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Home My WebLink About2.1 Minutes of the October 2, 2018 Regular Meeting of the Village BoardBoardDocs® Pro Page I of I Agenda Item Details Meeting Oct 16, 2018 - REGULAR MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 2. APPROVAL OF MINUTES allbject 2.1 Minutes of the October 2, 2018 RegL] TIMMISCOM=61 Access Public Type Action, Minutes Minutes View Minutes for Oct 2, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOAR Public Content Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 BoardDocs® Pro Page 1 of 3 REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 . , 2018) Generated by Karen Aoranos on Wednesday, October 3, 2018 1. CALL TO ORDER Meeting called to order at 7:05 PM 1.1 ROLL CALL Members present: Arlene Juracek, William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel 1.2 PLEDGE OF ALLEGIANCE - Led by students and teachers from Mount Prospect School District 57 SOAR (Structured Opportunities for Academics and Responsibility) Program 1.3 INVOCATION - Trustee Grossi provided the invocation 2. APPROVAL OF MINUTES 2.1 Minutes of the September 1, 2018 Regular Meeting of the Village Board Motion by Colleen Saccotelli, second by William Grossi. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Motion Carries 3. MAYOR'S REPORT .1 PROCLAMATION: Disability Awareness Month N October 2018 Mount Prospect School District 57 Structured Opportunities for Academics andResponsibility(SOAR) program teachers, Katianne Olson and Sara Cilia, accepted the proclamation and thanked the Village for raising awareness on this often forgotten topic. .2 PROCLAMATION: Fire Prevention Week N October 7-1, 2018 Deputy Chief John Dolan accepted the proclamation and stated this year's theme is "Look. Listen. Learn. Be Aware" Chief Dolan stated pubic education is one of the most important aspects of a firefighter's job. 3.3 EMPLOYEE RECOGNITION Police Chief John Koziol acknowledged the Police Department employees celebrating quinquennial anniversaries: • Robert Etchinham - 25 years • Lee Schaps - 25 years • Mark Mcuffin- 25 years • Tim Griffin - 20 years Mayor Juracek thanked all those celebrating anniversaries and stated long serving employees are the backbone of our community. 4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None CONSENTS. r 5.1 List .September-- .- 5.2 Motion to accept a 42 month proposal for the lease and maintenance of eighteen (18) multi -function copiers in an amount not tl#,, exceed $199,480. Accept the 42 month proposal for the lease and maintenance of eighteen multi -function copiers in the amount of $199,480. Motion by Paul Hoefert, second by Michael Zadel to approve the consent agenda Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Motion Carries 6. OLD BUSINESS None 7. NEW BUSINESS 7.1 1st reading of ORDINANCE AUTHORIZING A SECOND AMENDMENT TO THE REDEVELOPMENTAGREEMENT FORt WEST DEVELOPMENTAND MAIN. PROSPECT, Directorof • Development Bill C•• - presented this ordinance for approval by - Board. Mr. Cooneystated- by developer,1 West LLC and Geneva Capital Group LLC, the bank providing a construction• •r the project, to amend the requestingRedevelopment Agreement (RDA) to include them as a party to be notified if any further changes are made to the RDA. Geneva is also - Village allow the assignment of - payment of - TIF incentive from 20Westto Geneva. Mr. Cooney -r this does not Motion by Michael Zadel, second by William Grossi to waive the rule requiring two readings of an ordinance Motion Carries https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 BoardDocs® Pro Yea: William Grossi, Eleni Hatzis, Paul Hoefert,• ! •Saccotelli, Page 2 of 3 Motion by Michael Zadel, second by Paul Hoefert to authorize the execution of a second amendment to the Redevelopment Agreement for the 20 West development. Yea: Wlliam Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Motion Carries Ordinance No. 6410 8.1 Motion to authorize the Village Manager to enter into a contract for Furniture Design Services for the New Police Headquarters to be located at 911 E. Kensington Road with STV, Inc. in an amount not to exceed $43,860. Village Manager Michael Cassady stated this is the next step to move this project forward and this stage provides more specific design reviews. Director of Public Works Sean Dorsey presented background information, bid results and staff recommendation. Mr. Dorsey stated the contract for furniture design services is imperative at this stage in the project to assist staff with the selection, bidding and purchasing of the many different types of furniture required for this project. It must meet the needs of a staff that includes 106 employees operating in a 24/7, 365 days per year environment. Items include desks, conference tables, chairs, file cabinets, storage solutions, etc. Request for Proposals (RFP) were sent to four (4) firms; only one, STV, officially responded. Our current Police Architects, FGM Architects, responded to the RFP via email with a cost of $70,000; the remaining two firms declined to bid based on their workload. STV is a respected company that has been in business for over 100 years and has experience with municipal projects and recently merged with EWS consultants. While the Village has not worked with STV previously, the Village has worked closely with EWS Consultant Dina Tsiolis on several design services projects in the Village including the current Public Safety Building, Village Hall and Public Works. ym 411MMUMMS 1�. 1 1. Due to the specific nature of this project, the field of companies who offer this service is limited; staff searched for companies with specific experience in Police and municipal projects. Difficult to find independent companies who are not aligned with a particular brand or furniture supplier which also narrows the fielft' No commission will be paid to the designer The four companies solicited for RFPs are companies staff are familiar with and have has some experience with in the past Positive reports were received from references; work completed on time and most were under -budget Uncertain at this time if furniture from current Police station will be building.new Designer is familiar with all the product lines and will seek out the best value for the Village Lockers are not included in this contract; primarily furniture that includes tables, desks, work stations, etc. Public Comment Louis Goodman 310 N. School Street In response to a question by Mr. Goodman regarding the contract, Mr. Dorsey clarified that the cost of furniture is not included in this contract; it is for design services only. Mr. Goodman stated he is in favor of re -using furniture whenever possible. Motion by Michael Zadel, second by Richard Rogers to authorize the Village Manager to enter into a contract with STV, Inc. for Furniture Design Services for the New Police Headquarters in an amount not to exceed $43,860.00. Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel Motion Carries He'01M ll=e-��llpdate: New Fire HQ Station 13 - 111 E. Rand Road Deputy Director of Building and Inspections Mary Rysavy presented updates to the new Fire Headquarters project located at 111 E. Rand Road. Mr. Rysavy stated Mark Bushhouse of Williams Architects and Dave Torres of Nicholas and Associates were present to answer questions from Board. Mr. Rysavy presented the timeline for the Fire Department Headquarters including the estimated move -in date of March 2020. Mr. Rysavy also presented site and floor plans, shared proposed elevations and renditions for review and discussion. Mr. Rysavy stated the projected budget for this project is $10.3 million and provided an update on budget and costs. Mr. Cassady provided a brief update on the apparatus bay extension requested by Fire Chief Brian Lambel that was not part of the origin budget. Mr. Cr d stated this will • ' discussed at next week'sbudget session. radiusMr. Rysavy provided the following in response to guestions from the Village Board: • Rand Road entrance will be primarily for pubic access; Main Street will be for Fire use only. Deputy Chief lohn Dolan stated emergency call buttons will be placed at both the Rand Road and Main Street entrances. • Fencing will be installed for security reasons to prevent cut -through traffic, both pedestrian and vehicular. • Turning •r Fire vehicles will functionor • extended bay. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 BoardDocs® Pro Page 3 of 3 There was a discussion regarding the height, design and material of the fence that will surround the Fire Headquarters building. Options up- to-date materials and information. 11 umi•- !F9=4 we Wo • • •74 • R - t Project8.3 Q 911 E. Kensington• Mr. Rysavy provided updates to the new Police Headquarters project at 911 E. Kensington Road. Mr. Rysavy discussed the different design elements including the color tone and shade of the paint to be used on the exterior facade. There was consensus among the Board that the lighter shade was desirable. Mr. Rysavy presented site and floor plans as well as the projected budget of $21.5 million. Mr. Rysavy introduced Todd Peyron of Camosy Construction who provided updates to the design development budget of $21.8 million. This updated figure includes a safe contingency based on unknown factors including the risk of tariff increases on steel. The budget is still within 10/0 of the preliminary budget. There was a brief discussion regarding the desire of the Board to stay within realistic design features. Mr. Rysavy shared front and rear renderings of the building. The Board provided direction and approval to move on to the construction phase of this project. • ANY OTHER BUSINESS Village Manager Michael Cassady thanked the Mt. Prospect Park District for use of their facility for Saturday's Celebration of Cultures event. Mr. Cassady also thanked Director of Human Services Julie Kane, Director of Communications Howard Kleinstein and the festival citizen committee members for making the event a success. ■ ADJOURNMENT There being no further business to discuss, Mayor Juracek asked for a motion to adjourn the Regular Meeting of the Village Board. Trustee Zadel, seconded by Trustee Saccotelli moved to adjourn. By unanimous vote, October 2, 2018 Regular Meeting of the Village Board was adjourned at 8:32 P.M. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018