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Home My WebLink About2. VB Minutes 10/21/2014MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 21, 2014 CALL TO ORDER Mayor Juracek called the meeting to order at 7:03 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Matuszak Trustee Paul Hoefert Trustee John Korn Trustee Steven Polit Trustee Richard Rogers Trustee Michael Zadel PLEDGE OF PLEDGE OF ALLEGIANCE ALLEGIANCE Pledge of Allegiance led by Mayor Juracek. INVOCATION INVOCATION Trustee Polit gave the Invocation. MINUTES MINUTES Mayor Juracek stated the draft minutes had been revised to accurately reflect the vote for approval of the September 16, 2014 meeting minutes. Trustee Hoefert, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held October 7, 2014. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Abstain: Korn Motion carried. FINANCIAL MONTHLY FINANCIAL REPORT AND APPROVE BILLS REPORT & Mayor Juracek stated the next item on the agenda, "MONTHLY FINANCIAL REPORT AND APPROVE BILLS 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 MAYOR'S REPORT REPORT Mayor Juracek welcomed Boy Scouts Dan Macina, Nick Macina, (BSA Troop 23) and Matt Wiertel (BSA Troop 155). The Scouts are working on their Citizenship in the Community merit badge. Mayor Juracek provided an update to previous comments related to her decision to switch from the Village's energy supplier to Com Ed. In her comments she noted ComEd has made a rule change that removed the requirement that customers returning to ComEd supply must stay for a minimum twelve (12) months. While the information she provided was correct, letters with the incorrect twelve (12) month requirement had already been mailed; she received the letter with the incorrect information. Mayor Juracek stated that the new rule applies to all residents who switched from the Village's energy supplier, including residents who switched to ComEd before the rule change. She noted that the restriction against returning to the previous energy supplier is still applicable. This means that residents may switch from Homefield now, but would be able to switch back to Homefield if they so desired after six (6) months, once ComEd's summer energy prices become known. CENTENNIAL A. Centennial Commission Presentation COMMISSION Centennial Commission Co -Chair Jean Murphy and Commission member Linda Hoefert were in PRESENTATION attendance. Ms. Murphy serves as Co -Chair of the Commission with Mr. Leo Floros, who was unable to attend. 1 of 7 Village Board Meeting Minutes October 21, 2014 Ms. Murphy provided an update on the plans for the Village's 100 year celebration in 2017 and requested seed money for a proposed Centennial Celebration website and other related costs. The Commission has determined a new website dedicated to events, fundraisers, historical facts/trivia, memorabilia and other activities related to the celebration would be instrumental in generating community awareness and participation. The Commission is recommending approval of the website proposal from Ravenswood Event Services. The Commission believes seed money in an amount not to exceed $50,000 would allow for the $10,000 needed to build the website, $30,000 personnel costs to maintain the website and $10,000 for promotional items. It is the Commission's intent to reimburse the Village by the end of 2017; funds generated from community fundraising activities and sale of memorabilia and promotional items. In response to questions regarding the Village's website serving as the information source for the Centennial Commission, Assistant Village Manager Dave Strahl, stated the Commission believed it was important to have its own identity. The Commission has already reached out to local organizations, including schools, churches, civic groups and park districts for their support and involvement. At a recent meeting the Commission unveiled the official logo commemorating the Centennial. Village Board Comments ■ 100 year celebration — significant event that would involve community -wide celebration ■ Wonderful time in the community — recommend some type of lasting recognition of founding fathers such as Arlington Height's bronze statue. ■ Four (4) families key to Mount Prospect; Busse, Wille, Moehling and Meyn ■ Support Commission's proposal — good investment for community. ■ Ravenswood has done contract work for the Village on previous events. Ms. Murphy responded to several comments/questions from the Village Board including: ■ Fund raiser — adopt a fire hydrant; paint specifications would be part of the agreement. ■ Recognition of founding fathers — looking for something tasteful and easy to maintain at a reasonable cost. ■ Staff will determine if need for website after Centennial Commission contract ends. ■ Recommend an app for smart phone be available for people to access website information Mayor Juracek stated there seemed to be a consensus among the Village Board to approve the Commission's request for seed money and to move forward with their proposed plans. Mayor Juracek also took the opportunity to thank Ms. Murphy, Mr. Floros, Ms. Hoefert and all the members of the Commission for the creativity and energy they bring to the Commission. Mayor Juracek also recognized Commission member John Zaluski and former member Jessica Thunberg and staff for their work on the Commission's electronic communications sub -committee. EMPLOYEE B. Accolades RECOGNITION: Employee Recognition: Community Development Department and Human Services Department COMMUNITY DEVELOPMENT Village Manager Michael Janonis recognized the following individuals celebrating a quinquennial AND HUMAN anniversary with the Village in 2014. Although unable to attend this evenings meeting Mr. SERVICES Janonis thanked them for their dedication and service to the community. Community Development William Cooney 20 years Mary Stegger 10 years Human Services Yesenia Nunez 5 years 2014 Gubernatorial Election Village Clerk Lisa Angell provided voter registration and voter information for the November 5, 2014 Gubernatorial Election. Although the Village of Mount Prospect is not an early voting or grace period voter registration site, residents can go to the Arlington Heights Village Hall or Des 2 of 7 Village Board Meeting Minutes October 21, 2014 Plaines City Hall to register and vote. Residents can also contact the Village Clerk's office or go to the Cook County Clerk's Office for additional information. Due to the election the Village Board meeting will be held Wednesday, November 5th APPOINTMENTS C. APPOINTMENTS No appointments. CITIZENS TO BE D. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD None. CONSENT CONSENT AGENDA AGENDA 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." FINANCIAL Trustee Hoefert, seconded by Trustee Zadel, moved to approve the following business items: REPORT AND 1. Monthly Financial Report — September 2014 APPROVE BILLS 2. Bills dated October 01 — October 15, 2014 3. Motion to approve Kensington Road reconstruction project construction, engineering KENSINGTON RD services agreement for federal participation supplement #1 in an amount not to exceed ENG. SERVICES $45,907.39. VBA 52-14 Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS A. PZ -21-14, 2806 Briarwood Drive West, Andrew Kalinowski PZ -21-14, 2806 2nd reading of An Ordinance Granting a Variation (Overall Lot Coverage) for Property Located BRIARWOOD at 2806 Briarwood Drive West. The first (1) reading of this ordinance was held at the August 16, LANE WEST 2014 Village Board meeting. (By a vote of 6-0 at the September 16, 2014 Village Board meeting this item was deferred to allow staff additional time to research the property lot line.) Village Manager Janonis requested deferral of this item until the first Village Board meeting in February 2015. There are other governmental agencies that have jurisdiction over Lake Briarwood; Metropolitan Water Reclamation District (MWRD), Illinois Department of Natural Resources (IDNR) and the Army Corps of Engineers. The petitioner needs to work through the permitting and regulatory issues with these agencies before the Village can address. Village Board Comments ■ Resident performed work without permit; continued work despite stop work order. ■ Complex matter — multiple jurisdictions. Water rights growing legal issue. ■ May be other homes on Lake that have done work — also under jurisdiction of MWRD, IDNR and Corps. Mr. Janonis stated staff recently made an on-site inspection of the property; appears resident has not done additional work. Staff will continue to monitor. Trustee Rogers, seconded by Trustee Zadel, moved to approve request for deferral of the second (2nd) reading of PZ -21-14, 2806 Briarwood Drive West, until the October 21, 2014 Village Board meeting. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS A. Village of Mount Prospect Audit Committee AUDIT 1. 2013/2014 Annual Audit Report COMMITTEE 3 of 7 Village Board Meeting Minutes October 21, 2014 ANNUAL REPORT 2. Motion to accept proposal for auditing services for the five (5) year period (2014-2018) in an amount not to exceed $46,200 for year one (1). 1) In the absence of Audit Committee Chair Tom Munz, Finance Director Dave Erb presented the Audit Commission's 2013/2014 annual audit report. In addition to Mr. Munz, Committee members include Mayor Juracek, Trustee Matuszak, Mr. Vince Grochocinski and Mr. Tim McDermott. Mr. Erb provided an overview of the committee's meetings and activities. The committee met three (3) times in 2014 and activities, including 1) initial steps for auditor selection for the time period 2014-208 and 2) review and discussion of the overall results of the 2013 audit and transition process to new auditor. Marking the completion of the final year of their five (5) year agreement for auditing services, Lauterbach & Amen, LLP performed the Village's external audit. Mr. Erb provided a summary of the 2013 audit, highlighting the most significant items: ■ Comprehensive Annual Financial Report — auditing firm found no significant issues that impacted their overall determination on the accuracy of the Village's financial statements and position. The financial statements present fairly in all aspects the financial position for year ended December 31, 2013 in accordance with generally accepted accounting principles. ■ Auditing firms' management letter that accompanied audit report — the management letter includes current recommendations as well as an update from recommendations made the previous year. Prior year comments 1) implementation of GASB Statement No. 61 (Financial Reporting entity); 2) Compliance with Fund Balance Policy 3) Funds Over Budget and 4) Funds with Deficit Balances. Items 1-3 have been satisfactorily addressed; item 4 - staff is working on a parking system fund plan that includes a fee recommendation to address the operating shortfall and eliminate the deficit balance found in the Parking Fund. There were no current recommendations that required immediate attention. In closing, Mr. Erb stated the Village had received the Certificate of Achievement for Excellence in Financial Reporting for its 2012 report; 20th consecutive year the Village has received this award. Mr. Erb credited the Village's Deputy Finance Director Lynn Jarog and the accounting staff for their attention for detail and outstanding work in the audit process. Audit report is reflective of quality of work Finance Department staff do throughout the year. In response to questions/comments from the Village Board, Mr. Erb stated the items listed in the management letters are not considered deficiencies but are comments based on the standards/goals established by the Village. He also provided additional background information regarding the parking system fund and staff's plan to eliminate the deficit balance. Village Manager Janonis stated the Village has struggled for several years with the parking system fund; current rates not keeping up with maintenance costs. Allocating portion of sales tax to parking system fund. Village Board Comments ■ Procedures in place to address parking system fund. ■ Village's financial squeaky clean; comparison of Village practice/policy and Dixon, Illinois ■ Village changes auditors every five years/appropriate policy for auditing services in place. ■ Few recommendations — speaks very well of Village's financial. ■ GASB changes — transparency of public funds. ■ Village changes auditors. Trustee Hoefert, seconded by Trustee Polit, moved to approve 2013/2014 Annual Audit Report. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Mayor Juracek thanked the Audit Committee for their service; an important contribution to the Village's outstanding accounting standards. AUDITING 2) Mr. Erb presented background information for the RFP for auditing services, including the RFP SERVICES 2015- process, scope of services and staff recommendation. Of the five (5) proposals received, in - 2018 person interviews were conducted with three (3) firms; Bake Tilly, Miller Cooper and Sikich Group. Based on interviews, written proposals and references, Sikich was determined to be the most qualified. 4 of 7 Village Board Meeting Minutes October 21, 2014 While not the lowest bidder Sikich provided the best overall proposal including the guaranteed consistency of management and senior staff to conduct audits over the next five (5) years. Agreement is renewed each year over five (5) period; if Village is unsatisfied will change auditors. The audit interview team recommended the Village enter into a five (5) year agreement for auditing services with Sikich Group of Naperville, Illinois, in an amount not to exceed $46,200 for year one (1). Village Board Comments ■ Impressed with Sikich knowledge of technology security. ■ Supports recommendation to go with best qualified; best fit for best dollar amount. -Supports Village policy/practice to change auditors every five (5) years. Trustee Zadel, seconded by Trustee Korn, moved to approve request to accept proposal for auditing services for the five (5) year period (2014-2018) in an amount not to exceed $46,200 for year one (1). Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. MANAGER'S MANAGER'S REPORT REPORT Village Manager Janonis stated Public Works Director Sean Dorsey would present his requests for funding of Public Works projects/services. 2014 SEWER A.Motion to accept bid for 2014 sewer line spot relays in an amount not to exceed $270,050. SPOT RELAYS Public Works Director Sean Dorsey presented background information, bid procedure/results and staff recommendation. Some of the Village's sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays). To facilitate this work the Village prepared a bid packet to procure services of a sewer excavation contractor capable of replacing structurally failed pipe. The proposed project includes seventeen (17) point repairs. Following a mandatory pre-bid meeting the Village received six (6) bids; low bidder was Suburban General Construction of La Grange Park. Suburban General met all the bid requirements, submitted the required bid bonds and performed previous work for the Village in a timely and satisfactory manner. Staffs estimate on the cost of the repairs is between $255,000 and $275,000. As the quantities are estimates and the field measurements for the project will vary staff recommends a 10% contingency. Staff recommend the Village Board award a contract for the 2014 Sewer Line Spot Relays to Suburban General Construction, Inc. of La Grange Park in an amount not to exceed $270,050 (includes 10% contingency of $24,550.) Trustee Korn, seconded by Trustee Rogers, moved to approve request to award bid contract to Suburban General Construction, Inc. of La Grange Park for the 2014 Sewer Line Spot Relay in an amount not to exceed $270,050. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. KENSINGTON B.Motion to accept proposal for Kensington Business Center jogging path and lighting BUSINESS improvement — design and construction engineering recommendation in an amount not to CENTER exceed $91,139.86. JOGGING PATH AND LIGHTING IMPROVEMENT 5 of 7 Village Board Meeting Minutes October 21, 2014 Public Works Director Sean Dorsey presented background information and staff recommendation. As part of the annexation agreement of the Kensington Business Center the Village is required to maintain certain amenities within the Business Park including the jogging path and jogging path lighting system. The jogging path pavement is deteriorating and in need of repair, and the lighting system is experiencing numerous wiring failures; due to the age of the system, needed lamp and fixture replacement is becoming increasingly difficult. To facilitate the design and construction of the improvements, the path improvement has been divided into three (3) phases. It is the Village's intent to have the entire project, all three (3) phases, designed at this time, as three (3) separate sets of plans and bid documents; phases 1 and 2 to be constructed in 2015. At this time staff is seeking to enter into a contract for design engineering for phases 1, 2 and 3 and for construction engineering of phases 1 and 2. As permitted by the Qualification Based Selection process, the Village solicited Statements of Qualifications from four (4) qualified engineering. Based on a review of the required qualifications, the Village entered discussions with the two (2) top ranking consultants. Gewalt Hamilton Associates, Inc. demonstrated a clear understanding of project goals, and brought to the Village's attention two (2) additional considerations. As a result of their insight into the project, staff requested a proposal to perform the task as identified including the potential for widening the path and bridge inspections. Gewalt Hamilton submitted a not to exceed cost of $91,139.86; cost based on 822 hours to complete the project. Staff believe the work hours allotted are reasonable and the rate is both competitive and comparable to rates of recent projects. In addition, Gewalt Hamilton has satisfactorily provided engineering services for a number of projects for the Village of Mount Prospect; most recently the Kensington Road reconstruction project. Staff recommend the Village Board accept the proposal from Gewalt Hamilton Associates, Inc. for the design engineering of phases 1,2 and 3 and construction engineering of phases 1 and 2 of the Kensington Business Center jogging path and jogging path lighting improvements in an amount not to exceed $91,139.86. Mr. Dorsey provided the following in response to questions from the Village Board: ■ No major improvements to the business park since the 1980's. ■ Lighting replacement; led and solar lighting. ■ Exploring idea of widening path; will evaluate for us of concrete edging. Village Board Comments ■ Village reached out to four (4) best firms in the area. ■ Concerted effort by Village Board to make improvements. ■ In the area almost every day; sees a number of people using path; improvements are a good investment. ■ Connectivity of public sidewalks to jogging path and Randhurst. ■ Kensington Business Center remains a good looking business park. ■ Consider expansion recreational activities. ■ Coordinate marketing of recreational/scenic jogging path with Randhurst Hotel ■ Increased focus on employee health; businesses may be drawn to Kensington Business Center because of employee's accessibility to jogging path. Trustee Zadel, seconded by Trustee Polit, moved to approve request to accept proposal from Gewalt Hamilton Associates, Inc. for Kensington Business Center jogging path and lighting improvement — design and construction engineering services in an amount not to exceed $91,139.86. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. C. Motion to approve Kensington Road reconstruction project construction engineering services agreement for federal participation supplement #1 in an amount not to exceed $45,907.39. (approved under the Consent Agenda) 6 of 7 Village Board Meeting Minutes October 21, 2014 D. Status Village Manager Janonis made the following announcements: ■ Committee of the Whole Meeting (2015 Budget Discussion)— October 28tH ■ Village Newsletter — residents encouraged to read for community information. -Shining Star applications — due by November 15tH ■ Day light savings time — turns clocks back November 2�d ■ Leaf collection — loose leaf ends November 21 st; paper bag collection — November 24tH _ December 12th Homeowners were reminded not to blow leaves into the street. OTHER OTHER BUSINESS BUSINESS Mayor Juracek, Trustee Hoefert, Trustee Korn and Trustee Rogers encouraged residents to participate in the budgeting process. Important to have people involved; have their voices heard. Time for residents to make concerns known is before budget is approved; budget process is open and budget is transparent. Individuals who may be running for local office in the 2015 elections were also encouraged to attend the budget meetings. ADJOURN ADJOURN There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Rogers, moved to adjourn the meeting. By unanimous vote the October 21, 2014 Village Board meeting adjourned at 8:56 p.m. M. Lisa Angell Village Clerk 7 of 7 Village Board Meeting Minutes October 21, 2014