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HomeMy WebLinkAbout2. VB Minutes 12/16/2014MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT December 16, 2014 CALL TO ORDER Mayor Juracek called the meeting to order at 7:07 p.m. Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Michael Zadel PLEDGE OF ALLEGIANCE Pledge of Allegiance led by Trustee Rogers. INVOCATION Trustee Polit gave the Invocation. MINUTES Trustee Rogers, seconded by Trustee Matuszak, moved to approve the minutes of the regular Village Board meeting held December 2, 2014. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. MONTHLY FINANCIAL REPORT AND APPROVE BILLS Mayor Juracek stated the next item on the agenda, "MONTHLY FINANCIAL REPORT AND APPROVE BILLS" was noted by an asterisk and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote as business item "IX. CONSENT AGENDA." Trustee Matuszak, requested item C. 1St reading of an Ordinance Amending Chapter 18, "Traffic" and Appendix A, Division II of the Village Code of Mount Prospect, under XI. New Business be removed from the Consent Agenda. Mayor Juracek stated item C. under XI. New Business would be removed from the Consent Agenda for separate discussion in the order it is listed on the Agenda. MAYOR'S REPORT A. ACCOLADES Holiday Decoration Awards Special Events Commission member Ms. Linda Hoefert and her son Andrew Hoefert presented the winners of the 19th Annual Holiday Decorating Contest. Ms. Hoefert recognized Special Events Commission Paul Seils, coordinator of this event, who was unable to attend. page 1 of 15 Village Board Meeting Minutes December 16, 2014 She also thanked TV Services Coordinator Howard Kleinstein for his excellent work in providing footage of all the winning homes. Best Religious 1339 Indigo Best Use of Lights 1710 Laurel Simple But Elegant 800 West Cathy Grand Prize 1415 Sauk Best Business Keefer's Pharmacy, 5 West Prospect Best Block 200 South Pine Christmas Fantasy 1417 Sauk Mayor Juracek congratulated the winners and thanked the Special Events Commission for their time and effort in selecting the winners and sponsoring the event. B. APPOINTMENTS No appointments. In response to questions regarding the use of paid time off Mayor Juracek provided clarification regarding the authorized use of personal, sick time and vacation in accordance with FMLA and Village policy during the absence of Village Manager Mike Janonis. Mayor Juracek stated Mr. Janonis is not being afforded any perk or privilege granted by the Village. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD Mount Prospect Lions Club — Farmers' Market Mr. Nick Acearenza Mr. Fred Steinmiller Mr. Mike Giblin Mr. Don Geisler Mr. Nick Acearenza provided an overview of the 2014 Farmers' Market; Mr. Acearenza coordinates the annual market. Mr. Acearenza stated half the money raised over the twenty (20) week Farmers' Market goes to the Mount Prospect food pantry and the remainder of the money is donated to various charitable organizations. In presenting the $8,200 check to Ms. Julie Kane, Human Services Director, Mr. Acearenza stated this year's donation was being made in honor of deceased Lions Club member Mr. Jim Calhoun. On behalf of the Village and the many families who will benefit from this generous donation, Ms. Kane thanked the Lions Club. Mr. Geisler recognized and thanked fellow Lion Club member Trustee Polit, for coordinating the weekly distribution of left -over perishable fruit/vegetable from the market; approximately 500 pounds per week that are distributed at the Community Connections Center. Mayor Juracek and the Village Board thanked and recognized the Lions Club for their significant contributions to the community. page 2 of 15 Village Board Meeting Minutes December 16, 2014 CONSENT AGENDA Mayor Juracek stated the next item on the agenda, MONTHLY FINANCIAL REPORT AND APPROVE BILLS" was noted by an asterisk and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote as business item "IX. CONSENT AGENDA." Trustee Zadel, seconded by Trustee Polit, moved to approve the following business items: 1. Monthly Financial Report — November 2014 2. Bills dated November 27 — December 10, 2014 3. AN ORDINANCE AUTHORIZING THE SALE OF SURPLUS PROPERTY OWNED BY THE VILLAGE OF MOUNT PROSPECT (ORD NO. 6174) 4. Motion to approve proposal for 2015 General and Auto Liability Third -Party Claims in an amount not to exceed 9,559. (VBA 58-14) 5. Motion to accept proposal for Alternative Fuel Study in an amount not to exceed $39,135. (VBA 62-14) Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. OLD BUSINESS PUBLIC HEARING Mayor Juracek called the Public Meeting to order at 7:25 pm. Mayor Juracek stated the purpose of the Public Hearing is to allow residents, businesses and other interested parties an additional opportunity to comment on the proposed budget for the Village of Mount Prospect for fiscal year beginning January 1, 2015 and ending December 31, 2015. Notice of the Public Hearing was published in the Daily Herald on December 5, 2014. Televised departmental budget presentations and discussions were held at Committee of the Whole meetings in October and November. The Finance Commission also conducted budget discussions at their October and November meetings. Finance Director Dave Erb presented the Village's proposed 2015 budget summary. Revenues and other Sources Village Library $118,928,300 3.0% decrease $108,069,524 .8% decrease $ 10,858,776 4.2% increase Mr. Erb noted revenue decreases 1) 2014 bond issue and 2) telecommunication taxes. He indicated revenue increases from intergovernmental sources including sales tax and pension earnings. Randhurst revenue is going up; a positive sign. Budget Expenditures Village Library Village Operating Budget 2015 General Fund - balanced $126,831,626 3.0% decrease $115,972,850 3.6% decrease $ 10,858,776 4.3% increase $ 64,589,052 3.5% increase $46,818,407 page 3 of 15 Village Board Meeting Minutes December 16, 2014 Reserves 2015 Reserves — 25% (Village target) 2016 Estimated Reserves — 24% Property Tax Levy 2015 Property Tax Levy 2.48% increase (reduced from original proposed levy of 4.42%) Water Rates 2015 Adjustment to water rates 9.0% increase (due to rate increase imposed by City of Chicago) (anticipate this will be the last year for significant increase; should return to 4-5% increase based on Village water rate study) Library Budget 2015 Library Budget $10,858,776 4.3% increase Mayor Juracek opened the hearing to public comment. Public Comment Mr. Louis Goodman 310 North School ■ Questioned the water rates after 2015. Mr. Erb stated the rates themselves would not go down; the annual increase would go up at a slower rate. The Village Board commented on the City of Chicago raising the water rates by 15% per year to pay for improvements to its water system. It was noted that because the Village has maintained a well -funded water fund the Village has been able to keep water rate increases well under the 15%; keeping increase to single digits. Mayor Juracek, who serves on the Joint Action Water Agency (JAWA) stated the agency is looking at alternative water sources. Mr. Ken Orms 421 South Pine ■ Concerned with tax increases; Village needs to take a step back. ■ Urged Village Board to approve 0% tax levy. ■ Find way to fund the Village through better practices. ■ Professional background in facility management - knows how to save money; happy to work with Finance Commission. Noting that no one disagreed with his viewpoint Mayor Juracek and members of the Village Board provided additional information regarding the Village's conservative approach to the Village Budget including the 2010 — 0% tax levy. While the Village Board is committed to keeping taxes as low as possible — the crafting of a fiscally responsible budget includes consideration of the long-term impact of bare bones funding. The Village's allocation of property taxes is approximately 10-11 %; the remaining taxes go to other taxing bodies including school districts and park districts. page 4 of 15 Village Board Meeting Minutes December 16, 2014 To address the tax issue the message should be carried to all taxing bodies including the State of Illinois which imposes unfunded mandates that municipalities have carried the burden for several years without relief. Mr. Jerry Boldt 300 North School Street ■ 33% of property tax goes School District 57 (residents in that district) ■ Budget meeting — Thursday December 18th — good time for residents to attend Mayor Juracek stated school district budgets are passed by their respective, elected school boards; Village has no control over school district(s) tax levy. Mr. Erb continued his presentation with a brief review of the General Corporate and Special Service Area Property Tax Levy, Abatement and Budget ordinances. A Public Hearing for the tax levy was held December 2, 2014. ■ General Corporate Tax Levy $17,730,921 2.48% increase ■ Special Service Area #5 $ 1,545,773 no increase ■ Abatement (Build America $ 42,766 reduction in tax levy Bonds subsidy) The Village's estimated tax bill for a homeowner whose home has an Estimated Assessed Value (EAV) of $93174 ($350,000 market value) is $1,138 and $676 to the library; 2014 tax bill payable in 2015. In response to Trustee Hoefert's questions regarding the funding of the new JAWA supply pipe, Mayor Juracek indicated payment has been deferred; $73 million cost to be shared by JAWA municipalities. Mr. Orm stated he understood setting a 0% tax levy may not be feasible but he encouraged the Village Board to keep it at the CPI rate of inflation. A predictable increase is easier on everyone. Mayor Juracek stated the Village operates more like a utility; cannot get rid of a service when it becomes too costly. A business can choose its market but a municipality has an obligation to provide services and programs. The challenge is to do so in a manner that is cost effective; departments often find creative ways to fund essential services. Trustee Hoefert emphasized the heavy financial burden the state has put on municipalities over the last 10-15 years. Recommended the cost and impact of these unfunded mandates be a topic for COW discussion. As there were no additional public comments or questions Mayor Juracek closed the Public Hearing for the 2015 Budget at 8:16 p.m. Mayor Juracek presented for a second (2nd) reading an ordinance authorizing the levy and collection of taxes for the corporate and municipal purposes of the Village of Mount Prospect including the Library for the fiscal year beginning January 1, 2014 and ending December 31, 2014. Trustee Hoefert, seconded by Trustee Matuszak, moved to amend the ordinance to reflect a 1 % tax levy. page 5 of 15 Village Board Meeting Minutes December 16, 2014 Trustee Hoefert stated his position remains unchanged from previous discussions regarding the tax levy; 1%. Use of excess reserve funds should be used for 2015 budget adjustments; can be accomplished without impacting operations or bond rating. Mr. Erb has shown how we can provide revenue gathering relief to the community without impacting services, and we should provide that relief. Trustee Korn stated he originally supported the 4.42% tax levy as a show of support to staff, he would not push for the higher tax levy. He believes 1% would have a negative impact in future years, but can support the 2.48% tax levy. Trustee Matuszak stated government has to have a philosophy regarding the imposition of taxes. Government should determine what it needs to provide services/programs — take as a little as possible to provide those services. State imposes mandates without a philosophy. Supports the 1% tax levy — represents a philosophy. Trustee Zadel stated by going to 1 % this year will have ripple effect, impacting revenue in future years. Revenue lost by going with a 1 % levy will never be made up. Village has demonstrated consistency of modest increases provides financial foundation for unexpected costs and increases. When the Village Board first looked at 4.48% tax levy discussions determined Village could do with less. Concern with what will happen at state level; need to look at future. 2.48% tax levy is reasonable; secure future finances. Trustee Rogers expressed his support of the 2.48% tax levy. Concerned with the long-term financial impact of a 1 % tax levy. Over the last twelve (12) years average tax levy has been 4%. Consistency of a modest tax levy has provided a strong financial base to ensure essential municipal services and long term planning. Staff provided clear analysis of various options — supports 2.48% tax levy. Trustee Polit stated providing municipal services is a function of government. Residents expect services, but municipal services and programs have a cost. Noting the recent increase in certain fees, Trustee Polit stated that by not increasing the fees since the mid to late 1990's, the true costs were subsidized by tax dollars. And, in response to a public comment regarding senior tax freezes and other exemptions property owners may obtain, Trustee Polit pointed out that while the reduction may benefit the eligible homeowner, the Cook County unit of government simply shifts the cost of the lost revenue to other property owners. A 2.48% tax levy is a good balance for what the Village needs to accomplish for current and long-term service delivery. MayeF j6iFA_c_;A_.k istated- she was opposed to the 2010 0 evy;0 sepv Apr, "Mayor Juracek stated she was a leading proponent of the 2010 0% tax levy; 10% loss of personnel and cut in services. It is difficult, however, to continue to cut at that rate. Village is heavily impacted by actions at state level. State of Illinois is the biggest risk; pensions unfunded mandates and the unknown. State action could leave the Village in worse position; 2.48% tax levy with increased revenue provides greater comfort level. Mayor Juracek called the vote for the motion to amend the ordinance authorizing the Levy and Collection of Taxes for the Corporate and Municipal Purposes of the Village of Mount Prospect including the Library for the Fiscal Year Beginning January 1, 2014 and Ending December 31, 2014. Upon roll call: Ayes: Hoefert, Matuszak Nays: Korn, Polit, Rogers, Zadel Motion failed. page 6 of 15 Village Board Meeting Minutes December 16, 2014 A. Mayor Juracek presented for a second (2nd) reading an ordinance authorizing the levy and collection of taxes for the corporate and municipal purposes of the Village of Mount Prospect including the Library for the fiscal year beginning January 1, 2014 and ending December 31, 2014. Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6167: AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2014 AND ENDING DECEMBER 31, 2014. Upon roll call: Ayes: Korn, Polit, Rogers, Zadel Nays: Hoefert, Matuszak Motion carried. B. Mayor Juracek presented for a second (2nd) reading an ordinance authorizing the levy and collection of taxes for the municipal purposes of Special Service Area No. 5 of the Village of Mount Prospect, Illinois for the fiscal year beginning January 1, 2014 and ending December 31, 2014. Trustee Hoefert, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6168: AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE MUNICIPAL PURPOSES OF SPECIAL AREA NUMBER 5 OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2014 AND ENDING DECEMBER 31, 2014. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. C. Mayor Juracek presented for a second (2nd) reading an ordinance to abate part of the taxes levied for corporate and municipal purposes of the Village of Mount Prospect for fiscal year beginning January 1, 2014 and ending December 31, 2014. Trustee Zadel, seconded by Trustee Rogers, moved for approval of Ordinance No. 6169: AN ORDINANCE AUTHORIZING TO ABATE A PART OF THE TAXES LEVIED FOR CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2014 AND ENDING DECEMBER 31, 2014. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. D. Mayor Juracek presented for a second (2nd) reading an ordinance adopting an annual budget for the Village of Mount Prospect, Illinois for fiscal year commencing January 1, 2015 and ending December 31, 2015 in lieu of passage of an appropriation ordinance. page 7 of 15 Village Board Meeting Minutes December 16, 2014 Mayor Juracek opened the discussion of the ordinance for public comments; there were no comments. Village Board Comments Trustee Hoefert, Trustee Korn, Trustee Matuszak, Trustee Polit, Trustee Rogers and Trustee Zadel each expressed their thanks and appreciation to staff, the Finance Commission and residents for their input and direction during the discussions and decision making of the 2015 Budget. ■ Tax levy aside — 2015 budget is responsible and fiscally conservative plan. ■ Expenditures are still up for vote; control costs through expenditures brought to Village Board for approval. ■ Not an allocation budget. ■ Challenge staff to reduce cost of services. ■ Budget amendments — must be approved by Village Board. ■ Expenditure side — not much in question. Question and discussion will be on how to pay for expenditures. ■ Budget — tool to achieve objectives of Village's strategic plan — doing business in leaner way. Mayor Juracek also thanked the Village Board, the Finance Department, Finance Commission and Village Administration for their hard work in bringing forth a balanced budget for 2015. Residents were encouraged to review details of the budget and view Village Board discussions. Trustee Rogers, seconded by Trustee Korn, moved for approval of Ordinance No. 6170: AN ORDINANCE ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2015 AND ENDING DECEMBER 31, 2015 IN LIEU OF PASSAGE OF AN APPROPRIATION ORDINANCE. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Mayor Juracek called for a brief minute recess at 9:07 pm. Mayor Juracek resumed the December 16, 2014 Village Board meeting at 9:16 pm. NEW BUSINESS A. 1St reading of An Ordinance Making Certain Amendments to the Annual Village Budget Adopted for the Fiscal Year Commencing January 1, 2014 — December 31, 2014. Mayor Juracek presented for a first (1st) reading an ordinance making certain amendments to the annual Village Budget adopted for the fiscal year commencing January 1, 2014 — December 31, 2014. Finance Director Dave Erb presented the proposed amendment stating the ordinance provides for the second (2nd) amendment to the 2014 budget. In total, this amendment increases the budget for revenues by $2,193,000 and decreases the budget for expenditures by $6,318,000. Of the $2.2 million total increase in revenue accounts, $1.9 million is attributed to higher than expected sales tax, $510,000 is from two (2) supplemental payments of the state motor fuel tax and $210,000 is from additional ambulance transport fees. Adjustments to revenues are spread out among a total of nine (9) Village funds. page 8 of 15 Village Board Meeting Minutes December 16, 2014 Adjustments reducing total expenditures by $6.3 million are being made to various personnel, commodities and supplies, contractual service and capital equipment and infrastructure accounts. One (1) significant budget increase which impacts the Flood Control Construction fund is the deferral of the Isabella combined sewer project until 2015; $9.4 million. Adjustments to expenses are spread out among a total of ten (10) Village funds. Staff recommend the Village Board adopt the proposed budget amendment #2 for the 2014 annual budget. In response to the significant decrease in the budget for telecommunication tax ($500,000) Mr. Erb stated the 1) decline in landlines and 2) bundling of telecommunication packages have contributed to the decline in taxes. He stated there is an effort by GFOA to do address this issue. Trustee Hoefert, seconded by Trustee Rogers, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6171: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2014 — DECEMBER 31, 2014 Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. B. 1St reading of An Ordinance to Amend Water and Sewer Rates Set Forth in Appendix A, Division II of the Village Code of Mount Prospect. Mayor Juracek presented for a first (1st) reading an Ordinance to Amend Water and Sewer Rates Set Forth in Appendix A, Division II of the Village Code of Mount Prospect. This ordinance increases the combined water and sewer rate by 9.0% effective for billings after January 1, 2015. Mr. Erb provided background information stating the 2015 Budget includes an anticipated 9% increase in the combined water and sewer rate. Results from an updated five-year rate study prepared in response to the series of increases in the City of Chicago water rate indicated a need for this higher than typical adjustment to village rates for billings after January 1, 2015. For sewer users not connected to the Village's water system, the monthly charge per dwelling unit does not change from the current rate of $4.58. No increase is proposed for the $5.00 per month sewer construction fee. A Mount Prospect household using 8,000 gallons of water during a one-month period; monthly water and sewer usage fee would be $85.40, an increase of $6.64 from the current rate. page 9 of 15 Village Board Meeting Minutes December 16, 2014 Village Board Comments ■ Public information on how to save water including water saving appliances should be put in the village newsletter. ■ City of Chicago provides annual status report of water system improvements. In response to questions from the Village Board Mayor Juracek provided information related to the relocation/replacement of segments of the water pipeline due to expansion of the tollway road. There was a brief discussion regarding the cost of the new pipeline and what options the Village may have to pay its portion of the associated costs. Trustee Matuszak noted that regardless of whether JAWA finds another source the pipeline would still be used to access Lake Michigan water; part of core artery. Public Works Director Sean Dorsey also responded to questions regarding the Village wells. The wells can be used on emergency basis; water quality issues would need to be addressed if used for longer period. Mayor Juracek stated, at this time there are many moving parts to this issue. Recommended the pipeline and other water related issues be discussed at a future COW meeting. Mayor Juracek stated when appropriate she will ask the JAWA chair to address the Village Board. Trustee Hoefert, seconded by Trustee Rogers, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Korn, moved for approval of Ordinance No. 6172: AN ORDINANCE TO AMEND WATER AND SEWER RATES SET FORTH IN APPENDIX A, DIVISION II OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. C. 1St reading of An Ordinance Amending Chapter 18, "Traffic" and Appendix A, Division II of the Village Code. (At the request of Trustee Matuszak this item was removed from the Consent Agenda for separate discussion.) Mayor Juracek presented for a first (1st) reading An Ordinance Amending Chapter 18, "Traffic" and Appendix A, Division II of the Village Code. This ordinance authorizes the change to the Wille Street parking lot from leased to permitted parking. Administrative Intern Alex Bertolucci presented background information and staff recommendation. The Wille Street lot north of Evergreen Avenue is the only municipal lot designated as a leased parking zone. The sixty-two (62) parking spots are leased to Mount Prospect residents and Prospect Avenue businesses. page 10 of 15 Village Board Meeting Minutes December 16, 2014 Staff determined it would be beneficial to terminate and replace the lease parking agreement with the issuance of permits in the form of vehicle hangtags. The Finance Department would no longer have to manage individual leases for residents and businesses. The parking permit application would be available online and the use of hangtags would improve enforcement efficiency; visible marker versus referencing vehicle data through the Finance Department. Staff recommend approval of the ordinance amending Chapter 18, designating the Wille Street lot as a permitted parking lot and Appendix A, Division to reflect an increase in the annual resident parking fee from $240 to $360; the business annual fee would remain $90. In response to questions from the Village Board, Mr. Bertolucci provided the following: ■ Pemits are issued for specific spots. ■ Permit is issued to car - vehicle data part of application. ■ Will confirm parking lot hours for Wille Street lot; make sure same as other municipal lots including overnight parking prohibition. ■ Parking program the same — change in process. Trustee Matuszak recommended staff look at making the process easier. Issue hangtags to businesses for distribution; don't need to know what car tag is assigned to. Vehicle data should not be required — don't need to tie hangtag to specific vehicle(s) . Trustee Matuszak, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried Trustee Korn, seconded by Trustee Polit, moved for approval of Ordinance No. 6173: AN ORDINANCE AMENDING CHAPTER 18, "TRAFFIC" AND APPENDIX A, DIVISION II OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. D. An Ordinance Authorizing the Sale of Surplus Personal Property Owned by the Village of Mount Prospect. This ordinance allows for the sale of personal property on the government auction website GovDeals.com. (Approved under the Consent Agenda - Ordinance No. 6174) VILLAGE MANAGER'S REPORT A. Motion to approve proposal for 2015 General and Auto Liability Third -Party Claims in an amount not to exceed $204,505. Finance Director Dave Erb provided a summary of the Village's expiring insurance program, an analysis of the proposals received and a summary of the insurance package recommended by staff and its consultant. page 11 of 15 Village Board Meeting Minutes December 16, 2014 There remains just a single competitive insurer for the excess workers compensation- Safety National while Federal Insurance (Chubb) has been the most competitive on cost and coverage for property. The renewal quote for property coverage increased $2,865 — 2.8% increase from the prior year; $104,615 total. Insurable values during the same period increased 2.9%. The renewal quote for excess workers compensation coverage increased $6,043, 7.4% increase from the prior year; $887,508 total. The self- insured retention level did not change from the prior year and remains at $600,000. The total for all premiums and commissions for selected coverage levels is $204,505, an increase of 4.55% from the 2014 premium. Staff recommend the Village purchase property and excess workers compensation insurance from Arthur J. Gallagher and Co. with premium and broker's fees not to exceed $204,505. Trustee Hoefert, seconded by Trustee Zadel, moved to approve request to accept proposal for 2015 property and workers compensation insurance program in an amount not to exceed $204,505. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. (VBA 57-14) B. Motion to approve proposal for 2015 General and Auto Liability Third -Party Claims in an amount not to exceed $9,559. (Approved under the Consent Agenda — VBA 58-14) C. Public Works Bids/Proposals 1. Motion to accept bid for Isabella Area Sewer Improvements in an amount not to exceed $8,863,088. Public Works Director Sean Dorsey presented background information including work to be performed, bid results and staff recommendation. The second, and final phase of public sector work identified by the 2011 Comprehensive Flood Study is the construction of a relief sewer system in the Isabella Street residential area. The proposed scope of work includes the installation of approximately 6,600 linear feet of relief sewer to provide a 25 -year recurrence interval level of protection for approximately 800 single- family homes. Funding for this work has been facilitated by $10 million in general obligation bond debt. Six (6) bids for the project were received; apparent low -bidder is A Lamp Concrete contractors of Schaumburg ($8,057,352.09). Review of A Lamp's bid submittal revealed several concerns about their ability to complete the project. Staff along with the design engineer Burns & McDonnell met with A Lamp representatives to discuss those concerns. As a result of the meeting, staff is satisfied that the specific concerns can be effectively managed. It is also staff opinion that A Lamp can construct the improvements at the price quoted and within the time frame specified in the bid documents. Staff recommend the Village Board accept the lowest cost bid for the Isabella area sewer improvements as submitted by A Lamp Concrete Contractors, Inc. in an amount not to exceed $8,863,088. The not to exceed amount includes a recommended 10% contingency ($805,735.91) to accommodate quantity variances and unforeseen conditions commonly associated with underground work. Village Board Comments ■ Unique to negotiate with contractor because price appears too low. ■ Make sure performance bond is in good order. Mr. Dorsey provided the following in response to questions from the Village Board: page 12 of 15 Village Board Meeting Minutes December 16, 2014 ■ Trustee Korn maybe the most affected by the work done on Isabella; impede access to home for 1-2 weeks. ■ Public Works will have neighborhood meetings and informational flyers for residents affected by project; sometime in January. ■ IDOT not opposed to open -cut for less costly solution; open -cut less costly than boring. ■ Anticipate work to begin no later than March 15, 2015 and completed by November 15, 2015. Trustee Hoefert, seconded by Trustee Zadel, moved to approve request to accept Isabella area sewer improvements in an amount not to exceed $8,863,088. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. (VBA 59-14) 2. Motion to accept proposal for Isabella Area Sewer Improvements — Construction Engineering in an amount not to exceed $672,799. Public Works Director Sean Dorsey presented background information and staff recommendation. At the request of Public Works staff Burns & McDonnell consulting engineers submitted a cost proposal to provide the requested professional services for the Isabella project. Staff reviewed their proposal and determined Burns & McDonnell have allotted adequate, qualified resources necessary to monitor all phases of work and administer the construction contract. In addition, their cost proposal of $672,799 includes appropriate allocations for requisite sub -contracted technical assistance including laboratory materials testing services and construction site videography. Burns & McDonnell has successfully performed a variety of civil engineering projects for the Village over the course of 20 years. Burns & McDonnell is intimately familiar with the Village's sewer system, drainage pattern and the flooding problems endured by Mount Prospect residents. Staff recommend the Village Board accept the proposal from Burns & McDonnell consulting engineers of Downers Grove, to provide specified construction engineering services for the Isabella area sewer improvements for a fee not to exceed $672,799. In response to questions from the Village Board Mr. Dorsey provided the following: ■ Village has used a number of different engineering firms. ■ Professional services cannot be bid. ■ Burns & McDonnell fee falls within range of normal engineering fees. Trustee Matuszak, seconded by Trustee Zadel, moved to approve request to accept proposal from Burns & McDonnell for Isabella area sewer improvements — construction engineering in in an amount not to exceed $672,799. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. (VBA 60-14) 3. Motion to accept National Joint Powers Alliance (NJPA) bid for one (1) 70' Rearmount Aerial Truck with Flatbed Body in an amount not to exceed $182,500. page 13 of 15 Village Board Meeting Minutes December 16, 2014 Public Works Director Sean Dorsey provided background information and staff recommendation for the purchase of a 70' rearmount aerial truck with flatbed body through NJPA. The Public Works Department Forestry Division currently uses a 1997 International 4900 with a flatbed body and 55' aerial for maintaining the Village's parkway tree population (tree trimming, tree removals cabling and inspections. Mr. Dorsey reviewed the results of the vehicle evaluation and the life cost analysis; assessments conducted in accordance with the village's comprehensive replacement policy. Based on these scores staff recommend replacement of the 1997 International 4900 with a flatbed body and 55' aerial. Staff inspected several aerial trucks from various Villages and local tree companies as part of the selection process for an appropriate unit. The Forestry Division wanted to make sure the aerial selected would have the necessary working height and side reach necessary to perform work on the Village's trees that have grown larger in the seventeen (17) years since the last truck was purchase. There is no local or State purchasing program for this vehicle. As part of a national joint purchase cooperative (NJPA), the Village can purchase the new vehicle which meets the needs of the Forestry Division from Altec Industries of Birmingham, Alabama. Staff recommend the Village Board accept the NJPA bid contract award for the purchase of one (1) new 70' rearmount aerial truck with flatbed body from Altec Industries for an amount not to exceed $182,500. In response to questions from the Village Board Mr. Dorsey provided the following: ■ Truck is important piece of equipment; necessary to maintain urban forest. ■ Replacement of 17 year old vehicle has been deferred; this is the first (1St) request for replacement. ■ Will use Govdeals.gov to auction vehicle; expect there is value. ■ Money from sale of vehicles put into vehicle replacement fund. Mr. Dorsey responded to several questions from Trustee Hoefert regarding the condition of the current vehicle; cost to repair, safety of vehicle and deferral of purchase of replacement vehicle. Trustee Hoefert indicated he does not support replacement of a vehicle based on age. Noting the vehicle has not been determined to be unsafe, he believes there is merit in making the necessary repairs to the vehicle; may extend the life of the vehicle by 3-4 years. The approximate $30,000 to extend the life of the vehicle is significantly less than the cost of a new vehicle. Mr. Dorsey and Vehicle Maintenance Superintendent James Breitzman provided the following in support of the purchase of a replacement vehicle. ■ Older vehicle more susceptible to failure. ■ $30,000 in repairs — no guarantee engine/transmission won't go. ■ Essential vehicle after wind storms ■ Deferral of new vehicles — new vehicle costs continue to rise. Village Board Comments ■ 55' height off ground — risk factor being 55' off ground in a 17 year old vehicle. ■ Question the benefit of putting $28,000 in a vehicle that has a $12,000 book value. ■ Vehicle out -lived designated life. ■ If current vehicle fails — cost to rent a vehicle; $1,000 a day. ■ Need to look at value of vehicle to Village not book value. ■ Fair rating of transmission/engine means they could go at any time. ■ Right time to move vehicle. page 14 of 15 Village Board Meeting Minutes December 16, 2014 Trustee Zadel, seconded by Trustee Polit, moved for approval of request to accept National Joint Powers Alliance (NJPA) bid for one (1) 70' rearmount aerial truck with flatbed body in an amount not to exceed $182,500. Upon roll call: Ayes: Korn, Matuszak, Polit, Rogers, Zadel Nays: Hoefert Motion carried. (VBA 61-14) 4. Motion to accept proposal for Alternative Fuel Study in an amount not to exceed $39,135. (Approved under the Consent Agenda — VBA 62-14) Acting Village Manager Dave Strahl announced the following: January 6, 2015 — Village Board meeting. Village Hall Holiday Hours December 24* Offices close at 3:00 pm (Office of the Village Clerk — open until 5 pm) December 25th and 26th Offices closed December 31 * Offices close at 3:00 pm (Office of the Village Clerk — open until 5 pm) January 1St and 2nd Offices closed Celestial Celebration — February 6th Shining Star awards OTHER BUSINESS Trustee Polit stated a Toys for Tots event was being held at E & O, December 18th at 6:00 pm. The organization has less toys than in past years; additional unwrapped toys are needed. ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Zadel, seconded by Trustee Rogers, moved to adjourn the meeting. By unanimous vote the Village Board meeting adjourned at 11:04 p.m. M. Lisa Angell Village Clerk page 15 of 15 Village Board Meeting Minutes December 16, 2014