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Village Board Meeting
April 27, 2017 - Amended
6:00 p.m.
1.
Call to Order
2.
Roll Call
3.
Pledge of Allegiance
4.
Open Forum
Participants are advised that the Open Forum procedure is a privilege and should not be abused.  Upon completing an Open Forum request form and submitting it to the Village Clerk before the commencement of the meeting, participants will be recognized and given a chance to speak.  The time limit to speak is 3 minutes.  If deemed necessary by the Village Board, the matter may be referred to Village Staff or may be placed on a future agenda for Board consideration.

All participants are expected to exercise common courtesy and follow any rules of order established or announced by the Village Board and/or Mayor.  Candidates for local public office may not use this forum for campaign purposes.
5.
Reports
a.
Board Reports
  • Mayor 
  • Clerk
  • Trustees
Background of Subject Matter
*
Type
Discussion Only
6.
Items to Be Removed From Consent Agenda
7.
Consent Agenda (Omnibus Vote)
a.
Village Board Minutes
i.
Board Meeting Minutes
Board to consider approving the following Village Board Meeting Minutes:
  • Special Meeting: Village Board & Planning Zoning Commission April 5, 2017
  • Special Meeting: Budget Meeting held April 6, 2017
  • Village Board Meeting held April 13, 2017

Background of Subject Matter
Required Parliamentary Procedure
Type
Motion
b.
Finance Ordinance
i.
Finance Ordinance # 24
Total to be announced at the meeting.
Background of Subject Matter
*
Type
Motion
c.
March 2017 Financial Report
Board to consider a motion to accept the financial report submitted for the month of March 2017.
Background of Subject Matter
*
Type
Motion
d.
Purchase Orders
i.
PO 11041390
Bell Fuels $250,000.00
Background of Subject Matter
Fuel Purchases for Fiscal Year 2018.
Additional Background
This is an open purchase order, where the Board is approving expenditures within the fiscal year up to a total of the specified dollar amount. Individual fuel purchases will be paid as they occur.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. PO 11041390.pdf
ii.
PO 11041389
Meade Electric $75,000.00
Background of Subject Matter
Street Light Repair/Locates for Fiscal Year 2018.
Additional Background
This is an open purchase order, where the Board is approving expenditures within the fiscal year up to a total of the specified dollar amount. Individual instances will be paid as they occur.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. PO 11041389.pdf
iii.
PO 11041606
HD Supply Water Works $97,363.00
Background of Subject Matter
Meter replacement program
Type
Purchase Order
Budgeted
Yes
Documents:
  1. PO 11041606.pdf
iv.
PO 11041519
Rage Agency LLC $20,000.00
Background of Subject Matter
100th Anniversary Multi-Year Project. This is an open purchase order, where the Board is approving expenditures for the entire project.
Additional Background
Individual invoices will be paid as they occur. An initial payment of $1,240 for the initial work is included in the finance ordinance and will be approved simultaneously with the purchase order.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. PO 11041519.pdf
v.
Total of Purchase Orders
$ 442,363.00
Background of Subject Matter
*
Type
Purchase Order
e.
Total of Purchase Orders and Finance Ordinance
Total to be announced at the meeting.
Background of Subject Matter
*
Type
Motion
f.
Hotel/Motel Grant Request - Park District - Holly Days
Board to consider a motion awarding a Hotel/Motel Grant in the amount of $5,000 to the Westmont Park District to assist in Holly Days.
Background of Subject Matter
This grant is awarded to the Park District to support the Holly Days community event, which attracts visitors to the Village.
Type
Motion
Budgeted
Yes
Budgeted Explanation
The budget specifically identifies this grant. Unlike the general community grants, this is provided in advance of the event and is not subject to the reimbursement provisions of the general grants.
g.
National Arbor Day Proclamation
Board to consider a proclamation to declare April 28, 2017 as National Arbor Day in the Village of Westmont.
Background of Subject Matter
*
Type
Proclamation
h.
Proclamation - Municipal Clerks Week
Board to consider a proclamation to declare May 7th through May 13th 2017 as Municipal Clerks Week in the Village of Westmont.
Background of Subject Matter
*
Type
Proclamation
i.
2017 Public Service Week Proclamation
Board to consider a proclamation to declare May 7th through May 13th 2017 as Public Service Week in the Village of Westmont.
Background of Subject Matter
*
Type
Proclamation
8.
Unfinished Business
9.
New Business
a.
108 E 56th Street - Lot Width and Lot Area Variances
Board to consider an ordinance for the following requests from Greenscape Homes LLC to allow for the construction of a new single family home in the R-3 Single Family Detached Residence District:
  1. Zoning code variance for minimum lot area for a dwelling
  2. Zoning code variance for minimum lot width for a dwelling
Background of Subject Matter
Planning & Zoning Commission discussed the new home being a positive improvement. There is disappointment about the loss of mature trees on the lot, but recognized site constraints.
Recommendation
Commission made a unanimous positive recommendation for the variances.
Type
Ordinance
b.
License Agreement - 417 Jamestown
Board to consider an ordinance approving a license agreement for a small area of the stormwater management facility west of 417 Jamestown. 
Background of Subject Matter
Improvements that have been made by the resident to encroach on Village property. This agreement is to allow for the improvements to remain until such time as improvements are no longer viable.
Type
Ordinance
c.
Award of Bid Proposal - 2017 East Richmond Street Resurfacing and Water Main Replacement
Board to consider an ordinance awarding the bid proposal from R.W. Dunteman Company for the 2017 East Richmond Street Resurfacing - Water Main Replacement and authorizing a contract consistent with the bid documents.
Background of Subject Matter
The Village accepted bid proposals from 6 contractors for the 2017 resurfacing and water main replacement project. The low bidder was R.W. Dunteman with a low bid of $795,578.03 ( approx 21% below Engineer's Estimate of $1,000,892.00.)
Recommendation
Award R.W. Dunteman's bid of $795,578.03
Type
Ordinance
Budgeted
Yes
d.
Award Of Bid Proposal - 2017 Naperville Warwick Stormwater Improvement Project
Board to consider an ordinance accepting the bid proposal from Elanar Construction Company for the Village’s 2017 Naperville Warwick Stormwater Improvement Project, and authorizing a contract consistent with the bid documents.
Background of Subject Matter
The Village accepted bid proposals from 8 contractors for the 2017 Naperville Warwick Stormwater Improvement Project. The low bidder is Elanar Construction Company with a low bid of $930,679.00 (approx 50% below the Engineer’s Estimate of $1,865,352.00).
Recommendation
Award Elanar Construction Company's bid of $930,679.00.
Type
Ordinance
Budgeted
Yes
e.
Engineering Agreement - 2017 Naperville Warwick Stormwater Improvement Project
Board to consider an ordinance authorizing an engineering agreement with Engineering Solutions Team for Ph3 Construction Inspection Engineering and Material Testing Services on the 2017 Naperville Warwick Stormwater Improvement Project.
Background of Subject Matter
Request to approve the sum of $191,400 for Ph3 Construction Inspection Engineering and Material Testing Services for the Village’s 2017 Naperville Warwick Storm Sewer Improvement Project.
Recommendation
Staff recommends approval of the proposal in the amount of $191,400 for Ph3 Construction Inspection Engineering and Material Testing Services for the 2017 Naperville Warwick Storm Sewer Improvement Project.
Type
Ordinance
Budgeted
Yes
f.
Award Of Bid Proposal - CBD Alley Reconstruction Section F
Board to consider an ordinance accepting the bid proposal from R.W. Dunteman Company for the Village’s 2017 CBD Alley Reconstruction Project Section F, and authorizing a contract consistent with the bid documents.

Background of Subject Matter
The Village accepted bid proposals from 7 contractors for the 2017 CBD Alley Reconstruction Project SecF. The low bidder is RW Dunteman with a low bid of $796,182.28 (approx 22% below the Engineer’s Estimate of $1,017,496.00).
Recommendation
Award R.W. Dunteman's bid of $796,182.28
Type
Ordinance
Budgeted
Yes
g.
Engineering Agreement - CBD Alley Reconstruction Project Section F
Board to consider an ordinance authorizing an engineering agreement with Thomas Engineering for Ph3 Construction Inspection Engineering and Material Testing Services on the CBD Alley Reconstruction Project Section F.
Background of Subject Matter
Request to approve the sum of $89,211.88 for Ph3 Construction Inspection Engineering and Material Testing Services for the Village’s CBD Alley Reconstruction Project SecF.
Recommendation
Staff recommends approval of the proposal in the amount of $89,211.88 for Ph3 Construction Inspection Engineering and Material Testing Services for the CBD Alley Reconstruction Project SecF.
Type
Ordinance
Budgeted
Yes
h.
Westmont Public Library Accounting Intergovernmental Agreement
Board to consider an ordinance approving a revised intergovernmental agreement to provide accounting services to the Westmont Public Library.
Background of Subject Matter
The intergovernmental agreement renews our agreement to provide accounting services with the Library. It adjusts the scope of services and the fees to match current practice and provides a mechanism for automatically increasing fees each year.
Additional Background
The Library approved the agreement at their 4/18/2017 Board meeting.
Recommendation
Staff recommends approval.
Type
Ordinance
Budgeted
Yes
10.
Miscellaneous
11.
Executive Session
This Board may adjourn to closed session to discuss matters so permitted and may act upon such matters upon returning to open session.
12.
Adjourn

Note: Any person who has a disability requiring a reasonable accommodation to participate in the meeting should contact the ADA Compliance Officer, 9:00 A.M. to 5:00 P.M. Monday through Friday,Village of Westmont, Illinois, 60559; or telephone (630) 981-6210 voice, within a reasonable time before the meeting.