LetterHead - Administration (Google) Village Board Meeting
 June 29, 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 June 15, 2023.  

Background of Subject Matter
Required Parliamentary Procedure
Type
Motion
Documents:
  1. 2023-06-15 Village Board Meeting Minutes (1).pdf
b.

Finance Ordinance

i.

Finance Ordinance #5

Total to be announced at the meeting. 

Background of Subject Matter
*
Type
Motion
c.

Purchase Orders

i.

PO 24200279

MONROE TRUCK EQUIPMENT INC. $73,836.00

Background of Subject Matter
2026 international HV607 -build out(Replacing #118
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200279.pdf
ii.

PO 24200345

BAXTER & WOODMAN, INC. $60,000.00

Background of Subject Matter
2023/2024 GIS Consulting Services
Additional Background
This is a simultaneous payment, included in the finance ordinance.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200345.pdf
iii.

PO 24200351

General Refrigeration Service, LLC $75,000.00

Background of Subject Matter
HVAC replacement - Westmont Centre
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200351.pdf
iv.

PO 24200393

VILLAGE OF ADDISON $490,430.00

Background of Subject Matter
Fire Dispatch & Alarm Services & Hardware Maint Fees
Additional Background
This purchase order is an encumbrance of an estimated annual amount, and payments will be made as needed during the course of the year. The first payment is included in the finance ordinance, which will be approved simultaneously with this PO.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200393.pdf
v.

PO 24200931

VILLAGE OF ADDISON $361,510.00

Background of Subject Matter
This purchase order is an encumbrance of an estimated annual amount, and payments will be made as needed during the course of the year. The first payment is included in the finance ordinance, which will be approved simultaneously with this PO.
Type
Purchase Order
Budgeted
Yes
Documents:
  1. 24200391.pdf
vi.

Total of Purchase Orders

$1,060,776.00

Background of Subject Matter
*
Type
Purchase Order
d.

Total Of Purchase Orders And Finance Ordinance

To be announced at the meeting.

Background of Subject Matter
*
Additional Background
*
Type
Motion
8.

Unfinished Business

9.

New Business

a.

Establishment of a Downtown Incentive Program

Board to consider an ordinance approving a Downtown Incentive Program (DIP) for the Village of Westmont's Central Business District.

Background of Subject Matter
The DIP provides financial incentive grants to property and business owners in the CBD. Matching funds can be requested for improvement projects, with incentives for better design. The DIP will replace all previous Facade and Life Safety Grant programs.
Additional Background
Research and input was facilitated by a selected consultant and included interviews with local stakeholders, a working group comprised of Village staff and elected and appointed officials, with presentations to and recommendations from the CDC.
Type
Ordinance
Budgeted
Yes
Documents:
  1. Westmont Downtown Incentive Program - Final Draft VB.pdf
b.

Downtown Incentive Program - FY2024 Annual Budget and Activity Targets

Board to consider an ordinance adopting the FY2024 Downtown Incentive Program (DIP) Annual Budget and Activity Targets.

Background of Subject Matter
In accordance with the DIP procedures, the Board defines the program parameters on an annual basis to establish tier funding, eligible activities, incentive bonuses, and any other program specifics to be amended.
Additional Background
As a newly adopted program, it is necessary to amend the prescribed funding cycle and approval procedures to align with the FY2024 budget cycle. Additional language creates limited exceptions to fund eligible past projects.
Type
Ordinance
Budgeted
Yes
Documents:
  1. FY2024 DIP ANNUAL BUDGET AND ACTIVITY TARGETS.pdf
c.

Award of Bid Proposal - 13-19 E Burlington and 21 E Burlington Building Demolition

Board to consider an ordinance awarding the bid proposal from Fowler Enterprises, LLC for the demolition of the buildings located at 13-19 E Burlington and 21 E Burlington and authorizing a contract consistent with the bid documents. 

Background of Subject Matter
The Village accepted bid proposals from five vendors for the demolition of the buildings. Fowler Enterprises, LLC was the low bid of $144,950.00. Staff has checked references for this contractor and the references were satisfactory.
Additional Background
This project will include the demolition of the existing strip mall and Haraldsen's garage, as well as asbestos abatement, security fencing, backfill and landscape restoration. The asbestos abatement cost is included as a bid allowance.
Recommendation
Staff recommends awarding the bid of $144,950.00 to Fowler Enterprises, LLC.
Type
Ordinance
Documents:
  1. PW Attachment 6 22 23.pdf
d.

Intergovernmental Agreement - Mutual Aid Box Alarm System

Board to consider an ordinance approving a revised Intergovernmental Agreement for participation in the Mutual Aid Alarm Box System (MABAS).  

Background of Subject Matter
MABAS is a multi-state organization that coordinates mutual aid responses to emergencies & disasters that require a significant deployment of resources. MABAS & its participants have updated their master agreement (IGA) which its members must approve.
Additional Background
The Village currently participates in MABAS, & approval of this new IGA is required for continuing participation. Once approved, the Village will receive the benefit of the multi-state mutual aid in the event of a catastrophic incident or emergency.
Recommendation
Approve
Type
Ordinance
Documents:
  1. Westmont MABAS IGA Ordinance - Draft.pdf
  2. Westmont MABAS IGA 6 29 23.pdf
e.

Repeal of Municipal Code, section 82-101 - Private lead water service line replacement

Board to consider an ordinance repealing Municipal Code, section 82-101, Private lead water service line replacement. 

Background of Subject Matter
While trying to obtain our most recent operating permit, the submittal was declined by IEPA until the Village committed in writing to replacing all known lead services in the project area. The Municipal Code currently requires a cost share.
Additional Background
Staff is requesting to repeal Municipal Code, section 82-101, which requires property owners to pay the cost of the private side service replacement. This will allow staff the flexibility to replace these services to receive IEPA operating permits.
Recommendation
Staff recommends repeal of Municipal Code, section 82-101.
Type
Ordinance
Budgeted
N/A
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.