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Home My WebLink About02/16/2016 VB Minutes MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT February16, 2016 CALL TO ORDER Mayor Juracek called the meeting to order at 7:07p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Colleen Saccotelli Trustee Michael Zadel PLEDGE OF ALLEGIANCE Pledge of Allegiance led by Trustee Saccotelli INVOCATION Trustee Rogersgave the Invocation MINUTES Trustee Matuszak, seconded by Trustee Rogers,moved to approve the minutes of the regular Village Board meeting held February 2, 2016. Upon roll call: Ayes: Hoefert,Matuszak,Polit,Rogers,Saccotelli,Zadel Nays: None Motion carried. MONTHLY FINANCIAL REPORT AND APPROVE BILLS Mayor Juracek stated the next item on theagenda,“MONTHLY FINANCIAL REPORT AND APPROVE BILLS” was noted by an asterisk and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote as business item "IX. CONSENT AGENDA.” Trustee Hoefert requested Item I, Brush Chipper Replacement under Village Manager’s Report,be removed from the Consent Agenda. Request was granted. MAYOR’S REPORT A.ACCOLADES Fire Chief Citation to Police Officer Christopher Berg Interim Fire Chief Brian Lambel recognized Officer Berg for hisrecent act of heroism. On the evening of January16, 2016, the Fire Department responded to a 911 call for infant in respiratory distress. The Police Department is also dispatchedwithevery Fire Department call. Police Officer ChristopherBerg was the first responder on the scene and arrived to find the father of the infant performing CPR. Officer Berg immediately took over and within 30 seconds, the infant was breathing on his own.Chief Lambel credited Officer Berg’s composure and professionalism that led 1 page of 7 Village Board Meeting MinutesFebruary 16, 2016 to a positive outcome. Officer Berg was also recognized in 2004 for his quick response in a similar episode involving an unresponsive adult found in a parking lot that, after performing CPR, also had a positive outcome. For all his past and currentexceptionalacts of duty, Chief Lambel presented Officer Berg with a Fire Chief citation. On behalf of the Village Board and the community, Mayor Juracek thanked Officer Berg for his dedicated and outstanding service. Mayor Juracek also commended the Fire Department for creating a culture of service. COMMUNICATIONS AND PETITIONS –CITIZENS TO BE HEARD No Public Comment CONSENT AGENDA Trustee Polit, seconded by Trustee Matuszak, moved to approve the following business items: 1.Monthly Financial Report for month ended January, 2016 2.Bills dated January 27 –February 9, 2016 3.Motion to accept2016-2017 Parkway Restoration contractin an amount not to exceed $53,000. (VBA 13-16) 4.Motion to accept CDBG Parkway Tree Furnishing and Plantingcontract in an amount not to (VBA 14-16) exceed $20,000 Upon roll call: Ayes: Hoefert,Matuszak, Polit, Rogers,Saccotelli, Zadel Nays: None Motion carried. OLD BUSINESS None. NEW BUSINESS A.PZ-29-15 Variation request for 216 W. Rand Road, Steve and Laura Kanta ST 1reading of an Ordinance Granting a Variation to Allow a Gravel Driveway for Property Located at 216 West Rand Road, Mount Prospect, Illinois. st Mayor Juracek presented for a 1reading anOrdinance Granting a Variation to Allow a Gravel Driveway for Property Located at 216 West Rand Road, Mount Prospect, Illinois. Community Development Director William Cooney presented a brief summary of the Planning and Zoning Commission’s decision,a vote of 4-3, to deny the request for a variation to allow the gravel driveway at the subject property.In 2005, an ordinance was passed that required all gravel driveways, both residential and commercial, to be paved over. The Village granted a 10-year grace period to comply with this ordinance which expired on January 1, 2015. Mr. Cooney stated the gravel drivewayat the subject propertyis nonconforming with the Village Code. Notificationswere sent to homeowners two (2) years ago,informing them that gravel surfaces needed to be paved by January 1, 2015. This is the last unresolved issue. Mr. Cooney answered questions from the Board: Letters were sent out in 2 year intervals since 2005 to approximately 60 homes that were not compliant. 2 page of 7 Village Board Meeting MinutesFebruary 16, 2016 Shed and patio were added to this property; both were completed with permits and comply with Village codes. Parking on grass is not permitted; surface must be paved. Concern that the gravel is transferred to road during snowplowing; one of the reasons the Ordinance was initiated. Petitioner Laura Kanta, owner of 216 West Rand Road, was present and addressed the Board. She stated she and her husband have owned the property since 2009. She stated they have not altered the size of the driveway. She recalls receiving at least one letter from the Village regarding this issue. She stated she has received estimates to excavate and pave the driveway;it is very costly. Ms. Kanta responded to questions from the Board: They use the driveway for additional parking The shed is used for storage; not as an additional garage Their home sits several feet lower than other homes on the street and the gravel driveway provides run-off for rainand prevents flooding The driveway is currently paved with ¾ inch limestone, not pea gravel,and does notcreate a nuisance for snowplows. Board comments: This is the last remaining violation; all others have either paved or removed the gravel driveways Variance was granted to one (1) property under the condition of historical preservation Village engineer examined the conditions at the subject property and concluded the gravel would not prevent flooding as gravel is not permeable and is closer to an impervious surface especially after years of use. nd Trustee Matuszak, seconded by Trustee Polit moved to waive the 2reading of anOrdinance Granting a Variation to Allow a Gravel Driveway for Property Located at 216 West Rand Road, Mount Prospect, Illinois. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel. Nays:None Trustee Zadel, seconded by Trustee Rogersmoved to approve anORDINANCE GRANTING A VARIATION TO ALLOW A GRAVEL DRIVEWAY FOR PROPERTY LOCATED AT 216 WEST RAND ROAD, MOUNT PROSPECT, ILLINOIS. Upon roll call:Ayes:None Nays:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel. Motion denied. Ms. Kanta thanked the Mayor and the Board for their time and consideration and agreed to work with Community Development staff on a timeline for completion of the project. VILLAGE MANAGER’S REPORT Village Manager Michael Cassady requested Item B be discussed first since the presentation was conducted via remote feed from Jason Morado, Senior Project Manager for ETC in Kansas. Request was granted. B. Community Survey 3 page of 7 Village Board Meeting MinutesFebruary 16, 2016 Motion to approve a contract with ETC to conduct a Community Survey in an amount not to exceed $21,600 (VBA 07-16) The Village Manager’s Office staff requested a proposal for ETC Institute to complete a random sample survey for the Village. Village Manger Michael Cassadystated 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 objectives. ETC has conducted surveys in numerous communities throughout the country. Jason Morado provided a power point presentation via web conferencing. 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. The survey will be administered in English and Spanish. Residents will be given the option of responding by mail, internet or by phone. Mr. Morado answered questions from the Board: Board stated Mount Prospect isa multi-cultural community where Polish is actually our second language.Mr. Morado stated they are prepared to accommodate our needs to include Polish and any other language spoken here; no resident will be excluded because of a language barrier. A local number and name will appear on caller ID Questions are designed to be unbiased and every effort is made to ensure the survey speaks to everyone. 2,000 surveys will be sent out; 400 completed surveys is the goal. The Board stated that the ultimate goal is to serve our community. Trustee Hoefert, seconded by Trustee Rogers moved to approve a contract with ETC to conduct a Community Survey in an amount not to exceed $21,100. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion carried. A.Space Needs Analysis –Police Department Motion to accept a Space Needs Analysis contract from FGM Architects not to exceed $24,000 (VBA 08-16) The Police Department staff recommended approval of the FGM Architects space needs analysis proposal 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. Police Chief Timothy Janowickwas present to address the Board and answer questions. Chief Janowick stated a tour of the Police Department facility was conducted by police department staff for the Village Board members and the Finance Commission members on December 8, 2015 to view the building condition directly. Chief Janowick stated the study will include a review of each Department’s operations, long-term goals and projected staffing levels. FGM will provide a project budget for three potential construction options that include a new police facility, a new fire facility and a combined police/fire facility. Board comments: Study provides a tool to make a good judgement to assess the needs of both departments FGM has solid qualifications Changing environments and future needs’ needto be addressed 4 page of 7 Village Board Meeting MinutesFebruary 16, 2016 There are four (4) areas that need to be addressed to meet today’s standard: privacy, record keeping, evidence processing and security. Trustee Polit, seconded by Trustee Rogersmoved to accept a Space Needs Analysis contract withFGM Architects in an amount not to exceed $24,000. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion carried. C.Water and Sewer Rate Study Motion to accept proposal for Water and SewerRate Study in an amount not to exceed $56,303 (VBA 09-16) Public Works Director Sean Dorseyrecommended that the Village Board accept the proposal from Burns & McDonnell for the Water and Sewer Rate Study that includes life cycle replacement analysis of infrastructure assets. 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 continuesto increase. Public Comment: Louis Goodman 310 N. School Street Mr. Goodman asked if the sewer lining project completed 3-4 years ago included the entire Village; Mr. Dorsey stated it did not. The Village focused on the worst cases and the cases that fell in the fair to good categoryat that time have deterioratedover the past 10 years andnow need repair. Mr. Goodman inquired as to how the Village responds to water main breaks; Mr. Dorsey statedmost repairs are made with stainless steel replacement clamps and added that plastic is not used to repair or replace breaks. Trustee Matuszak, seconded by Trustee Zadel moved to accept proposal for Water and Sewer Rate Study in an amount not to exceed $56,303. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays: None Motion carried. D. NJPA 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 (VBA 10-16) Mr. Dorsey recommended the Village Board accept the NJPA bid Contract Award #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. 5 page of 7 Village Board Meeting MinutesFebruary 16, 2016 Trustee Zadel, seconded by Trustee Matuszak moved to acceptNational 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. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers,Saccotelli,Zadel Nays:None Motion carried. (VBA 11-16) E.Parkway Tree Furnishing and Planting Motion to accept bid for Parkway Tree Furnishingand Planting in an amount not to exceed$263,189 Trustee Zadel, seconded by Trustee Polit moved to accept bid for Parkway Tree Furnishing and Planting in an amount not to exceed $263,189. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion carried. F. Landscape Maintenance Contract Motion to accept bid results for 2016-2017 Landscape Maintenance Contract in an amount not to exceed $116,000 in 2016 (VBA 12-16) Public Works staff requested a motion to award a two-year contract, and possible a third, to the lowest cost bidder, Herrera Landscape, Inc. The lowest-cost bidder, Herrera Landscape Inc. submitted multiple references, including municipal references. Staff checkedthe 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. Theyhave performed very well since they began working for the Village in 2015. Trustee Hoefert, seconded by Trustee Zadel moved to accept bid for Parkway Tree Furnishing and Planting in an amount not to exceed $116,000 in 2016 Upon roll call:Ayes: Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion passed. G. 2016-2017 Parkway Restoration Contract (VBA 13-16) Approved under Consent Agenda H. CDBG Parkway Tree Furnishing and Planting (VBA 14-16) Approved under Consent Agenda I.Brush Chipper Replacement (2760) Motion to accept National Joint PowersAlliance joint purchasing contract award for the purchase of one (1) new 2016 M15RX Brush Chipper in an amount not to exceed $62,500 (VBA 15-16) Public Works Director Sean Dorsey presented staff recommendation for this purchase. Mr. Dorsey stated this purchase will replace one of three chippers utilized almost on a daily basis by the Public Works Department. It is also an integral piece of emergency response equipment during storm clean-up operations.This brush chipper has been evaluated utilizing a comprehensive replacement protocol. This protocoluses a point-based criterion that rates each vehicle or piece of equipment according to (4) major 6 page of 7 Village Board Meeting MinutesFebruary 16, 2016 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, Trustee Hoefert suggested that Public Works retain this chipper and use it as a back-up. Mr.Dorsey stated he would explore this possibility. Trustee Zadel, seconded by Trustee Hoefert moved to acceptNational 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. Upon roll call:Ayes:Hoefert, Matuszak, Polit, Rogers, Saccotelli, Zadel Nays:None Motion carried. ANY OTHER BUSINESS None. ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Zadelmoved to adjourn the meeting. By unanimous vote the February 16, 2016 Village Board meeting adjourned at 9:54p.m. Karen M. Agoranos Interim Deputy Village Clerk 7 page of 7 Village Board Meeting MinutesFebruary 16, 2016