The URL can be used to link to this page

Home My WebLink AboutCOW Agenda Packet 04/25/2006 COMMITTEE OF THE WHOLE AGENDA Meeting Location: Mount Prospect Village Hall 50 South Emerson Street Meeting Date and Time: Tuesday, April 25, 2006 7:00 p.m. I. CALL TO ORDER - ROLL CALL Mayor Irvana K. Wilks Trustee Timothy Corcoran Trustee Richard Lohrstorfer Trustee Paul Hoefert Trustee Michaele Skowron Trustee John Korn Trustee Michael Zadel II. ACCEPTANCE OF MINUTES OF JANUARY 10,2006 III. CITIZENS TO BE HEARD IV. VILLAGE-WIDE FACILITIES STUDY - DRAFT REQUEST FOR QUALIFICATIONS (RFQ) The 2006 Village Budget contains $100,000 (page 285) for the commissioning of a Village-wide Facilities Space Needs Study. In the past several years, a number of potential capital facilities projects have been presented for consideration including the rebuilding of Fire Station 14, relocation of fire vehicle maintenance facilities to the Public Works facility, administrative space needs for the Police Department and how those needs may impact the Fire administration offices housed in the same facility and the feasibility of upgrading the emergency preparedness status of the Public Works facility (generator) and locating a back-up emergency operations center at the Public Works facility. Given the potential size, scope and cost of these projects, the Village Board felt that a comprehensive study of all these projects would provide a strategic planning document that would help to prioritize these projects and establish a preliminary cost figure for each component part. This planning tool will then be used to guide future capital improvement and budget decisions. Attached is a draft Request for Qualifications (RFQ) staff is proposing to send out to qualified architectural and planning firms. The Village Board indicated a desire to review the RFQ document prior to its official publication. It should be noted that part of the Fire Station 14 project suggests that the current Station at 2000 East Kensington Road be relocated west of the Canadian National railroad tracks. The question of location has resulted in feedback from citizens raising concerns about moving the Fire Station from its present location. The scope of the RFQ does not include any analysis regarding the relocation of the facility. The RFQ looks only to the space needs of the facility regardless of its location. Discussion of Station 12's location will come at a later date with due notice being given to the public. As a courtesy to those residents who have contacted the Village regarding the location topic, the Fire Chief sent letters apprising these residents of Tuesday evening's discussion, noted its limited scope and extended an invitation nonetheless if anyone wished to listen to the discussion. In addition to the attached material, appropriate staff will be on hand to answer questions and facilitate discussion. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO A TTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE A T 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327, TDD #847/392-6064. V. BRIEFING ON AT&T PROJECT L1GHTSPEED AT&T (formerly SBC) has recently launched a new product initiative, commonly referred to as Project Lightspeed. Key to this project is the introduction of new services including an Internet Protocol (IP) based video on demand service and an IP service that bundles satellite TV, caller ID, On-TV, music, photo-sharing and movie on demand delivered to televisions and stereos through a single converter box. AT&T has been pressing this upgrade in several Chicagoland and San Franciso area communities. The AT&T business plan for this product assumes that existing cable customers and communities would welcome competition in order to reduce consumer prices. To date, AT&T has not attempted to introduce Project Lightspeed into Mount Prospect. As a reference point, Mount Prospect is already served by two cable companies, Com cast and Wide Open West. The concept of expanding consumer choice and generating competition would be of benefit to customers both with regard to price and scope of service. However, Chicagoland municipalities are concerned that AT&T is taking the position that Project Lightspeed is a simple upgrade of their existing telephone infrastructure and, therefore, does not require a separate Franchise Agreement with the host community as is currently required of more traditional cable television providers. Mount Prospect has Franchise Agreements with both Comcast and AT&T. Instead of a Franchise Agreement, AT&T has offered to enter into Memorandums of Understanding (MOU) that provide payments to municipalities similar to Franchise Fees paid by traditional cable providers. Those Chicagoland municipalities who have been approached by AT&T are taking the position that a Franchise Agreement 12 required. In response, AT&T has initiated litigation with a number of these municipalities. Additionally, there are also concerns regarding certain requirements of the Project Lightspeed infrastructure build-out that requires rather large controller boxes placed at frequent intervals in public right-of-way. While Mount Prospect has not yet been contacted by AT&T regarding Project Lightspeed, there are several concerns that the Village Board and staff should discuss prior to said contact so that a comprehensive response can be developed whereby the Village's best interests are protected. The attached information package provides an overview of Project Lightspeed and issues of concern to municipalities. Appropriate staff will be on hand to facilitate discussion and answer questions. VI. VILLAGE MANAGER'S REPORT VII. ANY OTHER BUSINESS VIII. ADJOURNMENT CLOSED SESSION PROPERTY ACQUISITION 5 ILCS 120/2 (c) (5). "The purchase or lease of real property for the use of the public body." MINUTES COMMITTEE OF THE WHOLE JAN UARY 10, 2006 I. CALL TO ORDER The meeting was called to order at 7: 1 0 p.m., in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor INana Wilks. Present at the meeting were: Trustees Paul Hoefert, John Korn, Richard Lohrstorfer, Michaele Skowron and Michael Zadel. Absent from the meeting was Trustee Timothy Corcoran. Staff members present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Director William Cooney, Environmental Health Coordinator Bob Roels, Deputy Community Development Director Ellen Divita, Building Coordinator Bill George, Senior Planner Judy Connolly, Planner Jason Zawila, Police Chief Richard Eddington and Village Attorney Everette Hill. II. MINUTES Approval of Minutes of December 13, 2005. Motion made by Trustee Korn and Seconded by Trustee Lohrstorfer. Minutes were approved. Trustee Zadel abstained. III. CITIZENS TO BE HEARD Conrad Vartel, 106 Wheeling Road, spoke. He stated that he has lived in the area for 40 years and has concerns about blowing garbage and debris along Wheeling Road. He stated he has obseNed dumpsters overflowing and foyers in some of the buildings along Wheeling have debris and are not maintained well. He said he has called Public Works in the past and they have responded. He also stated there is excessive noise from the apartments and the passing cars including loud bass that vibrates windows. Such bass noise occurs throughout the evening. Tony Vieceli, 721 South Crestwood, spoke. He stated that he had inquired about six years ago regarding the opportunity to play ping-pong in the Senior Center and has approached the Park District but to no avail. He wanted to know where he could go to participate in playing ping pong with his friends. Mr. Janonis stated that Village staff would call the area Park Districts and respond to his req uest. IV. FERAL CAT AND ANIMAL CONTROL REGULATIONS Environmental Health Coordinator Bob Roels stated the Ordinance further strengthens the discouragement of the type of feeding that attracts such cats. He also stated the Village's recent experience with trapping and relocating such animals had limited success. 1 He stated that there are private companies which will address this issue although the initial visit is approximately $85 and $65 for subsequent visits and pick-up. He stated the typical shelter cost is $10 per day up to seven days and $50 to euthanize the animals. He stated his research into what other communities do in terms of providing traps reveal that the traps are provided at a reduced cost for residential use by approximately two- thirds of the actual cost. However, the traps frequently capture other animals and there are relocations issues. He stated it would not be unusual for the Village to spend approximately $500 to $2,000 per mobilization regarding such animal issues. He would suggest the Village maintain its current course regarding these animals and recommends the use of private companies as necessary. He is also suggesting that the proposed Ordinance include a provision where any animal on a stationary leash be placed in such a manner that does not allow the animal to go beyond the property line. Consensus of the Village Board was to bring the draft Ordinance back for consideration on the January 17 meeting. V. PROPERTY MAINTENANCE ISSUES 1. Vacant Structure Property Reqistration Certification Environmental Health Coordinator Bob Roels stated this draft Ordinance is much more complete than existing regulations and requires registration of vacant properties and a fee to cover some of the Village costs for monitoring and possible abatement. He also stated the Ordinance allows the Village to abate immediate hazards and lien the property for reimbursement if necessary. He also stated this allows the properties which have outdoor maintenance issues to be readily identified and addressed more quickly than having to deal with the Cook County Court system. This Ordinance also allows the Village the opportunity to gain access to inside the property and the authority to pursue demolition if warranted. Consensus of the Village Board was to support the modifications as presented and to consider the overall Ordinance at an upcoming Village Board meeting. 2. Nuisance Abatement Environmental Health Coordinator Bob Roels stated that the modifications provided better defined and improved service responses to provide a wider list of responsible parties for eventual abatement. It also streamlines the staff's ability to perfect notification for violations and grants the Village authority to pursue nuisances within one- half mile of the corporate boundaries. Consensus of the Village Board was to consider the Ordinance at an upcoming Village Board meeting. 3. Administrative Adiudication Environmental Health Coordinator Bob Roels presented the Ordinance including several minor modifications including the new title for the Administrative Hearing Officer to be changed to Administrative Law Judge. Modifications also include the authority to issue subpoenas and a daily fine for failure to comply. There is also an opportunity to pay a fine for a violation and avoid a Hearing. 2 Consensus of the Village Board was to proceed with the Ordinance as drafted for consideration at an upcoming Village Board meeting. VI. BUILDING PERMIT PROCESS ENHANCEMENTS 1. Require Architectural Stamp for Home Improvement Proiects Staff had previously recommended architectural stamps for projects over $10,000. Staff researched the $10,000 expense threshold and what it would apply to and feels that utilizing this threshold for components which could be defined as structural improvement enhancements would be adequate for the application of this Ordinance. Consensus of the Village Board was to consider the draft Ordinance at an upcoming Village Board meeting. 2. Testinq Homeowners wishinq to act at their own General Contractor Building Coordinator Bill George stated that there are significant issues relating to homeowners undertaking complex building projects when they are not experienced with the associated demands of such a project. David Rowe, 414 North Pine Street, spoke. He said that he has a concern about the dollar value threshold for garages as an example and feels that this requirement will impact the building which is currently taking place in the community. He also inquired regarding the use of the term General Contractor License and the ability for the homeowner to now market themselves as a General Contractor once they have completed the examination administered by the Village. He also inquired at what threshold in the terms of complexity of the project would such a test be required. Building Coordinator Bill George stated that if three of the five main components typically required of a building project were included on the Permit, such a project would trigger the need for the General Contractor test. Comments of Village Board members included the following items: There was some discussion regarding further clarification regarding the General Contractor test for homeowners and a clarification of language relating to what weight the test would allow the homeowner to undertake once the test is completed. 3. Reinspection Fees Building Coordinator Bill George requested the Village Board consider increasing the inspection fees from $25 to $50 and an escalating scale for additional inspection to encourage proper completion of the project without numerous reinspections. Such reinspection fees would be levied on previously identified items from previous inspections. Consensus of the Village Board was to consider this increase at a subsequent Village Board meeting. 3 4. Buildinq Permit as a Leqal Contract Building Coordinator Bill George stated by the person pulling the Building Permit accepting the Permit, the property owner acknowledges the obligation to meet all Village Codes and failure to meet such Codes would go through the Administrative Adjudication process. Consensus of the Village Board was to consider this authorization at a subsequent Village Board meeting. VII. EXTERIOR SIDE YARD SETBACKS This item was deferred to another Committee of the Whole meeting due to the lateness of the hour. VIII. VILLAGE MANAGER'S REPORT Village Manager Janonis stated the Coffee with Council is scheduled for January 14 from 9:00 a.m. until 11 :00 a.m. in the Community Center and the Celestial Celebration is scheduled for February 4 at Bristol Court. IX. ANY OTHER BUSINESS None. The meeting moved into Closed Session at 9:22 p.m. X. ADJOURNMENT The meeting returned to Open Session at 9:41 p.m. and after a short discussion of upcoming Agenda items for future meetings, the meeting adjourned at 9:47 p.m. ...... ~'-.~ s:6[j DAVID STRAHL Assistant Village Manager 4 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM Mount Prospect ~ TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: MICHAEL J. FIGOLAH, FIRE CHIEF RICHARD EDDINGTON, POLICE CHIEF GLEN ANDLER, PUBLIC WORKS DIRECTOR APRIL 20, 2006 DATE: SUBJECT: FACILITIES STUDY - REQUEST FOR QUALIFICATIONS The age of some village facilities and the expansion of services have created a need to modify, and/or in some cases, build new facilities to house staff and operations in the Fire, Police and Public Works Departments. A consultant is requested to undertake a facilities study that can provide professional insight into the space needs and ultimately dollars required to bring the identified facilities to their operational effectiveness. Attached is a Request For Qualifications (RFQ) to solicit a qualified firm to conduct a facilities study. Also attached are: .. Police Department internal space needs study . Fire Department Fire Station 14 internal facility assessment . Capital Improvement Program (CIP) · Fire Station 14 (0-2) · Public Works Expansion (0-3) · Emergency Generators (F-25) . Public Works emergency generator feasibility study . Proposed RFQ timeline Generator power for public buildings is another component of the proposed long- range facility upgrades, but not part of the current RFQ. However, this project should be considered for funding as part of the facility improvements. Representatives from each of the affected departments will be at the April 25th Committee Of the Whole meeting for discussion. MF Attachments MOUNT PROSPECT FIRE DEPARTMENT 112 E. Northwest Highway Mount Prospect, Illinois 60056 ADMINISTRATION - 847/870-5660 FIRE PREVENTION - 847/818-5253 FAX - 847/818-5240 SMOKE DETECTORS SAVE LIVES IS YOURS WORKING? TEST IT OFTEN Michael J. Figolah Fire Chief DRAFT April 21, 2006 XXX Architects XXX XXX, IL XXX Re: FACILITIES STUDY REQUEST FOR QUALIFICATIONS Dear XXX: The Village of Mount Prospect is seeking qualified consulting firms that are interested and available to provide professional services related to a Fire, Police and Public Works facilities study. The Village is currently undergoing a selection process seeking Statements of Qualifications from professional consultants. Your firm is invited to submit credentials per the enclosed Request For Qualifications (RFQ). Written qualifications that are submitted to the Village will be distributed to members of a selection committee for review. The committee will evaluate and rank each submission per the criteria established in the enclosed RFQ. Follow-up interviews will be scheduled with selected finalists. Based on the findings of the committee, the top ranked consultant will be selected and given a final scope of work. Failure to negotiate a satisfactory fee structure with the selected consultant will result in the Village negotiating a fee with the next highest rated firm. Very truly yours, Michael J. Figolah Fire Chief fdprofile Page 1 4/21/2006 Village of Mount Prospect 50 South Emerson Street Mount Prospect, Illinois 60056 Request For Qualifications Village Facilities Study March 15,2006 b~~):')- I. Purpose of Request For Qualifications The Village of Mount Prospect wishes to assess its space needs and the best alternatives for meeting its long-term facility requirements. Therefore, the Village of Mount Prospect is seeking qualifications from consultants interested in providing services required for a facilities study. This study should include both current and new or remodeled facilities. II. VilIae:e of Mount Prospect The Village is a home rule community located 22 miles from downtown Chicago and just minutes from O'Hare International Airport. Mount Prospect was established as a farming community soon after The Great Chicago Fire and incorporated in 1917. Mount Prospect is currently home to over 56,000 residents as well as several major corporations including Skill Bosch, NTN Bearing, TDK, Cummins Allison, Makita, GE Medical, Caremark and Stenograph. Mount Prospect has matured into a dynamic community of tree-lined neighborhoods, retail centers both large and small and architecturally pleasing light industrial/office complexes. Presently the Village employs three hundred and fifty (350) full time employees, twenty-six (26) part-time employees and other voluntary boards and commissions. Mount Prospect operates under the Council/Manager form of government. The appointed Village Manager administers daily operations within the community while the elected Village President and Board of Trustees determine Village policy. Seven different departments and divisions including Public Works, Finance, Fire, Police, Community Development, Human Services and General Administration handle the day-to-day operations of the Village. While development of the downtown area is currently underway and annexation of unincorporated areas is possible, an increase in population is negligible. Annexation of property will increase demands and affect the Fire, Police, and Public Works Departments with small increases in employees and facility space needs 2 III. Backe:round for Space Needs Study The age of some of the facilities and the expansion of services have created a need to modify and/or in some cases build new facilities to house the staff and operations for the Village of Mount Prospect. A consultant is requested to undertake a study that can provide professional insight into the space needs and ultimately dollars required to bring the identified facilities to their necessary operational effectiveness. Fire Station 14,2000 East Kensington Road The Mount Prospect Fire Department took possession of the current building from the Forest River Fire Protection District in 1972 after the Village annexed the majority of the area covered previously by the District. The station was designed and built for the mainly volunteer fire department in 1966. In 1984 the Department added two bays onto the station for vehicle maintenance. The current condition of the station warrants the necessity to replace it with a new structure in or near the same physical site. Police & Fire Public Safety Building, 112 East Northwest Highway Police Department Administration and Operations The building, which houses both the Police and Fire Department administrations, was built in 1993. Since 1993 the police department has seen a growth in personnel, calls for service and an increase in the reliance on information technology. These increased demands have either directly or indirectly affected the space in the current building. Police Chief Eddington's memo illustrating the complexity and needs of the Police Department are attached. A suggested solution to the space need is identified in the report's conclusion, which calls for an expansion of the police department's space into the current location of the Fire Department Administration and relocates the Fire Administration and Fire Prevention Bureau. Fire AdministrationlFire Prevention The Fire Administration currently uses approximately 4600 square feet of the 2nd floor that could be available for Police use. The Fire Administration storage and office space is very tight. If it is determined that the best alternative for the police department is to expand into what is now the fire department administration office space the following factors must be considered in the relocation of the fire administration: . If relocation is recommended, all fire department personnel currently serving on the 2nd floor of the Fire Administration and Fire Prevention Bureau offices must be relocated to the same location. . The Fire Administration offices must be located at or near the current location for operational effectiveness. Relocating the Fire Administration office in the new Fire Station 14 is NOT an option. 3 b4>.<1 Emergency Operations Center (EOC) ~}'- Currently the training room at the Public Safety Building serves as the EOC and a small adjoining room serves as the Emergency Communications Center (ECC). Space and location are inadequate to serve as an EOC and ECC. The EOC and ECC will be relocated to the Public Works facility. Public Works. 1700 West Central Road This facility will be impacted by replacement of Fire Station #14 in the following manner: 1. Vehicle Maintenance - maintenance of the fire departments rolling fleet is maintained at Fire Station #14 by the Fire Department's two (2) full-time mechanics. Vehicle maintenance facilities will not be relocated to the replacement fire station. The vehicle maintenance operation will be relocated to the Public Works facility. 2. Storage - currently the Publics Works and Fire Department utilize a Village- owned 1,700 square foot storage building located behind Fire Station #14. It is likely that this storage building will be lost when a new fire station is built on the same lot or a land trade is made. This space will need to be replaced into the design of the new fire station and expansion of the Public Works facility. IV. Existint! Facilities Police & Fire Public Safety Building. 112 East Northwest Highway Police Department Headquarters This building was constructed and occupied in 1993. This 44,000 square foot building plus underground parking garage encompasses all Police Department services and the headquarters for the Fire Department. Police Departments functions housed at this facility include: . Front desk* . Booking/lockup area* . Administrative offices . Sally port* (3,400 square feet) . Crime prevention . Records section . General Storage (1,400 square feet). . Interview rooms* . Investigation section . Conference rooms (2,600 square feet) . Booking room * . Fitness/workout area* . Evidence lab* . Locker rooms* . Roll call room . Armory * . Gear room * * = 11,500 square feet of operations floor space in basement and 1 sl floor 4 l>~4):' The Police Department employs a total of 109 full-time and 2 part-time r employees that all work out of this facility on a 24-hour basis. Currently the staffing of each of the sections within the Police Department is as follows: . 86 sworn police officers and 23 civilian personnel Includes: 79 patrol 6 records section (2 part-time) 11 investigators 9 administrators 4 miscellaneous staff Fire Department Headquarters Fire Departments functions housed at this facility include: . Fire prevention division . Administrative office (4,600 square feet) (3,400 square feet) . Fitness/workout area . Gear cleaning area . Meeting/training room . Shift personnel living . Front desk/reception accommodations . Video training room . Kitchen . Conference rooms . TV lounge . Dining area . Dormitory . Apparatus floor - 4 bays . Showers . Gear storage/lockers . Locker rooms . Fire prevention file storage . Hose tower Common areas shared between the Fire and Police Departments include: . Training room . Lobby (main and second floor) . Bike storage . Evidence garage . Parking 5 Parking Information at Police & Fire Public Safety Building [)~4;e-r Current parking spaces available on site include: . 63 underground lot . 34 ground level lot - of which 3 are reserved for the Police Department vehicles and 3 are designated as handicap. Currently the maximum parking demands are during the business working hours of 8 to 5 and at shift change at 8 AM. The following depicts the daily employee count, which can provide insight into the parking demand. These numbers do not take into account the demand for public business parking and the influx of cars at 8 AM on Monday through Friday when the Fire Department has a change of shift. That shift change doubles the demand for parking spaces for a short period. Police Department Employees Patrol - 16 Records - 7 Investigations - 11 Administration - 9 Miscellaneous - 4 Total 47 Fire Department Employees Firefighters - 8 Fire Prevention Bureau - 6 Administration - 6 Total 20 The Police and Fire Departments have a variety of specialty vehicles that need to be parked that add to the parking space demand. The following provides the number of vehicles by department: Police Department Patrol cars - 24 Investigator cars - 6 Command Staff vehicles - 3 Pool cars - 2 Crime prevention car - 1 Corvette -1 Vintage squad - 1 T AC vehicle - 1 Evidence processing vehicle - 1 Total 40 Fire Department Fire Prevention Bureau - 4 6 Parking Demand Summary 63 spaces for employees 10 reserved general public spaces needed on ground level lot 36 department vehicles 3 handicap 3 Police designated spaces on ground-level lot 109 parking spaces required (not including shift change demand) There are 97 available parking spaces on-site. The current parking lot cannot be expanded. Parking spaces are available for employee use at the Village Hall parking garage located at 50 South Emerson Street. Fire Station #14,2000 East Kensington Road The fire station is located on a Village-owned lot. There are currently two (2) bays for apparatus that are extremely narrow. An additional two (2) bays are used for the vehicle maintenance division. The existing facilities are completely inadequate for rehab consideration. The Fire Department currently employs two (2) mechanics to maintain their fleet of 28 vehicles and apparatus. These mechanics work at Fire Station # 14. Public Works Facility, 1700 West Central Road This 106,517 square foot building was completed in 1988. Public Works functions housed at this facility include: . Forestry department . WaterlSewer department . Street/buildings department . Engineering department . Covered fuel station . Bin storage . Electrical shop . Carpentry shop . Vehicle maintenance . Administrative offices . Yard storage . Garage for department vehicles Square footage for the facility is as follows: Area Administrative Offices Main Garage Shops Covered Storage Vehicle Maintenance Bin Storage Yard Storage Total Square Feet 10,500 28,800 5,994 7,747 15,088 8,088 30,300 106,517 7 The Public Warks facility also includes 113 parking spaces, which is adequate. The fuel station is comprised of four (4) dual pumps under a canopy. The Public Works Vehicle Maintenance Division conducts all in-house maintenance on all the Village-owned vehicles except the Fire Departments. Land Options for New Facilities The Village owns the property located at the northwest corner of Euclid Avenue and Elmhurst Road (Route 83). Other sites may be available and will be disclosed upon request. v. Proiect Description and Scope of Services The Village seeks a qualified consulting firm to perform the following services: 1. A total space needs evaluation including an analysis of space use, size requirements, and functional relationships for the Police Department. This recommendation shall include all costs associated with the expansion. Areas of the current building space are not limited to the 2nd floor space. All existing building space should be evaluated for better use. 2. A total space needs evaluation including an analysis of space use, size requirements, and functional relationships for the Fire Department Administration including the Fire Prevention Bureau. This may be necessitated if the answers to the Police Department's space needs are to occupy the space now occupied by the Fire Department's Administration and Fire Prevention Bureau. This recommendation shall include all costs associated with the relocation. 3. Recommend space needs and related costs to design, build and equip a new Fire Station # 14. Station requirements shall include: a. Three apparatus bays b. Accommodations for eight fire department members for 24-hour periods c. 1,000 square feet of outside accessible dry and unheated storage for Public Works equipment and supplies d. Protected by emergency generator e. Training classroom f. Basement for storage use g. Approximately 300 square feet of outside accessible dry unheated storage h. Options for the construction of Fire Station # 14 should include optimum lot requirements: i. On existing site ii. On a site not requiring flood mitigation 4. Recommend space needs and related costs to design, build and equip a new Emergency Operations Center (EOC) and Emergency Communications Center (ECC) as an addition to the Public Works facility. This new facility shall include, but not limited to: 8 a. Adequate telephone infrastructure b. Computer network infrastructure c. Breakout rooms 5. Recommend the cost to design and construct 1,000 square feet of dry unheated storage at the Public Works facility 6. Recommend space needs and related costs to design, build and equip an addition to the Public Works facility to accommodate the maintenance of the fire department's vehicle maintenance. 7. All space needs study should account for a 15-20 year growth projections. 8. Provide cost estimates for the following: a. Potential land acquisition b. Demolition of buildings deemed unnecessary 9. An analysis of the impact to parking at the Police & Fire Public Safety Building with the consultants recommendations for the Police and Fire Administration Department relocation. 10. An estimated number of information-gathering meetings to be held with Fire, Police and Public Works Department personnel. 11. A written report of the study plus 10 copies. 12. Up to two (2) information exchange meetings with selection committee members. 13. A minimum of two (2) and a maximum of four (4) formal presentations to the Village Board 14. The study shall be classified and separated by the following functional areas. Fire Department . Fire Station 14 . Fire AdministrationlFire Prevention . Parking Analysis (also police) Police Department . Administration Expansion/expansion Public Works . Vehicle Maintenance . Emergency Operations Center & Emergency Communications Center . Storage 9 VI. Selection Process Fr A three (3)-step process will determine the selection of the winning consultant: Step One: Submitted qualifications will be distributed to members of a selection committee for review. The committee will evaluate and rank each proposal based upon the following factors: . Content, quality and thoroughness of the proposal . Qualifications and relevant work experience of the firm . Qualifications and experience of personnel assigned to the project . Ability to work with municipal agencies . Demonstrated performance on past projects . Costs Step Two: The Committee will conduct interviews with two (2) or more consultants to get a more comprehensive view of qualifications. Step Three: Finalization of the scope of work and the negotiations and award of a contract. VII. Reauired Qualification Submittals Interested firms should include the following: Statement of Interest and Approach Submit a statement of interest in the project including an introduction to your firm's capabilities related to the project. Include the anticipated methods and approach used to complete similar studies. Description and Experience Include the names of staff and a description of their experience level with projects of this type. List similar projects the firm has completed. Include examples of the type of work recently completed. Resume of Principal and Staff Members Assigned to this Proiect Submit resume's and background information on the firm's principal member who will have the overall responsibility for this study as well as resume's of staff who will be primarily engaged in carrying out the data collection, public presentation and report writing for this project. Identify the project coordinator and the roles of each staff member. 10 Fr Preliminary Schedule and Additional Information Provide a preliminary project schedule for the completion of the study and any additional information, i.e. photographs, writing exhibits that you believe would assist the Village in the selection of the successful consultant. Also include a total man-hour estimate for the project. Contract Provide a copy of the standard contract you would propose to use. Fee In a separate, sealed envelope marked "FEE FOR VILLAGE FACILITIES STUDY" include a maximum, not-to-exceed fee for the project. An hourly fee schedule by personnel category, inclusive of direct and indirect personal costs and profit to be used for invoicing shall also be included. References Provide a list of three (3) to five (5) municipalities in the State of Illinois that the Village may contact regarding a similar public safety 4/21/2006project the firm has completed. Projects completed within the last two (2) years are preferred. Include a name, address, phone number, fax number and e-mail address of a contact person for each project listed. VIII. Instruction For Proposals For Professional Services 1. The Village of Mount Prospect reserves the right to reject any or all proposals, and/or and part thereof, or to accept any proposal or any part thereof, or to waive any information in any proposal deemed to be in the best interest of the Village. 2. No proposal for services may be withdrawn after the scheduled closing time for receipt of bids for at least thirty (30) days. 3. Proposals must be signed by an authorized official of the firm submitting the response and the name of the official and his/her title typed below the signature. 4. The Village reserves the right to designate alternative personnel of the responding firm when the Village is dissatisfied with the performance of the originally assigned personnel after the project commences. 5. Time and delivery showing substantial completion is a part of the consideration and must be stated in definite terms which are comparable with other respondents. If delivery or performance is not made within the specified time, the Village reserves the right to cancel the contract for services or any portion thereof. 11 . '<l 6. In case of default by the respondent, the Village may procure the service from other sources and may deduct from the respondent or terminate the service agreement. Full payment will not be provided until the service is completed and accepted by the Village. 7. Successful respondent agrees to comply with all rules and regulations pertaining to Public Contracts adopted by the Illinois Fair Employment Practices Commission and the Village. 8. Respondents will be required to comply with all applicable laws including those relating to the employment of labor and the payment of local prevailing wage rates. 9. The opaque envelope containing the Proposal shall be marked plainly, "PROPOSAL FOR PROFESSIONAL SERVICES" "VILLAGE FACILITIES STUDY", date and time of closing written thereon. IX. Required Insurance In submission of this proposal, the firm is certifying that they have all insurance coverage required by law or that would normally be expected for the firm's type of business. In addition, the firm shall furnish the Village with a certificate of insurance showing at least the following insurance coverage. Worker's Compensation Insurance as required by law: and General Liability Insurance: . $1,000,000 per Occurrence . $2,000,000 Aggregate Vehicle Liability: . $1,000,000 Combined Single Limit Excess Umbrella Liability: . $5,000,000 Per Occurrence . $5,000,000 Aggregate X. Indemnification The successful firm shall indemnify, hold harmless, and defend the Village, its agents, officials and employees against any and all claims for injuries, death, loss damages, claims of every type, nature and description suits, liabilities, judgments, costs, attorney's fee and expenses arising or related in any way to act or omission of the firm or its employees, agents, servants, subcontractors or supplies in connection with this proposal and the firm's performance of its duties hereunder. 12 . ,p XI. Submission of Proposals Proposals must be received by the: Mount Prospect Fire Chief, 112 East Northwest Highway, Mount Prospect, Illinois 60056, by no later than 5:00 P.M., June 1,2006. An optional pre-proposal meeting to answer questions and view the sites will be available on April 10, 2006. Any questions about the proposal should be directed to Fire Chief Michael Figolah at (847) 870-5660 or at mfigolah@mountprospect.org Addenda may be issued, as necessary, if any information in this RFQ is altered or expanded as a result of any such inquiries. Thank you for your interest! MF Attachments Police Chief Eddington Memorandum "Police Department Space Needs Evaluation" 112 East Northwest Highway, Floor Plan 13 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER EXECUTIVE SUMMARY SPACE NEEDS STUDY MOUNT PROSPECT .POLICE DEPARTMENT It is clear that there are significant space shortcomings in the current police facility. As you read the following report, three key themes merit particular attention. . The safety hazards posed when hallways and high traffic areas are routinely used for storage and closets are used for workstations. . Legislation passed since the police station was occupied has placed increased operating and storage demands on the facility. For example; domestic violence legislation has caused a dramatic rise in the number of arrests and subsequent processing of domestic violence offenders. Recent videotape legislation will require additional interview rooms to be built and equipped with videotaping equipment. Further, recent legislation requiring the collection of pertinent data by every police officer on each traffic stop he or she initiates, has resulted in additional document storage demands within the police facility. . Our ability to service members of the general public and the operational needs of our own employees in a professional and comfortable environment is greatly hampered by the building's current space limitations. The recommended solution is to relocate the fire department headquarters. The status of the department's current space needs and forecast for future space needs, as well as, the proposed solution are set forth in: substantial detail in the attached staff study. I look forward to a more extensive discussion and analysis of the issues raised herein with you in the near future. Page 1 ofl MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER TO: MICHAEL JANONIS, VILLAGE MANAGER FROM: RICHARD EDDINGTON, POLICE CHIEF SUBJECT: POLICE DEPARTMENT SPACE NEEDS EVALUATION DATE: MARCH 22, 2005 DISCUSSION Since the construction of the Public Safety Building in 1993, the police department has seen a growth in both personnel, calls for service and more significantly, an increase in the reliance on sophisticated technology to meet the needs of modern law enforcement. When constructed in 1993, the space allotted to the department in the Public Safety Building marginally met the needs of the department. At the time, little consideration was given to the notion of future space needs and the possibility of expanding to meet the needs of a growing department. Since 1993, the department has increased its sworn officer staff by nine officers or 12.3%. During this period, calls for police service have increased by approximately 8,000 or 22% annually. Additionally, the department has begun to rely heavily on technology such as networked computer workstations, electronic arrest booking systems, digital surveillance systems, mobile video recorders, and in car computer workstations. The sum of these changes since 1993 have created a significant need on the part of the police department for additional space to adequately perform our duties, and properly house equipment and evidence. The following report documents the current shortcomings of the facility in terms of specific units and sections within the department and what actions can be taken to remedy these shortcomings. Patrol Supervisors Work Area The room is configured to allow each of the eight patrol sergeants their own desk and small file cabinet. Each sergeant is required to maintain a laptop computer, pertinent reference and shift material, and documents used on a daily basis. The space of this work area only provides for an additional worktable and a small bookshelf. With the number of desks in this small room, approximately 25' x 15', there is little space between workstations making the area cramped. Because space in the area is limited, laptop computers were purchased in lieu of less expensive PC workstations in an effort to save space. Although a much smaller footprint, the laptops still take up a considerable amount of space on the desk, making it difficult for sergeants to complete tasks where paperwork and laptop must be used simultaneously. Additionally, sergeants are not able to have their assigned file cabinet within the work Page 1 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER area. Each sergeant's file cabinet is stored in a nearby storage room along with various patrol equipment. This makes it difficult for sergeants to gather materials stored in file cabinets used in daily tasks. As a result of the size of work area, sergeants do not have space for their own bookshelves to store books and periodicals used daily. Also, during shift overlap periods, the limited space between desks makes it difficult for sergeants to move to and from their workstation without disrupting the sergeant seated directly behind him or her. Finally, because of its size, this area could not support any additional sergeants should one be added to patrol. Adjacent to the sergeants' area are three small offices approximately 10' x 9' in size. These three offices are assigned to the patrol commanders. Because of their small size, each office can only hold a desk, single file cabinet and small credenza. The small size makes it difficult to comfortably meet with personnel during counseling sessions and extremely difficult when attempting to speak with more than one person in the office. The small office does not provide sufficient space for a computer workstation and necessary paperwork. Records Section The records section is staffed by one civilian supervisor, a warrant clerk, three clerks, and two part-time data entry clerks. The records section acts as the central clearing house and repository for all department case reports, arrest reports, court documents, department forms and reports, and citations. The activity of the records section has increased dramatically over the past several years. As mentioned, since 1993 there has been an increase of calls for service by 22% (8,000 calls) resulting in additional documentation and reports. Additionally, due to the requirements of state and federal laws, there has been an increase in the types of forms and documents gathered and retained. The records section has become inundated with documents and forms, which must be maintained in accordance with state record retention laws prior to being recorded in digital form for future retrieval. The result has been that all file cabinets are filled to capacity. This includes the Laktriever, which is an automatic case report filing system and the Kardex automatic filing system which maintains all active citations. Since there is no further space to place additional file cabinets or storage systems to hold these documents, forms and reports are placed in large cardboard boxes and stacked adjacent to work stations. Not only does this make retrieving reports difficult when having to rearrange boxes to find the correct one, the arrangement makes moving about the area by personnel cumbersome and infringes on workspace. All available space in the records section has been judicially used in order to gain the greatest amount of use from it. The hallway leading from the patrol area to the records section has been lined with floor to ceiling file cabinets. The closets which contain the department's electronic entry system, alarm system and electrical components had originally contained only a wall of shelves for supplies. This closet now contains several shelving units, a large microfilm reader and a large shredder. Because of the cramped space, personnel are unable to sit while using the microfilm reader and there is no tabletop room for use when shredding. Page 2 of 10 .. MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER Additionally, since 1993 the department has begun using technology to meet the changing needs of the department. In 2004, a dedicated Scantron scanning station was placed in the records section to digitally input the approximately 15,000 traffic stop data collection forms the department completes annually. This station resides at a standard desk workstation. In 2005, a second Scantron station is planned for the records section. Currently there is not sufficient space to place one. As part of the Village's move to storing archived documents in digital format, scanning stations have been purchased for Village departments. The police department has not installed the system in the records section due to the lack of sufficient space to adequately accommodate a workstation. Finally, workstations afford extremely limited space. Clerks generally only have their desk areas to complete their routine tasks. Each desk workstation includes a PC making workspace very limited. This results in the inability to sometimes maintain documentation in an organized fashion while being processed. As part of their daily activities, clerks are required to copy a significant amount of paperwork for dissemination within the department and other Village departments. The copier workstation is cramped and does not adequately afford enough room to efficiently perform this task. Records section operation is key to the department successfully fulfilling its information processing and storage responsibilities. However, of all the department's major components, its operation is most hindered by the lack of adequate storage and workspace. Interview Rooms The department's patrol section currently has three small rooms allotted to interviewing victims, witnesses and criminal suspects. Each room consists of a small table with two chairs. One of the three rooms is also used as a non-criminal fingerprinting station. All three rooms are stark in nature and do not provide a comfortable atmosphere for victims and witnesses (both adult and juvenile) to be interviewed by police personnel. Additionally, the location of these rooms makes it difficult for youth officers to easily keep juvenile suspects under constant observation while being detained. These rooms do not meet the department's needs. The rooms are cramped and at times do not adequately provide space when multiple persons are interviewed. The interview rooms need to be larger and provide a more comfortable setting for victims and witnesses. Patrol Report Writina The patrol report writing area is located in an open area adjacent to the patrol supervisors area. The report writing area contains four small workstations with each having a computer workstation. These workstations are used by patrol officers to complete reports and investigations, by community service officers to complete reports and abandoned vehicle documentation, and by specialty officers such as youth officers to complete follow-up investigations. This area also includes storage for all reports used by patrol, the mobile video media storage cabinet and storage for patrol operations. The patrol report writing area is part of an open walkway leading through the patrol section of the first floor to a common stairwell. This location and configuration make the area a Page 3 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER central gathering point and as such makes it difficult for patrol personnel to complete reports in an atmosphere conducive to complex or detailed report writing. The workstations are limited in space making it difficult to complete reports and inventory evidence. Additionally, there are many times when all four workstations are in use and officers must wait for one to become free. The patrol report writing area does not afford officers with specialty assignments such as youth officers, breathalyzer operator officers, truck enforcement officers, or field training officers an area where they can maintain files and documents. These officers are required to maintain much of this material in their personal lockers making it difficult for them to have materials available when needed. This frequently results in unnecessary delays in completing investigations and reports. Lunchroom When the Public Safety Building was constructed in 1993, a dedicated lunchroom was located on the second floor adjacent to the telephone equipment room. With the need to install computer network equipment, most of the lunchroom was walled off for a secure computer network room. As a result, the room left for the lunchroom no longer had a sink, kitchen countertops, refrigerator, microwave or adequate room for personnel to use. The department's current lunchroom consists of a small corridor adjacent to the janitor's supply room, located in the basement between a secured stairwell and hallway leading between the locker-room and roll call room. This space contains two very small tables, two vending machines, refrigerator and countertop. Because of its open layout, personnel are not inclined to use the area to eat their meals. As a result, civilian personnel many times eat at their desks or, if available, use the patrol conference room. The lack of a dedicated lunchroom makes it difficult for personnel to comfortably have their meal without leaving the building or by using a space not intended for them to use for this purpose. Technical Service Unit Since 1993, the department has experienced a monumental increase in its reliance on technology to meet the needs of modern law enforcement. Most notably during this time, the department has become increasingly reliant on the use of networked computers, in-car computer data terminals, mobile video recording units, communication equipment, digital photographic equipment and sophisticated computer software. The technical service unit consists of one sergeant and one officer. Their office is located in an open area of the police administration section, which was originally used as the department library and conference room. Also sharing the space are the department's two community oriented policing officers who have an assigned workstation in the room. The most noticeable impression of this work area when first viewed, is the amount of equipment maintained in this small area to service the technical needs of the department. The area does not provide the necessary basic or secured storage essential to the operation of this unit. Because of the considerable volume of equipment, replacement parts and tools needed by the unit are at times disorganized, resulting in a marked decrease in efficiency. In addition to the lack of general storage space for equipment, the area does not provide secured storage Page 4 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER space for controlled equipment. The room does not provide an adequate space to conduct equipment repairs that have become commonplace in lieu of sending equipment out for costly repairs. The work area lacks sufficient file cabinets to adequately house the vastamount of documentation, records and written information, which must be maintained. The area also lacks sufficient workspace for scan stations, printers and computer workstations used by personnel. Additionally, much of the larger items stored by the unit are maintained throughout the three floors of the building wherever space is available. This includes spare computer monitors, mobile data terminals, squad emergency equipment, radar equipment, radios and typewriters. As a result, the efficiency level of the unit is highly diminished. The technical service unit is also responsible for daily review and reproduction of mobile video recordings. This position is currently staffed by the technical service sergeant on a full time basis requiring the review and processing of 30 - 50 videotapes or digital files on a weekly basis. This large number of tapes requires significant storage of tapes being processed as well as tapes stored for future use. Due to the limited space, videotapes and other digital media are maintained at various locations within the building. This multi-location storage affects the efficiency of the program by requiring the technical service sergeant to constantly relocate media based on where the media is currently being utilized. Administration & Operations StoraQe The administration and operation sections of the department currently use two small file rooms to store personnel files, training records, BOFPC records, recruitment files, grant documentation, personnel forms, administrative memos, vendor materials, compliance & parking citations, copy machine paperwork, toner cartridges, community service officer and crossing guard equipment, film and general office supplies. These two rooms have far exceeded the capacity they can adequately and efficiently hold. Records and other materials are stacked within these rooms outside of cabinets making them difficult to locate and retrieve. Because of the lack of filing space, many of the department's records are maintained in cardboard boxes. These boxes are stacked throughout the administration section's file and storage rooms. The recent approval by the Village Board authorizing the position of operations commander has resulted in the need to provide adequate office space for the position. As the operations commander will work closely with the Deputy Chief of Operations, office space within the administrative section is a must. Currently the only space available is the administrative conference room. Although this conference room is utilized for staff meetings, training, meetings with vendors and a general lunch room, there is little choice but to use this room as the Operations Commander's office. Once the change takes place, staff will need to rely on the investigative section's conference room if available. Crime Prevention Unit The crime prevention unit (CPU) currently has adequate space for the two officers assigned to the unit. As with many other units, the crime prevention unit lacks Page 5 oflO MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER sufficient storage space to adequately maintain supplies and materials to efficiently carry out their function. The CPU currently uses a small closet to maintain the most necessary materials they use on a daily basis. This area has become cramped making it difficult to easily locate and retrieve items. Those items requiring additional space, or those that cannot be stored in this closet, have been moved elsewhere within and outside the Public Safety Building. Many items have been relocated to the holding facility's sallyport and basement stairwell allowing access by non-CPU personnel. Additionally, several of the larger items are stored at the CPU officers' residences and some have been stored at Morton Suggestions, a local business that has agreed to assist the unit with storage free of charge. The need to store items outside the facility has impacted the efficiency of the unit by requiring personnel to go offsite to locate equipment and materials needed for presentations or distribution. InvestiQations Section The investigations section is currently staffed by one commander, one sergeant, eight investigators, two tactical officers and two school resource officers. Besides having two separate offices for the investigations section commander and sergeant, the investigative section consists of cubicle workstations located in a common area. Originally designed to comfortably hold nine cubicles, the area was redesigned to accommodate space for tactical officers and school resource officers, a total of thirteen cubicles. This leaves the area cramped and does not allow the opportunity for future expansion. With its current space, the investigations section would not be able to accommodate additional investigators assigned to the unit. Additionally, the workspace cannot accommodate task force investigators should a MCA T call-out be required by this department to investigate a major crime. In addition to the need for personnel space, the investigations section is also deficient in the amount and type of space allotted for interview purposes. Currently the section has two basic interview rooms. These rooms do not allow for multiple interviews to take place at the same time, and also do not allow suspects to be adequately separated from each other, or from witnesses and victims. Additionally, these rooms are not conducive to interviewing witnesses and victims of serious crimes when interviews last a long period of time. Nor are these interview rooms conducive to interviewing both juvenile victims or witnesses, and juvenile offenders. Interviews of victims, witnesses and juveniles should be conducted in a comfortable atmosphere allowing the interviewee to be at ease. With the department's increasing reliance on digital evidentiary photography, the investigative section assembled a digital photography workstation. This workstation is currently located in a small closet within the investigations section. Because of its limited space, when an investigator or evidence technician uses the equipment, he or she must actually sit outside the closet within a walkway. Not only does this interfere with the normal flow of movement in the section, it allows for sensitive photographs to be viewed by personnel or those meeting with investigators. Page 6 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER In July 2005, the State of Illinois will require mandatory audio/video recording of all interrogations of homicide suspects. This will include reckless homicide suspects. This will require an interview room to be fully outfitted with recording devices which will be monitored in an adjoining storage closet by assisting investigators. The current interview room is too small to adequately and comfortably accommodate a suspect and investigators conducting an interrogation. It will be necessary to find a larger room to adequately meet our needs. Finally, the investigative section conference room does not allow all investigations personnel to comfortably meet for roll call or section meetings. Additionally, the size of the office does not adequately accommodate group meetings with personnel from other police agencies. In cases where additional space is needed, it is necessary to relocate these meetings to the fire/police conference room. However, the fire/police conference room is seldom available due to its general use by the fire department. TraininQ Unit In recent years the department has increased the level of in-house training to adequately meet the needs of the department. The department, through the efforts of the training sergeant, has begun training in physical skills and tactics. This type of training not only requires adequate space but requires the department to maintain training equipment. Currently, our facility does not provide space for either. In many instances, the department has needed to use public facilities such as those provided by the park district or high school for adequate space and equipment. The department does not have the storage to maintain equipment such as safety gear or protective mats. The department needs a dedicated space to hold training on such topics as defensive tactics, weapons of mass destruction and personal safety equipment. The department currently maintains one bookshelf to hold reference materials and one to hold video training tapes. Overflow items are scattered throughout the department making it difficult for personnel to locate and use. The department is in need of a centralized dedicated space to hold all reference text materials and video training materials so that personnel can easily locate and review. Property Room & Evidence The current property room affords adequate space to store and maintain general property and evidence held by the department. The property room does not adequately hold narcotics and controlled substances that must be placed in separate secure locations with adequate ventilation. Additionally, the evidence facility does not have the capacity to adequately and safely process evidence contaminated with blood or other biohazards. A separate well-ventilated area is needed to dry and package these materials. Page 7 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER PROPOSAL Through the acquisition and use of the fire department's administrative section, the police department can alleviate most of the space problems it now experiences by utilizing its current space and newly acquired space in the following manner. Patrol Supervisors Area The current patrol supervisors area may be expanded into the area occupied by the report writing area. By removing the west wall and placing a wall along the north side of the current report writing area, the space of the patrol supervisors area would increase by more then 50%. The increase in space would allow additional workstation space, allow file cabinets to be housed at the sergeants' workstation, room for additional shelving for equipment and materials, and result in less congestion during shift overlap. The additional space could also be used to accommodate additional supervisory personnel such as a traffic sergeant. With the additional space, it would then be possible to bump out the glass wall of each commander's office to increase the size allowing for adequate space to meet with shift personnel in a private atmosphere. Additionally, with the removal of the eight file cabinets from the storage room, patrol equipment can be adequately housed in that location. Records Section To meet its increasing need for space, the records section would be relocated to the current investigations section location. In its current configuration, the new records section location would afford a private office for the records supervisor, a secure location for the Laktriever and Kardex automatic filing systems, a location for the microfilm viewing station and adequate storage space for file cabinets to adequately hold all department documents. The department's forms, reports and citation formsets could be organized and maintained in the section's storage room instead of various locations within the department. The small interview rooms can be used to store the numerous boxed documents and reports awaiting scanning to digital format. Additionally, because of its open space configuration, the new location would allow adequate workstation space for each records clerk and room for two Scantron scanning workstations and a dedicated document scanning station. The Investigations conference room may be used as a dedicated lunchroom facility to service the civilian and sworn staff. The area currently used by the investigations section secretary would provide ample space for the records section customer service clerk. The investigations section file room could be converted to a dedicated copier room providing ample counter space to perform routine copying and a location for shredding. Interview Rooms The area vacated by the records section would afford ample room for three to four interview rooms. These rooms would be constructed in the northern section of the space. The rooms would be larger than the current interview rooms and constructed to Page 8 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER make them more hospitable and comfortable for victims, witnesses and juveniles to be interviewed. The current records supervisor's office, which is larger in space, can be converted into a soft interview room so as to include a sofa and chairs. The rooms currently used as interview rooms could then be dedicated for use by patrol specialty positions or additional patrol storage. Patrol Report WritinQ The large open area of the current records section would allow a minimum of eight workstations for patrol officers to complete reports. Additionally, two of these workstations can be used as dedicated workstations for field youth officers and breathalyzer officers. Finally, the new location would allow for an area where there is no pass-through traffic making it more conducive to officers completing their reporting assignments. The records section file storage room could be converted into a dedicated area for patrol equipment and reports. InvestiQations Section The investigations section would relocate to the fire administration section currently accommodating fire prevention and fire inspector personnel. This area would provide ample space for investigator workstations, offices for the section commander and sergeant, storage space and a large conference room to accommodate investigator roll calls and meetings. Additionally, the large office located along the south side of the common area could be used for task force office space. The area currently used by the fire prevention secretary would provide suffici,ent space for the investigations section secretary. The concern of providing an interview room to audio/video record homicide suspects will be adequately addressed by using one of the small offices adjacent to the proposed investigations section. The room will provide a larger area which will comfortably accommodate a suspect and two investigators. Since the interrogation will be recorded in both audio and video, it is important to ensure that future presentation of video to jurors show the interrogation took place in a comfortable atmosphere so as to preclude the inference the suspect was coerced in providing a statement. A larger interview room will provide just that. Additionally, should the need arise for an additional interview room with audio/video recording equipment, the proposed area could easily accommodate the need. Operations & Administrative Support Divisions The Deputy Chief of Operations and operations commander may relocate to the area vacated by the Fire Chief, Deputy Fire Chief and their staff. Additionally, the crime prevention unit would also relocate to the adjoining area. This would allow ample space for crime prevention storage, a dedicated copier area and sufficient room to provide secured storage space for personnel files, BOFPC files, administrative review files and most department training files. The relocation of these materials would empty most of the space in the administrative section file room. Page 9 of 10 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 05-35 CONTROL NUMBER The conference room located in the current fire section would provide ample space to accommodate large meetings and small training sessions. The administration section conference room which had been used by the operations commander would revert to a general conference room where it would again be used as a small meeting/training room. Technical Services Unit The area vacated by the crime prevention unit would provide a secure location for the department's technical service unit. Sufficient space would be available for multiple computer workstations, equipment repair stations and storage cabinets. The adjacent closet would provide ample storage for computer equipment, mobile video recording equipment, mobile data terminal equipment, radio equipment, and related technology. Additional storage space would be provided by the additional space freed up in the administration's file room. Library & Training Materials The area vacated by the technical services unit would revert back to the department's library allowing for periodicals and text materials to be readily available to all personnel. Additionally, training media materials can be stored at this location. Computer workstations would be made available to allow computerized in-service training currently being conducted at patrol workstations. Personnel would have the opportunity to receive on-line training in a location with few distractions. Department training materials could be relocated and maintained in administrative section file rooms once freed up by the removal of operational files and materials. CONCLUSION By utilizing the space vacated by the fire department administrative section, the police department would have the space necessary to adequately perform the functions specific to each unit of the department. Further, the additional space would afford the department some ability to expand in the future as both the department and our reliance on new technology grows. Attached for review and consideration are photographs depicting several of the department's sections and units that do not have adequate space to efficiently and effectively perform departmental responsibilities. Attachment . n. ""---_ \\Pd\UsersIMSemkiu\Main\My Documents\Admin Memos\2005 Space Needs Evaluation.doc Page 10 of 10 Technical Service workstation. Technical Service MVR review workstation. Technical Service work area. 1 Administrations storage room. Administrations file room. Crime Prevention storage room. 2 Patrol report writing area, view # 1. Patrol report writing area, view #2. Patrol Supervisors area, view #1. 3 Records Section, view # 1. Records Section, view #2. 4 View of south portion of Records Section. View of north portion of Records Section. View of Lekriever filing system in Records Section. 5 View of Records Section storage closet with microfilm reader and shredder. Microfilm reader and shredder, view #2. Records Section file room. 6 Patrol commander office. - <T'Cf_;" \ '~'.'.'..~. //. \ Investigative Section, full view. 7 Investigations Section workspace, view #2. Investigations Section workspace, view #3. 8 Digital photography workstation, view #1. Digital photography workstation, view #2. 9 STATION 14: 2000 EAST KENSINGTON ROAD Built by the Forest River Fire Protection District (FRFPD) in 1965-66, Station 14 is the fire station in need of greatest repair. At the time the station was built, the Department had a full-time Fire Chief and two full-time firefighters that worked an 8- hour schedule. The FRFPD did not provide on-duty protection in the evenings; instead, the district's 24 volunteer firefighters provided emergency service in the evenings when necessary. The fire station was never intended to house full-time firefighters. The fire station is a three-bay, ranch-style design and initially only included a small tool room, kitchen, small office, and meeting room. Once the annexation took place and the fire station became the property of the Village, minor modifications were made to facilitate full-time firefighters on a 24-hour schedule. One of the apparatus bays was partitioned in half to provide an eating and living area, while the meeting room was converted to a bunkroom. The following passage is from Lawrence Pairitz, Fire Chief, to John J. Zimmermann, Acting Village Manager, in a memo dated May 10, 1971, regarding the proposed annexation: The present location of the Forest River Fire Protection District was designed for a volunteer company and lacks some of the facilities required for full-time manning. The location of the station is probably adequate for the immediate area and an engine company could be located at this station and the facility utilized on a temporary basis. This location does not adapt well to the overall concept of community fire defense as the isolation of a station in a solely residential area resulting in long runs to high value properties is not good fire protection principle. A study conducted by the Fire Department indicates that a station located on Euclid Avenue in the vicinity of Westgate Road would result in the best fire protection for the overall community; serving both the eastern and western areas of the North section of the community. At approximately the same time the annexation was taking place, a large development was being planned for the Old Orchard site, now home to Creekside Condominiums. The proposed development included several 15-22 story structures that would significantly impact the Village population and the Fire Departments' resources. In order to accommodate the potential impact, land was acquired for an additional fire station at the northwest comer of Elmhurst Road and Euclid Avenue. The proposed Old Orchard development never emerged, and the land for the new fire station is still under Village 46 ownership. Station 14's future was to be decided upon after the development of the Old Orchard site, neither of which happened. In 1984, a vehicle maintenance facility was added to Station 14. This addition consisted oftaking one of the three fire apparatus bays and adding two more bays. Vehicle maintenance was performed in the fire stations before this addition. Currently, Station 14 is used to house an engine, an ambulance, and five firefighter/paramedics. The following deficiencies exist at this facility: . Heating, Ventilation and Air Conditioning (HV AC) The original heating plant is a boiler with in-floor radiant piping. A number of years ago, a forced-air heating system was added to bolster the original system that is now inadequate. An additional problem with the current system is that the same boiler heats the apparatus floor and living quarters. If the apparatus doors open to respond or return from an emergency run, heat is called for on the apparatus floor even though heat in the living quarters is not needed, the result is uncontrollable heat. The air conditioning system is also inadequate and is prone to freezing when it is most needed. . Means of Egress The front/main entrance was blocked-off to accommodate the secondary heating! AC equipment many years ago. To exit the rear of the building, one must pass through the boiler room. An additional exit was added in 1995 from the bunkroom to the outside. . Office Space The office area is very small with no room to place a copy machine. The current computer workstations are located in a confined area with inadequate space. . Workout Area The only space for physical conditioning equipment is on the apparatus floor, which is not air conditioned in the summer and is filled with fumes when apparatus enter and exit. . Apparatus Floor There is insufficient room to open the ambulance and engine doors at the same time because ofthe narrowness ofthe floor. There is also no space to house reserve apparatus. . Locker Area There is no locker area for changing. . Cubicle Workstations Station 13's cubicle design is requested to accommodate an area for personal study and private sleeping quarters. 47 . Male/Female Accommodations Female firefighter/paramedics cannot work at this station because of inadequate sleeping and bathroom facilities. . Storage Area There is no storage area. Twenty years ago an unheated storage shed was placed next to the station for equipment. The appearance of the shed is currently unattractive from a community standpoint. . Gas Curb When a garage area is enclosed under the same roof as living quarters, a step-up, or gas curb, must exist to keep any vehicle fumes from migrating into the living area. These fumes include carbon monoxide and hydrogen sulfide. Since the living area floor is at the same level as the apparatus floor, fume migration is always a problem. Installing a good seal on the main door separating the two areas has controlled this problem. . Floodway Area This station is located in a floodway, which has been responsible for flooding the station several times. On two occasions the station had to be vacated and emergency operations were conducted out of a hotel. McDonald Creek runs alongside the station and floods into the station on occasion. Any major remodeling would require significant flood mitigation action. . Vehicle Painting Area The painting area of the maintenance facility is inadequate. The quint and large squad do not fit in the mechanical bays, therefore, work must be performed outside. Painting apparatus is not possible since there is not sufficient make-up air when the exhaust hood is operating. If the doors are not ajar, the flames from the rear exit boiler are drawn out of the combustion area into the boiler room, and fumes are often recycled back into the living area. If the overhead doors are cracked to allow sufficient make-up air for the ventilation system, the heating system is unable to continue operating sufficiently. . Mechanical Lifts The maintenance area has a small lift for cars and ambulances, but is unable to lift the fire apparatus. This causes the mechanics to work on creepers. . Parts Storage There is a very limited area for parts storage. . Shop Area The shop area does not meet the requirements of Village code for vehicle painting. . General Mechanical Repair Space The floor space is extremely inadequate. The height of the ceilings prohibits overhead repairs indoors. . Training Area There is no training area available. 48 VILLAGE OF MOUNT PROSPECT CAP IT AL IMPROVEMENTS PLAN 2006 - 2010 Project Name: Emergency Generators/Public Bldgs. (N) Project Type Code: 70 Department: Public Works Department 2006 Dept. Priority: N/A Description: Install diesel or natural gas powered generator to provide emergency power supply for public works facility. Location: Public Works Facility - 1700 W. Central Road . J ustificationlCom m ents: Public Works facility lacks adequate emergency power supply circuit. Currently, emergency circuit is powered by a portable generator. Functionality is limited to emergency lighting, fueling system, and water system SCADA. Facility is unable to support emergency or normal departmental operations while on existing emergency circuit. This request includes a permanently mounted generator capable of powering heating, air handling, and compressor systems as well as expanding electricity supply for phone systems and computer systems. Annual Dollar Impact Upon the Operating Budget: None. Project Costs: 2006 2007 2008 2009 2010 Totals Public Works 0 375,000 0 0 0 375,000 0 375,000 0 0 0 375,000 Sources of Funds: 2006 2007 2008 2009 2010 Totals Capital Improvement Fund 0 375,000 0 0 0 375,000 0 375,000 0 0 0 375,000 File Name: GENERATORXLS (N) = New Project F-25 ~~~~t~~";~~~~;~~,I:\~;. ' , ,". ~~"""""",_._~_,__,_,_"__~"~~,_.~_,,,,,,,,_.__,,,,,,,,,'--'--"___h_',_--,,-_______~...,..---,-_~........---....'.._.,.,.__,~,...,. , "'n;".:~ J \ VILLAGE OF MOUNT PROSPECT CAPITAL IMPROVEMENTS PLAN 2006 - 2010 Project Name: Public. Works Expansion (N) Project Type Code: 70 Department: Fire 2006 DepL Priority: N/A Description: Expand the public works vehicle maintenance facility to accommodate repair of the fire ~ department fleet. Location: Public Works facility Justification/Comments: Once fire station 14 is relocated, a new maintenance facility will be needed. Currently, ., the fire department fleet repairs are performed at station 14. The current facilities are antiquated. Expanding the public works maintenance facility has many benefits as opposed to building a new fire department maintenance facility. Annual Dollar Impact Upon the Operating Budget: Maintenance costs , Project Costs: 2006 2007 2008 2009 2010 Totals Construction 0 846,000 0 0 0 846,000 Archi tectural 0 101,520 0 0 0 101,520 0 947,520 0 0 0 947,520 Sources of Funds: 2006 2007 2008 2009 2010 Totals Bond Issue 0 947,520 0 0 0 947,520 0 947,520 0 0 0 947,520 File Name: Public Works Expansion.xls (N ) = New Project D-3 VILLAGE OF MOUNT PROSPECT CAPITAL IMPROVEMENTS PLAN 2006 - 2010 Project Name: New Fire Station (N) Project Type Code: 70 Department: Fire 2006 Dept. Priority: N/A Description: Construct a new fire station 14 , Location: To be determined. Justification/Comments: Due to the necessary improvements of station 14 and its current isolated location, it is ,~ recommended that the Village pursue construction of a new fire station. Annual Dollar Impact Upon the Operating Budget: , Project Costs: 2006 2007 2008 2009 2010 Totals Construction and Furnish. 0 1,910,000 0 0 0 1,910,000 Architectural 0 95,000 0 0 0 95,000 0 2,005,000 0 0 0 2,005,000 Sources of Funds: 2006 2007 2008 2009 2010 Totals Bond Issue 0 2,005,000 0 0 0 2,005,000 0 2,005,000 0 0 0 2,005,000 File Name: New Fire Station 14.xls (N ) = New Project D-2 Village of Mt. Prospect Public Works Building 1700 West Central Road Emergency Generator Study By Richard N. Suhadolc P.E. Farnsworth Group Inc. 2401 East Washington Bloomington, IL. 61704 Project No. 204187 Executive Summary The emergency generator unit 500kva would power the entire building. The emergency generator would be provided with its own walk in enclosure complete self contained with heat, lights, and ventilation. To provide an easy transition a complete 1200 amp main breaker and transfer switch would be provided either in the enclosure or remote externally. The Utility main power would be severed and the power retrained into the new main breaker and transfer switch and finally to the existing building switchboard. A separate transfer switch will be provided for the building Fire Pump as required by NFP A. Budget Cost on the emergency generator 500KV A installed complete is $355,000. The size of the 500 kva generator is approximately 10 feet by 25feet Generator Reauirements 1. Provide Generator to power entire complex. 2. Noise over 95db is not a problem. 3. Would like to exercise weekly under load. Closed transition switch. 4. Would like by pass and isolation on Transfer Switch. 5. Computer SCADA to Village Hall generator and Police/Fire generator. 6. Provide Internet connection from generator software SCADA for remote access. 7. All exterior Switchgear/transfer switches and Generator shall be lockable. 8. All computers have small UPS equipment at desks. 9. Generation enclosure to be: a. walk around b. with heat c. with exhaust fan d. with battery charger e. with lights Generator Loads 1. Basic Building (per Meter) 106kw 2. Office AlC 56 tons 75kw 3. Demand Loads 50% Motor Starting, etc. 80kw 4. Fire Pump 40kw Subtotal Future 30% Total 20kw 321kw 100kw 421kw 5. Gas Pumps Provide typical 500kw unit Fire Pump Controller Limited service control "Firetrol" FTA 750-A308 30HP 480v 14,000 AIC with CB. Fire Pump Marathon 40HP 37 amps @ 460v Actual Motor Diesel Tank Existing 12,000 gallons on east side of building 2:H 9: """""""" "16: "23: April 2006 .( "11; He ....-- 25; . RFQ With Village E: 5: . "12: 19: " 26: :c 8 H --15 --22 29 2006 '9: 1: Advertise to bidders, 15 days? . - . ... --- ,.. ...... .-. 16: Advertise to bidders, 15 days? 18: 19: 25: 26:' 271 Advertise to bidders, 15 days? 29: ' "31: Committee Review to develop a short list, 10 days June 2006 i-a: - -19: -25: - -26: Short List Interviews, 7 days Committee Review to develop a short list, 10 days 5: Committee Review to develop a short list, 10 days 12: Reference Checks for Check List, 5 days :H: Short List Interviews, 7 days -27: - -2&: - 8: -15: - 22: -- - f 17 24 July 2006 "" ""2: 9: Negotiate Contract, 9 days? -16: 19; -18: ,.' , :Bring to VB to Award Contr~: , , 23: ""2,(" 25; 30: 31: 5: Negotiate Contract, 9 days? 12; 26: " 14: 15 21; " 22 28: 29: Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ASSISTANT VILLAGE MANAGER DATE: APRIL 18, 2006 SUBJECT: AT&T PROJECT L1GHTSPEED AT&T (formerly SBC) has recently launched a new product (Project Lightspeed) that is designed to send video TV signal through upgraded phone and fiber lines in several Chicagoland and San Francisco area communities. The AT&T business plan for this product assumes that existing cable customers and communities would welcome competition in order reduce consumer prices. AT&T has submitted permit applications in several surrounding communities without submitting for a franchise agreement. AT&T has taken a corporate position that franchise agreements are unnecessary due to the unique nature of their product. However, AT&T has offered comparable terms as a typical franchise agreement including franchise fees, PEG channel access, and PEG studio access but under a memorandum of agreement (MOA). Another difference between a franchise agreement and an MOA is the absence of a full build-out requirement intended to provide service to all residents and not only for customers who desire the service. Obviously the communities that have been approached by AT&T have taken a contrary position based on the definition of cable service in the state statutes and have communicated with AT&T about the desire for franchise agreements. The position of the other communities regarding this cable product focuses on the lack of a franchise agreement and the potential impact upon the right-of-way (ROW). Project Lightspeed requires a network of remote terminals to feed node cabinets. Each remote terminal cabinet is limited to a service zone of 14,000 feet without feeding into a node cabinet which has a service zone of 5000 feet. Each node cabinet has service limitations of approximately 300 homes which would require a node cabinet for every 300 homes/customers. The number and size of cabinets in the ROW are an issue with other suburban communities due to these infrastructure requirements (photo examples attached). Another issue that is significant with other suburban communities is the potential revenue risk from existing cable providers. There is a potential risk that existing cable providers could terminate payment of existing franchise fees due to a lack of a franchise agreement with AT&T. While existing cable service providers have not yet terminated franchise AT&T PROJECT L1GHTSPEED April 18, 2006 Page 2 payments for violation of the "level playing field" provision in the state statutes, there is the potential for such action. Ironically AT&T has entered into franchise agreements in several California communities, but not in Illinois. The Village currently receives approximately $340,000 in franchise fees annually from Comcast and WOW. To date the Village has not been approached by AT&T for any permits at this time. However, North Aurora, Schaumburg, Wood Dale, Geneva, and Roselle have implemented a temporary moratorium on AT&T permits. The moratorium is intended to allow the communities to research the product and the possible negative impact on the representative communities and attempt to negotiate a franchise agreement. AT&T has also filed lawsuits against Wheaton, Roselle and Carpentersville for their failure to process permit applications in addition to the demand for franchise agreements. Staff would recommend continuing to monitor this situation and its possible impact on the community. The Village currently has cable TV competition while some other communities identified previously do not have such competition. The AT&T business plan appears to focus on creating such competition in representative communitities. Staff would further recommend that if AT&T were to approach the Village requesting permits, the Village response to such requests would include a demand a franchise agreement and reject the Memorandum of Agreement (MOA). The consensus of other communities' attorneys is that an MOA is much less enforceable than a franchise agreement because of the state statute recognition offranchise agreement authority and the risk to existing franchise agreements. If you have any questions, please contact me. ~sfjj) David Strahl C: Cable Production Coordinator Howard Kleinstein H:\VILM\CABLE\AT&T Lightspeed Advisory Memo.doc {~. ~. at&t Marc D. Blakeman Regional Vice President External Affairs AT&T Illinois 225 W. Randolph Street Floor 27B Chicago, IL 60606 T: 312.727.4221 F: 312.727.3722 marc. blakeman@att.com www.att.com April 3, 2006 Mr. Michael Janonis Village Manager Village of Mt. Prospect 50 S. Emerson Street Mt. Prospect, IL 60056-3266 Dear Village Manager: As you may know, representatives from AT&T will be attending the upcoming meeting of the Ad Hoc Task Force of the Metropolitan Mayors Caucus on April 7th at the Dupage Mayors and Managers Conference offices. We look forward to this opportunity to discuss Project Lightspeed and the benefits it will bring to your communities as well as answer your questions about this new and exciting technology. Prior to the meeting, we thought it important to respond to the recent correspondence sent out by the Northwest Municipal Conference and the Dupage Mayors and Managers Conference, to address some misperceptions about Project Lightspeed. Project Lightspeed is an initiative by AT&T to upgrade its existing telecommunications network to provide the most advanced services available incorporating cutting edge hardware and software technologies. For over 100 years, AT&T (Illinois Bell) has continually upgraded its network infrastructure as technology has advanced. We've invested billions of dollars in this effort through the years. For example, Project Pronto, our most recent upgrade, expanded the availability of high-speed DSL internet access to customers throughout our service territory. Project Lightspeed is the next phase in AT&T's continual upgrade of its network infrastructure to enable a suite of Internet Protocol-based services, including IP-based video services, voice communications services, and even faster internet access services to be offered to your constituents, our customers. We will present more details at the meeting, but we do want to clear up some of the issues raised in the ALERTs, namely: 1. As noted, AT&T's Project Lightspeed upgrade is simply an upgrade of our existing network infrastructure and, therefore, we have pursued it in the same way that we've upgraded and extended our network in the past. Contrary to the ALERTs, AT&T's deployment of Project Lightspeed facilities is covered by existing franchise agreements and Illinois law. As a telecommunications carrier, AT&T Illinois is authorized by the Telephone Company Act (220 ILCS 65/1 et seq.) to deploy its facilities in public rights of way. Our standard franchise agreement - in effect in most Illinois municipalities - similarly permits us to deploy facilities for the services supported by Project Lightspeed. We've applied for the usual permits for all of the Lightspeed related plant deployments in the usual manner. The suite of IP-based services Project Lightspeed supports will include an IP-video service that will compete with, but is not, cable television service. Because AT&T's proposed IP-video service is fundamentally different from cable television .!!.lA ~ Proud Sponsor of the U.S. Olymplc Team Mayors, Presidents, Managers & Administrators NWMC & DMMC ALERTS - Project Lightspeed 04/03/06 service and our telecommunications network is not a cable system, Project Lightspeed upgrades do not fall within the statutes and ordinances requiring a cable television franchise. That means the Illinois Overbuild Act is inapplicable to Project Lightspeed. Accordingly, we believe that the moratoria on permits or denial or delay in issuing permits for Project Lightspeed proposed in the ALERTs are unwarranted. 2. That said, AT&T's Lightspeed services will compete against the incumbent cable television operator's cable television, internet access and voice services. AT&T recognizes that even though its proposed IP-video is not subject to cable television franchising laws or ordinances, municipalities have legitimate concerns about the impact of customers selecting AT&T's services (or those of any competitor to the existing cable operator's services) on the revenue generated from cable television franchise fees and the other compensatory aspects of traditional cable television franchises. 3. AT&T has generally announced, and reaffirms to you, that it would provide the same payments on comparable services and provide PEG channel access and alert services. AT&T stands willing to include these provisions in a Memorandum of Understanding with any affected municipality prior to the provision of IP-video service to consumers within the municipality. 4. It is AT&T's intent that the municipality should be made whole for any cable franchise revenues that may be lost by virtue of a customer converting from traditional cable service to AT&T's IP-video service. In fact, AT&T expects its IP- video service to attract additional customers who currently do not use traditional cable television service today and, in turn, do not generate franchise fees for the municipality. Once these customers adopt AT&T's IP-video service, total franchise fee revenues might actually exceed current franchise fees municipalities receive today from cable television services. 5. As we have done with our facility deployments in the past, AT&T will work closely with municipalities to address and mitigate the safety and aesthetic impacts of the Lightspeed cabinets. You may have seen the photo of the "utility box" deployed in Wheaton, attached to a ALERT dated March 28 sent by the Dupage Mayors and Managers Conference and said in the NMC ALERT to be 6'x3'x6'. That cabinet is not a Project Lightspeed deployment. It is a remote terminal previously deployed in Project Pronto. That phase of our network upgrade is largely completed. The cabinet associated with Project Lightspeed, like that of Project Pronto, converts light signal to electrical signals and is necessary to take advantage of the tremendous information carrying capacity of fiber optic cables. The cabinet comes in several size configurations, but the standard size is 43.5Ix63"x21". That is similar in size to traffic light control cabinets, mail drop boxes, electrical transformers and other facilities typically found in the right of way. Attached are photos of a standard Lightspeed cabinet, and a traffic light control cabinet for comparison purposes. 6. Finally, there will be little "overlashing" of fiber to current stands, new pedestals and additional splice enclosures (black, cylinder-shaped boxes attached to existing overhead lines) and new drops to households and businesses" as asserted in the ALERTs. Because Project Lightspeed is an upgrade of our existing network, it is designed to use AT&T's existing plant from the new cabinets to our customers' homes and businesses. We will be extending fiber optic cables from Mayors, Presidents, Managers & Administrators NWMC & DMMC ALERTS - Project Lightspeed 04/03/06 our existing remote terminals and central offices to the new cabinets where fiber does not already exist. Much of this fiber cable will be placed in existing conduit structures. Deployment of new pedestals and new service drops will largely be restricted to new developments. In short, other than the cabinets discussed above, Project Lightspeed will not entail significant new construction of facilities. Wherever there has been a real competitive alternative to the incumbent provider, monthly cable television prices have fallen, new promotions have been offered and services have increased. As in the communications business, competition in the cable television business has invariably been good for customers - providing consumers with more choices, lower prices and better service. These local consumers are your constituents and they are eager for the benefits that come with a real competitive alternative to cable service. We hope Illinois municipalities will embrace competition and the benefits it provides your local constituents by foregoing the unnecessary barriers and delays proposed by some. AT&T firmly believes that it is in the best interests of your citizens, and your communities, that you choose the course of competition and we looking forward to working with you to achieve that goal. Sincerely yours, ~/Yt. l/~ /1/ c '/Idv Marc D. Blakeman Regional Vice President - External Affairs cc: David Strahl AT&T companies pLan to introduce AT&T U-verseSM TV, an IP-based video entertainment experience. InitiaLLy the service wiLL feature hundreds of channeLs, a video-on- demand Library, a crisp eLectronic program guide, tunerLess picture-in-picture technoLogy and fast channeL change. AT&T companies are on track to begin scaling the AT&T U-verse suite of services in mid-2006, entering more markets and adding new and innovative features. For exampLe, pLans include the introduction of whoLe- home digitaL videorecording (DVR) functionality. This allows customers to record, watch, and program their DVR to enjoy standard-definition or high-definition programming from any TV in the house. AT&T companies wilL Launch AT&T Homezone, a groundbreaking new service that wiLL combine sateLlite TV programming, high-definition and/or standard- definition DVR, CaLLer 10 on the TV, movies-on-demand, photo-sharing and music through an award-winning new set-top box. Once this service is availabLe, customers who have access to both SBC I DISH Network service and DSL* from AT&T companies wilL be abLe to combine their communications and entertainment content into one easy-to-use V~,.......,;ii' package delivered to their teLevisions ~y and stereos. Customers wiLL aLso be abLe to Log onto their AT&T Homezone receiver remoteLy, through a Web browser or wireLess phone, to scheduLe DVR recordings, start movie downLoads, and enjoy music and photo coLLections. ~~-~~.... . o \fttJ fell ,~~ Satellite TV service from SBC I DISH Network: Launched in 2004, offers consumers a powerfuL, competitiveLy priced choice for their entertainment service. SateLlite TV from SBC I DISH Network offers advanced services, such as digitaL videorecording and high-definition TV programming. Other enhancements, incLuding video on demand and new receivers featuring both high-definition and standard-definition digitaL videorecording, are now availabLe. d.~ 2-811.. NETWORK ~ 'With the close of its acquisition of AT&T Corp., SSC companies are currently making the necessary legal and regulatory filings required to offer products and services under the new AT&T brand. 12062005AT&TVID '~at&t Evolution of The AT&T Broadband Network 1990 Achievements: . Central offices connected by fiber . Achieved data efficiencies . Allowed for dial-up Internet access (up to 56 Kbps) \ C~iTsH1entlil~ voice system was a rs~~d network, with redundancies tt~l1ti:olo a robust system of central 's.Ce:ntraL offices were efficient and ~~~/.C()nsistingpredominantly of ~~ay,,~i~e telephony and dial-up l~t<ia~(:;~ss. )f ~~at&t Evolution of The AT&T Broadband Network fJ Rollout of DSL 1999 The introduction of DSL in January 1999 brought a new generation of digital seI'Vrces, including broadband internet access, to millions of homes in AT&T's service territory. In its initial application '~~Fwa5Provided by the placement of <~lectronics in an AT&T central office which . <,.). .. ~~N!liconhected to individual customer .~~rn~~vla the use of copper faciLities. ~~~p~r facilities enabled AT&T to provide ~~~\tgsubscribers that resided within ;~~iP()O feet of the central office. 1'\ I J / Achievements: · DSL speed up to 6 Mbps . Up to 50 times faster than a dial-up connection . Delivered to households within around 14.000 feet of the central office :~at&t Evolution of The AT&T Broadband Network ~ Rollout of Project Pronto 2000 Achievements: . DSL speeds up to 6 Mbps . Up to 50 times faster than a dial-up connection . Delivered to households within around 12.000 feet of a remote terminal . Complements AT&T's central office based DSL rollout to push AT&T's DSL footprint to a greater number of total subscribers 4- \ \ 1\~~i~~/f~ttput of Project Pronto increased tt"l~'irQbustnes$ of the network by pushing ~~~"~lectronicS that previousLy resided in ~I~rscentfal offices closer to the end ~~~r.Thls was done by placing the ;~~~~I"()~icsinremote terminals that were ~~~~S~D8~cted to AT&T's central offices <i~i~\~Di~(.feproyment of fiber which is not "(,Iidi~~(,Illc~sensitive tech nology. ~ _"1f1' eo'" .... o\) ~/...... \.1..~,/ .."".,..... ...... k.... ..~at&t Evolution of The AT&T Broadband Network mft~ current transition of the network :pUshi?S another new generation of ,att\ta~d services through central offices, ~~n~temote terminals and ~nto ~n1!J~;t)omoods. Project Lightspeed will ~~.~!:AT&T to offer a full range of voice ~~~~?, ]nternet access and next- ~~ratioo video. Video will be delivered ~Q$h~hQme with two products: Home ZOn(! WhiCh delivers programming using ~at~tliteand DSL technologies and WVersewhich uses fiber-to-the-node and copper wIres. . .l)'Oll7e Zone i ~'.' \c<,\ ..' .....:;""'",f',Ji~ "hoq9,>'- \ \ ." ..>' AlL.'::::: "--... ...- , .. ~... t , Achievements: . Delivers fiber to within approximately 5.000 feet of homes . DeliveringlP-based products to consumers . High speed Internet access at speeds up to 6 Mbps . Video applications delivered over bandwidth of 20-25 Mbps PLS .'~at&t Evolution of The AT&T Broadband Network 'gtthe evotution is a fully i,~ta~hly reliabLe network rQvldlng residential .<~t'"'generatlon "Ideo, ~~, al"l.d data services along gEl of VOice services at (~t-~l1iets have come to vA;T&t f;pl,""ey"rging Technolo,g'y; :F*'~>;:;\,'C'::;\',.'": ' ,',':.'\-' ",'> , --'hi,--,:.,- "FC, Homes". , . ,.' y'; (.~;\l,. PiS AT&T VRAD Cabinets for Project Lightspeed Traffic Signal Control Box ~, VILLAGE OF MOUNT PROSPECT FINANCE COMMISSION AGENDA Thursday, April 27, 2006 7:00 p.m. Village Hall Building 50 South Emerson Street ***Third Floor Executive Conference Room*** I Call to Order II Approval of Minutes - Meeting of January 26,2006 III New Business A. Review Year to Date Figures on New Revenue Enhancements B. Organizational Structure Review IV Old Business V Chairman's Report VI Finance Director's Report VII Other Business VIII Next Meeting: Thursday, May 25,2006, 7:00 p.m. IX Adjournment NOTE: Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the Finance Director's Office at 50 South Emerson Street, Mount Prospect, (847) 392-6000, ext. 5277, TDD (847) 392-6064. FINANCE COMMISSION DRAFT MINUTES OF THE MEETING JANUARY 26, 2006 VILLAGE HALL BUILDING DRAFT I. CALL TO ORDER The meeting was called to order at 7:05 p.m. Those present included Chairman Charles Bennett and Commissioners Vince Grochocinski, John Kellerhals, Tom Pekras, Ann Smilanic and Lee Williams. Also present were Deputy Director of Finance Carol Widmer and Finance Administrative Assistant Lisa Burkemper. Commissioner Rich Micelli and Director of Finance David Erb were absent. II. ApPROVAL OF MINUTES Commissioner Tom Pekras stated that he had a correction in the November 3, 2005 minutes. Commissioner Pekras stated that on the top of page 2 it stated Finance Committee instead of Finance Commission. Commissioner Tom Pekras motioned to approve the minutes of November 3,2005 as amended. Commissioner John Kellerhals seconded the motion and the minutes were accepted as amended. III. DISCUSSION REGARDING PROPOSED 2006 WORK PLAN Chairman Charles Bennett began the discussion by asking the members if they had any suggested topics to add to the work plan. Commissioner John Kellerhals asked if the March meeting could be cancelled or moved because he has a conflict. Chairman Charles Bennett stated he also had a conflict with this date. After a brief discussion Commissioner John Kellerhals motioned to cancel the March 23rd meeting. The motion was seconded by Commissioner Lee Williams and all were in favor. Commissioner Tom Pekras stated he had a conflict with the February 23rd meeting/workshop at Northwest Central Dispatch and asked ifit could be moved to February 22nd. Deputy Director of Finance Carol Widmer stated that she would check to see if the meeting/workshop could be moved to the 22nd. After a discussion regarding the remaining months the Finance Commission calendar was tentatively set for the year (see attached). IV. DISCUSSION REGARDING INVESTMENT POLICY Deputy Director of Finance Carol Widmer advised the commission members that the investment policy remained unchanged with the exception of Exhibit A which updated the financial institution list. Ms. Widmer gave a brief overview of the policy and stated that the policy was governed by the Government Financial Officers Association (GFOA) and approved by our auditors. Ms. Widmer also mentioned that the policy is for operating funds and not for police and fire pension funds. Commissioner Vince Grochocinski asked for clarification of a couple of items contained within the policy and pointed out a typographical error on page four (the word ration should be ratio). Commissioner John Kellerhals asked what the lowest level our reserves are during the year. Deputy Director of Finance Carol Widmer stated that she could not provide this number without doing a little research. V. SELECTION OF VICE CHAIR OF FINANCE COMMISSION Chairman Charles Bennett moved discussion of this item until after the discussion on the Audit Committee. VI. ApPOINTMENT OF FINANCE COMMISSION MEMBER TO AUDIT COMMITTEE Chairman Charles Bennett stated that the Mayor had appointed him to a term on the Audit Committee. Chairman Bennett also stated that he would like to see other members of the Finance Commission be participants in future terms. SELECTION OF VICE CHAIR OF FINANCE COMMISSION (REVISTED) Chairman Charles Bennett opened the floor to nominations for the position of Vice Chairman of the Finance Commission. Commissioner Ann Smilanic motioned to nominate Commissioner Vince Grochocinski. Commissioner Vince Grochocinski recognized the nomination but stated that he is currently the secretary and that the commission would have to nominate a new secretary. Commissioner John Kellerhals seconded the nomination and Commissioner Tom Pelcras moved that the nominations be closed. All members were in favor of electing Vince Grochocinski as Vice Chairman. Chairman Charles Bennett then opened the floor to nominations for the position of secretary. Commissioner Tom Pekras moved to nominate Lee Williams for secretary. Commissioner Ann Smilanic seconded the motion and Commissioner Lee Williams accepted the nominations. Commissioner Tom Pekras motioned to close the nominations for secretary, which was seconded by Commissioner Ann Smilanic. All members were in favor of the nomination. VII. SITE VISIT TO NORTHWEST CENTRAL DISPATCH There was nothing to report. VIII. OTHER BUSINESS Chairman Charles Bennett mentioned that he asked Director of Finance David Erb to provide a brief overview of the monthly Budget Revenue and Expenditure handout. Commissioner Ann Smilanic also mentioned that she would like to see a quarterly update on investments. IX. CHAIRMAN'S REPORT There was nothing to report. X. FINANCE DIRECTOR'S REPORT Deputy Director of Finance Carol Widmer advised that the village has selected a firm to bill ambulance fees and that they are currently working with them to finalize the process. Ms. Widmer also stated that the Fire Department is working on preparing a brochure to hand out to residents and another for non-residents that explains the bill process. Commissioner Ann Smilanic asked what the fee amount is the agency will charge. Ms. Widmer stated that the fee is 7% of the monies they collect. Chairman Charles Bennett asked if the village has implemented a credit card payment option at the customer service counter. Ms. Widmer stated that customer service has been accepting credit card payments since November 2005. XI. Next Meeting: February 23. 2006 Commissioner Ann Smilanic motioned to adjourn which Commissioner Vince Grochocinski seconded. The meeting was adjourned at 8:37 p.rn. The next meeting will be Thursday, February 23, 2006. Respectfully submitted, ~o'- fJGV~~~ Lisa Burkemper Administrative Assistant Finance Department 2 MAYOR Irvana K. Wilks VILLAGE MANAGER Michael E. Janonis TRUSTEES Timothy J. Corcoran Paul Wm. Hoefert A. John Korn Richard M. Lohrstorfer Michaele Skowron Michael A. Zadel Village of Mount Prospect Community Development Department 50 South Emerson Street Mount Prospect, Illinois 60056 VILLAGE CLERK M. Lisa Angell Phone: 847/818-5328 Fax: 847/818-5329 TDD: 847/392-6064 AGENDA MOUNT PROSPECT PLANNING & ZONING COMMISSION MEETING LOCATION: Mount Prospect Village Hall 50 S. Emerson Street Mount Prospect, IL 60056 MEETING DATE & TIME: Thursday April 27, 2006 7:30 p.m. I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES OF FEBRUARY 23,2006 P&Z MEETING A. PZ-04-06/ 916 S. Elm Street / Variation & Conditional Use / Milos Residence IV. OLD BUSINESS A. PZ-40-05/ 1800 W. Central Road / Convert existing building to (industrial) condominium ownership. (Continued to May 25,2006) V. NEW BUSINESS A. PZ-05-06 / 999 N. Elmhurst Road (Randhurst Shopping Center) / Panda Express / Conditional Use (Amend Planned Unit Development approval to allow for a restaurant with a drive-thru on an outlot). NOTE: This case is Village Board Final. B. PZ-06-06 / 801 W. Kensington Road (Prospect High School) / School District 214 / Variation (Antenna height). NOTE: This case is Village Board Final. C. PZ-09-06/ 1-17 S. Emerson St. (Founders Row) / Norwood Builders / Plat of Subdivision (required as part of zoning approval). NOTE: This case is Village Board Final. D. PZ-10-06 / 100 S. Emerson Street (The Emerson) / Norwood Builders / Variations (Sign Code). NOTE: This case is Planning & Zoning Final. VI. QUESTIONS AND COMMENTS .:. Please return notarized Village Disclosure Statements to the Village Clerk's Office by May 1st; the Village Disclosure Statements are different from the County statements already returned. VII. ADJOURNMENT Any individual who would like to attend this meeting, but because of a disability needs some accommodation to participate, should contact the Community Development Department at 50 S. Emerson, Mount Prospect, IL 60056, 847-392-6000, Ext. 5328, TDD #847-392-6064. MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-04-06 Hearing Date: February 23,2006 PETITIONER: Village of Mount Prospect PUBLICATION DATE: February 8, 2006 REQUEST: Variation - Front yard setback MEMBERS PRESENT: Chair Arlene Juracek Joseph Donnelly Leo Floros Marlys Haaland Richard Rogers Keith Youngquist MEMBERS ABSENT: Ronald Roberts STAFF MEMBERS PRESENT: Judith Connolly, AICP, Senior Planner INTERESTED PARTIES: Jerry Milos Chairperson Arlene Juracek called the meeting to order at 7:30 p.m. Richard Rogers moved to approve the minutes of the January 26,2006 meeting and Keith Youngquist seconded the motion. The motion was approved 6-0. Leo Floros made a motion to continue Case No. PZ-40-05 to the March 23, 2006 meeting and Richard Rogers seconded the motion. Chairperson Juracek introduced Case No. PZ-04-06, a Variation for the front yard setback. She said that the Planning and Zoning Commission's decision was final for the request. Judy Connolly, Senior Planner, stated that the Subject Property is located on the west side of Elm Street, south of Sunset Road, and contains a single-family residence with related improvements. The Subject Property is zoned RX Single Family Residence and is bordered on all sides by the RX District to the north, east, and south and by the Rl District to the west. She said the Subject Property has an irregular shape and measures 19,769 square feet, which exceeds the minimum lot size required by zoning regulations. The front setback of the existing home varies, ranging from 35'4" to 38' although the Zoning Ordinance requires a 40' setback. Ms. Connolly presented exhibits illustrating the Petitioner's proposed improvements to the existing split level home, which include adding a second story to portions of the house as well as modifying the existing second story. She said the proposed second story addition would maintain the existing setback of the home, which encroaches 2-feet into the required front yard. The proposed addition to the existing garage would be stepped back and comply with the required 40' setback. However, Variation approval is required for the second story addition since portions of it will encroach into the required front yard and maintain the 38' setback, when the Zoning Ordinance requires 40' . Ms. Connolly also stated that the Petitioner proposes to redesign the existing covered entryway to blend the addition with the existing house. Although the proposed redesigned structure has the same footprint as the existing covered entryway, which measures 13'6" x 4'8", the new structure is considered an unenclosed porch. She said the new structure is interpreted differently and considered a porch because the roof is changed extensively and is a more defined structure, as opposed to the existing entryway that consists of essentially extending the roof over the stoop. She also said elements of the porch, such as the columns and new windows, are designed so that the character of the structures is no longer comparable. The proposed unenclosed porch will encroach into the front yard 4'8" resulting in a 35'4" setback, which requires Conditional Use approval. Arlene Juracek, Acting Chair Planning & Zoning Commission Meeting February 23,2006 PZ-02-06 Page 2 Ms. Connolly said the existing home does not comply with the Village's zoning regulations because the house and entryway encroach into the required front yard. However, this is considered a legal nonconforming situation and is allowed to remain unchanged. She stated that the proposed second story addition and porch requires a Variation from the RX District's bulk regulations and Conditional Use approval because the structures will encroach into the front yard setback. The project would be constructed according to all applicable Village Codes. Ms. Connolly stated that Staff conducted a site inspection and observed that several homes on the 900 block of south Elm Street appear to be located closer to the lot line than the required 40' setback. She said Staff researched the setbacks by examining plats of survey on file with the Building Division and using PVWeb, and found that only 3 of the 12 homes on this block met the 40' setback. Also, several of the plats of survey on file denoted a 30' front setback. Ms. Connolly said Staff conducted further research and found that the block was annexed into Mount Prospect in 1962. Most, if not all of the homes were already built when the Village annexed the area. She stated that the Subject Property was originally zoned Rl, but rezoned to RX a few years later. She presented an exhibit listing the existing setbacks for the surrounding properties and it showed that the Petitioner's request is in keeping with setbacks for the surrounding properties. Ms. Connolly gave a summary of the standards for a Variation as listed in the Village Zoning Ordinance. She said the Petitioner is proposing to expand the existing home to create additional living space. She stated that the Zoning Ordinance requires a 40-foot front yard for the Subject Property. However, the existing residence does not meet this requirement and the Petitioner would like to construct a second story addition at the existing setbacks. She said the Petitioner met with Staff to discuss an alternative design, but the Petitioner felt that the type of house (split-level) precluded a different design. Ms. Connolly stated that the Building Commissioner reviewed the request and concurred that stepping the addition back 2-feet to meet the 40' setback would be extremely difficult because the house was a split-level design. Significant engineering would be required to match the point load levels, and the character of the house could be adversely impacted if the second story addition met the 40' setback. Ms. Connolly said a significant number of the surrounding properties do not comply with the 40' setback. She stated that the houses were most likely constructed in accordance with Cook County regulations, so the nonconforming setback situation is not a result of actions by the current property owner. Staff found that the Petitioner's request to allow the second story addition to maintain the existing 38' setback would not impact the neighborhood character or adversely impact other properties. Ms. Connolly gave a summary of the standards for Conditional Uses as listed the Village Zoning Ordinance. She stated that the proposed porch would not adversely affect the character of the surrounding neighborhood, utility provision, or public streets. She further stated that the proposed Conditional Use will be in compliance with the Village's Comprehensive Plan and Zoning Ordinance. Ms. Connolly said the Petitioner's request to maintain the existing front setback for the proposed second story addition and the proposed unenclosed porch will be an attractive enhancement to the house. The Variation request meets the standards for a Variation contained in the Zoning Ordinance due to the house being a split-level design and property being developed under County regulations. She also stated that the unenclosed porch meets the standards for Conditional Use approval because the request will not adversely impact the character of the neighborhood and will 'blend' the addition with the existing house. Arlene Juracek, Acting Chair Planning & Zoning Commission Meeting February 23,2006 PZ-02-06 Page 3 Ms. Connolly stated that based on this analysis, Staff recommends that the P&Z approve the following motion: "To approve a Variation to allow a 38' front setback for a second story addition and to approve a Conditional Use for an unenclosed porch to encroach into the front yard resulting in a 35'4" setback, as shown on the Petitioner's site plan and elevations prepared by American Landmark Architecture Associates, dated January 23, 2006, for the residence at 916 S. Elm Street, Case No. PZ-04-06." The Planning and Zoning Commission's decision is final for this case because the amount of the Variation does not exceed 25% of the Zoning Ordinance requirement, and the Planning and Zoning Commission's decision is final for unenclosed porches. Chairperson Juracek called for questions of Staff. Keith Youngquist asked which part of this addition would encroach into the required 40' setback. Ms. Connolly stated that a small portion of the second story addition would need the Variation to meet the Village Zoning Ordinance. She showed exhibits demonstrating the new areas forward of the existing roofline. Further clarification was called for from the homeowner. At the direction of Chairperson Juracek, Jerry Milos, the homeowner residing at 916 S. Elm Street, Mount Prospect, IL was sworn in. Mr. Milos further explained which portion of the second story addition is encroaching into the required 40' setback. The Commission's questions were adequately answered. Mr. Milos thanked Staff for their presentation. He gave a brief history of the home and his family, explaining the need for additional living space. He further stated that these plans are a result of working with an architect and reviewing several options. The Commission complimented Mr. Milos on the design. Chairperson Juracek called for further questions. Hearing none, the Public Hearing was closed at 7:47 p.rn. Richard Rogers made a motion to approve the Variation and Conditional Use, as presented, Case No. PZ-04-06, Joseph Donnelly seconded the motion. UPON ROLL CALL: AYES: Donnelly, Floros, Haaland, Rogers, Youngquist, and Juracek NAYS: None Motion was approved 6-0. This case was Planning and Zoning Commission final. Richard Rogers made a motion to adjourn at 7:48 p.m., seconded by Joseph Donnelly. The motion was approved by a voice vote and the meeting was adjourned. Stacey Dunn, Community Development Secretary lit C:\Documents and Seuings\kdewis\Local Seuings\Temporary Internet Files\OLK6B\PZ-04-06 916 Elm - Variation.doc