West Cook News

Village of Western Springs President and Board of Trustees met Aug. 19

Here are the minutes provided by the board:

President Heidi Rudolph, Presiding

Call to Order: 7:00 pm

Casey Biernacki, Deputy Village Manager

Board Members Present

Amy Avakian

Nicole Chen

Alan Fink

Scot Lewis

Philip Nawrocki

James Tyrrell

Absent: Village Clerk Ed Tymick

Electronic Atendance: None

Staff Present

Ellen Baer, Village Manager

Casey Biernacki, Deputy Village Manager

John Mastandona, Director of Finance

Sean Gilhooley, Director of LES

Jeff Koza, Director of Engineering

Mike Kelly, Director of Fire & EMS

Aleks Briedis, Director of Recreation

Daisy Chavez, Asst. to Village Manager

Jill Izzo, Deputy Village Clerk

Also Present

Michael Jurusik, Village Atorney

CALL TO ORDER

The meeting opened at 7:00 pm.

PLEDGE OF ALLEGIANCE

President Rudolph led the audience in the Pledge of Allegiance

ROLL CALL

Roll call as noted above.

CITIZEN COMMENTS

None.

APPOINTMENTS AND REAPPOINTMENTS (President Rudolph)

President Rudolph read the list of approved re-appointments and one new appointment as follows:

A) Re-Appointment of Michele Johann as member of the Plan Commission for a 3-year term to expire on August 19, 2027.

B) Re-Appointment of Peter Hanson as member of the Plan Commission for a 3-year term to expire on August 19, 2027.

C) Re-Appointment of Irene Combs as Chair of the Economic Development Commission for a 3-year term to expire on August 19, 2027.

D) Re-Appointment of Marcia Buell as Chair of the Board of Fire and Police Commission for a 3-year term to expire on September 24, 2027.

E) Re-Appointment of Janet Dahl as member of the Board of Fire and Police Commission for a 3-year term to expire on September 24, 2027.

F) Re-Appointment of James Maragos as member of the Board of Fire and Police Commission for a 3-year term to expire on September 24, 2027.

G) Re-Appointment of Lee Fry as member of the Board of Zoning Appeals for a 5-year term to expire on August 19, 2029.

H) Re-Appointment of Mitch Johnson as member of the Board of Zoning Appeals for a 3-year term to expire 5-year term to expire on August 19, 2029.

I) Re-Appointment of Michael Vespa as member of the Board of Zoning Appeals for a 5-year term to expire on August 19, 2029.

J) Re-Appointment of Erica Lord as member of the Transportation and Safety Commission for a 3-year term to expire on August 19, 2027.

K) Appointment of Jill Izzo as Deputy Village Clerk (Recommendation by Clerk Tymick)

OLD BUSINESS

There was none.

CONSIDERATION OF AGENDA ITEMS DURING THE WORKSHOP PORTION OF THE COMBINED

MEETING:

1. Finance (Trustee Chen)

Burlington Ave. Watermain and Streetscape Improvement Project: Downtown South TIF Expenditure and Budget Amendment

Trustee Chen reported that the Finance Commitee previously reviewed the Budget Amendment and requested use of TIF Funds for the Downtown South Burlington Ave. Watermain and Streetscape project. The Finance Commitee recommends the authorization of the use of the TIF Funds and Budget Amendment in the amount of $1,611,993.

Grand Ave. Gymnasium Improvement Project

Trustee Chen reported that the Recreation Department is requesting a Budget Amendment for the Grand Ave. Gymnasium Project and will obtain additional funding from the Recreation Department fund balance. The project was budgeted in 2023 however, the project was put on hold when the PARC Grant was announced and the scope of the project was expanded. Ultimately, the Village was not awarded the PARC Grant and therefore the project was returned to its original scope. Trustee Chen reported that the Finance Commitee has reviewed and recommends the approval of the Budget Amendment in the amount of $179,594.

Recreation Center Playground Surfacing Project

Trustee Chen reported that the Recreaton Department is requesting a budget amendment in the amount of $101,740 for the Recreation Center Playground and Surfacing project to funded by the Recreation Center Fund balance. This project was originally budgeted for $20,000 in 2024 but the scope of the project was expanded to include all existing surfacing including the area that contains woodchips.

Trustee Chen reported that funding the Grand Ave Gym Improvements Project and the Playground Recreation Surfacing project from the Recreation Department reserves would result in a reserve balance of $937,772, well within policy guidelines. This item was forwarded without a recommendation from the Finance Commitee pending additional questions researched by Director Briedis regarding the poured-in-place surface.

2. General Government (Trustee Tyrrell)

Harvest Fest Request for Special Events Liquor License and Temporary Use Permit Trustee Tyrrell conveyed that the Park District/WSBA have submited requests for a temporary use permit and special event liquor license, class “I”, for beer, wine and hard seltzer for Harvest Fest on September 7, 2024 at Spring Rock Park. Trustee Tyrrell indicated the Village Board previously authorized the application with conditions and the Park District has complied with all the conditions per the Village’s requirements. There was no objection from the Board to include the ordinance in tonight’s omnibus vote.

3. Planning and Zoning Monthly Report (Trustee Nawrocki)

No report.

4. Properties and Recreation (Trustee Avakian) 

Grand Ave. Gymnasium Improvements Project

Trustee Avakian requested approval of the proposal from the Gordian Group and ALFA Chicago through the Equalis Group Illinois JOC Program for the Grand Ave. Gymnasium Improvements project in the amount of $179,594. The scope of work has been previously discussed with the Board and the Properties and Recreation Commitee recommends the approval of Resolution No. 24-2082.

Recreation Center Playground Surfacing Project

Trustee Avakian stated the Recreation Department is requesting consideration of the contract for the Playground Resurfacing project previously discussed by Trustee Chen. Trustee Avakian said there were questions regarding the difference between using woodchips v. the poured-in-place materials. It was decided that poured-in-place rubber surfacing was favorable as it will last longer and cost about the same when considering that the woodchips need to be replaced on a regular basis. Trustee Avakian further discussed the proposed budget amendment for this project which was budgeted in 2023.

Door Access System Project

Trustee Avakian stated the Village previously requested proposals for door access control systems to provide enhanced security for all municipal buildings. The Village received 8 responses and staff did an in-depth interview with the lowest bidder, PCTechC2U and is recommending the system proposed by PCTech2U. The cost of the project would be $151,000 and was budgeted for 2024. We are waiting on confirmation from the Illinois Commerce and Economic Development department for the status on grant funds which could total up to $145,000 covering a significant portion of the total cost.

5. Public Health and Safety (Trustee Lewis)

Parking Restrictions on 4900 and 5000 Block of Fair Elms Ave. and 3900 Block of Linden Ave.

Trustee Lewis conveyed that the Transportation and Safety Commission and the Public Health and Safety Commitee reviewed proposals for parking restrictions at their July 15, 2024 meeting and is requesting approval from the Village Board on proposed restrictions on both Fair Elms and Linden Ave.

Fair Elms: The traffic congestion caused by vehicles parking on both sides of Fair Elms Ave. restricts the roadway making two-way traffic difficult or impossible and also making it difficult for residents to pull out of their driveways. As a solution, the Traffic and Safety Commission and the Public Health and Safety Commitee recommending eliminating parking as outlined in Public Health and Safety Memorandum.

Linden Ave.: The traffic congestion caused by parking on both sides of the Linden Ave., which is primarily due to residents parked to play pickleball at the Northeast park, restricts the roadway making two-way traffic difficult or impossible and also making it difficult for residents to pull out of their driveways. As a solution, the Traffic and Safety Commission and  the Public Health and Safety Commitee recommending eliminating parking as outlined in

Public Health and Safety Memorandum.

Chief Gilhooley commented that the Transportation and Safety Commission was well attended by residents regarding both the Fair Elms and Linden Ave. parking restrictions. Further Chief Gilhooley stated the 60% of the residents signed a waiver regarding the acceptance of the parking restrictions, which included all of the residents in the affected properties adjacent to the area of the proposed parking restrictions.

Safe Routes to School Grant

Trustee Lewis recommends the resolution to accept the Safe Routes to School Grant in order to complete a Village wide travel plan identifying safe walking and biking routes to each school.

2023 Police Department Annual Report

Trustee Lewis advised that Chief Gilhooley presented the 2023 Police Department Annual Report at the last Public Health and Safety Commitee meeting. Chief Gilhooley then presented a summary of what is contained the 2023 report.

6. Public Works and Water (Trustee Fink)

Trustee Fink provided an overview of the Burlington Avenue Watermain and Streetscape Improvement Project. The Public Works and Water Commitee recommends approving the contract with the lowest bidder, H. Linden and Sons Sewer and Water, Inc. The scope of the project has grown as the project needs to be completed before the street are repaved. Funding for the project will include the use of TIF funds and borrowing $767,000 from the Water and Sewer Capital Fund with a plan to repay in 5 years.

Further, the Committee recommends the approval of the contract with V3 Construction to providing engineering guidance for an amount not to exceed $123,643.

Village Engineer Jeff Koza indicated the project should begin in early September and be completed before Thanksgiving. Jeff further indicted there will be an open house prior to the start of the project to further communicate with businesses regarding timelines and any impact the project may have on an individual business.

EXPLANATION OF OMNIBUS VOTING PROCEDURE

President Rudolph stated the Illinois State Statues allow a municipality to collectively vote on a group of ordinances, resolutions, and other motions, such as awards of contracts, appointments, etc. This is known as an omnibus vote. All the items in the omnibus vote list have been previously discussed by the President and Board of Trustees on at least once occasion, and often on several occasions. By placing them on the omnibus vote list, a single vote may be taken to approve them. A Trustee may remove any item form the list and have it discussed and voted on separately, prior to the omnibus vote.

There were no changes to the omnibus vote list.

CONSIDERATION OF AN OMNIBUS VOTE:

Trustee Tyrrell moved that the following ordinances, resolutions and motions as contained on the meeting agenda for August 19, 2024, be adopted and/or approved under and omnibus vote.

Trustee Tyrrell read the omnibus in its entirety and motioned it be approved.

Trustee Chen seconded the motion.

The motion passed on a roll call vote.

Voting Aye: Trustees Avakian, Chen, Fink, Lewis, Nawrocki, Tyrrell and President Rudolph

Voting Nay: None

Absent: None

NEW BUSINESS:

1. Trustee Chen recommended Ordinance No. 24-3211 approving a budget amendment and transfer of $10,000 to the fiscal year 2024 operating budget in the Recreation fund for the cost of the Recreation Center playground resurfacing project.

Trustee Avakian seconded the motion.

The motion passed on a roll call vote.

Voting Aye: Trustees Avakian, Chen, Fink, Lewis, Nawrocki, Tyrrell and President Rudolph

Voting Nay: None

Absent: None

2. Trustee Avakian recommended Resolution 24-2826 waiving the competitive bid process and authorizing the approval and execution of a contract with Gordian Group and ALFA Chicago, Inc. and authorizing the expenditure of Village funds in the amount of $121,740 for the Recreation Center playground resurfacing project.

Trustee Chen seconded the motion.

The motion passed on a roll call vote.

Voting Aye: Trustees Avakian, Chen, Fink, Lewis, Nawrocki, Tyrrell and President Rudolph

Voting Nay: None

Absent: None

MONTHLY COMMITTEE REPORTS

1. Monthly Financial Report (Trustee Chen) 

Trustee Chen reported on the June and July 2024 Monthly Financial Reports which included a cash and investment summary, activity in the general fund and reporting a decrease in water consumption when comparing March – May water reports for 2023 and 2024.

Trustee Chen moved and Trustee Avakian seconded the motion to accept the June and July 2024 financial reports as presented.

The motion passed on roll call vote.

Voting Aye: Trustees Avakian, Chen, Fink, Lewis, Nawrocki, Tyrrell and President Rudolph

Voting Nay: None

Absent: None.

2. Village President’s Report (President Rudolph)

No report.

3. Village Manager’s Report (Manager Baer)

Village Manager Baer indicated there will be technology updates in the Board Room between now and the next Board Meeting. These updates will include replacing iPads and other visual and audio improvements to favorably impact both the Board and the audience.

Manager Baer stated Information regarding branch pick-up following the August 16, 2024  storm can be found on the Village website. Manager Baer also mentioned that recreation registration is open for the Fall. Manager Baer talked about the event, Leaping for Lucy, hosted in coordination with the French Market taking place on August 28, 2024.

4. Village Attorney’s Report (Atorney Jurusik)

No report.

RECESS TO CLOSED MEETING

Trustee Tyrrell brought a motion to adjourn and recess to a Closed Session 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 as outlined in 5 ILCS 120/2(c)(1).

Trustee Avakian seconded this motion.

The motion passed on a roll call vote.

Voting Aye: Trustees Avakian, Chen, Fink, Lewis, Nawrocki, Tyrrell and President Rudolph

Voting Nay: None

Absent: None.

ADJOURN

The Combined Workshop and Special Meeting adjourned at 8:02 pm. 

https://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_08192024-1681