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Home My WebLink AboutVB Agenda Packet 02/16/2016Next Ordinance No. 6234 Next Resolution No. 07-16 VBA 07-16 ORDER OF BUSINESS REGULAR MEETING Meeting Location: 50 S. Emerson Mount Prospect, I L 60056 I. CALL TO ORDER II. ROLL CALL Meeting Date and Time: Tuesday, February 16, 2016 7:00 PM MayorArlene A. Juracek Trustee Paul Hoefert Trustee Richard Rogers Trustee John Matuszak Trustee Colleen Saccotelli Trustee Steven Polit Trustee Michael Zadel III. PLEDGE OF ALLEGIANCE Trustee Saccotelli IV. INVOCATION Trustee Rogers FINAL ACTION MAY BE TAKEN BY THE VILLAGE BOARD ON ANY ITEM LISTED ON THIS AGENDA V. APPROVAL OF MINUTES VI. *APPROVE BILLS List of Bills - January 27 - February 9, 2016 Village Board Meeting - February 16, 2016 Pagel of 177 VII. *MONTHLY FINANCIAL REPORTS Monthly Financial Reports - January 2016 VIII. MAYOR'S REPORT A. Accolades Presentation: Fire Chief Citation to Police Officer Christopher Berg IX. COMMUNICATIONS AND PETITIONS -CITIZENS TO BE HEARD X. CONSENT AGENDA *All items listed with an asterisk are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member, or resident from the audience, so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. XI. OLD BUSINESS XII. NEW BUSINESS A. PZ -29-15 Variation request for 216 W. Rand Road, Steve and Laura Kanta 1st reading of an ORDINANCE GRANTING A VARIATION TO ALLOW A GRAVEL DRIVEWAY FOR PROPERTY LOCATED AT 216 WEST RAND ROAD, MOUNT PROSPECT, ILLINOIS This ordinance grants a variation to allow a gravel driveway for property located at 216 W. Rand Road. The Planning and Zoning Commission recommended denial of the request by a vote of 4-3. A supermajority vote by the Village Board is required for approval. XIII. VILLAGE MANAGER'S REPORT A. Space Needs Analysis - Police Department Motion to accept a Space Needs Analysis contract from FGM Architects not to exceed $24,000. B. Community Survey Motion to approve a contract with ETC to conduct a Community Survey in an amount not to exceed $21,600. C. Water and Sewer Rate Study Motion to accept proposal for Water and Sewer Rate Study in an amount not to exceed $56,303. D. NJ PA Joint Purchasing Contract for 2016 Wheel Loader Motion to accept National Joint Powers Alliance joint purchasing contract for the purchase of one (1) new 2016 John Deere 544K Wheel Loader in an amount not to exceed $160,100. E. Parkway Tree Furnishing and Planting Motion to accept bid for Parkway Tree Furnishing and Planting in an amount not to exceed $263,189. F. Landscsape Maintenance Contract Village Board Meeting - February 16, 2016 Page 2 of 177 Motion to accept bid results for 2016-2017 Landscape Maintenance Contract in an amount not to exceed $116,000 in 2016 G. 2016-2017 Parkway Restoration Contract *Motion to accept bid for 2016-2017 Parkway Restoration contract in an amount not to exceed $53,000 in 2016. H. CDBG Parkway Tree Furnishing and Planting *Motion to accept bid for Community Development Block Grant (CDBG) Parkway Tree Furnishing and Planting in an amount not to exceed $20,000. I. Brush Chipper Replacement (2760) BRUSH CHIPPER REPLACEMENT (2760) *Motion to accept National Joint Powers Alliance joint purchasing contract award for the purchase of one (1) new, 2016 M15RX Brush Chipper in an amount not to exceed $62,500. J. As Submitted XIV. ANY OTHER BUSINESS XV. ADJOURNMENT NOTE. ANY INDIVIDUAL WHO WORD LIKE TO ATTEND THIS MEETING BUT BECAUSE OFA DISABILITY NEEDS SOMEACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGERS OFFICEAT 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056, 847/392-6000, EXTENSION 5327 Village Board Meeting - February 16, 2016 Page 3 of 177 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village President and Board of Trustees From: Deputy Finance Director TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Lynn Jarog Finance 02/09/2016 SUBJECT: Approve List of Bills -January 27 -February 9, 2016 -$2,368,262.63 SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: GOVERNANCE: Financial sound, providing exceptional service ------------------------------------------------------------------------------------------------------------------------ BACKGROUND: BUDGET IMPACT: RECOMMENDATION: ALTERNATIVES: MOTION REQUIRED: Approve List of Bills -January 27 -February 9, 2016 -$2,368,262.63 MANAGER'S MEMORANDUM: This is the standard approval of the payment of bills for the period of January 27 through February 9, 2016. LFi nance Director Dave Erb trill be available if the Village Board has any questions. ATTACHMENTS: Description Type Upload Date File Name List of Bills - January ❑ 27 - February 9, Backup Material 2/9/2016 020916 List of Bills.pdf 2016 Village Board Meeting - February 16, 2016 Page 4 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount 001 General Fund Abbott Rubber Co., Inc. Maintenance and repair supplies $ 262.90 ACS State & Local Government Solutions Illinois State Disbursement Unit 7,780.37 Air One Equipment, Inc. Helmets (New Hire Helmets) 124.00 Airgas, Inc. EMS Oxygen for December of 2015 282.82 American Public Works Assoc. Other Employee Expenses 216.16 American Water Works Assoc. Training Expenses 107.50 American Waterworks Assoc. Training Expenses 32.00 Anastopoulos, Sofia Update of existing Mt. Prospect Investment Policy (6/15-12/15) 1,500.00 Anderson Pest Solutions January pest control at the CCC 48.00 February pest control at the CCC. 48.00 Andrade, Consuelo Reimbursement for Training-Consuelo 99.00 AT & T Service 1/16/16 - 2/15/16 675.65 B & H Photo/video VGA Switch 74.55 Boardroom Upgrade Equipment 728.00 Bear Estates #1, LLC Prisoner meals - December, 2015 108.83 Beckner, Nellie Campaign monitor credits -reimbursement Nellie 500.00 Bedco Mechanical HVAC Repairs 2,754.15 Building Maintenance and Repair 460.00 HVAC Repairs 287.50 Behrens, Curtiss K. 2015 Legal fees 2,452.06 Bright Electrical Supply Co. Repair Maintenance Supplies 1,517.75 Maintenance and repair supplies 499.90 Capital One National Association Pan, Bowls, Utensils 12/31/15 311.77 Costco Purchasel/4/16 - 1/21/16 648.41 CBS Awards Retirement plaque for C. Oshgan 70.00 CDS Office Systems, Inc. Microphone for Investigations 30.00 CDW Government, Inc. Maintenance and repair supplies 11.68 Keyboard/mice combos for FD Clarys 117.00 MS Office Std for Fire 230.91 Century Cleaners Uniform Cleaning 16.60 Uniform Cleaning 1.83 Uniform Cleaning 17.43 Uniform Cleaning 20.25 Conrad Polygraph, Incorporated Polygraph Tests 640.00 Polygraph Test 160.00 Cook County Recorder of Deeds Cook county recorder of deeds 396.00 Costar Realty Information, Inc. Costar Services 542.09 Crystal Court Shopping Center March rent for the CCC 5,914.97 De Lage Landen Financial Services, Inc. Copier Lease Payment 1,690.20 CCC 260.55 DeAno & Scarry, LLC Legal 2,025.00 Defensive Edge Training & Consulting Register M. Weger for AR15/M16 Armorer course 04/06-07/16 395.00 Dirtbusters Auto Detailing, Inc. Cleaning for P-17 142.00 Service for P-17 10.00 Discount Media Products, LLC DVDs 211.68 Dolan, John Lunch for Staff Meeting Attendees 95.16 Dreisilker Electric Motors, Inc. Maintenance and repair supplies 17.80 Dynegy Energy Services, LLC Electrical Service Delivery 5,786.29 Emergency Medical Products BP Cuffs 190.37 Enterprise Rent -a -car SIU vehicle rental: 12/03-12/31/15 647.03 SIU car rental 01/01-29/16 647.02 Eterno, David G. 2016 January Billing 375.00 Experian Background checks -January, 2016 77.96 Fawley's Inc. Name tags for 6 SAFER hires 335.20 Federal Express Corp Shipping for radio repair 42.88 Fire Pension Fund Fire Pension 23,725.92 Glacken, Charles G. Register M. Landeweer for training class 04/18-19/16 275.00 Grainger Inc. Maintenance and repair supplies 440.30 Maintenance and repair supplies 56.80 Bosch Cordless Reciprocating Saw 414.80 Village Board Meeting - February 16, 2016 Page 1 of 8 Page 5 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount Greater Cook County Police Captains Association 2016 Membership: R. Smith 30.00 2016 Membership: D. Zboril 30.00 2016 Membership: T. Griffin 30.00 2016 Membership: J. Garris 30.00 2016 Membership: M. McGuffin 30.00 2016 Membership: T. Janowick 30.00 2016 Membership: E. Szmergalski 30.00 Griffin, Timothy Reimburse expenses: Recruiting website renewal 302.63 Guardian Emp. Dental Plan February 2016 10,153.45 Hall Signs, Inc. General Making Materials 911.50 Heart Printing Inc. Pedestrian Stop & Frisk forms 291.14 Heinking, Jill Reimbursement for MRC supplies 8.79 Reimbursement for MRC supplies 66.45 Reimbursement for MRC supplies 59.87 Reimbursement for MRC supplies 13.48 Home Depot U.S.A., Inc. Home Depot Statement 12/22/15-1/21/16 1,228.80 Home Depot Statement 12/22/15-1/21/16 31.24 Hy -Viz, Inc. 38 Hydrant Markers 800.00 IAFSM Training Expenses 410.00 Training Expenses 410.00 ICMA Retirement Trust - 457 ICMA 457 21,854.40 Illinois Department of Revenue IL State Withholding 73.71 IL State Withholding 27,922.42 IL State Withholding 23.72 Illinois Dept.of Agriculture Training Expenses 15.00 Training Expenses 15.00 Illinois Public Employer Labor Relations Assn 2016 Public Sector Employment Law Seminar -1. Bokina 195.00 2016 Public Sector Employment Law Seminar - R. Kast 195.00 Illinois State Police Background checks 119.00 IMRF IMRF 164,481.42 Internal Revenue Service Federal Withholding 457.61 Federal Withholding 376.41 Federal Withholding 179,391.17 Federal Withholding 259.45 International Association of Chiefs of Police 2016 Membership: M. McGuffin 150.00 2016 Membership: S. Burrell 100.00 2016 Membership: T. Griffin 225.00 2016 Membership: T. Janowick 225.00 2016 Membership: M. Angarola 100.00 International Union of Operating Engineers UOE PW Membership Dues 1,157.52 IT -Stability Systems, LLC Second half of invoice 375.00 J.P. Morgan Chase Bank N.A. Credit Card Purchases - December 2015 3,331.73 JACAM Inc Refund Building Fee Permit #15-0520 (1405 S Busse Rd) 50.00 Jarog, Lynn M. Mileage Reimbursement 1/15/16 18.79 Mileage Reimbursement 1/28/16 9.94 Mileage Reimbursement 2/2/16 7.24 Jeffrey Elevator Company Equipment Maintenance and Repair 2,600.00 JOBTARGET LLC. Job Posting -EMS Coordinator 275.00 Kidd, Daniel Reimburse expenses: Refreshments for Investogations' Operation 59.80 Kiesler Police Supply, Inc. Miscellaneous aamunition 7,053.16 Klein, Thorpe and Jenkins, Ltd. 2015 December billing 53,835.41 KnowBe4, Inc. End-user Security Awareness Training 5,737.50 Kozlowski, Stanislaw Refund Overpayment Police Ticket# P3945036 20.00 L & B Business Services Inc. Maintenance and repair supplies 138.85 Lands' End Business Outfitters VMO credit Lands End (34.10) HR supplies 82.60 Laner Muchin 2015 December legal billing 5,346.46 Login, Inc. Quarterly payment (3 of 4) for IACP Net service 306.25 Lorman Education Services Training Expenses 99.00 McVeigh -Cushing, Cathleen A. Edit Library Life January 650.00 Menard Inc. Street light supplies 32.46 Mercommbe, Inc. Maintenance and repair supplies 328.44 Metro Federal Credit Union MP Fire Local 4119 Dues 2,316.60 Metropolitan Alliance - Police MP Police Association Dues 1,379.00 Miller, James NFPA 2016 Annual Membership- Miller 125.00 Mobile Print Inc. Business cards: Brogan, Angarola, Garris 112.52 Village Board Meeting - February 16, 2016 Page 2 of 8 Page 6 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount Morrison Associates, Ltd. Professional Development 997.50 Murugesan, Selvakemar Refund Overpayment Police Ticket# P3945249 50.00 National Fire Sprinkler Assoc. Training- Eckert & Pikora 500.00 Training- Eckert & Pikora 250.00 National Safety Council Training Expenses 450.00 Nationwide Mutual Insurance Company Nationwide 457 11,538.11 NCPERS Group Life Ins. IMRF Llfe Ins 377.60 Neopost USA Inc. Postage Machine Replenishment - 01/25 3,000.00 NICOR Natural Gas Consumption 89.43 Natural Gas Consumption 43.63 Natural Gas Consumption 79.60 Nimmo, Stephanie & Robert Transfer Stamp Rebate 720.00 Northeastern III. Pub. SafetyTrng. Instructor I-Wnek,Schlenbecker,Rodewald 1/18-20, 1/25-26 1,350.00 Northern Illinois Police Alarm System Language line - December, 2015 117.00 NI PAS membership assessment 05/01/16-04/30/17 400.00 2016-2017 Emergency services team assessment 3,300.00 2016-2017 Mobile Field Force Assessment 1,135.00 Northwest Municipal Conference 2016 NWMC Legislative Brunch 270.00 Northwest Police Academy Training seminar: So You're Not Fit for Duty, Now What? 01/14/1 125.00 Northwest Suburban United Way United Way 103.05 Northwestern University Register R. Kane for School of Police Staff & Command 03/14-05/2 3,400.00 Register D. Kidd for Supervision of Police Personnel 02/29-03/11 900.00 Lodging for R. Kane for SPSC 03/14-05/20/16 6,865.00 On Time Embroidery Inc. Dive Team Members Clothing 66.00 Pentegra Systems Audio Engineering for Board Room 418.75 Petty Cash Petty cash- Human Services - January 2016 99.00 Petty Cash 01/16 156.55 End of 2015 Petty cash replenishment 199.46 Police Pension Fund Police Pension 29,564.83 Red Wing Shoe Store Safety Shoe Allowance 180.00 Reliance Standard Life Insurance Co. Short Term Disability 2,805.28 Ronco Industrial Supply Custodial Supplies 33.00 Schroeder, William Reimbursement -Schroeder 162.09 Sears Commercial One Account Small Tools 135.94 SHI International Corp. iPad Keyboard/Case for M Eterno 81.00 iPad Air 2 for M Eterno 567.00 VMware Support Renewal 11,402.00 Staples Contract & Commercial, Inc. Whiteboard for Station 14 220.89 Office Supplies 27.10 State of Illinois Internet Service 724.00 Steiner Electric Company Maintenance and repair supplies 263.46 Stephen A. Laser Assoc.,p.c. Assessments for 14 Candidates 7,700.00 Assessment 750.00 Assessments 2,100.00 Recruit candidate written exam 8,788.00 Assessment 550.00 Strategic Insights, Inc. Capital Planning Software 4,725.00 Suburban Building Officials Conference 2016 SBOC- Membership# 5156361 75.00 Sullivans Law Directory Demolition - 12/3/15 (Chicago Daily Law Bulletin) 581.00 Super Construction Inc Refund Building Fee Permit #15-1240 (1006 Beechwood Dr) 75.00 Systems Forms, Inc. Budget covers, backs 85.00 T.P.I. January Services 24,379.50 Thanopoulos, Marianthi NWMC Local Comm Jan 2016 Lunch Meeting 11.75 Thompson Elevator Inspections Elevator Inspections 150.00 Elevator Inspections 1,447.00 Elevator Inspections 112.00 TJ Conevera's, Inc. Ammunition 9,150.00 TKB Associates, Inc. 2015 scanning for planning & building 11,125.70 TransUnion Risk and Alternative Data Solutions Inc Background checks -January, 2016 150.50 Tritech Forensics, Inc. Evidence collection supplies for Patrol 124.00 Uram Ruppen Enterprises, Inc. Radio Headset Repair 954.94 Verizon Wireless Services LLC Cellular Service & Equipment Charges - 12/20/15 - 1/19/16 6,993.52 Village of Mount Prospect Flex - Medical 9,579.76 Wal-Mart Community Custodial Supplies 202.57 Warehouse Direct Office Supplies 327.05 Wide Open West Fire St#14 - Data & Internet Services (Tl) 1/20/16-2/19/16 233.00 Fire Main - Data & Internet Services (Tl) 1/20/16 - 2/19/16 233.00 Village Board Meeting - February 16, 2016 Page 3 of 8 Page 7 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount Wisconsin Department of Revenue WI State Withholding 646.05 WISCTF Garnishment 542.48 Zboril, David Reimburse expenses: Refreshments for Investigations' Operation 78.91 001 General Fund Total $ 739,078.87 020 Capital Improvement Fund American Building Services Public Building Improvements $ (517.62) Public Building Improvements 640.46 D & S Enterprise Group, Inc. Video Projectors for Board Room Upgrade 15,003.65 EWS Consultants, Inc. Public Building Improvements 350.00 Gewalt Hamilton Assoc. Professional Services 3,993.48 Northwest Central 9-1-1 System Motorola Subscriber Financing - February 2016 10,603.91 Red Hawk Security Systems, LLC 60% of Project 48,148.80 Proxy Cards 915.00 020 Capital Improvement Fund Total $ 79,137.68 022 Downtown Redevelopment Construction Fund Northwest Properties Llc NW E Sales Tax Rebate 9/1/15-11/30/15 $ 29,626.31 022 Downtown Redevelopment Construction Fund Total $ 29,626.31 023 Street Improvement Construction Fund Ciorba Group Inc Traffic Improvements $ 4,010.23 MDS Technologies, Inc. Street Resurfacing Project 7,374.00 023 Street Improvement Construction Fund Total $ 11,384.23 024 Flood Control Construction Fund Dynegy Energy Services, LLC Electrical Service Delivery $ 233.41 024 Flood Control Construction Fund Total $ 233.41 040 Refuse Disposal Fund AT & T Service 1/16/16 - 2/15/16 $ 3.76 ICMA Retirement Trust - 457 ICMA 457 70.78 Illinois Department of Revenue IL State Withholding 356.38 IMRF IMRF 3,551.97 Internal Revenue Service Federal Withholding 3,221.35 International Union of Operating Engineers IUOE PW Membership Dues 121.11 Menard Inc. Leaf Truck Boxes 128.57 Leaf Truck Boxes 30.97 Nationwide Mutual Insurance Company Nationwide 457 252.84 NCPERS Group Life Ins. IMRF Llfe Ins 17.60 Third Millennium Assoc.inc. December 2015 Refuse Billing w/Insert 795.53 Village of Mount Prospect Flex - Medical 117.72 040 Refuse Disposal Fund Total $ 8,668.58 041 Motor Fuel Tax Fund Commonwealth Edison Electrical Service Delivery $ 55.40 Electrical Service Delivery 48.09 Electrical Service Delivery 70.99 Cook County Government Traffic Signal Maintenance 3,302.25 Dynegy Energy Services, LLC Electrical Service Delivery 20,162.97 Morton Salt, Inc Salt/De-Icing Agents 12,863.87 041 Motor Fuel Tax Fund Total $ 36,503.57 042 CDBG De Lage Landen Financial Services, Inc. Copier Lease Payment $ 94.80 ICMA Retirement Trust - 457 ICMA 457 450.00 Illinois Department of Revenue IL State Withholding 47.43 IMRF IMRF 623.46 Internal Revenue Service Federal Withholding 453.49 Northwest Center Against Sexual Assualt CDBG- 1st Qtr Subrecipient 2,000.00 Pads to Hope, Inc. CDBG- 1st Qtr Subrecipient 3,750.00 Suburban Primary Health Care Council CDBG- 1st Qtr Subrecipient 2,003.88 Village of Mount Prospect Flex - Medical 31.25 042 CDBG Total $ 9,454.31 043 Asset Seizure Fund Precision Service & Parts Battery for Seized Toyota Camry 1-62 $ 94.19 043 Asset Seizure Fund Total $ 94.19 Village Board Meeting - February 16, 2016 Page 4 of 8 Page 8 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount 046 Foreign Fire Tax Board Fund Maestranzi Bros.knife Sharpening Service Annual Billing for Knives -3 Fire Stations 1/2016-12/2016 $ 390.00 046 Foreign Fire Tax Board Fund Total $ 390.00 050 Water and Sewer Fund Alois Holter Utility Refund $ 20.83 American Future Systems, Inc. Training Expenses 94.56 American Waterworks Assoc. Training Expenses 250.00 Training Expenses 64.00 Training Expenses 250.00 Training Expenses 128.00 Training Expenses 192.00 Training Expenses 128.00 Training Expenses 64.00 Andrew Arbis Utility Refund 48.48 AT & T Service 1/16/16 - 2/15/16 250.91 B&W Control Systems Integration SCADA Wireless 9,054.79 Professional Services 4,005.21 Professional Services 1,587.00 Badger Meter Inc ARM Sytems 5,998.38 AMR Systems 4,105.62 AMR/AMI System 546.00 AMR/AMI System 4,250.56 AMR Systems 5,959.00 Baxter & Woodman, Inc. Combined Sewer Improvements 808.24 Century Cleaners Uniform Cleaning 16.60 Uniform Cleaning 1.82 Uniform Cleaning 17.42 Uniform Cleaning 20.25 Dynegy Energy Services, LLC Electrical Service Delivery 1,616.62 Frank Monteleone Utility Refund 20.83 Gordian Fund LP Utility Refund 47.15 Grainger Inc. Repair Maintenance Supplies 324.42 HBK Water Meter Service Water Meter Installations 298.45 ICMA Retirement Trust - 457 ICMA 457 1,385.95 Illinois Department of Revenue IL State Withholding 2,890.61 IMRF IMRF 28,085.96 Internal Revenue Service Federal Withholding 24,912.15 International Union of Operating Engineers UOE PW Membership Dues 1,133.05 James Marra Utility Refund 8.94 Joyce M. Vanbuskirk Utility Refund 29.82 Karl J. Streitenfeld Utility Refund 5.09 Marge Tampa Utility Refund 47.35 Mario Torres Utility Refund 47.50 Martam Construction Contractual Hauling 2,796.41 Contractual Hauling 2,138.00 Contractual Hauling 2,261.00 MUNIPLY LLC. Water Meter 18,900.00 Water Meters 540.00 Nationwide Mutual Insurance Company Nationwide 457 340.89 NCPERS Group Life Ins. IMRF Llfe Ins 44.80 NICOR Natural Gas Consumption 95.32 Natural Gas Consumption 205.92 Northwest Suburban United Way United Way 21.00 NW Suburban Municipal Joint Action Water Agency JAWA - December 2015 514,669.00 Overeem, Matt Travel and Meeting Expenses 504.96 Peerless Midwest Inc Equipment Maintenance and Repair 2,500.00 Maintenance and repair supplies 5,950.00 Pipeview, LLC Combined Sewer Improvements 6,932.25 Reliance Standard Life Insurance Co. Short Term Disability 119.96 Suburban Laboratories, Inc. Water Sample Testing 209.25 Water Sample Testing 568.75 Tank Industry Consultants, Inc. Professional Services 4,250.00 Third Millennium Assoc.inc. January 2016 Utility Billing 2,391.76 Verizon Wireless Services LLC Cellular Service & Equipment Charges - 12/20/15 - 1/19/16 407.96 Village of Mount Prospect Flex - Medical 471.79 050 Water and Sewer Fund Total $ 665,034.58 Village Board Meeting - February 16, 2016 Page 5 of 8 Page 9 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount 051 Village Parking System Fund Illinois Department of Revenue IL State Withholding Desman, Inc. Professional Services $ 1,490.00 ICMA Retirement Trust - 457 ICMA 457 8.99 Illinois Department of Revenue IL State Withholding 47.29 IMRF IMRF 501.98 Internal Revenue Service Federal Withholding 400.10 International Union of Operating Engineers UOE PW Membership Dues 18.67 Nationwide Mutual Insurance Company Nationwide 457 9.96 NCPERS Group Life Ins. IMRF Llfe Ins 4.40 Petty Cash Petty Cash 01/16 20.00 Village of Mount Prospect Flex - Medical 35.22 051 Village Parking System Fund Total Petty Cash 01/16 $ 2,536.61 052 Parking System Revenue Fund ICMA Retirement Trust - 457 ICMA 457 $ 6.02 Illinois Department of Revenue IL State Withholding 33.94 IMRF IMRF 368.30 Internal Revenue Service Federal Withholding 285.52 International Union of Operating Engineers UOE PW Membership Dues 12.46 Nationwide Mutual Insurance Company Nationwide 457 6.65 NCPERS Group Life Ins. IMRF Llfe Ins 3.60 NICOR Natural Gas Consumption 218.61 Nutoys Leisure Products Street Bicycle Racks 1,345.00 Petty Cash Petty Cash 01/16 22.00 Union Pacific Railroad Metra Land Lease - November & December 2015 6,686.16 Village of Mount Prospect Flex - Medical 27.90 052 Parking System Revenue Fund Total $ 9,016.16 060 Vehicle Maintenance Fund Abbott Rubber Co., Inc. Vehicle Maintenance Supplies $ 198.18 Arlington Heights Ford 526 axle gaskets 8.76 Arlington Power Equipment Vehicle Maintenance Supplies 63.44 Vehicle Maintenance Supplies 60.51 Vehicle Maintenance Supplies (56.22) AT & T Service 1/16/16 - 2/15/16 9.40 Catching Fluidpower 2717 hose and fittings 94.71 EJ Equipment Vehicle Maintenance Supplies 166.82 Fire Service, Inc. Vehicle Maintenance Supplies 33.84 Flink Company Plow lift cylinders 1,868.50 Foster Coach Sales Inc. 526 mudflaps 33.17 Global Emergency Products 518 panel latches 102.17 Grainger Inc. Vehicle Maintenance Supplies 53.10 Heritage -Crystal Clean, Inc. Equipment Maintenance and Repair 50.00 ICMA Retirement Trust - 457 ICMA 457 1,295.66 Illinois Department of Revenue IL State Withholding 1,470.67 IMRF IMRF 13,543.11 Internal Revenue Service Federal Withholding 12,906.01 International Union of Operating Engineers UOE PW Membership Dues 582.54 Leach Enterprises, Inc. Vehicle Maintenance Supplies 76.33 Vehicle Maintenance Supplies 21.25 Vehicle Maintenance Supplies 49.88 Vehicle Maintenance Supplies 80.35 Lund Industries, Inc. Vehicle Maintenance Supplies 167.20 Mcmaster-carr Supply Co. Cart wheels and lube 157.65 Paintbrushes 74.50 Handle grips 16.48 Morton Grove Automotive 4520 alternator 225.24 MPC Communications & Lighting Vehicle Maintenance Supplies 395.00 Napa -Heights Automotive Supply 311 starter 143.74 4516 breather filter 7.62 4520 belt 42.00 NCPERS Group Life Ins. IMRF Llfe Ins 48.00 Northwest Suburban United Way United Way 5.00 P.R. Streich & Sons, Inc. Equipment Maintenance and Repair 2,674.50 Patlin Incorporated Vehicle Maintenance Supplies 453.99 Vehicle Maintenance Supplies 333.09 Village Board Meeting - February 16, 2016 Page 6 of 8 Page 10 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount Precision Service & Parts P-6 ball joint 51.85 Reliance Standard Life Insurance Co. Short Term Disability 97.34 Ronco Industrial Supply Small Tools 94.34 Rush Truck Centers of Illinois, Inc. 2754 engine block heater 198.32 2754 Air Brake Inversion Valve 212.71 Air brake fittings 14.10 Sid Tool Co., Inc. Vehicle Maintenance Supplies (38.81) Bolts, nuts, washers, hose clamps, butt connectors 469.46 Electrical connectors, screws, cable ties and hose clamps 330.31 Spring Align of Palatine, Inc. Equipment Maintenance and Repair 1,718.90 Terrace Supply Company Vehicle Maintenance Supplies 22.90 Verizon Wireless Services LLC Cellular Service & Equipment Charges - 12/20/15 - 1/19/16 231.62 Village of Mount Prospect Flex - Medical 379.18 West Side Tractor Sales Oil, air, hyd, fuel filters 325.28 Loader bucket shoes 389.63 Oil, fuel filters and window latch 352.22 2717 latch screw 20.72 060 Vehicle Maintenance Fund Total 061 Vehicle Replacement Fund Suburban Accents Inc Graphics & lettering on P-7 061 Vehicle Replacement Fund Total 063 Risk Management Fund Cannon Cochran Management Services, Inc. Initial Funding for WC Claims Account Intergovernmental Per.ben.coop IPBC - February 2016 International Union of Operating Engineers Family Insurance Coverage 063 Risk Management Fund Total 070 Police Pension Fund Hoskinson, Thomas Reimbursement- IPPFA Registration Fee 2/10/16 Illinois Public Pension Fund Association 2016 Annual Membership Internal Revenue Service Federal Withholding Mesirow Financial Investment Management, Inc. Inv Mgr Fees 10/1/15 - 12/31/15 SFAM, LLC Inv Mgr Fees 9/30/15 - 12/31/15 070 Police Pension Fund Total 071 Fire Pension Fund Internal Revenue Service 071 Fire Pension Fund Total 073 Escrow Deposit Fund 3D Brick Paving A-1 Sewerand Water Contractors Inc ABC Plumbing & Heating Cooling Electric All Star Roofing American Deck Builders Inc Associated Heating Group Bak Brothers Beran, Scott A Brick and Land Custom Designs Carmen & Sons Chojowski, Eugene Cieplik, Daniel Compass Real Estate Services LLC Conoscenti, Deanna Erdmann Exteriors and Construction Inc Evolution Plumbing Inc Foodworks Hospitality Group Four Seasons Heating and A/C Heil, Patricia 1 & S Plumbing Inc 1 Paluch Construction JACAM Inc Federal Withholding Refund Escrow Permit# 14-2349 (603 N Elmhurst Ave) Refund Escrow Permit # 15-2544 (515 Na Wa Ta Ave) Refund Escrow Permit# 15-1250 (113 S Edward St) Refund Escrow Permit# 15-1995 (1702 N Larch Dr) Refund Escrow Permit# 15-2204 (912 S William St) Refund Escrow Permit # 15-0865 (249 E Prospect Ave #100) Refund Escrow Permit# 15-1293 (121 Wa Pella Ave) Refund Escrow Permit# 15-2536 (1416 N Lama Ln) Refund Escrow Permit# 15-1669 (1260 N Wheeling Rd) Refund Escrow Permit # 15-0932 (717 S Emerson St) Refund Escrow Permit# 15-0770 (304 N Stratton Ln) Refund Escrow Permit# 15-0575 (201 N Pine St) Refund Escrow Permit # 15-1650 (517 Dempster St) Refund Escrow Permit# 15-0821 (1915 EYuma Ln) Refund Escrow Permit # 13-1840 (701 E Prospect Ave) Refund Escrow Permit# 15-1603 (408 N Wille St) Refund Escrow Permit # 15-0061 (808 S Edgewood Ln) Refund Escrow Permit # 16-0028 (914 S Lancaster Ave) Refund Escrow Permit# 15-0486 (211 Randhurst Village Dr) Refund Escrow Permit # 15-2546 (1403 Orange Ct #B) Refund Escrow Permit # 15-0779 (1117 S Sprucewood Dr) Refund Escrow Permit # 15-1493 (400 North Pine St) Refund Escrow Permit# 15-2118 (832 E Rand Rd) Refund Escrow Permit# 15-0520 (1405 S Busse Rd) $ 995.00 $ 995.00 $ 60,000.00 487,892.78 6,575.00 $ 554,467.78 $ 150.00 795.00 50,369.29 5,755.70 12,923.00 $ 69,992.99 $ 48,597.10 $ 48,597.10 $ 200.00 125.00 75.00 25.00 75.00 125.00 200.00 125.00 75.00 150.00 200.00 200.00 125.00 200.00 50,000.00 200.00 250.00 125.00 125.00 125.00 200.00 500.00 150.00 200.00 Village Board Meeting - February 16, 2016 Page 7 of 8 Page 11 of 177 VILLAGE OF MOUNT PROSPECT List of Bills January 27 - February 9, 2016 Fund Vendor Name Invoice Description Amount Matheson, Milan E Refund Escrow Permit # 16-0037 (202 N Stevenson Ln) 125.00 MD Landscaping & Design Inc Refund Escrow Permit# 15-0485 (1808 W Willow Ln) 125.00 Miller, Robert Refund Escrow Permit# 15-0453 (1605 N Larch Dr) 125.00 Mount Prospect Pancake House Corp Refund Escrow Permit # 15-2528 (401 E Euclid Ave) 125.00 MP Fiesta Market Inc Refund Escrow Permit# 15-0866 (1902 S Elmhurst Rd) 75.00 O'Connor, Cindy Refund Escrow Permit# 15-1321 (1727 W Martin Ln) 250.00 Oplawski, John A.T. Refund Escrow Permit # 16-0063 (1451 Semar Ct) 125.00 O'Shaughnessy, Dennis Refund Escrow Permit# 15-2382 (906 S Elmhurst Rd) 75.00 Palomo, Douglas Refund Escrow Permit # 16-0049 (513 We Go Trl) 125.00 Patel, Mitesh Refund Escrow Permit# 14-0538 (1827 W PheasantTrl) 200.00 Podraza, Tomasz Refund Escrow Permit# 15-0516 (120 N Wille St) 200.00 Ponce Landscaping Refund Escrow Permit# 15-1674 (475 Enterprise Dr) 150.00 Quality Plumbing Services Inc Refund Escrow Permit# 16-0061 (1400 W Willow Ln) 125.00 RJ Concrete Refund Escrow Permit # 15-0615 (900 Na Wa Ta Ave) 200.00 Royal Gardens Landscaping Refund Escrow Permit # 15-1433 (405 Na Wa Ta Ave) 125.00 Royal, Jason M & Lisa M Refund Escrow Permit # 15-1384 (700 S Emerson St) 200.00 Sebastians Heating and Cooling Refund Escrow Permit # 15-1078 (602 N Elmhurst Ave) 125.00 Stasiak, Jan Refund Escrow Permit # 15-1907 (602 N Elmhurst Ave) 200.00 Stolton, Stephen Refund Escrow Permit # 15-1793 (709 W Lams Ct) 125.00 Super Construction Inc Refund Escrow Permit# 15-1240 (1006 S Beechwood Dr) 200.00 Taraszka, Robert Refund Escrow Permit# 15-1229 (121 S Waverly PI) 125.00 Third District Circuit Court Bond Check 1/28/16 400.00 Bond Check 2/2/16 1,750.00 Bond Check 2/9/16 475.00 Tobin, Teresa Refund Escrow Permit# 15-0322 (1402 Plum Ct# D) 125.00 Toni Development Refund Escrow Permit# 15-0639 (1828 E Sitka Ln) 100.00 Ungaro, Joe Refund Escrow Permit # 15-2394 (527 Dempster St) 125.00 United Structural Systems Inc Refund Escrow Permit # 15-0860 (916 S School St) 100.00 Refund Escrow Permit #15-0860A (916 S School St) 25.00 Universal Restoration Services Refund Escrow Permit# 15-1468 (1706 Forest Cove Ct) 200.00 Weber, Paul Refund Escrow Permit# 16-0029 (702 W Sunset Rd) 125.00 Wemlinger, Jr, Edward G Refund Escrow Permit # 14-2562 (712 S Crestwood Ln) 125.00 Wojtaszczyk, Piotr Refund Escrow Permit# 15-2467 (280 N Westgate Rd#221) 200.00 Zanoni, Steven B Refund Escrow Permit # 15-0617 (808 S Elmhurst Rd) 75.00 073 Escrow Deposit Fund Total $ 60,725.00 Grand Total $ 2,368,262.63 Village Board Meeting - February 16, 2016 Page 8 of 8 Page 12 of 177 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village President and Board of Trustees TYPE: Motion From: Finance Director SUBMITTED BY: DEPARTMENT: DATE: David Erb Finance 02/10/2016 SUBJECT: Monthly Financial Reports - January2016 SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: GOVERNANCE: Financial sound, providing exceptional service ------------------------------------------------------------------------------------------------------------------------ BACKGROUND: BUDGET IMPACT: RECOMMENDATION: ALTERNATIVES: MOTION REQUIRED: Approve Monthly Financial Reports for January 2016 MANAGER'S MEMORANDUM: This is the monthly financial report for the month of January 2016. Finance Director Dave Erb twill be available to anter any questions the Village Board may have regarding this matter. ATTACHMENTS: Description Revenue/Expense ❑ Report - January 2016 Type Upload Date File Name Backup Material 2/10/2016 01 January_Board_Report_for_Uploading.pdf Village Board Meeting - February 16, 2016 Page 13 of 177 ❑ Treasurer's Report - Backup Material 2/10/2016 Combined—Treasurer s Report_1-16.pdf January 2016 Village Board Meeting - February 16, 2016 Page 14 of 177 Village Board Meeting - February 16, 2016 Page 15 of 177 o N M� I W � W Village Board Meeting - February 16, 2016 Page 15 of 177 = L `�° 0 M ■2 W 70 ■ V rl i O -- a J C �A Q Ol c V �m U L.L c O L O •L c O a c a W L VI c C O O CE y c d O - 12 F 1 U 3 �N N O Ol N m Q O 0] >_ E -O C E � Q N O O "O Q 0] CD m O i0 N OOl a0 .�-I Obi vel O N O M N O N 7 .M -I a00 .M -I 7 7 N O m n T } o��m�oIQNIQo In m ip ON N 1� 7 N IOA a 10 O a O O N 7 N O Ib C9 .--i N Ol M 7 M O N O IA O N 0000000000 O Ib C9 �N Ol M 7 M O N O IA O O O O O O O O O O O O O O O O O O O O 7 .--I 10 10 V� .ti 7 O T m 7 Ill 7 m IA co O c .--I N a M 7 Lf1 m rl N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N O O O O O N O O � iD O O Vl .--i Ili ri v o of w 7 Ill 7 m Ill co O ,5 .--I N a M 7 rl N d c � � v li d d O Lon N H C N C N O N d E L2 N c O i E C Z ~T R N W IOL N w N C i i N O N d5 iL c a � O LU � L C J - O S U iL S H O O n v c W Village Board Meeting - February 16, 2016 1 Page 16 of 177 = L `�° O■ o M } /■O� + O ■ V ++ c W ~>N N C > i IT O E c lL 0 0 0 0 0 �A 0 0 Q 7 O Ol c V O O C C �m 7 U 10 n 00 N O 1� LL c o T a a T L O •L c Ocn a c a W L VI c C O � O C y c d O F 1 U 3 �N N O Ol N m Q O O 0] -O C � Q N "O O. 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Q 0 0 0 O O + a +� 0 0 0 to to 0 0 0 0 rn Irn Irn 0 0 0 0 0 o IO IO � � C,IC,IC, O O O IO IO O O O O O� IT IT O O O 1-cc"3I-' O O O O O O O O O> n C O O IO O O n n O O ti ti tPr tPr J N O H 9 W = Z _ Z LL W w W V W �L H H d C 7 m co e O Village Board Meeting - February 16, 2016 14 Page 29 of 177 = L O M } ■O ■ V -- Oce a 0 4- J C �A Q Of � V �m U LL c O L O O a a W L VI C CO O � C y � c d O � F- 1 U 3 �N N O Ol N m Q O O 0] -O C ce Q N O O Q m O N N O O 0 l 7 O .ti T N T T ~ O O i0 7 N O cq O O O io m 7 O m O O 0 T ti N o u O 00000000 10 O 10 O N 00 00 O O O O O O O O O O O O O O O O O O O O O O m N O ti M O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N O lf) ~ T .--I W M ii o Ew on n a5 d o c z ~ a W LL d H d c N E LL C L L a U iL S C O O N T N M N O tPr 0 n 00 O 7 N n oo O O C, O O Lf1 H W tPr 00 O 7 N n oo O O C, W 7 n 00T O W O O T 10 Il) tPr O C> O O tPr J N O Village Board Meeting - February 16, 2016 15 Page 30 of 177 = L J N O M } ■O O ■ V � 9 = W 0 �rAw Z LL Q E o+ v c � � V �m T U LL c O L O •L c O a d s � c a u n 7 W ,y Lm 0 T L VI c C O � O C y c d O - F 1 U 0 3 o �N N O Ol o In o N m Q O O 0] -O C � Q N O O U 0 Q m O n O O 7 M O H th 0000 O O N O N k O N N O 7 1 i0 CO .--i O O �--I co W iA 19 O O O O IO IO O O O 10 10 10 to to O O O O O O O O O O O 00 10 O O rll,00 10 tPr O O W O eii Village Board Meeting - February 16, 2016 16 Page 31 of 177 J N O � 9 = W Z LL E W � yice+ T C Y A a s d s � u n 7 ,y Lm 0 T C o = W u 0 T N 0 o o In o ' O U S O Village Board Meeting - February 16, 2016 16 Page 31 of 177 = L `�° O■ M } /■O� ■ V 0 �rAw Q m c V �m U LL c O L O •L c Ocn a c a W L N c C O � O C y c d � F 1 U 3 �N N O O N m Q � an C O 0] -O C � Q N "O a Q m 0 o v o 0 0 o f fT f 0 o In o 0 o I O O M O O O f N f N f T O O I/1 O O O I O O M O O O f rl � N f N f � f O O O O O O i O O f lD 7 O O O O O O If O O O O O O f Of lD 7 H O O tD 7 eii O O 7 eii C Il Village Board Meeting - February 16, 2016 17 Page 32 of 177 = L `�° 0 M70 ■2 ■ V -- Oce a 0 4- J C �A Q m � V �m U L.L c o L O O a a W L VI C C O � p u C rn � d p - F 1 U 3 �N N p Ol N m Q O 0] >_ -p C ce Q N O O "p0 Q 0] T n O 110 110 O N O M M N N IA IA m m m rn Irn Irn �r �r 0 co 000 T O IC> IC> n IA N N M M M O O O n n n -vi- 119 7 7 C O O O N N N tPr tPr O O O O O O O O O a00 7 7 O N O 7 tp 7 7 O N J N O O � Village Board Meeting - February 16, 2016 18 Page 33 of 177 = L `�° n N A 1 M 1 O M > ■2 O f O N /� ■ V M O -- a V � v o i H H t c c ■� W OL U o c > o �A w o uc + + - E c m ++w tT } U c V U �m S O O U LL c O L O L c O a F- c a E W L N c C O O CE y c d O - 12 F 1 U 3 �N N E O N m Q � an � O 0] E -O C E � Q N "O a O "O Q � 0] w O i0 O O 7 O O n N A 1 M 1 J O f O N M 7 u � v o i H H t c c N 1 '-- W c > o w o uc + + o E c w ++w C > L L U ++ S O O -M c 00000 w O M O O O 7 M H O O O O O CD O O O N O O 10 w 7 a, ti O O O O O O O O O O O O O N O O D w 7 lf1 ti ZME w tp 7 ' M 1 M 1 Of Of N 1 w f O f tp � tPr Of O f tPr i Of Of N 1 w f O f tD Mal J N O v c W Village Board Meeting - February 16, 2016 19 Page 34 of 177 d J Ofn � tT � c w t c c Z W c > o 10 uc > E c w m L C > L L U iL S O O ZME w tp 7 ' M 1 M 1 Of Of N 1 w f O f tp � tPr Of O f tPr i Of Of N 1 w f O f tD Mal J N O v c W Village Board Meeting - February 16, 2016 19 Page 34 of 177 = L `�° J N O M70 O ■2 O � /� ■ V O -- a W J C w ++ � C �A Q W d 71 u Ol c V �m d U ,d, � LL c O L E 0 •L c O a u u ri c a p i G W u i L VI c CO O � C y c d O - F 1 U 3 �N N O Ol N m W O Q J R > L y _ U U S o O 0] >_ -O C � Q N "O O. Q Ib M } 'r o m 00 N N v o O CK? M O O N 000 N n N N 0 00 O co M M O N 00 ti tPr 0 O co M M O N 00 ti 0 Ib M O O O O 00 00 n ' 00 00 ti ti ti N N N O 7 N Village Board Meeting - February 16, 2016 20 Page 35 of 177 J N O O � H 9 C W Z LL w ++ � C W d 71 u m CL d ,d, � 0 a E 0 u u u ri to o p i G � u i W p O w c R ZIOL d c E iL W O J R > L y _ U U S o Village Board Meeting - February 16, 2016 20 Page 35 of 177 = L `�° O M70 ■2 /� ■ V O -- a V ■� OL U o �A - m Ol } c V �m U LL c O L O L c O a F- c a E W L VI c c O O CE y c d O - 12 F 1 U 3 �N N E Ol N m Q O 0] >_ E -O C E � Q N O 0 Q m - 1 O N o 0 N IA ip a N I N O w O O N N OA O 7 kc a O � ti ti ti N M Lf1 N � N O n O 7 IMA 7 i0 ti oc) O 0000 O 7 MA 7 i0 O Lf1 rl O 7 n N N 0 n O 7 7 M v c W Village Board Meeting - February 16, 2016 21 Page 36 of 177 = L `�° O■ M } /■O� ■ V J C �A Q Of � V �m U LL c O L O O a a W L VI C C O � O C y � cn d O F 1 U 3 �N N O Ol N m Q O O 0] -O C � Q N "O O. Q 0 0 m U c 0 Q O � T T T n OC) O 7 0 a O O O O O O �/1 M M N O 7 7 O O O O O O O O M M N O 7 7 N O 00 O tPr N O 00 Lr a I O O O O 10 10 N 00 N O 00 O tPr N O 00 Lr a O O T Il) a T tt O O O 10 10 N 0000 O C> O O O 10 10 N 00 J N O O F- Village Board Meeting - February 16, 2016 22 Page 37 of 177 = L `�° O M > ■2 /� ■ V O -- a V ■� OL U o �A - m Ol } � V �m U LL c O L O L 12 O a F- a 12 E W L + VI C C O � O C12 y � d O - F 1 U 3 �N N O Ol N m Q O 0] >_ -O C � Q N O O 00 Q 0] 0 0� n OC.) T n LQ O 0 01010 IA T IIA IIA N M i0 i0 7 M P P J N 0 - Village Board Meeting - February 16, 2016 23 Page 38 of 177 = L O M70 ■L2 ■ V V cecn > 0 4— ■,,moww p a -J U L f o m N D7 O � E - V �m U O L u O L � � O a 12 V12� C a E R W L C VI C p W C d 12 U � N N Ol M W C v � Q = m O -p p N I \ W Q 0 "O Q 0] N N 7 o- T N n of O M O O O O � Ln T N T 7 N o Lf1 O Ln O O O 1� a0 N n T O a0 O O �/1 a0 T Lf1 7 iO H i0 7 7 W 7 7 W O O O i0 W + N } - m � .--i � m T M O O m � O O O M 7 c 7 1l� cqn i0 O O � i0 O O O of m n .--I N ID M M 7 O m IA 1A p� i0 T M N ip O M �n 7 .--I O .--I nN a O kc O r,�, 7 a i0 IDO N M 7 N n 7 .--I .--I M n T (71 oc) 7 i0 M N ip pi N IA T .--I M O O T N O O O ip In Ln N .-I N a0 O O M 7 O O O M 7 7 O 7 O i0 1� N a Lr N a O ISA M m ti O O N oc) 7 N O pi N I T 1 N .--I M O O m N O O O M 7 7 O 7In O 0 1� m R N a ILn R N a c6 6 O ISA M oo .--I Oi 7 n A O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O w 00 Ta N N .c 0 O a T N a T � O n � c T In aM N 1� 7 1� i0 O 7 O. --i T N 7 Lf1 M 1� O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 7 O N a0 01 m O n W a a In kcO M a N a 1� 7 1� kc O 7 O 1� a0 M M n .--i O i0 �--i t0 N N O m O .--i .--I .--i M .--I O a N 7 M M M O n n M 0 n 0 N W T 7 0 N W T 7 Village Board Meeting - February 16, 2016 1 Page 39 of 177 = L O O■ O M } /O� ++ ■ V � W 7 N O .--I ++ M %Imm ■,,moww M o\� U 0 0 0 L 0 0 0 0 m c V 'r �m U 7 M O O O N L u O L � c a O O c a O O O w L C VI c p W C d c � U � N N Ol C Q = O -p >_ N I \ W Q 0 "O Q 0] 0 0 0 0'r o 0 ++000++ O O O O O ++ ++ ++ � W 7 N O .--I ++ M �--. M 0 0 0 0 0 0 0 0 'r N O O 7 M O O O N 1� O O O O O O O 0000000 O O O O O O O � W 7 N O .--I M �--. M 7 N M 1� O O O O O O O 0000000 � N � 7 N M 1� 7 � c 1 w w c c U o m S m S o IQ -br 0 0 00 00 a O O IO � � O co co a T O tPr O co co a T O tPr C? co co coIco a a J N O O c c w Village Board Meeting - February 16, 2016 2 Page 40 of 177 = L `�° O M 12 W■--I 70 p ■ V C O -- a V �=�� ■,,moww O� U L m c V �m U O L u O L � c a c a W L C N c p W C d c � U � N N O C Q = O -p C N I \ W Q 0 �m Q 7r c iy7[� O _ 1 _ � I U I I � C 0 O 1 0 0 0 0 0 0 0 0 O00 n ri m O O O In ++ m O+ + + + O O O M O O IA M O O O O 00 N 7 O O O R a 00 n N 7 7 W O O O O O O fT O O O MO M tp O 000(71000 C- M IL/1 c 7 O O O O O O T O O IA O M tp O O O O O O O O O O O O O O O O O O O O O O V n N (71 O 00 00 .N -I O O O O O O O O O 000000000 O O O 00 O 0000 00 n N m O 00 00 rl 'i l!1 7 00 .N -I '-I � c H L d c E E Y E >> U) ac ac v E E E 2 w c > n n n Y I R N O E In 1 n H > > > I w llxl f w O N fL c L C = r YO L 3. U O m O2: O S S 0 N i i 0 0 f C ti W � 1 N f J N O O F F 9 W = Z _ Z LL W yr CL a w d O a E m 'a m U O N O c c w Village Board Meeting - February 16, 2016 3 Page 41 of 177 = L + O■ + M } 7 /O� ■ V � � +++ T %Imm ■,,—ww U o o }' 0 0 0 L 0 0 0 m rn v m >_ V m �m a = w U (71M O O O o U a+ L u O L � s= i a E 0000000 a CL n o w L C VI C p d � 9 J7 � U � N N Ol M W C v � Q = m a 3 � o u O 0] >_ +• a � I \ W Q g 0 "O Q 0] o + O o + + + + IT 7 +++ + � � +++ T O 0 0 0 0 0 0 0 m rn v U, i z N w C m � a = w 01 (71M O O O O U a+ a d i E 0000000 CL n 0000000 O O O O O O O Ib IT 7 M O � � T O ~ u w M U, i z N w a = w O O O O O O O O O 0 0 0 N IN oto O IO C� C� O IO C> C� Village Board Meeting - February 16, 2016 4 Page 42 of 177 000000000 co O T 1� a, 00 0 7 O T .--I N � � N N n n co co M M M M M J N O O � ~ u w U, i z N w a = w U a+ a d i E CL n o y u 9 J7 � L a 3 � o u +• a u g � G o � N � N O IV � v d m y v � LL J In J U) N Y n n w z 1 w Yn w p • c X s w U o S rn° S S Village Board Meeting - February 16, 2016 4 Page 42 of 177 = L `° O■ M } /■O� M %Imm ■� OL U� Qo ~ "_ � ra m v 12 - V Um U y7 L u L � a 12 a E W L C � C p W C cn 13 3 U �N N Ol N Q m O -p � N W Q O Q � 00000 0 0 O o O o M O� Lf1 M 0 0 0 M M W Village Board Meeting - February 16, 2016 5 Page 43 of 177 = L 0 O■ O M } /O� ■ V O .--i O -- a V �=�� O N O %Imm ■,,—ww O o }' U o O c .--i L O O c NN 7 l!1 l!1 l Ib m c V O �m O O c> U 2 o 00000 L u O L � c a c a L L C VI c p W C d c � U � N N Ol C Q = O 0] >_ � I \ W 'L0 Q m 0 o 0 0 0 O O O 7 O M O .--i O .--I O O O O O O O N O O O O O c .--i O O c NN 7 l!1 l!1 l Ib O O O O O O O O O c> o 00000 N 0000000 O 7 O O O O O N O O O O O O O O 7 O M O .--i O .--I O O O O O O N N IA IA O O 7 00 b O 10 O O O O O O O 0000000 O M O O O N N l!1 l!1 l!1 O O 7 Ib O 0 Y c Ln Lc p c Y Z Y E Ln 0 n N o a w w 2 Y ° E a X a`� a`� m L L 0 0 0 0 S 0 O 'i rl 7 7 I? � tp Village Board Meeting - February 16, 2016 6 Page 44 of 177 = L T N IOA O M70 M ■L2 � 7 - ■ V N a m 7 V c l0 O .--I ■,,moww O 4-J g U T L 7 m c V �m U O O n IA O m m L u O O L � c 7 a 000000 c a W L C N c p W C d c � U � N N O c � Q � m w, � -p c m c N W I \ W Q O Q � m IA T O IA M 1� O o ( (71 o m N l0 IA O IA IA m N � tp O T N IOA .M -I 7 T M T � 7 - .N -I N N a m 7 0 111 c l0 O .--I '-I 00 T 7 N M O O n IA O m m a0 N O i0 1� 7 7 000000 00 N M O O n IA O 7IA 7 T m m a0 N O i0 1� 7 7 O O O O O O O m N � O i0 m c N 7 7 T N .--I l0 .--I '-I 00 T 7 O O O O O O O 0000000 N � O m O c r� N 7 7 a Tm O N .--I l0 .--I '-I T 7 0 n M J N O O F- 10 - Village Board Meeting - February 16, 2016 7 Page 45 of 177 = L `�° o rn i O M70 ■L2 i ■ V Ln O -- a V �=�� fn Ill 1 rl ■,,moww n O� U o n 2 m L O O E 3 fU N tT >_ V �m p i w U v c_ E m L u =,H O U O L � >_ a C a W L C N C p W C d � U � N N O p N Q m O -p C N I \ W Q O "O Q � 0] o m o o rn i i Ln E E H M 'i fn Ill 1 rl n o n 2 m O O E 3 M o o H Ian � 0 0 IA O O f\ n fT N M N � O � C�0m00 M fT N p ol N 7 0 O O N M N iD O C� O O O O O M N O O fT IA a0 O O 00000 O' --i M O O CO CO N O O OfT N O O N .--I 7 10 10 I � 'n i Ln E E i fn > n o n 2 W 1 n . ° E 3 Z '3 H I W a p p i w v c_ E m O U =,H O U M 0� 7 ' 00 f ti N 1 y} i v W Village Board Meeting - February 16, 2016 8 Page 46 of 177 = L `�° O M 12 W■--I 70 p ■ V C O -- o V �=�� ■,,moww O a \ U Yl L Q P o m N m >- V �m U o L u O L � >_ O a V� a w L C N C p W C d � F- U � N N O C Q = O -p C N I \ W Q 0 "O Q D] C9 rl�N O N O O O O O M 0)o n fT O N iD n O N O + + + } In 0 0 0 0 0 0 0 0 6 O 0 O � O O l n 7 .--I fb 7 N fT 7 Ln O O O O O O O O ��o�00000 10 00 fT n H 000000000 Lfl O O O O O O O O n (T O (T O O O O O ID 0 W 01 n O O O O O O O O O N 7 C 7 M O n0 O n 1/1 O iti . IA N O Ifl O O O O O O O O O 000000000 �mo�o N 7 1 7 M O n O n l O 10 .--I 00 Ifl N O Lfl I I Lfl 1 Ifl 1 L�fl 1 If1 1 0 C' O f n 1 00 f � 1 ePr a J N O � {7 Village Board Meeting - February 16, 2016 9 Page 47 of 177 = L `�° O M } ■O ■ V O -- a V �=�� > H ■,,moww Q U L m >_ V �m U LL o L u O L � >_ O a 12 F- U � a E W L VI C C p d � U � N N Ol C Q = O -p >_ N I \ W Q O Q � O ® � I - U i O Q 1 0 o rn 0 0 0 00 O O M 0 o m 0 0 0 c c a M N T rn 0 00 co a 0 O O O IO IO O O O IO IO O O O O O 0 O O 0 O O J N O Village Board Meeting - February 16, 2016 10 Page 48 of 177 = L `�° O■ O M } O F- � 0 W 9 In C L /O� Z w LL a i X w m ■ V L d a m a+ o W 7 u o 7 i d y a u i %Imm ■,,—ww 0 r U o o }' 0 c J o c L IN O a r w r Z Z m c V 6 C W �m a- J w R C U L U m O LL o L u O L � c O a 12 V� c a E W L C VI c p W C d c � U � N N Ol C Q = O 0] t= � I \ W 'L0 Q ¢m 7� c iy7[� O I ® f0 U _ i � c 0 1 0 0 0I0I0 � � 0 0 OIOIO O O O IO IO O O IO IO O O O O 0 0 0 to to 0 000 O O O o Village Board Meeting - February 16, 2016 11 Page 49 of 177 J N O O F- � 0 W 9 In C L Z w LL a i X w m n L d a m a+ o W 7 u o 7 i d y a u i a a 0 r 0 c J o c o W IN O a r w r Z Z — a 6 C W a- J w R C ' L U m O Village Board Meeting - February 16, 2016 11 Page 49 of 177 = L `�° O■ M } /O� ■ V %Imm ■,,—ww o }' U o L m >_ V �m U LL o L u O L � s= O a 12 V� C a E W L VI C C p d � U � N N Ol C Q = O 0] >_ � I \ W 'L Q o i �� 1 I ® � 1 U � ♦+ I � C J _ O Q 1 M 7 00 O O O O O O IO IO O O IO IO O O O O to to O O O O IO IO 0 0 0 01010 to to O O O o tPr tPr o 0 J N O � 9 W = M Z LL w y X w U. 7 D Ln a 0 v W Village Board Meeting - February 16, 2016 12 Page 50 of 177 = L `�° O M 12 W■--I 70 p ■ V C O -- a V �=�� > H ■,,moww O }� U L m c V �m U 2 L u O L � c a c a w L C VI c p W C d c � U � N N O1 p N Q m O 0] t= � I \ W Q O Q � 10 10 �000 0 M 0000 00 O O O Ips IT W W 00 n n n O O O M M� MVi O O O O O O O O O O O O O V1 O OV1 l!1 O O O 0 ID ID ID O O O O IO IO 000000 0 0 0 0 0 0 O0 0 O 0 0 O 0 0 In In In �000 tPr tPr T 4 Ln c In . 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O O O O O M 7 7 7 O �10 7 1� 7 n .N -I T O O 00 .--I n 7 Ib 7 N M O 7 O O O .--I O O IA O O O 7 .--i O O O O 000�oo�000��0000 N O Ib O M ti Ib 1 ti Ib rl Il) IA 7 N N I� n 7 N Lf1 Lf1 Lf1 O O O Q? O O O O O I,.Ni T O 7 N M O 7 'i rl CDOOOOCDOOOOOOOOOO O O O O O O O O O O O O O O O O O O T O 10 00 7 Ib M n 10 O I/1 Ib O .--I i0 .--I a .--I 7 c a N Il) N pi Ib M O 7 N M 7 N T M O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 0000000000000000 Zc .�-I a .M -I 7 c 0i 'ii Lri O N pi Ib M 7 O 7 N M 7 a0 T (71 i0 7 c oc) c N T M v m 3 I 66 i m i v 1 � I � v i L � O N J d E N i N N L J N C C +' N N N C ' W � OT In � C O. � E In n � O. N t0 N CO — N O. O- Y O. 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C M n ■ V 00 0 0 V ce cn 0 ■,,moww N o4-J\� U N co t M � L f o m c m N W C m p c 12 - V a �m S U O U LL o L u O L � c O CL 12 V� c a E W L C VI c p W C d c � U � N N O1 M W C v � Q = m � an O -p t= N I \ W Q "pp Q 0] ! -! O O O M n 0 . C M n I 00 0 0 N In 0 M N 0 N co t M � 0, n O O O to W O O O O M O O O O O 7 00000 M O O O O 7 3 � � n � n I o d N In V In N 0 N z w a2 c m c o w W C C m E N E L a U S U O O i 03 M O f 0 O f � f 7 y} i J N 6 Village Board Meeting - February 16, 2016 23 Page 61 of 177 Mowat Prospect Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE PRESIDENT AND BOARD OF TRUSTEES FINANCE COMMISSION FROM: FINANCE DIRECTOR DATE: FEBRUARY 10, 2016 SUBJECT: MONTHLY FINANCIAL REPORT — JANUARY 2016 Attached hereto are the cash position and investment statements of the Village for the month ended January 31, 2016. These statements provide a snapshot of the Village's cash position as of the month end date noted and are intended to supplement the budget revenue and expenditure summary and listing of bills you receive. The first statement presents the Village's cash position broken down by governmental and enterprise funds and trust and agency funds. The second statement presents the Village's cash position by fund type. The third statement presents the list of investments again broken down by governmental and enterprise funds and trust and agency funds. It is important to note that although we have included the trust and agency funds in the cash position report, these funds are not accessible for Village operations. They are restricted for pension and escrow funding only. Please read the summary that follows for further detail on the cash position of the Village. Cash and Investment Position Report — All Funds (page 1) This report provides a detail summary of cash and investments for the Village broken out by governmental/enterprise funds and trust/agency funds. Governmental funds include the General and Debt Service Funds, Special Revenue, Capital Project and Internal Service Funds. The Enterprise Funds consist of the Water/Sewer Fund and two (2) Parking Funds. Trust funds include the Village's two public safety pensions (Police and Firefighters') while the agency funds include the Escrow Deposit, Flexcomp Escrow and Library Bonds Escrow Funds. The Escrow Deposit Fund accounts for refundable deposits held by the Village to ensure completion of public improvements. The Flexcomp Escrow Fund accounts for employee payroll deductions pursuant to a Section 125 flexible compensation plan. The Library Bonds Escrow Fund accounts for the accumulation of monies for debt service payments. Governmental and Enterprise Funds - Cash and cash equivalents at December 31 were $36.2 million. During January, cash receipts totaled $5,419,795 while interest earnings were $4,893. Reductions to cash and cash equivalents during January totaled $6,220,743. Of this amount, payments to vendors were $4,789,555 and employee payroll and related expenses were $1,423,448. Other disbursements totaled $7,740. There was also a net increase in cash due to interfund activity of $2,825. Cash and cash equivalents at January 31 were $35.4 million. There was no cash of the Governmental or Enterprise Funds held in investments during the month of January. Funds were held in liquid money market accounts that are currently earning competitive rates of interest. Village Board Meeting - February 16, 2016 Page 62 of 177 Monthly Financial Report — January 2016 February 10, 2016 Page 2 Total cash and investments for Governmental and Enterprise Funds at December 31 were $36,206,796. Cash and investments at January 31 totaled $35,413,566. This is a decrease of $793,230. Trust and Agency Funds - Cash and cash equivalents at December 31 were $3.3 million. During January, cash receipts totaled $302,775. In addition, investment income for the month was $106,316 and outflows due to interfund activity totaled $2,825. There was also a net increase in cash due to investment activities of $760,177. Reductions to cash and cash equivalents during January totaled $896,218. Of this amount, payments to vendors were $191,929, employee payroll and related expenses were $661,700, payments related to the flexible spending program totaled $41,720. Other disbursements for the month were $869. Cash and cash equivalents at January 31 were $3.6 million. Total investments at January 31 were $107,903,551, a decrease of $4,951,297 from December 31. There were investment losses of $4,191,121 and a net transfer out totaling $760,177 that accounted for the change. Total cash and investments for Trust and Agency Funds at December 31 were $116,159,576. Cash and investments at January 31 totaled $111,478,503. This is a decrease from the balance at December 31 of $4,681,073. Summary of Cash Activity by Fund Type (page 2) This report provides a breakdown of the cash activity for the month broken down by fund type. This breakdown is useful in identifying where the activity (receipts and disbursements) is occurring. There are times during the year when activity in certain funds such as the capital improvement and special revenue funds is higher than normal. This will distort the financial picture of some of the other components of the governmental funds such as the General Fund which tends to be more level and predictable in terms of spending and receipt of revenue. Each month the report will provide detail explanation on activity of the General Fund, the Village's primary operating fund. The report will also provide additional information on fund types that experienced higher than normal activity for the month. Detail on the activity of the General Fund is highlighted below. General Fund — Cash and cash equivalents at December 31 totaled $12.2 million. During January, cash receipts totaled $3,022,932. Investment income for the month was $3,592. Significant cash receipts included sales and income taxes. Sales tax revenues for the month totaled $1,375,980. Of this amount, $1,260,280 was generated from the 1% state portion while $115,700 was generated from the .25% home rule portion. Sales taxes received in January are for October sales as there is a normal three-month lag in getting this distribution from the state. State income tax receipts for January totaled $649,409 representing 2 months of activity (October and November). The amount collected in January (for October and November) reflect a 7.0% increase over the prior year. H:WCCT\Treasurer's Report\2016\Monthly Cash Position Report -Janauary 2016.docx Village Board Meeting - February 16, 2016 Page 63 of 177 Monthly Financial Report — January 2016 February 10, 2016 Page 3 Disbursements from the General Fund for January included payments to vendors of $1,408,205 and payments for employee wages and benefits of $1,244,717. Interfund transfers of $710,978 for health premiums and vehicle lease and maintenance payments were also made during the month. Other disbursements totaled $7,740. Cash and cash equivalents at January 31 were $11,841,045. This is a decrease of $345,116 from the previous month. Currently, there are no investments in the General Fund. Statement of Investments (page 3) This report provides a breakdown of investments by governmental and enterprise funds and trust and agency funds. The report also provides a fund -by fund breakdown of the investments. Government and Enterprise December. Funds were held competitive rates of interest. Maturity Purchase Financial Date Date Institution Funds —There was no cash in investments during the month of in liquid money market accounts that are currently earning Investment Description CUSIP/ FDIC # Net Yield Purch Price As of January 31, 2016, there were no certificates of deposit held by the Governmental and Enterprise Funds. Trust and Agency Funds — The investments for the trust and agency funds are made up of certificates of deposits, fixed income investments and equity mutual funds. CD's (if any) held in the Escrow Deposit Fund will generally have maturities of between 30 and 120 days. Most of the reserves for this fund are invested in the more liquid money market account due to the nature of the deposit. Escrow refunds are processed two times per month. Investments for the Police and Firefighter Pension Funds consist of various fixed income securities as well as equity mutual fund accounts. Wells Fargo is the third -party holder of the fixed income securities. The funds are managed by three investment management firms, Galliard, Segall Bryant and Mesirow Financial. Segall Bryant holds approximately half of the fixed income investments for the two pension funds while Galliard and Mesirow manage the balance of fixed income investments for these two funds. Each manager maintains a small portion of their portfolio in cash to help facilitate liquidity and trading. Investments in equities consist of mutual funds spread across various sectors (small, mid and large -cap stocks) as well as investment philosophies (value, core and growth). The funds also invest a small amount in international stocks. Each year the investment mix is evaluated for optimal diversification to meet pension fund investment policy goals and objectives. Equity investments held by the Police Pension Fund are managed by Sawyer Falduto Asset Management. Below is a breakdown of how the pension fund portfolios are invested. H:WCCT\Treasurer's Report\2016\Monthly Cash Position Report -Janauary 2016.docx Village Board Meeting - February 16, 2016 Page 64 of 177 Monthly Financial Report — January 2016 February 10, 2016 Page 4 Maturity Purchase Financial Date Date Institution Investment Description CUSIP/ Interest Market Acct # Rate % Value POLICE PENSION FUND (070) Various Various Wells Fargo Wells Fargo Investments Various Various $ 22,502,105.58 Various Various Various Mutual Fund Investments Various Various 32,205,952.54 54,708,058.12 FIRE PENSION FUND (071) Various 5/26/2015 Principal Life Insurance Company Group Annuity Contract 8-10810 Variable 2,710,468.79 Various Various Wells Fargo Wells Fargo Investments Various Various 19,117,14320 Various Various Various Mutual Fund Investments Various Various 31,367,880.57 53,195,492.56 TOTAL TRUST AND AGENCY FUND INVESTMENTS $107,903,550.68 Investment of the Village's pension funds is governed by an Investment Policy adopted by each Pension Board. Conclusion This cash position report is intended to provide a snapshot of the Village's cash position as of a particular month end date. Maintaining strong cash balances allow the Village to weather delays in receipt of revenues or cover unanticipated/unscheduled expenses. Please review the information and contact me with any questions. David O. Erb Finance Director H:WCCT\Treasurer's Report\2016\Monthly Cash Position Report -Janauary 2016.docx Village Board Meeting - February 16, 2016 Page 65 of 177 VILLAGE OF MOUNT PROSPECT Preliminary Cash and Investment Position Report - All Funds For the Month Ended January 31, 2016 GOVERNMENTAL AND ENTERPRISE FUNDS Balance at December 31, 2015 Cash receipts Investment income Transfers from investments to cash Transfers to investments from cash Interfund activity Disbursements: Accounts payable Payroll Other Balance at January 31, 2016 Cash and Cash Total Cash and Equivalents Investments Investments $ 36,206,796.26 $ - $ 36,206,796.26 5,419, 794.96 5,419, 794.96 4,893.44 - 4,893.44 2,825.00 2,825.00 (4,789,554.93) (4,789,554.93) (1,423,448.29) (1,423,448.29) (7,740.17) (7,740.17) $ 35,413,566.27 $ - $ 35,413,566.27 TRUST AND AGENCY FUNDS * Cash and Cash Total Cash and Equivalents Investments Investments Balance at December 31, 2015 $ 3,304,728.45 $ 112,854,847.95 $ 116,159,576.40 Cash receipts 302,774.82 Investment income (loss) 106,316.14 (4,191,120.87) Transfers from investments to cash 1,555,121.77 (1,555,121.77) Transfers to investments from cash (794,945.37) 794,945.37 Interfund activity (2,825.00) Disbursements: Accounts payable Payroll Flex spending Other Balance at January 31, 2016 (191,929.39) (661,699.54) (41,720.26) (869.39) 302,774.82 (4,084,804.73) (2,825.00) (191,929.39) (661,699.54) (41,720.26) (869.39) $ 3, 574, 952.23 $ 107, 903, 550.68 $ 111,478, 502.91 * Assets are restricted in purpose and do not represent discretionary assets of the government. 1 Village Board Meeting - February 16, 2016 Page 66 of 177 2 Village Board Meeting - February 16, 2016 Page 67 of 177 OD c0 I-- p 0 (0 O N NM NN W m O In W O fpm 00 O O ' ' 00 Q � �Nr mr� In N m LO O <N� 1071 �70�000 W m W 0) co (n v O O) W (O N O) o0 aT M "7 m 7 (OD O V' U3 N �N OMN O M (~i' ' ' ' ' Cif cn 7Z m0� NwN N 00 ZTwp oro aoaol� m v obi W Q Z M CDD v m o w L=L .�7.. }LL F= Z O Q W 4, C7 Q Q _ (o O LO n r- S M N w In r -M m m 00 aD O r, O 07 fG w N Q , Z W Z m ,, 1 m 00 M O co 0 7 Q LO N <09 OfD O N m LO N (n W J m co O LO (D N 00 w aOZ N Inv (vim 7 (o00 DQ'� (07 LL a a CV r N (O O I 7 c0 C? r � � N w (D (O O O) NO) � O Nm 52 0 M 4 .6 ' Od '7 N (D N Oafs nnm �� L LO N h, U W ❑ OO7 Nv N000 M of J Z m N V 7 1� 7 a 0 0 LL m "co 0 M (Nr) ~ Z Q � w o v m ao v co m < Z N O O ' ' In In M ' (+j Z LL 7 W 1() M M m N N W W lOn m m v M V) Ln z> L rn 7 7 w W F OL O F w N w (D O W N j M �. M co r r-[ 1 LL w a. O) (D O m O N O 00 0) N O) N OI a L 7 Z M M � O W Z 7 V F N LL F- LL D) M O O Z> w 7 ii v (q Z w m 1") O Q ER (n w 2 Nw a O U.L.. w N(nD M w O O Z a J m 00 N r p �rU� fl- 0) O) r GI J O (OO N Lq um) J ¢ D. w, Z W m �°' E 5 0 Qom U LL (0 (� ¢ a v v w w wU m cli o o w m ui rn ad o ad > m 0 (D U Z M 5 (^f) M F- w I w O 69 w rl-�0) 00 CN J w n O r` ` ` 05 d O W' OC UZ p V (CQ V li r V v W W Z (N CI) n 'T7 a> 0 N V N 7 M, W LL In 7 v a fA (q Z (70NM W m r O O CJ CJ ' ' rd ' Ed U-; In ' yj LLa m W 1 N O J In f� Q (O NM Ov 700 O w �O v Nd0' m 07D Z Cq M w (7 » to y a) F - y N ~z W c2w w CL F- 42 C& 42 Q N 2 N— C vl uJ (q ; Em (D 0 Z p aNi E w d m `� %aa))a) 0 E E W U > m o� am CL p Z Nm N V E C N N N N C C C(a) U fy" S_ C C 0) w C 0) a) 0) C (p Z p O Urn(DC ) E E E E m �aa'iEC ID Q °� Cd ) C N N N N E m F O > = Q N N> N N N N N N i N J O O CO F-F-SpOp0 W 3L) F- 2 Village Board Meeting - February 16, 2016 Page 67 of 177 VILLAGE OF MOUNT PROSPECT STATEMENT OF INVESTMENTS As of January 31, 2016 Maturity Purchase Financial Date Date Institution GOVERNMENTAL AND ENTERPRISE FUNDS Investment CUSIP/ Description FDIC # Net Yield Purch Price As of January 31, 2016, there were no certificates of deposit held by the Governmental and Enterprise Funds. Maturity Purchase Financial Date Date Institution Various Various Wells Fargo POLICE PENSION FUND (070) Various Various Wells Fargo Various Various Various TRUST AND AGENCY FUNDS Investment CUSIP/ Description Acct # Wells Fargo Investments Various Mutual Fund Investments Various Interest Market Rate % Value Various $ 22,502,105.58 Various 32,205,952.54 54,708,058.12 FIRE PENSION FUND (071) Various 5/26/2015 Principal Life Insurance Company Group Annuity Contract 8-10810 Variable 2,710,468.79 Various Various Wells Fargo Wells Fargo Investments Various Various 19,117,143.20 Various Various Various Mutual Fund Investments Various Various 31,367,880.57 53,195,492.56 TOTAL TRUST AND AGENCY FUND INVESTMENTS $ 107,903,550.68 * Assets are restricted in purpose and do not represent discretionary assets of the government. Village Board Meeting - February 16, 2016 3 Page 68 of 177 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: MICHAEL J CASSADY, VILLAGE MANAGER TYPE: Informational SUBJECT: From: DIRECTOR OF COMMUNITY DEVELOPMENT SUBMITTED BY: DEPARTMENT: DIRECTOR OF COMMUNITY Community Development— DEVELOPMENT Planning Division DATE: February 3. 2016 1st reading of an ORDINANCE GRANTING A VARIATION TOALLOW A GRAVEL DRIVEWAY FOR PROPERTY LOCATED AT 216 WEST RAND ROAD, MOUNT PROSPECT, ILLINOIS This ordinance grants a variation to allow a gravel driveway for property located at 216 W. Rand Road. The Planning and Zoning Commission recommended denial of the request bya vote of 4-3. A supermajority vote bythe Village Board is required for approval. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: DEVELOPMENT: Balancing preservation, revitalization, growth BACKGROUND: The subject property is improved with a one-story single-family residence and related improvements, including a detached garage and both an asphalt and gravel driveway. The gravel driveway is nonconforming with the Village Code as driveways are required to be paved. The Petitioner does not desire to pave the driveway and is seeking a variation from the Village Code requirement to pave the gravel driveway. BUDGET IMPACT: RECOMMENDATION: The Planning & Zoning Commission conducted a public hearing to review the request on Thursday, January 28, 2016 and by a vote of 4-3, recommended denial of a variation from the requirement to pave an existing gravel driveway. ALTERNATIVES: MOTION REQUIRED: A variation from the requirement to pave an existing gravel driveway. An affirmative vote would signify approval of Planning and Zoning Commission denial. Village Board Meeting - February 16, 2016 Page 69 of 177 MANAGER'S MEMORANDUM: This request is from one of the last remaining gravel drivemy omners in the community. The Village Board approved an ordinance that allomed fora 10 year period for drivemays to come into compliance and that compliance mindowexpired on January 1, 2015. Some residents have decided to request a variation to avoid such complainance and this is one such request. If the Village Board mishes to overturn the denial of the Planning and Zoning Commission a super -majority vote mould be required. Therefore, if there are seven members present a minimum of 5 votes mould be needed to over turn the Planning and Zoning Commission recommendation. If there are less than 7 members present a super majority mould consist of a minimum of 4 votes to over tum the Planning and Zoning recommendation. ATTACHMENTS: Description Type ❑ Memo for PZ -29-15 Cover Memo D Staff Report, P&Z Backup Material Minutes and Exhibits ❑ Ordinance ❑ exhibit plat Ordinance Exhibit Upload Date File Name 2/5/2016 Cover—Memo. pdf 2/8/2016 Backup_Material. pdf 2/9/2016 VAR PZ -29-15212 randroad. docx 2/9/2016 plat_ of survey_216_rand3206_001. pdf Village Board Meeting - February 16, 2016 Page 70 of 177 Village of Mount Prospect Community Development Department MEMORANDUM TO: MICHAEL J. CASSADY, VILLAGE MANAGER FROM: DIRECTOR OF COMMUNITY DEVELOPMENT DATE: FEBRUARY 3, 2016 SUBJECT: PZ -29-15 / 216 W. RAND ROAD / VARIATION The subject property is improved with a one-story single-family residence and related improvements, including a detached garage and both an asphalt and gravel driveway. The gravel driveway is nonconforming with the Village Code as driveways are required to be paved. The Petitioner does not desire to pave the driveway and is seeking a variation from the Village Code requirement to pave the gravel driveway. The Planning & Zoning Commission conducted a public hearing to review the request on Thursday, January 28, 2016 and by a vote of 4-3, recommended denial of a variation from the requirement to pave an existing gravel driveway. Details of the proceedings and items discussed during the Planning and Zoning Commission hearing are included in the attached minutes. Please forward this memorandum and attachments to the Village Board for their review and consideration at their February 16, 2016 meeting. Staff will be present to answer any questions related to this matter. William J. Cooney, AI t P \\vfl\vhlhcd$\plan\planning & zoning comm\p&z 2015\village manegermemos\pz-29-15 216 w rand rd (var-gmvel ddveway) docx Village Board Meeting - February 16, 2016 Page 71 of 177 Village of Mount Prospect Community Development Department CASE SUMMARY — PZ -29-15 LOCATION: PETITIONERS: OWNERS: PARCEL #: LOT SIZE: ZONING: LAND USE: REQUEST: 216 W. Rand Road Steve W. Kanta and Laura A. Kanta Steve W. Kanta and Laura A. Kanta 03-27-307-003-0000 0.45 acres (20,000 square feet) RX Single Family Residence Single Family Residential Variation from the requirement to pave an existing gravel driveway LOCATION MAP M1i+.rturc I'rskst�c^c'.t Village Board Meeting - February 16, 2016 Page 72 of 177 Village of Mount Prospect Community Development Department MEMORANDUM Mel FROM: DATE: HEARING DATE: SUBJECT: BACKGROUND MOUNT PROSPECT PLANNING & ZONING COMMISSION JOSEPH P. DONNELLY, CHAIRPERSON CONSUELO ANDRADE, DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT JANUARY 19, 2016 JANUARY 28, 2016 PZ -29-15 / 216 RAND ROAD / VARIATION TO ALLOW GRAVEL DRIVEWAY A public hearing has been scheduled for the January 28, 2016 Planning & Zoning Commission meeting to review the application by Steve W. Kanta and Laura A. Kanta (the "Petitioners") regarding the property located at 216 W. Rand Road (the "Subject Property"). The Petitioners are seeking a variation from the requirement to pave an existing gravel driveway to allow the gravel driveway to remain. The P&Z hearing was properly noticed in the January 13, 2016 edition of the Daily Herald newspaper. In addition, Staff completed the required written notice to property owners within 250 feet and posted a public hearing sign on the Subject Property. PROPERTY DESCRIPTION The Subject Property is located on the east side of Rand Road; just northwest of the Elmhurst Road and Rand Road intersection. The Subject Property is zoned RX Single Family Residence and is bordered by the RX District to the north, east and south and the B3 Community Shopping District to the west. The Plat of Survey indicates the Subject Property contains a one-story single-family residence, with related improvements, including a detached garage and both an asphalt and gravel driveway. The survey was completed in October 26, 2009 and does not reflect an existing storage shed and enlarged concrete patio located in the rear yard that were constructed in 2010. SUMMARY OF PROPOSAL The gravel driveway is nonconforming with the Village Code. Village Code requires that all existing gravel driveway or parking lot be paved by January 1, 2015. The Petitioners are seeking a variation from the Village Code requirement to pave the gravel driveway. GENERAL ZONING COMPLIANCE The gravel driveway and overall driveway width do not comply with Village Code. The Village Code requires driveways to be paved and permits up to a twenty-six foot (26') wide driveway on the Subject Property. The Plat of Survey indicates the driveway measures up to thirty-five feet (35') as measured at the widest point. The building setbacks and overall lot coverage comply with the Village's RX zoning regulations. The following table compares the existing improvements to the RX Single Family Residence District's bulk requirements. Village Board Meeting - February 16, 2016 Page 73 of 177 PZ -29-15 Planning & Zoning Commission Meeting January 28, 2016 VARIATION STANDARDS Page 3 The standards for a variation are listed in Section 14.203.C.9 of the Village Zoning Ordinance and include seven specific findings that must be made in order to approve a variation. The following list is a summary of these findings: ■ A hardship due to the physical surroundings, shape, or topographical conditions of a specific property not generally applicable to other properties in the same zoning district and not created by any person presently having an interest in the property; • Lack of desire to increase financial gain; and • Protection of the public welfare, other property, and neighborhood character. Per the Petitioners, the gravel driveway was in place when the home was purchased six (6) years ago and provides drainage to prevent flooding and severe ice build-up. The Petitioners indicate rain and snow run off directly into the gravel area as the Subject Property sits lower than the adjacent property to the south. The Petitioners further state the gravel area provides a turn -around area to access Rand Road and additional parking for guests. Staff has reviewed the Petitioners request and does find that the standards for a variation have been met. The Subject Property's characteristics are not unique and do not constitute a hardship. The Village Engineer reviewed the request and disagrees that the gravel driveway is necessary for drainage. Per the Village Engineer, gravel is not permeable, and is closer to an impervious surface especially after years of use. In addition, he points out the Metropolitan Water Reclamations District does not consider gravel as impervious. RECOMMENDATION Staff finds that the Petitioners' variation request does not meet the standards as listed in the Zoning Ordinance and that granting such request would not be in the best interest of the Village. Staff recommends that the Planning & Zoning Commission make a motion to adopt staff's findings as the findings of the Planning and Zoning Commission and recommend denial of the following motion: "A variation from the requirement to pave an existing gravel driveway." This case is Village Board final. I concur: William J. kooney, AICP Director of Community Development /il HAPLANNIanning & Zoning COMMP&Z 20WSlafi Reports\PZ-29.15 216 W. Rand Rd (VAR- Gravel Driveway) docs Village Board Meeting - February 16, 2016 Page 74 of 177 RX Single Family District Requirements Existing Setbacks: Front Min. 40' 53.88' Interior Side M Min. 10' 14.92' Interior Side (S) Min. 10' 44.93' Rear Lot Coverage Min. 30' 119' Max. 35% 29% VARIATION STANDARDS Page 3 The standards for a variation are listed in Section 14.203.C.9 of the Village Zoning Ordinance and include seven specific findings that must be made in order to approve a variation. The following list is a summary of these findings: ■ A hardship due to the physical surroundings, shape, or topographical conditions of a specific property not generally applicable to other properties in the same zoning district and not created by any person presently having an interest in the property; • Lack of desire to increase financial gain; and • Protection of the public welfare, other property, and neighborhood character. Per the Petitioners, the gravel driveway was in place when the home was purchased six (6) years ago and provides drainage to prevent flooding and severe ice build-up. The Petitioners indicate rain and snow run off directly into the gravel area as the Subject Property sits lower than the adjacent property to the south. The Petitioners further state the gravel area provides a turn -around area to access Rand Road and additional parking for guests. Staff has reviewed the Petitioners request and does find that the standards for a variation have been met. The Subject Property's characteristics are not unique and do not constitute a hardship. The Village Engineer reviewed the request and disagrees that the gravel driveway is necessary for drainage. Per the Village Engineer, gravel is not permeable, and is closer to an impervious surface especially after years of use. In addition, he points out the Metropolitan Water Reclamations District does not consider gravel as impervious. RECOMMENDATION Staff finds that the Petitioners' variation request does not meet the standards as listed in the Zoning Ordinance and that granting such request would not be in the best interest of the Village. Staff recommends that the Planning & Zoning Commission make a motion to adopt staff's findings as the findings of the Planning and Zoning Commission and recommend denial of the following motion: "A variation from the requirement to pave an existing gravel driveway." This case is Village Board final. I concur: William J. kooney, AICP Director of Community Development /il HAPLANNIanning & Zoning COMMP&Z 20WSlafi Reports\PZ-29.15 216 W. Rand Rd (VAR- Gravel Driveway) docs Village Board Meeting - February 16, 2016 Page 74 of 177 MINUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ -29-15 PROPERTY ADDRESS: PETITIONER: PUBLICATION DATE: PIN NUMBER: REQUEST: MEMBERS PRESENT" MEMBERS ABSENT: STAFF MEMBERS PRESENT: INTERESTED PARTIES: Hearing Date: January 28b, 2016 216 W. Rand Road Steve W. Kanta and Laura A. Kanta January 13, 2016 03-27-307-003-0000 1) Variation from the requirement to pave an existing driveway. Agostino Filippone- Associate Sharon Otteman William Beattie Keith Youngquist Jeanne Kueter Norbert Mizwicki Joseph Donnelly, Chair Thomas Fitzgerald Consuelo Andrade, Deputy Director of Community Development Steve W. Kanta and Laura A. Kanta I Chairman Donnelly called the meeting to order at 7:30 p.m. Commissioner Bettie made a motion to approve the minutes of the December 10, 2015 meeting Commissioner Youngquist seconded the motion. The minutes were approved 5-0 with Commissioner Ottoman and Commissioner Kueter abstaining. Chairman Donnelly introduced Case PZ -29-15, 216 W. Rand Road. Ms. Andrade stated Petitioners for PZ -29-15 are seeking a variation from the requirement to pave an existing gravel driveway to allow the gravel driveway to remain at 216 W. Rand Road. Ms. Andrade stated the Subject Property is located on the east side of Rand Road; just northwest of the Elmhurst Road and Rand Road intersection. Ms. Andrade stated the Plat of Survey for the Subject Property indicated a one-story single-family residence, with related improvements, including a detached garage and both an asphalt and gravel driveway. She further explained that the survey was completed in October 26, 2009 and does not reflect an existing storage shed and large concrete patio that were constructed in 2010 in the rear yard. Ms. Andrade stated that the gravel driveway and overall driveway width do not comply with Village Code. She explained that the Village Code requires driveways to be paved and permits up to a twenty-six Planning and Zoning Commission Meeting- January 28, 2016 PZ -29-15 Joseph Donnelly -Chair Village Board Meeting - February 16, 2016 Page 75 of 177 foot (26') wide driveway on the Subject Property. Ms. Andrade stated that the Plat of Survey indicates the driveway measures up to thirty-five feet (35') as measured at the widest point. The gravel driveway is nonconforming with the Village Code. Village Code requires that all existing gravel driveway or parking lot be paved by January 1, 2015. The Petitioners are seeking a variation from the Village Code requirement to pave the gravel driveway Ms. Andrade summarized the standards for a variation as the following: A hardship due to the physical surroundings, shape, or topographical conditions of a specific property not generally applicable to other properties in the same zoning district and not created by any person presently having an interest in the property; Lack of desire to increase financial gain; and Protection of the public welfare, other property, and neighborhood character. Ms. Andrade stated, per the Petitioners, the gravel driveway was in place when the home was purchased six (6) years ago and provides drainage to prevent flooding and severe ice build-up. The Petitioners indicated that rain and snow run off directly into the gravel area as the Subject Property sits lower than the adjacent property to the south. She also explained the Petitioners state the gravel area provides a turn- around area to access Rand Road and additional parking for guests. Ms. Andrade stated that Staff has reviewed the Petitioners' request and does not find that the standards for a variation have been met. She further explained that the Subject Property's characteristics are not unique and do not constitute a hardship. Ms. Andrade stated that the Village Engineer reviewed the request and disagrees that the gravel driveway is necessary for drainage. She stated, per the Village Engineer, gravel is not permeable, and is closer to an impervious surface especially after years of use. In addition, the Village Engineer pointed out the Metropolitan Water Reclamations District does not consider gravel as pervious. Ms. Andrade stated that Staff finds that the Petitioners' variation request does not meet the standards as listed in the Zoning Ordinance and that granting such request would not be in the best interest of the Village. Staff recommends that the Planning & Zoning Commission make a motion to adopt staffs findings as the findings of the Planning and Zoning Commission and recommend denial of the following motion: "A variation from the requirement to pave an existing gravel driveway." She stated that the case is Village Board final. Commissioner Filippone asked for clarification of the request. Ms. Andrade explained that half of the driveway is asphalt and the other half is gravel. She stated the Petitioner would like to keep the gravel portion of the driveway. She stated the Village Code doesn't allow gravel driveways and requires them to be paved. Chairman Donnelly explained there was a mandate allowing gravel driveways to exist to a certain date in which after that date they would need to be paved and no longer permitted. Commissioner Filippone asked if there is an issue regarding the lot coverage. Ms. Andrade stated the property was in compliance with lot coverage regulations. Planning and Zoning Commission Meeting- January 28, 2016 PZ -29-15 Joseph Donnelly -Chair Village Board Meeting - February 16, 2016 Page 76 of 177 3 Commissioner Beattie asked if there is an issue with the size of the driveway. Ms. Andrade stated that the width of the driveway is non -conforming. The Petitioner can pave the gravel portion and leave the width as is, but should reduce the width as well to bring it up to code compliance. Ms. Andrade clarified that both the Village and the Metropolitan Water Reclamations District consider gravel as an impervious surface. Commissioner Otteman asked when the ordinance was changed to require gravel driveways in the Village to be paved, and when was the date that gravel surfaces needed to be paved by. Ms. Andrade stated that the notifications were sent to homeowners about two (2) years ago stating that gravel surfaces needed to be paved by January 1, 2015. Chairman Donnelly asked if the Petitioners would be eligible to have a circular driveway. Ms. Andrade stated that the Petitioners could install a circular driveway if they so choose. Commissioner Youngquist stated that a circular drive would not be the best solution because of the two curb cuts. He stated they could have a turnaround towards the back of the home near the garage. He also stated that just paving the area isn't a good solution either without taking the integrity of the current structure into consideration. He further commented how much the width exceeds over the maximum requirement. Chairman Donnelly swore in Laura Kanta 216 W. Rand Road. Ms. Kanta shared some photos with the board that she took after a rain shower one day last month. She stated that the standing water shown in the pictures collects on the gravel driveway and is eventually absorbed into the ground. She stated that her property sits significantly lower than her neighbor's property. Ms. Kanta stated they do weed the gravel in the summer and maintain the gravel area. She stated it isn't the standard pea gravel; it's 3/4 inch white limestone. She explained that they received numerous quotes from contractors and they all stated that they would need to excavate the gravel and regrade the area which would cost $15,000. She explained that they are a young family with a small income and that it's not feasible for them to pay that much. Commissioner Beattie asked why they need the gravel driveway space. He stated if drainage is such an issue they can remove the gravel and plant grass to help with drainage. Ms. Kanta stated they use the gravel driveway to park cars. She stated they have five (5) cars and that her husband owns his own towing business and will occasionally park the tow truck on the gravel because it would break the asphalt portion of the driveway. She also stated the closest street parking to their home is over a block away and that the gravel driveway provides extra parking for guests. Commissioner Youngquist asked if they plow the driveway when it snows. Ms. Kanta said that her husband does plow the driveway so they can easily turn around in the driveway. Commissioner Youngquist asked if they have re -rocked the area since they have moved in. Ms. Kanta stated they have not re -rocked but have moved some of it around to help with flooding. Planning and Zoning Commission Meeting- January 28, 2016 PZ -29-15 Joseph Donnelly -Chair Village Board Meeting - February 16, 2016 Page 77 of 177 :l Chairman Donnelly opened the hearing up to the public for comments. Hearing no comments he asked Staff if they had anyone submit comments regarding the gravel driveway. Commissioner Otteman stated that the neighbor from 220 W. Rand Road wrote a letter in support of the request. She further stated that she understood the need for guest parking because of the location of the home. Commissioner Youngquist asked Staff how many of the gravel driveways are left unpaved in the Village. Ms. Andrade stated that approximately ninety percent (90%) have been brought into code compliance. Commissioner Youngquist stated that the Village has been able to get the majority of the gravel areas paved. He stated the Village Board will have the final decision; the Planning and Zoning Commission can only make a recommendation. Ms. Kanta asked if they knew why the ordinance was passed to ban gravel. Commissioner Youngquist stated that gravel gets out into the streets and creates issues for other cars, plows etc. Ms. Kanta stated that she understood and agreed, however the material on her property is 3/4 inch limestone. There was general discussion between the board and the Petitioner about putting in a circle driveway on the property. Ms. Kanta argued that they would need to remove at least ten (10) big trees which would affect the look of the neighborhood more than a gravel driveway in her opinion. Commissioner Beattie stated that the Petitioner would either have to remove some of the gravel and then pave the existing to become in compliance. Ms. Andrade stated that if the gravel portion were to be paved the width would still exceed the maximum width permitted. Ms. Kanta stated that someone from the Village told her that the width would be "grandfathered" in if they were to pave the gravel portion. Commissioner Youngquist stated to the homeowner that it wouldn't be in their best interest to lay asphalt directly over the gravel. Ms. Kanta agreed and stated that is what various contractors told her would have to be done. Chairman Donnelly asked if they could give her an extension on the January 1, 2015 provision. Ms. Andrade stated an extension would require a text amendment as the Village Code indicates existing gravel driveway or parking lot need to be paved by January 1, 2015. The board agreed that the Petitioner was in a tough position. Chairman Donnelly closed the discussion and brought it back to the board. Hearing no further discussion Commissioner Ottoman seconded by Commissioner Beattie to deny the following motion: "A variation from the requirement to pave an existing gravel driveway." UPON ROLL CALL: AYES: Filippone, Ottoman, Beattie, NAYS: Youngquist, Kueter, Mizwicki, Donnelly Planning and Zoning Commission Meeting- January 28, 2016 PZ -29-15 Joseph Donnelly -Chair Village Board Meeting - February 16, 2016 Page 78 of 177 The vote was approved 4-3 with a negative recommendation to Village Board. The board told the Petitioner to reiterate all concerns to Village Board who will have the final decision. After hearing one (1) additional case Commissioner Beattie made a motion seconded by Commissioner Ottoman and the meeting was adjourned at 9:33 pm. Jenna Moder Jenna Moder Administrative Assistant Community Development Department Planning and Zoning Commission Meeting- January 28, 2016 Joseph Donnelly -Chair PZ -29-15 Village Board Meeting - February 16, 2016 Page 79 of 177 VILLAGE OF MOUNT PROSPECTM�"_Pr<'specr Community Development Department — Planning Division 50 S. Emerson Street Mount Prospect, Illinois 60056 Phone: (847) 818-5328 Fax: (847) 818-5329 Zoning Request Application OFFICIAL USE ONLY (To be completed by Village Staff) Case Number: P&Z - Date of Submission: _ Hearing Date:�e_ Development Name/Address: I. SUBJECT PROPERTY Address(es): '� I i� tom] Ca1y1 _ i�O�G Zoning District (s): hX Property Area: ZD_rub Parcel Index Number(s) (PIN) 0$— Z7-4)01— "3— o"r"b Adjacent Zoning Districts: To the North: To the South: 63 To the East: To the West: i2 Conditional Use: For Adjacent Land Uses: To the North: To the South: �Y►� aS To the East:{� To the West: II. ZONING REQUEST(S) (Check all that apply) ariation(s): From Chapter 14, Section(s) ❑ Zoning Map Amendment: Rezone From ❑ Zoning Text Amendment: Section(s) ❑ Other: to Official Use Only (To be completed by Village Staff)0 Administrative, E P&Z Final, F-1 Village Board Final Sq. Ft. 7 Village Board Meeting - February 16, 2016 Page 80 of 177 1 [Name: nterest In Property: Address: Work Phone: Wel. el. IV. APPLICANT (all correspondence will be sent to the applicant) ]Kj , I `) a Corporation: (e.g. owner, buyer, developer, lessee, architect, attornRX, etc...) PGI D Cell Phone: '� •"Jrl Email: V. PROPERTY OWNER [Check if Same as Applicant Name: Address: Work Phone: Fax: VI. EXISTING SITE INFORMATION Building Size: ['nLt() Sq. Ft. Tenant Space Size: `r1O'012 Sq. Ft. Land Use: �(�,� FZ " Building Setbacks: (N) Feet, Inches (S) �` o 'V Feet, Inches (E) Feet, Inches (W) ) �1 Feet, Inches Lot Coverage: ' t�� (Overall Impervious) p Sa.Ft. Parking Provided: 1. Developer Name: Adc Phone: 2. Architect Name:. Address: Phone: 3, Engineer Name: Address: Phone: Standard Corporation: Cell Phone Email: VII. PROPOS Building Size: Tenant Space Size: Land Use: Building Setbacks: (N) (S) (E) (W) Lot Coverage: (Overall Impervious) Parking Provided: Accessible J VIII. DEVELOPMENT/PROJECT PROFES'c Ema Fa Ema Fa - -_1 Ema Fa s1J o sal ED SITE INFORMATION Sq. Ft. Sq. Ft. Feet, Inches Feet, Inches Feet, Inches Feet, Inches Sq.Ft. Standard Accessible 8 Village Board Meeting - February 16, 2016 Page 81 of 177 4. Landscape 'Architect Name: Address: Phone: 5. Surveyor Name. Address: Phone: 6. Attorney Name: Addre Phone: Email: Fax: Email: Fax: Email: Fax: In consideration of the information contained in this petition as well as all supporting documentation, it is requested that approval be given to this request. The applicant is the owner or authorized representative of the owner of the property. The petitioner and the owner of the property grant employees of the Village of Mount Prospect and their agent's permission to enter on the property during reasonable hours for visual inspection of the subject property. I hereby affirm that all information provided herein and in all materials submitted in association with this application are true and accurate to the best of my knowledge. + j Applicant: ��. Date: _�� r(Sn) (Print Name) If applicant is not property owner: I hereby designate the applicant to act as my agent for the purpose of seeking the zoning request(s) described in this application and the associated supporting material. Property Owner: (Signature) (Print Name) Date: 9 Village Board Meeting - February 16, 2016 Page 82 of 177 Variation A variation from the zoning regulations shall not be granted or recommended for approval by the Planning and Zoning Commission unless findings of fact based on evidence are made in each specific case that affirm the following standards: 1. Because of the particular physical surroundings, shape, or topographical conditions of the specific property involved, a specific hardship to the owner would result, as distinguished from a mere inconvenience if the strict letter of the regulations was to be applied; *Due to our property sitting significantly lower than the property to our South all run off of rain and snow goes directly down to the gravel area. This gravel area provides drainage to prevent flooding and severe ice build-up. 2. The conditions upon which an application for a variation are based are unique to the property for which the variation is sought and are not generally applicable to other property within the same zoning classification; *This gravel area provides a turn -around area so that we do not have to back off the driveway onto Rand Road. It also provides additional parking for times that we do have visitors as there is no parking on Rand Road 3. The purpose of the variation is not based primarily upon a desire to increase financial gain; *Keeping the existing gravel area will in no way effect 4. The alleged difficulty or hardship is caused by this Chapter and has not been created by any person presently having an interest in the property; *There would be no change as this gravel area was in place when we purchased the home 6 years ago. 5. The granting of the variation will not be detrimental to the public welfare or injurious to other property or improvements in the neighborhood in which the property is located; *Keeping the existing gravel area will in no way effect 6. The granting of the variation will not alter the essential character of the neighborhood; and *There would be no change in the essential character of the neighborhood as this gravel area was in place when we purchased the home 6 years ago. 7. The proposed variation will not impair an adequate supply of light and air to adjacent property or substantially increase the congestion of the public streets, or increase the danger of fire, or impair natural drainage or create drainage problems on adjacent properties, or endanger the public safety, or substantially diminish or impair property values within the neighborhood *Keeping the existing gravel area will in no way effect *Images included on the jump drive showing the significant difference in property levels Village Board Meeting - February 16, 2016 Page 83 of 177 October 29, 2015 To whom it may concern: The purpose of this letter is to serve as confirmation that I am in agreement with The Kantas (Steve & Laura) being able to receive a variance so that they can do what they would like with their driveway at 216 W. Rand Road Mount Prospect, IL 60056. If you have any further questions concerning this issue, please feel free to contact me at your convenience. Sinccre�y, r Angel a vera 220 W. Rand Road Mount Prospect, IL 60056 Mailing address: P.O. Box 852 Mount Prospect, IL 60056 224.659.2000 Village Board Meeting - February 16, 2016 Page 84 of 177 MW ri Village Board Meeting - February 16, 2016 Page 85 of 177 4 Luf� r ;ice f1 e!"c tr I��}jtt if f fv a� 4* u Wit:" 4 f1 I��}jtt 11 d —.,L 106960 'ON 'I'S 'd NO SUMS 9SKaorl AN -• 0 t �T.dl O ,aSK o AVa HIsz 1 - S[H.L TY9S aNV OWN AH80NO NBAI'0 s iN )HO' H!3 aG d""dLVi3d➢iB1 V O,L 08.L08HH03 a3V a" MUH.L 6.LHyf[ may€I'30 ,�yy'`,r. 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ENR XO k 'E sa -- 3dtd N081 M.. OE=„T S'IVOS SIONI'I'II 'IDUSOHd INfl0W 'aVoH aNVH 'Y 918 :SS3aaaV •sioNtllil 'd,LNnoo X000 NI `9vTuaT Haumm Imawn00a SV CINY '9f6T 't HOHVW. aRCd00�ia :10UHBHs IV'ld ::€i .i. n.f. 'I\Iat1000V 'NVia1HSK 'IMMKIlld aalHd. 31-11 30 ISYS TT 30NVa 'Ki-,io.N di dlHSN 401 '42 ti��i.1,035 d0 2i3.LNVllb d.SH,IIHSIIOS 3HI do A'IVH lsV3 3HI d0 LHyd 30 No1Sl.u(il IS V '3DY91121 OOnu3oaam NI S N00'TH NI E ,607 j� jo XHAHfIS 3O W T TH d ORDINANCE NO. AN ORDINANCE GRANTING A VARIATION TO ALLOW A GRAVEL DRIVEWAY FOR PROPERTY LOCATED AT 216 WEST RAND ROAD, MOUNT PROSPECT, ILLINOIS WHEREAS, Steve Kanta and Laura Kanta (Petitioners), have filed a petition for a Variation to allow gravel driveway for property located at 216 West Rand Road (Property) and legally described as: LOT 3 IN BLOCK 5 IN WEDGEWOOD TERRACE, A SUBDIVISION OF PART OF THE EAST HALF OF THE SOUTHWEST QUARTER OF SECTION 27, TOWNSHIP 42 NORTH, RANGE 11, EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT THEREOF RECORDED MARCH 4, 1946, AND AS DOCUMENT NUMBER 13732148, IN COOK COUNTY, ILLINOIS. PIN# 03-27-307-003-0000 WHEREAS, the "Petitioner" seeks a Variation to allow a gravel driveway as shown on the as shown on the, Plat of Survey dated October 23, 2009 attached as Exhibit "A" for the property located at 216 Rand Road; and WHEREAS, a Public Hearing was held on the request for a Variation being the subject of PZ -29-15 before the Planning and Zoning Commission of the Village of Mount Prospect on the 28th day of January, 2016, pursuant to proper legal notice having been published in the Daily Herald Newspaper on the 13th day of January 2016; and WHEREAS, the Planning and Zoning Commission has submitted its findings and recommendation for denial of the request being the subject of PZ -29-15 to the Mayor and Board of Trustees; and WHEREAS, the Mayor and Board of Trustees of the Village of Mount Prospect have given consideration to the request herein and have determined that the request meets the standards of the Village and that the granting of the Variation to allow a gravel driveway would be in the best interest of the Village. NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS ACTING IN THE EXERCISE OF THEIR HOME RULE POWERS: SECTION ONE: The recitals set forth hereinabove are incorporated as findings of fact by the Mayor and Board of Trustees of the Village of Mount Prospect. SECTION TWO: The Mayor and Board of Trustees of the Village of Mount Prospect grant a Variation to allow a gravel driveway as shown on the as shown on the Plat of Survey dated October 23, 2009, attached as Exhibit "A". SECTION THREE: The Village Clerk is hereby authorized and directed to record a certified copy of this Ordinance and Exhibit "A" with the Recorder of Deeds of Cook County. Village Board Meeting - February 16, 2016 Page 88 of 177 SECTION FOUR: This Ordinance shall be in full force and effect from and after its passage, approval and publication form in the manner provided by law. AYES: NAYS: ABSENT: PASSED AND APPROVED this day of February, 2016. Arlene A. Juracek Mayor ATTEST: M. Lisa Angell Village Clerk Village Board Meeting - February 16, 2016 Page 89 of 177 PLAT OF SURVEY of LOT -1 IN DLGCIr 5 IN "OCE110Op TBBRACIr, A SUBD1VI81vN OF PART OF THE EAST HALF OP THE SOU'rnvcsT 4UAxrRR OF SECTION 27, TOWNSHIP 42 NORTH, RANGE II RAST OFTiltTHIRD PRINCIPAL. MERIDIAN. ACCORDING TO TUC PLAT T116i1EOF RECORDED MARCH 4, t946, AND AS DOCUWKT NUMBER 13738140, IN COOK COUNTY. ILLINOIS, ADDRESS: 210 W. RAND ROAD, MOUNT PROSPECT, ILLINOIS /--�yq�UND IRON PIPE / ", B. A ON LINE O G SCALE: 1"=30' I .yam ,\. GENERAL NOTES; 1) THE LEGAL DESCRIPTION HAS BEEN PROVIDED BY THE CLIENT OR THEIR AGENT n5 F,, ME.l' �H'URU TIM Ni�II.IIV:C I INE4 AND E.YECME $ AS INDICATED BY THE [1K'CUPUFC •LTL 'f}U� PL%r JLOP: ,%C(j NJ101 ANY R'I: NrldITRDNS ESTABLISHED BY [TIMI :!Iq rN.1.COIs:S L'}L's5 iul'r'[.u:U I!M1' T11 [: CY E';ry. 3) BASIS OF BEArtING FO)[ r[;li: :,I�Rl'}:Y 15 AS THE NOIITII ARROW INDICATES. AND IS SHOWN TO 1NDIEA71, THE AX!;I:�IAI! RL1.ITIONSHIP OF TIM BOUNDARY LLtii4, 4) MO!flrm ETP75, rF SET, Dl;'JW,lr THIS SURVEY, REPRESENT THE TRUE CORNERS OF THIS P5'tiJ'RIPI!I,N AS SIIRI'yysl�. B) fA %A,10:, OF 21)%Lb. FEA1':F*S MAI' BE eXO; Fr ,.L II.I, FOR CI'ARrrY. NO E%flGAIGIAIIONS JAnT BE MAOL [T[c+N THE It""P rA,'NIN SHO4N HEREON, 024LY COPIES 41Ni AN ORIGINAL Slr,;111WE AND SEAL ARE OFFICIAL LEGAL Do MINIS. ALL 11JRVEYS ARE COPYRrrll'.Ni, MA7ER1AtH IrFFS ALL RIGHTS RESERVED. prof—level D -14N RellelreEloe e[S4-OOF7P5 •'{�. 'J1 PREFERRED SURVEY,INC. F nIt Hdtil.•, fY ry 7545 V. 707N =Err, BRIDG6VIBxIL, 80455 I I� x , Phone 70 .� 5-455-7845 / Pec 708-458-7555 YrA IL1.lHaIS 1nP�,peleur�e� oom rtr fd 4nik lomYSn4eS. ..77 f,, x, 77,—, STATE Or ILLINOIS ) 3.5. COUNTY OF COOK ) NUN D IRON PIPE 4.1. R. A ONLINE SURVEY ORDERED BY: LBROY E. STCVENS _ i.:ONkP!I P }1P.t VNI.11. AR AN 73I{1.OYt:F UI" f-NFTEN:II:n 51 RV, ItiG, SU H1r1;:U1' .`-01 31[n i' Illi 5'1!111 P'!:':l fl f+h 1. St{MCN, �: •]JiI i,U H:i :�, 1'!!E RFl:::T If.11 I Nr.ti k[14 SIA DAPS I,1t V II. 1.V, (lr!(vyy, f l {1(1.[) f 111Tf :LAY'[ }F :1 ] !.', [ i3 i.IIA- JF. MN CLIENT 3$-p k1I I I: I4f :f 1 S f 11 inIN VIA G A H[ V'I �OJi� dJ4 IIAI 1 AI fi L'NIIl I[ OMEN UNDER MY HAND AND 1 THIS 1!7. 5 P, Ml�w 111v OF MY LICENSE EXPIRES .JF ILS 4 P.S.L. N0. 09893 11 fi lll+ k kl'�', Village Board Meeting - February 16, 2016 Page 90 of 177 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: MIKE From:TIM JANOWICK, CASSADY, CHIEF OF POLICE VILLAGE MANAGER TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion TIM JANOWICK Police Department FEBRUARY2.2016 SUBJECT: Motion to accept a Space Needs Analysis contract from FGM Architects not to exceed $24,000. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, GOVERNANCE: Financial sound, providing exceptional service BACKGROUND: In the FY2015 budget, the Village Board approved for a Capital Improvement Project (CIP) budget to renovate the restrooms in the Investigative Section of the Police Department at a cost of $21,000. During discussions with the Village Board at the July 14, 2015 Committee of the Whole Meeting on Capital Improvement Projects, the overall space, condition, and operational limitations of the police facilitywere discussed. At the conclusion of this discussion, the Board determined a more comprehensive review of the police facilityshould be conducted rather than the completion of isolated building projects. Since the police facility is a shared structure with the Fire Department, a needs analysis that includes both Departments' needs should be conducted. As a result, the Police Department staff contacted Oak Brook -based FGM Architects to provide a proposal for a space needs analysis of the police and fire headquarters. FGM Architects is a well-regarded firm for public safety facility design and has provided consultation on previous building projects within the Village including the 2007 space needs analyses for Fire Station No. 14, the Emergency Operations Center, and the Public Works Facility additions. The purpose of the proposed study will be to determine the space needs of both the Police and Fire Departments, and whether they should be located in separate facilities or in a combined police/fire facility. The studywill include a review of each Department's operations, long-term goals, and projected staffing levels. Through reviewing the functional elements of each Department and meeting with select personnel, FGM will provide a project building program to include space needs and land requirements for newfacilities. FGM will provide an all-inclusive project budget for three potential construction options: a new police facility, a newfire facility, and a new combined police/fire facility. Additionally, the study will identify the functions of the Police Department that could potentially be relocated to a remote location as a short-term solution to the Police Department's current space needs issues. BUDGET IMPACT: Village Board Meeting - February 16, 2016 Page 91 of 177 FGM Architects provided a proposal in the amount of $23,800 to conduct a space needs analysis of both the police and fire stations. Upon acceptance of this proposal, $21,000 is available to fund this project from the FY 2015 CIP budget for Police Department restroom renovations (Account # 020.60.90.00.1.706.647.009). Use of these funds will require approval from the Village Board to reallocate these funds for this purpose. The additional $2,800 will be funded though existing reserve funds. The $200 Reimbursable Allowance will be managed through the Police Department's existing budget. RECOMMENDATION: The Police Department staff recommends approval of the FGM Architects space needs analysis proposal not to exceed $23,800 plus $200 Reimbursable Allowance. ALTERNATIVES: MOTION REQUIRED: A motion to approve the FGM Architects space needs analysis proposal not to exceed $24,000. MANAGER'S MEMORANDUM: The Village Board approved for a 2015 Capital Improvement Project (CIP) budget funds to renovate the restrooms in the Investigative Section of the Police Department at a cost of $21,000. Hotnever, during discussions vdth the Village Board at the July 14, 2015 Committee of the Whole Meeting on Capital Improvement Projects, the overall space, condition, and operational limitations of the police facility there discussed. At the conclusion of this discussion, the Board determined a more comprehensive reviewof the police facility should be conducted rather than the completion of isolated building projects. Since the police facility is a shared structure faith the Fire Department, a needs analysis that includes both Departments' needs should be conducted. A follow up tour of the facility tees conducted by police department staff for the Village Board members and the Finance Commission members on December 8, 2015 to viewthe building condition directly. Based on the feedback from the tours, the Police Department staff contacted Oak Brook -based FGM Architects to provide a proposal for a space needs analysis of the police and fire headquarters. FGM Architects has provided consultation on previous building projects within the Village including the 2007 space needs analyses for Fire Station No. 14, the Emergency Operations Center, and the Public Works Facility additions. The purpose of the proposed study will be to determine the space needs of both the Police and Fire Departments, and whether they should be located in separate facilities or in a combined police/fire facility. The study will include a review of each Department's operations, long-term goals, and projected staffing levels. Through reviewing the functional elements of each Department and meeting with select personnel, FGM will provide a project building program to include space needs and land requirements for new facilities. FGM will provide an all-inclusive project budget for three potential construction options: a new police facility, a new fire facility, and a new combined police/fire facility. Additionally, the study will identify the functions of the Police Department that could potentially be relocated to a remote location as a short-term solution to the Police Department's current space needs issues. ATTACHMENTS: Description Type Upload Date File Name FGM Architects D Space Needs Backup 2/2/2016 Mount—Prospect _Police_and_Fire_Space _Needs 2016 - Analysis Material 01-18.pdf Proposal Village Board Meeting - February 16, 2016 Page 92 of 177 FGM ARCHITECTS Proposal for Architectural and Engineering Services for POLICE AND FIRE STATION NEEDS ANALYSIS Mount Prospect, Illinois Submitted to: Mount Prospect Police Department 112 East Northwest Highway Mount Prospect, Illinois 60056 By: FGM ARCHITECTS INC. 1211 West 22nd Street, Suite 705 Oak Brook, IL 60523 January 18, 2016 Village Board Meeting - February 16, 2016 - - - Page 93 of 177 FGM ARCHITECTS 1.0 SCOPE OF PROJECT FGM understands that the Village of Mount Prospect wishes to perform a space needs analysis for the Mount Prospect Police and Fire Departments. The purpose of the study is to identify the amount of space that will be required for separate new police and facilities or a new combined police and fire facility along with the associated site requirements and potential costs for each option. The information will be used for long term planning purposes. The Village would also like to identify a potential short term option (an approximate five year duration) to alleviate space needs issues at the Police Department by reviewing which functions can potentially be located remotely from the police station. The following items are included in the study: 1.01 FGM will review the Mount Prospect Police and Fire Department's operations, long-term goals and requirements. As part of this review, we will review current and projected staffing. 1.02 We will establish a project building programs for both the Police and Fire Departments indicating space needs and identifying all functional elements required. We will meet with select personnel from the Police Department, Fire Department and Village to gather data for the building program. We will also generate a building program for a combined police and fire facility. 1.03 From the project building programs, we will identify the land requirements for a new police station. This will include area allowances for building, parking and stormwater management. 1.04 From programmatic requirements, we will develop a conceptual all-inclusive project budget for constructing each of the three options. 1.05 With the Police Department, we will identify which functions can potentially be relocated remotely from the police station for a short term solution to the Department's space needs issues. 1.06 All information and data generated will be placed into a report format. 2.0 SCOPE OF ARCHITECT'S SERVICES FGM Architects Inc., hereinafter referred to as FGM or Architect, shall provide the following Professional Architectural Services for the Project: 2.1 Design Services 2. 1.1 Needs Analysis Proiect Kick Off and Information Gathering: Architect will meet with Village to confirm project goals and expectations and gather information about the operational requirements of the Police Department, Fire Department and Village for the proposed new facilities. 2.1.1.1 Pre -Meeting Preparation: To be most efficient in gathering required Village Board Meeting - February 16, 2016 of 177 FGM ARCHITECTS information, FGM will have initial discussions with key Village, Police and Fire Department staff members to discuss the particulars of the Mount Prospect Police and Fire Departments. During this time, FGM will review department organizational charts, standard operating procedures, Village planning documents and other pertinent documentation. 2.1.1.2 Information Gathering Interviews: Based on input from the Village and Police Department, FGM will establish an initial schedule to meet with selected members of the Police Department, Fire Department and Village staff so we can gather enough information for the Needs Analysis. For the Police Department, we anticipate that we will be on-site for approximately for approximately 24 hours over a period of three-four days for the interviews. For the Fire Department, we will be on-site for approximately 6 - 8 hours for the interviews. 2.1.1.3 Project Building Program Development: After completing the information gathering interviews, a project building program identifying all spaces required will be prepared in draft form and distributed for review and comment. It will then be refined based on input from the staff. The Space Needs Program is a spreadsheet identifying all spaces required within the proposed new Police Station, Fire Station and Combined Police and Fire Facility and includes associated site requirements such as secure staff and visitor parking. 2.1.1.4 Identify Land Requirements for a New Police Station, Fire Stations and Combined Police and Fire Facility: Utilizing the information from the building program, we will provide site requirements for the project. We will review the requirements for various scenarios including single story building to multiple stories and "downtown" sites (more urban) to residential areas. 2.1.1.5 Develop project budget: Utilizing all information generated, FGM will provide a conceptual square footage construction estimate and total project budget for each of the three scenarios. 2.1.2 Short Term Solution for Police Department 2.1.2.1 From programmatic information established and through discussions with the Police Department, we will identify which functions can potentially be relocated remotely from the police station for a short term solution to the Department's space needs issues. 2.1.2.2 Identify using programmatic information the spaces the functions that can be expanded within the Police Station if spaces identified in 2.1.2.1 above are relocated. Please note, this is a verbal description only. FGM did not include the re -design of the station in this exercise. If this is desired by the Village, this has been identified as an optional service. 2.1.3 Deliverables: Prepare a brief report summarizing all of the findings. Village Board Meeting - February 16, 2016 - - - Page 95 of 177 FGM ARCHITECTS 2.2 Consultants FGM will perform all work in-house and no additional consultants will be utilized. 3.0 ARCHITECT'S COMPENSATION The Village of Mount Prospect shall compensate FGM Architects for professional Architectural services rendered in connection with the Project under this Proposal as follows: 3.1 For all professional services in connection with the Design Services as described in Paragraphs 2.1 above we propose a Lump Sum Fee of $23,800.00 plus Reimbursable Expenses as defined within this Proposal. Local travel (travel less than 100 miles), phone, fax, and printing of review documents shall not be charged as a Reimbursable Expense. 3.2 Optional Services: 3.2.1 Develop Short Term Design Solution for Police Department Prepare conceptual floor diagrams (department diagrams, not complete floor plans) indicating how the Police Station can be re -worked if identified spaces are relocated offsite: $6,800.00 3.3 For any Additional Services authorized by the Village beyond the scope of this Proposal, FGM shall be compensated on the basis of the hourly rates described in the attached Hourly Rate Schedule for the professional and technical employees engaged on the Project plus Reimbursable Expenses. Consultants Hourly Billing Rate Schedule for the Project shall be forwarded to Owner upon Owner's request. 3.4 In addition to the compensation above, FGM shall be reimbursed for additional expenses in connection with the Project, invoiced to the Owner at One Hundred Ten Percent (1.10) times Architect's actual direct cost of same, for the below items. We recommend establishing a Reimbursable Allowance of $200, which FGM shall not exceed without prior written approval of the Village. Reimbursable Allowance includes costs for items 3.3.1 and 3.3.2 below. 3.3.1 Expense of postage and/or delivery. 3.3.2 Expense of printing 3.5 Payments shall be made monthly by the Owner to FGM upon receipt of FGM's invoice. 3.6 Payments shall be made by the Owner to FGM upon receipt of FGM's invoice in accordance with the Local Government Prompt Payment Act. 3.7 Non-payment of invoices shall constitute grounds for discontinuing service. 3.8 The terms of this Proposal are based upon services commencing within 60 days and all services being completed within 4 months thereafter. Village Board Meeting - February 16, 2016 - - - Page 96 of 177 FGM ARCHITECTS 4.0 Form of Agreement Contract Form: For this project, your signature on the bottom of this proposal will serve as our contractual agreement. If this proposal is acceptable to you, please sign the bottom of this letter, which will authorize FGM to proceed with the work. If you have any questions regarding our qualifications or proposal, please do not hesitate to contact us. We appreciate the opportunity to be of service to the Village of Mount Prospect for this project. FGM ARCHITECTS INC. Sincerely, John C. zarnow*AIA !Ra7mond Lee, AIA, LEED AP Principal -in -Charge, Director, Municipal and Recreation Principal, Planner/Programmer Phone: 630.368.8319 Phone: 630.574.871 1 Email: iohnd@famarchitects.com Email: rayl@fgmarchitects.com Proposal Accepted By: Village of Mount Prospect Representative Title Date Village Board Meeting - February 16, 2016 - - - Page 97 of 177 FGM ARCHITECTS HOURLY RATE SCHEDULE Effective November I, 2015* Where the fee arrangements are to be on an hourly basis, the rates shall be those that prevail at the time services are rendered. Current rates are as follows: FGM Architects Principal (Board of Directors) $230.00 Arch IV $185.00 Arch III $145.00 Arch II $110.00 Arch I $85.00 Project Administrator III $105.00 Project Administrator II $80.00 Project Administrator I $70.00 *Hourly rates are subject to adjustment on November 1 each year. Village Board Meeting - February 16, 2016 - - - Page 98 of 177 Village of Mount Prospect ��4,,nEss rs q Mount Prospect, Illinois. Viling of Aount TrospP6 INTEROFFICE MEMORANDUM To: Mayor and Village From: Mike Cassady Board of Trustees TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion DAVID STRAHL Village Manager's Office 2/10/2016 SUBJECT: Motion to approve a contract with ETC to conduct a Community Survey in an amount not to exceed $21,600. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: GOVERNANCE: Financial sound, providing exceptional service --------------------------------------------------------------------------------------------------------------------------------------------------------------------- BACKGROUND: The Village has not completed a comprehensive community survey in many years. Measuring our effectiveness as a municipal service business is critical to ensure we meet the expectations of our customers. Staff requested a proposal from ETC Institute to complete a random sample survey for the Village. ETC is a national leader in market research for local government organizations to assist organizations in measuring and enhancing performance. ETC has worked with more than 800 cities in 48 states and have developed a significant data base to measure performance along similar communities across the country. The survey process includes development of a sampling plan, instrument design, pre-test, survey administration, analysis and final reporting with recommendations. The sample is designed to ensure the results are representative of the Village's diverse populations. ETC representatives will be presenting to the Board via web conferencing at Tuesday's meeting. They have offered a program that included three options dependent on how long the survey would be in terms of questions. BUDGET IMPACT: Survey Pricing Options Option A Option B Option C Tas k 1 0 -Minute Survey 15 -Minute Survey 20 -Minute Survey Survey Design $ 1,500.00 $ 1,500.00 $ 1,500.00 Development of the Sampling Plan $ 1,250.00 $ 1,250.00 $ 1,250.00 Administration of a 10 -Minute Survey to 400 households $ 7,500.00 $ 9,500.00 $ 11,400.00 Formal Report $ 1,700.00 $ 1,700.00 $ 1,700.00 Benchmarking Comparisons to Other Communities included included included I mportance/Satisfaction Quadrant Analysis $ 1,250.00 $ 1,250.00 $ 1,250.00 GIS Mapping $ 1,250.00 $ 1,250.00 $ 1,250.00 TOTAL $ 14,450.00 $ 16,450.00 $ 18,350.00 Also attached is a copy of the design criteria that the vendor uses to create the survey that includes a report to the Village Board as to the findings. The vendor has extensive experience in designing and implementing resident surveys and using the results for comparison purposes with other similar communities for benchmarking purposes. RECOMMENDATION: Staff is recommending Village Board approval to enter into a contract with the ETC Institute for Option C in an amount of $18,350. This proposal will provide critical customer feedback across all functional areas and serve as a baseline for future performance measurement. Also included is cross tabulation process for $1,500 and a presentation to the Village Board for $1,750. The total cost will not exceed $21,600. ALTERNATIVES: 1. Motion to approve a contract with ETC Institute. 2. Discretion of the Board. MOTION REQUIRED: Motion to approve a contract with ETC Institute to complete a community survey. Village Board Meeting - February 16, 2016 Page 99 of 177 MANAGER'S MEMORANDUM: Village Manager's Office staff is requesting authorization to enter into a contract for services with ETC to perform a resident satisfaction survey. ETC has conducted surveys in numerous communities throughout the country including Bensenville. A critical component of a comprehensive strategic plan is feedback from the residents to measure effectiveness and confirming the Village policies and efforts are directed toward the right customers to achieve the objectives the Village Board has set out as part of the overall plan. The initial survey will be critical as it will serve as the foundation for all other resident surveys forfuture trend analysis. In order to create a comprehensive initial survey instrument the various departments have been asked to contribute potential questions on topics or subject areas they would like to be measured. Jason Mordo, Project Managerfor ETC will provide a presentation remotely and answer questions from the Village Board. ATTACHMENTS: Description Type Upload Date File Name D ETC Proposal Cover Memo 2/10/2016 Mount_Prospect Community_Survey_Proposal_Dec9.docx Overview of ETC Institute D Community Survey Cover Memo 2/10/2016 ETC_Survey_O\terview Presentation_MountProspect.pdf Process Village Board Meeting - February 16, 2016 Page 100 of 177 TETC INSTITUTE w.r A F27[16'PLN(3 RFSF.&RCH. DEM0G1CAPIIY. STATESTWAY, APPI..ICATIQNS 725 W.. FRONTIER CIRCLE. Oi.ATHE. K-_NSAS 66061 (913) 829-1215 FAX: (913) 829-1591 December 9, 2015 Dave Strahl Assistant Village Manager Village of Mount Prospect 847-392-6000 Subject: Proposal to Conduct a Community Survey Dear Mr. Strahl: ETC Institute is pleased to submit a quote to conduct a community survey for the City of Mount Prospect. If selected for this project, ETC Institute will provide the following services: Task 1: Design the Survey and Prepare the Sampling Plan. Task 1 will include the following services: • Working with City staff to develop the content of the survey, which will be 10, 15, or 20 minutes in length depending on the pricing options selected by the City. Although ETC Institute will tailor the survey to the City's needs, our firm will provide the City with sample questions from other cities to make the development of the survey instrument as easy as possible. • Participating in meetings by phone to develop the survey. • Conducting a pilot test of the survey to ensure the questions are understood by residents. Based on the results of the pilot test, ETC Institute will recommend changes (if needed) to the survey. • Selecting a random sample of residents to be contacted for the survey. The sample will be address -based and will include residents with traditional land -lines and those that only have cell phones. Deliverable Task 1. ETC Institute will provide a copy of approved survey instrument. Village Board Meeting - February 16, 2016 Page 101 of 177 Task 2: Administer the Survey. Task 2 will include the following services: • ETC Institute will administer by the survey by a combination of mail, Internet and phone. • ETC Institute will mail the survey and a cover letter (on City letterhead) to a random sample of households in the City. Residents who receive the survey will have the option of returning the printed survey by phone or completing it on-line. Households that do not respond within 10 days will be contacted by phone and asked to complete the survey by phone. • ETC Institute will conduct phone calls until a minimum of 400 surveys are completed. The result for a random sample of 400 completed surveys will provide results that have a precision of at least +/-5% at the 95% level of confidence. • ETC Institute will monitor the distribution of the sample to ensure that the sample reasonably reflects the demographic composition of the City with regard to age, geographic dispersion, gender, ethnicity and other factors. Deliverable Task 2. ETC Institute will provide a copy of the overall results for each question on the survey. Task 3: Analysis and Final Report. ETC Institute will submit a final report to the City. At a minimum, this report will include the following items: • Formal report that includes an executive summary of survey methodology, a description of major findings, and charts that show the overall results of each survey • Benchmarking analysis that shows how the results for the City compare to national and regional norms • A copy of the survey instruments • Importance-Satisfaction/Quadrant Analysis that will identify the areas where the greatest opportunities exist to enhance overall satisfaction with City services. • GIS maps that show geocoded survey results for selected questions on the survey Deliverable Task 3: ETC Institute will submit the final report in an electronic format and 5 hard copies. Village Board Meeting - February 16, 2016 Page 102 of 177 Project Schedule A preliminary schedule is provided below. Our process usually takes about 3 months, but we can adjust the schedule to meet your needs. ETC Institute has the capability to complete this survey in as little as two weeks if needed. • Month 1 Design Survey Instrument • Month 2 Administer Survey; provide the overall results to the City • Month 3 Prepare and Deliver the Final Report Fee The table below shows three options for the City. Option A involves the administration of a 10 -minute survey, which would be about 4 pages in length. Option B involves the administration of a 15 -minute survey, which would be about 5-6 pages in length. Option C involves the administration of a 20 -minute survey, which would be about 7 pages in length. Survey Pricing Options Task Survey Design •20 $ option A 1,500.00 $ option B 1,500.00 -Minute $ option c Survey 1,500.00 Development of the Sampling Plan $ 1,250.00 $ 1,250.00 $ 1,250.00 Administration of a 10 -Minute Survey to 400 households $ 7,500.00 $ 9,500.00 $ 11,400.00 Formal Report $ 1,700.00 $ 1,700.00 $ 1,700.00 Benchmarking Comparisons to Other Communities included included included Importance/Satisfaction Quadrant Analysis $ 1,250.00 $ 1,250.00 $ 1,250.00 GIS Mapping $ 1,250.00 $ 1,250.00 $ 1,250.00 TOTAL $ 14,450.00 $ 16,450.00 $ 18,350.00 The total fee for the services described in this proposal would range from $14,450 to $18,350 depending on the length of the survey. Village Board Meeting - February 16, 2016 Page 104 of 177 Optional Services. If desired, ETC Institute will provide the following "optional' services. The fees for "optional' services would be in addition to the prices shown in the table above. • Crosstabulations that show the results for different demographic groups and other variables as desired by the City ($1500) • An on-site presentation of the final results at a date to be determined by the City ($1750 plus expenses). A webinar (presentation by phone) is included at no charge. CLOSING: We appreciate your consideration of our proposal and look forward to your decision. If you have any questions, please do not hesitate to call me at (913) 254-4512. 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M LO c O 00 ULocn uj O a) r� 0 0 co M N 0) m n Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW-Water/Sewer February 9. 2016 SUBJECT: Motion to accept proposal for Water and Sewer Rate Study in an amount not to exceed $56,303. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: For many years, the village has incrementally increased water and sewer rates in a manner that facilitates current cost structures and revenue targets. To date, this process has not included robust consideration of the revenue requirements necessary to support long-term capital improvements such as the planned, end -of -life replacement of water and sewer mains. Presently, water sales are declining resulting in lower revenues to support water distribution and wastewater collection systems while the maintenance and regulatory costs of operating these systems continue to increase. Accordingly, it is the opinion of staff that the present is an opportune time to examine the water and sewer rate structure with particular regard to the long term capital needs of the water distribution and wastewater collections systems. To this end, staff recently sought proposals from qualified companies to provide a water/sewer rate study that includes life cycle replacement analysis of infrastructure assets. This project is a specific objective of the 2016 Strategic Plan. As permitted bythe Qualification Based Selection process and the Village of Mount Prospect Purchasing Policy, staff solicited proposals from three (3) qualified engineering consulting firms with expertise in financial rate setting. Each firm was asked to submit as part of their proposal the following information: 1. Resumes of key personal and related experience on similar projects. 2.Atechnical proposal summarizing the firm's process to accomplish the required tasks. 3. A staff hour estimate for major phases of work. Tasks that were identified to be performed are identified inAttachmentA. The consulting firms' statements of qualifications were reviewed on the basis of their understanding of our goals and their methodologyfor the rate study process. Theywere evaluated (with a maximum score of 100 points) according to these specific categories: Background of Firm, Capacity to Perform Work, Village Board Meeting - February 16, 2016 Page 134 of 177 Understanding of Project, Related Project Experience, Project Schedule and Projected Work Hours to complete tasks. The rankings are: Burns & McDonnell 94 points Baxter & Woodman 82 points Carollo Engineering 72 points Interviews were conducted with the top two (2) ranking consultants. Burns & McDonnell demonstrated the best understanding of our project goals and presented the most experienced and knowledgeable project team. They also provided examples of similar rate studies for other municipalities which included analysis of capital improvements and systemic life -cycle cost replacement of assets. They have had significant experience with the Mount Prospect water distribution system and wastewater collection systems. Notably, they performed a hydraulic analysis of the water distribution system in 2010, completed the 2011 comprehensive flood study, and have regularly performed flow monitoring analysis of the village's separate sanitary sewer basins. In addition, Burns & McDonnell has performed extensive work for the Northwest Suburban Municipal JointAction WaterAgency (NSMJAWA) and has a unique understanding of the issues relating the village's water cost structures to NSMJAWA and the Cityof Chicago. Burns & McDonnell submitted a not to exceed cost proposal of $56,303 to complete the project. It is the opinion of staff that the work hours allotted (297) are reasonable and the rate ($189.57 per hour) is competitive. BUDGET IMPACT: Proposed expenditure will require the expenditure of $56,303 from the water/sewer enterprise fund balance. There are sufficient funds for this proposed expenditure. RECOMMENDATION: It is my recommendation that the Village Board accept the proposal from Burns & McDonnell for the Water and Sewer Rate Study in an amount not to exceed $56,303. ALTERNATIVES: Pursuant to Village Board discretion. MOTION REQUIRED: Motion to accept the proposal from Burns & McDonnell for the Water and Sewer Rate Study in an amount not to exceed $56,303. MANAGER'S MEMORANDUM: Public Works staff recommends a motion to accept the proposal from Bums & McDonnell for the Water and Setner Rate Study in an amount not to exceed $56,303. Over the years village has incrementally increased tnmterand setnerrates in a manner that facilitates current cost structures and revenue targets. To date, this process has not included robust consideration of the revenue requirements necessary to support long-term capital improvements such as the planned, end - of -life replacement of teeter and seiner mains. Presently, teeter sales are declining resulting in lotner revenues to support teeter distribution and mstetneter collection systems tnhile the maintenance and regulatory costs of operating these systems continue to increase. Accordingly, it is the opinion of staff that the present is an opportune time to examine the teeter and setnerrate structure tnith particular regard to the long term capital needs of the mter distribution and mstetneter collections systems. To this end, staff recently sought proposals from qualified companies to Village Board Meeting - February 16, 2016 Page 135 of 177 provide a mter/semer rate study that includes life cycle replacement analysis of infrastructure assets. This project is a specific objective of the 2016 Strategic Plan. Public Works Director Sean Dorsey twill be present to anter any questions that the Village Board may have regarding this item. ATTACHMENTS: Description Type Upload File Name Date Attachemnt A Water _Sewer Cover 2/9/2016 Attachment A Water Sewer Rate Study_Scope_of_Work.pdf Rate Study Memo — — — Scope of Work Village Board Meeting - February 16, 2016 Page 136 of 177 Attachment A Water and Sewer Rate Study Scope of Work Task 1— Initiate Project • Task 1.1— Conduct Project Kick-off Meeting • Task 1.2 — Review Background Information Task 2 — Water and Sewer Main Replacement Plan Development The objective of Task 2 is to develop the replacement plan through a lifecycle analysis. • Task 2.1— Prepare Replacement Plan • Task 2.2 — Conduct a Replacement Workshop • Task 2.3 — Develop Recommendations and Prepare a 10 Year Replacement/Rehabilitation Schedule Task 3 — Financial Plan Development The objective of Task 3 is to develop a water and sewer utility financial plan that assesses the impact of implementing the proposed Replacement Plan in conjunction with any other water and sewer system funding commitments over the next ten years. • Task 3.1— Evaluate Current Usage Levels and Prepare Revenue Forecast • Task 3.2 — Project Capital Flow of Funds • Task 3.3 — Project Operating Revenue Requirements • Task 3.3 — Project Operating Revenue Requirements • Task 3.4 — Alternative Funding Sources • Task 3.5 — Evaluation of Other Fees • Task 3.6 — Review and Finalize Operating Cash Flow Task 4 — Complete Cost of Service Analysis The objective of Task 4 is to determine the cost of service based on the revenue requirements developed in prior tasks, and to subsequently determine each customer class' responsibility in recovering that cost of service. • Task 4.1— Determine Utility Cost Assignments • Task 4.2 — Allocate Functional Costs to Classes • Task 4.3 — Revenue and Cost of Service Comparison Task 5 — Proposed Rates Development The objective of Task 5 is to develop proposed rates that meet the needs and objectives of the water and sewer utilities. Task 6 — Develop Final Report Task 7 — Presentation of Findings and Recommendations to Village Board vil Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW -Vehicle Maintenance February 9. 2016 SUBJECT: Motion to accept National Joint Powers Alliance joint purchasing contract for the purchase of one (1) new 2016 John Deere 544K Wheel Loader in an amount not to exceed $160,100. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: In the current budget, there are sufficient funds available to replace unit 4506. This unit is a 2000 John Deere TC54H Wheel Loader used by the Public Works Department to load and push/grade materials, move pallets, and grounds work. It is also used to load sand, wood chips, spoils, black dirt, stone, gravel, and salt. During the winter months, it is used to help with snow removal operations. This piece of equipment has been evaluated utilizing our comprehensive replacement protocol. This protocol uses a point -based criterion that rates each vehicle or piece of equipment considered for replacement according four (4) majorfactors: Age, mileage, repair & maintenance (R&M) cost, and condition of the body/mechanical components. A point total equaling or exceeding eleven (11) out of sixteen (16) indicates that the vehicle should be recommended for replacement. This vehicle scored a total of fifteen (15) points indicating a very high rating and should be placed on the highest priority list to be replaced. The vehicle condition evaluation form and summary report have been attached as Exhibits Aand B respectively. Additionally, a life -cycle cost analysis has been included in Exhibit C. If the service life is extended, that is — this loader is not replaced, the following repairs should be performed: • Rebuild hydraulic system pump, hoses and cylinders. The work is estimated to cost $13,000 including parts and labor. • Rebuild diesel engine to regain performance, which is estimated to cost $15,000. • Repair several transmission leaks, which may require an overhaul. The work is estimated to cost $5,000. • Other needed repairs total $12,000 for an aggregate of $45,000. Village Board Meeting - February 16, 2016 Page 138 of 177 Our current wheel loader doesn't have the pushing power or lifting capacity it had when new. These conditions are due to the hydraulic system/engine that has slowly worn in the past few years and is operating at approximately 70% of its capacity. To bring the performance back to full capacity, the hydraulic system and engine would have to be completely overhauled. In my opinion, to have these repairs done would not make financial sense. Additionally, the proposed purchase has 33 more horsepower and 5,000 pounds more lifting ca pa ci ty tha n o ur exi sti ng unit. The John Deere model we recommend purchasing is a 544K with a tool carrier arm and Tiier4 diesel engine. This diesel engine has better fuel eco no my and is cleaner burning due to tighter E PA sta nda rd s/techno logy. The John Deere 544K loader is available for purchase through the National Joint Power Alliance (NJPA) joint purchasing contract. Procurements made this joint purchasing contract satisfy the Village's purchasing policy and public bidding requirements. Staff recommends disposing of our existing 2000 John Deere TC54H loader as a trade-in. Our past experience and review of recent sales prices on GovDeals.com has shown these types of specialized equipment have a higher resale value as a trade-in. BUDGET IMPACT: The proposed purchase will require the expenditure of $160,100. Sufficient funds for this purchase in the Vehicle Replacement Fund. RECOMMENDATION: I recommend the Village Board accept the NJPA bid ContractAward #032515-JDC and authorize the purchase of one (1) new 2016 John Deere Wheel Loader 544K, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $160,100, which includes a credit of $39,000 for our existing TC54H trade-in. ALTERNATIVES: Pursuant to Village Board discretion. MOTION REQUIRED: Motion to accept staffs recommendation and accept the NJPA bid ContractAward #032515-JDC for the purchase of one (1) new 2016 John Deere Wheel Loader 544K, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $160,100 MANAGER'S MEMORANDUM: Public Works staff is requesting purchase authority to the replace a John Deere t4heel loader that is 15 years old and has a projected repair cost outstanding of $45, 000. To replace the equipment wu/d cost $160,100. The replacement wu/d also have 33 additional horsepot4erand 5000 pounds of additional lift capacity. This loader is an all around use piece of equipment and an opportunity to improve the operations through a newand improved equipment purchase twu/d eliminate the need to repair the existing equipment to maintain it at less capacity than the newpiece. Public Works Director Sean Dorsey mill be present to anter any questions that the Village Board may have. ATTACHMENTS: Description Tvae Upload Date ❑ Exhibits A and B Cover Memo 2/9/2016 Exhibit C _ 4506 ❑ Life Cycle Cost Cover Memo 2/9/2016 Analysis File Name Exhibits A and_B 4506_Eval_Forms.pdf Exhibit C 4506 Life Cycle_Cost Worksheet.pdf Village Board Meeting - February 16, 2016 Page 139 of 177 D Existing 4506 Wheel Loader D Replacement Wheel Loader Cover Memo 2/10/2016 Cover Memo 2/10/2016 4506_Old_pi c_2. J PG 544k r4d066123 rrd_642x462. bmp Village Board Meeting - February 16, 2016 Page 140 of 177 Unit 9 4506 Year: 2000 Hours: 6,665 EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Assigned Dept. /Div. Public Works/Street Make: John Deere Model: TC54H Date of Evaluation: 1/19/16 Mileage: N/A Performed By: Schnittker/Breitzman System Diagnosis Estimated Repair Cost Engine Fair -Power Loss/Exh. Smokes Rebuild -$15,000.00 Transmission Fair -Oil Leaks $5,000.00 Differential Good Exhaust System Good Cooling System Fair -Radiator Corrosion $2,500.00 Brakes Good Tires Fair -Rims Corrosion $2,500.00 Steering Good Suspension Good HVAC Good Electrical Good Body/Frame Fair-Sandblast/paint $7,000.00 Interior Good Other- Hydraulics Fair -Replace hydraulic hoses and steel lines -Pump rebuild $13,000.00 Total Estimated Repair Cost $45,000.00 Diagnosis Code Code Description Good Systems are functioning well and no major repairs are expected. Fair Some major repairs are needed, but unit can remain in service a little longer in current condition. Poor Major repairs are required as soon as possible to ensure unit safety and reliability. Vii EXHIBIT B Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit 9 4506 Assigned Dept. /Div. Public Works/Street Year: 2000 Make: John Deere Model: TC54H Mileage: N/A Date of Evaluation: 1/21/16 Performed By: Schnittker/Breitzman Ratings: Unit age: 16 Base Policy Age: 15 Mileage/Hrs: 6,665 Base Policy Mileage/Hrs: 5,000 Maintenance Cost: Repair and Maintenance Cost: $ 28,270 - Purchase Price: $ 110,450 Repair and Maintenance Percentage of Purchase Price: 26 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 45,000 - Current Book Value: $ 39,000 Repair Cost Percentage of Current Book Value: 115 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 160,167 Less Salvage Value $ 39,000 Net Lifetime Costs $ 121,167 Divided by Mileage/Hours 6,665 Operating Cost Per Mile/Hour $ 18.18 Points: 3 Points: 4 Points: 4 Points: 4 Total Points: 15 Comments and other considerations: This equipment has operated 6,665 hours during its lifetime, which equals 199,950 engine miles. Superintendent's recommendation: This equipment has met its life expectancy and major repairs will be needed if service life is ;xtended any based on condition. Total Point Evaluation: A point total equaling or exceeding eleven (11) indicates that the vehicle should be recommended for replacement. The point total is used to rank its replacement priority. The larger the number the higher the replacement priority will be. Vil ^W ].L � O o 0 ()0 � L 0 T 00 (U T d 0- U) 0 U U a L cc G E 0 0' LL Fu f0 f0 O Or,� 00 0 00 OO 66 I- N aCD M N NEN I (/>(A � CD !I O N I I I ' I o � I v � I U L I ani ♦ � J ♦ I I ♦ I ♦ I I o o� O O O O O O O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O "t N O m 0 "t N ISOO ^W ].L � O o 0 ()0 � L 0 T 00 (U T d 0- U) 0 U i� ISM, y — td l Lam=+ • � � s o �'k a .. r ��,. .„ •—• �.- _.� .� � � �,r r� Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW-Forestry/Grounds February 9. 2016 SUBJECT: Motion to accept bid for Parkway Tree Furnishing and Planting in an amount not to exceed $263,189. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: Bids were recentlyopened for the provision and installation of parkwaytrees. Bid prices were sought for a wide variety of tree species, in sizes ranging from 1-1/2" to 5" in trunk diameter. Bidders submitted a cost per tree to furnish, install and guarantee each tree. Bid prices will be good through December 2016. Thirteen (13) invitational bid packets containing the specifications were mailed. Aseparate 'Bid Notice" was published in a local newspaper. Six sealed bids were opened on February 1, 2016. Bid results are attached. At this time, we do not know how many trees we will need to order this year. Based on last year's parkways tree removals, we plan to plant approximately 1,000 trees in this year's program. We received bids from six (6) contractors: Huffman Landscape, Acres Group, Arthur Weiler, Inc, Apex Landscaping, Inc, Brancato Landscaping, Inc, and A Safe Haven Landscaping. No single contractor provided prices on all sizes and species listed on our bid sheet, nor were any of the bidders low on every species they quoted. Huffman Landscape, Acres Group and Arthur Weiler, Inc., Apex Landscaping, Inc. and Brancato Landscaping, Inc. have successfully planted manytrees for us in the past. A Safe Haven Landscaping has not worked for us before. However, each of the six contractors, including the new bidder, submitted bids with adequate references to complete an order. BUDGET IMPACT: Proposed expenditure will require expenditure of $263,189. Sufficient funds for this expenditure exist in the current budget. RECOMMENDATION: There is a total of $263,189 in various tree planting accounts in the 2016 budget. For the Village Board Meeting - February 16, 2016 Page 146 of 177 Parkway Tree Furnishing and Planting project, I recommend that we split the order among Huffman Landscape, Acres Group, Arthur Weiler, Inc., Apex Landscaping, Inc., Brancato Landscaping, Inc., and A Safe Haven Landscaping. Each tree will be ordered from the lowest bidder for that size and species. If not available from that bidder, it will be ordered from the next lowest bidder. The total of all expenditures for the contract will not exceed $263,189. ALTERNATIVES: Pursuant to Village Board discretion. MOTION REQUIRED: Motion to accept staffs recommendation regarding the 2016 Parkway Tree Furnishing and Planting Project and split the contract award among Huffman Landscape, Acres Group, Arthur Weiler, Inc., Apex Landscaping, Inc., Brancato Landscaping, Inc., and A Safe Haven Landscaping for a total project cost not to exceed $263,189. MANAGER'S MEMORANDUM: Public Works staff is recommending a motion to accept the bid from several vendors for the 2016 Parkmay Tree Furnishing and Planting Project and split the contract amard among Huffman Landscape, Acres Group, Arthur Weiler, Inc., Apex Landscaping, Inc., Brancato Landscaping, Inc., andA Safe Haven Landscaping for a total project cost not to exceed $263,189. There is a total of $263,189 in various tree planting accounts in the 2016 budget. For the Parkmay Tree Furnishing and Planting project. Each tree twill be ordered from the lotnest bidder for that size and species. If not available from that bidder, it till be ordered from the next lomest bidder. Public Works Director Sean Dorsey till be available to anter any questions the Village Board may have regarding this item. 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fA fA fA fA fA fA fA fA N fC y O LO O O + O O + O O Q � r r C f0 J N U L f0 O O O O O O O O O O d O 0 0 0 O w 00 6J O 00 00 m = H3 613 fA 613 fA + — L N LO OO LO N O LO Q ?j (Oj OO O O L ++ O O O O d Q 0 V V O N N N N inCD f0C O CD O O O CD O CD O CD O CD CD CD LO CD CD Q (� > O N N N Ln co coCD co CO � Ln N N � f0 � 2 � U w y M (Oj •L O O O O O O O O O O O O O N O O O O O O O O O O O O O d m C'7 O co V C`7 V C'7 V 0 C7 V 06 V Q J O O N O O O O m m m LO m LO fA co Cfi N fA co 613 N fA c') fA N fA N CA fA = fA N fA = fA N fA co a o 0 0 0 0 0 o o O O 0 o 0 0 0 0 0 0 o 0 0 LO 0 O 0 O 0 LO 0 O Q (+� O O N N N Ch C0 ch V O Ln N Ln N Ln N N N /Ln V y N U O O O O O O O O O O O O O O O O O O O O •L O O O O O O O O O O O O O O O O O O O O d QN N Ch 0 C'7 V 0 CA N (b 00 0 N r-_:0 N I� 0 N M LC) C) 00 O CA V = C) N CA LC) N C) Lf) N O Lf) m K-) N Cfi C`') fA N fA = Cfi N Cfi N fA = fA N Cfi Cl) Cfi = Cfi N Cfi = fA N fA C`') fA = Cfi N Cfi C`') fA = fA N Cfi LO (V (V Lr) (V LO LO (V LO LO (V LO LO (V LO LO (V LO LO (V LO LO (V Ln Ln (V O O U O Q O m U O J Q N O O> = o 7 E _ C 0 g O N (6 O a� E ami — `� Q o its U m U � U (B Q(a .� U U O U� (6 O D m O O d0 � 0 O X (0 Q� - - a: 7 ) O Q UU LO N rn m 0_ (1) 0) m IL ce O O O O O O O O O O Q (+� od ch ch N N N N N N N N O C N co U 0 O O O O O O O O O O •i ++ O O O O O O O O O O d V O O O O O O O O O O O O C7 N N N N N N C`') � C7 co C'7 C`') C'7 C`') C`') C`') C'7 Cl) � fA fA fA fA fA fA fA fA fA fA m C > a� O O� O 00 00 r- p Q Ch N C'1 N y fa N U O O O O O O O O O O J O Cn O O O Cn O O O d X CO O O O O O O O N (D LO LO L O N Cl) N C`') C`') C`') N C`") C`") C`") m Q K-? 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fA fA fA > +� C CO O LO N LO N CD N f0 � 2 � U LO (Oj •L O O O O O O O O O O O O O O O N O O O O O O O O O O O O O O O d (0 V CO r.-: CO O 0 1� 0 O O LC) O LC) O 0 Q J O m O m Lf) V O m 0 m Lf) co co Lf) LC) c') CO c') LC) V Lf) co N V N Lf) LC) V Lf) (h fA fA fA fA fA fA fA fA fA fA fA fA fA fA fA f0Q CD LOO V V c') V LO O � O > LO N I� N Q /Ln V N U O O O O O O O O O •L O O O O O O O O O d Q OO CO O CO O O O O co co co co co co 00 co co ffl ffl fA fA fA fA fA fA fA 2 m - V - Lo - Co - V - Lo - Co - V - Lo - co - V - Lo - C`7 - V - L(j - C`7 - V - LO - co - V - l(j - C`7 - V - LO - co - V - LO - CO - V - LO - co () C O O Q (1) 70 O fl- Q� � C 76 O r C i O U U J (0 70 = a- O C p O '� C 7 C Y Q E > OCL U J J U Q N C) __ 0 O J N U J O O O � m �i Q.. O O O �_ Q Y Q C (A (0 Q (6 :� -p O T O A C)(6 O 7 O O O O O CUcnmwdU)Q �Ucn > Cri (n o O 0) m CD CD CD CD Q od N N N N O C N Cl) U 0 O O O O i ++ O O O O d V O O O O c - co V O V co V O V 6", Efi f%? fA m C y � � N U J d � -a Q m Q N Q Q � y C f0 J N U •L � \H M W T� T L Q U •L t � li Q W +�O N LO c0 Q > f0 � 2 � U V M O O O O O N d m O O 0 O O Q J V LO m f!-? LO fA coV fA fA fA > C Q O /Ln V 0 V CD O d Q O LO LO W co 2co LO CO LO CO LO CO LO 0 m O Y Q _0 c� O N Y O E Q c ' c Z U W 0) m Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW-Forestry/Grounds February 9. 2016 SUBJECT: Motion to accept bid results for 2016-2017 Landscape Maintenance Contract in an amount not to exceed $116,000 in 2016 SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: Sealed bids for landscape maintenance of selected sites were opened on February 1, 2016. The work required by the specifications includes a wide range of maintenance activities including Spring Cleanup, Mulching, Weed Control, Turf Herbicide/Fertilization/Aeration Treatments, Turf Mowing, and Shrub Pruning at all sites as needed. The majority of sites are high-profile locations such as public buildings, greenspaces in the downtown area, and the entire Union Pacific Railroad right of way. The personnel who work on this job need to interact frequentlyand professionally with the general public as well as business owners. With the diversified landscapes we have planted at many of these sites, the contractor's personnel must also possess a high degree of knowledge about plant identification and the maintenance needs of various plant species. The specifications describe awarding the contract for calendar years 2016 through 2017. Additionally, we also included a provision which would allow us to extend the contract for a third year, 2018, at the same bid prices as 2017, if both the contractor and the Village agree. Twenty (20) invitational bids were mailed and a notice published in the local newspaper. A mandatory pre-bid meeting to explain the scope of the contract was held on January 20, 2016; representatives from ten (10) firms attended. A total of five (5) bids were received. Bid costs to maintain eighty two (82) sites included in this contract are listed inAttachmentA. The lowest -cost bidder, Herrera Landscape Inc. submitted multiple references, including municipal Village Board Meeting - February 16, 2016 Page 159 of 177 references. We checked with the references submitted and found that they have done projects of similar scope and size with good results. Additionally, Herrera Landscape Inc. is our current mowing contractor. They have performed verywell since they began working for the Village in 2015. BUDGET IMPACT: RECOMMENDATION: I recommend award of a two-year contract, and possibly a third, to the lowest cost qualified bidder, Herrera Landscape Inc., in an amount not to exceed $116,000 in year 1. Year 2 will be in an amount appropriated in the 2017 budget. If year 1 and year 2are successful, and both parties mutually agree to extend the contract for an additional year, year 3 will be in the amount that is appropriated in the 2018 budget. ALTERNATIVES: Pursuant to Village Board discretion. MOTION REQUIRED: Motion accept stafrs recommendation and award a two-year contract, and possibly a third, to the lowest cost bidder, Herrera Landscape, Inc. for a total cost not to exceed $116,000 in 2016. Expenditures in 2017 and 2018 (if applicable) will be limited to authorized budgets. MANAGER'S MEMORANDUM: Public Works staff is requesting a motion to amord a tKo year contract, and possibly a third, to the lomest cost bidder, Herrera Landscape, Inc. for a total cost not to exceed $116, 000 in 2016. Expenditures in 2017 and 2018 (if applicable) twill be limited to authorized budgets. The majority of sites are high-profile locations such as public buildings, greenspaces in the domntoW7 area, and the entire Union Pacific Railroad right of may The personnel mho mock on this job need to interact frequently and professionally mith the general public as tree// as business ow7ers. With the diversified landscapes tae have planted at many of these sites, the contractor's personnel must also possess a high degree of knowledge about plant identification and the maintenance needs of various plant species. The specifications describe amording the contract for calendar years 2016 through 2017. Additionally, there included a provision tahich mould allowus to extend the contract for a third year, 2018, at the same bid prices as 2017, if both the contractor and the Village agree. Public Works Director Sean Dorsey trill be available to anter any questions that may arise from the Village Board. ATTACHMENTS: Description Type D Attachment A _ LMC Cover Memo Bid Results Upload Date File Name 2/9/2016 Attachment A LMC_Bid_Results.pdf Village Board Meeting - February 16, 2016 Page 160 of 177 4-0 CA O V c0 O N N O O O O Ln N N O 0�0 M OM1 W 00 � 4 T-4 N N N M V) ' v N •j)- •j)- •j)- •j)- 00 a, z UE _ o V O v E _ ca Q�0 N O O = O •ca co Nl6 r -I p o V o qct u`ni Ln r14 w mN Q i O O � � � � Q � E •v �+ O O O O N M li I� M a � � � Ln a � � Q o r -I Q O N Q p N r -I rl -Ln r -I -Ln r -I -Ln O r a N v � � U � N O N Q — U t]A m L-� � i O v Q � � J � U N N U -0 UN ate+ N fB Ln _0 Q -o N J J J (B v N O N N U = a N m L Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW-Forestry/Grounds February 9. 2016 SUBJECT: *Motion to accept bid for 2016-2017 Parkway Restoration contract in an amount not to exceed $53,000 in 2016. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: Sealed bids for parkway restoration were opened on February 1, 2016. This contract requires sodding of parkways due to various excavations and other disturbances in public rights-of-way and easement areas in the Village. Prices for sodding (including removal of backfill, rototilling, installing topsoil and sod, and one watering) and additional sod watering were sought. The specifications describe awarding the contract for calendar years 2016 through 2017. Additionally, we also included a provision which would allow us to extend the contract for a third year, 2018, at the same bid prices as 2017, if both the contractor and the Village agree. Twenty bids were distributed and a notice was published in a local newspaper. A mandatory pre-bid meeting was held on January 20, 2016 and representatives from fourteen companies attended. Five bids were received. Bid results are listed in Attachment A. The apparent lowest cost bidder for the 2 -year term is TNT Landscape Construction, Inc. For this contract, quality control is very important. Most of the restoration is in front of residences; therefore, the quality of work will be scrutinized by our toughest critics. The nature of this contract requires a quick turn around, excellent responsiveness, and the need to remove and replace a specified amount of stone, sand or substandard subsoil in order to help assure long term health of turf and parkway trees. For these reasons, we ask the bidders to provide three satisfied references for contracts of similar size and nature of our own. TNT Landscape Construction Inc. submitted multiple references, including municipal references. We checked with four municipal references submitted and found that they have done projects of similar scope and size with good results. Additionally, their bid price of $9.25 per square yard of installed sod is less than we were previously paying. The quantityand scale of restorations required were estimated for bid purposes, using 5,000 square yards of Village Board Meeting - February 16, 2016 Page 162 of 177 restoration to figure the lowest qualified bidder. However, the specifications allow the Village to assign less or more square yards, up to the budgeted amount, throughout the year. BUDGET IMPACT: This proposed award will require the expenditure of $53,000. Sufficient funding for this purpose exists in the current budget. This proposed award is for a 2 -year term. It also contains an option to extend the contract for a third year provided service is acceptable and the contractor agrees to maintain Year 2 prices. Year 2 expenditures will be limited to amounts authorized by the Village Board in the 2017 budget. Year 3 expenditures (if applicable) will be limited to amounts authorized in the 2018 budget. RECOMMENDATION: I recommend award of a two-year contract, and possibly a third year, to the lowest qualified bidder, TNT Landscape Construction Inc. in an amount not to exceed $53,000 in 2016. Year 2 will be in that amount appropriated in the 2017 budget. If there is mutual agreement to extend the contract to a third year, expenditures will be limited to 2018 budget appropriations. If year one and two are successful, and a contract extension is agreed to by the Village and the contractor, year three will be in the amount that is appropriated in the 2018 budget. ALTERNATIVES: Pursuant to Village Board discretion. MOTION REQUIRED: Motion to accept the lowest cost bid for the 2016-2017 Parkway Restoration Contract, including the option to mutuallyextend the contractfora third year, as submitted by TNT Landscape Construction, Inc. fora total cost not to exceed $53,000 in 2016. Expenditures in 2017 and 2018 (if applicable) will be limited to budget authorizations. MANAGER'S MEMORANDUM: Public Works staff is requesting a motion to accept the lotnest cost bid for the 2016-2017 Parktmay Restoration Contract, including the option to mutually extend the contract fora third year, as submitted by TNT Landscape Construction, Inc. for a total cost not to exceed $53, 000 in 2016. Expenditures in 2017 and 2018 (if applicable) till be limited to budget authorizations. This bid price of $9.25/square foot is less than paid last year. Public Works staff revietned references carefully and of the tKenty respondents, staff feels that TNT Landscape is the best qualified bidder for this wrk. ATTACHMENTS: Description Type Upload Date File Name Village Board Meeting - February 16, 2016 Page 163 of 177 Attachment A D Parkway Cover Memo 2/9/2016 Attachment—A Parkway_Restoration_Bid_Results.pdf Restoration Bid Results Village Board Meeting - February 16, 2016 Page 164 of 177 rI 0 0 0 0 0 N N O O O O O � O lfl O O U 4m 0 01 M M N 01 C E N O U O O O O O O O O O O M u1 O O O O n Lr M O O O lD I, Ql u1 u1 U-0 m W O O � O V Ln N M M E: N rM-I O CL U a) N U C: O o N a m i c O O O O O O �+ O O O O O a••r O OM O O m N0 O0 Q �j E U O lD n a O u1 a/ U- ct w -y r -I w m 3 m t/y V rl r -I r -I U U -0 N W 0 W 0 N Q N L -(n-(nQ � � � � CL O v N C: U J Q) J U C '> J �p Q U O cn N i v N Q U c m u L 0 hA cUn m n U -0 'Q L. c c N J O U J Q U U N O M U- v) L N Q N Q U QLn J N E J c U v J L � Ln N E ° z - v Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: Motion Sean P. Dorsev SUBJECT: DEPARTMENT: DATE: PW-Forestry/Grounds February 9. 2016 *Motion to accept bid for Community Development Block Grant (CDBG) Parkway Tree Furnishing and Planting in an amount not to exceed $20,000. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: Bids were recentlyopened for the provision and installation of parkwaytrees using Community Development Block Grant (CDBG) funds. Bid prices were sought fora wide variety of 1-1/2" to 2-1/2" diameter trees, to be planted in neighborhoods that qualify for these funds. Trees planted on this project will replace ash trees removed due to EAB and be used as reforestation trees where there are eligible planting sites. Thirteen invitational bids were mailed and a notice to bidders was published in a local newspaper. A mandatory pre-bid conference was held for interested contractors on January 26, 2016. Sealed bids were opened on February 1, 2016. Three bids were received; all of these bidders had attended the mandatory pre-bid conference. Bid results are attached. Bid prices are good for Spring and Fall 2016 planting seasons only. Note that, because of the funding source, this bid requires the contractor to payfederal prevailing wages as specified in the Davis -Bacon Act. At this time, we do not know the exact quantity and species we will need to order for the project. However, the average bid cost per tree is roughly $262.00; therefore, we expect approximately 75 trees will be planted on this project. The bid specifications were written to allow the contract to be split amongst the low bidders of each species. All three bidders met our bid requirements. Additionally, all three have successfully planted trees for us in the past. BUDGET IMPACT: This proposed expenditure will require the expenditure of Community Development Block Grant Funds in an amount not to exceed $20,000. Sufficient funds exist in the current budget. Village Board Meeting - February 16, 2016 Page 166 of 177 RECOMMENDATION: There is a total of $20,000 in the 2016 budget for this project. I recommend splitting the contract award among Huffman Landscape, Arthur Weiler, Inc. and Apex Landscaping. Total expenditures for all purchases will not exceed $20,000 and each tree will be ordered from the lowest bidder for that particular species. ALTERNATIVES: Pursuant to the Village Board's discretion. MOTION REQUIRED: Motion to accept staffs recommendation for the furnishing and planting of parkway trees utilizing Community Development Block Grant funds and split the contract award among Huffman landscape, Arthur Weiler, Inc., and Apex Landscaping for a total project cost not to exceed $20,000. MANAGER'S MEMORANDUM: Public Works staff is recommending a motion to accept the bid for furnishing and planting of parkmay trees utilizing Community Development Block Grant (CDBG) funds and split the contract amrd among Huffman landscape, Arthur Weiler, Inc., and Apex Landscaping for a total project cost not to exceed $20, 000. The trees mill be planting in CDBG eligible areas of the community. Total expenditures for all purchases mill not exceed $20, 000 and each tree trill be ordered from the lomest bidder for that particular species. This bid price trill allowfor approximately 75 trees to be planted. Public Works Director Sean Dorsey trill be available to anter any questions that the Village Board may have regarding this matter. ATTACHMENTS: Description Type Attachment A D _CDBG Tree Cover Planting Bid Memo Results Upload Date File Name 2/9/2016 ATTACHMENT A CDBG_TREE_PLANTING_BID_PRICES.pdf Village Board Meeting - February 16, 2016 Page 167 of 177 Bid Results - 2016 CDBG Shade Tree Furnishing and Planting - February 2, 2016 DBH I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. Village Board Meeting - February 16, 2016 Page 168 of 177 Arthur Weiler Huffman Landscape Apex Landscaping ��Xlvlqrl Me ® ', :O me ��XIIUMI Me ® ', e s ®R-ol 11 m.-: �e 0 ', M -TIN ® '' ,i m mins rmz�� on ® e 0 molmTON Village Board Meeting - February 16, 2016 Page 168 of 177 Bid Results - 2016 CDBG Shade Tree Furnishing and Planting - February 2, 2016 DBH I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. Village Board Meeting - February 16, 2016 Page 169 of 177 Arthur Weiler Huffman Landscape Apex Landscaping ® ', ® ', :O me • FINFR-1 MOO FINE Of Me 0 ', I , ® ', e e 0 ', e e Me 0 ', : O ® ', rs I $ Me• Village Board Meeting - February 16, 2016 Page 169 of 177 Bid Results - 2016 CDBG Shade Tree Furnishing and Planting - February 2, 2016 DBH I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. I Bid Price I Avail. Qty. Village Board Meeting - February 16, 2016 Page 170 of 177 Arthur Weiler Huffman Landscape Apex Landscaping 2" $ 317.00 10 $310.00 80 2.5" $ 295.00 30 1.5" $ 237.00 50+ $ 185.00 50 $251.50 80 2" 2.5" 1.5" 2" 2.5" 1.5" $ 226.00 20 $ 175.00 25 $231.50 400 2" $ 307.00 20 $300.00 100 2.5" 1.5" $226.00 40 $ 170.00 25 2" $297.00 5 $310.00 27 2.5" 1.5" $226.00 30 $ 180.00 25 $251.50 300 2" $ 302.00 5 $310.00 100 2.5" 1.5" $ 226.00 35 $ 180.00 25 $251.50 200 2" 2.5" 1.5" $ 170.00 50 2" $300.00 25 2.5" 1.5" $ 226.00 50+ $ 175.00 50 $251.50 300 2" $ 302.00 40 $ 225.00 25 $300.00 40 2.5" 1.5" $ 170.00 50 2" $ 297.00 5 $ 225.00 25 $300.00 100 2.5" $ 362.00 5 $ 275.00 25 1.5" $ 180.00 50 2" $ 302.00 10 $ 225.00 25 $300.00 100 2.5" $ 367.00 30 Village Board Meeting - February 16, 2016 Page 170 of 177 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM To: Village From: Director of Public Manager Michael Works J. Cassady TYPE: SUBMITTED BY: DEPARTMENT: DATE: Motion Sean P. Dorsev PW -Vehicle Maintenance February 9. 2016 SUBJECT: BRUSH CHIPPER REPLACEMENT (2760) *Motion to accept National Joint Powers Alliance joint purchasing contract award for the purchase of one (1) new, 2016 M15RX Brush Chipper in an amount not to exceed $62,500. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities BACKGROUND: In the current budget, funds are available to replace brush chipper 2760. 2760 is a 2001 Vermeer, Model 1250BC used daily by public works crews to chip tree limbs and brush. It is also an integral piece of emergency response equipment during storm clean-up operations. 2760 is one (1) of three (3) brush chippers utilized by public works. This brush chipper has been evaluated utilizing a comprehensive replacement protocol. This protocol uses a point -based criterion that rates each vehicle or piece of equipment according to (4) major factors: Age, mileage, repair & maintenance (R&M) cost, and condition of the body/mechanical components. A point total equaling or exceeding eleven (11) out of sixteen (16) indicates that the vehicle should be recommended for replacement. This vehicle scored a total of thirteen (13) points indicating a high rating. The vehicle condition evaluation form and summary report have been attached as ExhibitsA and B respectively. Additionally, a life cycle cost analysis has also been completed and attached as Exhibit C. BUDGET IMPACT: This proposed purchase will require a capital expenditure from the vehicle replacement fund (an internal service fund) in an amount not to exceed $62,500. This proposed expenditure is fully funded. RECOMMENDATION: Staff recommends replacement of unit 2760, a 2001 Vermeer brush chipper. Village Board Meeting - February 16, 2016 Page 171 of 177 The replacement recommendation is a 2016 Morbark M15RX. This chipper features a John Deere Tier 4 diesel engine. This diesel engine has better fuel economy and is cleaner burning due to tighter EPA standards/technology. The Morbark unit also features drum style chipper blades that cut wood more effectively and consistently than the disc style blades installed on the current Vermeer unit. Improved cutting helps to reduce feed chute blockages and downtime. The Morbark M15RX brush chipper is available for purchase as part of a National Joint Powers Alliance (NJPA) joint purchasing contract. This contract was competitively bid and satisfies the Village of Mount Prospect public bidding requirements. ALTERNATIVES: If the service life is extended, approximately $14,400 of repair work is needed: Rebuild clutch; replace hoses and cylinder $6,600 Replace torsion bar axle $2,000 Sandblast/recoat body & frame $3,000 Miscellaneous repairs $2,800 These repair expenditures ($14,400) will exceed the current book value of unit ($7,500). MOTION REQUIRED: Motion to accept National Joint Powers Alliance joint purchasing contract award for the purchase of one (1) new, 2016 M15RX Brush Chipper in an amount not to exceed $62,500. MANAGER'S MEMORANDUM: Public Works staff is requesting a motion to accept the National Joint Pothers Alliance joint purchasing contract amord for the purchase of one (1) nevtl 2016 M15RX Brush Chipper in an amount not to exceed $62,500. This purchase trill replace one of three chippers utilized almost on a daily basis by the Public Works Department. The projected cost of repair, $14,400, exceeds the projected resale value of $7500. Furthermore the new chipper should have a tier 4 diesel engine that has better fuel economy and is cleaner burning. The Morbark unit also features drum style chipper blades that cut snood more effectively and consistently than the disc style blades installed on the current Vermeer unit. Improved cutting helps to reduce feed chute blockages and dotnntime. Public Works Director Sean Dorsey trill be available to anther any questions the Village Board may have regarding this purchase. ATTACHMENTS: Description Type Exhibits A and B Cover Memo ❑ Exhibit C Cover Memo Existing 2760 ❑ Chipper to be Cover Memo Replaced New Chipper ❑ Proposed Cover Memo Replacement Upload Date File Name 2/9/2016 2760 Exhibits A and B.docx 2/9/2016 2760 Exhibit C Life_Cycle_Cost Analysis.xls 2/10/2016 2760_Old_Pic_2.JPG 2/10/2016 M15RX-980x551-980x370Jpg Village Board Meeting - February 16, 2016 Page 172 of 177 EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Unit # 2760 Assigned Dept. /Div. Public Works -Forestry Year: 2001 Make: Vermeer Model: 1250BC Mileage: N/A Hours: 1,205 Date of Evaluation: 1/19/16 Performed By: SchnittkerBreitzman System Diagnosis Estimated Repair Cost Engine Good Some major repairs are needed, but unit can remain in service a little longer in current condition. Transmission -Clutch Fair -Due for rebuild $2,500.00 Differential N/A Exhaust System Good Cooling System Poor -Rad. Missing Fins $1,500.00 Brakes Good Tires Fair $500.00 Steering N/A Suspension Poor -Right side low $2,000.00 HVAC N/A Electrical Fair -Wires & Battery $800.00 Body/Frame Poor -Rusted badly $3,000.00 Trailer Tongue cylinder Fair-Cyl Rod Pitted $600.00 Other -Hydraulic System Fair -Hydraulic hoses $3,500.00 Total Estimated Repair Cost $14,400.00 Diagnosis Code Code Description Good Systems are functioning well and no major repairs are expected. Fair Some major repairs are needed, but unit can remain in service a little longer in current condition. Poor Major repairs are required as soon as possible to ensure unit safety and reliability. vii EXHIBIT B Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit # 2760 Assigned Dept. /Div. Public Works -Forestry Year: 2001 Make: Vermeer Model: 1250BC Mileage: N/A Date of Evaluation: 1/21/16 Performed By: Jim Breitzman Ratings: Unit age: 15 Base Policy Age: 8-22 Mileage/Hrs: N/A / 1,205 Base Policy Mileage/Hrs: N/A Maintenance Cost: Repair and Maintenance Cost: $ 13,137 - Purchase Price: $ 28,000 Repair and Maintenance Percentage of Purchase Price: 47 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 14,400 - Current Book Value: $ 7,500 Repair Cost Percentage of Current Book Value: 192 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 44,306 Less Salvage Value $ 7,500 Net Lifetime Costs $ 36,806 Divided by Mileage/Hours 1,205hrs Operating Cost Per Mile/Hour $ 30.54 Points: 3 Points: 2 Points: 4 Points: 4 Total Points: 13 Comments and other considerations: This machine has disc blades, which doesn't chip without clogging the chute on a regular basis. Superintendent's recommendation: This machine has met its life expectancy and several major repairs will be needed if service life is extended any longer based on current condition. Total Point Evaluation: A point total equaling or exceeding eleven (11) indicates that the vehicle should be recommended for replacement. The point total is used to rank its replacement priority. The larger the number the higher the replacement priority will be. Vil 6 r1 l J �, 0 M E!i LO 0 N 0 0 0 0 LO ti 6c3 0 0 cm 0 (Y) r 0 LO I- N 0) (6 IL 0 U a L cc G E 00' LL> F Fu O O O CO I-� O O OM O O M Lr r I 6q 6 CD • I' N � � I v I � ' I co _ I , O O ► o� I o♦ O O O O O O O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O LO O LO O LO � O � LO O LO 613 �3 ISOO r1 l J �, 0 M E!i LO 0 N 0 0 0 0 LO ti 6c3 0 0 cm 0 (Y) r 0 LO I- N 0) (6 IL —toil AN .22^ � \ «\ � � \\/ © \�\ ` ), / �� \�\� \/� \ � \ \ \\ -m2 . .