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HomeMy WebLinkAbout2. VB Minutes 12/18/2012MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT December 18, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:10 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee Steven Polit Trustee Michael Zadel Absent: Trustee John Matuszak (arrived at 8:16 p.m.) PLEDGE PLEDGE OF ALLEGIANCE Mayor Wilks led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Zadel gave the Invocation. MINUTES MINUTES Trustee Polit, seconded by Trustee Hoefert, moved to approve the minutes of the regular Village Board meeting held December 4, 2012. Upon roll call: Ayes: Hoefert. Juracek, Korn, Polit Nays: None Abstain: Zadel 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." Mayor Wilks stated Item C. under the Manager's report as a Consent item had been modified to more accurately reflect the request to approve the copier lease agreement and a separate agreement for maintenance of the leased copiers. Mayor Wilks asked for a motion to approve removal of this item from the Consent Agenda. Trustee Juracek, seconded by Trustee Polit, moved to approve removal of the amended Item C. Copier Lease and Maintenance Agreement from the Consent Agenda for separate discussion under the Manager's report. Upon roll call: Ayes: Hoefert. Juracek, Korn, Polit, Zadel Nays: None Motion carried. MAYOR'S REPORT MAYOR'S REPORT A. Holiday Decorations Awards Ms. Linda Hoefert, Special Events Commission, assisted by her son Andrew Hoefert presented the winners of the 17 Annual Holiday Decorating Contest: Best Religious 1717 Kim Avenue Best Business Keefers Pharmacy, 5 W. Prospect Ave. 1 of 11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect Best Use of Lights 600 South Pine Street Simple But Elegant 705 North Russel Street Grand Prize 400 Craig Court Christmas Fantasy 111 South I -Oka Avenue Best Block 200 -300 South Pine Street Mayor Wilks congratulated the winners and thanked the Special Events Commission for their time and effort in sponsoring the event. APPOINTMENTS APPOINTMENTS Mayor Wilks presented the following appointments /reappointments for the Village Board's approval: Citizen Corps Commission Reappointments: Thomas Henderson Term expires December 2016 Marcia McMahon Mayor Irvana Wilks Fire Chief John Malcolm Fire Marshal Bryan Loomis Police Chief Mike Semkiu Public Health Nurse Jill Heinking Term expires December 2016 Term expires December 2016 Term expires December 2016 Term expires December 2016 Term expires December 2016 Term expires December 2016 Appointment Barbara VanArsdale Planning and Zoning Commission Appointment: Sharon Ottmen Economic Development Commission Reapointment: David Lindgren (Chair) Term expires December 2016 Term expires December 2017 Term expires December 2016 Trustee Zadel, seconded by Trustee Juracek, moved to approve the appointments as listed above: Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD Ms. Amanda Jorgensen 20 South Main Street Ms. Jorgensen addressed the Village Board regarding the lighting of downtown parkway trees. In her opinion, the holiday lights were poorly strung and asked the work be of better quality in future years. Ms. Jorgensen provided a packet of photographs to each Village Board member to illustrate the poor quality of work. 2of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect Mayor Wilks thanked Ms. Jorgensen for her comments and photographs. CONSENT AGENDA CONSENT AGENDA Trustee Juracek, seconded by Trustee Polit, moved to approve the following business items: FINANCIAL REPORT 1. Monthly Financial Report — November 2012 & APPROVE BILLS 2. Bills dated November 29 — December 12, 2012 3. A RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO RES 49 -12 EXECUTE INTERGOVERNMENTAL AGREEMENTS WITH THE ILLINOIS DEPARTMENT OF TRANSPORTATION (IDOT) FOR KENSINGTON ROAD IMPROVEMENTS Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS PUBLIC HEARING PUBLIC HEARING Mayor Wilks stated a Public Hearing for presentation of the proposed 2013 budget for fiscal year beginning January 1, 2013 and ending December 31, 2013 would be conducted. Notice of the 2013 ANNUAL Public Hearing was published in the Daily Herald on December 7, 2012. The Public Hearing is BUDGET held to allow residents, businesses and other interested parties one more opportunity to comment on the proposed budget. Televised departmental budget presentations and discussions were held at Committee of the Whole meetings in October and November. The Finance Commission also conducted budget discussions at their October and November meetings. Mayor Wilks opened the Public Meeting at 7:22 pm. Finance Director Dave Erb presented the Village's proposed 2013 budget summary. -Total Budget (Village and Library) $103,281,504 2% increase -Village Budget $93,142,048, 2% increase ■2013 General Fund is balanced $44.3 million -Property Tax 3.9% increase -Adjustment to water rates 9.5% increase -Library Budget $10,139,456, 2.1% increase Mr. Erb reviewed the General Corporate and Special Service Area Property Tax Levy and Abatement ordinances; Public Hearing held December 4, 2012. -General Corporate Tax Levy $16,477,872, 4.43% increase -Special Service Area #5 $ 1,545,773, no increase -Abatement (Build America $ 47,258 reduction in tax levy Bonds subsidy) The Village's estimated tax bill for a homeowner whose home has an Estimated Assessed Value (EAV) of $103,541 ($350,000 market value) is $953 and $586 to the library; 2012 tax bill payable in 2013. Mayor Wilks opened the Public Hearing for questions /discussion. In response to questions from the Village Board Mr. Erb provided the following: Village water rates are impacted by the significant water rate increase imposed by the City of Chicago. Village is absorbing the 15% City of Chicago water rate increase with incremental rate increases that include: -January 1, 2012 5% increase -May 1, 2012 9.5% increase -January 1, 2013 9.5% increase 3of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect It was noted that despite these increases Mount Prospect residents receiving water from Illinois American Water continue to pay higher water rates than Village water customers. As there were further no questioins from the public or the Village Board, Mayor Wilks closed the Pubilc Hearing at 7:38 pm. GENERAL Mayor Wilks presented for second (2 readings, ordinances approving A. - levy and collection CORPORATE AND of taxes for the corporate and municipal purposes of the Village of Mount Prospect including the SPECIAL SERVICE Library for the fiscal year beginning January 1, 2012 and ending December 31, 2012; B.- Special AREA #5 Service Area No. 5 which helps fund the delivery of Lake Michigan water to the Village's water PROPERTY TAX system and C. - Abate a part of the taxes levied for corporate and municipal purposes for LEVY AND TAX corporate. ABATEMENT FOR FISCAL YEAR 2012 Trustee Korn stated the ordinances presented for Village Board approval are items that impact the financial well being of the Village. As such the Village Board has studied and discussed the proposed increases to the tax levy over the last several months. Questions and concerns related to the ordinances have been answered well before tonight's meeting. He stated that while the Village Board may have little or no discussion before the final vote, the Village Board is well - prepared to move forward in the best interest of the Village. Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6043: AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES ORD 6043 FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 6044: AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES FOR THE MUNICIPAL PURPOSES OF SPECIAL AREA NUMBER 5 OF THE ORD 6044 VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6045: AN ORDINANCE AUTHORIZING TO ABATE A PART OF THE TAXES ORD 6045 LEVIED FOR CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. 2013 ANNUAL D. 2 nd reading of an ordinance adopting an annual budget for the Village of Mount Prospect, BUDGET Illinois for fiscal year commencing January 1, 2013 and ending December 31, 2013 in lieu of passage of an appropriation ordinance. 4of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect Mayor Wilks presented for a second (2 reading an ordinance adopting an annual budget for the Village of Mount Prospect, Illinois for fiscal year commencing January 1, 2013 and ending December 31, 2013 in lieu of passage of an appropriation ordinance. Mayor Wilks opened the discussion of the ordinance for public comments; there were no comments. Village Board Comments Trustee Hoefert, Trustee Juracek, Trustee Korn, Trustee Polit and Trustee Zadel each expressed their thanks and appreciation to staff, the Finance Commission and residents for their input and direction during the discussions and decision making of the 2013 Budget. ■ Budget process is year round. ■ 2013 Budget — another fiscally conservative budget; expense control issue — manage finances within our budget. ■ Nothing trumps village financial health. ■ Residents need to be watchful of what is going on in Springfield; impact local budget. ■ Finance Commission — conservative group of residents; benefit to budget process. ■ 2013 Budget slight increase from last; able to add back in services. Even with increase budget less than several years ago. Village cost - cutting efforts allows for necessary increaseS to ensure residential services and improvements. ■ Village staff supportive of Village Board conservative approach; do not have culture to spend just because money is there. ■ Village Board and staff remain ever watchful of budget; Village Board reserves right to say "no" to expenditures. ■ Commended staff for balanced budget and quality service delivery. ■ Debt policy; Village has managed debt policy. Recent example — funds for flood control projects. ■ Audit Committee — oversees operation of the Village; residents need to have confidence taxes go to Village services and infrastructure. Mayor Wilks also thanked the Village Board, the Finance Department and staff for their hard work in bringing forth a balanced budget for 2013. Trustee Polit, seconded by Trustee Juracek, moved for approval of Ordinance No. 6046: AN ORDINANCE ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE ORD 6046 OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2013 AND ENDING DECEMBER 31, 2013 IN LIEU OF PASSAGE OF AN APPROPRIATION ORDINANCE. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS A. 1 St reading of an Ordinance Making Certain Amendments to the Annual Village Budget Adopted for the Fiscal Year Commencing January 1, 2012 — December 31, 2012. 2012 BUDGET AMENDMENT #3 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 the ordinance provides for the third (3 amendment to the 2012 budget; first (1 amendment — ORD 6001 adopted April 3, 2012 and second (2 amendment — ORD 6036 adopted November 6, 20132. The amendments are necessary housekeeping measures in accordance with the Budget Officer Act. 5of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect The proposed third (3 amendment adjusts the budget for material variations in expenditures from extraordinary or unanticipated charges for expenditures incurred during the budget year. As presented the proposed ordinance amends the 2012 annual budget by increasing expenditures by $494,500. Adjustments to the budget impacting expenditures include adjustments to: employee benefit, commodities and supplies, contractual service and the Water Fund (water purchases,) $89,000 occurs in the General Fund; $56,500 occurs in the Management Fund. The balance of amendments is spread out among four (4) other Village funds. Staff recommend the Village Board adopt the proposed budget amendment #3 for the 2012 annual budget. 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, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Korn, moved for approval of Ordinance No. 6047: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL ORD 6047 VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2012 — DECEMBER 31, 2012 Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None AMEND CHAPTER B. 1 St reading of an Ordinance to Amend Article V, "Sanitary Sewer System' Section 9.501 9, `PUBLIC "General Provisions," of Chapter 9 entitled "Public Utilities, Pavement & Tree Regulations" of the UTILITIES, Mount Prospect Village Code. PAVEMENT & TREE REGULATIONS OF Mayor Wilks presented for a first (1 reading an ordinance to amend Article V, "Sanitary Sewer THE VILLAGE CODE System' Section 9.501 "General Provisions," of Chapter 9 entitled "Public Utilities, Pavement & OF MOUNT Tree Regulations" of the Mount Prospect Village Code. This ordinance amends Article V, PROSPECT Sanitary Sewer System of Chapter 9, by inserting a new section 9.510CV to require the disconnection of storm sewer inflow to combined sewers when separate storm sewers become available. Public Works Director Sean Dorsey presented background information and staff recommendations for both the amendment to Chapter 9 and Chapter 16 as provided under Items B. and C., New Business. Mr. Dorsey stated the Village holds a National Pollutant Discharge Elimination System ( NPDES) permit that regulates the operation of the Village's combined sewer system. The NPDES permit system is mandated by the United States Environmental Protection (USEPA); the Illinois Environmental Protection Agency (IEPA) administers the permits in Illinois. Compliance requirements include the periodical review and certification that village codes contain specific mandated provisions. A recent review of the applicable Village codes indicated the existing codes lack sufficient provisions for the following best practices: 1) all new buildings erected in a combined sewer area are constructed with separate and distinct domestic (sanitary) waste and inflow (clear water) connections to facilitate disconnection of the inflow component should a separate storm sewer become available in the future; and 2) all existing storm sewer structures (catch basins, inlets, etc.) on a combined sewer system should be connected to a separate storm sewer if a separate storm sewer becomes available in the future. 6of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect Mr. Dorsey stated the amendment to Chapter 9 inserts language that upon installation of a new separate storm sewer in combined sewer areas, all existing inlets and catch basins adjacent to the new separate storm sewer be connected to the new storm sewer within one (1) year of construction. He noted, while this is an extremely rare event, staff agrees the best interests of the Village would be served by transferring inlets and catch basins to a separate storm sewer if one becomes available. The amendment to Chapter 16 pertaining to the separation of clear water and sanitary connections effectively codifies practices informally implemented by staff for many years. As an example he indicated new buildings are required to separate clear water and sanitary components regardless of whether they are constructed in separate sanitary or combined sewer areas. Clearwater components are required to be discharged outside at grade level and are not permitted to discharge to combined areas unless a variance is granted by the village engineer. The proposed amendment inserts specific language; in areas served by combined sewers, all new buildings shall include a domestic sanitary waste connection distinctly separate from any and all storm water, groundwater or other clear water connections for the purpose of facilitating a disconnection of clear water sources from the combined sewer should a separate storm sewer become available. Mr. Dorsey stated staff believe both proposed code amendments are beneficial and do not present cumbersome or costly burdens to residents, staff or future development. 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, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Korn, moved for approval of Ordinance No. 6048: ORD 6048 AN ORDINANCE TO AMEND ARTICLE V, "SANITARY SEWER SYSTEM," SECTION 9.501, "GENERAL PROVISIONS," OF CHAPTER 9 ENTITLED "PUBLIC UTILITIES, PAVEMENT & TREE REGULATIONS" OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None /_1►TiIA01exel: /_l29AZ 16, "SITE C. 1 St reading of an Ordinance to Amend Article V, "Sanitary Sewer System' Section 16.501, CONSTRUCTION "General," of Chapter 16 entitled "Site Construction Standards," of the Mount Prospect Village STANDARDS" OF Code. THE VILLAGE CODE OF MOUNT Mayor Wilks presented for a first (1 reading an ordinance to amend Article V, "Sanitary Sewer PROSPECT System' Section 16.501 "General," of Chapter 16 entitled "Site Construction Standards, of the Mount Prospect Village Code. This ordinance amends Article V, Sanitary Sewer System of Chapter 16, by inserting a new section 16.501 E to require new buildings constructed in combined sewer areas to include separate and distinct connections for storm water and domestic sanitary waste. Trustee Juracek requested clarification regarding the cover memo which stated clear water components are required to be discharged outside a grade level and are not permitted to discharge to combined sewers unless a variance is granted by the village engineer and the proposed ordinance which makes no reference to a variance provision. 7of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect Mr. Dorsey concurred that while rare there maybe justification for granting a variance for underground discharge, and as such language regarding the granting of a variance should be included in the ordinance. Trustee Juracek suggested due to the importance of amending the code for compliance purposes, the Village Board move forward with approval of the ordinance as written but this item back to the Village Board as a housekeeping matter. The Code would be amended to include language regarding the variance. 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, Polit, Zadel Nays: None Motion carried. Mayor Wilks requested the record show Trustee Matuszak arrived at 8:16 p.m. Trustee Polit, seconded by Trustee Korn, moved for approval of Ordinance No. 6049: AN ORDINANCE TO AMEND ARTICLE V, "SANITARY SEWER SYSTEM," ORD 6049 SECTION 16.501, "GENERAL" OF CHAPTER 16 ENTITLED "SITE CONSTRUCTION STANDARDS," OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Item D. was approved under the Consent Agenda. MANAGER'S VILLAGE MANAGER'S REPORT REPORT A.Motion to approve proposal for the 2013 property and workers compensation insurance program in an amount not to exceed $172,081. 2013 PROPERTY Finance Director Dave Erb provided a summary of the Village's expiring insurance program, an AND WORKERS analysis of the proposals received and a summary of the insurance package recommended by COMPENSATION staff and its consultant. Due to the narrow market for municipal risks staff did not seek INSURANCE alternative proposals for the 2013 renewal. As a whole the cost for WC coverage is being driven by Safety National municipal book of business in Illinois. Due to the poor condition of the Illinois municipal WC marketplace and benefits in place for sworn police and fire personnel, there are no other competitive insurers doing excess WC. The total for all premiums and commissions as quoted is $172,081, an 8.4% increase from the 2012 premium. The Village realized a savings of $9,469 by adjusting SIR /Deductible levels without a significant amount of additional exposure. Staff recommend the Village purchase property and excess workers compensation insurance from Arthur J. Gallagher and Co. with premium and broker's fees not to exceed $172,081. Trustee Polit stated he was reluctant to vote in support of the request because the Village is not responsible for the increase and the lack of competitive pricing. Trustee Hoefert, seconded by Trustee Zadel, moved to approve request to accept 2013 Property and Workers Compensation Insurance Program in an amount not to exceed $172,081. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None 8of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect FLOOD STUDY B. Motion to accept proposal from Burns & McDonnell consulting engineers to provide specified PHASE 1 design engineering services and bidding assistance for the 2011 Comprehensive Flood PROJECTS Study Phase1 projects in an amount not to exceed $109,069.94. Public Works Director Sean Dorsey provided background information and staff recommendation for the request to accept proposal from Burns & McDonnell for engineering services for the Flood Study Phase 1 projects. Mr. Dorsey identified the Phase 1 flood improvement projects to be constructed during the 2013 construction season; Hatlen Heights storm and sanitary sewer improvements; Lonnquist combined and storm sewer improvements, Golfview Estates stormwater improvements and Lawrence Lane storm sewer improvements. Noting the scope of work for the Golfview Estates stormwater improvements (re- grading existing ditches and replacing culvert pipes) Mr. Dorsey stated the project was designed in -house by the engineering division and will be bid independent of the other Phase 1 projects. As the scope of work for the remaining Phase 1 projects which includes open -cut excavation staff lacks the resources and expertise to prepare satisfactory plans, specifications and bidding documents necessary to construct the projects. Mr. Dorsey added staff anticipates there will be a cost savings by combining these projects into a single project. At staff's request, Burns & McDonnell, engineering consultants, submitted a cost proposal to provide the requested professional services for the Phase 1 projects in an amount not to exceed $109,069.94. (Burns & McDonnell conducted the Village's 2011 Comprehensive Flood Study and developed recommendations including all of the Phase 1 projects.) Their extensive knowledge of the Village's sewer, systems, drainage patterns and flooding problems makes Burns & McDonnell well qualified to design these improvements. In addition, Burns & McDonnell proposal reflected a 3% ($58,930) savings from the expected design fees. The savings was attributed to the work already conducted as part of the flood study and their familiarity with the Village's standard specifications and sewer construction codes. Staff recommend the Village Board accept the proposal from Burns & McDonnell for specified design engineering services and bidding assistance for the 2011 Comprehensive Flood Study Phase 1 improvements for an amount not to exceed $109,069.94. Village Board Comments -Support proposal — Burns & McDonnell extensive knowledge of project /individual properties. -Benefit having firm residents know and trust. -Cost savings benefit to Village. -Phase 1 projects — Village commitment to residents to address flooding issues. -Phase 1 project improvements do not solve flooding issues forever; project objective 25 year flood. Trustee Zadel stated he fully supports the project and concurs with staff request for engineering services, however, in accordance of the ethical standards pertaining to potential conflict of interest for elected officials he will abstain from voting. Trustee Polit, seconded by Trustee Hoefert, moved for approval to accept proposal from Burns & McDonnell consulting engineers to provide specified design engineering services and bidding assistance for the 2011 Comprehensive Flood Study Phase 1 projects in an amount not to exceed $109,069.94. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit Nays: None Abstain: Zadel Motion carried. 9of11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect COPIER LEASE & C. Copier Lease and Maintenance Agreement MAINTENANCE 1. Motion to approve agreement with Nexus Office Systems to lease five (5) copiers for a four AGREEMENT (4) year period in an amount not to exceed $62,928. 2. Motion to approve a one (1) year maintenance agreement with Nexus Office Equipment in an amount not to exceed $13,140. Finance Director Dave Erb provided background information and staff recommendation to approve lease and maintenance agreements with Nexus Office Equipment for five (5) copiers. Currently all Village copiers are leased; lease agreements with Chicago Office Technology Group (COTG) for Police, Fire and Clerk's copiers four (4) Toshiba and one (1) Xerox) end January of 2013. As part of the replacement process staff evaluated copier service and reliability; staff indicated an overall dissatisfaction with the Toshiba copier and COTG maintenance service. In addition staff evaluated the service and reliability of the Canon copiers through Nexus Office Systems for the Finance, IT and Human Services Departments. Based on the level of satisfaction with the Canon copiers and service provided by Nexus, staff sought proposals for Canon copiers. Proposals for lease and maintenance of Canon copiers were received from Nexus and Gordon Flesch. Nexus submitted proposals of $62,928 for five (5) copiers; four (4) year lease agreement and $52,560 for annual maintenance agreement; four (4) years. Gordon Flesch submitted proposals of $63,144 for five (5) copiers; four (4) year lease agreement and $38,376 for annual maintenance agreement; four (4) years. Mr. Erb referenced the supplemental memo to staff's request which requested the motion to approve a one -year maintenance agreement with Nexus for $13,140. He noted that while an alternate quote for annual maintenance from Gordon Flesch was $3,546 less than Nexus staff believe the benefits utilizing a single vendor for service and the already demonstrated strong customer service from Nexus justify the additional cost. If approved all Village copiers will be Canon; 9 total copiers. Trustee Juracek thanked staff for the additional information and clarification of the request with the supplemental memo. Trustee Juracek, seconded by Trustee Zadel, moved to approve agreement with Nexus Office Systems to lease five (5) copiers for a four (4) year period in an amount not to exceed $62,928. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Trustee Zadel, seconded by Trustee Juracek, moved to approve a one (1) year maintenance agreement with Nexus Office Equipment in an amount not to exceed $13,140. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None D. Motion to approve labor agreement between Metropolitan Alliance of Police Chapter 84 and METROPOLITAN the Village of Mount Prospect for the period of May 1, 2013 to December 31, 2016. ALLIANCE OF POLICE CHAPTER Assistant Village Manager Dave Strahl stated the Village has reached an agreement with the 84 LABOR Metropolitan Alliance of Police Chapter 84; the agreement is retroactive to May 1, 2012 and will AGREEMENT expire on December 31, 2016. Under the terms of the agreement police officers will receive 1 % wage increases every six (6) months over the term of the contract and the starting pay rate will increase from $55,559 to $60,162; the top pay rate will increase from $83,958 to $90,914 in 2016. Employee monthly insurance contributions will increase 10% annually — this closely tracks the annual Village insurance costs. Mr. Strahl added the success of the negotiations was a result of an understanding of the officers and Union of the Village's financial situation over the past several years. 10 of 11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect He noted the police department is a leader in the metropolitan area and the Village benefits from the diligent service of the dedicated officers. Mr. Strahl stated over the next few months the Village will negotiation with Police Sergeants and Fire Fighters unions. Trustee Zadel, seconded by Trustee Juracek, moved to approve labor agreement between Metropolitan Alliance of Police, Chapter 84 and the Village of Mount Prospect for the period of May 1, 2012 to December 31, 2016. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None E. Status Village Manager Janonis announced the following items of business: -Committee of the Whole Meeting -December 25 Cancelled -Village Board Meeting - January 1, 2013 Cancelled -Committee of the Whole Meeting — January 8, 2013 -Village Board Meeting — January 15, 2013 -Village Hall Closed Christmas Eve December 24 Christmas Day December 25 New Years Day January 1st OTHER BUSINESS OTHER BUSINESS On behalf of the Village Board Mayor Wilks wished all a wonderful holiday season. ADJOURN ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Zadel, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The December 18, 2012 Village Board meeting adjourned at 8:59 p.m. M. Lisa Angell Village Clerk 11 of 11 Minutes of the Regular Meeting of the December 18, 2012 Mayor and Board of Trustees of the Village of Mount Prospect