LetterHead - Administration Village Board Meeting
May 4, 2023
 6:00 p.m.
1.

Call to Order

2.

Roll Call

3.

Pledge of Allegiance

4.

Open Forum

Public Comment is subject to the public comment rules and procedures adopted by the Village.
5.

Reports

a.

Oath of Office

Village Clerk Virginia Szymski to administer the oath of office to newly elected trustees:

  • Marie Guzzo
  • Linda Liddle
  • Steve Nero
Background of Subject Matter
*
Type
Discussion Only
b.

Roll Call of the New Village Board

Background of Subject Matter
*
Type
Discussion Only
c.

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 Meeting Minutes: 

  • 2023-24 Budget Workshop Meeting held on April 15, 2023
  • Village Board Meeting held on April 20, 2023  
Background of Subject Matter
Required parliamentary procedure
Type
Motion
Documents:
  1. 2023-04-15 Budget Workshop 2023 Minutes.pdf
  2. 2023-04-20 Village Board Meeting Minutes.pdf
b.

Finance Ordinance

i.

Finance Ordinance #1

Total to be announced at the meeting

Background of Subject Matter
*
Type
Motion
c.

Purchase Orders

i.

PO 24200031

TYLER TECHNOLOGIES, INC.  $31,500.00

Background of Subject Matter
Tyler Energov Assist Services
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200031.pdf
ii.

PO 24200032

Imperial Service Systems, Inc.  $51,000.00

Background of Subject Matter
Office Cleaning for Public Works and Village Hall
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200032.pdf
iii.

PO 24200034

CLARKE ENVIRONMENTAL MOSQUITO  $80,600.00

Background of Subject Matter
Mosquito Abatement FY 24
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200034.pdf
iv.

Total Of Purchase Orders

$163,100.00

Background of Subject Matter
*
Additional Background
*
Type
Motion
d.

Total Of Purchase Orders And Finance Ordinance

To be announced at the meeting.

Background of Subject Matter
*
Additional Background
*
Type
Motion
e.

Proclamation - Police Week

 Board to consider a proclamation declaring May 14-20, 2023 as Police Week in the Village of Westmont.

Background of Subject Matter
*
Type
Proclamation
Documents:
  1. 2023 Police Week.pdf
f.

Proclamation - Public Service Week

 Board to consider a proclamation declaring May 7-13, 2023 Public Service Week in the Village of Westmont.

Background of Subject Matter
*
Type
Proclamation
Documents:
  1. 2023 Public Service Week Proclamation.pdf
g.

Proclamation - Public Works Week

Board to consider a proclamation declaring May 21-27, 2023 Public Works Week in the Village of Westmont.

Background of Subject Matter
*
Type
Proclamation
Documents:
  1. 2023 Public Works Proclamation.pdf
8.

Unfinished Business

a.

2023 Race to the Flag 5K

Board to consider an ordinance approving the following requests for the 2023 Race to the Flag 5K to be held on May 27, 2023:  

  1. Community Events permit including street closures
  2. Live Amplified Sound Permit
Background of Subject Matter
The RTTF 5K is hosted by the Westmont Park District. The People's Resource Center is the beneficiary of the fundraiser. There are no proposed changes to the request from previous years.
Type
Ordinance
Documents:
  1. 2023 Race to the Flag.pdf
b.

2023 Westmont Lions Foundation Spring Fling 2023

Board to consider an ordinance approving the following requests for the Westmont Spring Fling Red, White & BBQ Festival hosted by the Westmont Lions Foundation, May 26 - May 28, 2023:  

  1. Community Events Permit
  2. Liquor License Fee Waiver
  3. Amusement Fee Waiver
  4. Live Amplified Sound Permit 
  5. Tent Permit Fee Waiver
  6. Temporary Banner Permit Waiver
Background of Subject Matter
This is a festival held by Westmont Lions Foundation which serves as a fundraiser to fund service projects in the local community and beyond.
Additional Background
From May 1 - May 30, 4ft x 8ft Banners will be placed at 4 distinct locations: 1) Westmont Shell 63rd & Cass, 2) GUS Auto Cass & Ogden, 3) Corner of Cass & Burlington, 4) Park District S. Curve on 35th Street
Type
Ordinance
Documents:
  1. 2023 - Spring Fling - redacted.pdf
c.

2023 - Westmont Cruisin' Nights & Street Fair

Board to consider an ordinance approving the following requests from the Westmont Special Events Corporation for their 2023 Cruisin' Nights and Street Fair events:

  1. Community Events Permit
  2. Tent Permit Fee Waiver
  3. Live Amplified Sound Permit for event hours
  4. Street & Public Right of Way Closures
Background of Subject Matter
Cruisin' Nights is hosted by WSEC and is a festival-style car show similar to previous years. Live entertainment is provided on Cass Avenue. The event is popular and provides a great opportunity for local businesses.
Additional Background
Street Closures: Cass Avenue from Burlington to Naperville Road; side streets 1 block east & west of the event. Public parking allowed at the parking lots at Cass/Burlington, Irving/Lincoln and side streets including Burlington.
Type
Ordinance
Documents:
  1. 2023 Street Fairs.pdf
  2. WSEC Cruisin Nite Map 2023.pdf
d.

2023 Taste of Westmont

Board to consider an ordinance approving the following requests from the Westmont Special Events Corporation for the 2023 Taste of Westmont Event:  

  1. Liquor License Fee Waiver
  2. Amusement License Fee Waiver
  3. Tent Permit Fee Waiver
  4. Food Truck Fee Waiver
  5. Live Amplified Sound Permit Fee Waiver
Background of Subject Matter
WSEC will be hosting the annual Taste of Westmont July 13-16, 2023 in Downtown Westmont on Cass Avenue from Naperville Road to Burlington Avenue. This 4-day street festival is an annual event.
Additional Background
The layout is similar to previous years.
Type
Ordinance
Documents:
  1. 2023 Taste Map.pdf
  2. WSEC Taste Applications.pdf
9.

New Business

a.

Engineering Services Agreement - 2023 Westmont Sidewalk Program

Board to consider an ordinance authorizing an engineering services agreement with Primera Engineers for Phase 3 construction services for the 2023 Westmont Sidewalk Program.  

Background of Subject Matter
Request to approve the sum of $74,300.00 for Phase 3 construction services for the 2023 Westmont Sidewalk Program.
Additional Background
This agreement will include construction administration, field inspection and documentation of this sidewalk project.
Recommendation
Staff recommends approval of this proposal in the amount of $74,300.00 for Phase 3 construction engineering.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023 Westmont Sidewalk Program Construction Engineering Proposal.pdf
b.

Engineering Agreement - Phase 3 Construction Engineering for CBD Alley Reconstruction- Section H

Board to consider an ordinance authorizing an engineering services agreement with Thomas Engineering Group LLC for Phase 3 Construction engineering services for the CBD Alley Reconstruction - Section H project.  

Background of Subject Matter
Request to approve the sum of $96,500.00 for Phase 3 Construction engineering services for the CBD Alley Reconstruction - Section H project.
Additional Background
This agreement will include construction administration, field inspection and documentation of this alley reconstruction project.
Recommendation
Staff recommends approval of this proposal in the amount of $96,500.00 for Phase 3 Construction engineering.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023.04.12 TEG Alley H Phase III Proposal.pdf
c.

Engineering Agreement - Phase 3 Construction Engineering for Residential Alley 1S Reconstruction

Board to consider an ordinance authorizing an engineering services agreement with Thomas Engineering Group LLC for Phase 3 Construction engineering services for the Residential Alley 1S Reconstruction project.  

Background of Subject Matter
Request to approve the sum of $118,500.00 for Phase 3 Construction engineering services for the Residential Alley 1S Reconstruction project.
Additional Background
This agreement will include construction administration, field inspection and documentation of this alley reconstruction project.
Recommendation
Staff recommends approval of this proposal in the amount of $118,500.00 for Phase 3 Construction engineering.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023.04.12 TEG Alley 1S Phase III Proposal.pdf
d.

Award of Bid Proposal - CBD Alley Reconstruction Project Section H

Board to consider an ordinance awarding the bid proposal from Copenhaver Construction Inc. for CBD Alley Reconstruction Project Section H and authorizing a contract consistent with the bid documents. 

Background of Subject Matter
The Village accepted bids from four contractors for the CBD Alley Reconstruction Project Section H. The low bidder was Copenhaver Construction Inc. with a low bid of $1,141,579.00, which is 7.48% above the Engineer's Estimate of $1,062,113.00.
Additional Background
This project will include reconstruction of the CBD alley between Richmond and Dallas. The project also includes the replacement of sanitary sewer in this alley which will be paid for by Downers Grove Sanitary District through an IGA.
Recommendation
Staff recommends awarding the bid for an amount not to exceed $1,141,579.00 to Copenhaver Construction Inc.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023.04.19 TEG Alley H Bid Tabulation.pdf
  2. 2023.04.19 TEG Alley H Bid Evaluation.pdf
e.

Award of Bid Proposal - Residential Alley 1S Reconstruction

Board to consider an ordinance awarding the bid proposal from R.W. Dunteman Company for the Residential Alley 1S Reconstruction project and authorizing a contract consistent with the accepted bid documents. 

Background of Subject Matter
The Village accepted bid proposals from two contractors for the project. The low bidder was R.W. Dunteman Company with a low bid of $1,196,373.60. The low bid was approximately 3.87% higher than the Engineer's Estimate of $1,151,819.00.
Additional Background
This project includes the reconstruction of Residential Alley 1S, from Quincy to 55th, between Linden and Grant. The alley will be reconstructed with asphalt pavement, concrete edge restraint, storm sewer and associated restoration.
Recommendation
Staff recommends awarding the bid of $1,196,373.60 to R.W. Dunteman Company.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023.04.24 TEG Res Alley 1S Bid Evaluation.pdf
  2. 2023.04.24 TEG Res Alley 1S Bid Tabulation.pdf
f.

Intergovernmental Agreement - Downers Grove Sanitary District

Board to consider an ordinance approving an Intergovernmental Agreement (IGA) with Downers Grove Sanitary District for certain sanitary sewer improvements that will be constructed with the CBD Alley Reconstruction - Section H project.  

Background of Subject Matter
The Village will be reconstructing CBD Alley H with a new pavement section. Sanitary sewer improvements will be included in the construction to minimize disruption to residents and businesses.
Additional Background
Upon completion of the project, the Village will be reimbursed by Downers Grove Sanitary District for their portion of the work, estimated to be approximately $338,141.00.
Recommendation
Staff recommends approval of the IGA with Downers Grove Sanitary District.
Type
Ordinance
Budgeted
Yes
g.

Intergovernmental Agreement - South Westmont Fire Protection District

Board to consider an ordinance approving an Intergovernmental Agreement (IGA) with the South Westmont Fire Protection District (SWFPD) for fire protection and ambulance services.

Background of Subject Matter
The Village has provided fire protection & ambulance services to properties located within the South Westmont Fire Protection District in previous years pursuant to an IGA. This new IGA continues these services for a 1 year period (6/1/23-5/31/24).
Additional Background
The IGA requires SWFPD to pay $22,500.00 to the Village from its tax levy revenues. These fees are a 12.5% increase over last year's fees.
Recommendation
Approve
Type
Ordinance
Budgeted
Yes
Documents:
  1. Westmont SWFPD IGA Village Edits 4 27 23.pdf
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.