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HomeMy WebLinkAboutAgenda BoardDocs® ProPage of 24 ? Tuesday, July 18, 2017 REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Village of Mount Prospect Village Hall - 3rd floor Board Room 50 S. Emerson Street Mount Prospect, IL 60056 1. CALL TO ORDER Subject1.1 ROLL CALL MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category1. CALL TO ORDER TypeProcedural Subject1.2 PLEDGE OF ALLEGIANCE - Mayor Juracek MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category1. CALL TO ORDER TypeProcedural Subject1.3 INVOCATION - Trustee Grossi MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category1. CALL TO ORDER TypeProcedural 2. APPROVAL OF MINUTES Subject2.1 June 20, 2017 - Regular Meeting of the Village Board MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category2. APPROVAL OF MINUTES TypeMinutes 3. MAYOR'S REPORT Subject3.1 Annual Report of the Audit Committee and Acceptance of Comprehensive Annual Financial Report (CAFR) for December 31, 2016. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category3. MAYOR'S REPORT TypeDiscussion, Information Information The Audit Committee has prepared it's annual report to the Village Board on Committee activities for the past year. A primary function of the Audit Committee is oversight of the annual audit process. The audit process for 2016 has concluded and the Comprehensive Annual Financial Report (CAFR) has been provided to the Village Board for review and final acceptance. The Audit Committee Chair, Audit Manager and staff will be on hand to present information and answer questions on the recently concluded audit process and 2016 CAFR. Alternatives 1. Accept the annual report of the Audit Committee and Comprehensive Annual Financial Report of the Village for period ending December 31, 2016. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends the Village Board accept the annual report of the Audit Committee and Comprehensive Annual Financial Report of the Village for Period Ending December 31, 2016. File Attachments Annual Report AC - 2016.pdf (397 KB) Subject3.2 1st Reading of AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. \[This ordinance increases the number of Class "F-3" Liquor Licenses by one (1) River Garden Inc. d/b/a River Garden Restaurant located at 1440 N. River Road, Mount Prospect, IL\]. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category3. MAYOR'S REPORT TypeAction Fiscal ImpactYes Dollar Amount$2,750.00 Recommended Approve Ordinance increasing the number of Class "F-3" liquor licenses by one. Action Information On Friday June 23, the Village Manager, Director of Building and Inspection Services, and Executive Assistant to the Village Manager met with owner Mr. James Min and his wife Grace Min regarding their request for a new Class “F-3” liquor license for the above mentioned establishment. The Class “F-3” license provides for a restaurant with a lounge involving the full service of alcoholic beverages Mr. Min is the chief investor and 100% shareholder for River Garden Inc. d/b/a River Garden. He has extensive knowledge as a restaurateur and in the hospitality business. He currently owns BBQ Korea Chicago restaurant located in Waukegan. The City of Waukegan has had no prior liquor violations at this establishment. Mr. Min purchased the property and is redeveloping this vacant site of approximately ten years.The total building square footage is approximately 1500 square feet with an estimated 40 seats inside and an outdoor http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? garden patio with seating for an additional 25. The restaurant will feature Korean BBQ cuisine and will be open seven days a week for lunch and dinner. Both Mr. and Mrs. Min plan to be on site to manage the restaurant. A mid-August opening is anticipated. Discussed with the applicant were the requirements of the Village’s Liquor Code including the need to be mindful of sales to minors as well as obviously intoxicated persons. The requirements of the Village’s Fight Ordinance were also discussed. Both Mr. and Mrs. Min did attend the Village’s sponsored Basset classroom training and indicated they understood their obligations in this regard. Alternatives 1. Motion to approve the Ordinance 2. Action at discretion of Village Board. Staff Recommendation A completed application along with fees and required documents have been submitted. The owner has submitted to fingerprinting and a background check. If the Village Board considers this application favorably an Ordinance creating a new Class "F-3" liquor license should be adopted. File Attachments River Garden Add.pdf (137 KB) 1440RiverRd_GIS_Aerial (002).pdf (191 KB) Subject3.3 1st Reading of AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category3. MAYOR'S REPORT TypeAction Recommended Approve an Ordinance amending Chapter 13 (Alcoholic Liquor) of the Village Code in Actionregard to Craft Distilleries. Information Popularity of brewery/distillery related establishments continues to grow within the Chicago Metropolitan area. The Village’s Alcoholic Liquor Code (Chapter 13) was amended in 2015 creating a craft brewery classification that permits the manufacturing, distribution and sales of beer. Currently the Ordinance does not allow for the manufacturing or distribution of spirits On Thursday June 29, the Village Manager along with Executive Assistant and Community Development Director met with Mr. Matthew Nurre and Mr. Jesse Zien to discuss their business plan for a small batch, hand crafted spirits distillery, proposed to be located at 1880 S. Elmhurst Road. A red-lined proposed amendment to Chapter 13 for the manufacture of spirits was presented along with the business plan. Mr. Nurre, a local resident, is a Master Distiller who has a double major in Chemistry and Biochemistry from the University of Iowa. Mr. Zien, a prior Operations Manager with a MBA from Loyola University, oversaw all aspects of operations for a $1.5 billion dollar company. Both are co-founders of Two Eagles Distillery. The amending of Class “S-8” liquor license to include Craft Distillery would be necessary to process their request for such a license. Village staff along with the Village Attorney reviewed the Illinois Liquor Control Act guidelines for a manufacture’s distiller liquor license. The attached amended ordinance as presented covers the addition of a distillery to the specialty license Class S-8 (Craft Brewery). The ordinance is the product of incorporating the distillery parameters in the Illinois Liquor Control Act and the Village’s established alcoholic liquor regulations set forth in Chapter 13 of the Village Code. Alternatives 1. Approval of the Ordinance as presented. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? 2. Action at discretion of Village Board. Staff Recommendation Village staff recommends approval of the Ordinance so that a liquor license application for a Craft Distillery can be accepted. File Attachments Craft Distillery 2017.pdf (106 KB) Subject3.4 APPOINTMENT/REAPPOINTMENT TO BOARDS AND COMMISSIONS MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category3. MAYOR'S REPORT TypeAction Information Audit Committee Re-appointment: Timothy McDermott (Chair) Term to expire July 2021 213 S. Pine Street Board of Fire and Police Commissioners Re-appointment: Jackie Hinaber 211 Coventry Place Term to expire April 2020 Economic Development Commission Appointment: James Drew To replace the unexpired term of Thomas Lowe 215 S. Emerson Street Term to expire December 2020 Thomas Zander To Replace the unexpired term of Norm Kurtz 208 N. Forest Avenue Term to expire May 2019 Re-appointment: Thomas (Skip) Robertson (Chair) Term to expire July 2021 C-Line Products, Inc. 1100 E. Business Center Drive James Peterson Term to expire July 2021 Peterson Roofing 603 E. Kensington Firefighters’ Pension Board Re-appointment: Dave Erb, Dir. Of Finance Term to expire April 2020 50 S. Emerson Police Pension Fund Board Re-appointment: Dave Erb, Dir. Of Finance Term to expire April 2020 50 S. Emerson Transportation and Safety Commission http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? Re-appointment: Carol Tortorello Term to expire July 2021 223 S. Elmhurst Staff Recommendation Mayor Juracek recommends the above-listed individuals be appointed/re-appointed and believes all candidates will represent the Village fairly and objectively. File Attachments July appointments.pdf (30 KB) 4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD 5. CONSENT AGENDA Subject5.1 Monthly Financial Report - June 2017 MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactNo BudgetedNo Recommended Accept monthly financial report for June 2017. Action Information The monthly financial report contains the Cash Position Report and Fund Financials for the month ended June 30, 2017. Alternatives 1. Accept the monthly financial report for June 2017. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends the Village Board accept the monthly financial report for June 2017. File Attachments Combined Treasurer's Report 6-17.pdf (696 KB) 06 June Board Reports for Upload .pdf (392 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.2 List of Bills - June 14 - June 27, 2017 http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Recommended Approve List of Bills Action Information Please find the attached list of bills for June 27, 2017. Alternatives 1. Approve List of Bills for June 27, 2017 2. Action at discretion of Village Board. Staff Recommendation Approve List of Bills - June 14 - June 27, 2017 - $1,425,593.89. File Attachments 06272017 List of Bills.pdf (170 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.3 List of Bills - June 28 - July 11, 2017 MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Recommended Approve List of Bills Action Information Please find the attached list of bills for July 11, 2017. Alternatives 1. Approve List of Bills for July 11, 2017 2. Action at discretion of Village Board. Staff Recommendation Approve List of Bills - June 28 - July 11, 2017 - $3,443,403.34. File Attachments http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? 07112017 List of Bills.pdf (162 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.4 A RESOLUTION APPROVING A PLAT OF DEDICATION FOR A PORTION OF THE PROPERTY LOCATED AT 635 MEIER ROAD, MOUNT PROSPECT, ILLINOIS MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactNo BudgetedNo Budget SourceN/A. Recommended Approve a Resolution accepting the dedication of a portion of the property at 635 Meier ActionRoad, Mount Prospect, Illinois as public right-of-way. Background There are sections of various rights-of-way within the Village of Mount Prospect that have never been dedicated for sundry reasons. One such location is on Meier Road in front of 635 South Meier Road. Although the portion of property subject to this proposed conveyance has been used as a roadway for many years, the underlying ownership has remained private. Presently, the property owners desire to dedicate the right-of-way to the Village. This conveyance serves to limit the property owner's tax and risk liabilities. It also improves the Village's control over the right-of-way. A plat of dedication has been prepared and approved by staff. A copy of this plat is attached. Also attached is a resolution authorizing the mayor to sign the plat and accept the dedication. Alternatives 1. Pass a resolution accepting the dedication of a portion of 635 Meier Road. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board pass a resolution accepting the dedication of a portion of 635 Meier Road as public right-of-way. File Attachments Plat of Ded 5-23-17.pdf (186 KB) PlatofdedicationMEIER RD 2017.pdf (13 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? Subject5.5 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND THE COLONY COUNTRY COMMUNITY ASSOCIATION FOR THE REGULATION AND ENFORCEMENT OF TRAFFIC REGULATIONS MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactNo BudgetedNo Recommended Adopt an agreement between the Village of Mount Prospect and the Colony Country ActionCommunity Association authorizing the Mount Prospect Police Department to enforce traffic laws on property and private roads controlled by the Association. Information The Illinois Vehicle Code authorizes and empowers municipalities to enter into agreements to regulate and enforce traffic and parking regulations on private streets (625 ILCS 5/11-209). The Village of Mount Prospect has historically entered into agreements with home owners associations, retail property management companies, and school districts to authorize the Mount Prospect Police Department to enforce traffic laws on the private property controlled by those entities. The agreements are adopted with the goal of increasing traffic safety and compliance on large portions of property containing private roadways. Examples have included the Randhurst property and the Colony Country Community Association. The Village originally entered into an agreement with the Colony Country Community Association in January 1985 with a sunset clause for 1989 unless the Association requested the continuation of the agreement. The Colony Country Community Association renewed the agreement in 1989 with a twenty-year term. In 2009, the Association did not come forward to renew the agreement and the Mount Prospect Police Department ceased conducting traffic enforcement activity on the property. In 2016, the Colony Country Community Association engaged the Police Department in discussion to resume traffic enforcement on property under its authority and control. Staff, in collaboration with the Association representatives, Association legal counsel, and Village corporate counsel, drafted an agreement to permit the Mount Prospect Police Department to resume traffic enforcement activity. Staff is requesting the Village Board adopt an agreement between the Village and the Colony Country Community Association to authorize the Mount Prospect Police Department to conduct traffic enforcement activity on private roads owned and controlled by the Association. Alternatives 1. Adopt an agreement between the Village of Mount Prospect and the Colony Country Community Association. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends adoption of an agreement between the Village of Mount Prospect and the Colony Country Community Association authorizing the Mount Prospect Police Department to enforce traffic laws on property controlled by the Association. File Attachments Colony Country Community Association Agreement.pdf (280 KB) CCC res.pdf (14 KB) http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage of 24 ? All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.6 A RESOLUTION APPROVING THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 2017 ACTION PLAN MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$507,738.00 BudgetedYes Budget SourceCDBG grant allocation (HUD funds), program income and carryover funds Recommended Approve "A Resolution to Approve the Program Year (PY) 2017 Action Plan for the ActionCommunity Development Block Grant Program." Goals BACKGROUND INFORMATION The Village of Mount Prospect is an entitlement community that receives an annual allocation from the Department of Housing and Urban Development (HUD) for our Community Development Block Grant (CDBG) Program. As an entitlement community, the Village was required to develop a Consolidated Plan that provides an outline for community development needs and strategies over a five-year period. Each year the Village is required to submit an annual Action Plan to HUD, which proposes eligible activities for the upcoming program year, which address the priority needs described in our 2015-2019 Consolidated Plan. The Village’s responsibility is to ensure that Mount Prospect residents, specifically those considered as low/moderate-income, are benefiting from the CDBG grant. Attached for your review and consideration of the Program Year (PY) 2017 Action Plan, are the following documents: Annual Action Plan PY2017- for the time period of October 1, 2017 to September 30, 2018 ? Proposed CDBG Budget PY2017 ? Birch Manor Condominium Documentation (Fire Dept. and KTJ) ? April 27, 2017 Planning & Zoning Commission Meeting Minutes ? PY2017 ACTION PLAN BUDGET HUD has indicated our PY2017 allocation for the CDBG Program will be $223,738. Other revenue sources that contribute to program funding include program income and carryover funds. Program income is generated from repayment of outstanding 0% interest single family rehabilitation loans. With our carry-over funds and an estimated $60,000 in program income, the total anticipated amount available for projects in PY2017 is $507,738. Please see the proposed CDBG Budget PY2017 attached. PROPOSED FUNDING FOR NON-VILLAGE AGENCIES Each year as we develop our annual Action Plan, the Planning and Zoning Commission (P&Z) has the responsibility to review requests for funding from non-Village agencies and making recommendations with respect to such requests. On April 27, 2017, the P&Z held a public hearing regarding the PY2017 CDBG budget, which allowed each of the public service applicants to present their funding requests. The Planning http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 10 of 24 and Zoning Commission based their recommendations on staff memos, funding applications, and presentations from the public service agencies. Please see the April 27, 2017 P&Z meeting minutes attached. PROGRAM YEAR 2017 ACTION PLAN Other than Public Service Programs, additional projects benefiting low- and moderate-income residents are proposed and will be administered by Village staff. The following is a summary of all the proposed activities to be funded with CDBG funds during PY2017, and the Priority Need they address: Homelessness/Continuum of Care Services: Northwest Compass Emergency Housing Program ? Pads to Hope ? Women In Need Growing Stronger ? Public Service Needs Northwest CASA ? Resources for Community Living ? Suburban Primary Health Care Council ? Community Connections Center ? Affordable Housing Single Family Rehabilitation Loan & Weatherization Grant Programs ? Emergency Repair Program ? Single Family Rehabilitation Program Administration ? Birch Manor Health and Safety Improvements ? Public Facility Needs Children’s Advocacy Center- Rehab of main facility ? Rehab of a group home owned by Search Inc. ? Public Improvement Needs Low/Moderate Income Area Sidewalk Improvements ? General Program Administration CONCLUSION In addition to the Planning and Zoning Commission public hearing on April 27, 2017, a required 30-day public review period took place from May 26th through June 24, 2017. The Draft Action Plan was available on the Village website and hard copies were available at the Library and at Village Hall. No additional comments were received. In order to meet HUD’s timeline requirements, the Village Board must approve the PY2017 Action Plan, which will then be entered into HUD’s online system and submitted to Cook County for a joint Consortium submission to HUD by August 15, 2017. Alternatives 1. Approve the Resolution to Approve the PY2017 Annual Action Plan for the Community Development Block Grant Program. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends approval of the Resolution to Approve the PY2017 Annual Action Plan for the Community Development Block Grant Program. File Attachments AAP PY2017 Draft 070617.pdf (314 KB) Birch Manor CDBG Memo FD.pdf (113 KB) Birch Manor CDBG Memo KTJ.pdf (39 KB) http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 11 of 24 P&Z Meeting Minutes 042717.pdf (84 KB) Proposed CDBG Budget PY2017.pdf (18 KB) VB Resolution PY2017 (002).pdf (87 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.7 A RESOLUTION FOR IMPROVEMENT UNDER THE ILLINOIS HIGHWAY CODE IN THE AMOUNT OF $55,000 FOR DESIGN AND CONSTRUCTION ENGINEERING SERVICES. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction (Consent) Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$55,000.00 BudgetedYes Budget SourceMotor Fuel Tax Fund Recommended Approve a resolution authorizing the expenditure of $55,000 from the Motor Fuel Tax ActionFund to procure streetlight design and construction engineering services for the 2017 Central Road Streetlight Improvements Project. Background This resolution appropriates money from Motor Fuel Tax (MFT) funds for engineering services related to the installation of new streetlights on Central Road. This resolution is required by State of Illinois statutes for local agency expenditure of MFT funds. A copy of the required Illinois Department of Transportation form BLR 09110 is attached. On April 18, 2017, the Village Board awarded a design and construction engineering contract to Hampton, Lenzini, and Renqick consulting engineers for the Central Road street lighting project in an amount not to exceed $51,732. MFT monies were identified as the source of funds in the award recommendation. This resolution facilitates this intent. Funds for this proposed expenditure are available in the Village's MFT fund balance. Alternatives 1. Pass a resolution authorizing the expenditure of MFT funds for Central Road Street Light Improvements engineering services. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board pass a resolution authorizing the expenditure of $55,000 from the Motor Fuel Tax fund to procure design and construction engineering services for the 2017 Central Road Streetlight Improvements Project. File Attachments http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 12 of 24 Central Road IDOT Form.pdf (156 KB) All items under Consent Agenda 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 member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Subject5.8 Motion to approve a Facade and Interior Buildout Grant for Honey Butter Restaurant, 106 W. Northwest Highway, in an amount totaling $16,411.32. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$16,411.32 BudgetedYes Budget SourceTax Increment Financing Fund Recommended Approve the motion in support of the Facade and Interior Buildout Program in an Actionamount totaling $16,411.32. Information The Village has established the Façade and Interior Rebate Program in the Prospect and Main Tax Increment Financing District that offers matching grants to businesses that make improvements to storefronts in the downtown district. The maximum Village contribution is $25,000 for restaurants (50% of the total eligible costs). The owners of Honey Butter Restaurant have made significant upgrades to their establishment at 106 W. Northwest Highway in the downtown district. They completed electrical upgrades, installed new signage, ceiling tiles, flooring, and painted the interior of the restaurant. The total expenses for this work was $32,822.64. Honey Butter Inc. is seeking reimbursement for $16,411.32 of eligible expenses related to this project. The Village currently has sufficient funds budgeted in account # 049.40.90.00.0.710.636.007 for the 2017 budget year. Alternatives 1. Approve the motion in support of the Facade and Interior Buildout Program in an amount totaling $16,411.32. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board approve the motion in support of the Facade and Interior Buildout Program in an amount totaling $16,411.32. File Attachments Honey Butter Receipts.pdf (240 KB) Honey Butter Facade Application.pdf (141 KB) http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 13 of 24 Subject5.9 Motion to approve a Facade and Interior Buildout Grant for Anthony Nudo, owner of the building located at 106 W. Northwest Highway, in an amount totaling $10,000 MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$10,000.00 BudgetedYes Budget SourceTax Increment Financing Fund Recommended Approve a motion to approve a Facade and Interior Buildout Grant for Anthony Nudo, Actionowner of the building located at 106 W. Northwest Highway, in an amount totaling $10,000. Information The Village has established the Façade and Interior Rebate Program in the downtown Tax Increment Financing District that offers matching grants to businesses and/or property owners that make improvements to storefronts in the downtown district. The maximum Village contribution is $10,000 for retail sales tax producing businesses (50% of the total eligible costs). The owner of the building located at 117 S. Emerson Street, Anthony Nudo, recently completed electrical upgrades, installed a new bathroom, plumbing fixtures, heating and cooling equipment, and painted the interior of the unit. The total expenses for this work was $21,500. He has subsequently leased the space to Gathered Boutique and Workshop. Mr. Nudo is seeking reimbursement for $10,000 of eligible expenses related to this project. The Village currently has sufficient funds budgeted in account # 049.40.90.00.0.710.636.007 for the 2017 budget year. Alternatives 1. Approve motion for a Facade and Interior Buildout Grant to Anthony Nudo, owner of the building located at 106 W. Northwest Highway, in an amount totaling $10,000. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board approve a motion to approve a Facade and Interior Buildout Grant for Anthony Nudo, owner of the building located at 106 W. Northwest Highway, in an amount totaling $10,000. File Attachments Nudo Invoice.pdf (107 KB) Nudo - Facade Application.pdf (163 KB) 6. OLD BUSINESS Subject6.1 None http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 14 of 24 MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category6. OLD BUSINESS Type 7. NEW BUSINESS Subject7.1 1st reading of an ORDINANCE AMENDNG CHAPTER 23 "OFFENSES AND MISCELLANEOUS REGULATIONS" AND APPENDIX A, DIVISION III OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category7. NEW BUSINESS TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactNo BudgetedNo Recommended Approve ordinance amending the Village Code redefining the offense of unlawful Actionpossession of cannabis as any amount not more than 30 grams. Information In 2016, Senate Bill 2228 amended the Cannabis Control Act, which had immediate implication for law enforcement in Illinois. The statuary level for Possession of Cannabis in the State of Illinois is as follows: Possession of 10 to 30 grams of cannabis was reduced from the previous Class A misdemeanor to a ? Class B misdemeanor. Possession of 2.5 to 10 grams or less of cannabis was reduced from a Class B misdemeanor to civil ? law offense punishable only by fine. Possession of less than 2.5 grams of cannabis was reducedfrom a Class C misdemeanor to civil ? law offense punishable only by a fine. To further complicate this matter, the Cook County State’s Attorney’s Office changed their prosecution policy referencing cannabis offenses charged under the State statute. The policy decision states the Office will not proceed with misdemeanor charges for the possession of less than 30 grams of cannabis for individuals with fewer than three arrests or municipal citations for similar charges. To address the change in charging classifications for possession of less than 10 grams of cannabis (marijuana), the Mount Prospect Police Department joined other Cook County police agencies in adopting the County's Civil Law Citation to charge persons in possession of less than 10 grams of cannabis (marijuana). Chapter 23, Section 103, Offenses and Miscellaneous Regulations, of the Mount Prospect Village Code currently authorizes police officers to charge an individual with the offense of unlawfully possession cannabis (marijuana) with a weight of less than 10 grams. To remedy the gap in the ability created by the Cook County State's Attorney's prosecution policy to not charge persons possession less than 30 grams of cannabis (marijuana), and provide the Village with the ability to prosecute cannabis possession between 10- 30 grams, staff recommends amending the Village Code to redefining the offense of unlawful possession of marijuana as any amount not more than 30 grams. Persons who violate this section would be guilty of a fine not less than $150 nor more than $1,000 as already delineated in the fine schedule located in Village Code Appendices in Division III. Alternatives http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 15 of 24 1. Approve an amendment to Chapter 23, Section 103 of the Village Code redefining the offense of unlawful possession of marijuana as any amount not more than 30 grams. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends amending the Village Code to redefine the offense of unlawful possession of marijuana as any amount not more than 30 grams. File Attachments 06-28-2017 Ordinance re Cannabis citations.pdf (35 KB) Subject7.2 PZ-01-17 / 2080 – 2090 W. Golf Road / Cornerstone Design Studio / Conditional Use for a PUD and Code Exceptions - 1st reading of an ORDINANCE GRANTING A CONDITIONAL USE TO ALLOW A PLANNED UNIT DEVELOPMENT AND CODE EXCEPTIONS FOR PROPERTY LOCATED AT 2080- 2090 W. GOLF ROAD, MOUNT PROSPECT, IL MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category7. NEW BUSINESS TypeAction Absolute DateJun 22, 2017 Information The Petitioner, Cornerstone Design Studio, is seeking a conditional use to allow a house of worship planned unit development and code exceptions from stormwater and curb and gutter requirements for the Great Love Presbyterian Church located at 2090 W. Golf Road. The Subject Property is located at the northeast corner of Meier Road and Golf Road. The parcel is zoned RX Single Family Residential. The Subject Property is bordered by an RX Single Family Residential PUD to the west, the R1 Single Family Residential District to the north, the R1 and RX Single Family Residential Districts to the East, and an R2 Attached Single Family PUD and a strip mall located in Arlington Heights to the south. The Subject Property consists of one parcel with two existing buildings, a church and a two (2) story house in which the pastor resides. The Petitioner is proposing to construct an additional building to serve as the Sunday school for churchgoers and make related improvements, including providing a trash enclosure, street lighting and landscape islands. The elements of the proposed redevelopment are outlined below. Conditional Use for a Planned Unit Development – The Petitioner is requesting approval of a conditional use for a house of worship planned unit development (PUD) consisting of three (3) principal buildings. The Village Code requires conditional use approval of a PUD when more than one principal building will be located on a zoning lot. The PUD process also allows for unified zoning control over the entire development, which would require formal Village approval if any modifications to the development are proposed in the future. Site Plan – The attached site plan indicates the proposed development will consist of three (3) buildings totaling approximately 8,200 square feet of building area with 6,900 square feet dedicated to religious uses and 1,350 square feet for the pastor’s home. The existing church is 3,365 square feet and the proposed building for Sunday school is 3,524 square feet. The Petitioner is also proposing to install a new garbage enclosure as part of this project, expand the landscape islands on site, and provide additional street lighting. Lot Coverage - The RX District has a lot coverage limitation of seventy-five percent (75%) for non- residential uses. The attached plans indicate the overall lot coverage will be fifty-seven percent (57%). Building Elevations – The attached elevation drawings show that the proposed building will be nineteen feet (19’) tall. The RX District allows non-residential buildings to be up to forty feet (40’) tall. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 16 of 24 Parking – The Village Code requires one (1) parking space per three (3) worshipers for religious institutions and three and one half (3.5) spaces per 1,000 square feet of gross floor area for cultural institutions. The proposed development would require a total of fifty-two (52) parking spaces, including three (3) accessible parking spaces. The attached plans indicate a total of seventy-nine (79) parking spaces, including four (4) accessible parking spaces. Landscaping – Landscape improvements are proposed for this project. The proposed landscape plan indicates expanded parking lot islands that will have shade trees and interior landscaping. Perimeter landscaping along the west, north and east lot lines is also proposed. The ground mounted equipment will be screened as well. The landscape plan will be subject to comply with the Village Code’s landscape requirements. Lighting – All exterior lighting will be brought into compliance as part of this project. The proposal includes two new street lights. The Village Code specifies that all exterior lighting consist of full cutoff luminaries with a total cutoff angle of not more than ninety (90) degrees, and it also requires flat lenses for all lighting fixtures. Additional Staff Comments Engineering – Based on the proposed improvements, Village Code requires that stormwater detention be provided for the entire site. Although the proposal does not meet current standards, stormwater detention was provided in the parking lot when the parking lot was installed in 1987. Staff supports a request for a code exception to provide stormwater detention only for the disturbed area. Regarding the required curb and gutter around the perimeter of the parking lot, Staff understands it is the applicant’s intent to minimize work on the parking lot, but that that curb and gutter will be installed around the proposed islands in the parking lot. Staff supports a request for a code exception to defer installation of the perimeter curb to such a time when the parking lot is reconstructed. Simply resurfacing or sealcoating the existing parking lot would not trigger the requirement to install curb and gutter. Other remaining issues will be addressed as part of the building permit process. Fire – The Fire Department has no objections to the use that was requested, but indicates several items must be addressed in the building permit process. A fire sprinkler system in accordance with NFPA 13, a fire alarm system, an egress plan for the entire building will be required for the project. All new sprinkler risers and associated equipment will be required to be located in a separate room with a minimum of one hour construction. A minimum of three feet (3’) clear space shall be maintained around the circumference of any new or existing fire hydrant, fire department connection, fire protection control valve, or any other fire protection system component. These items do not need to be addressed during the zoning request process, but have been listed here to make the Petitioner further aware of them. Conditional Use Standards The standards for conditional uses are listed in Section 14.203.F.8 of the Village Zoning Ordinance and include seven specific findings that must be made in order to approve a conditional use. The following list is a summary of these findings: The conditional use will not have a detrimental impact on the public health, safety, morals, comfort or ? general welfare; The conditional use will not be injurious to the use, enjoyment, or value of other properties in the ? vicinity or impede the orderly development of those properties; There is adequate provision for utilities, drainage, and design of access and egress to minimize ? congestion on Village streets; and The request is in compliance of the conditional use with the provisions of the Comprehensive Plan, ? Zoning Code, and other Village Ordinances. Staff has reviewed the Petitioner’s request for a conditional use to allow a house of worship planned unit development and finds that the standards have been met, as set forth in the Petitioner’s responses to the standards. Staff believes it will not have a detrimental impact on the public health, safety, morals, comfort or general welfare of the community. The proposed improvement to add another building for Sunday school http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 17 of 24 would be consistent with other religious institutions found throughout the Village. It is not uncommon for houses of worship to consist of more than one building. For example, the property adjacent to the west of the Subject Property currently consists of five (5) buildings. The proposed development would allow for the existing religious facility to provide a dedicated space for children to learn. Code Exception Standards The standards for code exceptions are listed in Section 15.109 of the Village Code and include seven specific findings that must be made in order to approve an Exception. The following list is a summary of these findings: The exception will not have a detrimental impact on the public health, safety, morals, comfort, or ? general welfare; The hardship is caused by the particular physical surroundings, shape, or topographical conditions of ? the specific property involved, and is not merely an inconvenience; The conditions upon which an application for an exception are based are unique to the property for ? which the exception is sought and are not generally applicable to other property within the same zoning classification; The purpose of the exception is not based primarily upon a desire to increase financial gain; ? The alleged hardship has not been created by any person presently having an interest in the property; ? Staff has reviewed the Petitioner’s request for code exceptions from providing stormwater detention for the entire site and curb and gutter for the perimeter of the parking lot and supports these requests. Some stormwater detention is currently provided on site, and detention is being provided for the disturbed area. The applicant intends to minimize parking lot improvements at this time, and is providing street lighting and expanding landscape islands so that they meet Village Code requirements. Staff recommends that if the parking lot is ever substantially repaired or replaced, more than simply resurfacing or seal coating the existing parking lot, that curb and gutter be installed for the entire parking lot. Recommendation Staff finds that the conditional use and code exception standards have been met and that granting such requests would be in the best interest of the Village. The Planning and Zoning Commission conducted a public hearing to review the request on Thursday, June 22, 2017, and by a vote of 7-0 recommended approval of the following motions: Alternatives 1. “To approve a: Conditional Use for a house of worship PUD, subject to the following conditions: ? a.Site landscaping shall satisfy Village Code requirements; b.Outdoor lighting shall satisfy Village Code requirements; c.All ground and roof mounted mechanical equipment shall be screened; d.Submittal of an irrigation plan for the proposed landscaping for staff review and approval; e.Development of the site in general conformance with the plans prepared by DSC Corner Stone, dated May 1st, 2017; f.A building permit, in accordance with the current requirements of the Village of Mount Prospect, must be issued within one (1) year from the date of adoption of the enabling ordinance by the Village Board which authorized the development proposal. The development approvals granted herein, without need for further action by any Village board, commission, or official, shall become null and void if no building permit is issued within the one (1) year requirement and improvements completed within a period of eighteen (18) months; Code Exception from the requirement to provide storm water detention for the entire site as required ? by Section 15.402.B of the Village Code, subject to the following condition: a.Providing stormwater detention for all new impervious surfaces. Code Exception from the requirement to provide curb and gutter around the perimeter of the parking ? lot and driveways as required by Section 15.402.C, subject to the following condition: a.Future reconstruction of the parking lot will require curbing to be installed around the perimeter of the parking lot and driveways.” 2. Action at the discretion of the Village Board. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 18 of 24 Details of the proceedings and items discussed during the Planning and Zoning Commission hearing are included in teh attached minutes. Staff will be present to answer any questions related to this matter. File Attachments PZ-01-17 Application.pdf (12,255 KB) PZ-01-17 Staff Report.pdf (398 KB) PZ-01-17 2080-2090 W. Golf Rd.pdf (89 KB) Waiver Request.pdf (36 KB) Supplemental Information.pdf (283 KB) Revised Site Plan.pdf (193 KB) PZ 01-17 2090 W GOLF PUD (002) (002).pdf (20 KB) 8. VILLAGE MANAGER'S REPORT Subject8.1 Motion to accept bid for the Louis Street Relief Station Improvements in an amount not to exceed $196,295. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$196,295.00 BudgetedYes Budget SourceWater and Sewer Enterprise Fund Recommended Accept the lowest cost, responsive bid to construct the Louis Street Relief Station ActionImprovements submitted by Marc Kresmery Construction, LLC of Elgin, Illinois in an amount not to exceed $196,295. Background In the current budget, funds available to continue the rehabilitation of the Village’s sanitary relief stations. These stations are utilized to provide relief to the Village-owned sanitary sewer system in the event Metropolitan Water Reclamation District of Greater Chicago (MWRDGC) receiving sewers become surcharged during rain events. The Village owns and maintains eight (8) sanitary relief stations and two (2) sewage lift stations. This project will be the fourth sanitary relief station rehabilitation completed in recent years. George Street North, George Street South and William Street rehab have already been successfully rehabilitated. The Louis Street Sanitary Relief Station was built in the 1971 and has been repaired over the years as needed. This station provides sanitary sewer relief for the area depicted in the attached location map (Louis Street Sewers.pdf). The planned improvements include replacement of the underground electrical feed, installation of a packaged replacement pump station with new pumps, guide rails and controllers, along with all associated wiring and other electrical control equipment. The existing wet well is in very good shape and will be rehabilitated to accommodate the new equipment. The attached plan sheets depict these proposed improvements. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 19 of 24 In 2010, a standby emergency generator with automatic transfer switch was installed at the station in case of a power outage. This emergency back-up system is operational and will remain. The existing telemetry system will also be re-used. Bid Results Bid invitations were sent to nine (9) area firms who have experience in sewer lift station projects. In addition, the work was publicly advertised as required by Village Purchasing Policy. On July 26, 2017, the bids were publicly opened and read as required by Village Code. The following two (2) firms’ submitted bids: BidderBid $178,450.00 Marc Kresmery Construction LLC, Elgin $237,380.00 Martam Construction Inc., Elgin Engineer’s Estimate: $220,250.00 Discussion Both bidders properly submitted required documents as well as appropriate bid security. The low bidder, Marc Kresmery Construction LLC had all the appropriate documents, security and signatures. The lowest cost, responsive bidder is Marc Kresmery Construction from Elgin, Illinois. A copy of their bid submittal is attached. This firm has recently completed similar work for the Village including the George Street South Relief Station project in 2014 and William Street Relief Station Project in 2016. Kresmery performed all work in a satisfactory and timely manner without incident and under budget. Since the project will include underground work and the rehabilitation of the existing wet well, there may be some unforeseen repairs. Staff is requesting a 10% contingency ($17,845) to address any of these unforeseen issues should they arise. A 10% contingency would bring the project award total to $196,295 ($178,450 base bid plus the 10% contingency of $17,845). Alternatives 1. Accept lowest cost, responsive bid to construct Louis Street Relief Station Improvements. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid to construct the Louis Street Relief Station Improvements submitted by Marc Kresemery Construction, LLC of Elgin, Illinois in an amount not to exceed $196,295. File Attachments LOUIS ST SEWER.pdf (677 KB) Louis Street Relief Station - Marc Kresmery Bid Form.pdf (4,359 KB) 2017-06-02 Louis Plans (Final).pdf (5,167 KB) Subject8.2 Motion to accept bid for New Sidewalk Construction in an amount not to exceed $149,555. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 20 of 24 MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$149,555.00 BudgetedYes Budget SourceCapital Improvements Fund Recommended Accept the lowest cost, responsive bid for the 2017 New Sidewalk Construction Project Actionas submitted by Schroeder & Schroeder, Inc. of Skokie, Illinois in an amount not to exceed $149,555. Background This year’s New Sidewalk Program includes the installation of new sidewalk at locations in the Village where sidewalk is missing. Two (2) locations are included in this year’s program. One location is on the south side of Gregory Street, between Oak Street and Meadows Park west of Dale Avenue, which will complete the sidewalk system on the south side of Gregory Street and provide a continuous walkway from Main Street to Waterman Avenue. The other location is on the east side of Rand Road, north of Highland Avenue, which will fill in a gap and extend the sidewalk system on the east side of Rand Road. The enclosed plan sheets depict these locations. Bid Results A Notice to Bidders was posted on the Demandstar by Onvia website and published in a local newspaper. The bid opening was held on July 10, 2017 at 1:00 PM. Seven (7) contractors submitted bids for this project. The bids ranged from a low of $135,959.25 by Schroeder and Schroeder, Inc. to a high of $218,405.00 by Mondi Construction, Inc. Below is a summary of the bids: BidderBid Schroeder & Schroeder$135,959.25 Triggi Construction$141,157.50 Copenhaver Construction$142,524.00 A Lamp Concrete Contractors$148,571.00 Landmark Contractors$157,934.20 Alliance Contractors$183,550.50 Mondi Construction$218,405.00 Engineer's Estimate: $154,820.00 Discussion The low bidder, Schroeder & Schroeder, Inc. is qualified to complete the work involved with this project and meets the requirements of the contract documents. A copy of Schroeder & Schroeder's bid submittal is attached. Schroeder & Schroeder, Inc. has worked on previous Village sidewalk projects, including the 2016 New Sidewalk Program, 2016 Shared Cost Sidewalk Program, 2015 CDBG Sidewalk Programs. All of their work http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 21 of 24 has been satisfactory. More recently, they were awarded the Village’s 2017 CDBG (Community Development Block Grant) Sidewalk Improvements contract. Work on this project has progressed well to date. Staff recommends including a 10% contingency in the project award to allow for quantity variances and unanticipated conflicts. For this project, a 10% contingency added to the lowest bid would result in a total contract award of $149,555. (Base Bid: $135,959.25 + Contingency: $13,595.75= Total Recommended Award: $149,555.) Alternatives 1. Accept lowest cost, responsive bid for the 2017 New Sidewalk Construction Project. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the lowest cost, responsive bidder, Schroeder & Schroeder, Inc., of Skokie, IL, be awarded the contract for the 2017 New Sidewalk Construction Program in an amount not to exceed $149,555. File Attachments 2017 New Sidewalk Program - Specifications and Plans.pdf (4,403 KB) Bid Documents from Schroeder & Schroeder, Inc..pdf (1,212 KB) Sidewalks Location Map.pdf (99 KB) Subject8.3 Motion to accept bid for 2017 Backyard Drainage Program in an amount not to exceed $116,236. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$116,236.00 BudgetedYes Budget SourceFlood Control Construction Fund Recommended Accept the lowest cost, responsive bid to construct the 2017 Backyard Drainage ActionProgram Improvements as submitted by Martam Construction of Elgin, Illinois in an amount not to exceed $116,236. Background Several properties in Mount Prospect experience recurring backyard flooding after significant rain events. Often water will pond in their yards and remain there for a considerable length of time. On May 13, 2008, the Village Board authorized staff to proceed with the Backyard Drainage Program in an effort to assist residents in reducing the backyard flooding they experience. The Village has received requests for assistance through the Backyard Drainage Program from over 200 residential properties. Staff has surveyed the existing conditions, and prepared plans to improve drainage http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 22 of 24 of these properties. Each design includes an inlet in the backyard draining through a pipe connecting to the existing sewer system in the public right of way. To protect the receiving system from being overwhelmed, each design includes a restrictor that controls and slows the discharge into the receiving sewers. These restrictors, while serving to protect the Village sewer systems, may cause water to pond in the backyards during heavy rain events for a short duration. To accommodate this ponding water, rain gardens are installed around the inlets. These rain gardens provide a place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. The hard pipe connection to a public storm sewer provides a means to drain the property in a timely manner after the storm surge recedes. Following construction, the property owners are responsible for maintenance of the storm sewer and rain gardens on the private property; the Village maintains the new storm sewer in the public right of way. Each design is contained on a single property, avoiding the need for easements or agreements between property owners. Staff identified 54 properties that experience ponding severe enough that floodwaters reach the house foundation. Thus far, 34 of these properties have benefited from the program. Funds allocated in the 2017 budget allow the Village to install the proposed drainage improvements on four (4) more properties. It should also be noted that at the February 10, 2015 Committee of the Whole Meeting, the Village Board decided to continue the Backyard Drainage Program with a required cost share element from the property owners. The Village Board committed to paying the majority of the cost of the improvements, a minimum of 75% of the total cost. The property owner is required to pay 25% of the cost up to a maximum of $5,000. Staff estimates the average total cost for the improvements to each property exceeds $25,000, so the homeowner cost is $5,000. All of the property owners participating in the 2017 Backyard Drainage Program have submitted checks covering their participation in the program. Location maps denoting each participating property are enclosed. Bid Results A Notice to Bidders was posted on the Demandstar by Onvia website and it was published in a local newspaper. The bid opening for the 2017 Backyard Drainage Program was held on July 10, 2017 at 1:00 PM. Four (4) contractors submitted bids for this project. The bids ranged from a low of $105,669.00 by Martam Construction, Inc. to a high of $158,399.00 by Concept Plumbing, Inc. Below is a summary of the bids: Bidder Bid Martam Construction, Inc.$105,669.00 R. A. Mancini, Inc.$140,830.00 Misfits Construction Co.$156,465.00 Concept Plumbing, Inc.$158,399.00 Engineer’s Estimate: $124,685.00 Discussion All bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. All bids were checked for their accuracy. One error was found, but did not affect the overall outcome of the bids. All bidders correctly signed their bids and bid bonds. The low bidder, Martam Construction, Inc. is qualified to complete the work involved with this project and meets the requirements of the contract documents. Martam Construction, Inc. has worked on many previous Village projects including the 2015 and 2016 Backyard Drainage Programs and the 2016 Storm Sewer Improvements at Lavergne Drive and Palm Drive. All of their work has been completed satisfactorily and under budget. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 23 of 24 A copy of Martam Construction's bid submittal is attached. Staff recommends including a 10% contingency in the project award to allow for quantity variances and unanticipated conflicts. For this project, a 10% contingency added to the lowest bid would result in a total contract award of $116,236.00. (Base Bid: $105,669 + Contingency: $10,567 = Total Recommended Award: $116,236) Alternatives 1. Accept lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Improvements. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Improvements as submitted by Martam Construction, Inc. of Elgin, Illinois in an amount not to exceed $116,236. File Attachments Bid Documents - Martam.pdf (376 KB) Location Map for 237 Douglas.pdf (3,484 KB) Location Map for 410 & 416 S Main.pdf (3,554 KB) Location Map for 705 Russel.pdf (3,500 KB) Subject8.4 Motion to accept bid for Brick Paver Sidewalk Sealing in an amount not to exceed $75,000. MeetingJul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT TypeAction Preferred DateJul 18, 2017 Absolute DateJul 18, 2017 Fiscal ImpactYes Dollar Amount$75,000.00 BudgetedYes Budget SourceCapitial Improvements Fund Recommended Accept the lowest cost, responsive bid for the 2017-2018 Brick Paver Sidewalk Sealing ActionContract to Midwest Brick Paving of Antioch, Illinois in an amount not to exceed $75,000. Background This proposed contract is for sealing brick paver sidewalks throughout the downtown area. The sealing of brick pavers is a routine maintenance activity necessary to establish a protective barrier that seals out moisture, dirt, oil, and paint. Routine sealing also helps maintain the original color of the brick. The expected performance of the sealant is five (5) to seven (7) years. Currently, all brick paver sidewalks are sealed on a six (6)-year cycle except for the train station platform. The train platform is subject to extreme conditions and, as such, is scheduled for sealing every two (2) years. The brick paver sidewalk sealing target areas are depicted in the attached map. http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017 BoardDocs® ProPage 24 of 24 Staff prepared a detailed set of bid documents and specifications necessary to secure competitive bids for this work. The proposed agreement is for a two (2) year term. A bid notice was publicly advertised as required by Village purchasing policy. BID RESULTS The following two (2) bids were publicly opened and read aloud on June 26, 2017 at 1:00 P.M: Bidder Name2017 Bid Results2018 Bid Results Midwest Brickpaving, Inc.$ 75,000$ 75,000 Alliance Contractors, Inc.$ 280,000$297,500 DISCUSSION Midwest Brick Paving of Antioch, Illinois submitted the lowest cost bid. All bid documents were properly signed and submitted. Appropriate bid security was included. A copy of Midwest Brick Paving's bid submittal is attached. Midwest Brick Paving has held the brick sealing contract for the past several years and has performed various repair and installations as well. All work has been satisfactorily completed on time and within budget. Submitted references have been checked resulting in positive recommendations. Alternatives 1. Accept lowest cost, responsive bid for the 2017-2018 Brick Paver Sidewalk Sealing Contract. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid for the 2017-2018 Brick Paver Sidewalk Sealing Contract as submitted by Midwest Brick Paving of Antioch, Illinois in an amount not to exceed $75,000 annually. Expenditures in 2018 will be limited to funds allocated in the approved budget. File Attachments Brick Pavers Sealing Contract - Midwest Brickpaving, Inc Proposal.pdf (11,912 KB) Bricksealing2017-2018 (003).pdf (275 KB) 9. ANY OTHER BUSINESS 10. ADJOURNMENT ANY INDIVIDUALWHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY OR NEEDS SOME ACCOMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 847/392-6000, EXTENSION 5327 http://www.boarddocs.com/il/vomp/Board.nsf/Public7/17/2017