LetterHead - Administration (Google) Village Board Meeting
June 1, 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 18, 2023.

Background of Subject Matter
Required Parliamentary Procedure
Type
Motion
Documents:
  1. 2023-05-18 Village Board Meeting Minutes.pdf
b.

Finance Ordinance

i.

Finance Ordinance #3

Total to be announced at the meeting

Background of Subject Matter
*
Type
Motion
c.

Purchase Orders

i.

PO 23202556-01

Bell Fuels, Inc. $33,000.00

Background of Subject Matter
Increase original PO $11,000.00 to $33,000.00 for fuel.
Additional Background
This is a simultaneous payment, included in the finance ordinance.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 23202556.pdf
ii.

PO 23202887

West Central Municipal Conference $26,494.00

Background of Subject Matter
Spring tree planting
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 23202887.pdf
iii.

PO 24200206

Primera Engineers, Ltd. $89,955.00

Background of Subject Matter
2023 MFT - Ph. 3 Eng.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200206.pdf
iv.

PO 24200208

Go Painters Inc. $49,490.00

Background of Subject Matter
Hydrant Sandblasting & Painting
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200208.pdf
v.

PO 24200216

Al Warren Oil Company, Inc.  $225,000.00

Background of Subject Matter
Fuel Purchase FY24
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200216.pdf
vi.

PO 24200217

Hygieneering, Inc $29,120.00

Background of Subject Matter
Assessment & Training - Lock/out-tag/out & Confined Space Program Review
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200217.pdf
vii.

PO 24200218

BAXTER & WOODMAN, INC. $46,600.00

Background of Subject Matter
55th St. & Lincoln St. wtr main ext. - PH. 2 Eng
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200218.pdf
viii.

Total Of Purchase Orders

$499,659.00

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.

Community Events

i.

2023 Independence Day Celebration

Village Board to consider an ordinance approving the following requests from the Westmont Park District regarding the annual 4th of July Celebration at Ty Warner Park:  

  1. 4th of July special event traffic plan - various one-ways and street closures around Ty Warner Park from 7am to 11pm
  2. Fireworks Permit fee waiver
  3. Amplified Sound Permit
  4. Tent permit fee waiver
  5. Temporary Liquor License Fee Waiver
Background of Subject Matter
The annual 4th of July Celebration at Ty Warner Park has been a successful event for many years.
Type
Ordinance
Documents:
  1. 2023 - 4th of July - R.pdf
f.

Proclamation - Gun Violence Awareness Day

Board to consider a proclamation declaring June 2, 2023 as National Gun Violence Awareness Day in the Village of Westmont.

Background of Subject Matter
*
Type
Proclamation
Documents:
  1. Proclamation - National Gun Violence Awareness Day.pdf
g.

Reduction of Available Class 3 Liquor Licenses by One

Board to consider an ordinance reducing the number of available Class 3 liquor licenses by one due to the recent sale of Neruta Inc d/b/a Cafe Ruta at 6551 S. Cass Avenue.


Background of Subject Matter
Neruta LLC d/b/a Cafe Ruta 6552 S. Cass Avenue has been sold. The Liquor Commissioner has declared their liquor license (Liq001169-2021) as forfeited and as such, the liquor license is no longer valid.
Additional Background
The board is asked to reduce the number of available Class 3 liquor licenses by one (1) due the sale and forfeiture declaration of this liquor license.
Recommendation
approval
Type
Ordinance
8.

Unfinished Business

9.

New Business

a.

Increase in Available Class 3 Liquor Licenses

Board to consider an ordinance increasing the number of available Class 3 liquor licenses by one for Taip Ruta Corp d/b/a/ Cafe Ruta at 6551 S. Cass Avenue Westmont, Il. 60559

Background of Subject Matter
Oksana Peczulis of Taip Ruta Corp. d/b/a Cafe Ruta has applied for a Class 3 liquor license. They plan to operate the restaurant in almost the same manner as the previous owner but with some changes. The previous owner had a Class 3 license before.
Additional Background
A background review was conducted on the sole owner, Oksana Peczulis. The background review has indicated that Ms. Peczulis is eligible to receive a Class 3 liquor license for Cafe Ruta at 6551 S. Cass Ave,
Recommendation
Approval
Type
Ordinance
b.

Award of Bid Proposal- 2023 MFT Resurfacing Project

Board to consider an ordinance awarding the bid proposal from K5 Construction Company for the Village's 2023 MFT Resurfacing Project (MFT#23-00113-00-RS) and authorizing a contract consistent with the bid documents. 

Background of Subject Matter
The Village accepted bid proposals from four contractors for the 2023 MFT Resurfacing Project. The bids ranged from $2,289,262.46 to $2,404,672.65. The low bid was 8.8% higher than the Engineer's cost estimate of $2,087,654.50.
Additional Background
The approved construction budget for the 2023 MFT project is $1,700,000. The project scope was reduced to accommodate the approved construction budget.
Recommendation
Staff recommends awarding the bid of $1,698,356.70 to K5 Construction Company.
Type
Ordinance
Budgeted
Yes
Documents:
  1. 2023 Westmont MFT Resurfacing Project - Bid Recommendation Letter - Final.pdf
  2. 2023 MFT - Willow Way Subtraction and Quantity Reduction Final - K-Five.pdf
  3. 2023 MFT Bid Tabs 2023-05-11.pdf
c.

Award of Bid Proposal - Downtown Annual Flower Watering Program

Board to consider an ordinance awarding the bid proposal from Ken's Landscaping & Supply, Inc. for the Downtown Annual Flower Watering Program.

Background of Subject Matter
The Village accepted proposals from two contractors for the project. The low bidder was Ken's Landscaping & Supply, Inc. with a low bid of $179,885.16. The low bid was approximately 7.6% higher than the Engineer's Estimate of $167,107.00.
Additional Background
This project includes daily watering of approximately 264 hanging baskets and 53 containerized planters in the Central Business District for 26 weeks. The contract term is one year with 3 one-year options to extend.
Recommendation
Staff recommends awarding the bid of $179,885.16 to Ken's Landscaping & Supply, Inc.
Type
Ordinance
Budgeted
No
Budgeted Explanation
Not specifically budgeted, but will be offset by savings from other professional services contracts and a reduction in overtime and seasonal worker costs with any balance paid from the Convention/Tourism fund reserves.
d.

Engineering Agreement - Phase 1 and Phase 2 Design Engineering for Quincy Street Streetscape Phase 2 Improvements

Board to consider an ordinance approving an engineering agreement with Primera Engineers, Ltd.  for Phase 1 and Phase 2 Design Engineering for the Quincy Street Streetscape Phase 2 Improvements.  

Background of Subject Matter
Request to approve the sum of $239,090.00 for Phase 1 and Phase 2 design engineering for the Quincy Street Streetscape Phase 2 Improvements.
Additional Background
This agreement will include community engagement, visioning workshop, Village Board presentation, concept design, detailed design, specifications, cost estimates and bidding assistance.
Recommendation
Staff recommends approval of the proposal in the amount of $239,090.00 for Phase 1 and Phase 2 design engineering.
Type
Ordinance
Budgeted
Yes
Budgeted Explanation
This project is programmed for construction in FY2025.
Documents:
  1. Quincy Streetscape Phase 2 - Westmont Engineering Proposal_20230505.pdf
e.

Engineering Agreement- Phase 2 Design Engineering for Residential Alley 5 S

Board to consider an ordinance approving an engineering agreement with Thomas Engineering Group, LLC for Phase 2 design engineering for Residential Alley 5S Improvements. 

Background of Subject Matter
Request to approve the sum of $108,325.00 for Phase 2 design engineering for Residential Alley 5S Improvements.
Additional Background
This agreement will include topographic survey, soil borings, detailed design, specifications and special provisions, cost estimates and bidding assistance for the residential alley located between Quincy St, Washington St, 55th St, and Adams St.
Recommendation
Staff recommends approval of this proposal in the amount of $108,325.00 for Phase 2 design engineering.
Type
Ordinance
Budgeted
Yes
Budgeted Explanation
This project is currently programmed for construction in FY2025.
Documents:
  1. 2023.05.10 TEG Res Alley 5S Phase II Proposal.pdf
f.

Comcast License Agreement

Board to consider an ordinance approving a Cable Equipment Room License Agreement with Comcast of Illinois VI, LLC for Village-owned property located at 33 East Burlington Avenue, Westmont.

Background of Subject Matter
Comcast currently occupies 33 E. Burlington Ave. for its operation of a communications signal processing and transmission facility in conjunction with its provision of communication services to the public.
Additional Background
This License Agreement formalizes the relationship of the parties moving forward. This License is for a 5 year term with four 5 year renewals. The annual license fee is $7,950.00, and increases by 3% for each renewal term.
Recommendation
Approve
Type
Ordinance
Documents:
  1. Westmont Comcast License Agreement 5 26 23.pdf
g.

Special Counsel Appointment

Board to consider an ordinance confirming the Mayor's appointment of attorney Adam C. Carter of Esp Kreuzer Cores LLP as outside special counsel to the Village.  

Background of Subject Matter
The special counsel is required for specialized legal work for the Village.
Recommendation
Approve
Type
Ordinance
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.