Village of Western Springs President and Board of Trustees met Nov. 7.
Here are the minutes provided by the board:
Call to Order, 7:00 p.m.
Village Clerk Edward Tymick
Board Members Present
Nicole Chen
Alan Fink
James John
Scott Lewis
Heidi Rudolph
James Tyrrell
Electronic Attendance: None.
Ellen Baer, Village Manager
Casey Biernacki, Deputy Village Manager
Matt Supert, Director of Mun Svcs
John Mastandona, Director of Finance
Mike Kelly, Director of Fire & EMS
Jeff Koza, Director of Engineering
Tony Budzikowski, Director of CD
Aleks Briedis, Director of Rec Deputy
Village Clerk Haeske
Asst. to Vlg Mg. Chavez
Michael Jurusik, Village Attorney
CALL TO ORDER
The meeting opened at 7:00 p.m.
PLEDGE OF ALLEGIANCE
President Gallagher led the audience in the Pledge of Allegiance.
ROLL CALL
Roll call as noted above.
CITIZEN COMMENTS
There were none.
CONSIDERATION OF AGENDA ITEMS DURING THE WORKSHOP PORTION OF THE COMBINED MEETING
1) PROPERTIES & RECREATION - TRUSTEE CHEN
A) Illinois Association of Park Districts (IAPD) Annual Business Meeting Credentials
Trustee Chen shared a brief update and recommendations from the November 1, 2022, Properties & Recreation Committee meeting. The first is a housekeeping item. The committee recommended designating the recommended delegates and alternates from Director Briedis.
Resolution Authorizing and Approving Updated Fee Schedules for The Recreation Department Activities and Programs (Updated Fee Schedules Effective on January 1, 2023)
The committee reviewed and recommended an updated fee schedule be approved on omnibus on November 21, 2022, for the Recreation Department activities and programs. The updated fee schedule will be effective January 1, 2023. President Gallagher asked if we were back to pre-COVID levels with attendance at classes. Director Briedis said we have exceeded our pre-COVID numbers. The biggest problem we have no is finding space to have more programs. President Gallagher said that is a good program to have.
Historic Tower Stairs Design Build Request
The committee discussed the interior stairs and the recommended improvements to the stairs at the historic Water Tower. The improvement would level the walking surface of the stairs. At we have seen with other projects at the historical Water Tower, work on historic structures is expensive and $100,000 was budgeted for the rehabilitation of these stairs this year. A design/build process is recommended by staff and the committee agreed with this recommendation.
PUBLIC WORKS AND WATER- TRUSTEE FINK
2023 Asphalt Resurfacing Motor Fuel Tax (MFT) Resolutions
Trustee Fink said that the Village presents these resolutions for consideration of approval each year for asphalt resurfacing. This allows the Village to use the Motor Fuel Tax and Rebuild Illinois (RBI) funds for asphalt replacement in 2023. As the Board learned at the last Board meeting, the 2023 Asphalt Resurfacing Program will include:
Lawn Avenue, 47th Street to 48th Street - RBI & MFT
Grand Avenue, 47th Street to 49th Street - MFT
Hillgrove Avenue, Prospect Avenue to the Public Works Yard Entrance - Tollway Funding
Village wide asphalt pavement patching ("Skip Patching") - MFT
The committee reviewed this request at their meeting on November 1, 2022, and recommended approval on omnibus on November 21, 2022.
Trustee Tyrrell asked when the work would be done on Hillgrove Avenue, whether it would be before the pool opened for the summer season. Director of Engineering Koza said hopefully in the spring if this is possible. Staff will investigate the possibility of completing that work before the pool opens over Memorial Day weekend. Springdale Park Detention - Sewer Routing
Trustee Fink said that the Board has been discussing Springdale flooding over the past year and one of the ideas was to take the water from the southern part of Springdale and routing it to Springdale Park. Christopher Burke Engineering has been working on those plans and they are coming up with two different routes that they could use to get the water from Franklin to the park. One route was along Howard, and one was along Frankiin. Both routes would alleviate the same amount of flooding, but the Public Works & Water Committee is recommending the Howard Avenue route as it is a little less expensive at a cost of $5,268,000 compared to the $5,600,000 for Howard Avenue. The other part about this is that this road needs to be rebuilt so the pavement would most likely be resurfaced upon project completion so the project would improve the pavement condition on Howard once completed.
Metropolitan Water Reclamation District (MWRD) Stormwater Partnership Grant
The Metropolitan Water Reclamation District is accepting applications for the Stormwater Partnership Program. The grant program provides funds for studies as well as construction projects. The Village has submitted four pre-applications for the program. The goal with this is to let the MWRD look at the project and provide feedback to the Village. We will likely not receive funding for all four projects, but we are hopeful that we will receive a couple. The projects are:
Springdale Park Detention Stormwater Improvements - Construction Funding Request
Ridgewood Drive Inlet Modifications and Outfall Construction -
Construction Funding Request
Ridgewood Park/5600 Wolf Road Medical Officers Stormwater Storage - Conceptual Study
Unincorporated Areas east of Wolf Road (LaGrange Highlands) Stormwater Storage - Conceptual Study
Trustee Fink said that not all would receive funding but hopefully this would start
a discussion with MWRD about our stormwater problems. Director Koza said that we have heard that for construction grants the dollars are in the amount of $500,000 to $1,000,000. The concept studies vary on cost, but he would imagine that those would be less than $100,000 each. They will not fund an entire project; they like to spread the money around and it is highly likely they would pay a portion of a project and that is how staff came up with that estimate of $500,000 to $1,000,000 per construction project.
Spring Rock Park Watermain
Trustee Fink noted that we discussed this project at our last meeting. The project went to bid at the end of October, and we are hoping that by our next meeting, we will have the bid results in and a recommendation of award of bid for the Board to act on at the November 21, 2022, Board meeting. Staff hopes to bring a recommendation of award of bid as well as a Phase III engineering proposal from Christopher B. Burke Engineering for construction management services for the project. It would also include survey work for the new public easement for the watermain and the sewer. So, two things will be coming for the next meeting.
PLANNING AND ZONING - TRUSTEE JOHN
No report.
PUBLIC HEALTH AND SAFETY - TRUSTEE LEWIS
Request for Proposal - Contract Firefighter/Paramedics
Trustee Lewis reported that staff has issued a request for proposal related to our paramedic service. We have been with the same vendors for quite some time, and we are very happy with them, but it is a rather expensive item and we thought it would be prudent to test the market to see what is out there. Responses are due back by November 18, 2022.
Retirement of Assistant Chief Chuck Lichtenauer
Trustee Lewis reported that Assistant Chief Chuck Lichtenauer is planning to retire later this month. He has been with the department for 22 years. He is very well known in the community and has done many programs at the area schools, so a lot of the young people know him very well. President Gallagher said we will miss him.
FINANCE - TRUSTEE RUDOLPH
A) 2023 Budget/2022 Property Tax Levy
Trustee Rudolph stated that the proposed 2023 draft budget has been distributed. While the Board will not be reviewing the budget this evening, Trustee Rudolph encouraged the Board to review the budget and contact staff with any questions.
Each of the committees have reviewed their respective budgets but she encouraged all the trustees to review the entire budget. The Finance Committee reviewed the fund balances and revenue line items at their last meeting. The committee will be reviewing the 2023 budget in the entirety at their next meeting.
The proposed draft budget is available online on the Village website on the Finance page and there is also a hard copy available at Village Hall and at the Thomas Ford Memorial Library for our residents or anybody who is interested in that information. Interested parties may also contact Village Hall and we can provide that information. With our ongoing commitment to transparency, this information is always available to our residents.
The Board received the first draft of the 2022 Property Tax Levy. The Finance Committee reviewed staff's proposed levy and due to the recent availability of the 2021 agency reports from the County the number presented tonight is slightly lower than the proposed levy number discussed by the Finance Committee on November 3, 2022. The Finance Committee recommended that the Board approve a levy in the amount of $10,166,977 which is allocated as $8,302,999 to the Village and $1,863,978 to the Thomas Ford Memorial Library, which has no authority to levy a property tax. The Village's total levy is 5.46% higher than the 2021 levy. That increase is attainable at the 2022 allowable increase per the Property Tax Extension Law Limit (PTELL) which is determined by the Department of Revenue's calculations of 5%. The Village projects to capture the remaining .46% from the new growth. Per PTELL, any increase which is not supported by new growth, overestimated, gets reduced by the County. As a non- home rule community, we must comply with the PTELL which specifies that the increases are to be the lesser of 5% or the CPI. The CPI for 2021 is 7%. This is a significant change than what we have seen in past years. The levy amount may be changed as new budgeting information becomes available.
Budget Amendments and Transfers
The Finance Committee reviewed a few budget amendments and transfers at their committee meeting on November 3, 2022. The first one is an amendment for $116,399.84 of separation benefits. These are accrued vacation payouts due to the recent retirements and resignations and those are required by law. The next one is $20,000.00 which is an amendment to the part-time other training expenses. This is due to more recruits for the paid-on-call trainees which consisted of 18 new members. A budget amendment in the amount of $39,198.00 is required to the software line item to upgrade our software. This is for our 2023 budget, but we need to enter the contract now to prevent any delays in 2023. The final item is a transfer to the General Fund to professional services from full-time salaries. This is for our Interim Director of Law Enforcement Services that we will learn about later this evening.
Stormwater Utility Fee Update
Trustee Rudolph provided an update on the stormwater utility fee. Consistent with the Board's strategic planning process, Trustee Rudolph reported back in July that we are pursuing a variety of innovative funding mechanisms to address aging infrastructure needs. As reported at that time, staff would pursue Phase II of the stormwater utility fee study. On November 3, 2022, the Finance Committee reviewed multiple funding mechanisms related to this new stormwater utility (SWU) fee. The SWU fee model represents an equitable method of allocating the cost of improvements and maintenance of the stormwater management system by assessing a higher fee on those property that place a greater demand on the system. Under this model, all property owners will be assessed a SWU fee based on their property's impact to the Village's stormwater system. A property's impact is calculated based on the amount of impervious surface area on the property. The recommended fee structure will be divided into three tiers for residential properties, with a majority of properties falling into the middle tier, at a rate of $17.50 per month. There is also a proposed credit system that can reduce utility fees for those who reduce the amount of impervious surface on their property. Trustee Rudolph emphasized the critical need for infrastructure funding, and that this is not an unusual approach - several other communities have implemented similar SWU fees. If approved, SWU fees will be applied to the water/sewer bills in the early part of 2023. For more information, visit the Village's website or see this month's issue of Tower Topics, which should be delivered this week.
Director Mastandona explained that an alternate revenue bond is a pledge of a revenue source to be sued to pay-off the debt service of that bond. The Village could still place a referendum question on the ballot for a general obligation bond and pledge that. The Village may get lower interest on a general obligation bond than an alternate revenue bond, but the recommendation now is to start off the project with the alternate revenue bond approach and use the fee to pay down the debt service. The alternate revenue bond must be supported by the fee. Discussion followed.
GENERAL GOVERNMENT TRUSTEE TYRRELL REPORTS
First Addendum to Employment Agreement for Village Manager Ellen J. Baer
Trustee Tyrrell reported on an addendum to the Village Manager's employment contract. The addendum will be on the November 21, 2022, omnibus vote list for consideration of approval. Trustee Tyrrell noted that the committee discussed the proposed 2023 administrative budget in detail at their meeting on November 3, 2022.
VILLAGE PRESIDENT GALLAGHER
Village President Gallagher noted the retirement of Police Chief Brian Budds, who retired from service to Western Springs last week. Former Chief Budds was with the department for more than 25 years. We wish him well in his future endeavors.
VILLAGE MANAGER BAER
Village Manager Baer reported that last weekend's pumpkin costing event was a huge success. This year's event welcomed 172 cars and composted 1,260 pumpkins. A big thank you to the volunteers from First Congregational Church Green Team, St. John of the Cross Parish School, and Village staff, who efforts helped successfully divert so many pumpkins from landfills. Manager Baer also noted that the Village's popular leaf collection program will continue through the end of November. Ms. Baer added that another popular initiative, the annual holiday light recycling program, is currently underway. More information on this item can be found on the Village's website.
VILLAGE ATTORNEY JURUSIK
No report.
RECESS TO CLOSED Meeting for The Purpose of Discussion Of:
1. The Setting of a Price for Sale or Lease of Property Owned by the Village (5 ILCS 120/2(c)(6)); and
2. The Appointment, Employment, Compensation, Discipline, Performance or Dismissal of a Specific Employee of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint. (5 ILCS 120/2(c)(1)).
MOTION:
Trustee Tyrrell moved, seconded by Chen, to Recess to Closed Meeting for the Purpose of Discussion of:
1. The Setting of a Price for Sale or Lease of Property Owned by the Village (5 ILCS 120/2(c)(6)); and
2. The Appointment, Employment, Compensation, Discipline, Performance or Dismissal of a Specific Employee of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint. (5 ILCS 120/2(c)(1)).
The motion passed on a roll call vote.
Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell. Voting nay: None.
The Board recessed at 7:48 p.m.
RECONVENE AND CONSIDERATION OF ACTION DURING THE SPECIAL MEETING PORTION OF THE AGENDA
The Board reconvened at 8:29 p.m. Clerk Tymick ascertained that all Board members were still present.
President Gallagher reported that the Board of Trustees had recessed to closed meeting to discuss the potential sale of excess right-of-way property and the hiring of an Interim Director of Law Enforcement Services. The Board will now consider the approval of an agreement with the Illinois Association of Chiefs of Police for the Employment of an Interim Director of Law Enforcement Services and the appointment of Terry Mee as Interim Director of Law Enforcement Services and Authorizing and Approving the Execution of an Agreement for Employment of Terry Mee as Interim Director of Law Enforcement Services.
1) RESOLUTION NO. 22-2701
APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF WESTERN SPRINGS AND ILLINOIS ASSOCIATION OF CHIEFS OF POLICE FOR THE EMPLOYMENT OF AN INTERIM DIRECTOR OF LAW ENFORCEMENT SERVICES (Trustee Tyrrell)
MOTION:
Trustee Tyrrell moved, seconded by Chen, to approve Resolution No. 22-2701 Approving and Authorizing the Execution of an Agreement by and between the Village of Western Springs and Illinois Association of Chiefs of police for the Employment of an Interim Director of Law Enforcement Services.
The motion passed on a roll call vote.
Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell. Voting nay: None.
2) RESOLUTION NO. 22-2702
APPROVING AND AUTHORIZING THE APPOINTMENT OF (NAME) AS INTERIM DIRECTOR OF LAW ENFORCEMENT SERVICES, AND AUTHORIZING AND APPROVING THE EXECUTION OF AN AGREEMENT FOR EMPLOYMENT OF (NAME) AS INTERIM DIRECTOR OF LAW ENFORCEMENT SERVICES (Trustee Tyrrell)
MOTION:
Trustee Tyrrell moved, seconded by Rudolph, to approve Resolution No. 22-2702 Approving and Authorizing the Appointment of Terry Mee as Interim Director of Law Enforcement Services and Authorizing and Approving the Execution of an Agreement for Employment of Terry Mee as Interim Director of Law Enforcement Services.
The motion passed on a roll call vote.
Voting aye: Trustees Chen, Fink, John, Lewis, Rudolph, and Tyrrell. Voting nay: None.
ADJOURN
Trustee Tyrrell moved, seconded by Rudolph, to adjourn the Board meeting. The motion passed on a unanimous voice vote.
The meeting adjourned at 8:31 p.m.
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