West Cook News

Village of Western Springs Board of Trustees met Oct. 11.

Here are the minutes provided by the board:

President Alice F. Gallagher, Presiding

Call to Order, 7:00 p.m.

Elaine Haeske, Deputy Village Clerk

Board Members Present

Nicole Chen

Alan Fink

James John

Scott Lewis

Heidi Rudolph

James Tyrrell

Others Present

Ellen Baer, Village Manager

Casey Biernacki, Deputy Village Manager

Grace Turi, Director of Finance

Brian Budds, Director of LES

Matthew Supert, Director of Mun Svcs

Jeff Koza, Director of Engineering

Inga Cebelis, Staff Engineer

Aleks Briedis, Dir of Rec

Mike Kelly, Director of Fire & EMS

Michael Jurusik, Village Attorney

CALL TO ORDER

The meeting opened at 7:00 p.m.

The COVID-19 meeting requirements were read by President Gallagher.

PLEDGE OF ALLEGIANCE

President Gallagher led the audience in the pledge of allegiance.

ROLL CALL

Roll call as noted above.

READING OF AGENDA - ADDITIONS - DELETIONS

There were no changes to the agenda.

CITIZEN COMMENTS

There were none.

CONSIDERATION OF AGENDA ITEMS DUMNG THE SPECIAL MEETING AGENDA

1) PROPERTIES AND RECREATION - TRUSTEE CHEN

A) 2022 Budget

Trustee Chen reported that the committee met on October 7, 2021, and reviewed line by line draft versions of the Properties and Recreation portion of the Municipal Services 2022 budget. The committee will also be meeting later this month, on October 19, 2021, to review the Recreation Department's portion of the Properties and Recreation 2022 budget.

B) Right-of-Way (ROW) Sale 4241 Linden

Trustee Chen stated that staff has advised that this possible sale is being reviewed by Village Attorney Jurusik. The committee will be reporting back on that.

C) Tree Trimming, Removal and Planting Update

The committee reviewed a memo from Supt. of Public Works Chris Breakey regarding tree trimming, removal and planting in this past year. Staff hopes to get back on track on that in 2022 for our trees.

D) Recreation Update

It was reported that there were 470 runners in the Tower Trot this year which was held on September 18, 2021. That number was lower than in past years. The Tower Trot is usually held on Memorial Day weekend but due to COVID was moved to September this year.

E) Capital Summary Report

Trustee Chen reported that the clearing of Bemis Woods on Wolf Road is happening on the west side of Wolf Road in preparation for the Wolf Road bike path between Ogden Avenue and the forest preserve, connecting with the bike trail. Additionally, the BNSF is still continuing their work on the West Underpass project.

F) Other

Trustee Tyrrell mentioned that one of the downtown store owners had asked him when the Village would be taking down the planters in the downtown district. Director Supert said demolition may begin this fall or winter on Hillgrove Avenue, east of Lawn Avenue. That is the pilot area for the project work. In spring of 2022, the planting of the pilot area will occur and if that works out successfully, demolition work will occur throughout the rest of the downtown area with planting to follow.

2) PUBLIC WORKS AND WATER - TRUSTEE FINK

A) 2022 Budget

Trustee Fink stated that the Public Works and Water committee met on October 7, 2021 and discussed the budget line by line. A finalized version of that budget will be provided to the committee next month after the Finance Committee completes its review.

B) Central Avenue Phase III Engineering RFQ - Staff Recommendation for Selection

The process for the Central Avenue Phase III Engineering Request for Qualifications (RFQ) is not like the lowest bid process. Since the Village is receiving federal funds for this project. Village staff is required to interview any and all firms interested in working on this job and determining the best firm to do the job. Nine firms expressed interest and that pool was limited down to three firms and then, finally, staff recommended using V3 Companies for Phase III engineering services for this project. An approval resolution authorizing engaging V3 for the project will be included on the October 25, 2021, meeting agenda for consideration of approval.

C) Water Treatment Plant Staircase Replacement Estimates

Staff recognized that the staircase had to be repaired and obtained an estimate to do the work in the amount of $21,000.00. The Village then went out to bid in late August. The Village did not receive any bids for this project by the bid opening date of September 9, 2021. One company said they thought it was too small of a job for them to do. Staff solicited two proposals for this work and recommended moving forward with Futurity 19 of Hinsdale, Illinois for replacement of the staircase in the pipe gallery at the water treatment plant. The total cost of Futurity 19's proposal is $12,500.00. The committee recommended the Board waive the bidding process and use Futurity 19 for this work. This estimate is well below the quote staff received for the work in August. This item will be added to the October 25, 2021, omnibus vote list for consideration of approval.

D) Well No. 5 Landscaping Concepts

Director Supert informed the Board that Nicole Maskooki of SmithGroup was in attendance to present to the Board an overview of landscaping plans and hardscape for Well #5 including site and plant recommendations, and a conceptual cost estimate. The committee heard this presentation last month. The work has been tentatively included in the 2022 budget. The presentation followed. Staff has communicated this preliminary plan with the Western Springs Park District. Trustees Chen and Tyrrell as well as President Gallagher suggested the Western Springs School District be kept in the loop on the project plans to let them know what is going on at the site. Director Supert noted that there is not an irrigation system in the area so hand watering of the plants will be necessary. Planting is anticipated to occur in early spring 2022. The Phase II portion of the design cycle will be before the Board in the November Board meeting cycle working with SmithGroup. Director Supert said it is anticipated that there will be a February 2022 bid letting for early spring planting.

E) Capital Summary Report

Trustee Fink reported that the work on the Spring Rock Park elevated tank began today with the draining of the tank. Work on the inside of the tank will occur this year with the outside work planned for 2022. Village Manager Baer added that there could be a few people in the area of the park that could see a change in water quality. Director Supert added that the elevated tank maintenance project began today. We began draining the tank. It is going to take us that next three days, approximately, to drain the elevated tank and then the contractor should be on-site later this week to begin the interior maintenance work. We are anticipating that work to continue this fall. As we are draining the tank, we did have to isolate certain sections of the water distribution system near 47 Street and near Burlington. What Village Manager Baer is referring to is that because we had to isolate some pipe areas off, nobody is out of water, but occasionally when we do that, the flow of the water in the pipe might change directions especially near Central Avenue, or portions of Old Town South. Often times when that happens, residents might see a discoloration for a day or so because it stirs up some sediment, similar to when we have to do hydrant flushing in town, one might see intermittent discoloration. If any residents do experience that, it should be temporary, just while we are draining this tank for the next day or so, but moving on from there, there should not be any major issues.

President Gallagher asked if we had done any notification for that area. Village Manager Baer said we have; we put information out on our website as well as pushed the information on Facebook. We did that last week as a precursor and then we did it again today. Village Manager Baer added that if people have any concerns, she hopes that they will be able to find out what is happening very quickly. If residents call, we will inform them of what is going on regarding the water and this project. Director Supert said we have not received any calls today and this is more of a pre-cautionary notice more than anything else. We do not anticipate any major issues. Trustee Rudolph said she thought she did see one comment about it so hopefully the poster received information about it. Village Manager Baer said we can check that out.

3) PLANNING AND ZONING - TRUSTEE JOHN

A) 2022 Budget

Trustee John reported that the Planning and Zoning Committee will meet on Thursday, October 14, 2021, at 6:00 p.m. At that time the committee will review the detailed Community Development 2022 budget.

4) PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS

A) Fire Department 2022 Budget

B) Police Department 2022 Budget

Trustee Lewis reported that the Public Health and Safety Committee met on Thursday, October 7, 2021. Most of the committee's time was spent going over preliminary numbers related to the proposed 2022 budgets for the fire and police departments. Trustee Lewis stated that Chief Kelly and Chief Budds walked us through their respective budgets to help us understand why and where resources should be directed next year. Village staff still has a way to go in the budgeting process, but both the fire and police departments seem to have a good handle at this point on what they need financially to effectively serve the Village next year. 

C) Report on Homecoming 2021 Incident and Cancellation - October 2,2021 

Also at the committee meeting, Chief Budds shared information related to the incident at Lyons Township High School South campus over homecoming weekend that involved the illegal possession of firearms on school property. By all accounts, our people did outstanding work. Trustee Lewis congratulated the police department on a job well done and thanked everyone for their diligence that day and for their continuing efforts to keep our village safe.

President Gallagher echoed Trustee Lewis' comments regarding the incident. President Gallagher added that she thinks it is because of the swift, but levelheaded action of our police officers that the situation did not escalate into something much worse, so she added her congratulations and thanked Chief Budds and his entire police force for an outstanding job in very tense and traumatic circumstances.

5) FINANCE - TRUSTEE RUDOLPH

A) Draft 2021 Property Tax Levy

Trustee Rudolph reported that the Finance Committee met on October 4,2021. The Finance Committee looks at the levy every year and we have our first draft of that which includes an increase of 5.95% over the 2020 levy. As a reminder, this is the Village piece of the total tax of about 11%, so we are presenting an approximate 6% increase on the Village's 11% of the total levy, to put that in perspective. The bonds from the 2016 referendum account for abut 3% of this increase. If you recall, those bonds were just issued in August. The levy assumes a 1.4% Consumer Price Index (CPI) increase, which is what is allowable under the Property Tax Extension Limitation Law (PTELL) which limits our property tax extensions, and also a 1.9% new growth increase. You also may recall from past years that the County will reduce that levy if that new growth amount is overestimated, so that gets recalculated and trued up.

B) Capital Maintenance Fee - Water

Trustee Rudolph reported on a recommendation to increase the capital maintenance fee of $7.50 per account, per billing cycle, to $10.00 per account, an increase of $2.50. That is an increase of $15 per year per house. The Village had planned that increase before, we were going to implement that increase last year, but we delayed that so now we are proposing that this increase be implemented as of January 1, 2022. Trustee Rudolph explained that this is what she likes to think of as the top and the bottom infrastructure. We have roadway funding from the referendum for the road reconstruction, but we also want to keep funds available for the bottom, the water infrastructure. This funding helps us to have funds that stay in place so that the top and the bottom can be addressed in a roadway construction project. We want to make sure that we can repair the roads that need to be repaired while also addressing the underneath. Trustee Rudolph said she likes to think of it as the top and the bottom and how we keep that in-synch. That is the proposal for that and, as we all know, too, we are going to have more and more sorts of demands for these sorts of infrastructure improvements. This will be another help for us in the overall funding of those sorts of improvements.

Trustee Chen said she had a question on the capital fee. Trustee Chen added that she is in favor of it, and it sounds like something that was planned ahead of time, but she wondered if there had been enough fee collected to fund those underground improvements of those projects. Trustee Rudolph said that is a great question. It equates to about an extra $67,000.00 per year so this is more about how we are building a continuum over the long-haul. Trustee Chen said this fee is just something for the long term. Trustee Chen asked how we are funding those current projects. Trustee Rudolph said that goes into our overall capital improvements needs planning review and process.

Director Turi added that the capital maintenance fee has been accumulating since 2017 and in the proposed 2022 budget, Director Supert has allocated about a half a million dollars to those projects that he is going plans to use for those projects. Any projects that are funded by the Capital Maintenance Fee is funded by the residents' water rate and we are going to try to evaluate the water rate during the first quarter of 2022 to make sure that there is sufficient fund to cover operations as well as future capital needs. Our concern is that as we have bond monies, we do not have enough to cover the water and sewer infrastructure and that stops us "dead in our tracks" going forward. It is a critical improvement to have the Capital Maintenance Fee in place, but it is not the entire funding source. President Gallagher said that she would like to add that the Board considered this fee for 2021 but because of COVID and the uncertainty and how that would impact both the Village and our residents, it was decided to delay it until this year. C) Finance 2022 Budget Review

Trustee Rudolph reported that the process of departmental budget review has begun as several trustees noted in their committee reports. That process will continue into next week. The Finance Committee will look at all of the budgets combined on November 4, 2021, and all trustees will review same information the week of November 8, 2021. This is a very busy time of year for Village staff. It is a lot of work and Trustee Rudolph appreciates everybody's efforts and the diligent, line-byline review by the committees.

D) Library .02% Building Maintenance Levy

The Library Board requested a levy of .02% for the maintenance, repairs and alterations of the Library buildings and equipment. The Library comes to the Village Board each year, and this is a bit of a perfunctory step that we go through. The building maintenance levy request is .02% of the value of all the taxable property for purposes of maintaining the library. The Library Board has voted on this and comes to the Village Board with that request. This item will be included on the October 25, 2021, omnibus vote list.

E) Budget Transfer/Amendment

Trustee Rudolph presented a request for several budget transfer amendments to the 2021 budget. The first request is to move funds from a part-time salaries and supplies line item to a full-time line item. This is to eliminate a part-time Water Billing Clerk position and change that to an enhanced full-time Fiscal Clerk. For this year, this amendment will have no impact on reserves because this is really just moving around accounts.

With our recent issuance of a Series 2021 B Limited Tax Bond, that requires a tax levy to pay the debt service on that bond. In planning for this, it was determined that the fund balance in the service fund, about $371,000.00, could be used to abate some of the debt payments and, thus, save on interest costs. This is a very prudent idea. Finance is recommending $290,000.00, plus interest, in December 2021 and then to abate a lesser amount of $29,100.00 over the next four years. To execute on this, this requires a budget amendment to move the fund balance.

Staff is also requesting a new full-time position for the water division in the Department of Municipal Services. Currently, the Water Department Superintendent Erin Duffy is responsible for all of the administrative duties, specialty projects coordinating with state and federal agencies, residents and, also, the supervision of three water plant operators. In 2020 and 2021, the Village hired a part-time intern to assist in these types of operations and it proved very successful and provided some very successful relief especially during the peak season. Staff is recommending that the seasonal part-time position be changed or upgraded to a full-time analyst, paid through the Water Fund, and beginning in November. To implement this would require a budget amendment for $17,000.00 to allow for this 2021 hiring. This will provide some greatly needed relief and back-up in the Water Department. President Gallagher said she agreed. The Water Department has such a critical role, and it is important to build up that redundancy.

6) GENERAL GOVERNMENT - TRUSTEE TYRRELL

A) 2022 Budget

Trustee Tyrrell reported that the General Government Committee discussed their budget in detail on October 6, 2021. Trustee Tyrrell said that Village staff did a really nice job covering, line by line, what they wanted to tell us and answering questions from the committee including as Trustee Rudolph just mentioned, the new position in the Water Department. This position will also be a good asset in case of succession and for back-up coverage to the Superintendent. Staff was very thorough, and the committee had a lot of questions, which we spent a lot of time discussing.

B) Illinois Department of Transportation (IDOT) Traffic Signal Intergovernmental Agreement

Trustee Tyrrell presented an intergovernmental agreement between IDOT and the Village regarding traffic signals. There are six traffic signals on state highways going through Western Springs with several on 47 Street, one on Wolf Road, and on Ogden. We have an agreement with IDOT right now that the Village pays for the energy costs of the traffic signals but then we are reimbursed. IDOT is responsible for maintaining the signals. There is a lot that goes into running these things. We have an agreement with IDOT that has been in place for the last ten years and it needs to be re-upped. It is somewhat perfunctory, but we have to do it. The agreement will be on the October 25, 2021, omnibus vote list for consideration of approval. The committee reviewed this agreement and Attorney Jurusik was very thorough in explaining why we should enter into it.

C) 2022 Board Meeting Schedule

Trustee Tyrrell presented the 2022 public meeting schedule which the Village is required to publish each year pursuant to the Open Meetings Act. With no objection from the Board, the resolution providing for approval of the public meeting notice was added to the omnibus vote list on October 25, 2021. Trustee Tyrrell said the schedule calls for meetings twice a month and once in August. The schedule is going to be published so that everyone can plan accordingly. Trustee Tyrrell noted that the Board has had great attendance. President Gallagher said we are continuing with the schedule of second and fourth Monday except for budget season in December.

REPORTS

1) VILLAGE PRESIDENT GALLAGHER

President Gallagher reported that she popped into the firehouse open house last Monday and it was so nice to see so many families there enjoying and learning about the equipment. It is especially a great opportunity for our youngest residents to learn about the Fire Department and to learn about fire safety. President Gallagher would like to thank Chief Kelly for once again opening up the fire station so that we have that opportunity to educate our residents about how important it is to have good practices regarding fire.

2) VILLAGE MANAGER BAER

Village Manager Baer mentioned that trick-or-treating is coming and in coordination with LaGrange, LaGrange Park and Countryside, the LTACC member communities, we will all be recommending that the Halloween trick-or-treat hours will be 3-8 p.m. this year. Halloween is on Sunday, October 31. We would also like to remind residents to use extra caution and be aware of children crossing streets that evening. Being a Sunday, it will be a very busy day. 

Leaf collection, the Village's annual leaf collection program, begins on October 18. Residents should receive an orange postcard in the mail with additional details and instructions. As a reminder, only leaves may be raked into the gutter. Do not put leaves in the street before Friday, October 15, and please avoid parking on the streets from 6 a.m. until 3:30 p.m. on pick-up days. More information about the leaf pick-up program is available on the Village website.

Village Manager Baer reminded residents that with heavy rains during this time of year, we appreciate if residents can adopt the storm drains in front of their homes and neighbor's homes, it is difficult with a limited staff for Public Works employees to clear all the clogged storm drains in a timely manner, especially when rainfall is intense. Removing leaves and other debris from the gutters and drains prior to a storm helps to reduce street and yard flooding. 

Village Manager Baer thanked the Board for their work on the 2022 budget. The committee members have been helping staff to refine the budget. The Board's policy guidance in invaluable as we continue to prioritize projects and make difficult funding decisions for the upcoming fiscal year. As you know, not every worthy project can be advanced. Director Turi has been working diligently through both our revenues and expenditures and, as Trustee Rudolph indicated, we have final committee meetings scheduled to take place this week and next.

3) Lastly, Village Manager Baer asked Director Supert to provide the Board and residents with a Well #5 update. Director Supert stated that the Village received our IEPA approval back toward the end of the summer. Well #5 can go to distribution in terms of our emergency use but we are working through this fall to bring it to the water treatment plant. Earlier this fall, the Board approved the installation of the water meter at the well. We were hoping to have that already but due to, basically, a skilled labor shortage, we have not started that work yet. We are about two weeks behind schedule on that. That work is scheduled to begin this week. We are anticipating that work will be taking place over the next week or two and then the electrical contractor. Volt Electric, will also be onsite by the end of this month to calibrate the meter and make sure it is measuring the water that goes through it properly and then getting through to the water treatment plant. There are essentially three milestones that we are looking for the completion of the plant through the reverse osmosis treatment process. The first part, that Director Supert just spoke of, is the meter, milestone number one. The second milestone is integrating the SCADA system. Right now, we can operate the well manually for emergency purposes but once we have the meter in place, that will allow us to tie it into our SCADA system which is our automation process for running it through the plant. That is a relatively quick process but there is some testing once that is done. We cannot get that scheduled until the meter is installed, so we do not have an exact date on when that process will happen, but we are anticipating early to mid-November for that. The third milestone is the actual testing and bringing it through the reverse osmosis system. That will be a multi-day process, bringing it through the various stages of the actual treatment equipment inside the plant. We anticipate that we will need to have Concentric Integration, our SCADA system engineer, as well as Water Well Solutions onsite during that testing. We will have some more information in the coming weeks on what we anticipate for that actual onsite testing procedure.

President Gallagher asked what the date is for full on-board of Well #5. Director Supert said unfortunately he cannot give the Board a date, but staff will keep on top of this with Board updates as we get the certain milestones done. Because of these labor shortages we are dealing with right now and some of the scheduling issues of the other contractors, he unfortunately cannot give a specific date.

VILLAGE ATTORNEY JURUSIK

No report.

OTHER

There was none.

ADJOURN

MOTION:

Trustee Tyrrell moved, seconded by Chen, to adjourn this Special Board meeting.

The motion passed on a unanimous voice vote.

This meeting adjourned at 7:43 p.m.

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