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HomeMy WebLinkAbout07/17/2012 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT July 17, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:04 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Absent: Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Hoefert led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Korn gave the Invocation. MINUTES MINUTES Trustee Korn, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held June 19, 2012. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. FINANCIAL REPORT MONTHLY FINANCIAL REPORT AND APPROVE BILLS & APPROVE BILLS Mayor Wilks stated the next item on the agenda, "MONTHLY FINANCIAL REPORT AND APPROVE BILLS" was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote as business item "IX. CONSENT AGENDA." Trustee Poit requested Item F. Request Village Board acceptance of 2013 -2017 Capital Improvements Plan (CIP) under New Business be removed from the Consent Agenda for separate discussion. Mayor Wilks stated Item F. Request Village Board acceptance of 2013 -2017 Capital Improvements Plan (CIP) under New Business would be removed as a consent item and presented for discussion as listed under New Business. MAYOR'S REPORT MAYOR'S REPORT A. Amend Chapter 13 (Alcoholic Liquors); Garden Fresh — Mount Prospect d /b /a Garden Fresh at 1145 Mount Prospect Plaza. AMEND CHAPTER Mayor Wilks presented for a first (1 reading an ordinance amending the Village Code by 13 (ALCOHOLIC decreasing the number of Class "P -2" liquor licenses by one (1) issued to Garden Fresh — LIO0ORS) Mount Prospect, Inc. d /b /a Garden Fresh at 1145 Mount Prospect Plaza. Minutes of the Regular Meeting of the Page 1 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Trustee Hoefert, seconded by Trustee Juracek, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 6017: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC ORD 6017 LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD HEARD Ms. Jill Friedrichs Peer Jury Program Ms. Jill Friedrichs, Volunteer Coordinator for the Mount Prospect Police Department Peer Jury Program recognized recent high school graduates who served as Peer Jury volunteers; assisted with the Peer Jury process. [Peer Jury was implemented in 1996 as a meaningful and remedial method of dealing with selected juvenile offenders. The program has proven beneficial to both the participants and community.] Kathryn Angell Prospect High School Kevin Druffel John Hersey High School Mayor Wilks thanked Ms. Friedrichs for her continued commitment to the program as well as her other volunteer services to the community. .K670lyA01r_T-t1A0190_ 61670lyA01r_T-t1A01BY-Al OLD BUSINESS OLD BUSINESS A. 2 nd reading of an Ordinance to Prohibit the Installation and Operation of Video Gaming VIDEO GAMING Terminals within the Corporate Limits of the Village of Mount Prospect Mayor Wilks presented for a second (2nd) reading an ordinance to prohibit the installation of video gaming terminals within the corporate limits of the Village of Mount Prospect. Minutes of the Regular Meeting of the Page 2 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Trustee Juracek, seconded by Trustee Polit, moved to approve the following business items: FINANCIAL REPORT 1. Monthly Financial Report - June 2012 & APPROVE BILLS 2. Bills dated June 14 - June 27, 2012 3. Bills dated June 28- July 11, 2012 CDBG SIDEWALK, 4. Request Village Board approval to accept bid for 2012 CDBG Sidewalk Program in an VBA 25 -12 amount not to exceed $45,304. 5. Request Village Board approval to purchase IT backup storage appliances in an amount IT STORAGE, VBA not to exceed $41,400. 26 -12 6. Request Village Board approval to accept CDBG Parkway Tree Planting in an amount not to exceed $25,000. CDBG TREE PLANTING, VBA 27- Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit 12 Nays: None OLD BUSINESS OLD BUSINESS A. 2 nd reading of an Ordinance to Prohibit the Installation and Operation of Video Gaming VIDEO GAMING Terminals within the Corporate Limits of the Village of Mount Prospect Mayor Wilks presented for a second (2nd) reading an ordinance to prohibit the installation of video gaming terminals within the corporate limits of the Village of Mount Prospect. Minutes of the Regular Meeting of the Page 2 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Village Manager Michael Janonis provided background information regarding adoption of the Illinois Gaming Act in 2009 and the Village's ordinance (ORD No, 5761) authorizing a moratorium on gaming terminals in the Village until such time the Gaming Board issued rules and regulations for the gaming terminals. The recent issuance of the rules by the Gaming Board leaves local municipalities with the following options 1) total ban on installation of video gaming terminals within their community or 2) allow installation of the the terminals in eligible locations within their community. (Pursuant to Village Code, approval for video gaming terminals within the Village would need to be approved by referendum; question to the general public.) At the June 19, 2012 Village Board meeting an ordinance prohibiting gaming terminals in the Village was presented for a first (1 reading and discussion. In addition, a citizen survey similar to the video gaming survey conducted in 2009 was on the Village's web site for citizen input. As in 2009, the overwhelming resident response indicated strong opposition to video gaming in the Mount Prospect. Public Comment Dr. Chuck Hamburg 1116 North Shore Chicago Dr. Hamburg stated he is a professor at Roosevelt University in the Hospitality Division and has extensive experience in the hospitality and gaming industry. Dr. Hamburg stated there are many misnomers of video gaming; is the most regulated industry. He stated video gaming is needed in Mount Prospect to support businesses and secure Randhurst success. He estimated the Village would realize an additional $400,000 in tax revenue annually. It was also his opinion that if the Village did not approve video gaming now, they would before long; will soon recognize the success and benefit to those communities with video gaming. Individuals representing local businesses, the community and gaming suppliers were in attendance and spoke in support of video gaming. The following is a list of their names and their collective comments. Public Comment Owners /Representative Mr. Rafael Monjorres Crave Pizza Mr. Jeff Martinez Bogies Mr. John Rourke Moose Lodge Mr. Ted Pappas Paps • Video gaming would help businesses. • Businesses are struggling; beneficial to have additional revenue source. • Will lose business to other communities that permit video gaming. -Patrons leave to go gambling at Des Plaines casino; may stay local if video gaming in Mount Prospect establishment. -Video gaming terminals would remain out of family view. -Requested Village Board defer final decision; see impact on other communities. -Video gaming similar to scratch ticket which is allowed. -Every little bit of revenue helps business to stay open. -Questioned validity resident survey; percentage of responses too small. RPSidpnt Mr. Ed Fuhl 706 Prospect Manor -Questioned resident survey; percentage of responses too small to draw inferences about what residents want. -Long-time resident; residents need assistance. Property values down; taxes up. Video gaming would bring in revenue. Minutes of the Regular Meeting of the Page 3 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Gaming Equipment Representative Mr. Wally Josowiscz A and H Entertainers Rolling Meadows -Would like the Village Board to consider taking no action at this time; see what happens in other communities that allow video gaming, than make decision. -Des Plaines benefitting from gaming industry; communities with video gaming will see financial benefits. -Machines will be in the field within the next few weeks. -Machines are restricted; very highly regulated. -No one associated with gaming industry wants to see businesses abuse gaming license. Believes Gaming Act does allow for revocation of license. Village Board Comments -Village Board read Gaming Act; well informed. -Restaurants focus on quality of business; doesn't think video gaming will change patronage. -Revenue from video terminals; state distributive fund. Currently have distributive fund for resident taxes; state can run six months behind in payments. Lack of trust in state distributive fund; not a good practice to give more money to a distributive fund that doesn't work. State looks for ways not to give money back to municipalities. In response to Mayor Wilk's request, Finance Director Dave Erb stated the State of Illinois is currently three (3) months behind in its payment to the Village; $1.5 million. -Resident/business survey; straightforward; allowed for comments; on web -site for two (2) weeks. -Video gaming — many downsides; financial rewards marginal. -To put video gaming referendum on ballot would require 25% of voters in last election. -Survey was small but everyone had an opportunity to share opinion; video and public meeting. Wished more individuals would have attended the June 19, 2012 meeting. -Gaming Act does not give municipalities ability to protect community; no authority to revoke license if business abuses license. Only financial penalty; maximum $5,000. -Not all liquor license establishment may be eligible for gaming license. -Estimated $400,000 revenue to Village; equates to $26.00 a year per resident. -Not always about money; need to look at total picture not just one (1) issue. -Questioned how much Paps would lose in revenue if video gaming not allowed. (Mr. Pappas unable to quantify but sees people leave his establishment for the casino in Des Plaines.) -Doesn't believe there is as much money in gaming industry as state suggests. -No new money; customers will shift spending from food and alcohol to video gaming. No real financial benefit to businesses -Reminiscent of concerns with smoking ban. Glad businesses are still here; do not think lack of video gaming will put them out of business. -Will not sell soul of community for a few tax dollars. -Agrees that some customers do like to gamble; does not believe the majority want to gamble. -If down the road the Village receives more input to allow gambling and /or there is a noted drop in business, Village will need to revisit. -Putting tax money in distributive fund is risky business. -Seeking to increase revenue through gambling is an act of utter desperation; need to add value to community. In response to the Village Board comments regarding the distribution of the gambling revenue, Dr. Hamburg stated the Gaming Board is an independent agency and provided an overview of the distribution of gambling revenue. He stated communities would receive revenue once a month. He believes allowing video gaming will bring in a tremendous amount of new money; he asked the Village Board not to vote on the matter at this time. Mayor Wilks stated even if the ordinance was approved tonight since Trustee Zadel, was absent from the meeting, he could bring the matter back for reconsideration at the next Village Board meeting; August 7, 2012. Minutes of the Regular Meeting of the Page 4 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect She also reiterated that even if the Village Board approved an ordinance to allow video gaming, it would still need to go to referendum. The Village Board members thanked the businesses for their comments and expressed their commitment to the business community. Mayor Wilks stated a few years ago the Village Board revised the liquor license code to help businesses and will continue to work with businesses. However, video gaming is different, very difficult to pass when residents do not want in community. Trustee Hoefert provided clarification of the vote; a "yes" vote will prohibit video gaming and a "no" vote allows video gaming. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6018: AN ORDINANCE TO PROHIBIT THE INSTALLATION AND OPERATION ORD 6018 OF VIDEO GAMING TERMINALS WITHIN THE CORPORATE LIMITS OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried Mayor Wilks called for a recess at 8:35 p.m. The July 17, 2012 Village Board meeting resumed at 8:45 p.m. A. PZ- 11 -12, 1738 East Kensington Road, ENK Brentwood, LLC PZ- 11 -12, 1738 1 St reading of An Ordinance Granting a Conditional Use Permit for Property located at EAST KENSINGTON 1738 East Kensington Road ROAD Mayor Wilks presented for a first (1 st) reading an ordinance granting a conditional use permit for property located at 1738 East Kensington Road. This ordinance grants a conditional use permit for property located at 1738 East Kensington Road to expand a children's daycare center. The Planning and Zoning Commission recommended approval of the request by a vote of 7 -0. Community Development Director Bill Cooney provided background information stating the Petitioner seeks approval of Conditional Use to expand the existing children's daycare center by 4,000 square feet; the expansion would add six (6) classrooms for infants and toddlers. The expansion would take place in the adjacent vacant space formerly occupied by a restaurant. A Conditional Use for the existing daycare center was approved December 6, 1994; since the Petitioner would like to expand the center from 7,900 to 11,900 square feet, a new Conditional Use is required. Mr. Cooney stated with the expansion the daycare center will comply with the required parking spaces. Mr. Cooney stated the Petitioner, Mr. Sam Marcos was in attendance to respond to questions from the Village Board. In response to questions regarding parking Mr. Marcos stated the parking lot on the eastside was to accommodate the restaurant. He stated there will be not drop -off; cars are to be parked and children escorted into daycare. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Minutes of the Regular Meeting of the Page 5 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Motion carried. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6019: ORD 6019 AN ORDINANCE GRANTING A CONDITIONAL USE PERMIT FOR PROPERTY LOCATED AT 1738 EAST KENSINGTON ROAD Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Nays: None Motion carried B. PZ- 14 -12, 412 Business Center Drive, Harbor Athletic Training, Inc. PZ- 14 -12, 412 1 St reading of an Ordinance granting a Conditional Use Permit for Property Located at 412 BUSINESS CENTER Business Center Drive. DRIVE Mayor Wilks presented for a first (1 reading an ordinance granting a conditional use permit for property located at 412 Business Center Drive to operate a sports training and teaching establishment. The Planning and Zoning Commission recommended approval of the request by a vote of 7 -0. Mr. Cooney provided background information stating the Petitioner proposes to remodel the east 23,053 square feet of the existing building to operate a sports training and teaching establishment. Per the Petitioner's floor plan the facility would consist of batting cages, open turf, a weight room, basketball court, offices and a shop. The establishment would offer baseball and softball training primarily to young athletes between nine (9) and fifteen (15) years of age. The facility would operate seven (7) days a week; with no more than thirty (30) clients and seven (7) employees at a time. Per the conditions of the conditional use an additional parking space will be striped in the rear of the building to bring the property up to compliance with the required parking. Mr. Cooney stated Mr. Nelson Gord, co- owner, was in attendance to respond to questions from the Village Board. Village Board Comments -Number of service type businesses going into Kensington Center; getting away from manufacturing /industrial use. -Supports the Petitioner's request but unintended use of Kensington Center; this type of business does not generate revenue intended when Kensington was built. -When do we start saying no to non - manufacturing /no- engineering businesses. -These type of businesses attract families to mall and restaurants; will also have sales inside. -These type of business have a ripple affect; draw to families that will shop and dine while athlete is at facility; generate new revenue. Mr. Cooney stated there are occupancy challenges at Kensington and Trustee Polit raises many of the same questions as the EDC. While it is better to have the properties filled for tax purposes, this type of business does not generate jobs. He stated staff continue to do comparison of taxes outside of Cook County; taxes remain a concern. Mr. Nelson stated Randhurst was a major drawing point when choosing to relocate their business from Niles to Mount Prospect. Trustee Matuszak, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. Trustee Matuszak, seconded by Trustee Polit, moved for approval of Ordinance No. 6020: Minutes of the Regular Meeting of the Page 6 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect AN ORDINANCE GRANTING A CONDITIONAL USE PERMIT FOR PROPERTY ORD 6020 LOCATED AT 412 BUSINESS CENTER DRIVE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Nays: None Motion carried AMEND CHAPTER C. 1 St reading of An Ordinance Amending Chapter 5 entitled "Boards and Commissions" of the 5," BOARD AND Village Code of Mount Prospect, Illinois. COMMISSIONS" OF THE VILLAGE CODE Mayor Wilks presented for a first (1 reading an ordinance amending Chapter 5 entitled "Boards and Commissions of the Village Code of Mount Prospect. This ordinance would create Centennial Commission with the specific task of planning and coordinating the 100 Anniversary of the incorporation of the Village of Mount Prospect in 2017. Mayor Wilks stated the Village will celebrate its 100 year of incorporation in five (5) years; 2017. The Centennial Commission would assist in the planning and coordination for the celebration of that historical occasion. Mayor Wilks stated a press release would be done after passage of the ordinance to inform the public about the new commission. If interested in serving on the Commission; contact the Mayor's office. Trustee Hoefert thanked Mayor Wilks for establishing the Commission. Wise to be thinking ahead in preparation of the celebration. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Juracek, moved for approval of Ordinance No. 6021: AN ORDINANCE AMENDING CHAPTER 5 ENTITLED "BOARDS AND ORD 6021 COMMISSIONS" OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Nays: None Motion carried D. A Resolution Approving the Village of Mount Prospect Identity Protection Policy with IDENTITY Regard to the Collection, Use, Disclosure and Protection of Individuals' Social Security PROTECTION Numbers Amended () 2012 POLICY Mayor Wilks presented a resolution approving the Village of Mount Prospect Identity Protection Policy with regard to the collection, use disclosure and protection of individuals' social security numbers amended () 2012. Village Manager Michael Janonis presented background information stating this was a matter of housekeeping. The resolution authorizes amendments to the Village's Identity Protection Policy adopted on April 19, 2011 to incorporate recent clarifications made in the 7 th Circuit Court of Appeals Trustee Hoefert left the meeting at 9:03. Minutes of the Regular Meeting of the Page 7 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Trustee Polit, seconded by Trustee Juracek, moved for approval of Resolution No. 32 -12: A RESOLUTION APPROVING THE VILLAGE OF MOUNT PROSPECT IDENTITY PROTECTION POLICY WITH REGARD TO THE COLLECTION, USE, DISCLOSURE RES 32 -12 AND PROTECTION OF INDIVIDUALS' SOCIAL SECURITY NUMBERS; AMENDED JULY 17, 2012. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit Nays: None Absent: Hoefert Motion carried. Trustee Hoefert returned to the meeting at 9:06 p.m. NORTHWEST E. A Resolution Approving Amendment to Intergovernmental Agreement Northwest Suburban SUBURBAN Housing Collaborative. HOUSING COLLABORATIVE Mayor Wilks presented a resolution approving amendment to intergovernmental agreement Northwest Suburban Housing Collaborative. This resolution adopts the amendment to the Intergovernmental Agreement which extends the original agreement an additional three (3) years; August 30, 2012 to August 30, 2015. Community Development Director Bill Cooney provided background information stating the amendment extends the original one (1) agreement which created the Northwest Suburban Housing Collaborative, for three (3) more years. The Collaborative has been successful in obtaining three (3) grants in order to fund its operations and studies; includes a grant from CMAP to perform a "Homes for a Changing Region Study," intended to identify future housing needs of the area. The Collaborative continues to look for additional grant opportunities to support its continued work in the region. There is no financial commitment by the Village as a member of the Collaborative. Trustee Korn noted an error on page 6 of the agreement; Village Manager of Rolling Meadows should read City Manager of Rolling Meadows. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Resolution No. 33 -12: RES 33 -12 A RESOLUTION APPROVING AMENDMENT TO INTERGOVERNMENTAL AGREEMENT NORTHWEST SUBURBAN HOUSING COLLABORATIVE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. 2013 -2017 CIP F. Request Village Board acceptance of 2013 — 2017 Capital Improvements Plan (CIP) Mayor Wilks stated this item had been removed from the Consent Agenda at the request of Trustee Polit for separate discussion as listed under New Business. Trustee Polit stated he cannot support the 2013 -2017 CIP as includes it the funding for the expansion of the Community Connections Center. He indicated the $10,000 represents new money and to date he has yet to see the construction budget for the project. Finance Director Dave Erb stated the $10,000 for the expansion is not new money but carryover funds from the original $95,000 approved for the expansion project in 2012. Village Manager Janonis stated a construction project budget is available and will be provided to the Mayor and Village Board of Trustees. Minutes of the Regular Meeting of the Page 8 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Trustee Hoefert, seconded by Trustee Juracek, moved to approve request for Village Board acceptance of 2013 -2017 Capital Improvements Plan (CIP). Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak Nays: Polit Motion carried. MANAGER'S VILLAGE MANAGER'S REPORT REPORT Village Manager Janonis stated Public Works Director Sean Dorsey had four (4) items he would be presenting for Village Board approval. 2012 SEWER LINE SPOT RELAYS, A. Request Village Board approval to accept bid for 2012 Sewer Line Spot Relays in an amount VBA- 25 -12 not to exceed $289,844. Public Works Director Sean Dorsey provided background information and staff recommendation. Mr. Dorsey stated the original bid opening for the project was held May 7, 2012; all bids were rejected as non - responsive at the June 5, 2012 Village Board meeting. The bid documents for the project were modified and the work to replace structurally failed pipe and installing or repairing manholes was rebid. Seven (7) contractors attended the mandatory pre -bid meeting; six (6) were submitted for consideration at the July 9, 2012 bid opening. Staff evaluated all bids and confirmed submittal of bid bonds and references. The engineer's estimate of the cost for this project is $277,000. Lifco Contractors submitted the low bid of $263,494. Staff also request 10% contingency due to the fact bid quantities are estimates and actual field measurements will vary and the cost for additional digs when more sewer line spot relays are discovered; $26,350. Staff recommend Village Board accept the lowest cost, responsible and responsive bid for the 2012 Sewer Line Spot Relays from Lifco Contractors and award construction contract in an amount not to exceed $289,844 ($263,494 base bid plus a 10% contingency of $26,350). Trustee Matuszak noted the bid from Lifco was $20,000 less than the lowest bid submitted in May for the same project. Trustee Hoefert, seconded by Trustee Matuszak, moved for Village Board approval to accept low bid for 2012 Sewer Line Spot Relays and award construction contract to Lifco Construction in amount not to exceed $289,844. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. WELL 5 B. Request for Village Board approval to accept bid for the Well 5 Evaluation and Repair project EVALUATION AND in an amount not to exceed $163,165. REPAIR, VBA 26 -12 Public Works Director Sean Dorsey provided background information and staff recommendation. The Village maintains five (5) potable water wells in a stand -by status to provide emergency source of water in the event water from the City of Chicago or NSMJAWA is disrupted. To guarantee the five (5) deep wells will operate when needed, inspections and maintenance are performed at routine intervals. Deep Well 5 was last removed for inspection and maintenance in 1998. Mr. Dorsey detailed the inspection process. Bid documents were sent to three (3) area well contractors; contractors with deep well experience and performance of deep well projects within the last two (2) years. All contractors who submitted bids have met all of the bid requirements and qualifications for similar deep well work. Minutes of the Regular Meeting of the Page 9 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect As it is nearly impossible to determine specific repairs or parts that may be needed without first pulling the deep well from its shaft; the industry practice is to ask for pricing for a list of possible repairs and to add a contingency to the bid award. Staff recommends the Village Board accept the lowest, responsible and responsive bid for the Well 5 Evaluation and Repair project from Municipal Well and Pump in an amount not to exceed $163,165 ($135,970 bid plus $27,195 contingency). In response to questions from the Village Board Mr. Dorsey provided the following: -Village has excellent back -up for water should feeds from JAWA go down. -Contingency based on staff recommendation and inspections. -Back-up water system could run indefinitely if needed; however regulatory restrictions may limit use. ■20% contingency rather 10 %; do not know what the condition of well until it is removed from the ground. Trustee Korn, seconded by Trustee Hoefert, moved for Village Board approval to accept bid for the Well 5 Evaluation and Repair project in an amount not to exceed from Municipal Well and Pump in amount not to exceed $163,165. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. C. Request for Village Board approval to accept bid for Kensington Business Center Retention KENSINGTON Basin 4 dredging project in an amount not to exceed $120,257. BUSINESS CENTER RETENTION BASIN Public Works Director Sean Dorsey provided background information and staff recommendation. 4 DREDGING PROJECT The Village is responsible for maintaining the eleven retention basins in the Kensington Business Center; sediment dredging, slope erosion protection and outlet structure upkeep. This year's dredging project is Basin #4, located on Business Center Drive. Mr. Dorsey provided an overview of work to be performed. Three (3) bids were received and all met bid requirements. The Engineer's estimate for the project is $140,110. The lowest bid was submitted by Copenhaver Construction, Inc in the amount of $109,325. As the contractor's bid is based on estimated quantities, staff recommend a 10% contingency. Staff recommends the Village Board accept the lowest, responsible and responsive bid for the Kensington Business Center Retention Basin 4 dredging project from Copenhaver Construction in an amount not to exceed $120,257 ($109,325 bid plus $10,932 contingency). Trustee Matuszak, seconded by Trustee Korn, moved for Village Board to accept bid for the Kensington Business Center Retention Basin 4 dredging project from Copenhaver Construction in an amount not to exceed $120,257 ($109,325 bid plus $10,932 contingency). Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. CHANGE ORDER, D. Change Order for Tree and Stump Removals TREE AND STUMP 1. Request Village Board approval to increase 2012 contract for parkway tree removals in REMOVAL amount not to exceed $106,211. CONTRACTS 2. Request Village approval to increase 2012 contract for stump removals in an amount not to exceed $46,485. Minutes of the Regular Meeting of the Page 10 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect Public Works Director Sean Dorsey provided background information and staff recommendations. Mr. Dorsey stated in January of 2012 the Village Board approved a contract in the amount of $155,000 to Homer Tree Care for parkway tree removal. And, in February 2011 the Village Board awarded a two (2) year contract in the amount of $86,000 to Powell Tree Card for parkway stump removal. However, due to the large volume of removals this year, there are insufficient funds remaining in both of the contracts. An increase in these contracts is needed to facilitate additional removals projected through the end of the 2012. Mr. Dorsey referenced the summary of the additional removals provided to the Village Board. Staff proposes to (1) increase the award for the 2012 parkway tree removal contract by $106,211; the existing award for this contract and (2) to increase the award for the 2012 stump removal contract by $46,485. Mr. Dorsey stated staff had identified approximately $125,000 in unexpended general fund accounts that can be made available to facilitate the proposed increases. Finance Director Dave Erb has advised the remaining funds needed, $17,696 can be drawn from any excess revenue received during the balance of the fiscal year or from the existing general fund balance. Trustee Hoefert, seconded by Trustee Polit, moved to approve (1) an increase to the 2012 contract amount for parkway tree removals in the amount of $106,211 and (2) an increase to the 2012 contract amount for stump removals in the amount of $46,485. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. At the request of Mayor Wilks Mr. Dorsey provided an update on the scheduled road work on Euclid Avenue. Cook County has given several different dates for the work to begin; as of this date no work has been done. However, based on the signage in place for road work; Mr. Dorsey anticipates work will begin soon. E. Status Village Manager Janonis announced the following community meetings /events: -July 20 — Concert on the Village Green -July 24 — summer schedule; no Committee of the Whole meeting -July 27 -28 — Block Party -July 31 —fifth Tuesday; no Village Board meeting -August 7 th — next Village Board meeting OTHER BUSINESS OTHER BUSINESS None. ADJOURN ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Motion carried. The July 17, 2012 Village Board meeting adjourned at 9:35 p.m. M. Lisa Angell Minutes of the Regular Meeting of the Page 11 of 11 Mayor and Board of Trustees July 17, 2012 of the Village of Mount Prospect