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HomeMy WebLinkAbout2. VB Meeting Minutes 09/01/2015 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT September 1, 2015 CALL TO ORDER Mayor Juracek called the meeting to order at 7:02 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Colleen Saccotelli Trustee Michael Zadel PLEDGE OF ALLEGIANCE Pledge of Allegiance led by Trustee Zadel. INVOCATION Trustee Saccotelli gave the Invocation. MINUTES Trustee Hoefert, seconded by Trustee Rogers, moved to approve the minutes of the regular Village Board meeting held August 18, 2015. on page 4; New rdnd Business, third (3) paragraph second (2) line under Item. B. to read: As a condition of the grant the year Village could receive additional funding for one (1) Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Abstain: Zadel Minutes were approved as revised. APPROVE BILLS unless there was a request to remove an item(s), all items further listed in that manner would be A. ACCOLADES None APPOINTMENTS Board of Fire and Police Commissioners Reappointments Mr. Charles Bennett Term to expire September 2018 5 West Central Road 1 page of 7 Village Board Meeting Minutes September 1, 2015 Mr. Jim Powers Term to expire September 2018 216 Eric Avenue Trustee Polit, seconded by Trustee Rogers, moved to approve the reappointments of Mr. Bennett and Mr. Powers to the Board of Fire and Police Commissioners (BOFPC) . Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. On behalf of the Village Board and community Mayor Juracek thanked Mr. Bennett and Mr. Powers for their commitment and contributions to the BOFPC. COMMUNICATIONS AND PETITIONS CITIZENS TO BE HEARD Mr. Millar Central/Busse Roads Mr. Millar raised several concerns regarding the construction at Westbrook School. Mr. Millar was assured Village staff are responsible for inspection of the project and compliance with Village Code including zoning requirements will be enforced prior to final approval by the Village. CONSENT AGENDA Trustee Hoefert, seconded by Trustee Zadel, moved to approve the following business items: 1. Bills dated August 13 August 26, 2015 2. An Ordinance Authorizing the Sale of Surplus Personal Property Owned by the Village of Mount (Ordinance No. 6210) Prospect This ordinance authorizes the sale of surplus vehicles/equipment through the GovDeals on-line auction. 3. A Resolution Authorizing the Village of Mount Prospect to Enter Into a Membership Agreement with (Resolution No. 30-15) Illinois Public Works Mutual Aid Network (IPWMAN). This Resolution authorizes the Village of Mount Prospect to enter into a membership agreement with IPWMAN. The IPWMAN network includes over 250 municipalities, townships and counties throughout the state. As a member the Village of Mount Prospect would be eligible to receive assistance in the form of labor and equipment from members throughout the state. 4. Motion to approve request to accept bid for Lincoln Street bridge rehabilitation in an amount not to (VBA 46-15) exceed $34,021. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. OLD BUSINESS None. NEW BUSINESS A. Motion to approve request for Façade Improvement and Interior Buildout grant for Trezeros Kitchen and Tap, 302 West Northwest Highway, in an amount not to exceed $25,000. Community Development Director Bill Cooney provided background information about the Façade program, the grant to Trezeros and staff recommendation. 2 page of 7 Village Board Meeting Minutes September 1, 2015 and plan to open Trezeros Kitchen and Tap; an American Fare with an Italian Flare. Both the interior and exterior of the building will be renovated; total project costs are estimated at approximately $480,000. Trezeros is seeking reimbursement for $25,000 of eligible expenses related to the Façade Rebate Program; matching grants are available to businesses that make improvements to storefronts in the downtown district. Reimbursement will be made after work is completed. The Owners Julie and Pasquale Ergastolo were in attendance and shared details about Trezeros. the restaurant industry for seventeen (17) years. The restaurant with seating for 150 people will have a full bar and entertainment on the weekends. The owners indicated they would like to open before the holidays. Village Board Comments Pleased to have residents with their success and experience as restauranteurs opening the new restaurant. Building has been stagnant for a long time may need extensive updating. Thanked the owners for investing in their community; excited for new restaurant. Mayor Juracek als process and issuance of a liquor license. Trustee Hoefert, seconded by Trustee Polit, moved to approve request for Façade Improvement and Interior Buildout grant for Trezeros Kitchen and Tap, 302 West Northwest Highway, in an amount not to . (VBA 41-15) exceed $25,000 Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried B. An Ordinance Authorizing the Sale of Surplus Personal Property Owned by the Village of Mount (Ordinance No. 6210 Approved under the Consent Agenda) Prospect C. A Resolution Authorizing the Village of Mount Prospect to Enter Into a Membership Agreement with (Resolution No. 30-15 Approved under the Illinois Public Works Mutual Aid Network (IPWMAN). Consent Agenda) Acting Village Manager Dave Strahl stated there were several requests for approval of expenditures to be presented for Village Board consideration; Village services, programs and equipment. A. Motion to accept proposal for Site Remediation Program (SRP) closure and professional remediation services for 2-40 North Main Street (Central Plaza) in an amount not to exceed $292,829. Community Development Director Bill Cooney provided background information including the project, proposal process, an update on demolition of the property and staff recommendation. Following years of neglect, the deteriorated Central Plaza now stands as a nuisance to the public. Numerous attempts made by staff to locate the owners were unsuccessful. As the Plaza has deteriorated past the point of repair and the owners unresponsive, the Village sought and received A Final Default Order and Injunction for demolition from the Circuit Court of Cook County. In July of this year, the Village 3 page of 7 Village Board Meeting Minutes September 1, 2015 Board granted approved of a demolition contract with Albrecht Enterprises; demolition of the structure will begin around Labor Day. Mr. Cooney provided an overview of the three (3) proposals solicited from environmental firms to obtain a Tier I Residential No Further Remediation (NFR) letter from the Illinois Environmental Protection Agency (IEPA) for the Central Plaza property. The proposals cover the cost of a Phase 1 Environmental Site Assessment (required for the NFR application), removal of up to 2,000 tons of non-hazardous soils, removal of 12,00 gallons of contaminated water and the SRP/LUST reporting that are necessary to obtain a Tier Residential NFR letter. The proposal is for time and material as it relates to the removal of non- hazardous soils and contaminated water. Staff recommend acceptance of the lowest proposal submitted; V3 Companies. Staff further recommend a 10% contingency be added in the project award to allow for quantity variances and unanticipated conditions; base proposal - $266,209 with 10% contingency - $26,620 for a total cost of $292,829. (The final cost for remediation services will be based on the actual quantity removed from the site.) The Village will also pay the necessary applications fees to the IEPA; estimated at $5,000 - $10,000. Upon completion the Village will file the necessary priority lien to recuperate all costs associated with this project. In response to questions from the Village Board, Mr. Cooney provided the following: V3 proposal includes all paperwork prepared for IEPA submittal. TIF funds used for the project are reimbursable. Clean-up of property to be completed by fall, 2015. IEPA process and issuance of NFR letter will take until next summer (2016). Hole created from demo will be filled after demolition. Completion of remediation area will be covered with top soil. Fencing will remain in place until NFR letter issued. Upon completion of project the Village will file the necessary priority lien to recuperate all costs. Trustee Hoefert, seconded by Trustee Zadel, moved to accept proposal for Site Remediation Program (SRP) closure and professional remediation services for 2-40 North Main Street (Central Plaza) in an amount not to exceed $292,829. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 42-15) B. Motion to accept bid for Public Works facility roof replacement in an amount not to exceed $237,740. Public Works Director Sean Dorsey presented background information including project details, bid process, bid results and staff recommendation. In 2010 a roofing consultant recommended complete replacement of the roof membrane and installing an additional layer of insulation to bring the administrative roof up to new insulation standards; the roof is now 27 years old. In July of 2015 the Village hired Ehlke Lonigro Architects to prepare the bid documents, oversee the bidding, supervise construction of the project and to perform another condition assessment; the 2015 assessment confirmed the 2010 report. Seven (7) bids were submitted; all bids were responsive to the request. The low bidder Olsson Roofing Company has not done work for the Village but has successfully completed several similar projects. Staff recommend including a 10% contingency fee for solutions to unanticipated conflicts that may arise during the removal and installation of the new roofing system. Staff recommend accepting the lowest 4 page of 7 Village Board Meeting Minutes September 1, 2015 cost bid as submitted by Olsson Roofing Company in an amount not to exceed $237,740; ($213,400 base bid with 10% contingency of $21,340). Mr. Dorsey stated the waste product did not need special handling or disposal. Trustee Zadel, seconded by Trustee Polit, moved for approval to accept bid for Public Works facility roof replacement in an amount not to exceed $237,740. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 43-15) C. Motion to accept Illinois Department of Transportation (IDOT) bid results for Central Road/Weller Lane pedestrian crossing in an amount not to exceed $79,500. Public Works Director Sean Dorsey presented background information including project details, IDOT bid process/bid results and staff recommendation. In 2014 the Village received $92,400 in Safe Routes to School funds for the construction of crosswalk improvements at Central Road and Weller Lane. This highly competitive, federally funded program is designed to promote and improve walking/biking to and from school. In July of 2015, the Village signed a Local Agency Agreement with the Illinois Department of Transportation (IDOT) establishing the division of cost for the project. The agreement also established that the project construction contract would be awarded by IDOT through their competitive bidding process. The Village will reimburse (IDOT) for its share of the construction cost. Nine (9) contractors bid on the project; low of $164,621.86 was submitted by Alliance Contractors. The low bid is $33,911.36 above the project cost estimate. As the maximum federal participation is capped at $92,400, the Village would be responsible for the remaining cost of $72,221.86. Staff recommend a 10% Staff further recommend the Village concur with the award by IDOT of the Central Road and Weller Lane pedestrian crossing improvements project to the low bidder Alliance Contractor in the amount of Mr. Dorsey provided the following in response to questions from the Village Board: Installation of pedestrian (refuge) island - entrance to jogging path will be moved a little further east. No history of pedestrian incidents at this crossing location. Signage will be in place to alert traffic of upcoming cross-walk. Crosswalk will be properly marked with thick white stripes. Pedestrian (refuge) island intended to enhance crossing safety. Most of cost is for pedestrian island. Construction/product costs may continue to increase; recent bid openings suggest significant increases construction costs, concrete and truck transportation. Project will begin in October 2015; anticipate November 2015 completion. Village maintains marking for most sidewalk crossings. Village Board Comments Village Board to remain cognizant of increased construction costs for budgeting purposes. Enhanced crossing at Central and Weller part of long-term plan to construct bridge from Melas Park to Meadows Park; hope project remains viable to allow for pedestrian crossing across railroad tracks. 5 page of 7 Village Board Meeting Minutes September 1, 2015 Trustee Zadel, seconded by Trustee Rogers, moved to accept Illinois Department of Transportation bid award to Alliance Contractors in the amount of $164,621.86; Village cost not to exceed $79,500. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 44-15 ) D. Capital Improvement Project Police Firing Range. 1. Motion to waive the bid process and have Meggitt Training Systems install a new target carrier system in an amount not to exceed $66,712.51. 2. Motion to waive the bid process and have Green Bay Lead, Inc. conduct range demolition, sound proofing installation and hazardous waste removal at a cost not to exceed $41,105. Police Chief Tim Janowick provided background information including project details (police firing range renovation), vendor assessments and staff recommendation. The Police Department is requesting to purchase and install a new range target control system at a cost not to exceed $120,000. The Police is for weapons training, qualifications and maintenance; the range is located in the basement of Fire Station 12. The current target carrier system was installed in early breakdowns have caused considerable downtime to range operations; 1) the software is antiquated and no longer supported and 2) the equipment is unreliable and in need of constant repair. Action Target and Meggitt Training Systems submitted proposals for the installation of a new target carrier system. The proposals were very similar in products and services and both received favorable reviews from other agencies. Meggitt Training Systems proposal of $66,712.51 is $9,087.49 less than the Action Target proposal; a 12% savings. Staff recommend the contract for renovation of the police $66,712.51 firing facility be awarded to Meggitt Training Systems in an amount not to exceed . The demolition portion of the project consists of proposals submitted by Best Technology Systems and Green Bay Lead, Inc. The proposals include removal of the existing sprayed on woolen material from the walls and ceiling and the installation of sound reduction materials. In addition to submitting the lowest cost proposal of $41,105, Green Bay Lead, Inc. included sound proofing materials along the entire ceiling and the installation of top quality wall curtains and sound panels. Green Bay Lead, Inc. is a certified hazardous materials abatement company and will be responsible for the disposal of all hazardous waste. Staff recommend the contract for range demolition, sound proofing installation and hazardous waste removal be awarded to Greenbay Lead, Inc. in an amount not to exceed $41,105. Police Chief Janowick and Police Sergeant Jeff Schmitz provided the following in response to questions from the Village Board. Range officers made site visits to evaluate other firing ranges. Village firing range less than average size significant need for larger facility. Other ranges big enough to fit police car; more dynamic ranges being used; dynamic movement very important move officers not system. Police officers doing well with what we have. Benefit of having shared range is cost; negatives include time sharing impacts efficiency of officers time and accessibility to facility. Midnight shift officers cannot be trained at range while on duty; noise level impacts fire personnel on duty during those hours. Outside training is arranged by Sergeant Schmitz. 6 page of 7 Village Board Meeting Minutes September 1, 2015 In compliance with OSHA regulations range officers have blood range tests; lead test. Trustee Matuszak, seconded by Trustee Rogers, moved to approve request to waive bid process and have Meggitt Training Systems install a new target carrier system in an amount not to exceed $66,712.51. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 45a-15) Trustee Zadel, seconded by Trustee Polit, moved to approve request to waive the bid process and have Green Bay Lead, Inc. conduct range demolition, sound proofing installation and hazardous waste removal at a cost not to exceed $41,105. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 45b-15) E. Motion to accept bid for Lincoln Street bridge rehabilitation in an amount not to exceed $34,021. (Approved under the Consent Agenda VBA 46-15) F. Status Acting Village Manager Strahl stated Village offices will be closed Labor Day, Monday, September 7. ANY OTHER BUSINESS th ill be held Sunday, September 13; in ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Matuszak, seconded by Trustee Polit, moved to adjourn the meeting. By unanimous vote the September 1, 2015 Village Board meeting adjourned at 8:12 p.m. M. Lisa Angell Village Clerk 7 page of 7 Village Board Meeting Minutes September 1, 2015