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HomeMy WebLinkAbout05/02/2017 VB Minutes5112/2017 BoardDocsa Pro REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. (Tuesday, May 2, 2017) Generated by Karen Agoranos on Thursday, May 4, 2017 I. CALL TO ORDER Meeting called to order at 7:03 p.m. 1.1 ROLL CALL Members present Arlene Juracek, Paul Hoefert, Steven Polit, Richard Rogers, Colleen Saccotelli, Michael Zadel Members absent John Matuszak 1.2 Posting of Colors by the Mount Prospect Police Department Honor Guard with the Pledge of Allegiance led by Trustee Polit 1.3 INVOCATION - Trustee Zadel provided the invocation. 2. APPROVAL OF MINUTES 2.1 Approve Minutes of the Regular Meeting on April 18, 2017 Motion by Michael Zadel, second by Steven Polit. Yea: Paul Hoefert, Steven Polit, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries 3. MAYOR'S REPORT 3.1 A Proclamation Acknowledging the Contributions of Steven S. Polit to the Village of Mount Prospect Mayor Juracek and the Village Board honored the service of Trustee Steven S. Polit to the Village of Mount Prospect. Each member of the Board shared memories detailing years of dedicated volunteerism Trustee Polit has come to be known for. Trustee Polit thanked the Board for their kind words and promised he will continue to contribute to the community. 4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD Louis Goodman 310 N. School Street Mr. Goodman thanked Trustee Polit for this years of service and hopes he continues to attend Coffee with Council meetings. Irvana Wilks 1201 W. Cleven Ave. Former Mayor Wilks expressed her appreciation for Trustee Polit's contributions to the community. S. CONSENT AGENDA Action (Consent) : 5.1 List of Bills - April 12 - April 25, 2017 Resolution: Approve List of Bills Motion by Paul Hoefert, second by Richard Rogers. Yea: Paul Hoefert, Steven Polit, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries (Consent): 5.2 Motion to waive the rule requiring two readings of an ordinance and adopt an Ordinance designating the General Obligation Refunding Bonds, Series 2016, as library bonds and directing the County Clerk to classify the direct annual tax sufficient to pay the principal of and interest on said Bonds as levied for library purposes Approve the Ordinance designating the General Obligation Refunding Bonds, Series 2016, as library bonds. Motion by Paul Hoefert, second by Richard Rogers. Yea: Paul Hoefert, Steven Polit, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries ORDINANCE NO. 6320 6. ADJOURN SINE DIE Trustee Zadel, seconded by Trustee Polit, moved to adjourn the meeting. By unanimous vote, the meeting Adjourned Sine die at 7:27 p.m. 7. ADMINISTER OATHS OF OFFICE TO ELECTED AND RE-ELECTED OFFICIALS Newly appointed Village Clerk Karen Agoranos administered the Oaths of Office to newly elected officials, Mayor Arlene Juracek, Trustee Eleni Hatzis, Trustee William Grossi and Trustee Michael Zadel. S. BOARD REMARKS Mayor Juracek, Trustee Hatzis, Trustee Grossi and Trustee Zadel each provided a brief statement. https://www.boarddocs-com/iI/vomp/Board.nsf/Private?open&login 114 5112/2017 BoardDocsa Pro Mayor Juracek expressed her gratitude and appreciation for the opportunity to serve the Village and stated it is a privilege to do so. Mayor Juracek stated she is eager to work with the new Board and looks forward to a prosperous future for Mount Prospect. Trustee Hatzis thanked the Board and staff for the warm reception she has received and thanked her family for their support. Trustee Grossi thanked those citizens who voted in the Consolidated Election and also thanked the candidates who participated in the election. He acknowledged the time and dedication it takes to assume civic service. Trustee Zadel shared his thoughts, stating exciting times are ahead for Mount Prospect and is happy to be a part of it. 9. CALL TO ORDER 9.1 Roll Call The meeting of the Regular Village Board with the newly installed Village officials was called to order at 7:40 p.m. Members present: Arlene Juracek, William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel 10. MAYOR'S REPORT 10.1 APPOINTMENT TO BOARDS AND COMMISSIONS Rockne Bork was appointed to the Board of Fire and Police Commissioners for a term to expire May 2020. On behalf of the Village Board and the community, Mayor Juracek thanked Mr. Bork for his willingness to serve on the Board of Fire and Police Commission. Motion by Paul Hoefert, second by Michael Zadel. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries 11. CONSENT AGENDA None 12. NEW BUSINESS 12.1 A RESOLUTION AUTHORIZING THE EXECUTION OF A LEASE AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND CAPANNARI, INC. FOR THE PROPERTY LOCATED AT 10 S. PINE STREET Approve the resolution to execute the lease with Capannari, Inc. for the property located at 10 S. Pine Street. The current lease will expire at the end of May, 2017. This lease will extend the existing lease for a 5 -year term with a 5 -year extension option. Community Development Director Bill Cooney stated Capannari, Inc. has leased the former General Store building since 2001. Capannari has become a landmark in the Village and draws many people to downtown during the summer months. Village Board Comments • Pleased to lock -in Capannari for another 5-10 years. • Gratitude was expressed for Capannari's dedication to the community. ■ Great landmark for the Village; the adjacent butterfly garden make it a fantastic venue for relaxing and enjoying Capannari's ice cream. Motion by Richard Rogers, second by Paul Hoefert. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries RESOLUTION 10-17 13. VILLAGE MANAGER'S REPORT 13.1 Accept proposal from Citizenserve to provide Community Development software solution in an amount not to exceed $132, 500. Community Development Director Bill Cooney presented background information and staff recommendation to accept a proposal from Citizenserve to provided a software solution for the Community Development Department. The Village purchased a software program from New World Systems in 2010 that included Financial Management, Human Resources, Community Development and Utility Management modules. This software program was selected primarily based on its high performing Financial Management and Human Resource modules and New World's promise to upgrade the Community Development modules in the future. While New World has performed satisfactorily for Finance and Human Resources, the Community Development component has never been upgraded as promised and as a result, has limited the Community Development department's improvement plans including online permitting and licensing. New World was acquired by Tyler Technologies in 2015. Tyler informed the Village that previously planned improvements were no longer in the plans and a mandatory upgrade would be required by the end of 2017. It became evident that New Word/Tyler Technologies, due to the lack of support and functionality, would no longer benefit the Community Development department. https://www.boarddocs-com/iI/vomp/Board.nsf/Private?open&login 214 5112/2017 BoardDocsa Pro The Community Development Department hosted demonstrations by four software systems (Citizenserve, EnerGov (Tyler), BasicGov and Infor (Hansen). Mr. Cooney stated staff identified Citizenserve as the best alternative software system for the Community Development department. Citizenserve includes applications for :1) building permits 2) inspections 3) code enforcement cases 4) planning and zoning cases and 5) licensing. In addition, Citizenserve offers an online, customer service portal or online entry of permits, licenses and plan review. Villaae Board Comments ■ Mr. Cooney was commended for a thorough memo that answered many important questions. ■ Important that the program is user-friendly. ■ This proposed new program will save time for homeowners. Mr. Cooney provided the following in response to questions from the Village Board ■ Residents will have the ability to see where their permit is in the permit process. ■ Citizenserve will integrate with CRM. ■ Chief Technology & Innovation Officer Andrew Schaeffer stated Citizenserve is a cloud -based system and is fully compliant will all levels of security. ■ Citizenserve currently serves over 300 communities; they are fully committed to support their product. Motion by Paul Hoefert, second by Richard Rogers. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries VBA 3S-17 13.2 Motion to reject Matrix Services bid for Booster Station 11 Tank Repairs as non-responsive and accept bid from Jetco, LTD in an amount not to exceed $201,715 Staff recommendation is to reject the lowest cost bid for Booster Station 11 tank repairs submitted by Matrix Services of Catoosa, OK as non-responsive to the bid documents and accept the second lowest cost bid submitted by Jetco,. LTD., of Lake Zurich, Illinois in an amount not to exceed $201,715. Public Works Director Sean Dorsey provided background information including project details, bid process, bid results and staff recommendation. The water storage tank at Booster Station 11 is situated in the middle of the Mount Prospect Golf Course. This tank and the adjacent booster pumping station helps satisfy peak water demand and fire flow requirements. The Village has a total of seven (7) water storage tanks that provide 8.8 million gallons of water storage capacity. These tanks are routinely inspected by qualified engineers who assess structural condition, corrosion, coating adhesion and safety compliance. The tank was inspected in 2015 by Tank Industry Consultants(TCI) and found that repairs to the interior rafters of the tank are needed. Bids were received by four (4) firms. The apparent lowest bid was submitted by Matrix Services; however their submittal contained a written exception that coating of repaired or new steel was not included in their bid price. In addition, Matrix did not include required bid security with their bid. The second lowest bid was submitted by Jetco, LTD. Jetco has previously performed work in the Village and their work has been satisfactory. Mr. Dorsey provided the following in response to questions from the Village Board ■ Project includes repair to normal wear and tear; rust and water corrosion, safety improvements. ■ Variables such as cost of steel, materials and labor are factors to consider when comparing the engineer's bid vs. solicited bids; this can account for the difference in estimates. Motion by Paul Hoefert, second by Michael Zadel. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries VBA 39-17 13.3 Motion to accept Lund Industries of Northbrook, Illinois as the vendor for converting and equipping ten (10) Police Department fleet vehicles in an amount not to exceed $99,462.71. Police Chief Janowick provided background information and staff recommendation. Chief Janowick stated the the Police Department has employed the services of Lund Industries since 2013 for squad conversions. Conversion includes; 1) installation of new emergency lighting 2) mobile data computers with mounting, radios, mobile video recording systems and 3) other squad equipment items. In April 2017, staff reviewed six (6) companies who provide the service of converting and equipping police fleet vehicles in the Chicago metropolitan area. In addition, a review of surrounding police agency procedures in the Chicagoland area found most police agencies use staff analysis to determine vendors instead of the RFP (Request for Proposals) process. Staff determined Lund Industries remains the most reliable vendor to provide this service to the Police Department and requests the bid process to be waived. Chief Janowick provided the following in response to questions/comments from the Village Board https://www.boarddocs-com/iI/vomp/Board.nsf/Private?open&login 314 5112/2017 BoardDocsa Pro • The cost of outfitting the squad cars in not a separate line item in the budget; the cost is included in the lease payment (answer provided by Finance Director David Erb). • There is no consortium for this service; all are independent vendors. Motion by Michael Zadel, second by Richard Rogers. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Final Resolution: Motion Carries VBA 40-17 14. ANY OTHER BUSINESS Trustee Hoefert welcomed the new and returning members of the Village Board and looks forward to working with the new members. 15. ADJOURNMENT Trustee Zadel, seconded by Trustee Hoefert, moved to adjourn the meeting. By unanimous vote, the May 2, 2017 Village Board meeting adjourned at 8:35 p.m. Karen M. Agoranos Village Clerk https://www.boarddocs-com/iI/vomp/Board.nsf/Private?open&login 414