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HomeMy WebLinkAbout08/18/2015 VB Minutes (2) MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT August 18, 2015 CALL TO ORDER Mayor Juracek called the meeting to order at 7:05 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Colleen Saccotelli Absent: Trustee Michael Zadel PLEDGE OF ALLEGIANCE Pledge of Allegiance led by Mayor Juracek INVOCATION Trustee Rogers gave the Invocation. MINUTES Trustee Polit, seconded by Trustee Rogers, moved to approve the minutes of the regular Village Board meeting held July 21, 2015. Upon roll call: Ayes: Matuszak, Hoefert, Polit, Rogers, Saccotelli Nays: None Motion carried. FINANCIAL REPORT AND APPROVE BILLS FINANCIAL REPORT AND 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 A. ACCOLADES th Proclamation: METROPOLITAN MAYORS CAUCUS CELEBRATING THE 25 ANNIVERSARY OF THE PASSAGE OF THE AMERICANS WITH DISABILITIES ACT Mayor Juracek read the proclamation and noted the important role the ADA has taken in assisting the lives of individuals with disabilities. B. Board of Fire and Police Commissioners (BOFPC) Annual Report Michaele Skowron, Chair of the BOFPC presented the 2014 Annual Report. Ms. Skowron provided a detailed overview of 2014 activities which reflected the four (4) areas of authority granted the BOFPC by village code and state statute: 1) hiring process 2) promotion process for first level supervisors 3) discipline and 4) termination. 1 page of 8 Village Board Meeting Minutes August 18, 2015 Ms. Skowron stated the police and fire departments account for 64% of the village budget. And, while the BOFPC is not responsible for the administration of those dollars, the Commission is responsible for choosing candidates who are part of those operations. It is the goal of the BOFPC to select employees who embrace service. Ms. Skowron recognized the positive relationship between the Commission and the Fire and Police Chiefs; both Chiefs acknowledge the civilian BOFP contributions. Mayor Juracek thanked Ms. Skowron for the excellent report and acknowledged the significant commitment of the BOFP members; a phenomenally busy year that required extensive time and effort. The Village of Mount Prospect BOFPC is a civilian board who serves for the good of the community and does so without compensation. Each of the Trustees thanked the members of the BOFPC for their outstanding work and willingness to dedicate their time and serious effort for the benefit of the community. The dedication of the BOFP st C. 1 Prospect. st Mayor Juracek presented for a first (1) reading of the Village Code of Mount Prospect. This - \[In the absence of Acting Village Manager Dave Strahl, Finance Director Dave Erb served as Acting Village Manager.\] Acting Village Manager Dave Erb provided background information stating the request for the new liquor license is due to a change of ownership; the purchase of the business is contingent upon approval of the -icense provides for the sale of beer and wine at dining tables. The prospective owners have submitted all required documentation and fees and met with staff to discuss the Village Code and policies relative to the service of alcoholic beverages. The prospective owners have also completed the certified classroom liquor servers training course as required by Village Code. Mayor Juracek welcomed the prospective owners Mr. Bhavik Modi and Mr. Asish Modi who were in attendance to provide additional information and respond to questions. Mr. Bhavik Modi thanked the Mayor and Village Board for the opportunity to be a part of the community; it . Other than upgrading the menu and outdoor décor, no substantive changes to the restaurant are planned. They are pleased to be in Mount Prospect and plan to maintain the level of community involvement and support Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. 2 page of 8 Village Board Meeting Minutes August 18, 2015 Trustee Hoefert, seconded by Trustee Rogers, moved for approval of Ordinance No. 6208: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None APPOINTMENTS Finance Commission Reappointment Mr. Don Ocwieja 1451 Greenbriar Drive Trustee Hoefert, seconded by Trustee Polit, moved to approve the reappointment of Mr. Don Ocwieja to the Finance Commission. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. COMMUNICATIONS AND PETITIONS CITIZENS TO BE HEARD None. CONSENT AGENDA Trustee Hoefert requested item B. under New Business: A Resolution Authorizing the Village of Mount Prospect to Accept the Staffing for Adequate Fire and Emergency Response (Safer) Grant from the Department of Homeland Security be removed from the Consent Agenda. Mayor Juracek stated Item B. A Resolution Authorizing the Village of Mount Prospect to Accept the Staffing for Adequate Fire and Emergency Response (Safer) Grant from the Department of Homeland Security would be removed from the Consent Agenda for separate discussion and consideration as listed under New Business. Trustee Polit, seconded by Trustee Rogers, moved to approve the following business items: 1. Monthly Financial Report July 2015 2. Bills dated July 16 July 29, 2015 3. Bills dated - July 30 August 12, 2015 4. (Ordinance No. 6209) MOUNT PROSPECT 5. A RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT FOR THE (Resolution No. 29-15) NORTHWEST SUBURBAN HOUSING COLLABORATIVE. 6. Motion to approve request to waive bid process and purchase breathing apparatus cylinders from (VBA 38-15) Air One Equipment, sole source, in an amount not to exceed $70,000. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. OLD BUSINESS None. 3 page of 8 Village Board Meeting Minutes August 18, 2015 NEW BUSINESS A. A (Approved under the Consent Agenda ORD 6209) B. A Resolution Authorizing the Village of Mount Prospect to Accept the Staffing for Adequate Fire and Emergency Response (SAFER) Grant from the Department of Homeland Security. Mayor Juracek presented A Resolution Authorizing the Village of Mount Prospect to Accept the Staffing for Adequate Fire and Emergency Response (SAFER) Grant from the Department of Homeland Security. This Resolution authorizes the Village of Mount Prospect to accept the SAFER Grant in the amount of $1,385,184 from the Department of Homeland Security. Mayor Juracek stated acceptance of the grant was discussed extensively as part of the Village Board and Finance Commission Joint Workshop. Fire Chief John Malcolm provided background information including the impact and challenges the 2010 reduction in fire personnel had on the fire department service level. Chief Malcolm stated the SAFER grant will pay for salaries and benefits for six (6) firefighters over the next two (2) years; downtown Fire Station #13 will again be fully staffed and the fire engine returned to service. With the additional staffing, two (2) firefighters and a lieutenant can now man the fire engine to assist with calls for service; having the extra apparatus makes a big difference in operations and for the safety of the community and firefighters. Chief Malcolm noted, of the six (6) applicants the department is hoping to hire two (2) are military veterans. As a condition of the grant the Village could receive additional funding for one (1) year with the hiring of military veterans. Chief Malcolm stated all candidates must still pass the required testing and approval before hiring. Chief Malcolm recognized fire staff who were instrumental in obtaining the grant and thanked the Mayor and Village Board for their support in accepting the grant. Village Board Comments Restoring fire department to full staffing very important. Challenge will be how to pay for staff when grant ends. 2010 reduction in fire personnel did work well. Recognized and thanked the Fire Department for outstanding work and dedication to community safety. Thanked Chief Malcolm for his leadership. Public Comment Mr. Dale Steward Mount Prospect Firefighters Union President 20 S. Main Street On behalf of fire personnel Mr. Steward thanked Mayor Juracek and the Village for their on-going support and decision to accept the grant. He highlighted the importance of restoring firefighter staff to the pre- 2010 reduction in personnel. Trustee Hoefert, seconded by Trustee Polit moved for the approval of Resolution NO. 28-15: RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO ACCEPT THE STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE (SAFER) GRANT FROM THE DEPARTMENT OF HOMELAND SECURITY Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried 4 page of 8 Village Board Meeting Minutes August 18, 2015 C. A Resolution Authorizing an Intergovernmental Agreement for the Northwest Suburban Housing Collaborative (Approved under the Consent Agenda RES 29-15) Mr. Erb stated there were several requests for approval of expenditures to be presented for Village Board consideration; Village services, programs and/or equipment. A. Motion to accept bid for the Kensington Business Center jogging path and lighting improvements in an amount not to exceed $351,172. Public Works Director Sean Dorsey presented background information including project details, bid process, bid results and staff recommendation. As part of the Kensington Business Center annexation agreement the Village is required to maintain certain amenities 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. To facilitate the design and construction of the needed improvements, the path improvements have been split into 3 phases: Phase l west of Feehanville Drive, Phase 2 between Feehanville Drive and Business Center Drive and Phase 3 east of Business Center Drive. Phases l and 3 will be constructed in 2015 and Phase 2 in 2016. One (1) bid was received; Martam Construction - $319,248. Martam Construction, Inc. meets the requirements of the contract documents and has satisfactorily completed many projects for the Village. Staff recommend the contract be awarded to Martam Construction for the Kensington Business Center jogging path and lighting improvements in an amount not to exceed $351,172; includes a 10% contingency of $31,924. In response to questions from the Village Board, Mr. Dorsey provided the following: Only Phases I and 3 this year. Continuous pavement marking on jogging path not included. Phase 2 area overgrowth from shrubs will be trimmed. Trees are trimmed and debris removed from ditch on regular basis. Phase I and 3 work will begin within next thirty (30) days anticipate completion by Thanksgiving. Trustee Hoefert, seconded by Trustee Rogers, moved for approval of request to accept bid for the Kensington Business Center jogging path and lighting improvements in an amount not to exceed $351,172. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. (VBA 36-15) B. Motion to accept proposal for Village Hall video surveillance and access control project in an amount not to exceed $86,248. Administrative Analyst Alexander Bertolucci presented background information including project details, proposal process, proposal results and staff recommendation. The Village Hall video surveillance system was installed in 2010 with scheduled replacement of the Video Management Systems server in 2015. The access control system which controls and restricts access to Village Hall currently functions on an outdated operating system. If a failure was to occur, it is unlikely the system would be able to be reinstalled. 5 page of 8 Village Board Meeting Minutes August 18, 2015 Due to the relatively small size of each replacement project staff decided to bundle the video surveillance and door access control systems into a single project. The scope of work includes replacing the video management system (VMS) server and adding cameras to the Village Hall and parking deck surveillance network. The access control project is designed to replace the access control software, keycard readers and keycards with a system compatible with access control systems at Public Works and the Public Safety building. The proposal was sent to over 35 vendors/integrators; 19 integrators attended a mandatory pre-proposal meeting and 6 integrators submitted proposals. Mr. Bertolucci provided a detailed review of the evaluation summary of the proposals for the video surveillance and access control project. Red Hawk Security Systems submitted the lowest responsible proposal that met all of the video surveillance and access control requirements. Staff recommend the Village Board accept the proposal for the video surveillance and door access project from Red Hawk Security Systems, LLC in an amount not to exceed $86,248. In response to questions from the Village Board, Mr. Bertolucci provided the following: Cameras are motion activated. Light spectrum will adjust for both low (night) and high light (sun). Police have access to cameras; not monitored. Key card reader system ability to activate lockdown. Emergency call buttons are installed. In response to questions and comments from the Village Board regarding the cameras, Police Chief Janowick opined on the usage of signs alerting the public to the cameras as well as the limitations of police personnel monitor the cameras. Trustee Saccotelli recommended a lockdown training session be conducted for the Village Board. Mayor Juracek concurred with the recommendation. Public Comment Mr. Louis Goodman 310 North School Mr. Goodman questioned whether the video surveillance equipment picked up sound. Mr. Bertolucci stated it was not equipped for audio. Trustee Matuszak, seconded by Trustee Hoefert, moved for approval of request to accept proposal for Village Hall video surveillance and access control project in an amount not to exceed $86,248. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. (VBA 37-15) C. Motion to approve request to waive bid process and purchase breathing apparatus cylinders from Air One Equipment, sole source, in an amount not to exceed $70,000. (Approved under the Consent Agenda VBA 38-15) 6 page of 8 Village Board Meeting Minutes August 18, 2015 D. Motion to approve request to waive bid process and accept sole source proposal for the purchase of tablets with mounting equipment for police squads in an amount not to exceed $37,262.42. IT Director Joan Middleton presented background information including project details, proposal process, proposal results and staff recommendation. The Police Department is requesting approval to purchase nine (9) Fujitsu Q704 Tablets to replace six-year-old Panasonic CF-30 Toughbooks. Police staff have thoroughly tested the Q704 Tablet in their production environment and determined the tablet sufficiently meets their needs. The Q704 Tablets are significantly less expensive than new Panasonic Toughbooks. Brite Computers offers the complete package for the lowest price; the tablets purchased from Brite Computers are packaged with the associated mounting platforms produced by Lund Industries. Brite Computers is the sole source provider for this mounting solution. The purchase of the tablets coincides with the replacement of nine (9) police squads. Staff recommend the purchase of nine (9) Fujitsu Q704 Tablets from Brite Computers for an amount not to exceed $37,262.42. Mr. Michael Blesic, Police Network Administrator provided additional information regarding the features of the tablet: Tablet can be removed and used as a standalone device. Tablet less footprint in squad. Village Board Comments Recommend placing some type of device on steering wheel so keyboard could be hooked there while officer is entering data. New technology facilitates enhanced communication between police; important to continue down path of innovation. Trustee Hoefert, seconded by Trustee Polit, moved for approval of request to waive bid process and accept sole source proposal for the purchase of tablets with mounting equipment for police squads in an amount not to exceed $37,262.42. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. (VBA 39-15) E. Motion to accept proposal from Gewalt Hamilton Associates, Inc. for professional services to prepare a feasibility study of potential improvements to the intersection of Busse Avenue and Route 83 to improve the safety for pedestrian crossings in an amount not to exceed $34,933.71. Community Development Director Bill Cooney presented background information including project details, proposal process, proposal results and staff recommendation. Various stakeholders have inquired about the possibility of constructing a pedestrian crossing at the intersection of Busse Avenue and Main Street/Route 83 to improve safety. A concept design for a crossing at this location is included in the 2013 Downtown Implementation Plan. The Community Development Department has reserved $200,000 in the TIF budget for the research, design and potential installation of a crossing. A request for Qualifications (RFQ) was distributed to qualified engineering consulting firms to conduct a feasibility study to understand if a crossing is appropriate at this location, and if so, which design should be installed. Mr. Cooney indicated possible changes for safer pedestrian crossing will impact traffic movement in downtown area. Downtown study 7 page of 8 Village Board Meeting Minutes August 18, 2015 includes pedestrian crossing at other intersections. The goal is to offer safe crossing solution for pedestrians as well as traffic movement. Six (6) firms were sent the RFQ; three (3) firms were interviewed. Gewalt Hamilton and Associates presented the strongest response. Mr. Cooney reviewed the scope of work that was negotiated for a cost of $34,933.71. The project process will take approximately ten (10) weeks beginning in September with a completion report in mid-November. Traffic counts initially scheduled to be conducted in September will be pushed back to October when two (2) new restaurants are open; counts be done at various times over a one (1) week period. Staff recommend retaining Gewalt Hamilton Associates to complete the Busse Avenue crossing feasibility study in an amount not to exceed $34,933.71. Village Board Comment Good to push traffic count to October when additional restaurants will be open. Requested staff add the installation of an elevator be included in the study; improve access from parking garage to Route 83/Main Street.. Site line of parking important people want to see parking from their location. Trustee Polit, seconded by Trustee Rogers, moved for approval of request to accept proposal from Gewalt Hamilton Associates, Inc. for professional services to prepare a feasibility study of potential improvements to the intersection of Busse Avenue and Route 83 to improve the safety for pedestrian crossings in an amount not to exceed $34,933.71. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli Nays: None Motion carried. (VBA 40-15) F. Status Acting Village Manager Erb indicated there were no public information announcements. ANY OTHER BUSINESS None. ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Polit, seconded by Trustee Rogers, moved to adjourn the meeting. By unanimous vote the August 18, 2015 Village Board meeting adjourned at 8:38 p.m. M. Lisa Angell Village Clerk 8 page of 8 Village Board Meeting Minutes August 18, 2015