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HomeMy WebLinkAbout2.1 Approval of Meeting Minutes from April 10, 2018 BoardDocs® ProPage 1 of 1 Agenda Item Details MeetingApr 24, 2018 - COMMITTEE OF THE WHOLE AGENDA CategoryAPPROVAL OF COMMITTEE OF THE WHOLE MINUTES Subject2.1 APPROVAL OF COMMITTEE OF THE WHOLE MINUTES OF April10, 2018 AccessPublic Type Public Content 4-10-2018 COW _Minutes.pdf (35 KB) Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/22/2018 COMMITTEE OF THE WHOLE MINUTES - April 10, 2018 - rd 3 Floor, Village Board Room Village Hall, 50 S. Emerson Street 1. ROLL CALL– CALL TO ORDER The meeting was called to order at 7:06 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers and Colleen Saccotelli. Staff present included Village Manager Michael Cassady, Assistant to the Village Manager Nellie Beckner, Village Clerk Karen Agoranos, Executive Assistant to the Village Manager Doreen Jarosz, Communications Director Howard Kleinstein, Community Development Director William Cooney, Community Development Deputy Director Consuelo Arguilles, Building & Inspection Services Director William Schroeder, Building & Inspection Services Deputy Director Mark Rysavy, Fire Chief Brian Lambel, Fire Deputy Chief John Dolan, Police Chief John Koziol, Police Deputy Chief Michael Eterno, Police Deputy Chief Timothy Griffin, Public Works Director Sean Dorsey, Human Services Director Julie Kane, Finance Director David Erb, Chief Technology and Innovation Officer Andrew Schaeffer and Administrative Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES Approval of Committee of the Whole Meeting Minutes of March 13, 2018. Motion by Trustee Saccotelli, second by Trustee Rogers. Mayor Juracek called a voice vote and the minutes were approved unanimously. 3. CITIZENS TO BE HEARD None. 4. DISCUSSION ITEMS 4.1 2018 Police/Fire HQ Relocation Discussion Mayor Juracek introduced the discussion item and highlighted that in the 2017-2018 Strategic Planning process the Board unanimously voted to prioritize the Public Safety Building located at 112 E. Northwest Highway as a Top Priority Target for Action. Village Manager Michael Cassady stated the Police Station’s space needs has been a known problem for 13 years since Former Chief Eddington expressed grave safety and operational concerns regarding the current police station. A subsequent Space Needs Analysis was completed in 2007, but no action came from that process. He provided a summary of the 2018 Police/Fire HQ Relocation process to date including tours of modern and the existing police station. Building & Inspection Services Deputy Director Mark Rysavy presented the Police HQ Project Timeline. In December 2017 staff identified possible building locations and sites. He reviewed the 799 Biermann Ct building and site and how through adaptive reuse a 4/10/18 Committee of the Whole Page 1 of 6 Police HQ could be constructed. He stated that an adaptive reuse of 799 Biermann CT would save $10 million over new construction. Ray Lee from FGM Architects and Police Chief John Koziol presented the conceptual design for 799 Biermann Ct. They noted the modified design restricts access from Kensington Rd through to Biermann Ct by the general public preventing “cut-through” traffic. Chief Koziol provided additional information regarding concerns that were brought up at the Open House on March 27. He stated that the police station moving north from the existing location would not affect service because police officers do not respond from the station. They are assigned to beats and do not respond to calls for service like the Fire Department. Chief Koziol stated there is police coverage on the street during shift changes and roll call. He also noted that from 799 Biermann Ct with Kensington Rd access the emergency response time to the high school is a minute and half. Ray Lee from FGM Architects reviewed conceptual exterior designs to show how a warehouse building could be changed to have a civic appearance. He also provided a summary of current and potential conditions of the Police HQ. Public Works Director Sean Dorsey shared the results from the recently completed traffic study that assessed the impact on Kensington Rd and adjacent roads from placing the police station at 799 Biermann with Kensington Road access. The study concluded that there would be minimal impact. Building & Inspection Services Deputy Director Mark Rysavy presented the Fire Department HQ/Station 13 proposal for 111 E. Rand Rd. He provided a cost comparison between new construction and adaptive reuse of 111 E Rand that would provide an estimated savings of $3.7 million. He explained that 111 E. Rand has access to Route 83 (Main St) and Rand Rd. FGM completed preliminary design work and that construction would include the buildout of the apparatus bays. Fire Chief Brian Lambel presented the Fire Station Location Study completed by the Illinois Fire Chiefs Association. The study used nationally recognized and accepted Fire Service standards for data collection and analysis. The most important standard used is the Fire Department’s travel time from the fire station to the emergency incident within four minutes or less. The analysis utilized call data for the past five years. The ideal location for Fire Station 13 was identified at the intersection of Main St. and Gregory St. Three locations were reviewed for relocation. Mr. Lambel stated that 111 E Rand is the best choice since it provides access to movement through the district, is the least impact solution to neighbors, and overall performance of four-minute travel times sees a reduction of incidents outside of the travel time from 17% to 3%. This would bring all three fire stations into the 90% percentile for responding within four minutes. Finance Director David Erb presented the Police & Fire Relocation Financing Plan. He stated the total project cost is $40 million (Police Headquarters - $29.6 & Fire Headquarters/Station 13 - $10.4 million). He explained that the Village would fund the projects by issuing bonds in May 2018, October 2018 and May 2019 which is in line with the Village Debt Service Policy. The May 2018 bond issue is supported by water/sewer revenues and tax increment financing (TIF) incremental taxes. Of the May 2018 bond issue, $4.9 million is for water and sewer infrastructure improvements as outlined by the Water and Sewer Rate Study complete in 2017 and $7.15 million will be directed for TIF related expenses including the relocation of the Police and Fire stations. Mr. Erb shared 4/10/18 Committee of the Whole Page 2 of 6 the Finance Commission’s review and positive recommendation for the Police & Fire Relocation project. He also shared information regarding the Village’s recent Standard and Poor’s (S&P) rating call. The Village was successful in having the AA+ rating assigned to the current debt issue and affirmed same for outstanding issues. The following responses from staff were provided to questions from the Village Board: Moving Fire Station 13 per the Fire Station Location Study (111 E. Rand) would reduce response times for a lot of residents. Some response time will increase but would still be within four minutes while overall response time across the Village would decrease. During the course of the Fire Station Location Study staff reviewed all sorts of different solutions. The existing Fire Station 13 has four bays and runs four apparatuses. It also houses Fire Administration. Fire Administration functions within the space and Operations has enough room except for a few circumstances. A substation would require 18 personnel, an engine and ambulance. The Fire Location Study utilized call volume data. The Bond issues will not require additional increase to the Debt Service portion of the tax levy. The S&P rating only affects the bonds issued in May. Staff will be proactive in addressing prepare for future rating calls. suggestions from S&P to Public Comment Nancy Reese 1300 Blockof Kensington Primary concern is traffic. The posted speedlimit between Wheeling and Wolf Rdis 45 mph. She experiences issues with other drivers following tooclosely as she pulls into her driveway. There may beissues withpeople turning into a new police station driveway on Kensington as well. Herneighborhood is also concerned that there may besome increase in traffic. Staff responded that there will be wayfinding signs for the police station and staff will monitor traffic over time and evaluate adjustments as needed. Yulia Bjekic 900 Block ofHi Lusi Requestedmore transparency on cost for projects of bothHQs. The interest and debt service portion is a verysubstantial amount. When the projectis presented as a $40 million project it ismissing the interest costof the project. Staff responded the cost of the project is $40 million and the Village is saving $10 million on construction cost with the adaptive reuse of 799 Biermann and 111 E Rand. Project cost information is on the Village’s website, Transparency Portal. There was also a project cost presentation board at 799 Biermann the Open House on March 27. Marshall Wood 100 Block of N. Waverly Mr. Wood asked if staff checked with the State and County regarding their plans for Kensington Road. He was concerned how population density was incorporated into the Fire Station Location Study. Fire should be located near five and six story multifamily 4/10/18 Committee of the Whole Page 3 of 6 buildings. He also mentioned the Fire Department’s responsibility to respond to Northwest Community Hospital. He was also concerned that the public safety building downtown would not redevelop quickly. Staff responded the Village’s website Transparency Portal has project information from debt service payment to site plans and conceptual elevations. There is also a tab that discusses the redevelopment of the existing police and fire building. Also, there are no plans to expand Kensington Road. Jeff Goolsby 20 S Main Mr. Goolsby stated he participated in the Citizen Police Academy and Citizen Emergency Preparedness Training. He agreed the existing police station was undersized when it was built and needs to be replaced. He supports selling and redeveloping the Police Station/Fire Station 13 downtown. He stated a substation and additional firefighters and lieutenants will cost millions in salary and pension costs. Mount Prospect utilizes mutual aid from neighboring fire departments to help respond when necessary. More rural communities do not have four minute response time coverage. Also, everything cannot be purchased in cash, personally or by the city. Valmik Patel 2000 Block of Tano Mr. Patel stated the plans are car centric and that in the future more people will switch to alternative modes of transportation. He asked to consider making the new police station more accessible to the public. Not everyone drives, people may walk, students from River Trails Middle School may walk to the police station, and people would be leaving the police station at night since it operates 24 hours and perhaps adding a pedestrian crossing would make the police station more accessible. Lou Maloney Owners of 200 E Evergreen Stated it is a fantastic idea to move the Police Station/Fire Station 13 out of the downtown. The multitenant building (23 tenants) across from the existing police station has always had issues with parking with overflow parking from the police station uses their lot. Tenants are concerned that customers cannot find parking in their own parking lot which at times results in their customers being late for appointments. There are many ways to redevelop the existing police station to be more conducive to the downtown. John Kellerhals 1400 Block of E. Dogwood He stated the following comments are his personal opinion as a resident and not as the Finance Commission Chairman. He stated it is clear the Village has done an amazing amount of work and the project is moving at a blistering pace. He stated he did not support this plan until recently and shared this thought process of why he now supports the project. Village Manager Cassady closed the presentation and reviewed next steps. Staff requests Board direction to continue to move forward with this initiative at 799 Biermann Court. The th Village is nearing the end of the due diligence period that will end on the 20 of April. Staff completed an exhaustive investigation of the property and believes it to be clean from everything from title to environmental. Structurally the building is an ideal opportunity for adaptive reuse with great potential for future growth. The savings from adaptive reuse is 4/10/18 Committee of the Whole Page 4 of 6 optimal in comparison to a ground up construction. This is a solution to a long standing problem that definitely impacts the effectiveness of our ability to operate as a law enforcement agency. Mr. Cassady reviewed the opportunity that the Village has with 111 E Rand and improving response times. Again there is the ability to leverage savings from adaptive reuse of an existing building. General comments from the Village Board members included the following items: Discussed the process differences between when the current police station and public works building were built and the current process regarding public involvement. The Village would be going from $50 million to $110 million of debt which belongs to all the people of Mount Prospect and will be with us the next 25 years. Limits flexibility in the future to address capital expenditures that would require debt. Concerned that not all alternative options are being considered. The process is moving along too fast. Results from previous space studies concluded a new police station is needed. Need to take advantage of extremely low interest rates. If we delay, the project will cost more because the buildings being considered may not be available. The building for the police station (799 Biermann) is ideal and will save the Village about $10 million in cost from the adaptive reuse. By moving Fire Station 13 the Village can then sell the downtown property and revenues generated from that will offset the cost of the new station. Researched both buildings and they are excellent opportunities. The Public Safety Building is not that old but it was built too small and in a manner that has led to an unacceptable work environment for our Officers. There have been opportunities for resident input through social media, the open house, Village Board meetings, and the Village’s website and continue to encourage residents to contact us and let us know their feelings on these projects. Trying to make the best decision for the future of the Village while finding a space that meets the needs of our departments. Pretty clear these are important decisions that the Board take very seriously and view it within our own lens of experience and tolerance of risk. Rely on experts. Concerned we do not throw away wisdom of experts. Moving quickly on these two properties because that is the nature of the real estate market. Operationally these would be huge improvements. Need to make sure that Prospect and Main TIF district will be able to capitalize on the opportunity and take advantage for the full life of the TIF. We all know something needs to be done. Public Comment Louis Goodman 310 N School Street He shared that when the Village came up with the idea of building a new police station 25 years ago there were concerns that it would cost way too much money but they went ahead and built it. Hopefully the new police station and fire headquarters will last more 4/10/18 Committee of the Whole Page 5 of 6 than 25 years. Maybe the time is right with the interest rates as low as they are to do something now. Mayor Juracek stated the second reading of the bond ordinance is next Tuesday. The Village’s website has a lot of information available for this project. Good feedback was shared and comments needing to be address will be done at next week’s Village Board meeting. She thanked the audience for being a part of this process. 5. MANAGER’S REPORT None. 6. ANY OTHER BUSINESS None. 7. ADJOURNMENT The meeting adjourned at 9:55 p.m. Alexander Bertolucci Administrative Analyst 4/10/18 Committee of the Whole Page 6 of 6