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HomeMy WebLinkAbout11/07/2012 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT November 7, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:06 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Zadel led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Korn gave the Invocation. MINUTES MINUTES Trustee Juracek, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held October 16, 2012. Upon roll call: Ayes: Hoefert. Juracek, Matuszak, Polit Nays: None Abstain: Korn, Zadel Motion carried. APPROVE BILLS APPROVE BILLS Mayor Wilks stated the next item on the agenda, "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 A. Proclamation: "National French Week, November 8 — 14, 2012" NATIONAL FRENCH Mayor Wilks presented the proclamation to Paula and Gary Randant, Co- Chairs of the Village's WEEK, NOVEMBER Sister Cities Commission. Mrs. Randant thanked the Mayor and Village Board for the 8-14,2012 proclamation and support of the Commission. Mrs. Randant provided a brief overview of the Commission's activities including the 2011 visit to the Village's sister city, Sevres, France and the 2013 visit to Mount Prospect by representatives from Sevres. While noting residents and businesses that travel to Sevres do so at their own expense she stated the Commission holds several fundraisers throughout the year to offset the cost for gifts to host families when Mount Prospect participants travel to Sevres and for activities when the Village hosts visitors from Sevres. Mrs. Randant extended an invitation to the community to attend the next fundraiser; French Wine Tasting, November 8 th at World Market. Mayor Wilks stated Trustee Korn also serves on the Commission. EMPLOYEE B. Employee Recognition RECOGNITION: Village personnel from the Fire Department celebrating their quinquennial anniversaries were FIRE DEPARTMENT recognized. Mayor Wilks and Fire Chief John Malcolm presented each individual in attendance with a certificate or plaque denoting their years of service. 1 of 7 FIRE DEPARTMENT Twenty -five Years Twenty Years Fifteen Years Five Years Randy Uidl Phillip Buffalo Steven Edwards Brennan Kenneally Jeffrey Ricker James Ingebrigsten Eric Schmitt Eric Mertes Scott Skindingsrude Chief Malcolm stated a number of the Fire personnel who would have normally attended tonight's recognition were attending the wake of the Chicago Fire Captain who recently lost his life in the line of duty; he asked that the Fire Captain and his family be kept in everyone's thoughts and prayers. C. Presentation: 2012 Fire Prevention Poster and Essay Contest Winners Fire Chief John Malcolm, assisted by Mayor Wilks presented the 2012 Fire Prevention Poster and Essay Contest winners from area schools. 750 students representing 15 schools submitted a poster or essay depicting this year's theme of "Have 2 Ways Out." This year the annual "Traveling Trophy" was again awarded to Forest View School for having the most entrants in the contest; 85% student participation. Forest View teacher Ms. Maura Burdi accepted the trophy. Fire Chief Malcolm stated next year the Department will be celebrating its 100 Anniversary; the 2013 poster /essay contest theme will be "Serving Since 1913." Mayor Wilks called for a brief recess at 7:48 p.m. Mayor Wilks called the meeting to order at 7:55 pm. APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE HEARD COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD None. CONSENT AGENDA CONSENT AGENDA APPROVE BILLS Trustee Polit, seconded by Trustee Korn, moved to approve the following business items: 1. Bills dated October 11 — October 31, 2012 RES 40 -12 2. A RESOLUTION APPROVING A PLAT OF WATER MAIN EASEMENT FOR PROPERTY LOCATED AT 1501 AND 1585 WEST DEMPSTER STREET RES 41 -12 3. A RESOLUTION TO INCLUDE TAXABLE ALLOWANCES AS ILLINOIS MUNICIPAL RETIREMENT FUND (IMRF) EARNINGS MUNICIPAL CLAIMS 4. Request Village Board approval to enter into an intergovernmental agreement to & SAFETY AGMT participate in the Municipal Claims and Safety Agreement (MCSA) cooperative VBA 42 -12 effective January 1, 2013 in an amount not to exceed $58,280. 5. Request Village Board approval to waive Request for Proposal (RFP) process BOARD ROOM for the purchase and installation of Board Room Camera System in an amount CAMERA SYSTEM, not to exceed $49,191 VBA 43 -12 Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS Mayor Wilks stated items A. and B. under New Business were approved under the AGREEMENT WITH Consent Agenda. THE STATE FIRE MARSHAL TO C. A Resolution Authorizing an Agreement with the Office of the State Fire Marshal that OPERATE AN allows the Village to Operate an Elevator Safety Program and Terminates a Prior ELEVATOR SAFETY Similar Agreement with the Office of the State Fire Marshal. PROGRAM 2 of 7 Mayor Wilks presented a resolution authorizing an Agreement with the Office of the State Fire Marshal that allows the Village to operate an Elevator Safety Program and terminates a prior similar agreement with the Office of the State Fire Marshal. This agreement maintains the Village of Mount Prospect's ability to conduct elevator inspections throughout the Village in lieu of the State Inspection Program for the next four (4) years. Community Development Director Bill Cooney provided background information and staff recommendations. Mr. Cooney stated the Illinois Elevator Safety Program Agreement between the Office of the State Fire Marshal (OSFM) and the Village of Mount Prospect allows the Village to operate a local elevator safety program in lieu of the OSFM performing these duties within the Village. The recent implementation of programmatic modifications by the OSFM necessitated revisions to the Village's existing agreement with OSFM. The proposed resolution terminates the existing agreement between the Village and the OSFM and authorizes execution of the revised agreement as presented; upon execution the revised agreement will be valid for a four (4) year period. Staff recommend approval of the resolution authorizing execution of the Illinois Elevator Safety Program Agreement between the Village of Mount Prospect and the OSFM. Trustee Zadel, seconded by Trustee Matuszak, moved for approval of RES 42 -12: A RESOLUTION AUTHORIZING AN AGREEMENT WITH THE OFFICE OF THE RES 42 -12 STATE FIRE MARSHAL THAT ALLOWS THE VILLAGE TO OPERATE AN ELEVATOR SAFETY PROGRAM AND TERMINATES A PRIOR SIMILAR AGREEMENT WITH THE OFFICE OF THE STATE FIRE MARSHAL Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. 2012 BUDGET D. 1 St reading of An Ordinance Making Certain Amendments to the Village Budget AMENDMENT #2 Adopted for Fiscal Year Commencing January 1, 2012 — December 31, 2012 Mayor Wilks presented for a first (1 reading an ordinance making certain amendments to the annual Village Budget adopted for the fiscal year commencing January 1, 2012 — December 31, 2012. Finance Director Dave Erb presented the proposed amendment stating each year the Village prepares two (2) separate amendments to the current year's budget; Amendment #1 prepared in the spring amends the budget for carry -over items from the prior year's budget. Amendment #2 prepared at the end of the year, amends the budget to account for material variations in revenues and expenditures that are the result of fluctuations in the economy affecting revenues or extraordinary or unanticipated charges for expenditures. As presented the proposed ordinance amends the 2012 annual budget by increasing the revenue projections by $1,493,056 and increasing the budget for expenditures by $1,198,596. Adjustments to the budget impacting revenues are made up of various adjustments to tax, fee and other intergovernmental revenue accounts, grant receipts, fines /forfeits and other revenue. He noted the amendments made to the Business District Fund; this fund tracks the pass- through revenue and expenses related to the Randhurst Redevelopment Agreement (RDA). As the development was not fully operational at the time the 2012 budget was prepared no amount was included in the original budget. It is now estimated that a total of $630,800 in revenue sources will be generated from the Randhurst Development in 2012. Adjustments to the budget impacting expenditures are made up of adjustments to personal service, employee benefit, contractual, capital equipment and debt service accounts. Of the $1.2 million in total amendments, $482,000 occurs in the General Fund; $415,000 occurs in the Business District Fund; $104,000 occurs in the Vehicle Maintenance Fund and the balance of amendments is spread out among six (6) other Village funds. Staff recommend the Village Board adopt the proposed budget amendment #2 for the 2012 annual budget. 3 of 7 Trustee Hoefert, seconded by Trustee Korn, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Korn, seconded by Trustee Polit, moved for approval of Ordinance No. 6036: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2012 - ORD 6036 DECEMBER 31, 2012 Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None E. 1 St reading of An Ordinance Authorizing the Sale of Certain Personal Property SALE OF CERTAIN Owned by the Village of Mount Prospect PERSONAL PROPERTY OWNED Mayor Wilks presented for a first (1 st) reading an ordinance authorizing the sale of certain BY THE VILLAGE personal property owned by the Village of Mount Prospect. OF MOUNT PROSPECT This ordinance allows the sale of personal property (fire department office furniture via an online auction service known as ww w ovdeals.com Village Manager Janonis stated this ordinance authorizes the sale of furniture that was no longer used by the Fire Department; due to the condition /use of the furniture it has been replaced with new furniture to meet the needs of the Fire Department. The Public Works Department is responsible for the online auction. Trustee Zadel, 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, Zadel Nays: None Motion carried. Trustee Korn, seconded by Trustee Zadel, moved for approval of Ordinance No. 6037: ORD 6037 AN ORDINANCE AUTHORIZING THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY THE VILLAGE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. MANAGER'S VILLAGE MANAGER'S REPORT REPORT A. Motion to adopt amended Fagade Improvement and Build Out Program Regulations. FACADE Village Manager Michael Janonis stated staff is seeking Village Board approval of the amended IMPROVEMENT Fagade Improvement and Interior Build Out Program Regulations. AND INTERIOR BUILD OUT Community Development Director Bill Cooney provided a brief overview of the program and the PROGRAM recommended revisions. The Fagade Improvement and Interior Build Out Program is designed REGULATIONS to promote revitalization within the Village's Tax Increment Financing "TIF" District. The program provides financial assistance in the form of a matching grant up to $10,000 for uses that produce sales tax revenue (i.e. restaurants, retail). Through research and interviews with other successful downtowns in the area staff learned retail development typically follows restaurant development and restaurant start up costs are significantly greater than for typical retail uses. 4 of 7 The proposed change to the fagade program, which increases the maximum contribution for restaurant uses to $25,000, will encourage more restaurant development within the TIF District and assist potential businesses in mitigating their start up costs, Staff recommend the maximum contribution for other retail uses remain at the current $10,000 maximum. In response to Mayor Wilk's question as to whether consideration could be given to expanding the program to include other business uses, Mr. Cooney stated with Village Board approval the list of approved businesses could be expanded. However, current guidelines stimulate only businesses generating sales tax are eligible. Following a brief discussion there was a general consensus to limit eligibility to those businesses generating sales tax. Trustee Juracek stated she supported the program and proposed revisions. She recommended the following actions /revisions to the proposed amended program guidelines. Staff to review final draft; make necessary corrections including typo on page one (1) of guidelines Build PFegFam Gut s/b Build Out Program. Add stipulation that funds are dependent on availability. Add condition that no more than one (1) application may be submitted per year per business. Revise language /procedure that currently indicates a "pre- application meeting will be held after staff has reviewed the application." In response Mr. Cooney stated the additional revisions would be made. He noted the program guidelines were written to allow flexibility to the program including the amount of money made available to the applicant and overall program budget. In response to Trustee Polit's question regarding the one (1) application per year limit, Mr. Cooney stated; under the guidelines if the original applicant goes out of business and a business is opened by a new owner at the same location within the same year, the new owner would be eligible to apply. Village Board Comments • Fagade Improvement and Interior Build Out Program important tool to in support of downtown development and success. • Guidelines to assist staff with program administration. Availability and award of funds requires Village Board approval. Village Board has ability to look at special circumstances. • Program budget — discussion should be part of overall budget decision process. • TIF District — TIF funds only. TIF funds intended to stimulant economic growth. Village Manager Janonis added the program requires matching funds, dollar for dollar, by the applicant. Program available to qualifying new businesses in the downtown TIF District; not all new businesses apply for program. Trustee Hoefert, seconded by Trustee Zadel, moved to adopt amended Fagade Improvement and Interior Build Out Program Regulations. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. PROCUREMENT OF B. Request Village Board approval to: ROAD SALT — 1) accept State of Illinois Joint Purchasing contract results for the procurement of road salt ILLINOIS STATE for the 2012/2013 winter season in an amount not to exceed $126,576 ($52.74 per ton); PURCHASING CONTRACT AND 2) authorize staff to extend the contract for one (1) year at the same rate ($52.74 per ton) and ONE YEAR conditions; if offered by the State of Illinois Joint Purchasing Program. EXTENSION Public Works Director Sean Dorsey presented background information and staff recommendations. 5 of 7 The Village of Mount Prospect has purchased road salt through the State of Illinois Joint Purchasing Program for a majority of the past twenty (20) years; the vendors supplying salt for the joint purchasing program consistently maintain adequate stockpiles and offer acceptable delivery terms at competitive prices. For the 2012/2013 winter season the State of Illinois awarded a contract for road salt to Morton Salt of Chicago. The $52.74 per ton price is significantly less than last year's price of $60.41. Participation in the State of Illinois joint purchasing contract requires the Village to submit an estimated quantity to be purchased. This year's estimated usage is 3,000 tons; last year's estimated quantity was 5,400 tons. Due to last year's below average snow fall the Public Works Department has 3,000 tons of salt on hand; current inventory accounts for the reduction in this year's estimated quantity. The State's joint purchasing agreement also provides the State with discretion to extend this year's award for one (1) year at the same rate and conditions. Staff recommend acceptance of the bid for road salt as submitted by Morton Salt of Chicago through the State of Illinois Joint Purchasing Agreement at a cost of $52.74 per ton for the 2012/2013 winter season. Staff also recommend the Village Board authorize staff to extend the contract for one (1) year at the same rate ($52.74 per ton) and conditions; if offered by the State of Illinois Joint Purchasing Program. Trustee Zadel stated his employer is an agency of Illinois State government; in accordance of the ethical standards pertaining to conflict of interest for elected officials he will abstain from voting. Trustee Hoefert, seconded by Trustee Polit, moved for approval of request to accept State of Illinois Joint Purchasing contract results for the procurement of road salt for the 2012/2013 winter VBA 41 -12A season in an amount not to exceed $126,576 ($52.74 per ton). Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Abstain: Zadel Motion carried. VBA 41 -12B Trustee Polit, seconded by Trustee Matuszak, moved for approval of request to authorize staff to extend the contract for one (1) year at the same rate ($52.74 per ton) and conditions; if offered by the State of Illinois Joint Purchasing Program. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Abstain: Zadel Motion carried. Items C. and D. under the Village Manager's report were approve under the Consent Agenda. Village Manager Janonis announced the following items of business -Coffee with Council - November 10th 9 -11 a.m. in the Village Hall Community Center -Veterans Day Ceremony — November 12 11 a.m. Veterans Memorial Band Shell -Committee of the Whole — November 13 7 p.m. Village Board Room — Budget Discussion OTHER BUSINESS Trustee Hoefert stated he has a number of flyers that ended up as litter after being left on vehicles parked in the train parking lot. 6 of 7 He informed the business, Dahn Yoga, (not a Mount Prospect business) responsible for the littering of the community to contact him if they would like their littered flyers. Trustee Korn thanked all who attended the Lions Club, corn beef and cabbage dinner, November 2 over 400 people attended the annual fund raising event held the first Friday in November. Trustee Korn stated the Lions Club will also be serving refreshments in the Village Hall Community room as part of the Village's Tree Lighting Ceremony the evening of November 21 st 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, Zadel Nays: None Motion carried. The November 7, 2012 Village Board meeting adjourned at 8:32 p.m. M. Lisa Angell Village Clerk 7 of 7