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HomeMy WebLinkAbout2. VB Minutes 10/20/2015 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 20, 2015 CALL TO ORDER Mayor Arlene Juracek called the meeting to order at 7:01 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee Steven Polit Trustee John Matuszak Trustee Richard Rogers Trustee Colleen Saccotelli Trustee Michael Zadel PLEDGE OF ALLEGIANCE Pledge of Allegiance led by Trustee Rogers INVOCATION Trustee Matuszak gave the Invocation. MINUTES Trustee Rogers, seconded by Trustee Zadel, moved to approve the minutes of the regular Village Board meeting held October 6, 2015. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. APPROVE BILLS Mayor Juracek sta 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 At the request of Trustee Matuszak Item A. Motion to accept proposal for contractual snow plow services Agenda. Mayor Juracek stated this item would be presented for Village Board consideration as it appears A. ACCOLADES Recognition: Assistant Village Manager David Strahl 30 Years of Service International City/Council Management Association (ICMA) Mayor Juracek presented Assistant Village Manager Dave Strahl with a plaque from the ICMA in recognition of his 30 years of dedicated service to the organization. On behalf of the Village Board, Mayor Juracek thanked Mr. Strahl for his significant contributions to ICMA as well as taking on the additional responsibilities as the Acting Village Manager. page 1 of 7 Village Board Meeting Minutes October 20, 2015 Acting Village Manager Strahl thanked the Mayor and Village Board for the recognition. It is an honor to serve in local government and contribute to the role professional local government managers play in building communities. Employee Recognition: Community Development Department, Finance Department, Human Services Department, Village Administration (IT and Human Resources). Finance Director Dave Erb, Human Services Director Julie Kane, IT Director Joan Middleton and Assistant Village Manager Dave Strahl recognized staff from their respective departments 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. Community Development Department: 10 years Jasmine Hernandez and Rafaela Gasparas Finance Department: 15 years Lisa Burkemper; 10 years Tricia Farkas, Lynn Jarog and Claire Wheatley Human Services Department: 35 years Jan Abernethy Administration: 10 years Joan Bokina (Human Resources) and Chris Onjack (IT) 10 years On behalf of the Village Board and the community, Mayor Juracek thanked these individuals for their dedicated and outstanding service. Mayor Juracek stated requests for approval of two (2) new liquor licenses would be presented for Village Board consideration. Both requests involve local residents investing in their community; demonstrates st B. 1 reading of An Ordinance Amending Chapter 13 (Alcoholic Liquors) of the Village Code of Mount Prospect. - liquor licenses by one (1) Outback Steakhouse of Florida, LLC d/b/a Outback Steakhouse, 909 North Elmhurst Road.- for the full service of alcohol in a restaurant with a lounge. Assistant Village Manager Dave Strahl provided background information stating the applicants have met Village requirements and submitted all required documentation. Corporate authorities and local representatives from Outback r sensitivity to the sale of alcohol to minors and clearly intoxicated individuals. Mr. Karl Reschke, Outback Managing Partner, Joint Venture Partner Jamie Klug and Attorney Rebecca Robin were in attendance to provide additional information and respond to questions from the Village Board. Australian themed-American casual dining; steaks, seafood and pasta. Mount Prospect location features new design for casual dining with a year round outdoor dining element. Grand Opening October 28th ribbon cutting at 5:00 pm page 2 of 7 Village Board Meeting Minutes October 20, 2015 Mr. Reschke stated he was born and raised in Mount Prospect and has lived here most of his life. He is very pleased to bring Outback to Mount Prospect and looks forward to being part of the business community. In welcoming the restaurant to Mount Prospect, Mayor Juracek and the Village Board thanked Mr. Reschke and the Outback Corporation for choosing Mount Prospect. Trustee Hoefert, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6220: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None C. 1st reading of Prospect. Mayor Juracek This ordinance - liquor licenses by one (1) BAR 145, LLC d/b/a Bar 145, 34 South Main Street. - license provides for the full service of alcohol in a restaurant with a lounge. Assistant Village Manager Dave Strahl provided background information stating the applicants have met Village requirements and submitted all required documentation. Deana and Lenny Rago, owners, met with sitivity to the sale of alcohol to minors and clearly intoxicated individuals. Mr. and Mrs. Rago, owners and Mount Prospect residents, were in attendance to provide additional information and respond to questions from the Village Board. Bar 145 is an Ohio based franchise; gastropub, specializing in bands, burgers, bourbon and pizza. Wanted community and will draw from outside community as well. Vibrant restaurant community in downtown area; increasing number restaurants in the area is positive for entertainment environment. Would like to open in December of this year. In welcoming the new venue to Mount Prospect, Mayor Juracek and the Village Board thanked the a new concept/destination. Trustee Polit, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: page 3 of 7 Village Board Meeting Minutes October 20, 2015 Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Rogers, moved for approval of Ordinance No. 6221: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Matuszak. Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. COMMUNICATIONS AND PETITIONS CITIZENS TO BE HEARD Louis Goodman 310 North School Street individual was Ms. Doreen Jarosz, Administrative Assistant to the Village Manager. CONSENT AGENDA Trustee Zadel, seconded by Trustee Rogers, moved to approve the following business items: 1. Monthly Financial Report September 2015 2. Bills dated October 1 - 14, 2015 3. Motion to waive the bid process to purchase desktop PCs in an amount not to exceed $58,797.96. (VBA 54-15) Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. OLD BUSINESS None NEW BUSINESS None A. Motion to accept proposal for contractual snow plow services in an amount not to exceed $117,100. Trustee Matuszak stated as this item was presented for approval based on a sole source pricing the request should be presented for public discussion and consideration. He further indicated to ensure the Village is receiving the best market rates he recommends a competitive bidding process for services. Village Manager Mike s request to accept proposal for contractual snow plow services in an amount not to exceed $117,100. Public Works Director Sean Dorsey provided background information including the criteria considered time and expansion of contractual services. page 4 of 7 Village Board Meeting Minutes October 20, 2015 The Village of Mount Prospect has contracted for sectional plowing services for the last five (5) winter seasons; the last two (2) seasons with Maxx Contractors of Des Plaines. The first three seasons of contractual section plowing, performed by a different contractor, were plagued by significant quality issues; failure to perform, tardiness and poor performance which generated a number of resident complaints regarding snow plow operations. Based on the superior performance of Maxx Contractors staff made the decision to secure a price proposal from Maxx Contractors to continue providing snow and ice control services. The proposal price of $117,100 represents a 40% increase over the last contract period. Cost increase is reflected by: 1) added plowing of 11 Village owned parking lot; 32.2% of increase and 2) base cost for section plowing increased for snow totals from 45 inches to 55 inches. Staff recommend the Village Board accept the proposal as submitted by Maxx Contractors Corp of Des Plaines for specified snow removal and ice control services for the 2015-2018 winter seasons in an amount not to exceed $117,100 in 2016. Mr. Dorsey provided the following in response to questions from the Village Board: 2017 and 2018 winter seasons contractual amounts to be approved by Village Board. Three (3) year contract with clause allowing for termination. Contractor understands timing, need for additional personnel and equipment. Important contractor is local response time. Downtown clean-up depends on amount of snow. Significant reduction in resident complaints with Maxx Contractors. Contractor has excellent safety record. Village Board Comments Not comfortable putting sole source contract on consent; important for public to know why staff recommend proposal. Snow removal services almost in the category of special service contract. Staff made responsible request; however unless you to go out for bid it is hard to determine if proposal is the best price. At the end of three (3) year contract; time to go out to market place for competitive bidding. Public Works should have ability to negotiate service contract. Trustee Zadel, seconded by Trustee Polit, moved to accept proposal for contractual snow plow services in an amount not to exceed $117,100. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 52-15) B. Motion to accept proposal for the purchase and installation of eight automated parking machines in an amount not to exceed $99,933. Village Manager Mike Cassady provided background information, project proposal and staff recommendation. In 2004 automated pay machines were installed at three (3) muter lots. The current machines have reached their ten (10) year life expectancy; parts have not been manufactured for the last five years. page 5 of 7 Village Board Meeting Minutes October 20, 2015 The current software used in the machines is outdated and no longer maintained by the vendor. Daily payment processing or usage data must be manually collected at the pay machines; once collected all payments must be processed manually. The Village sent proposals to three (3) vendors for purchase, installation and two (2) year-maintenance of eight automated commuter pay machines. All three (3) companies submitted responsive proposals. nd Parkeon, Inc. submitted the second (2) lowest proposal with a cost of $90,848. When considering annual costs associated with the machines in years three (3) through ten (10) Parkeon is significantly cheaper over the life of the machine when compared to the other two (2) vendors. The proposed machines represent a significant upgrade utilizing cellular technology to operate; limiting the need to store transactions locally. All new operating systems will be accessible through a cellular network making parking transactions, financial/data information and critical alarms or errors reporting in real time. The new machines accept cash/coin payments and credit/debit payments from a bank issued card. In addition the Village will implement a pay by phone application. Staff recommend approval of the proposal submitted by Parkeon, Inc. for the installation and maintenance of eight (8) automated machines. The total recommended award for the contract is in an amount not to exceed $99,933; includes 10% contingency of $9,085 for unanticipated conflicts related to the removal and installation of the new machines. Mr. Dorsey provided the following in response to questions from the Village Board: New machines cloud based. Funding permit parking program Currently lines and transaction time inconvenient to use; new machines transaction time 12-15 seconds. Permit parking is very successful. Information regarding new pay machines will be available in advance of roll-out; flyers; website and at machines. Machines are programmable; Mount Prospect machines will be for daily use. No ability to sell permits at machines. Machines have been tested in cold weather environments life of machines has been greater than ten (10) years. Village Board Comments Ability to use phone for payment game changer. Utilize data base of permit holders to share information about the machines. Support recommendation to purchase automated pay machines. Trustee Zadel, seconded by Trustee Rogers, moved to accept proposal for the purchase and installation of eight automated parking machines in an amount not to exceed $99,933. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. (VBA 53-15) C. Motion to waive the bid process to purchase desktop PCs in an amount not to exceed $58,797.96. (Approved under the Consent Agenda VBA 54-15) page 6 of 7 Village Board Meeting Minutes October 20, 2015 ANY OTHER BUSINESS Mayor Juracek announced the following: Village Board: Strategic Planning Workshop Wednesday, October 21, 2015; Village Hall at 6:00 p.m. Sister Cities Commission: Cooking Demo, L October 25, 2015 Retro Bistro th . ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Zadel, seconded by Trustee Rogers, moved to adjourn the meeting. By unanimous vote the October 20, 2015 Village Board meeting adjourned at 8:25 p.m. M. Lisa Angell Village Clerk page 7 of 7 Village Board Meeting Minutes October 20, 2015