Village of Western Springs President and Board of Trustees Met July 12.
Here is the minutes provided by the board:
President Alice F. Gallagher, Presiding
Call to Order, 7:00 p.m.
Edward Tymick, Village Clerk
Board Members Present
Nicole Chen
Alan Fink
James John
Scott Lewis
Heidi Rudolph*
James Tyrrell
*Note: Trustee Rudolph was unable to physically attend this meeting and attended electronically, as allowed by Open Meetings Act, because of employment purposes.
Others Present
Ingrid Velkme, Village Manager
Grace Turi, Director of Finance
John Mastandona, Asst. Dir. of Finance
Mike Kelly, Director of Fire & EMS
Ellen Baer, Director of Admin Svcs
Brian Budds, Director of Law
Enforcement Services
Casey Biernacki, Deputy Village Manager
Matt Supert, Director ofMun Svcs
Aleks Briedis, Director of Rec
Pat Schramm, Director of Technology
Elaine Haeske, Deputy Village Clerk
Michael Jurusik, Village Attorney
Electronic Attendance - As noted above.
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.
CITIZEN COMMENTS
There were none.
CONSIDERATION OF AGENDA ITEMS DUMNG THE WORKSHOP MEETING
1) PROPERTIES AND RECREATION - TRUSTEE CHEN
A) Right-of-Way Sale 4241 Linden Avenue
Trustee Chen reported that the Properties and Recreation Committee met on June 29, and discussed a resident's proposal to purchase a portion of sixteen (16) feet of public right-of-way adjacent to 4241 Linden Avenue. The committee has reaffirmed their preference that the resident purchase all sixteen (16) feet of the right-of-way rather than just ten (10) feet. This would be easier from a maintenance perspective. There will be a public hearing related to that sale of that right-of-way. Trustee John asked if the purchaser is amenable to the 16 feet versus the proposed 10 feet of right-of-way. Director Supert made the potential purchaser, Mr. Rosenberg, aware of the committee's directive. Mr. Rosenberg said he would be willing to purchase the 16' if that is what the Village desired. A public hearing will be scheduled on this matter in late July or early August. Director Supert will again follow-up with Mr. Rosenberg, the resident who wishes to purchase the right-of-way, as well as the neighbor to the south of the right-ofway who the Village has attempted to contact by mail on several occasions.
B) Capital Summary Report
The committee reviewed the capital summaries of the three projects that the committee is monitoring, and Trustee Chen shared two brief updates. The committee was informed by staff that BNSF was going to begin some of their work on the West Underpass Construction project. Director Supert added that BNSF has started some work out there. There is a ramp, which the Village's contractor put in about a week and a half ago on the Hillgrove side. BNSF has not actually started the pile driving work just yet although we thought they were going to start that work the week of June 28 and we expect that work to start very shortly, either this week or next.
Regarding the Wolf Road Bike Path project. Trustee Chen said the committee learned that it is anticipated that the Forest Preserve District Board will approve the intergovernmental agreement with the Village in their July cycle and, if so, we believe that project construction will commence very soon.
2) PUBLIC WORKS AND WATER - TRUSTEE FINK
A) Grove Reconstruction, Oak to Ogden - Waiver of Competitive Bidding Process and Approval of Construction Contract Change Order
Trustee Fink reported that last month the Board awarded the base bid of the Rose/Grove Improvements Project to A Lamp Concrete Contractors, Inc. of Schaumburg, Illinois in the amount of $1,657,345.16. The alternate bid, which includes the reconstruction of Grove Avenue between Oak and Ogden, was rejected because when the base bid and alternate bid were combined, this was not the lowest responsive proposal received. At the time, staff recommended the Board reject the alternate bid.
Staff is still recommending reconstruction of Grove Avenue from Oak to Ogden; however, staff does not recommend rebidding the alternate bid portion of the project as that could lead to possibly two separate contractors working in the same general area which would like result in confusion, different construction schedules, and other inefficiencies. Rather than rebid the work included in the alternate bid, the committee is recommending that the Board waive the bid process and enter into a separate contract with the base bid contractor, A Lamp Concrete Contractors, Inc. to complete the reconstruction of Grove from Oak to Ogden.
Staff is working with the design consultant, Baxter & Woodman, and the contractor, A Lamp Concrete Contractors, Inc., to develop the appropriate contract and pricing for the work. Once there is agreement between staff and A Lamp on the contract, staff will bring this contract to the Board for approval. Once is acceptable, this matter to move to the July 26, 2021, omnibus for consideration of approval. If staff is unable to come up with an acceptable cost for the additional work, the additional work on the project will not go forward at this time.
B) TruGreen Emerald Ash Borer (EAB) Treatment Contract Renewal
The emerald ash borer chemical treatment extends the life of ash trees and has proven to be successful. Treatment provides the Village with time to rollout the removal of diseased ash trees and to replace trees over a number of years. The targeted number of trees to treat in 2021 is approximately 269. TruGreen was awarded the EAB treatment contract in 2015. The committee recommended renewing the contract for 202 1 at the unit price of $71.00 per tree in an amount not to exceed $19,111.00. Approval of the renewal will be on the July 26,2021, omnibus vote list.
C) Flagg Creek Outfall Improvements - Draft Contract
Trustee Fink reported that the committee recommended approval of a Design Build Contract Agreement with V3 Construction Group, Ltd. of Woodridge, Illinois for the Flagg Creek Outfall Improvements project. Work under this design-build contract will include the permitting of improvements to ten (10) existing outfalls along the eastern bank ofFlagg Creek between 55th Street and Flagg Creek Lane. Work will also include design detail for the three (3) outfalls adjacent to the Illinois Tollway Oasis and construction of as much of the three (3) outfall improvements as possible in an amount not to exceed One Hundred Twenty Thousand Dollars and No Cents ($120,000.00). This is a design and build project. This matter will be before the Board for consideration of approval on July 26, 2021.
D) Hillgrove/Howard Point Repair
Last month, the Board, approved a proposal for investigative work, through CCTV, of a possible partial main blockage on the main sewer line on Hillgrove just west of Howard. The outside contractor was able to capture the break in the line and void just below the street. Sometimes this work can be done in-house with our Municipal Services staff but because there is a high volume of sanitary line, a by-pass will be required. Our staff cannot do that work at this time. Staff obtain three proposals for repair and is recommending that Calumet City Plumbing perform the work. The committee recommended an award of contract to Calumet City Plumbing in an amount of Eight Thousand Five Hundred ($8,500.00) with an alternative for additional pipe repair, if necessary, for an additional cost of Two Thousand Five Hundred ($2,500.00) Dollars.
E) Well No. 5 Close-out Work
Director Supert reported that one of the final items that staff has been working on obtaining pricing on is the meter for the well. This was not included in the original bids for the project because what we were trying to determine is where that meter would be placed. There were several options that were explored.
Director Supert obtained some preliminary pricing, and this work will require a Change Order for the contract. Staff is waiting for the final information but hope to bring the recommendation to the Board for final approval on July 26, 2021.
Staff is looking to install the new meter for Well No. 5 in the pipe gallery, which is located just outside the Water Plant, out back. The estimated total cost for the materials and installation is Twenty-Six Thousand Eight Hundred ($26,800.00) Dollars. Staff will provide an update to the Board on July 26, 2021. The intent is to get this work done before Labor Day to complete the project and all the paperwork with the IEPA.
President Gallagher asked if this additional amount qualifies for the IEPA loan. Director Supert said it does not and we did know that upfront.
Trustee Chen asked if the water restrictions have alleviated the water volume concerns. Village Manager Velkme said the restrictions will continue as recommended by the US Drought. The restrictions have alleviated some of the demand per Village Manager Velkme. Director Supert said we did see a decrease of about 300,000 gallons per day which did give us quite a bit of breathing room.
We are still in a severe drought situation per the US Drought Monitor, but the restrictions did make an impact.
3) PLANNING AND ZONING - TRUSTEE JOHN
No report.
4) PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS
No report.
5) FINANCE - TRUSTEE RUDOLPH
A) Budget Amendment and Transfers
Trustee Rudolph presented several budget amendment and transfer requests which the Finance Committee reviewed on July 9,2021. A budget amendment in the amount of Thirty Thousand ($30,000.00) is needed to account for the payment of vehicle lease of Ford Explorer vehicle delivered in 2021. This is needed due to the timing of the vehicle leases with the switchover to leases rather than purchases as we have done in the past. This is in the Enforcement Patrol Vehicles line item.
Director Schramm a budget amendment in the Office Furniture and Equipment line item in the amount of Ten Thousand ($10,000.00) Dollars for a server upgrade which was reimbursed by LTACC. A third request from Chief Budds was presented for two transfers. One is for Fifteen Thousand ($15,000.00) from
Full-Time Salaries to Part-Time Other with changes in personnel and how that worked out. This is a housekeeping item. The other is a Ten Thousand ($10,000.00) Dollar transfer needed due to higher crossing guard expenses due to COIVD. Of note, District 101 did reimburse the Village for expenses during the hybrid schedule. The Finance Committee recommended that these amendments and transfers be added to the July 26, 2021, omnibus vote list for consideration of approval.
B) Timber Trails Amendment to Indenture Agreement - Bond Counsel
C) Bond Issue Update
Trustee Rudolph said items B) and C) relate to the Timber Trails and our bonds and the bond amendments. Trustee Rudolph asked Attorney Jurusik to provide the Board with a little of information about these bonds.
Attorney Jurusik said that the agenda packet included a set of documents prepared by the Village's bond counsel who helped us with the bond transaction back in 2006 when the special assessment bonds were first issued. The developer has come forward with a request to amend what is called a Trust Indenture, which is the bond agreement that sits between the bond holder and the bank or the holding entity for the bonds. What we have tonight is an amendment to that Indenture because back when the bonds were initially issued, they had a variable rate so the bond interest would fluctuate based on a particular index. That index has now gone away, and it has been replaced by a different index. This is more of a housekeeping issue. We are just amending the bond documents and the bond Indenture to reflect the new applicable index and it is really just all part of the developer trying to keep the bond documents in order, keeping everything updated. He is making process in paying them off and this is just another step in maintaining the bonds in the proper format. This is a housekeeping issue and if anyone wants any additional information, please contact Village Attorney Jurusik.
6) GENERAL GOVERNMENT - TRUSTEE TYRRELL
A) WSBA Special Event License Request, Liquor License Class J - Gathering on the Green and Winter Wonderland
Trustee Tyrrell presented the Western Springs Business Association (WSBA) liquor license request for a Class J license and temporary use permit for the Gathering on the Green and a temporary use permit request details on the Winter Wonderland event. WSBA normally has three annual events, and we require them to have one license rather than coming before the Board for all three events.
This year, thankfully, they are going to have two events: the Gathering on the Green and the Winter Wonderland. They need a temporary use permit for both of those events, but they need the Class J liquor license for the Gathering on the Green. The Gathering on the Green will be on September 10, 2021. For those of you who have been there before, it is a very well-run event with a perimeter around the Tower. They have security, they have BASSET-trained bartenders, and police security. It is a very, very nice event. They will need the Class J license and came before our committee to request it. We certainly have no problem with that. The event has been done quite successfully. The event is on a Friday night on September 10, 2021, from 4:00 p.m. until 10:00 p.m.
A temporary use permit is also required for the Winter Wonderland event which will be held on two successive weekends the first and second week of December.
They will not have any alcohol there, but they will have Santa. WSBA came before the General Government Committee with this request for a temporary use permit for this event and the committee had not problem with that.
These items will be on the July 26, 2021, omnibus vote list for consideration of approval with the recommendation of the General Government Committee.
B) St. John of the Cross Special Event License Class J for Family Festival
Trustee Tyrrell said that fortunately, things are opening up, so we are having more events. St. John of the Cross Parish came to the Village previously for approval of a raffle which was held in May because they were unable to get their major Parish Fest, which is their major fundraising arm, scheduled. Fortunately, St. John's now are able to hold their festival and they are seeking a temporary use permit and a Class J liquor license for their Family Festival on August 19-22, 2021. Dave Bennett came before the committee and gave a terrific presentation on the proposed event. They have been doing this event for many years, they have terrific security and like the WSBA they have a perimeter so that people cannot wander off with alcohol. In the past, they confined the alcohol to a beer tent, but in the past several years, we have allowed the alcohol to be throughout the entire event as long as people are not wandering off. They will have perimeter security to insure that is the case. Mr. Bennett did express to our committee that they are taking great COVID precautions. They are going to have a lot of children there, so they are going to have a lot of COVID preparations including hand washing stations, social distancing guidelines, and masking wearing encouraged for the unvaccinated. The committee was very satisfied by the efforts made by St. John's in planning this event and we wish them well and that they might recoup what they lost last year by not having the fundraiser. The committee recommended approval on the July 26, 2021, omnibus vote list of the issuance of the temporary use permit as well as the liquor license.
Mr. Bennett thanked the Board for their consideration and stated that they are hopeful that the approval will be on the July 26, 2021, agenda. Mr. Bennett noted that resident Brian King, Hinsdale Chief of Police, was also present tonight and in charge of security once again for the event.
C) Ridgewood Civic Association Special Event License Request
Trustee Tyrrell presented a request from the Ridgewood Civic Association for a Special Event Liquor License. Mr. Tony Holmes was present representing the Ridgewood Civic Association. For the past several years, the Association has hosted Ravinia in Ridgewood, which is a very nice, small, community gathering in the Ridgewood Park. This year they are seeking a Class I liquor license for the event. This is the first time that they are requesting a liquor license for the event.
The committee would like them to keep the event somewhat local so that there is not an overflow crowd. The committee also thought that an off-duty Western Springs police officer should be present for security. The committee also wanted to ensure the proper number of bar tenders were hired for the event. Mr. Holmes was present at the General Government Committee meeting on June 28,2021,and he was very receptive to the committee's recommendations. The event will be held on July 31, 2021, from 2:00 p.m. until 8:30 p.m. Liquor will be served until 7:30 p.m. so a beer and wine license are needed. The committee thought that would be commendable to this event rather than having people bringing anything in; this way they keep the beer and wine with the BASSET-trained bartenders and security present to keep things under wraps. The committee concurred with the request.
Since this is a first-time event for Ridgewood with liquor, the request must go before the Liquor Commission for their review, but it comes with the committee's recommendation provided the committee's suggestions come into the event plan.
President Gallagher told Mr. Holmes that her concern is the control of the liquor in the area. Mr. Holes explained how the perimeter security will control the event. Mr. Holmes added that Windy City Hospitality will provide a bartender as well as another individual to check ids and present wrist bands. Additional security in the form of an off-duty officer at the event as well as an officer who will patrol the officer, a little informally. This provides two levels of security as well as all the volunteers who are working security. The perimeter fence will be the orange construction fencing like what is now in Ridgewood for the road construction. Trustee Tyrrell said it appears that Mr. Holmes has addressed the few concerns that the committee had voiced. The Liquor Commission meeting is on July 19, 2021, and the Board will consider approval of this request on July 26, 2021. Mr. Holmes said that is adequate time in the event the liquor license request is not approved.
D) Firewall Purchase Request
Trustee Tyrrell presented a request from Director Schramm for an upgrade to the Village's two firewalls at Village Hall which provide a barrier between the Village 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. This is a budgeted item at Ten Thousand Six Hundred Fifty-Six ($10,656.00) Dollars. This is certainly something we need to keep up with the internet speeds. The item was added to the July 26, 2021, omnibus for consideration of approval.
E) Microsoft License Renewal Request
Director Schramm tells us that our Microsoft 3-year license is expiring.
Currently, with the 3-year licensing program, we can add new licenses when things change in the Village, but we cannot remove licenses. Director Schramm is recommending that instead of a 3-year license, that we get a month-to-month license which allows us greater flexibility. There is no increased price because the program is coming from government purchasing program through Microsoft, not the vendor. This item was added to the omnibus on July 26, 2021, for consideration of approval.
F) Resolution Approving the Content of and/or Release of Certain Closed Meeting Minutes of Regular and Special Meetings and Workshop Meetings of the President and Board of Trustees of the Village of Western Springs (2021 Half Year Review)
This is a housekeeping matter. We conduct this process every six (6) months. Certain matters, with the advice of counsel, stay closed but this resolution
provides for approval of all new closed meeting minutes. This resolution will be on the July 26, 2021, omnibus vote list.
7) OTHER
There was none.
8) VILLAGE PRESIDENT GALLAGHER
A) Committee Appointments and Reappointments
1. Reappointment ofMichele Johan to the Plan Commission for a three-year term to expire in May 2024
2. Reappointment of Peter Hanson to the Plan Commission for a three-year term to expire in May 2024
3. Appointment of Lee Fry to the Board of Zoning Appeals to fill the unexpired term of Cynthia Brankin to expire in September of 2022
Village President Gallagher announced her intention to make the appointment and reappointments as noted above. With no objection from the Board, these will be on the July 26, 2021, agenda for consideration of approval.
B) Other
President Gallagher said she wished to take a moment to commend the quick actions of our first responders whose skill saved the life of an individual in full cardiac arrest on April 26, 2021. It is only because of their outstanding teamwork and successful application of their skills and knowledge, the collective actions of WSFD Captain Charles Lichtenauer, Lieutenant Karl Hammond, Lieutenant Stephanie Grimm, FF/PM Sean Yocum, FF Michael Darcy, FF Christopher Schneider and WSPD Officer Kingsley Church through their actions saved the patient's life. Really appreciate those efforts and it is really heart-warming to know that we have such a qualified crew serving our community and keeping us safe.
Along with that, President Gallagher said she would like to thank our first responders but also the crew of our Public Works Department who, this past month, have gone above and beyond in trying to make sure that the torrential rains that we have experienced did as little damage as possible. They worked long hours not only here in Western Springs but also in service of the tornado victims in Woodridge and Burr Ridge. That kind of community efforts among our regional partners are always appreciated.
9) VILLAGE MANAGER VELKME
Village Manager Velkme said she would like to report on the ComEd utility pole project.
ComEd plans to replace one of our utility poles that is in the parking lot, and they also need to conduct some maintenance work at the firehouse. Originally the work was to be done in June but that was postponed due to the storms that impacted the area. This requires ComEd to shut-down the power at Village Hall. At first, we thought it might be just one day but now they are saying it might be an additional day also. Village Manager Velkme said that as she gives this report, she does not have a definite time. They want to start, possibly, on Wednesday, July 14, 2021. We are still working with Phil Halliburton from ComEd to determine when exactly that work will be done. Our directors have been working on a plan to disburse the employees to our other facilities in the Village and some employees will remain here at Village Hall. We intend to keep the front counter open and will be able to take cash transactions and take calls. It all depends upon the weather, if it becomes extremely hot then we will not have people in the building. Other than that, we cannot commit to have people here. We will post any changes on the
Village website. We are concerned about how that may impact our ability to fill the water tank, so we are working closely with them. They understand that this is a critical facility, and they are working to see that they can adjust those hours. Information will also be posted at the front door of Village Hall.
Beginning July 15 until Sunday, July 25, BNSF will be working on the Wolf Road intersection railroad crossing. The crossing will be closed for 1 1 days for track maintenance, and we are working with the railroad to provide as much forewarning to the motoring public as possible. There will be detour signs, but we do not want to move a lot of traffic through our local streets. We will be posting no parking signs on the west side of Grand Avenue and Lawn Avenue from Burlington to 47th and also the north side of the tracks at Grand and Lawn. This will free up the area in the streets. Sometimes if you have a large truck that comes through or there is some construction going on, we just want to make sure that they have enough room to pass. The trains will be slower, and the horns will sound. That is a federal safety measure, and we cannot change that. That is something that when they are doing that kind of maintenance, that is something that they have to do.
The Tollway is beginning work this week to remove and rebuild the Plainfield Road bridge over the Central Tri-State Tollway (1-294) and Flagg Creek near Western Springs. This is not to be confused with the Plainfield Road Corridor Study that is being studied by Cook County. This is the Tollway's project. The Plainfield Road bridge is being moved and rebuilt with a longer and higher bridge structure and one-lane of traffic will
remain open throughout the entire project. It is scheduled to be completed in 2022. You will see some work in that area also. The Cook County project is yet to be determined but we did provide our comments.
10) VILLAGE ATTORNEY JURUSIK
No report.
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 Schedules for One or More Classes of Employees (5 ILCS 120/2(c)(2)). President Gallagher asked for a motion to recess to Closed Meeting.
MOTION:
Trustee Tyrrell moved, seconded by Chen, to 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 Schedules for One or More Classes of Employees (5 ILCS 120/2(c)(2)).
President Gallagher said that once we conclude our discussion of this matter in the Closed Meeting, we will reconvene, and she anticipates a vote on the matters discussed in the Closed Meeting.
The motion passed on roll call vote.
Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell.
Voting nay: None.
RECONVENE
The Closed Board of Trustees Meeting adjourned and the Board reconvened at 7:48 p.m. Village Clerk Tymick ascertained that all Board members were still present.
11) RESOLUTION 21-2625 AUTHORIZING THE APPROVAL AND EXECUTION OF AN EXTENSION OF THE LABOR AGREEMENT BETWEEN THE VILLAGE OF WESTERN SPRINGS AND METROPOLITAN ALLIANCE OF POLICE, WESTERN SPRINGS POLICE CHAPTER 360
This matter was the subject of a Closed Meeting. As this time, consideration of approval will be considered.
MOTION:
Trustee Tyrrell moved, seconded by Rudolph, to approve Resolution 21-2625 Authorizing the Approval and Execution of an Extension of the Labor Agreement Between the Village of Western Springs and Metropolitan Alliance of Police, Western Springs Police Chapter 360.
The motion passed on a roll call vote.
Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell.
Voting nay: None.
ADJOURN
MOTION:
Trustee Tyrrell moved, seconded by Chen, to adjourn this meeting.
The motion passed on a unanimous voice vote.
This meeting adjourned at 7:50 p.m.
https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_07122021-1233
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