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HomeMy WebLinkAbout2. VB Minutes 10/15/2013MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 15, 2013 CALL TO ORDER ROLL CALL PLEDGE INVOCATION MINUTES Mayor Juracek called the meeting to order at 7:04 p.m,. Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Michael Zadel Absent: Trustee John Korn PLEDGE OF ALLEGIANCE Trustee Polit led the Pledge of Allegiance. INVOCATION Trustee Zadel gave the Invocation. MINUTES Trustee Hoefert, seconded by Trustee Zadel, moved to approve the minutes of the regular Village Board meeting held October 1, 2013. Trustee Polit requested the following be added to the fifth (5 bullet point under Public Comment page five (5): 11 perceived to be no negative impact to neighborhood since installation of lights" so as to read - Recognizes change can be difficult and residents have concerns: similar to neighborhood concerns with lighting at Melas Park; perceived to be no negative impact to neighborhood since installation of lights. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Minutes were approved as amended. FINANCIAL REPORT MONTHLY FINANCIAL REPORT AND APPROVE BILLS & APPROVE BILLS Mayor Juracek 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 A. Proclamation: "Domestic Violence Awareness Month," October 2013 PROCLAMATION: Mayor Juracek presented the proclamation to State Senator Matt Murphy. Senator Murphy DOMESTIC accepted the proclamation on behalf of the Northwest Suburban Alliance on Domestic Violence. VIOLENCE He thanked the Mayor and Village Board for their support and informed the community of the AWARENESS organization's website w ww. end allabuse,org MONTH B. Employee Recognition: Community Development Department, Finance Department and EMPLOYEE Village Administration. Mayor Juracek, assisted by Village Manager Mike Janonis, Community RECOGNITION, Development Director Bill Cooney, Finance Director Dave Erb, Assistant Village Manager Dave POLICE Strahl and Village Clerk Lisa Angell recognized those in attendance and presented each with a plaque or certificate. On behalf of the Village Board, Mayor Juracek thanked and commended the individuals recognized noting the years of service, leadership and compassion in their work to ensure quality community programs and services. 1 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Community Development Years Finance Years Frank Krupa 30 Deborah Amaro 15 Tammara Lewin 10 Dave Erb 10 Brian Simmons 5 Thomas Kang 5 Consuelo Andrade 5 Village Manager's Office Years M. Lisa Angell 25 David Strahl 20 Howard Kleinstein 20 Nell Pietrzyk 5 Deborah Kaczorowski 5 AMEND CHAPTER C.1 reading of An Ordinance Amending Chapter 13, "Alcoholic Liquors," of the Village Code. 13, (ALCOHOLIC LIQUORS) OF THE Mayor Juracek presented for a first (1 reading An Ordinance Amending Chapter 13, "Alcoholic VILLAGE CODE Liquors," of the Village Code. This ordinance amends the Village Code by increasing the number of Class "F -2," liquor licenses by one (1) for Y D Food d /b /a Yupin Thai Kitchen, 1652 Algonquin Road. Village Manager Janonis stated the petitioner has met all Village requirements including completion of a certified liquor servers training course. The owners, Mr. and Mrs. Doug Stewart, met with Village Manager Janonis regarding the Village's liquor regulations and discussed the Village's particular sensitivity to the sale of alcohol to minors and over service to clearly intoxicated individuals. Mr. Douglas Stewart addressed the Village Board; he understood the responsibilities associated with the sale of alchohol and was committed to full compliance of the Village's regulations. (Mr. Stewart extended an invitation to Yupin Thai Kitchen and distributed menus to the Mayor and Village Board.) Trustee Zadel, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried, Trustee Zadel, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6094: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) ORD 6094 OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. AMEND CHAPTER D. 1 St reading of An Ordinance Amending Chapter 13, "Alcoholic Liquors," of the Village Code. 13, (ALCOHOLIC LIQUORS) OF THE Mayor Juracek presented for a first (1 reading An Ordinance Amending Chapter 13, "Alcoholic VILLAGE CODE Liquors," of the Village Code. This ordinance amends the Village Code by increasing the number of Class "F -1," liquor licenses by one (1) for MI Restaurant, Inc., d /b /a MI Restaurant 1742 East Kensington Road. 2 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Village Manager Janonis stated the petitioner has met all Village requirements. Mr. Perez, owner, met with Village Manager Janonis regarding the Village's liquor regulations and discussed the Village's particular sensitivity to the sale of alcohol to minors and over service to clearly intoxicated individuals. ORD 6095 APPOINTMENTS CITIZENS TO BE HEARD Mr. Perez was in attendance and distributed menus to the Mayor and Village Board. Trustee Zadel, seconded by Trustee Matuszak, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Polit, seconded by Trustee Hoefert, moved for approval of Ordinance No. 6095: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. APPOINTMENTS Mayor Juracek presented the following reappointment and joint appointment for Village Board approval: Finance Commission Reappointment Pam Bazan Term expires October 2017 Thomas Pekras Sister Cities Commission Rafi Sahakian Shared appointment with Diana Sahakian Term expires October 2017 Term expires August 2016 Trustee Hoefert, seconded by Trustee Rogers, moved to approve the appointments as listed above: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays; None Motion carried. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Polit, seconded by Trustee Rogers , moved to approve the following business items: MONTHLY REPORT 1. Monthly Financial Report — September 2013 & APPROVE BILLS 2. Bills dated September 26 — October 9, 2013 3. A RESOLUTION APPROVING A PLAT OF RESUBDIVISION FOR PROPERTY RES 26 -13 LOCATED AT 300 NORTH ELMHURST ROAD, 301 AND 303 EASTWOOD AVENUE, NORTHWEST COVENANT CHURCH RES 27 -13 4. A RESOLUTION APPROVING A PLAT OF RESUBDIVISION FOR PROPERTY LOCATED AT 730 AND 740 EAST RAND ROAD, MENARD, INC. RES 28 -13 5. A RESOLUTION AMENDING THE 2013 CDBG ACTION PLAN 6. Motion to accept bid for Generator Maintenance Services in an amount not to GENERATOR MAIN. exceed $57,102. 3of8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect MPPD WOMEN'S 7. Motion to accept proposal to Renovate the Police Department Women's Locker Room LOCKER ROOM in an amount not to exceed $50,000. 8. Motion to approve the purchase of Replacement Firewall Appliances in an amount not REPLACE to exceed $23,495.36. FIREWALL APP. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS A. PZ- 14 -13, 211 East Rand Road PZ- 14 -13, 211 EAST 1 St reading of An Ordinance Amending the Official Zoning Map of the Village of Mount Prospect RAND ROAD for Property Located at 211 East Rand Road ZONING MAP AMENDMENT Mayor Juracek stated by mutual agreement the Petitioner and the Homeowner's Association have requested deferral of this item until the November 5, 2013 Village Board meeting. The deferral will allow the parties to discuss issues related to the Petitioner's request to rezone the subject property. Trustee Hoefert, seconded by Trustee Polit, moved to approve the request for deferral of item A. under Old Business: 1 St reading of An Ordinance Amending the Official Zoning Map of the Village of Mount Prospect for Property Located at 211 East Rand Road until November 5, 2013. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS A. A Resolution Approving a Plat of Resubdivision for Property Located at 300 North Elmhurst Road, 301 and 303 Eastwood Avenue, Northwest Covenant Church Approved under the Consent Agenda. B. A Resolution Approving a Plat of Resubdivision for Property Located at 730 and and 740 East Rand Road, MENARD, Inc. Approved under the Consent Agenda. PZ- 18 -13, 1800 -1804 C. PZ- 18 -13, 1800 -1804 Central Road CENTRAL ROAD 1 St reading of An Ordinance Granting Variation for Property Located at 1800 -1804 West Central Road Mayor Juracek presented for a first (1 reading An Ordinance Granting Variation for Property Located at 1800 -1804 West Central Road. This ordinance grants a Variation to increase lot coverage for property located at 1800 -1804 Central Road. The Planning and Zoning Commission recommended the Village Board approve a Variation to increase the permitted overall lot coverage from 75% to 84.62% by a vote of 7 -0. Community Development Director Bill Cooney provided background information stating the Petitioner, H. Borre and Sons, Inc. is the General Contractor for Multi -Pack Solutions, one (1) of three (3) businesses that occupy the subject property. Multi -Pack Solutions would like to add a concrete slab for trucks to unload product into the building. Per the site plan the concrete slab would be adjacent to the north building elevation and would increase the overall lot coverage to 84.62 %. Mr. Cooney stated the current lot coverage, 84.51% is legal non - conforming; property was developed before the existing lot coverage requirement of 75% was in place. Mr. Cooney provided the following in response to questions from the Village Board: -May be able to replace asphalt in northern area of property with landscaping. -Multi-Pack is leasing — not building owner. -Original construction —no lot coverage requirements at that time. 4 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Mr. Jeff Borre, Petitioner and Mr. John Born, Multi -Pack Solutions were in attendance to provide additional and respond to questions from the Village Board. [Mayor Juracek thanked Mr. Born for Multi -Pack Solution's generous donation to the Village's Food Pantry.] Mr. Born stated Multi -Pack leases the space from the property owner; would need the owner's permission to remove parking spaces. If permission was granted he is not adverse to adding landscape. Village Board Comments -Property almost all concrete; property may be over parked. -Village has applied consistent enforcement of lot coverage guidelines for residential properties; enforcement should be consistent for residential and industrial properties. -Overall lot coverage requirements; not about one (1) property — asphalt and drainage an issue throughout Village. $25 million in flood control projects. -Village Board to address — compliance of legal non - conforming properties. • Reduce amount of asphalt by removing parking spaces — add landscaping. ■Change in proposed lot coverage is miniscule; 84.51% to 84.62 %. ■No flooding issues at subject property. -Need to bring this property into compliance; address with property owner. -Consideration of a financial contribution to sewer program by legal nonconforming properties; similar to "fee in lieu of for drainage. [Mr. Cooney stated a similar practice is already in place for small lots — could consider for larger properties.] Mayor Juracek stated the Village Board's concerns regarding the need for the consistent enforcement of lot coverage requirements is on record. Trustee Rogers, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6096: AN ORDINANCE GRANTING VARIATION FOR PROPERTY LOCATED AT ORD 6096 1800 -1804 WEST CENTRAL ROAD Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. D.A Resolution Amending the 2013 CDBG Action Plan Approved under the Consent Agenda. MANAGER'S VILLAGE MANAGER'S REPORT REPORT A. Shingle Roof and Gutter Replacement at Police and Fire Public Safety building. 1.Motion to rescind award of contract to Smart Roofing for refusal to execute contract awarded at the October 1, 2013 Village Board Meeting. SHINGLE ROOF & 2.Motion to accept bid for Shingle Roof Replacement and Gutter Replamcement GUTTER at Police and Fire Public Safety building to the second (2 "d ) lowest responsible REPLACEMENT, bidder, All American Roofing, in an amount not to exceed $409,200. POLICE AND FIRE PUBLIC SAFETY Village Manager Janonis provided background information regarding Item A. Shingle Roof and BUILDING Gutter Replacement at Police and Fire Public Safety building. He stated the contract for the project was awarded to Smart Roofing, Inc. at the October 1, 2013 Village Board meeting. 5 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Smart Roofing has since notified the Village consultant that they would not sign the contract and intend to forfeit their bid bond. Village Manager Janonis stated Public Works Director Sean Dorsey will present a 1) a request for a motion to rescind award of contract to Smart Roofing and 2) a request for a motion to accept bid for the project to the second (2 "d ) lowest bidder. Public Works Director Sean Dorsey stated the Village Attorney reviewed the documentation from Smart Roofing and determined it constitutes adequate notice of their intent to not execute the contract. Mr. Dorsey stated staff is also satisfied Smart Roofing has no intention of executing the contract or performing the proposed work. It is the opinion of staff that the October 1 award to Smart Roofing be rescinded and the bid security in the amount of $33,900 be permanently retained. Mr. Dorsey stated the remaining bids are considered responsive; all bidders were pre - qualified prior to the bidding. The second - lowest qualified bid was submitted by All American Exterior Solutions of Lake Zurich in an amount not to exceed $409,200. All American has confirmed acceptance of the award at the bid price and to substantially complete the work at or near the end of the calendar year. Staff recommends rescinding the October 1, 2013 award to Smart Roofing in an amount not to exceed $339,000 due to failure to execute contract documents. Staff also recommends awarding the contract for Police and Fire Public Safety building shingle and gutter replacement to the second - lowest qualified bidder All American Exterior Solutions in an amount not to exceed $409,200. Mr. Dorsey provided the following in response to questions from the Village Board: -Village will retain bid security check from Smart Roofing, $33,900.. -Check from Smart Roofing will help cover the higher cost of All American Exterior Solutions bid. Trustee Hoefert, seconded by Trustee Polit, moved for approval to rescind award of contract to Smart Roofing for refusal to execute contract awarded at the October 1, 2013 Village Board Meeting. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried, Trustee Hoefert, seconded by Trustee Matuszak, moved for approval to accept bid for Shingle Roof and Gutter Replacement at Police and Fire Public Safety building to the second - lowest responsible bidder, All American Roofing, in an amount not to exceed $409,200. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. B. Motion to accept bid for 2013 Retention Basin Dredging Project, Kensington Business Park - 2013 RETENTION Basin #513 in an amount not to exceed $186,763. BASIN DREDGING PROJECT Mr. Dorsey presented background information; proposed project, bid specifications, bid results and staff recommendation. The Village of Mount Prospect is responsible for maintaining the eleven (11) retention basins in the Kensington Business Center. Staff has identified Basin #56 to be this year's dredging project; removal of accumulated sediment. At the end of the project, the shoreline will be stabilized with stone, silt basins will be constructed near inflow structures and the site will be restored with sod. Engineer's estimate for the project is $178,662.50 6 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Four (4) bids were submitted; all were considered responsive. The low bid was submitted by Copenhaver Construction, Inc.; $169,785. Copenhaver has completed similar projects for the Village including Retention Basins #7, 5A and #4 and meets the requirements of the contract documents. As the contractor's bid is based on estimated quantities, staff recommend a 10% contingency of $16,978 be added to the proposed contract; revised total contract award of $186,763.00 Staff recommends award of the contract for the 2013 dredging project to the low bidder, Copenhaver Construction, Inc., in an amount not to exceed $186,763. Mr. Dorsey provided the following in response to questions from the Village Board: -Eleven ponds — do one (1) annually. -Larger ponds coming up — increased cost for dredging of larger ponds. -Staff evaluate ponds before scheduling work; have not found one (1) pond that did not need to be dredged. -Ponds provide storm water storage at Kensington Business Park -Ponds part of storm water management system; water quality ■Landscape materials (mulch) not an issue. ■Deeper ponds would require a pumping system. -Rif rap is part of project. Trustee Zadel, seconded by Trustee Rogers, moved for approval to accept bid for 2013 Retention Basin Dredging Project, Kensington Business Park — Basin 513 in an amount not to exceed $186,763. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. C. Motion to accept bid for Generator Maintenance Services in an amount not to exceed $57,102. Approved under the Consent Agenda. D. Motion to accept proposal to Renovate the Police Department Women's Locker Room in an amount not to exceed $50,000. Approved under the Consent Agenda. E. Motion to approve the purchase of Replacement Firewall Appliances in an amount not to exceed $23,495.36. Approved under the Consent Agenda. F.Status -Last Farmers' Market — October 19, 2013. OTHER BUSINESS OTHER BUSINESS Mayor Juracek stated smoke alarms were still available through the Fire Department's smoke alarm grant Village Manager Janonis stated eligible residents (65 and older) should contact the Fire Department at 847.818.5253. There are a limited number of fire alarms; availability is first come /first serve. Mayor Juracek stated the "I Recycle Buttons" were provided to the Village Board by a resident in attendance at the last Coffee with Council meeting. 7 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect ADJOURN ADJOURN There being no further business to discuss Mayor Juracek asked for a motion to adjourn, Trustee Hoefert, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. The October 15, 2013 Village Board meeting adjourned at 8:09 p.m. M. Lisa Angell Village Clerk 8 of 8 Minutes of the Regular Meeting of the October 15, 2013 Mayor and Board of Trustees of the Village of Mount Prospect