Village of Western Springs General Government Committee Met June 30.
Here is the minutes provided by the committee:
Present
Chair Tyrrell, Member Rudolph, Village Manager Velkme, Director Baer, Director Schramm, Director Scott, Deputy Director Albrecht, and Attorney Jurusik
Chair Tyrrell moved to open the committee meeting, seconded by Member Rudolph. The motion passed on a roll call vote. Voting aye: Chair Tyrrell and Member Rudolph. The General Government Committee meeting was called to order at 7:30 a.m.
Agenda Items
1. Public Comment
There were no public comments.
2. Approval of Minutes
Chair Tyrrell moved, seconded by Committee Member Rudolph, to approve the minutes of the meeting of May 4, 2021, as read. The motion passed on a roll call vote. Voting aye: Member Rudolph and Chair Tyrrell. Voting nay: None.
3. St. John of the Cross Special Event License Request, Liquor License Class J, for Family Festival 2021 (August 19-22, 2021)
Dave Bennett attended the committee meeting to present the request from St. John of the Cross Parish for a special event liquor license request for their Family Festival 2021. The event is scheduled on August 19-22, 2021 and will be their ninth festival since 2011.
This is the first since the State of Illinois has fully re-opened since the beginning of the COVID-19 pandemic. The festival features carnival rides, food and beverage service, concerts and other entertainment, and a silent auction. The annual raffle was conducted previously. St. John of the Cross strongly believes it is important to follow the Center for Disease Control, the Illinois Department of Public Health, and the Cook County
Department of Public Health guidelines and will take measures to encourage face masking for guests that are not fully vaccinated. Physical distancing, where possible, and hand sanitizing will be encouraged with signage encouraging these measures located throughout the fest. The carnival operator will once again be North American Midway Entertainment (NAME), the world's largest carnival operator. This will be the eighth year the parish has chosen to use this carnival operator.
Mr. Bennett reviewed the site plan for the event, the proposed hours for the fest, and the plans for beverage service for alcoholic beverages. Five years ago, the Village gave St. John's permission to expand the area in which alcoholic beverages can be consumed to include the entire footprint of the Fest. Their security team will staff three checkpoints to ensure that the beverages remain within the footprint. Hinsdale Police Chief Brian King is a member of the parish and will once again head up the security efforts for the SJC Fest 2021. Chief King will meet with Western Springs Police and Fire Departments and will coordinate the final security and public safety plan details with them. The food plan is still being finalized but will likely include food trucks and food stands. Mr. Bennett also updated the committee on the parking plans, good neighbor communication efforts, entertainment plans and their gift card pull game.
With no objection from the committee, the license request will proceed to the full Board for their consideration in the July meeting cycle.
4. Western Springs Business Association Special Event License Request, Liquor License Class J, for Gathering on the Green (September 10, 2021) and Winter Wonderland (December 4&5. 11 & 12, 2021)
Director Scott introduced WSBA President Lauren Goodwin who called into the meeting to present their request. In light of the post COVID-reopening, the WSBA has returned this year with the two events (Gathering on the Green and the Christmas Walk/Winter Wonderland) with no significant changes from previous years. As proposed, the Gathering on the Green would take place on Friday, September 10 from 4 to 10 p.m. and the Winter Wonderland would take place on multiple weekends in December. Only Gathering on the Green would involve the sale and consumption of alcohol. The winter event details are still being developed and staff review will occur well in advance. Director Scott and Ms. Goodwin reviewed the 2021 event layout and details. This will be a Friday afternoon/evening event on September 10, 2021. The event is a little simpler without the bounce house and climbing wall for the kids, to reduce contact.
The beer and wine area will be manned by BASSET certified WSBA volunteers with wrist bands for people who have provided proper ID. COVID protocol for the event will follow the CDC, IDPH and CCDPH guidelines by the WSBA team who will make sure there is proper signage with updated information on protocols included. Hand sanitation stations will be provided. WSBA will be provided with S JC's protocols to keep the approaches similar which makes it easier for residents.
Director Scott said a pre-planning meeting with various Village departments with WSBA will occur in August. Police staffing will be required for the event and will be identified in the ordinance. Two staff members were utilized in the past. Security of alcohol on premise is manned by the WSBA volunteers.
The Winter Wonderland event planning will include a "drive-thru" Santa photo offering for families to pre-order a three-minute time slot so that there is no waiting around for photos. No liquor license will be needed for this event as alcohol will not be served. A tree lighting event will be planned, similar to last year.
With no objection from the committee, the Class J liquor license request for the Gathering on the Green event and request for a temporary use permit and license agreement for the event will proceed to the full Board for their consideration of approval in the July meeting cycle.
5. Ridgewood Civic Association Special Event License Request
Director Scott provided an overview of this event. Mr. Tony Holmes, Ridgewood Civic Association (RCA) Event Chair, attended the committee meeting to seek permission to obtain a Class I liquor license for Ridgewood's Ravinia in Ridgewood event to be held on July 31, 2021. Like other organizations, the RCA is seeking to seize on the post-COVID reopening of public events. This event is proposed to operate similar to other local events, however, the organizers do not have experience with selling alcohol. To that end, beyond this committee's review, staff and the Liquor Commission will review this event and provide a recommendation.
Approval, in writing, from the Park District was provided by Mr. Holmes to Director Scott for the event with alcohol, contingent on the RCA obtaining a license from the Village. The details of the event were included in the application which the committee was provided prior to meeting. A Liquor Commission meeting will be scheduled within the next two weeks. Approval for this event is tentatively scheduled on July 26, 2021.
Mr. Holmes said the event will run from 2 - 8 p.m. and the event has become a pretty popular event in the neighborhood. Residents bring blankets, chairs and tables and set up shop with their children. The back of the stage faces the playground area, and the crowd gathers to watch the music and the children can also be on the playground. People want to enjoy some wine and beer and listen to some music. There has not been any issue in the past, but the idea is to regulate the event a little more by providing the alcohol to make sure clean-up is considered and is a little safer from that perspective.
Entertainment by Frankie Ace Magic, live music and, possibly, open area bouncies, and concessions with hot dogs, chips, water, and snow cones. The main purpose is to have a fun event which is low cost. Alcohol sales would end at 7:00 p.m. People usually packup when the event is done as there is no lighting other than natural lighting. There will be regular and light beer, two reds, two whites for wine, and White Claw type seltzer drinks, keeping it simple and safe for people. A 16' x 20' stage will be just east of the playground and is within a perimeter that they will rope off with signage. Liquor sales will be contracted out to Windy City Hospitality, and they will provide a professional bartender.
After some discussion, the committee recommended that more staff should be obtained from Windy City with one individual checking ids and wrist banding, and one other bartender to serve and sell the alcohol. The committee suggested Mr. Holmes inquire about a standard for number of staff from Windy City with perhaps a bar back to help assist with the process of serving as well as the bartender and one individual for id checking and wrist banding. RAC will have three volunteer staff at all times. RAC volunteers will provide staffing to make sure alcohol stays within the perimeter of the roped off area with signage. RAC will follow the State guidelines regarding COVID with masking for the unvaccinated. Most people walk over to the event.
The committee asked about advertising of the event. Mr. Holmes said the email database of the Ridgewood Civic Association and Facebook is the primary source plus some Highland Middle School contacts, greater Western Springs area contacts, and some of LaGrange contacts for the "Dad and Mom" band family members or followers. Mr. Holmes said they will be mindful to make sure the event promotion keeps crowds manageable. Communication will be through social media and email primarily with some signage in the Ridgewood neighborhood the week of the event. The committee did not feel that posters in local businesses should be included in the promotion plan because of the risk that the outpouring could possibly be too great with the pent-up demand due to COVID. Mr. Holmes said they would nix the posters to avoid that situation.
Deputy Director Albrecht said the police department has always been involved when alcohol is sold. Mr. Holmes said he would coordinate with the department and obtain the proposed staff to cover the event. The "rent-a-cop" assignment will be discussed with the police department to make sure the event has that presence with at least one officer present and back-up available if needed. During the alcohol sales, the "rent-a-cop" provides a security element and the hours of 3-7 p.m. were suggested for that coverage.
The officer would stay at the event and walk the grounds which provides an immediate response if something occurs. It is a pre-cautionary measure. Deputy Director Albrecht said he would also look to see if an auxiliary officer could also work the event, at no cost to the RCA, as a back-up.
Director Scott said he will inform the Board of the date of the Liquor Commission meeting to review the event. The Liquor Commission will iron out the issues with the manning of the bar after Mr. Holmes speaks with Windy City on their plans incorporating the suggestions of the committee. Next steps will be to inform the Board at the July 12, 2021, workshop with tentative approval scheduled for July 26, 2021.
6. Firewall Purchase Request
Director Schramm presented his request to purchase two firewalls for the Village's systems and the internet. The Village utilizes two firewalls at Village Hall as a barrier between the Village computer systems and the internet. The current firewalls are getting out of date and cannot handle the connection speeds we will have when we connect through the new Lyons Township High School (LTHS) internet connection. Director Schramm requested approval to replace both firewalls at a cost of $10,656.00. This is a budgeted item for 2021. The committee will present this request on July 12, 2021, with consideration of approval by the Board on July 26, 2021.
7. Microsoft License Renewal Request
Director Schramm reported that the Village is at the end of a three-year renewal agreement for our Office 365 licenses. To keep using Microsoft Office and email, we need to purchase licensing. Director Schramm recommended that we move our licensing from CDWG to BDO. This offers more flexibility as it is month to month, rather than a three-year commitment. We will be able to add or remove licenses whenever needed.
With the previous agreement, we could add, but not remove. The Village keeps extra licenses to cover overlap when there is staff turnover, or a new Board is elected. The pricing is the same (per license) as previously because government licenses are priced by Microsoft, not by the vendor. Approval of this request will be during the July meeting cycle.
Director Schramm said he is also waiting on pricing to add additional security features that are greatly needed by the Village. He does not yet have pricing but hopes to present the new pricing to the Board in the August meeting cycle.
8. Resolution Approving the Content of and/or Release of Certain Closed Meetings Minutes of the Regular and Special Meetings of the Board of Trustees
Attorney Jurusik stated that this is a housekeeping issue. Attorney Jurusik and the Board have reviewed the content of the closed meeting minutes. Attorney Jumsik has made determinations regarding whether to release or withhold minutes of each agenda item for each closed meeting as permitted by the Open Meetings Act. This resolution provides for approval and states that determination and will be on the July 26, 2021, Board meeting for consideration of approval. The committee had no objection to moving this resolution forward in July.
9. Other
There was no other business.
10. Schedule Next Committee Meeting
The next General Government Committee meeting was scheduled for Wednesday, July 28, 2021, at 6:00 p.m.
11. Adjourn and Recess to Closed Meeting for the Purpose of Discussion of Collective Negotiating Matters Between the Village and Its Employees or Their Representatives, or Deliberations Concerning Salary Scheduling for One or More Classes of Employees (5 ILCS 120/2 fcy2)).
MOTION:
Chair Tyrrell made a motion to adjourn, seconded by Member Rudolph. The motion passed on a unanimous voice vote. The meeting was adjourned at 8:45 a.m.
https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_06302021-1229
Alerts Sign-up