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HomeMy WebLinkAbout04/19/2016 VB Minutes MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT April 19, 2016 CALL TO ORDER Mayor Arlene Juracekcalled the meeting to order at 7:07p.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 Matuszakgave the Invocation. MINUTES Trustee Rogers, seconded by Trustee Zadel,moved to approve the minutes of the regular Village Board meeting held April 5, 2016. Upon roll call: Ayes: Hoefert,Matuszak,Polit,Rogers,Saccotelli,Zadel Nays: None Motion carried. MAYOR’S REPORT A.ACCOLADES MayorJuracek welcomed Boy Scout RobiRoy from Troop 160 who is working on his Citizenship in the Community Merit Badge. Proclamation:“Arbor Day” April 29,2016 Mayor Juracek presented the proclamation to Public Works Director Sean Dorsey.Mr. Dorsey thanked the Mayor and Village Board for their continued support of the Village’s forestry program and extended an invitation to the Arbor Day celebration and tree planting Friday, April 29th at 9:30am; Forest View Elementary School,1901 Estates. In addition to the students, teachers and staff, members of the Mount Prospect Garden Club will participate in the event. st B.1reading of An Ordinance Amending Chapter 13, “Alcoholic Liquors,” of the Village Code of Mount Prospect 1 page of 8 Village Board Meeting MinutesApril 19, 2016 st Mayor Juracek presented for a first (1) reading An Ordinance AmendingChapter 13, “Alcoholic Liquors,” of the Village Code of Mount Prospect. This ordinance increases the number of Class “F-3” liquor licenses by one (1) Sabchan, Inc. d/b/a Summertime Restaurant located at 1132 South Elmhurst Road. The Class “F-3” liquor license provides for the full service ofalcohol in a restaurant with a lounge. Village Manager Michael Cassady provided background information stating the applicant,Mr. Saburo Araki,is seeking a Class “F-3” liquor license for a new restaurant, Summertime Restaurant.Mr. Arakihas met Villagerequirements and submitted all required documentation. In addition, Mr. Araki met with staff to review the Village’s rules and regulations, including the Village’s particular sensitivity to the sale of alcohol to minors and clearly intoxicated individuals. Mr. Araki was in attendance to provide additional information and respond to questions from the Village Board. The restaurant will operate as a tea room/music lounge serving lunch and dinner; Japanese cuisine. Mr. Araki anticipates the restaurant will open in late June of this year. The Mayor and Village Board expressed their support and appreciation for choosing to locate his restaurant in Mount Prospect. Trustee Zadel, seconded by Trustee Rogers, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Trustee Polit, seconded by Trustee Zadel, moved for approval of Ordinance No. 6241: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion carried. APPOINTMENTS Mayor Juracek presented the following appointment for Village Board approval: Special Event Commission Haley SchechterTerm to expire April 2020 307 South Louis Street Trustee Hoefert, seconded by Trustee Zadel, moved to approve the appointment of Haley Schechterto the Special EventsCommission. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. 2 page of 8 Village Board Meeting MinutesApril 19, 2016 COMMUNICATIONS AND PETITIONS –CITIZENS TO BE HEARD None. CONSENT AGENDA \[All itemslisted under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member, or resident from the audience, so requests, inwhich event the item will be removed from the Consent Agenda and considered as a separate item.\] Trustee Polit, seconded by Trustee Rogers, moved to approve the following business itemsunder the Consent Agenda: A.Monthly Financial Report –March 2016 B.Bills dated March 30–April 12, 2016 C.Motion to accept joint bid results for crack sealingin an amount not to exceed $62,000. (VBA 23-16) D. A Resolution Appointing Joan P. Bokina as Representative to the Illinois Municipal Retirement Fund for the Village of Mount Prospect(RES 16-16) Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. OLD BUSINESS A. An Ordinance AnnexingCertain Property to the Village of Mount Prospect 1. Motion to accept Letter of Understanding and authorization for the Village Manager to execute – United Airlines Annexation nd 2. 2reading of An Ordinance Annexing Certain Property to the Village of Mount Prospect st Mayor Juracekstated the first (1) reading of the ordinance authorizing annexation of the property located at 1200 Dempster Street was held at the March 16, 2016 Village Board meeting; the Village Board ndth approved deferral of the second(2)reading of the ordinance until the April 19Village Board meeting. United Airlines (UAL) had requested deferral of this item until after the Village and United Airlines representatives had an opportunity to meet to discuss annexation of the UAL property. Village ManagerCassady provided background information regarding the Village’s initial decision to pursue forced annexation. The proposed use of the subject property for overnight truck/trailer parking presented safety concerns to the Mount Prospect community. To prevent the proposed use and gain control of land usage of the subject property the Village determined it was in its best interest to pursue forcedannexation. United Airlines and the Village have since met to discuss the annexation and status of the United Airlines property. Both parties are committed to working together in a mutually beneficial manner. To facilitate this process,A Letter of Understanding between the Village and United Airlines nd was drafted forVillage Board approval and the second (2) reading of the ordinance under consideration would be deferred until the August 16, 2016 Village Board meeting.The Letter of Understanding includes a commitment from United Airlines not to use the 1200 Dempster lot asovernightforparking trucks/trailers. Mr. Andrew Scott, United Airlines attorney was in attendance; he thanked the Mayor and Village Board for the opportunity to work with the Village and looks forward to future discussions regarding the UAL property. 3 page of 8 Village Board Meeting MinutesApril 19, 2016 Village Board Comments Beneficial to both Village and UAL to be working together. Annexation good for both Village and UAL. Public Comments Ms. Carol Neufeld addressed the Village Board regarding her safety concerns with the proposed use of the 1200 Dempster Street as truck parking lot. She was pleased the Village Board took appropriate steps to prevent its use as a parking lot. Mayor Juracek asked for a motion to accept the Letter of Understanding and authorization for Village Manager Cassady to execute. Trustee Zadel, seconded by Trustee Polit, moved to accept theLetter of Understanding and grant the Village Manager authorization to execute: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Mayor Juracek asked for a motion to defer the second (2) reading of An Ordinance Annexing Certain Property to the Village of Mount Prospect. nd Trustee Hoefert, seconded by Trustee Zadel, moved to defer the second (2) reading of An Ordinance Annexing Certain Property to the Village of Mount Prospect to the August 16, 2016 Village Board meeting. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. NEW BUSINESS st A.1reading of An Ordinance Making Certain Amendments to the Annual Budget Adopted for the Fiscal Year Commencing January 1, 2015 and Ending December 31, 2015. Mayor Juracek presented for a first (1st) reading An Ordinance Making Certain Amendments to the Annual Budget Adopted for the Fiscal Year Commencing January 1, 2015–December 31, 2015. Finance Director Dave Erb presented the proposed amendment stating the ordinance provides for the third (3rd)and final amendment to the 2015budget. This is a carryover amendment from the 2015 budget. In total the proposed amendment increases the Village budget for revenues by $268,730 and increases expenditures by $381,304. This ordinance does not approve new expenditures; expenditures were previously approved with passage of 2015 budget. Trustee Hoefert, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: 4 page of 8 Village Board Meeting MinutesApril 19, 2016 Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Trustee Zadel,seconded by Trustee Rogers, moved for approval of Ordinance No. 6242: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUALVILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCINGJANUARY 1, 2015 AND ENDING DECEMBER 31, 2015 Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. B. 1st reading of An Ordinance Making Certain Amendments to the Annual Budget Adopted for the Fiscal Year Commencing January 1, 2016and Ending December 31, 2016. Mayor Juracek presented for a first (1st) reading An Ordinance Making Certain Amendments to the Annual Budget Adopted for the Fiscal Year Adopted for the FiscalYear Commencing January 1, 2016 – st December 31, 2016.This is the first (1) amendment to the 2016 Budget. Finance Director Dave Erb presented the proposed amendment stating the ordinance provides for the st first (1)amendment tothe 2016budget. This amendment adjusts original budget figures to reflect carry- over projects from the prior year. Intotal the proposed amendment increases the budget forexpenditures by $4,224,118.The increase in expenditures totaling $4.2 million primarily consistof capital projects budgeted in the Capital Improvement Fund,Downtown Redevelopment Fund, Street and Flood ConstructionFunds, Motor Fuel Tax Fund, Water and Sewer Fund, Village Parking Fund and Vehicle Replacement and Vehicle Maintenance Funds. Of the $4.2 million, $1.3 million is for carryovers in the Water and Sewer Fund. Village Board Comments Expenditures were approved in 2015 Budget; money carried over. Expenditures and revenue source get moved over. Trustee Zadel, seconded by Trustee Rogers, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Trustee Zadel, secondedby Trustee Polit, moved for approval of Ordinance No. 6243: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2016 AND ENDING DECEMBER 31, 2016 Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None 5 page of 8 Village Board Meeting MinutesApril 19, 2016 Motion carried. VILLAGE MANAGER’S REPORT Village Manager Cassady stated the Public Works Department had two(2)itemsto present for the Village Board’s consideration. At the Mayor’s encouragement both projects were bid through the Municipal Partnering Initiative (MPI). MPI is a regional collective of municipalities that jointly procures a range of commodities, services and projects to better leverage economies of scale. Public Works Director Sean st Dorsey worked with the Village Manager in participating in the joint bid process; this is the first (1) time the Village has participated in the joint bids. Staff determined the Municipal Partnering Initiative joint bid provides for the most competitive and cost effective means to procure services. A.Motion to accept joint bid results for concrete flatwork in an amount not to exceed $133,000. Public Works Director Sean Dorsey presented background information including; 1)scope of work 2) proposal process and 3) staff recommendation. The proposed contract provides for concrete flatwork services following emergency repairs of underground utilities including water main and sewer repairs as well as concrete flatwork for the Shared Cost Sidewalk Program. The Shared Cost Sidewalk Program is a public/private initiative in which the Village and private property owners participate in the cost of sidewalk replacement. Participants in this year’s program can have sidewalk replaced at the rate of $68 per square. The Village of Glenview is administering the bid. Five (5) bids were received; lowest cost bidder is Schroeder & Schroeder, Inc., Skokie in the amount of $123,475. The contract is for a 1-year agreement in 2016 with an option to extend the contract for two (2) additional extensions for 2017 ad 2018. As contract quantities are estimates, staff recommends authorizing the award up to the available budget in order to facilitate quantity variances. Staff further recommends accepting the Municipal Partnering Initiative joint bid for concrete flatwork and award aone-year contract to Schroeder & Schroeder, Inc. of Skokie, Illinois in an amount not to exceed $133,000 in 2016. Staff also requests Village Board ndrd authorization to extend the contract to a second (2) and third (3) year provided the MPI collectively elects to do so. In response to questions from the Village Board, Mr. Dorsey provided the following: Isabella project –white markings indicatewhere curb, sidewalk and in some cases driveway aprons are to be removed. Part of the street resurfacing project. Informational fliers are dropped off at residences where work is being done. Flatwork –substantial savings through MPI. Three (3) mobilizations are allowed –does not believe work will pile up. Some work may take longer than others; in those cases temporary surface will be placed to remove hazard. Trustee Hoefert, seconded by Trustee Matuszak, moved to accept joint bid for concrete flatwork in an amount not to exceed $133,000 for 2016 from Schroeder &Schroeder, Inc. and authorization toextend the contract to a second (2nd) and third (3rd) year(VBA 24-16) Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None 6 page of 8 Village Board Meeting MinutesApril 19, 2016 Motion carried. B.Motion to accept joint purchasing bid for sewer lining in an amount not to exceed $679,413. Public Works Director Sean Dorsey presented background information including; 1) scope of work 2) proposal process and 3) staff recommendation. The contract work entails rehabilitating existing sewer main segments by inserting a cured-in-place (CIPP) liner inside a host pipe segment. The scope of work in this year’s project includes 8,452 lineal feet of category 5 pipe; category 5 pipes are pipes in the worst condition as assessed by the 2015 combined sewer study. The CIPP contract is a joint bid through the MPI; this bid is administered by the Village of Arlington Heights. Five (5) bids were received, the contract was awarded to the lowest cost bidder; Hoerr Construction of Peoria. The engineer’s estimate for the Village of Mount Prospect project is $1,125,114. The bid from Hoerr, at $617,648 is well below that estimate. Staff recommends including a 10% contingency in the award of this project to facilitate unforeseen circumstances and variances in quantities. The total recommended project award, including contingency is $679,413 ($617,648 + $61,765 for a total of $679,413). Staff recommends accepting the results from the Municipal Partnering Initiative joint bid for Cured-In-Place Sewer Lining and awarding a contract to Hoerr Construction, Inc. of Peoria, Illinois in an amount not to exceed $679,413. In response to questions from the Village Board, Mr. Dorsey provided the following: Category 5 is the worst. In 2005 eliminated allthe category 5 pipe but in the last ten (10) years categories 2 and 3 have degraded. Not necessarily more expensive to do category 5 repairs. Useful life of pipe –50-70 years. 1/3 of Village pipes are lined –lengthy program before completion. Does not believe condition of soil has impact on pipes. Village Board Comments Significant savings. MPI a good process. Trustee Zadel, seconded by Trustee Rogers, moved to accept joint purchasing bid from Hoerr Construction for sewer lining in an amount not to exceed $679,413 (includes 10% contingency of $61,765). Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Public Comment Mr. Louis Goodman 310 North School 7 page of 8 Village Board Meeting MinutesApril 19, 2016 Mr. Goodman inquired about the deadline for residents to participate in the Sidewalk Cost Share Program. th Mr. Dorsey stated thedeadline to apply is May 15. ANY OTHER BUSINESS st Sister Cities Potluck –April 21at 6:30 p.m. Village Hall Community Center ADJOURNMENT There being no further business to discuss Mayor Juracekasked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Zadelmoved to adjourn the meeting. By unanimous vote the April19, 2016 Village Board meeting adjournedat 8:07p.m. M. Lisa Angell Village Clerk 8 page of 8 Village Board Meeting MinutesApril 19, 2016