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HomeMy WebLinkAbout2. VB Minutes 08/12/2012MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT August 21, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:04 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel Absent: Trustee Paul Hoefert PLEDGE PLEDGE OF ALLEGIANCE Trustee Juracek led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Matuszak gave the Invocation. MINUTES MINUTES Trustee Polit, seconded by Trustee Korn, moved to approve the minutes of the regular Village Board meeting held August 7, 2012. Trustee Zadel requested the correction of typographical errors in the misspelling of Menard's on pages 4 and 5; Mendard's corrected to read Menard's. Trustee Juracek stated the last bullet point on Page 4 should be reworded to accurately reflect the No Right Turn sign at Harvest Lane that was previously removed would not be re- installed; right turn is still permissible. 4 1- sign of HAP,iAM �niill romoin, to read: -The No- Right —Turn sign at Aldi Drive /Harvest Lane removed last year will not be re- installed; right turn still allowed. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None The minutes were approved as corrected. APPROVE BILLS MONTHLY FINANCIAL REPORT AND 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." MAYOR'S REPORT MAYOR'S REPORT SCHOOL'S OPEN A. Proclamation: "School's Open Safety Week," August 19 — 25, 2012 SAFETY WEEK Mayor Wilks presented the proclamation to Police Sergeant Tim Griffin. Sergeant Griffin encouraged all Mount Prospect residents to drive safely and cautioned drivers to be especially cognizant of traffic laws specific to school zones. APPOINTMENTS APPOINTMENTS None. Minutes of the Regular Meeting of the Page 1 of 5 Mayor and Board of Trustees August 21, 2012 of the Village of Mount Prospect CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Matuszak , seconded by Trustee Polit, moved to approve the following business items: MONTHLY 1. Monthly Financial Report — July 2012 FINANCIAL REPORT 2. Bills dated August 1 — August 15 , 2012 & APPROVE BILLS Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS None. VILLAGE MANAGER'S REPORT MANAGER'S A. Request Village Board approval to accept proposal for the purchase of an Automated Meter REPORT Reading (AMR) /Automated Infrastructure (AMI) in an amount not to exceed $2,192,995. Mayor Wilks stated Assistant Village Manager Dave Strahl would introduce the first item under AUTOMATED the Manager's report. She indicated the request is a significant expenditure but Public Works METER READING has provided a well - detailed memo in support of the request. (AMR) /AUTOMATED METERING Assistant Village Manager Strahl stated the Public Works memo provided detailed background INFRASTRUCTURE information and extensive justification for the replacement of the Village's current water meter reading system. While the cost of the recommended system is significant, an important factor is VBA 32 -12 the Village's ability to absorb the expense through water /sewer funds. In addition the efficiencies of the AMR new system will ultimately reduce staff time and associated costs now spent on the meter reading /data entry and billing process. Trustee Zadel concurred the memo was well detailed but wanted to make sure everyone listening to the discussion was aware of the topic; results of a Request for Proposal (RFP) for a new Automated Meter Reading (AMR) system. He stated the need to replace the Village's current AMR system with a more cost effective and efficient AMR system had been previously discussed at a Committee of the Whole meeting. The memo provides a detailed analysis of the current obsolete system and benefits of the proposed system including the more efficient billing process. Public Works Director Sean Dorsey stated the Village of Mount Prospect operates a water distribution system that includes over 11,200 metered accounts. Water usage data is collected two ways: 1) Readings submitted by residential customers; approximately 10,000 accounts and wireless drive -by automated meter reading (AMR) system (TRACE); approximately 1,200 commercial /multifamily accounts. The Village's AMR system has been in place since the early 1990's and while the system appears simple and efficient the reading components and associated software are exhibiting serious failures signifying the system has exceeded its useful life. He identified other deficiencies related to the system: lack of available inventory for replacement parts; battery and AMR equipment failures - battery failure cause intermittent and often erroneous reads; limited access of commercial meters and significant degradation in signal strength between the AMR modules and handheld collector. Mr. Dorsey highlighted the inherit problems associated with the residential self - reporting system that costs in excess of $100,000 per year; including inefficient use of staff time and inconsistent billing periods. Minutes of the Regular Meeting of the Page 2 of 5 Mayor and Board of Trustees August 21, 2012 of the Village of Mount Prospect Mr. Dorsey concluded that with the current commercial /multifamily AMR infrastructure failing and beyond repair, there was an immediate need to procure new water meter reading technology and a more efficient reading method for residential accounts. After conducting extensive research of various AMR systems staff concluded fixed based reading systems which collect and transmit reads using wireless technologies provided the best opportunity to meet Village goals for the new reading system. A fixed -base AMR /AMI system has several benefits for both residents and the Village including: reduction in staff time; elimination of the "final read" effort; eliminate residents performing meter reads; reduction in meter reading errors and Finance staff will save approximately 1,000 hours per year by not having to manually enter customer reads. Mr. Dorsey reviewed the RFP specifications and evaluation process. As a requirement vendors were asked to demonstrate a strong history of designing, installing and maintaining legacy AMR systems for a long period of time; a 20 year life cycle was suggested. Vendor AMR proposals were differentiated by: 1) Meter Neutrality — system was not proprietary with regard to the type of water meter used; 2) Radio Technology (line of sight or mesh radio network)— system was not affected by the seasonal tree coverage changes or building stock change issues with radio technology used; and 3) Backup or System Redundancy — system provided robust back -up or system redundancies. Of the seven (7) bids received, staff determined six of the proposals facilitated achievement of desired outcomes including more accurate billing; more frequent and consistent billing cycles; fewer billing discrepancies; reduced staff time and increased staff efficiency and improved customer service. However, only one (1) proposal offered features staff determined provided the most efficient and reliable design; mesh network design and battery replacement. Although not the lowest cost proposal Fergusson /Datamatic, using mesh network technology provides the best approach for managing and adapting to interruptions in radio transmission pathways. In addition, the radio -based date collection is a meter - neutral platform that will facilitate future meter purchases and provides for future battery replacements that will minimize long -term maintenance costs. Staff requested Village Board approval to negotiate a four (4) year contract with Fergusson /Datamatic for the design and installation of a fixed base automated meter reading system in an amount not to exceed $2,192,995; project estimate of $2,142,995 and contingency of $50,000. $965,000 is available in the 2012 budget; expenditures in subsequent years will be drawn from available water fund balance. Staff does not anticipate a need to issue debt, increase water rates or defer high priority capital improvements to support this project. Mr. Dorsey provided the following in response to questions from the Village Board: -AMR system is only for Village water customers. -No determination on installation schedule; will work with Finance so billing makes sense. -Commercial replacement will be done first. ■A lot of residents find it difficult to access meter to obtain reading; system will be especially beneficial to those residents. ■Fergusson /Datamatic has good history with system; working with this since1980. -Mesh system not proprietary. -Mesh network uses encrypted technology — limited amount of data; minimize ability to hack system. ■ Meter regularly sends data- reads are done every hour. -Software looks at graphs to see if there is high usage; leak detection. ■$965,000 will cover cost. Finance Director Dave Erb provided the following in response to questions from the Village Board: -Logos (ERP system) will be able handle meter read collection system. -Monthly water billing will begin in October for everyone. Minutes of the Regular Meeting of the Page 3 of 5 Mayor and Board of Trustees August 21, 2012 of the Village of Mount Prospect Village Board Comments -Public Works provided a very thorough evaluation. -New system will save Village staff time and money. -Eliminate residents doing their own meter reads. -Enhanced billing system. -System assists Village in finding leaks. -Allows for usage comparisons. -Village in position to pay for cost - effective system without borrowing. -Excellent technical analysis. -Economically a good deal; $150,000 savings per year over a twenty (20) year period- system will pay for itself. Trustee Zadel , seconded by Trustee Polit, moved for approval to accept proposal for the purchase of an Automated Meter Reading (AMR) /Automated Metering Infrastructure (AMI) from Fergusson /Datamatic in an amount not to exceed $2,192,995; $2,142,995 project estimate with $50,000 contingency. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 45' REARMOUNT B. Request Village approval to accept bid for one (1) new 45' Rearmount Aerial Lift Truck with AERIAL LIFTTRUCK Flatbed body in an amount not to exceed $148,315. VBA 33 -12 Public Works Vehicle /Equipment Superintendent James Breitzman provided background information and staff recommendation. The Public Works Department requests approval to purchase a new truck to replace a 1995 International 4900 with a service body and 36' aerial used by the Forestry Division for maintaining Village parkway trees. The truck has exceeded the criteria established for vehicle /equipment replacement; age, mileage, repair and maintenance (R &M) cost and condition of the body /mechanical components. Mr. Breitzman reviewed the exhibits provided in support of the recommendation for replacement; Vehicle /Equipment Condition Form; Vehicle /Equipment Evaluation Summary Report and July 2012 Vehicle /Equipment Life Cycle Cost Analysis. Mr. Breitzman stated the low bidder was unsuccessful in locating a sub - contractor to completely galvanize the steel components as specified in the bid. However, the bidder's proposal to use an all aluminum body and cab guard is an excellent and long- lasting alternative, acceptable to the Public Works Department. Staff recommends the Village Board accept the lowest responsible bid for the purchase of one (1) new 45' rearmount aerial lift truck with flatbed body as submitted by Dueco, Inc. in an amount not to exceed $148,315. In response to questions from the Village Board Mr. Breitzman provided the following: -Aluminum body is lighter. -Estimated delivery — 270 days; 90 days for chassis but backlog in aerial build time. Trustee Zadel, seconded by Trustee Juracek, moved for approval to accept bid for one (1) new 45' Rearmount Aerial Lift Truck with Flatbed body from Dueco, Inc an amount not to exceed $148,315. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. C. Status Minutes of the Regular Meeting of the Page 4 of 5 Mayor and Board of Trustees August 21, 2012 of the Village of Mount Prospect Assistant Village Manager Strahl stated he had no announcements; meetings /events. OTHER BUSINESS Mayor Wilks stated the Family Bike Ride held Saturday, August 18 was well attended; an excellent event. Public Works Director Sean Dorsey stated a Document Destruction event would be held at the Public Works facility, Saturday, August 24. The event will be held 9:00 a.m to 11:00 a.m; OTHER BUSINESS documents will be shredded on -site. The event is open to residents of all SWANCC community members. Trustee Polit stated participants are limited to six (6) bags and /or boxes. ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Zadel, seconded by Trustee Juracek, moved to adjourn the meeting. Upon roll call: Ayes: Juracek, Korn, Matuszak, Polit, Zadel ADJOURN Nays: None Motion carried. The August 21, 2012 Village Board meeting adjourned at 8:14 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Page 5 of 5 Mayor and Board of Trustees August 21, 2012 of the Village of Mount Prospect