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Home My WebLink About04/05/2017 VB Minutes4/26/2017 BoardDocs® Pro REGULAR MEETING OF THE VILLAGE BOARD - 7:00 p.m... (Wednesday, April 5, 2017) Generated by Karen Agoranos on Thursday, April 13, 2017 Meeting called to order at 7:04 PM 1. CALL TO ORDER 1.1 Roll Call Members present: Arlene Juracek, Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Absent: John Matuszak, Richard Rogers 1.2 Pledge of Allegiance - Mayor Juracek led the Pledge of Allegiance 1.3 Invocation - Trustee Saccotelli gave the Invocation 2. APPROVAL OF MINUTES 2.1 Minutes of March 21, 2017 Motion to approve minutes of the Regular Board Meeting of March 21, 2017 Motion by Michael Zadel, second by Steve Polit. Final Resolution: Motion Carries Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers 3. MAYOR'S REPORT 3.1 Proclamation: "National Library Week" - April 9-15, 2017 Mayor Juracek presented the proclamation to Janine Slayton, of the Mount Prospect Public Library. Ms. Slayton thanked the Mayor and the Village for their support and recognition of the services and programs available at the Mount Prospect Public Library. Ms. Slayton provided an overview of the many activities to be held during the week of April 9-15. 3.2 Proclamation: "NWCD Telecommunication Week" April 9-15, 2017 Mayor Juracek presented the proclamation to Jeb Lyons, Operations Manager of Northwest Central Dispatch. Police Chief Timothy Janowick and Deputy Fire Chief Dolan recognized the consistent, accurate and efficient performance by the Northwest Central Dispatch staff. Mr. Lyons thanked Mayor Juracek, the Village Board and Chiefs Janowick and Dolan for their recognition. 4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD Louis Goodman 310 N. School Street Mr. Goodman stated he has a comment regarding an agenda item and asked if he should hold his comment until the item is discussed. Mayor Juracek informed Mr. Goodman he will have an opportunity to speak when the item is presented in the order it appears on the agenda. 5. CONSENT AGENDA 5.1 List of Bills - March 15 - March 28, 2017 Motion to approve List of Bills Motion by Steve Polit, second by Paul Hoefert. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries 5.2 Motion to accept bid for EAB insecticide treatment services in an amount not to exceed $28,028. Resolution: Accept the bid for a two (2) -year (2017-2018) EAB Insecticide Treatment contract submitted by Kinnucan Tree Experts Company in an amount not to exceed $28,028. Year two (2) (2018) will be in an amount not to exceed $28,881 and will be contingent upon the availability of funds for this purpose. Staff also requests authority to extend the contract by one (1) year (2019) if performance is satisfactory and the contractor agrees to maintain pricing. Motion by Steve Polit, second by Paul Hoefert. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/7 4/26/2017 BoardDocs® Pro Final Resolution: Motion Carries (VBA 27-17) 5.3 Motion to accept bid for sewer catch basin and inlet cleaning services in an amount not to exceed $38,750. Motion by Steve Polit, second by Paul Hoefert. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries (VBA 28-17) 5.4 Motion to accept bid sewer catch basin and inlet repair services in an amount not to exceed $93,560. Motion by Steve Polit, second by Paul Hoefert. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries (VBA 29-27) 6.1 2nd reading of an ORDINANCE ANNEXING CERTAIN PROPERTY INTO THE VILLAGE OF MOUNT PROSPECT (Birch Manor Condominiums) Village Manger Michael Cassady provided the sequence of events leading to the Board's second reading of an ordinance and provided an update on key issues concerning the residents of Birch Manor. The Village is pursuing the annexation of the Birch Manor Condominiums that are located in unincorporated Cook County. The property is surrounded by incorporated areas of the Village. The property is located at the northwest corner of Dempster Street and Linneman Avenue. The 18 -acre parcel is improved with 288 residential condominium units that are located in eight, 36 -unit buildings that encircle a large common area. Village staff met with the Birch Manor Homeowner's Association Board on-site on January 30, 2017. In addition, an open house was held on February 15, 2017 at the Mt. Prospect Park District's RecPlex to give residents and owners an opportunity to ask questions relating to the annexation. In response to questions and concerns raised by residents at the February 21, 2017 Village Board meeting, Village staff prepared an informational welcome packet that was mailed to all residents, renters and owners, of Birch Manor. Mr. Cassady added that a second meeting with Village staff was offered but did not receive any response or feedback from the residents leading staff to conclude residents are feeling more comfortable with the annexation. Mr. Cassady provided an update on the following: 1) Alarm pulls - Birch Manor currently does not have these but are required per Illinois State statute; County did not enforce this, but the Village will. Staff is committed to working with Birch Manor to ease the cost burden placed on the owners; Mr. Cassady added this is a CDBG (Community Development Block Grant) eligible project. 2) American Water - the residents have expressed a desire to connect to the Village water system and disconnect from Illinois American water which will result in significant savings for the residents. Staff will continue to explore this option. 3) Use of grills on decks - This use is allowed under Cook County regulations, but the Village prohibits it; the Village will accept the current use as legal, non -conforming 4) Driveway - The Birch Manor Condominium Association has a plan for improvement and will work with Village for implementation. 5) Vehicle stickers- the County vehicle stickers expire in June; Village vehicle stickers expire in April. The Village has worked out an agreement to extend the compliance date and includes a grace period. Board Comments • Alarm pulls are a state law and should be enforced. • The use of gas grills on decks not only is a liability to the Village but more importantly is risk for potential loss of life. residents were encouraged to grill on common areas as a safer alternative. Grace period will be granted to residents to comply with alarm pulls. Use of gas grills on decks should be phased out. Deputy Chief John Dolan and Fire Marshall Bryan Loomis provided the following information: Safety programs are in place and information regarding fire safety is available to Birch Manor residents; further education will be provided by the Fire Department The Fire Department is committed to working with the Association to ensure the installation of the alarm pulls Public Comment Jerry Boldt 300 N. School Street hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/7 4/26/2017 BoardDocs® Pro Mr. Boldt echoed the concern of the Board regarding the risk of fires originating on balconies due to grills. Mr. Boldt referenced the recent fire in Woodstock, Illinois. Mr. Boldt asked if firewalls exist in the condominium units. Deputy Chief Dolan responded, stating there are no common firewalls in the 36 -unit building. Motion to approve the 2nd reading of an ORDINANCE ANNEXING CERTAIN PROPERTY INTO THE VILLAGE OF MOUNT PROSPECT (Birch Manor Condominiums) Motion by Paul Hoefert, second by Steve Polit. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries - ORDINANCE NO. 6315 7. NEW BUSINESS 7.1 PZ -02-17 TEXT AMENDMENTS TO CHAPTER 14 OF THE VILLAGE CODE 1st reading of an ORDINANCE AMENDING CHAPTER 14, "ZONING" OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS Mayor Juracek recommended, based on the Planning and Zoning Commission votes, the motion and vote should be divided into three: 1)Article V, Section 14.504,Article VI and Article XXII and 2) Article III and 3)Article XXIV. It was suggested that the items the Planning and Zoning Commission approved should be presented and discussed first. Community Development Director Bill Cooney provided the follwing informantion pertaining to the first three amendments to be discussed: Article V, Section 14.504 —Planned Unit Developments The maximum permitted density in the B5C district is 80 units per acre regardless of the size of the dwelling unit. This regulation applies well to condominium units that are typically over 1,000 square feet in size but would significantly limit the construction of rental apartments in the downtown district as rental apartments typically include units as small as 500 square feet per unit. Staff is recommending eliminating the maximum permitted density in the B5C zoning district. A project's density would be reviewed on a case by case basis as Planned Unit Developments. Article VI: Land Use Table I Staff is recommending adding a line item to the land use table to make it clear that religious institutions consisting of more than one principle structure on a zoning lot requires conditional use approval for a planned unit development (PUD). This would be consistent with the general provisions of the Zoning Ordinance which indicates that more than one principal building on a lot is not permitted, except in the case of a PUD. Another change to the land use table is a housekeeping issue; as a result of the code updates last year, the land use table still indicates conditional use approval is required for circular driveways in residential districts. This approval is no longer required. Circular/dual frontage driveways are permitted by right in Section 14.2204.A.10 of the Village Code as long as certain minimum requirements are met, therefore the land use table needs to be amended to eliminate the conditional use requirement. Article XXII: Off-street Parking and Loading The accessible parking requirements currently require an eight foot (8') wide access aisle as part of the sixteen foot (16') wide accessible parking space. Staff is recommending updating this regulation to allow for either an eight foot (8') wide access aisle or a five foot (5') wide access aisle. This would be consistent with the Illinois Accessibility Code, which allows for either. Board Comments • Regarding Planned Unit Developments (PUD), how will a developer know what will be accepted by the Board? • The proposed PUD offers flexibility to the market place with the Board's ability to review; • Important to distinguish between markets and individual developer • Discussions between staff and Board will be an integral part of this process Mr. Cassady responded that the Market Study conducted for the for downtown district describes key conditions and should be referred to when reviewing projects. Motion to waive the rule requiring two votes and approve a revised ordinance amending: • Article V, Section 14.504 —Planned Unit Developments hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/7 4/26/2017 BoardDocs® Pro • Article VI: Land Use Table I • Article XXII: Off-street Parking and Loading) Motion by Michael Zadel, second by Steve Polit. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Motion Carries Motion to approve an ORDINANCE AMENDING CHAPTER 14, "ZONING" OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS(Chapter 14) of the Village Code. This revised ordinance amends: Article V, Section 14.504 —Planned Unit Developments Article VI: Land Use Table I Article XXII: Off-street Parking and Loading Motion by Michael Zadel, second by Steve Polit. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries - ORDINANCE NO. 6316 Community Development Director Bill Cooney presented background information and the Planning and Zoning Commission's recommendation regarding the two remaining proposed amendments, Article III, Section 14.318 Fences and Walls and Article XXIV, Definitions. The Village Code limits the height of fences in residential zoning districts to five feet (5') (with some exceptions allowing for 6'). However, the majority of fences available at home improvement stores come in standard four (4) or six (6) feet in height. This has required residents to custom order a fence or cut six foot (6') tall fence sections down by one foot in order to meet Village Code. Staff researched the fence regulations in ten surrounding communities and found the majority allowed six foot (6') tall fences. Regarding Article XXIV, Mr. Cooney stated that staff recommend modifying the sight -triangle definition to better define the area that is considered a sight -triangle and remove any reference to what structures or landscaping can be located within the sight -triangle. Fence and landscape regulations are provided in Chapter 14 and in Chapter 9 of the Village Code. Staff is not recommending any changes to the code provisions. Public Comment Douglas Galoway 1 N. Maple Street • 6 ft. fences provide safety • better availability of materials Difficult to modify a 6ft fence Skip Farley 116 N. Emerson Street • Favors the current code requiring 5 ft. fence height; fits the Village's family friendly atmosphere • 5 ft. fence is safer; if a resident is in trouble, difficult to see over a 6 ft. fence • Agrees with P&Z Commission Jerry Boldt 300 N. School Street • Special cut for 5 ft. materials resulting in higher costs Louis Goodman 310 N. School Street • Believes there are pros and cons to fence issue; arguments can be made for both sides Board Comments Importance of a full -board discussion (2 trustees are absent) hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 4/7 4/26/2017 BoardDocs® Pro • Home Depot and Menards should not drive our code • Friendliness is the Village motto; 6 ft. fences are too high to talk to neighbors • Need to consider the cost of the custom 5ft fence vs. standard 6 ft. fence Mayor Juracek and the Board agreed to hold the motion for final approval of Text Amendments Amending Article III, Section 14.318 (Fences and Walls) and Article XXIV (Definitions) to the April 18, 2017 Village Board meeting. Residents were encouraged to express their concerns, questions and opinions via email, phone or presence at the April 18th Village Board meeting. Motion to defer the Ordinance Amending Article III, Section 14.318 (Fences and Walls) and Article XXIV (Definitions) to the April 18, 2017 Village Board meeting. Motion by Colleen Saccotelli, second by Steve Polit. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Motion Carries 7.2 Motion to accept a quote from CDW-G for Microsoft Office 2016 licensing in the amount not to exceed $65,663.80 Chief Technology and Innovations Officer Andy Schaeffer presented background information and answered questions from the Board. Microsoft Office 2016 is the latest version of the Microsoft Office productivity suite. The Village currently uses Microsoft Office 2010. An upgrade was offered by Microsoft in 2013 but the Village passed on the upgrade as the benefits did not out- weigh the cost. By upgrading to Microsoft Office 2016, the Village can leverage the latest applications and tools provided by Microsoft. Improvements include a "Tell Me" feature which allows users to quickly find features without having to search through the help file or online. Other improvements include new charts, ability to open and edit PDF files, and quicker file attachment. Additionally, Microsoft Office 2016 has a better performance record and is more secure with capabilities like data protection and data loss prevention. Staff received a licensing quote by CDW-G of $65,663.80. CDW holds the State of Illinois Microsoft contract for state and local governments, as a result, no bidding was done for this licensing quote. There are sufficient funds in the 2017 budget to cover the cost of this purchase. Staff recommends approval. Motion to accept the quote from CDW-G for Microsoft Office 2016 licensing in the amount not to exceed $65,663.80 Motion by Paul Hoefert, second by Michael Zadel. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries - VBA 30-17 S. VILLAGE MANAGER'S REPORT 8.1 Motion to accept joint purchasing bid results for sewer lining in an amount not to exceed $696,875.30 Public Works Director Sean Dorsey provided background information including scope of work, bid results and staff recommendation. Mr. Dorsey stated the combined sewer repairs were identified during the Combined Sewer System Evaluation Study (CSSES) completed in 2015. Mr. Dorsey added that most of the work involves rehabilitating existing sewer main segments by inserting a cured -in-place (CIPP) liner inside a host pipe segment. This method is more cost effective than open -cut excavation and far less disruptive. The Village has used this process since the late 1970s. The scope of work in this year's project includes 31 pipe segments totaling 8,140 lineal feet of combined sewer rated as category 5. Category 5 sewers represent those that are in most need of repair; the CSSES study recommends that repairs be completed within one 1 to two 2 years. Mr. Dorsey outlined the project as follows: 25,115 lineal feet of combined sewers rated as category 5. Project will correct approximately 40% (10,046 lineal feet) of category 5 combined sewer defects Project includes an additional 1,707 lineal feet of lining repairs in the separate sanitary sewer system. hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 5/7 4/26/2017 BoardDocs® Pro The 2017 total project will rehabilitate 9,847 lineal feet of combined and separate sanitary sewers. The CIPP contract is a joint bid through the Municipal Partnering Initiative (MPI). MPI is a collective of Cook County, Lake County and Du Page County municipalities that have leveraged bulk purchasing and workload sharing to reduce the cost of many municipal services including sewer lining. MPI recently let a cured -in-place sewer lining bid. This bid was administered by the Village of Buffalo Grove, but includes over 40,000 linear feet of sewer lining encompassing projects for Arlington Heights, Buffalo Grove, Lincolnshire, Rolling Meadows, and Mount Prospect. Mount Prospect's portion of the contract comprises approximately 24% of the total bid quantity. Bids were received from five (5) contractors; Hoerr Construction was the lowest bidder. Hoerr Construction provided exceptional references and meets all of the bid qualifications and requirements. Staff recommend a contingency of 10% be added to the contract award to accommodate the price difference between the actual footage lined versus the engineer's estimate of footage to be lined. The total award would be $696,875.30 (Base bid of $633,523.00 plus 10% contingency $63,352.30 totaling $696,875.30). Public Comment John Korn 301 N. William Mr. Korn asked if the piping has deteriorated to the extent it was four years ago. Mr. Dorsey responded that it was fixed a long time ago and problems no longer exist; the 4,5, and most of the 3s were corrected. Many 3s and some 2s had deteriorated over ten years but we will not see the same deterioration as in the past. Motion to accept the results from the Municipal Partnering Initiative joint bid for Cured -In -Place Sewer Lining and awarding a contract to Hoerr Construction, Inc. of Peoria, Illinois in an amount not to exceed $696,875.30. Motion by Michael Zadel, second by Paul Hoefert. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries - VBA 31-17 8.2 Motion to accept bid results for Melas Park Electrical Upgrades in an amount not to exceed $67,573. Public Works Director Sean Dorsey provided background information and staff recommendation. Melas Park is located at 1500 West Central Road. The property is owned by the Metropolitan Water Reclamation District of Greater Chicago and leased to the Village of Mount Prospect. The Village, in turn has sub -leased the park to the Arlington Heights Park District and the Mount Prospect Park District. As part of the park's development, the Village constructed the roadway (Melas Drive), parking lots, lighting systems, and installed electrical cabinets to support festivals and civic events. The Village retains responsibility for the operation and maintenance of these facilities. The electrical cabinets are located on the east side of Melas Park near the main park entrance. They were installed when the park was developed in the early 1980s. During an inspection by staff, water damage and arc flash burns were detected and these findings were confirmed by an electrical engineer from Farnsworth Engineering of Bloomington, Illinois who found additional issues causing the cabinets to be declared unsafe. Farnsworth recommended complete replacement of both cabinets and associated wiring. Staff received three (3) bids for the replacement of both cabinets; lowest cost bid was submitted by Utility Dynamics of Oswego, Illinois. Utility Dynamics has completed work for the village in the past including installation of electric meters for roadway lighting in Kensington Business Center. Utility Dynamics has performed at an exceptional level. Staff recommend acceptance of their proposal. Sufficient funds exist in the current 2017 budget for this project. Board Comments • Current cabinets served the park well for 37 years • New design is better; resists corrosion Public Comment Louis Goodman 310 N. School Street Mr. Goodman asked if the Park District or Village installed the lights. Mr. Dorsey responded the field lighting is the Park District's responsibility and the Village is responsible for the roadway lights. Mr. Goodman asked Howard (Howard Kleinstein, Director of Communications) if his name could appear on the screen when he speaks since he attends and comments at almost every meeting. hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 6/7 4/26/2017 BoardDocs® Pro Motion to accept the bid results for Melas Park Electrical Upgrades and award a contract to Utility Dynamics of Oswego, Illinois in an amount not to exceed $67,573.00. Motion by Paul Hoefert, second by Steve Polit. Yea: Paul Hoefert, Steve Polit, Colleen Saccotelli, Michael Zadel Not Present at Vote: John Matuszak, Richard Rogers Final Resolution: Motion Carries - VBA 32-17 9. ANY OTHER BUSINESS Coffee with Council is this Saturday, April 8 The VFW and American Legion are looking for community participants in the special Centennial Memorial Day parade in May. Jerry Boldt thanked Trustee Steve Polit and Trustee John Matuszak for their service. Trustee Saccotelli thanked everyone who came out to vote but added overall voter turnout was disappointing. She stated that there is no reason not to vote; not voting is a disservice to the community and to those who fought for our right to vote. Mayor Juracek added that voting today is more convenient than in the past, with options to vote early, same day voter registration, and mail -in voting. Mayor Juracek reminded everyone that the Committee of the Whole meeting scheduled for April 11th has been cancelled. 10. ADJOURNMENT There being no further business to discuss, Mayor Juracek asked for a motion to adjourn. Trustee Saccotelli, seconded by Trustee Polit, moved to adjourn the meeting. By unanimous vote, the April 5, 2017 Village Board meeting adjourned at 8:51 p.m. hftps://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 7/7