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HomeMy WebLinkAbout02/05/2013 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT February 5, 2013 CALL TO ORDER Mayor Wilks called the meeting to order at 7:07 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 Hoefert led the Pledge of Allegiance. INVOCATION INVOCATION Mayor Wilks gave the Invocation. MINUTES MINUTES Trustee Hoefert, seconded by Trustee Korn, moved to approve the minutes of the regular Village Board meeting held January 15, 2013. Trustee Juracek identified the following typographical error in the motion to adjourn: Trustee Polit, seconded by Trustee it, moved to adjourn the meeting. The Village Clerk stated she would check her records and make the correction.. The minutes were approved with the following vote: Upon roll call: Ayes: Hoefert. Juracek, Korn, Matuszak, Polit, Zadel Nays: None Abstain: Wilks (Upon review of the Village Clerk's record of the motion and second for adjournment the January 15, 2013 meeting minutes were corrected to read: Trustee Polit, seconded by Trustee Zadel, moved to adjourn the meeting. FINANCIAL REPORT APPROVE BILLS & APPROVE BILLS Mayor Wilks stated the next item on the agenda, "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 A. Proclamation: "Black History Month," February 2013 Mayor Wilks read the proclamation and requested the proclamation be appropriately displayed in recognition of Black History month. B. Board of Fire and Police Commissioners — Annual Report Board of Fire and Police Commissioners ( BOFPC) Chairman George K. Busse presented the BOFPC annual report. Chairman Busse stated the other Commissioners were unable to attend as they were conducting interviews as part of hiring process for the Police Department. 1 of 6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Chairman Busse provided an overview of the three (3) objectives he was given when appointed chair. 1.Build and Strengthen Commission; BOFPC strong with well - qualified members — individual strengths. Members dedicate a significant amount of time to fulfill commitment to Commission. 2.Update Rules and Regulations of Board of Fire and Police Commission; updated three (3) times. Challenge to keep up with State regulations; rules and regulations are in compliance with all State regulations. 3.Strengthen relations with Police and Fire Chiefs; excellent working relationship. Chairman Busse identified concerns related to: 1) changes in state regulations and union influence that minimize the role of the BOFPC in the hiring process and 2) municipal budgetary constraints that impact services. He noted despite these challenges the Village continues to hire quality staff and provide outstanding public safety programs and services to the residents of Mount Prospect. Chairman Busse thanked the Mayor, Village Board and the Fire and Police Chiefs for their support. Mayor Wilks and each Trustee thanked Chairman Busse and members of the Board of Fire and Police Commission for the time and professionalism they dedicate to the Commission. Appreciate their ability to work through challenges imposed by state regulations. APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Hoefert, seconded by Trustee Zadel, moved to approve the following business items: 1. Monthly Financial Report December 2012 FINANCIAL REPORT 2. Bills dated January 10 — January 30, 2013 & APPROVE BILLS 3. A RESOLUTION APPROVING A PLAT OF RESUBDIVISION FOR PROPERTY LOCATED AT 10 MARCELLA ROAD RES 02 -13 4. AN ORDINANCE AMENDING CHAPTER 23 OF THE VILLAGE CODE OF THE VILLAGE OF MOUNT PROSPECT, ILLINOIS, REGARDING THE SOLICITATION ORD 6052 OF CHARITABLE CONTRIBUTIONS BY PUBLIC SAFETY EMPLOYEES Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS Items A. and B were approved under the Consent Agenda. BUDGET C. 1 St reading of an Ordinance Making Certain Amendments to the Annual Village Budget AMENDMENT #4, adopted for the Fiscal Year Commencing January 1 and ending December 31, 2012. 2012 BUDGET 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. 2 of 6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Finance Director Dave Erb presented the proposed amendment stating the ordinance provides for the fourth (4th) amendment to the 2012 budget. In total the proposed amendment increases the Village budget for revenues by $7.2 million and for expenditures by just $131,600 or 0.14 %. Adjustments, increases and decreases to the budget impacting revenues include adjustments to: various taxes, grants internal service and investment income accounts. Of the $7.2 million revenue increase; $3.9 million is attributed to higher than expected investment income earnings in the Village's two (2) public safety pensions. There was also an unanticipated $2.5 million in installment note proceeds issued in 2012. The note proceeds will be used to cover costs related to various flood control projects. The balance of revenue adjustments are spread out among ten (10) other Village funds. Adjustments to the budget impacting expenditures are made up of adjustments to commodities and supplies, contractual service and capital equipment accounts. One significant increase was for the purchase of water through the Joint Action Water Agency. The increase of $350,000 was necessitated by the increase in the cost of water supplied by the City of Chicago. Staff recommend the Village Board adopt the proposed budget amendment #4 for the 2012 annual budget. Trustee Polit stated the Village is always straightforward in its expenditures and thanked staff for the fiscally conservative management of Village funds. Trustee Zadel, seconded by Trustee Matuszak, 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. 6053: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL ORD 6053 VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, AND ENDING DECEMBER 31, 2012 Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None JURISDICTIONAL D.1 reading of an Ordinance Authorizing the Transfer of Jurisdiction of Kensington Road, from TRANSFER OF Forest Avenue to Route 83, from the Illinois Department of Transportation (IDOT) to the Village KENSINGTON of Mount Prospect. ROAD FROM IDOT TO THE VILLAGE Mayor Wilks presented for a first (1 an ordinance authorizing the transfer of jurisdiction of OF MOUNT Kensington Road, from Forest Avenue to Route 83, from the Illinois Department of PROSPECT Transportation (IDOT) to the Village of Mount Prospect. This ordinance authorizes the Village of Mount Prospect to enter into a Local Agency Agreement with IDOT for the jurisdictional transfer of Kensington Road, from Forest Avenue to Route 83. Public Works Director Sean Dorsey presented background information stating in conjunction with the Kensington Road improvements and Local Agency Agreement the Village entered into with the Illinois Department of Transportation (IDOT), the Village is required to pass an ordinance providing for the jurisdictional transfer of Kensington Road, from Forest Avenue to Route 83, from IDOT to the Village of Mount Prospect. This jurisdictional transfer is similar to transfers the Village and IDOT have entered into for previous projects involving Central Road and Wolf Road. It is anticipated that construction will begin this spring and be completed by the end of this year's construction season. 3 of 6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect The jurisdictional transfer will become effective seven (7) days after the completion of improvements and final inspection and acceptance of work by [DOT. Upon transfer this section of Kensington Road will be added to the Village's municipal street system and the Village will have maintenance requirements for the completed improvements. Mr. Dorsey provided an overview of the construction improvements which include adding right - turn lanes and sidewalks. The Village's share of the $3.33 million project is $66,000; IDOT and Federal funding provide the balance of project costs. In response to questions from the Village Board Mr. Dorsey provided the following: -Village will be heavily involved with the inspection process; Public Works will conduct site inspects to ensure improvements meet Village standards. -Roadway built to Village standards - 20 year life. -Village has been involved with project design since the beginning; do not anticipate maintenance issues. -Improvements will not create water related issues for residents; rate of release of water from sewers will not change. Village Board Comments -Village has participated in other jurisdictional transfers; Wolf Road example of a successful transfer; road kept up to standard. ■Project is well needed; under consideration for several years ■Each project evaluated individually. ■Roads not built to standard — more costly. ■$66,000 good investment; road improvements excellent return on investment. Trustee Zadel, 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, Zadel Nays: None Motion carried. Trustee Korn, seconded by Trustee Zadel, moved for approval of Ordinance No. 6054; AN ORDINANCE AUTHORIZING THE TRANSFER OF JURISDICTION OF ORD 6054 KENSINGTON ROAD, FROM FOREST AVENUE TO ROUTE 83, FROM THE ILLINOIS DEPARTMENT OF TRANSPORTATION (IDOT) TO THE VILLAGE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None MANAGER'S VILLAGE MANAGER'S REPORT REPORT A. Motion to accept bid for parkway tree trimming contract in an amount not to exceed $177,000. PARKWAY TREE TRIMMING Public Works Director Sean Dorsey provided background information and staff recommendation. CONTRACT VBA 03 -13 Six (6) bids for the trimming of an estimated 4,322 trees plus an estimated 30 hours of emergency work were received. The bid specifications were written to allow the Village to add trees throughout the year, if desired, up to the budgeted amount. Staff recommend award of a possible three (3) year contract to the lowest qualified bidder, Kramer Tree Specialists, Inc. in an amount not to exceed $177,000. If year one (1) is successful, and a contract extension is agreed to by the Village and contractor, years two (2) and three (3) will be in whatever amounts are appropriated in the 2014 and 2015 budgets. 4of6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Trustee Zadel, seconded by Trustee Juracek, moved for approval to award parkway tree trimming contract to Kramer Tree Specialists, Inc. in an amount not to exceed $177,000; if year one (1) is successful, and a contract extension is agreed to by the Village and contractor, years two (2) and three (3) will be in whatever amounts are appropriated in the 2014 and 2015 budgets Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Public Works Director Sean Dorsey provided background information and staff recommendations for both items B. and C. which requested Village Board approval for the rejection of bids. B. Motion to reject bids for parkway tree furnishing and planting. PARKWAY TREE C. Motion to reject bids for parkway stump removals. FURNISHING AND PLANTING Seven (7) sealed bids for parkway shade tree furnishing and planting were opened on January 28, 2013. Five (5) sealed bids for parkway stump removals were opened on January 28, 2013. PARKWAY STUMP At the bid openings staff became aware a miscommunication concerning the bid specifications REMOVAL may have affected the competitiveness of the bids received for these projects. Specifically, at least one (1) contractor asserted his bid was based on the payment of prevailing wages; stating he was advised to do so based on a telephone conversation with a Public Works staff member. He was concerned his bid would not be competitive if prevailing wages were not required. Public Works administration confirmed a staff member did convey that information on one (1) occasion in the week preceding the bid opening. State law mandates projects requiring the payment of prevailing wages contain specific and conspicuous contract language. This language must be included in the bid specifications and the bid notice. It is the opinion of the village attorney that neither the proposed work in the parkway tree furnishing and planting bid nor the stump removal bid required the payment of prevailing wages. Neither the bid specifications nor the bid notices stipulated the payment of prevailing wages. The village attorney reviewed this matter and in order to maintain the integrity of the bidding process recommended rejection of all bids; parkway tree furnishing and planting and stump removals. Staff recommend rejecting all bids opened on January 28, 2013 for the proposed 2013 Shade Tree Furnishing and Planting contract. Staff also recommend rejecting all bids opened on January 28, 2013 for stump removals contract. Village Board Comments ■State of Illinois needs to clarify prevailing wages of trees. ■Construction labor wages for planting; raising costs to municipalities — hurting residents. ■Movement in Springfield to pay higher wages; influence of labor union lobby. ■Unbudgeted storm related emergency tree work; significant impact to financial management. -Requiring prevailing wage - municipalities have greater expenditures for no better service. Mayor Wilks stated she testified last year in Springfield during legislative days on behalf of local governments who oppose the broader application of prevailing wages; this and other state actions are a significant financial burden to local governments striving to provide quality services to residents. Mr. Dorsey concurred the Illinois Department of Labor is vague in its application of prevailing wage for forestry related projects. He stated staff concur with the Village Board's position; paying prevailing wages when it is not necessary is not in the best interest of the Village. Trustee Polit, seconded by, Trustee Juracek, moved to approve request to reject bids for parkway tree furnishing and planting. 5of6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by, Trustee Korn, moved to approve request to reject bids for parkway stump removals. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. D. Status Village Manager Michael Janonis announced the following; -Coffee with Council — February 9 9 a.m. — 11 a.m. Village Hall Community Center OTHER BUSINESS OTHER BUSINESS In response to Trustee Hoefert's questions regarding the most recent snow fall and the ground damage near the water tower on Evergreen Avenue, Public Works Director Sean Dorsey provided the following; Snow removal — operations went well. Staff were busy with snow and ice control; were able to use some of the Village's salt supply. Ground near water tower; two (2) contractors are doing work on cell towers. Contractors are required to do complete restoration of area. In response to Trustee Polit's question regarding the placement of solid waste carts in the street, Mr. Dorsey stated so far the carts have not created a significant obstruction to snow and ice removal operations. Mayor Wilks thanked everyone who attended as well as those who planned and organized the Celestial Celebration. She stated this year's 20 Anniversary Celebration was an especially wonderful event. Mayor Wilks also extended an open invitation to the Kiwanis Spaghetti Dinner. The fundraiser will be held February 8 th at Grace Lutheran Church; the funds are used for the community programs /services Kiwanis helps support. The following upcoming meetings were also announced: ■Round Table Discussion — February 20 Village Hall -Candidates Forum — sponsored by the Journal & Topics Newspaper; March 20 Village Hall 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, Zadel Nays: None Motion carried. The February 5, 2013 Village Board meeting adjourned at 8:37 p.m. M. Lisa Angell Village Clerk 6of6 Minutes of the Regular Meeting of the February 5, 2013 Mayor and Board of Trustees of the Village of Mount Prospect