LetterHead - Administration Village Board Meeting
May 18, 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.

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 minutes of the Village Board meeting held May 4, 2023.  

Background of Subject Matter
Required Parliamentary Procedure.
Type
Motion
Documents:
  1. 2023-05-04 Village Board Meeting Minutes.pdf
b.

Finance Ordinance

i.

Finance Ordinance #2

Total to be announced at the meeting

Background of Subject Matter
*
Type
Motion
c.

Purchase Orders

i.

PO 24200044

MEADE, INC. $110,000.00

Background of Subject Matter
2024 Locate/Repair Lights
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200044.pdf
ii.

PO 24200045

Donald E. Morris Architect P.C.  $158,720.00

Background of Subject Matter
This purchase order represents the estimated annual amount, and payments will be made as needed during the course of the year.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200045.pdf
iii.

PO 23200350-02

Chandler Services, Inc.  $198,216.06

Background of Subject Matter
Change Order #1 for Squad 183 Refurbishment. Request to increase PO $64,111.08, due to additional cost from supply chain shortages.
Additional Background
This is a simultaneous payment, included in the finance ordinance.
Type
Purchase Order
Budgeted
Yes
Budgeted Explanation
Over budget but funds available in Vehicle Replacement Fund.
Documents:
  1. 23200350.pdf
iv.

PO 24200076

LITHOPRINT INC.  $38,700.00

Background of Subject Matter
Printing for FYE 2024 Village Newsletters
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200076.pdf
v.

PO 24200101

Thomas Engineering Group LLC  $96,500.00

Background of Subject Matter
CBD Alley H - Eng. Ph. 3 VB approved 5/4/23
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200101.pdf
vi.

PO 24200102

R.W. Dunteman Company  $969,300

Background of Subject Matter
2023 Sidewalk Project - Const. VB approved 5/4/23
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200102.pdf
vii.

PO 24200104

Zoll Medical Corporation  $63,834.42

Background of Subject Matter
Lease for 6 Cardiac Monitors
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200104.pdf
viii.

PO 24200105

Howmedica Osteonics Corp.  $25,402.05

Background of Subject Matter
EMS Supplies
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200105.pdf
ix.

PO 24200108

CURRIE MOTORS  $59,215.00

Background of Subject Matter
One (1) 2022 F-250 4x4 SD Regular Cab
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200108.pdf
x.

PO 24200109

 R.W. Dunteman Company $1,196,373.60

Background of Subject Matter
Residential Alley 1S- Const. VB approved 5/4/23
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200109.pdf
xi.

PO 24200110

COPENHAVER CONSTRUCTION INC  $1,141,579.00

Background of Subject Matter
CBD Alley H - Construction VB approved 5/4/23
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200110.pdf
xii.

PO 24200111

Primera Engineers, Ltd.  $74,300.00

Background of Subject Matter
2023 Sidewalk Project -Eng. Ph.3 VB approved 5/4/2
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200111.pdf
xiii.

PO 24200112

Thomas Engineering Group LLC  $118,500.00

Background of Subject Matter
Res. Alley 1S- Construction Eng.VB approved 5/4/23
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200112.pdf
xiv.

PO 24200103

K L F ENTERPRISES, INC.  $62,000

Background of Subject Matter
Demolition of 109 N. Cass Ave.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200103 (1).pdf
xv.

PO 24200122

Polaris Sales Inc. $52,304.19

Background of Subject Matter
Police ATV
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200122.pdf
xvi.

Total Of Purchase Orders

$4,364,944.32

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 - National Boating Safety Week

Board to consider a proclamation declaring May 20-26, 2023 as National Boating Safety Week in the Village of Westmont.

Background of Subject Matter
The U.S. Coast Guard and all its partners encourage boat owners and participants to practice safe boating.
Type
Proclamation
Documents:
  1. 2023 Boating Safety Week Proclamation.pdf
f.

Proclamation- Emergency Medical Services Week

Board to consider a proclamation to declare May 21-27, 2023 as Emergency Medical Services Week in the Village of Westmont

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

Surplus Property - Westmont Fire Department

Board to consider an ordinance declaring the attached list of outdated and or unusable inventory as surplus property. 

Background of Subject Matter
*
Type
Ordinance
Documents:
  1. 2023 May - Fire Department Surplus.pdf
8.

Unfinished Business

a.

2023 Taste of Westmont

Board to consider an ordinance approving a request from the Westmont Special Events Corporation for a Community Event Permit, including public street and parking lot closures, for the 2023 Taste of Westmont Event.

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. The fee waivers were approved at the 05/04/2023 Board Meeting.
Type
Ordinance
Documents:
  1. 2023 Taste Application - Redacted.pdf
  2. 2023 Taste Map.pdf
9.

New Business

a.

Residential Garage Variance - 402 North Park Street

Board to consider an ordinance approving a request from Clinton Mathis, regarding the property located at 402 North Park Street, for a Zoning Ordinance Variance to increase the maximum allowable size and length of a detached garage.

Background of Subject Matter
The petitioner seeks to increase the maximum allowable size and length of a detached garage to accommodate vehicles and lawn maintenance equipment on a lot that is over 20,000 square feet in size.
Additional Background
Code restricts detached garages to 576 square feet and 28 feet in length. The proposed garage would be 960 square feet and 40 feet in length. As a condition of approval, the garage would be located a minimum of 6 feet from the side yard lot line.
Recommendation
At its meeting on May 10, 2023, the Planning and Zoning Commission recommended approval of this item with a 5-1 vote, subject to the setbacks as shown on the site plan.
Type
Ordinance
Documents:
  1. 2023-05-18 PZC 013-2023 BOARD MEMO - 402 N PARK.pdf
  2. PZC 013-2023 Application and Supporting Docs.pdf
b.

Hotel/Motel Grant Request - Park District - Concerts In The Park

Board to consider a motion awarding a Hotel/Motel Grant in the amount of $2,500 to the Westmont Park District for the Concerts in the Park events.

Background of Subject Matter
The Concerts in the Park events draw attendees from the community and neighboring towns. The Park District will use a portion of these funds to promote the event.
Additional Background
If all grants on this agenda are approved, the Park District will have been awarded a total of $7,500 of the Community-Wide funds. We will have an additional $15,000 remaining in the Fiscal Year budget.
Type
Motion
Budgeted
Yes
Documents:
  1. 2023 Concerts in the Park Hotel Motel Grant.pdf
c.

Hotel/Motel Grant Request - Park District - Musical

Board to consider a motion awarding a Hotel/Motel Grant in the amount of $2,500 to the Westmont Park District for the Summer Musical event.

Background of Subject Matter
The Progressive Village Performance Network performs a musical that brings people to the Village. Traditionally the event offers six shows, which average 350 people per show, with 40% of those individuals coming from outside of Westmont.
Additional Background
If all grants on this agenda are approved, the Park District will have been awarded a total of $7,500 of the Community-Wide funds. We will have an additional $15,000 remaining in the Fiscal Year budget.
Type
Motion
Budgeted
Yes
Documents:
  1. 2023 Performing Arts Hotel Motel Grant.pdf
d.

Hotel/Motel Grant Request - Park District - Haunted Forest

Board to consider a motion awarding a Hotel/Motel Grant in the amount of $2,500 to the Westmont Park District for the Haunted Forest event.

Background of Subject Matter
The Haunted Forest event began in 2006. In prior years the event had over 1,400 participants, including visitors from 21 communities in addition to Westmont. The money will be used to allow more elaborate sets, better costumes and more realistic props.
Additional Background
If all grants on this agenda are approved, the Park District will have been awarded a total of $7,500 of the Community-Wide funds. We will have an additional $15,000 remaining in the Fiscal Year budget.
Type
Motion
Budgeted
Yes
Documents:
  1. 2023 Haunted Forest Hotel Motel Grant.pdf
e.

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.
Additional Background
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.
Type
Motion
Budgeted
Yes
Documents:
  1. 2023 Holly Days Hotel Motel Grant.pdf
f.

Award of Bid Proposal- Gasoline and Diesel Fuel

Board to consider an ordinance awarding the bid proposal from Al Warren Oil Company, Inc. to furnish and deliver gasoline and diesel fuel, and authorizing a fuel purchase contract.

Background of Subject Matter
This fuel purchase is part of a joint bid with DuPage County and various other communities. The County accepted bid proposals from five contractors for the fuel purchase. The low bidder was Al Warren Oil Company, Inc.
Additional Background
The duration of this fuel purchase contract is for the period April 1, 2023 through March 31, 2024, with three (3) one-year options to extend.
Recommendation
Staff recommends awarding the contract to Al Warren Oil Company, Inc. for an amount not to exceed $300,000.00.
Type
Ordinance
Budgeted
Yes
Documents:
  1. GASOLINE AND DIESEL FUEL FOR DUPAGE COUNTY 23-011-DOT BID TAB.pdf
  2. Fuel quantities.pdf
g.

Acceptance of Proposal- Building Demolition 109 N. Cass

Board to consider an ordinance awarding the bid proposal from KLF Enterprises for the demolition of Village-owned property at 109 N. Cass Avenue, and authorizing a contract for such demolition.

Background of Subject Matter
Staff received three quotes for the demolition of the former Toon property located at 109 N. Cass Ave. The lowest quote was from KLF Enterprises in the amount of $62,000.00.
Additional Background
This demolition work will include removal of the main building and accessory structure, removal of foundation walls, backfilling with clean fill and seed and blanket. A fence will also be installed during the demolition.
Recommendation
Staff recommends acceptance of the quote from KLF Enterprises in the amount of $62,000.00.
Type
Ordinance
Documents:
  1. KLF 109 N Cass.pdf
h.

Engineering Agreement - Phase 2 Design Engineering for Lincoln Street and 55th Street Watermain Extensions

Board to consider an ordinance authorizing an engineering agreement with Baxter and Woodman, Inc for Phase 2 design engineering services for the Lincoln Street and 55th Street watermain extensions project.  

Background of Subject Matter
Request to approve the sum of $46,600.00 for Phase 2 design engineering services for the Lincoln Street and 55th Street Watermain Extensions project.
Additional Background
This project consists of design engineering for proposed watermain extensions on Lincoln Street from 41st to Ogden, 41st Street from Adams to Grant and along 55th Street from Williams to King Arthur apartments.
Recommendation
Staff recommends approval of this proposal in the amount of $46,600.00 for Phase 2 design engineering.
Type
Ordinance
Budgeted
Yes
Documents:
  1. Engineering Proposal LincolnSt 55thSt WtrMnExt.pdf
i.

Engineering Agreement- 2023 MFT Resurfacing Project

Board to consider an ordinance authorizing an engineering agreement with Primera Engineers, Ltd for Phase 3 construction engineering services for the 2023 MFT Resurfacing Project. 

Background of Subject Matter
Request to approve the sum of $89,955.00 for Phase 3 construction engineering services for the Village's 2023 MFT Resurfacing Project.
Recommendation
Staff recommends approval of this proposal in the amount of $89,955.00 for Phase 3 construction engineering.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023 MFT Resurfacing Construction Engineering Proposal.pdf
j.

Hygieneering Agreements

Board to consider an ordinance approving the following agreements with Hygieneering, Inc.:

  1. Agreement for Lockout/Tagout Compliance Assessment.
  2. Agreement for Lockout/Tagout Program Update and Training.
  3. Agreement for Confined Space Compliance Assessment.
  4. Agreement for Confined Space Program Update and Training.
Background of Subject Matter
These agreements are part of ongoing efforts by the Public Works Department to assess and update its programs/procedures and to provide employee training regarding required work and safety protocols.
Additional Background
The costs of these services are $5,295.00, $9,265.00, $5,295.00 and $9,264.00 respectively. The services and training are expected to be completed by July 18, 2023.
Recommendation
Approve
Type
Ordinance
Budgeted
Yes
Documents:
  1. Westmont Hygieneering LO-TO Assessment Agreement FINAL 5 11 23.pdf
  2. Westmont Hygieneering Confined Space Program Training Agreement FINAL 5 11 23.pdf
  3. Westmont Hygieneering Compliance Assessment Agreement FINAL 5 11 23.pdf
  4. Westmont Hygieering LO-TO Program Agreement FINAL 5 11 23.pdf
k.

Purchase authorization- Large dump trucks

Board to consider an ordinance authorizing the purchase of five (5) large dump trucks for the Public Works Department.  

Background of Subject Matter
Due to supply chain issues with large trucks, staff is requesting authorization to place orders for five large dump trucks budgeted for FY24 and FY25. If the trucks are ordered now, the Village could expect delivery of the trucks in late 2025 or 2026.
Additional Background
This truck order includes purchase of the cab and chassis from Rush Truck Centers and fitting of the trucks by Monroe Truck Equipment. These vendors are part of purchasing cooperatives. Trucks 104, 118, 120, 144 and 203 will be replaced.
Recommendation
Staff recommends approval of purchase orders for Rush Truck Centers in the amount of $611,490.00 and Monroe Truck Equipment in the amount of $457,614.00.
Type
Ordinance
Budgeted
Yes
Budgeted Explanation
Trucks 104, 144 and 203 are budgeted in FY2024 and trucks 118 and 120 are budgeted in FY2025.
Documents:
  1. truck quotes Rush Monroe.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.