement of two longtime members of the department: Captain Jim Jagoda and Lieutenant Fred Lesch, and in early 2021, the retirement of Chief Kenny and Division Chief Patrick Gallagher, as well. 

In 2021, we look forward to resuming some of our public education and community events. Obviously, we are still dealing with the effects of the pandemic, but Director Kelly said that he thinks that we did learn a lot about ourselves and as an organization on how to adapt to the changing environment, how to operate in a virtual environment and, he thinks some of those skills that we learned will do well for us in the future as we may experience some other challenging type of events. We were still able to maintain productivity and efficiency. 

Trustee Lewis offered his congratulations to everyone at the department for successfully navigating such a difficult year. He added that he is sure that everyone in the Village appreciates Chief Kelly and his people and all they have done for us in this tough time. President Gallagher added her thanks to Trustee Lewis to the department. This year was so extraordinarily challenging for all of us here at the Village, all of the staff, all of the departments, but especially so for the Fire Department with all the internal changes as well and, of course, being our first responders. From the get-go, they had to be ready and prepared. If you remember, those first days of COVID, there was so much uncertainty swirling around and yet the members of that department never blinked an eye in going out to service calls, not knowing what they would find at the over end and always putting others before themselves in terms of health and safety and, for that, we are truly grateful. In addition, we are grateful for the leadership that the department showed early on which kept the Village on track and moving forward in many ways. President Gallagher thanked Chief Kelly for his leadership and for the excellent service that your department provides. 

E) Ordinance Authorizing the Disposal of Surplus Personal Property Owned by the Village of Western Springs and Authorizing the Approval and Execution of a Purchase Offer Letter Dated March 25, 2021 for the Purchase of Village-Owned 2001 Luverne/Spartan Fire Truck by Command Fire Apparatus 

Trustee Lewis presented a request from the Fire Department which should help them continue to provide excellent service in the future. As you know, we are in the process of buying a new fire engine and, as such, we have been working on disposing of the engine that it will replace. The committee has an ordinance that they will be recommending for consideration at our next meeting that would authorize the disposal of the personal property owned by the Village of Western Springs and authorizing the approval and execution of a purchase offer letter dated March 25, 2021 for the purchase of our 2001 Luverne/Spartan Fire Truck by an organization called Command Fire Apparatus. It is nice to have this squared away now. We will be hanging onto our 2001 engine until we take delivery sometime late this year or early in 2022. We do have a buyer lined up and they will be giving the Village a Five Thousand ($5,000) Dollar deposit to hold it and overall, they have agreed to pay Forty-Five Thousand ($45,000) Dollars for the engine, which is significantly higher than some of the other offers we have received so we are recommending to the full Board that this be considered at our next meeting. The item will be on the April 26, 2021 omnibus vote list for consideration of approval. 

5) FINANCE - TRUSTEE RUDOLPH  

A) Charging Station 

Trustee Rudolph reported that the Finance Committee met on April 8 and the agenda item was to review the first six months, or pilot program, of the electric vehicle charging station that we have right by the tracks, across from Starbuck's. Trustee Rudolph turned the floor over to Assistant Director Biernacki to share the results and said, again, that this was the first six months and kind of an odd time for a pilot, given the pandemic situation, so it is maybe not our typical scenario of what we might expect, nevertheless, we have got some good data that Casey will share with us. 

Assistant Director Biernacki said in the first six months, the pilot period ran from roughly September 1, 2020 to February 28, 2021. Between our operating costs and our revenues, we are seeing our annual cost per month to be roughly around $211 out of the Village's pocket to provide the 3 hours of free charging with the $20/hour rate applied for every hour after that. That $211 does not take into account maintenance of the actual station itself. We pre-purchased a five-year maintenance package when we installed the Chargepoint station itself, which will take us through 2025 for hardware and software maintenance. We just have to take into account that in 2025 that roughly $950 to $1 ,000 a year maintenance will begin for any ongoing maintenance to the station. Mr. Biernacki said that $211 per month is really the number to remember; that is what we are paying out of pocket for electric costs. As part of staffs review, we took a look at our comparable municipalities around us to see what they were doing, if they changed any of their fee structure since we originally put the 3-hour fee in earlier this year. In short, the 7 communities that have municipal charging stations are providing free parking for 2-3 hours service, with the exception of Glen Ellyn. They charge $.20/kWh for their station. Our existing structure fee is comparable to the neighbors around us that do have those municipal stations. 

Village staff brought two recommendations to the Finance Committee. Open 1 - Maintain Existing Fee Structure and Option 2 - Implement a Charging Fee per kWh, discussing two fee options. The implementation of a rate of$ .1 7 /kWh would essentially cover the electricity costs of the charging stations. The implementation of a rate of $.20/k Wh would provide additional revenue to offset the future maintenance costs. After discussion, the committee settled on the recommendation to maintain the existing fee structure for another six months to see if the lack of COVID impacts the usage at the stations and look at this data again in six months and see if there is a need for a change. Discussion followed on how the station is being used. The project was funded thru a West Suburban Mass Transit District (WSMTD) grant in the amount of One Hundred Seventh Five Thousand ($175,000) Dollars which had to be used for alternative modes of transportation and commuter-based improvements within the BNSF right-of-way. In line with our green initiatives and our strategic goals, we went with the EV charging station to try to meet those green initiatives as well as utilizing the WSMTD money for the use it was intended. The project also includes the bike racks and the bike canopy. That site is intended for an EV vehicle to charge and if one parks there without charging, one would be in violation of local ordinances. Several other communities have added municipal charging stations since we added ours over the last 6-8 months. Trustee Rudolph thanked Mr. Biernacki for his work and analysis on this project. 

6) GENERAL GOVERNMENT - TRUSTEE TYRRELL 

A) Ordinance Amending Section 1-8B-10 (Compensation), Article B (Village Treasurer), Chapter 8 (Officers and Employees) of Title 1 (Administration) of the Western Springs Municipal Code Relative to Compensation for Village Treasurer 

Trustee Tyrrell introduced this housekeeping item, as well as the next ordinance, which is to codify something that is already being done. This draft ordinance is amending our municipal code to state that our Village Treasurer shall not be compensated for his or her service. Our current treasurer is Director of Finance Turi, who has been in her position for Trustee Tyrrell's entire term, and he can say there is no finer or smarter Village Treasurer with the highest integrity. Director Turi does not, however, and has never received any compensation for her services as Village Treasurer, she is compensated for her work as Director of Finance. She wears both hats but is only paid as Finance Director. We are, by this ordinance, codifying that the Treasurer, who will always be the Finance Director, as we blended the two positions. We are codifying that there will be one salary for whatever individual serves as Finance Director and Treasurer. 

B) Ordinance Amending Section 1-20-3 (Rules and Procedures) of Chapter 20 (Rules and Procedures For Land Use Public Hearings) And Section 1-12-1 (Participation In Meetings By Telephone Conference Call Or Other Electronic Means) Of Chapter 21 (Meetings) Of Title 1 (Administration) Of The Western Springs Municipal Code 

This ordinance is also a housekeeping item amending Village rules for procedures governing public hearings to conform to the practices necessitated by the pandemic. When we started this meeting tonight, President Gallagher went through all of the rules and regulations that we are following because of COVID and the pandemic in keeping with the Open Meetings Act. We had temporary, remote meetings rules in place so far but what we will be doing is seeking amendments to codify the use of Zoom access to allow remote meeting participation of interested parties and the public. What we have been doing by temporary rules, we are going to be making permanent and we seek to have our ordinances amended to allow these rules that we have been implementing as we have gone on for the last year. The Open Meetings Act was amended last June, if you remember, to allow public bodies to adopt remote meeting rules to allow public hearings to be conducted thru the use of internet, audio and video, and telephone calls where a quorum was not physically present, such as tonight, in the case of emergencies, such as the pandemic. We are now seeking again to amend our open meeting ordinances to provide guidance to the Village officials and public when participating in Zoom hearings. We have been doing this for the last year but now we are going to make it part of our code provision. We will be putting in our code that the public, interested parties and Village officials, can participate in person, or by the Zoom app, or by telephone. There are different procedural rules now for interested parties as to how to attend electronically and be introduced as remote attendees. One member of the public body or the chief legal counsel must be present at the location of the Village. President Gallagher is at the Village right now but that is part of our ordinance that must happen. We must provide notice of the platform and the public meeting within 48 hours of the meeting and also post on the Village website within 48 hours. The public must be informed how to participate electronically in advance of the meeting and a link must be posted at least two hours before the meeting, along with the information as to how to raise your hand. This is all things that we have been doing, but now we are going to be codifying it. Written comments may still be submitted in advance, but we also have to have a back-up of conference calls if for some reason that Zoom platform, because of connectivity issues, as an alternative means of public participation and for ourselves. The use of the mute button is now going to be codified and witnesses are going to be sworn in, regardless of where they are located, and we must record the meeting. Again, all of this we have been doing very efficiently but now it is going to be part of our ordinance. 

Both of these ordinances will be added to the April 26, 2021 omnibus vote list for consideration of approval. 

OTHER

There was no other business. 

8) VILLAGE PRESIDENT GALLAGHER 

President Gallagher reported that on Monday, April 5, Manager Velkme, Director Scott, and President Gallagher attended their monthly meeting with several members of the Stop 5G Western Springs group. Topics of discussion included a review of the recent committee hearing on the proposed House 5G bill in Springfield. We provided an update from our lobbyist, Dan Shomon which was essentially that now that the bill has passed out of House to the floor, there is really a kind of lull in activity until things heat up in May. Mr. Shomon said that April 23 is the deadline for the House to pass legislation on final action, but he expects that the House will approve House Bill 23 79 which is the one 5G bill that came out of the House by April 23 and that is when the real negotiations will begin. Mr. Shomon said that very few communities besides Western Springs have raised strong and vocal objections to the bill. 

The Spring session is scheduled to end May 30 and discussions will be most intense during the last two weeks of May. The Senate has yet to have any public discussions on  the bill, but Mr. Shomon, our lobbyist, will provide updates as information becomes available. This group has been meeting monthly and we plan to meet again in May.

Last Tuesday, local elections for positions on the Village Board, Library Board, Park Board, School Boards, and others, took place. Current Village Board Trustees Scott Lewis, Heidi Rudolph, Jim Tyrrell, and President Gallagher ran unopposed. Former Trustee Ed Tymick was elected Village Clerk, also without opposition. President Gallagher said she is grateful to our trustees and clerk for volunteering to serve. Each of you brings intelligence, thoughtfulness, and a unique perspective to the team, and she is looking forward to serving with you over the next four years. Ed Tymick will succeed Clerk Jim Horvath, who is also a former Trustee, and who stepped in to fill a vacancy mid-term. We owe a debt of gratitude to Clerk Horvath for his many years of dedicated service to the Village. President Gallagher thanked Jim Horvath. She added that on behalf of the Board, it has been an honor and pleasure to serve with you. 

This morning President Gallagher attended our local council of government - the West Central Municipal Conference (WCMC) - Executive Committee meeting and reported on recent items relating to regional transportation project plans. The next phase of the Central Council Storm Water Plan, led by the Chicago Metropolitan Agency for Planning (CMAP) is a kickoff meeting to be scheduled for June. The WCMC will not host a member community drive-down to Springfield this year, due to COVID. The Illinois Municipal League (IML) is hosting a virtual lobby day on April 21. The WCMC executive director will be in Springfield for this event. The WCMC is planning an in person newly elected officials' workshop for some time in June, yet to be determined. While we do not have any newly- elected officials, please let me know if you are interested in attending. 

This evening, Village Manager Velkrne, Clerk Horvath, and President Gallagher were honored to attend the swearing-in ceremony of Lt. Jeff Snapp at the Fire House. Lt. Snapp has been a member of the Fire Department since 2012 and brings experience, significant training, and deep knowledge to his new role. 

9) VILLAGE MANAGER VELKME 

Village Manager Velkrne reminded the Forest Hills Sidewalk feasibility recipients of this card that they please provide Village staff with their feedback on the sidewalk study. If you do not feel comfortable with using the internet, you can always send your comments via email or call us or send the comments via the regular mail. The comments can be sent to Village Manager Velkrne or Director Supert. Please do so that all can be heard. Director Supert said there is a question form in the lobby at Village Hall for residents to pick up if they do not have internet access which they can complete and drop off in the drop box at Village Hall. 

10) VILLAGE ATTORNEY JURUSIK

No report. 

ADJOURN AND RECESS 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 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 Government 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)). 

Note: The Board did not reconvene after adjournment. 

MOTION:

 Trustee Tyrrell moved, seconded by Rudolph, to adjourn this meeting for the exception noted above. 

The motion passed on a roll call vote. 

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

Voting nay: None 

This meeting adjourned at 8:28 p.m.