Monday, February 27, 2017

Transcription

1 MINUTES OF THE REGULAR MEETING OF THE VILLAGE OF WESTERN SPRINGS PRESIDENT AND BOARD OF TRUSTEES Monday, February 27, 2017 President William T Rodeghier, Presiding Call to Order, 7:00 p.m. Jeanine M. Jasica, Village Clerk Board Members Present Berry Allen Suzanne Glowiak Sheila Hansen James Horvath Edward Tymick Absent: Alice Gallagher Others Present Ingrid Velkme, Deputy Village Manager Grace Turi, Director of Finance Brian Budds, Director of LES Matthew Supert, Director Mun Svcs. Tracy Alden, Director of Recreation Patrick Keru'iy, Director Fire & EMS Martin Scott, Director of CD Michael Jurusik, Village Attorney Jeff Ziegler, Village Engineer CALL TO ORDER The meeting was called to order at 7:00 p.m. PLEDGE OF ALLEGIANCE President Rodeghier led the audience in the Pledge of Allegiance. ROLL CALL As noted above. Electronic attendance at meeting: None. READING OF AGENDA - ADDITIONS - DELETIONS There were no changes to the agenda. 1

2 CITIZEN COMMENTS Jack Hagan of Commonwealth asked the Board for an update on the Tollway's plan to improve the toll road and the impact on Village residents. President Rodeghier stated that he had met with the Illinois Tollway Chairman Robert Schillerstrom in the fall of President Rodeghier asked Manager Higgins to provide an update on the Village's meetings with the Illinois Tollway regarding their Central Tri-State Master Plan. Manager Higgins provided an update based on preliminary discussions and stated that the Village of Western Springs provided the Tollway with a very detailed list of concerns regarding the project. The Illinois Tollway Master Plan recommendation has not been finalized. The Village anticipates receiving the preliminary Illinois Tollway Master Plan recommendation which will be presented to the Tollway Board of Directors in the next few months. Discussions with the Tollway are ongoing and the Village will continue to provide guidance and information to the Tollway in the planning process. Hinsdale held a community meeting this evening which appears to be political as there will a contested election for Village President in Hinsdale this spring. Manager Higgins said staff will be in touch with the Western Springs community. Casey Fraher, who resides on the 46th & Johnson Avenue block, thanked staff and the Board for their work and asked if the recent water main breaks, which impacted their block, were related to the damage caused to the sewer at 4500 Johnson due to concrete, or a material similar to concrete, which someone poured into the sewer. Director Supert said the sewer collapse incident was not related to the water main breaks. Director Supert said the foreign material was removed from the sewer and the sewer was repaired. Manager Higgins said the roadway area on Johson Avenue has not gotten any better with all this sewer work. Director Supert said staff will be completing the roadway pavement condition indexing soon which will help determine and prioritize Village roadway improvement projects. Other work may occur on Johnson in the future which would likely be resurfacing or reconstruction based on the indexing results. REPORTS OTHER 1) 2017 ARBOR DAY PROCLAMATION President Rodeghier read the 2017 Arbor Day Proclamation: WHEREAS, in 18 72, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and WHEREAS, Arbor Day is now observed throughout the nation and the world, and 2

3 WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and WHEREAS, trees in our city increase property values, en?hance the economic vitality of business areas, and beautify our community; and WHEREAS, the Village of Western Springs has been recognized as a Tree City USA by The National Arbor Day Foundation and desires to continue its tree-planting ways. NOW, THEREFORE, we, the members of the Board of Trustees of the Village of Western Springs, Cook County, Illinois, acting by and through the Village President, do hereby proclaim April 28, 2017 as Arbor Day and urge all citizens to support efforts to care for our trees and woodlands and to support our city's community forestry program; and FURTHER, we urge all citizens to plant trees to gladden the hearts and promote the well-being of present and future generations. Gardening makes a world of difference. With no objection from the Board, approval of the proclamation was added to the omnibus vote list. President Rodeghier will sign the proclamation and Clerk Jasica will attest to his signature. CONSIDERATION OF AND ACTION ON AGENDA ITEMS EXPLANATION OF OMNIBUS VOTING PROCEDURE President Rodeghier stated that the Illinois State Statutes allow a municipality to collectively vote on a group of ordinances, resolutions, and other motions, such as awards of contract, appointments, etc. This is known as an omnibus vote. All the items contained on the omnibus vote list have been previously discussed by the President and Board of Trustees on at least one occasion, and often on several occasions. By placing them on the omnibus vote list, a single vote may be taken to approve them. Prior to the omnibus vote, a Trustee may remove any item from the list and have it discussed and voted on separately. Trustee Allen asked that agenda item 27 be removed from the list. President Rodeghier said the agenda item would be addressed following the omnibus vote. CONSIDERATION OF AN OMNIBUS VOTE (Trustee Glowiak) MOTION: Trustee Glowiak moved that the following ordinances, resolutions and motions as 3

4 contained on the meeting agenda for February 27, 2017, be adopted and/or approved under an omnibus vote: <- AGENDA ITEM No. 2 - APPROVAL OF MINUTES OF THE MEETINGS OF JANUARY 23 AND FEBRUARY 13, 2017 AS READ + AGENDAITEMNa3-ORDJNANCENal7-2867AUTHORIZINGTHE DISPOSAL OF SURPLUS PERSONAL PROPERTY OWNED BY THE VILLAGE OF WESTERN SPRINGS MUNICIPAL SERVICES DEPARTMENT (2005 FORD EXPEDITION VEHICLE) <- AGENDAITEMN0.4-ORDJNANCENO.l7-2868AMENDINGTITLE4: LIQUOR CONTROL; CHAPTER l : ALCOHOLIC LIQUOR; SECTION 4-1-?OA(9) OF THE WESTERN SPRINGS VILLAGE CODE OF 1997, AS AMENDED, RELATIVE TO THE NUMBER OF CLASS 'T' (SPECIAL EVENTS ON PROPERTY OWNED OR LEASED BY A NOT-FOR-PROFIT ORGANIZATION) LIQUOR LICENSES WHICH CAN BE ISSUED IN THE VILLAGE OF WESTERN SPRINGS, COOK COUNTY, ILLINOIS (ST. JOHN OF THE CROSS PARISH: 2017 SCHOOL/TEACHER RETIREMENT TRUST FUNDRAISING SPECIAL EVENT SCHEDULED FOR MARCH 4, 2017 AT THE 5005 WOLF ROAD PROPERTY) -> AGENDAITEMN0.5-ORDINANCEN AMENDINGTITLE4: LIQUOR CONTROI,; CHAPTER 1 : ALCOHOLIC LIQUOR; SECTION 4-1-?OA(10) OF THE WESTERN SPRINGS VILLAGE CODE OF 1997, AS AMENDED, RELATIVE TO THE NUMBER OF CLASS "J? (SPECIAL EVENTS ONLY ON VILLAGE-OWNED PROPERTY; BEER AND WINE ONLY) LIQUOR LICENSES WHICH CAN BE ISSUED IN THE VILLAGE OF WESTERN SPRINGS, COOK COUNTY, ILLINOIS FOR THE WESTERN SPRINGS BUSINESS ASSOCIATION FOR THE 2017 GATHERING ON THE GREEN EVENT TO BE LOCATED ON THE VILLAGE GREEN AND PORTIONS OF THE ADJACENT RIGHTS-OF-WAY OF HILLGROVE AVENUE, LAWN AVENUE, GRAND AVENUE AND WALNUT STREET (SPECIAL EVENT DATE: JUNE 9, 2017) + AGENDAITEMN0.6-ORDINANCEN AMENDINGTHE WESTERN SPRINGS MUNICIPAL CODE OF 1997, AS AMENDED, TITLE l (ADMINISTRATION), CHAPTER 13 (CONTRACTS, PURCHASES AND FINANCIAL REGULATIONS) TO ADD A NEW SECTION ENTITLED "TRAVEL EXPENSE POLICY? <- AGENDAITEMN0.7-ORDINANCEN AUTHOR?ZJNGTHE DISPOSAL OF SURPLUS PERSONAL PROPERTY OWNED BY THE VILLAGE OF WESTERN SPRINGS DEPARTMENT OF LAW ENFORCEMENT SERVICES (2012 CHEVROLET TAHOE VEHICLE) 4

5 %- AGENDAITEMN(.8-ORDINANCEN AMENDINGTITLE3 (BUSrNESS REGULATIONS), CHAPTER 3 (LICENSED BUSINESSES AND OCCUPATIONS; SCHEDULE OF FEES) AND TITLE 9 (BUILDING REGULATIONS) OF THE WESTERN SPRINGS MUNICIPAL CODE OF 1997, AS AMENDED, IN REGARD TO AMENDMENTS TO THE BUILDING CODE (EMERGENCY ESCAPE REGULATIONS AND EXCAVATION REGULATIONS), THE ELECTRIC CODE (ELECTRIC OUTLET REGULATIONS) AND SIGN REGULATIONS AND UPDATES TO THE BUSINESS LICENSE REGULATION FEES AND BUILDING AND DEVELOPMENT REGULATION FEES %- AGENDAITEMN0.9-ORDINANCEN APPROVINGA CONDITIONAL USE PERMIT FOR THE INSTALLATION AND OPERATION OF A RETAIL ESTABLISHMENT DRIVE-THROUGH FACILITY AT THE 5500 WOLF ROAD PROPERTY AS PART OF THE OPERATION OF A DUNKIN' DONUTS FRANCHISE AT THE PROPERTY <- AGENDAITEMN0.10-RESOLUTIONN AUTHORIZINGAND APPROVING THE AWARD OF A CONSTRUCTION CONTRACT BY THE ILLINOIS DEPARTMENT OF TRANSPORTATION TO F.H. PASCHEN / S.N. NIELSON, LLC, AS THE LOWEST, RESPONSIBLE AND QUALIFIED BIDDER, AND THE APPROPRIATION AND AUTHORIZATION OF THE EXPENDITURE OF THE TWENTY PERCENT (20%) MATCHING FUNDS BY THE VILLAGE OF WESTERN SPRINGS REGARDING THE EAST COMMUTER PLATFOR?M IMPROVEMENT PROJECT <- AGENDA?TEMNO.ll-RESOLUTJONNO.l7-2376AUTHORIZINGAND APPROVING THE EXECUTION OF A CONSTRUCTION ENGINEERING SERVICES AGREEMENT FOR FEDERAL PARTICIPATION BETWEEN THE VILLAGE OF WESTERN SPRINGS AND JAMES J. BENES AND ASSOCIATES, INC. REGARDING THE EAST COMMUTER PLATFORM IMPROVEMENT PROJECT -> AGENDA?TEMNO.l2-RESOLUTIONN APPROVINGTHE ISSUANCE OF A RAFFLE LICENSE UNDER TITLE 3 (BUSINESS REGULATIONS), CHAPTER 12 (CHARITABLE GAMES, RAFFLES, BINGO AND OTHER GAMES OF CHANCE REGULATIONS) SECTION (RAFFLES) OF THE WESTERN SPRINGS MUNICIPAL CODE OF 1997, AS AMENDED, FOR APPLICANT ST. JOHN OF THE CROSS PARISH, FOR THEIR 2017 SCHOOL/TEACHER RETIREMENT TRUST FUNDRAISING SPECIAL EVENT (MARCH 4, 2017) WITH A LICENSE FEE WAIVER AND BOND WAIVER + AGENDAJTEMNO.l3-RESOLUTIONN AUTHORIZINGTHE VILLAGE OF WESTERN SPRINGS TO SPONSOR THE LYONS TOWNSHIP s

6 AREA COMMtTNJCAT?ONS CENTER (LTACC) FOR MEMBERSHIP IN THE INTERGOVERNMENTAL RISK MANAGEMENT AGENCY (IRMA) 04 AGENDA ITEM No MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT IN AN AMOUNT NOT TO EXCEED $20,210 FOR THE FABRICATION OF A NEW STEEL TANK FOR WELL #4 TO LOW COST BIDDER, ACCURATE VALVE AUTOMATION, INC. OF HODGKINS, IL, 00 AGENDA ITEM No MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND RENEW A CONTRACT WITH TRUGREEN LP OF HICKORY HILLS, IL FOR THE 2017 EMERALD ASH BORER TREATMENT PROGRAM AT 2014 UNIT PRICES IN AN AMOUNT NOT TO EXCEED $20, AGENDA ITEM No MOTION TO REJECT ALL BIDS FOR THE 2017 LANDSCAPING BID AS ALL BIDDERS FAILED TO OBTAIN QUALIFIED BIDDER STATUS DUE TO LACK OF SUBMITTAL OF QUALIFIED REFERENCES 0% AGENDA ITEM No MOTION TO APPROVE A PROCLAMATION NAMING APRIL 28, 2017 AS ARBOR DAY IN THE VILLAGE OF WESTERN SPRINGS 00 AGENDA ITEM No MOTION TO RATIFY AMENDMENT TO SEASPAR'S JOINT AGREEMENT TO CHANGE THE THRESHOLD FOR BIDDING AND PURCHASES TO THE STATUTORY LIMIT 0% AGENDA ITEM No MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT TO BRANIFF COMMUNICATIONS, INC. OF CRESTWOOD, IL AT A COST OF $39,702 FOR REPLACEMENT AND INSTALLATION OF TWO TORNADO SIREN HEADS LOCATED AT FOREST HILLS SCHOOL AND THE HEADQUARTERS FIRE STATION TO EXPEDITE INSTALLATION PRIOR TO THE SPRING TORNADO SEASON 0% AGENDA ITEM No MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT TO AIR ONE EQUIPMENT, INC. OF SOUTH ELGIN, IL AT A COST NOT TO EXCEED $25,000 FOR HURST EXTRICATION EQUIPMENT (VILLAGE NOT TO EXCEED CONTRIBUTION IS $12,500 WITH THE BALANCE OF MONIES TOWARD THE PURCHASE OF EXTRICATION EQUIPMENT DONATED BY WESTERN SPRINGS FIRE AND RESCUE ASSOCIATION) 00 AGENDA ITEM No MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT TO CURRIE MOTORS OF FRANKFORT, IL FOR THE PURCHASE OF TWO (2) FORD UTILITY ALL- WHEEL DRIVE POLICE INTERCEPTOR VEHICLES AT A PURCHASE 6

7 PRICE OF $55, FOR USE BY THE DEPARTMENT OF LAW ENFORCEMENT SERVICES AT THE PRICING SCHEDULE AVAILABLE UNDER THE SUBURBAN PURCHASING COOPERATIVE LESS THE TRADE-IN VALUE OF ONE (l) 2012 CHEVY TAHOE VEHICLE WITH AN ESTIMATED TRADE-IN VALUE OF $12,000 FOR A NET TOTAL COST OF,$43736 <- AGENDA ITEM No MOTION TO AWARD A CONTRACT TO LOWEST QUALIFIED RESPONSIBLE BIDDER, UNI-MAX MANAGEMENT CORPORATION OF CHICAGO, IL FOR THE 2017 JANITORIAL SERVICES PROGRAM AT A COST OF $31, <- AGENDA ITEM No MOTION TO REJECT THE BIDS OF TWO LOWEST QUALIFIED BIDDERS, BEST QUALITY CLEANING AND ALPHA BUILDING MAINTENANCE SERVICES, INC., FOR THE 2017 PUBLIC WORKS GARAGE JANITORIAL SERVICES PROGRAM AS BIDDERS REQUESTED TO WITHDRAW THEIR BIDS DUE TO FAILURE TO WIN THE JANITORIAL SERVICES PROGRAM FOR OTHER VILLAGE FACILITIES FOR20l7 <- AGENDA ITEM No MOTION TO AWARD THE CONTRACT TO THIRD LOWEST QUALIFIED BIDDIER, UNI-MAX MANAGEMENT CORPORATION, OF CHICAGO, IL FOR THE 2017 PUBLIC WORKS GARAGE JANITORIAL SERVICES PROGRAM AT A COST OF $7,200 <- AGENDA ITEM No MOTION TO APPROVE A TEMPORARY USE PERMIT TO ST. JOHN OF THE CROSS PARISH FOR THEIR 2017 SCHOOL/TEACHER RETIREMENT FUNDRAISING SPECIAL EVENT TO BE HELD ON MARCH 4, 2017 <- AGENDAITEMN0.26-MOTIONTOAPPROVEALICENSEAND INDEMNIFICATION AGREEMENT FOR TEMPORARY USE OF A PUBLIC RIGHT-OF-WAY TO OPERATE A BEER AND WINE RETAIL SALES TENT AND ALCOHOLIC BEVERAGE SALES/CONSUMPTION AREA AT A SPECIAL EVENT (Western Springs Business Association for 2017 Gathering on the Green Event] <- AGENDA ITEM No MOTION TO APPROVE VARIOUS REAPPOINTMENTS AND APPOINTMENTS AS FOLLOWS: a) Reappointment of Brian Cronin to the Liquor Commission for a three year term to expire in June 201 9; b) Reappointment of Amy Avakian, Erica Lord and William Swanson as Members of the Transportation and Safety Commission for a three year term to expire in December 201 9; c) Reappointment of David Clemen as Chair of the Infrastructure for a one 7

8 year term to expire in December 201 7; d) Appointment of Brian Piper as Chair of the Recreation Commission for the remainder of his term to expire in June 201 9; e) Appointment of Peter Kosanovich as Chair of Transportation and Safety Commission for the remainder of his term to expire in June 2018 ; and f) Appointment of Village Manager Patrick Higgins as West Suburban Mass Transit District Delegate effective February 27, The motion was seconded by Trustee Hansen. The motion passed on a roll call vote. Voting aye: Trustees Tymick, Allen, Glowiak, Hansen, Horvath and President Rodeghier. Voting nay: none. Absent: Trustee Gallagher. OTHER BUSINESS 27) MOTION TO WAIVE THE COMPETITIVE BIDDING PROCESS AND AWARD A CONTRACT TO WRIGHT AUTOMOTIVE OF HILLSBORO, ILLINOIS FOR THE PURCHASE OF (1) 2017 FORD EXPLORER VEHICLE AT A PURCHASE PRICE OF $27,925 AT THE PRICING SCHEDULE AVAILABLE UNDER THE STATE PURCHASING PROGRAM FOR USE BY THE DEPARTMENT OF MtJNJC?PAL SERVICES LESS THE TRADE-IN VALUE OF ONE (1) 2005 FORD EXPEDITION VEHICLE WITH AN ESTIMATED TRADE-IN VALUE OF $4,000 FOR A NET TOTAL COST OF $23,925 MOTION: Trustee Hansen moved, seconded by Horvath, to Waive The Competitive Bidding Process And Award A Contract To Wright Automotive Of Hillsboro, Illinois For The Purchase Of (l) 2017 Ford Explorer Vehicle At A Purchase Price Of $27,925 At The Pricing Schedule Available Under The State Purchasing Program For Use By The Department Of Municipal Services Less The Trade-In Value Of One (1) 2005 Ford Expedition Vehicle With An Estimated Trade-In Value Of $4,000 For A Net Total Cost Of $23,925. Trustee Allen stated that this is not about the Public Works Department because they do fine work for the Village and in terms of full disclosure the proposed purchase was fully discussed at the committee level, recommended for approval by the committee, and was in the 2017 budget. Trustee Allen's concern relates to timing. In the last few weeks, there have been five unplanned expenses all exceeding five figures and also, the appearance of the purchase in light of some of the revenue changes made for Trustee Allen feels this purchase is more discretionary rather than mandatory and in light of some of the information regarding how difficult the 2017 budget process is, that it would be prudent to start somewhere to make sure 2018 is not so challenging from a budgetary perspective. Voting aye: Trustees Glowiak, Hansen, Horvath and Tymick. 8

9 Voting nay: Trustee Allen. Absent: Trustee Gallagher. 28) Foxford Station - Planning and Zoning Committee Meeting Update Trustee Tymick provided an update to the Board from the Planning and Zoning Committee meeting which was held prior to the Board meeting this evening. The committee reviewed a proposed Redevelopment Agreement Tax Increment Financing (TIF) incentive request from John MacFarlane of Foxford Station. The committee recommended that the request proceed to the Economic Development Committee (EDC) for their review and recommendation. The EDC will meet on March 8, 2017 and conduct an in-depth review of the request for reimbursement. A second EDC meeting will occur after the in-depth review to finalize the cost figures. Trustee Tymick will provide an update to the Board at upcoming Board meetings. REPORTS 29) MONTHLY FINANCIAL REPORT (Horvath) Trustee Horvath thanked Director Turi for her memo as well as the monthly report for January The report includes a recap of all funds, a list of cash and investments and cash flow schedules. The General Fund ended the month of January with a $337,000 deficit which is typical, and planned, for this time of year due to the annual contribution made to IRMA in January. The contribution amount was $347,000. There is a favorable variance (actual versus budget) through the end of January. The 1 3'h period disbursements expense report was also provided which lists expenses paid in January 2017 which relate to 2016 expenditures. The 13th period expenses will be reflected in the modified accmal basis financial statement for Trustee Horvath reported that Todd Schroeder of Lauterbach and Amen will speak to the Board at the March 13 workshop meeting regarding how the Village's Police Pension Fund contribution is derived. Police Pension Fund ended 2016 at $13,400,000 and lost $678, during January MOTION: Trustee Horvath moved, seconded by Tymick to approve the January 2017 monthly financial report as presented. Trustee Allen asked about the January consumption in the Water Fund as compared to budget. Director Turi explained new water rates will go into effect in March and the volume is slightly down from January The motion passed on a roll call vote. Voting aye: Trustees Glowiak, Hansen, 9

10 Horvath, Tymick and Allen. Voting nay: None. Absent: Trustee Gallagher. 30) VILLAGE PRESIDENT RODEGHIER No report. 31) VILLAGEMANAGERHIGGINS No report. 32) VILLAGE ATTORNEY JURUSIK No report. Resident Kara Sugarrnan said she just attended a meeting in the Village of Hinsdale, which her husband was still attending, regarding the Tollway expansion plan. She asked for an update on the Tri-State project. President Rodeghier stated an update was provided at the beginning of the Board meeting. Manager Higgins said the Village has met with the Tollway regarding community issues and potential impact to the Village. The Tollway has not yet provided a preliminary recommendation to their own Board which will be the first step before a definitive plan is prepared. When definitive data is available, which is expected, in late spring, Manager Higgins said the preliminary information will be reviewed and plans will be shared. Manager Higgins said a series of concerns the Village has, which we want the Tollway to take into consideration as part of the design effort, was provided to the Tollway by the Village Engineer. With no further business to come before the Board, President Rodeghier asked for a motion to adjourn. MOTION: Trustee Tymick moved, seconded by Hansen, to adjourn the meeting. The motion passed on a unanimous voice vote. The meeting adjourned at 7:42 p.m. Respectfully submitted, 7;,:4=, illage Clerk Jea$e M. Jasica 10