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HomeMy WebLinkAbout6. NEW BUSINESS 09/06/05 MEMORANDUM Village of Mount Prospect Community Development Department Mount Prospect DATE: SEPTEMBER 2, 2005 ~. ~191 - q]1o oS TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF COMMUNITY DEVELOPMENT SUBJECT: PZ-30-05 - CONDITIONAL USE (DA YCARE) 253 E. RAND ROAD MARC CALLERO - APPLICANT The Planning & Zoning Commission transmits their recommendation to approve Case PZ-30-05, a request to operate a daycare, as described in detail in the attached staff report. The Planning & Zoning Commission heard the request at their August 25,2005 meeting. The Subject Property is located on the south side of Rand Road, between Highland Street and Kensington Road, and contains a commercial building with related improvements. The Petitioner proposes to modify the interior of the entire building and add onto the building to operate a daycare. In addition, sections of the existing parking lot will be removed and reconfigured to create landscape areas. The Planning & Zoning Commission discussed whether there was sufficient demand for daycare for this area of Mount Prospect. There was discussion on how offering a high quality daycare would be an asset to the Village because it could draw younger families to the Village. Early Days serves infants to 5 years of age, a distinct market niche. The Commissioners discussed the logistics of how the drop-off / pick-up system would be coordinated. Those in the 'part-time program' will pick-up at mid-day. The Petitioner stated that the children would not be released all at the same time and that it would take no more than 10 minutes for parents to drop-off / pick-up their children. The Petitioner agreed to the conditions of approval listed in the Staff Report and stated that they would be making a sizeable financial investment to improve the property. The Planning & Zoning Commission voted 5-0 to recommend that the Village Board approve a request for a Conditional Use permit to operate a daycare at 253 E. Rand Road, Case No. PZ-30-05, subject to the conditions listed in the Staff Report. Please forward this memorandum and attachments to the Village Board for their review and consideration at their September 6, 2005 meeting. Staff will be present to answer any questions related to this matter. Ijmc H:\PLAN\Planning & Zoning COMM\P&Z 2005\MEJ MClllOS\PZ-30-0S MEJ MEMO (daycarc 253 E Rillld),doc l\UNUTES OF THE REGULAR MEETING OF THE PLANNING & ZONING COMMISSION CASE NO. PZ-30-05 Hearing Date: August 25, 2005 PROPERTY ADDRESS: 253 E. Rand Road PETITIONER: Marc Callero 710 S. Beverly Lane, Arlington Heights, IL 60005 PROPERTY OWNERS: Marc Callero & Vince Sommer PUBLICATION DATE: August 10, 2005 PIN#: 03-34-200-055-0000 REQUEST: Conditional Use - Daycare Center MEMBERS PRESENT: Richard Rogers, Acting Chairman Leo Floros Joseph Donnelly Ronald Roberts Keith Youngquist MEMBERS ABSENT: Arlene Juracek, Chair Marlys Haaland ST AFF MEMBERS PRESENT: Judy Connolly, AICP, Senior Planner Jason Zawila, Long Range Planner Ellen Divita, Deputy Director, Community Development INTERESTED PARTIES: Owners of Early Days Daycare: Marc Callero, Vince Sonunel', Sheila Miller, and Errol Oztekin Vice-Chairperson Richard Rogers called the meeting to order at 7:30 p.m. Joseph Donnelly moved to approve the minutes of the July 28, 2005 meeting and Ronald Roberts seconded the motion. The motion was approved 3-0 with Leo Floros and Keith Youngquist abstaining from the vote. At 7:34 p.m. Mr. Rogers introduced Case No. PZ-30-05, a request for a Conditional Use for a Daycare Center at 253 E. Rand Road. He said that this case would be Village Board Final. Judy Connolly, Senior Planner, summarized the case. She said the Subject Property is located on the south side of Rand Road, between Highland Street and Kensington Road, and contains a commercial building with related improvements. The Subject Property is zoned B3 Community Shopping and is bordered by the B3 District to the north and east, R3 Low Density Residence to the south, and B 1 Office to the west. Ms. Connolly said that the proposed daycare facility would be located in the B3 District, which requires Conditional Use approval. She reported that "Early Days" is an independently owned and operated preschool environment for infants as young as 6 weeks old and toddlers up to 5 years old. The facility would occupy the former Heart & Soul Cafe building. The daycare facility has a maximum capacity of 94 clients and 15 staff members, which are based on Department of Children & Family Services (DCFS) regulations. The facility would be open from 7 a.m. to 6 p.m. Monday through Friday and have staggered start times with children arriving between 7 a.m. and 9 a.m.. The Petitioner anticipates half of the children arriving at 9 a.111., with 8 to 8:30 a.m. being the peak arrival time. Children may be enrolled in a moming only program or a full day program. Richard Rogers, Acting Chainnan Planning & Zoning Commission meeting August 25, 2005 PZ-30-05 Page 2 Enrollment projections for January 2006 are expected to be 50 children. Early Days requires that each child be signed in and out. This requires that the parent/guardian physically accompany each child both to and from their vehicles and the sign-in desk, which is located inside the facility. A security system will be installed in the vestibule of the building, with Staff monitoring the area to ensure a safe and efficient drop-off/pick-up routine. Ms. Connolly repOlied that the Subject Property does not comply with current zoning regulations because the parking lot encroaches into the required 10' setback. She noted that the Zoning Ordinance classifies it as a legal nonconforming situation and is allowed to remain. However, the building meets the required setbacks. The Petitioner proposes a number of improvements to the Subject Property, which include an addition to the existing structure, and decreasing the amount of impervious surface by removing sections of the parking lot and reconfiguring the parking lot. Although the site currently does not exceed the Zoning Ordinance's lot coverage limitation, the Petitioner proposes to remove asphalt to install additional landscaping and convert portions of the parking lot into a play area. Since the scope of the addition does not exceed 25% of the square footage of the existing structure, the Petitioner is not required to provide storm water detention. It is important to note that any future additions that exceed 1.5 sq. ft. will trigger the application of Development Code regulations and stoml water detention and other improvements listed in Sec. 15.402 will be required. Ms. Connolly also reported that the Subject Property contains sufficient parking to meet the Village's requirements. She said that the available on-site parking totals at 31 spaces, meeting the 30 space requirement. The 30 space requirement is based on the Village's Zoning Ordinance, which requires 1 space per employee plus 1 space per 10 children. Based on a maximum enrollment of 94 children (9 spaces) and a staff of 15 employees, the daycare facility would require a total of 24 parking spaces. In addition there is an easement allowing cross access and spillover parking for the adjacent property. The office building at 259 E. Rand Road requires 16 parking spaces, but only has 10 spaces on-site. Therefore, it needs 6 spaces from the adjacent site to comply with zoning regulations. Ms. Connolly said that the Petitioner submitted a traffic study that evaluates the impact the daycare facility will have on Rand Road traffic. The Subject Property has two driveways, which helps create a better traffic flow and limits congestion within the parking lot. Also, there are over 30 parking spaces on-site and the drop-off/pick-up process will allow for a quick-turn over for the spaces. The Village's Traffic Engineer reviewed the study and agreed with the study's findings that the daycare facility will have minimal impact on Rand Road. However, the site plan indicates four parallel parking spaces along the south property line. In an effort to ensure a smooth drop- off/pick-up routine, the Traffic Engineer recommends that those spaces be designated as Employee Parking. Ms. Connolly stated that the Village's Zoning Ordinance does not have operational requirements for daycare uses. However, the Petitioner is required to meet specific DCFS regulations, which the Petitioner is aware of and has worked with in other daycare facilities. It is important to note that the Petitioner is required to follow State regulations, which will be enforced by the appropriate State agency. The DCFS requirements include regulations pertaining to play areas, providing food service, and program content. These regulations are based on the length of the child's stay at the facility. Ms. Connolly said that the interior of the building has to be modified to comply with the National Life Safety Code and the BOCA Building Code for daycare centers which entails installing a fire detection system and a fire sprinkler system. She said that although this is a Building Permit issue, it is important to note now to eliminate potential confusion during another review process. Also, Staff reviewed the landscape plan and found the proposed improvements would be an attractive addition to the Subject Property. However, the existing landscaping along the 'west' property line is primarily deciduous and the parking lot would not be screened year- round. Therefore, the proposed plan should be revised to include year-round plantings to screen the parking lot. Ms. Connolly summarized the standards for Conditional Uses and said that the proposed use meets the Conditional Use standards contained in the Zoning Ordinance. Based on these findings, Staff recommends that Richard Rogers, Acting Chairman Planning & Zoning Commission meeting August 25, 200S PZ-30-05 Page 3 the Planning & Zoning Commission approve the following motion: "To approve a Conditional Use for a Daycare Center at 253 E. Rand Road, Case No. PZ-30-05 subject to the following conditions: 1) The Early Days facility be constructed in accordance with the plans prepared by HKM Architect, dated August 12, 2005, but the landscape revised to include additional year-round plants that screen the parking lot along the west lot line; 2) meet the Building Code & Fire Code requirements, which include but are not limited to the installation of sprinkler and fire alarm systems; 3) future improvements that exceed 1.5 sq. f1. shall comply with all Village Codes including, but not limited to the Development Code; 4) the Village reserves the right to review any traffic related matters created by the use and require any necessary measures needed to address them; and 5) prior to the Village issuing a Certificate of Occupancy, the Petitioner shall obtain the necessary permits and authorizations from the appropriate agencies. Ms. Connolly also noted that the Village Board's decision is final for this case. Vince Sommer, 214 Fox River Drive Cary, IL, was sworn in. Mr. Sommer gave an overview of the mission, philqsophy, and culture of the company. He stated that Early Day will provide premier preschool and childcare services for their clients, respect individuals in and outside their company, career and growth opportunities for their associates and grow a financially strong organization. Mr. Sommer then summarized the personal backgrounds and related experience of the primary investors to this company. Afterwards, Mr. Sommer briefly went through the daily operations, building and location plans of Early Days. Also, he presented renderings of the exterior of the building and landscaping. Mr. Sommer concluded his presentation by stating that Early Days would be good for Mount Prospect because it would improve the appearance of the existing site, not create a negative traffic impact, provide childcare parents can be proud of, provide property tax revenue, and that Early Days would be good for the community because it is a company with a neighborhood focus, and plans to participate in community events. Sheila Miller, 212 S. Dunton, Arlington Heights, IL, was sworn in. Ms. Miller stated that she will be the Director; then she summarized the curriculum planned for use at Early Days. Early Days would use a play based theory, called a "creative curriculum", meant for children 6 weeks through 5 years old that would teach children to make decisions early in life. Ms. Miller also stated that Early Days would also work closely with DCFS, maintain a low teacher to child relation, and strictly monitor three meals a day and the release of children to their parents or guardians. Mr. Rogers asked Ms. Miller if she reviewed the conditions of approval listed in the Staff Report and if she agreed to meet the conditions. Ms. Miller agreed to meet the conditions. Mr. Rogers also wanted to !mow if there were any plans to improve the exterior of the building; the Petitioner said yes. Leo Floros asked for clarification on the scope of the proposed property improvements. Errol Oztekin, 7 Pacer Trail, South Barrington, IL, was sworn in. Mr. Oztekin said that the work for improving the site was going to be extensive and would include interior and exterior improvements that would take up to 3 months to complete. He hopes to be able submit building plans within a couple weeks to get moving on the project for an opening in February 2006. Mr. Floros asked if market studies were conducted to measure the demand for this service. Mr. Sommer replied that he did not know the exact demand for daycare. He said that even though there were a few daycares in the area he still believed there is a strong need for a daycare with the amount of children in Mount Prospect. Ronald Roberts mentioned that daycare centers sometimes are a large part of the decision for people moving into the community and that he believes there is a big need for them. Mr. Donnelly asked the Petitioner to explain the logistics for the drop off and pick up process at tbe center. Mr. Sommer replied that parents would enter the center at one entrance and there would be a designated area for drop off and pick up; the parents would exit a different way when leaving the center. Mr. Donnelly further mentioned that he was concerned how the movement of cars would be organized when 90 children were in the daycare center Richard Rogers, Acting Chairman Planning & Zoning Commission meeting August 25, 2005 PZ-30-05 Page 4 at one time. Ms. Miller stated there would never be 90 children at the daycare at one time, and that drop off and pick up would be staged through out the day because of programming schedules with those in the half-day program picking up mid-day. Mr. Youngquist asked the Petitioners if there were any other Early Day daycare centers, or if this was the first one; the Petitioners replied that this was the first one. Mr. Roberts asked if there were any plans for a special education program. Mr. Sommer replied that there were no immediate plans, but one of their long term goals was to provide that type of education if possible. He stated that as a father of an autistic child, he is aware of the demand for this type of programming. Mr. Rogers mentioned that the Mount Prospect community is growing and that there are families coming in with young children. He stated that the Petitioner's facility would be a great addition to the Village. Ms. Rogers asked if there were any questions from the audience. There were none and the Public Hearing was closed. Keith Youngquist made a motion to approve the Conditional Use for a daycare center at 253 E. Rand Road, Case No. PZ-30-05 with the conditions listed in the Staff Report. Ronald Roberts seconded the motion. UPON ROLL CALL: AYES: Donnelly, Floros, Roberts, Youngquist, and Rogers NAYS: None Motion was approved 5-0. After hearing four more cases, Joseph Donnelley made a motion to adjourn at 10:40 p.m., seconded by Ronald Roberts. The motion was approved by a voice vote and the meeting was adjourned. /./ ..-,/ /--;;;1-- Jason R:Zawila, L / Ijmc H:\PLAN\Plalllllllg & Zoning COMM\P&Z 2005\MiJlulcs\PZ-30-05 253 E Ra.nd - CU. daycarc,doc CASE SUMMARY - PZ- 30-05 Village of Mount Prospect Community Development Department LOCATION: 253 E. Rand Road PETITIONER: Marc Cal1ero PROPERTY OWNERS: Marc Callero & Vince Sommer PARCEL #: 03-34-200-055-0000 LOT SIZE: 1.07 acres (46,929 sq. ft.) ZONING: B3 Community Shopping LAND USE: Commercial Building REQUEST: Conditional Use - Daycare Center LOCATION MAP Kensington Road '" - .,. QJ 718 QJ '" 716 .l:: N "' '" r:n g ~ c: .; ~ 709 7!O ~ ~ r<'l 708 i01 708 00 4> QJ ;, 70S 706 QJ "5 706 'i: ,1= 0 704 Q 703 704 Q ~ l- 70Z 0 701 702 QJ '" .:: "C 609 700 .c: 6Z1 700 C ~ ~ 607 606 ~ Judith Ann Drive 606 60S 604 611-617 604 603 602 609 =0 N 601 523 SZ2 ~~-I SZO 519 518 ,17 516 515 514 513 SIZ 511 510 509 508 507 506 50S 504 503 50Z 501 500 Hiohland Street 523 5Zl "21 5Z0 519 5J8 517 516 515 514 513 512 511 SID 509 508 507 506 50S 504 503 50Z 501 5f1O 523 1 519 517 515 513 SlI 509 507 50S 5113 SOl Memory Larw 411 523 5Z2 '21 5Z0 519 518 517 516 515 514 513 512 511 510 509 508 S07 506 ,05 504 503 502 501 SlIO Gregory J-ark .\Jount Prospect Park Districr MEMORANDUM Village of Mount Prospect Community Development Department TO: MOUNT PROSPECT PLANNING & ZONING COMMISSION ARLENE JURACEK, CHAIRPERSON FROM: JUDY CONNOLLY, AICP, SENIOR PLANNER DATE: AUGUST 18, 2005 HEARING DATE: AUGUST 25, 2005 SUBJECT: PZ-30-05 - CONDITIONAL USE (DA YCARE CENTER) 253 E. RAND ROAD BACKGROUND A public hearing has been scheduled for the August 25, 2005 Planning & Zoning Commission meeting to review the application by Marc Callero (the "Petitioner") regarding the property located at 253 E. Rand Road (the "Subject Property"). The Petitioner has requested Conditional Use approval to operate a daycare center in the B3 Zoning District. The P&Z hearing was properly noticed in the August 10, 2005 edition of the Journal Topics Newspaper. In addition, Staff has completed the required written notice to property owners within 250-feet and posted a Public Hearing sign on the Subject Property. PROPERTY DESCRIPTION The Subject Property is located on the south side of Rand Road, between Highland Street and Kensington Road, and contains a commercial building with related improvements. The Subject Property is zoned B3 Community Shopping and is bordered by the B3 district to the north and east, R3 Low Density Residence to the south, and B I Office to the west. SUMMARY OF PROPOSAL The proposed daycare facility would be located in the B3 zoning district, which requires Conditional Use approval. The attached exhibits detail the Petitioner's plans for the proposed daycare center, but can be summarized as follows: . Early Days is an independently owned and operated preschool environment for infants as young as 6 weeks old and toddlers up to 5 years old; . The facility would occupy the former Heart & Soul Cafe building; . The day care facility has a maximum capacity of 94 clients and 15 staff members, which is based on Department of Children & Family Services (DCFS) regulations; . The facility would be open from 7am to 6pm Monday - Friday and have staggered start times with children arriving between 7 am and 9am; . The Petitioner anticipates half of the children arriving at 9am, with 8 to 8:30am being the peak arrival time; . Children may be enrolled in a morning only program or a full day program; . Enrollment projections for January 2006 is expected to be 50 children; PZ-30-05 Planning & Zoning Commission meeting August 25, 2005 Page 3 · Early Days requires that each child be signed in and out. This requires that the parent/guardian physically accompany each child both to and from their vehicles and the sign-in desk located inside the facility; and · A security system will be installed in the vestibule of the building, with Staff monitoring the area to ensure a safe and efficient drop-off/pick-up routine. GENERAL ZONING COMPLIANCE The Subject Property does not comply with current zoning regulations because the parking lot encroaches into the required 10' setback. However, the building meets the required setbacks. The Petitioner proposes a number of improvements to the Subject Property, which include an addition to the existing structure, but decreasing the amount of impervious surface by removing sections of the parking lot and reconfiguring the parking lot. Although the site currently does not exceed the Zoning Ordinance's lot coverage limitation, the Petitioner proposes to remove asphalt to install additional landscaping and convert portions of the parking lot into a play area. The Subject Property currently has 68% lot coverage, which will be reduced to 63% at the completion of the project. Since the scope of the addition does not exceed 25% of the square footage of the existing structure, the Petitioner is not required to provide storm water detention. It is important to note that any future additions that exceed 1.5 sq. ft. will trigger the application of Development Code regulations and storm water detention and other improvements listed in Sec. 15.402 will be required. Parking: As outlined below, the Subject Property contains sufficient parking to meet the Village's requirements: · Available Oil-Site Parking: 31 spaces · Required Parking: 30 spaces (based on the following breakdown) o Proposed Daycare: Based on the proposed use, the Village's Zoning Ordinance requires 1 space per employee plus 1 space per 10 children. Based on a maximum enrollment of94 children (9 spaces) and a staff of 15 employees, the daycare facility would require a total of 24 parking spaces. o Adiacent Office Building: An easement allowing cross access and spillover parking exists between the properties at 253 & 259 E. Rand Road. The office building at 259 E. Rand Road requires 16 parking spaces (4 per 1,000 sq. ft. of building), but only has 10 spaces on-site. Therefore, it needs 6 spaces from the adjacent site to comply with zoning regulations. The Petitioner submitted a traffic study that evaluates the impact the day care facility will have on Rand Road traffic. The Subject Property has two driveways, which helps create a better traffic flow and limits congestion within the parking lot. Also, there are over 30 parking spaces on-site and the drop-off/pick-up process will allow for a quick-turn over for the spaces. The Village's Traffic Engineer reviewed the study and agreed with the study's findings that the day care facility will have minimal impact on Rand Road. However, the site plan indicates four parallel parking spaces along the south property line. In an effort to ensure a smooth drop-off/pick- up routine, the Traffic Engineer recommends that those spaces be designated as Employee Parking. Day Care Operation/Content Regulation: The Village's Zoning Ordinance does not have operational requirements for daycare uses. However, the Petitioner is required to meet specific DCFS regulations, which the Petitioner is aware of and has worked with in other day care facilities. It is important to note that the Petitioner is required to follow State regulations, which will be enforced by the appropriate State agency. The DCFS requirements include regulations pertaining to play areas, providing food service, and program content. These regulations are based on the length of the child's stay at the facility. Other Department Comments: The interior of the building has to be modified to comply with the National Life Safety Code and the BOCA Building Code for daycare centers which entails installing a fire detection system and PZ-30-05 Planning & Zoning Commission meeting August 25,2005 Page 4 a fire sprinkler system. While this is a Building Permit issue, it is important to note in the staffreport to eliminate the potential for confusion during another review process. Also, Staff reviewed the landscape plan and found the proposed improvements would be an attractive addition to the Subject Property. However, the existing landscaping along the 'west' property line is primarily deciduous and the parking lot would not be screened year-round. Therefore, the proposed plan should be revised to include year- round plantings to screen the parking lot. 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; . Adequate provision of utilities, drainage, and design of access and egress to minimize congestion on Village streets; and . Compliance of the Conditional Use with the provisions of the Comprehensive Plan, Zoning Code, and other Village Ordinances. The proposed use would not have a detrimental impact on the public health, safety or general welfare. The use would not adversely affect the character of the surrounding neighborhood, or utility provision and it would be in compliance with the Village's Comprehensive Plan and Zoning Ordinance. Furthermore, the traffic study indicates that vehicles entering/exiting the Subject Property will not have an adverse impact on the Rand Road traffic. RECOMMENDATION The proposed use meets the Conditional Use standards contained in Section 14.203.F.8 of the Zoning Ordinance. Based on these findings, Staff recommends that the Planning & Zoning Commission approve the following motion: "To approve a Conditional Use for a daycare center at 253 E. Rand Road, Case No. PZ-30-05 subject to the following conditions: 1) The Early Days facility be constructed in accordance with the plans prepared by HKM Architect, dated August 12, 2005, but the landscape revised to include additional year-round plants that screen the parking lot along the west lot line; 2) Meeting the Building Code & Fire Code requirements, which include but are not limited to the installation of sprinkler and fire alarm systems; 3) Future improvements that exceed 1.5 sq. ft. shall comply with all Village Codes including, but not limited to the Development Code; 4) The Village reserves the right to review any traffic related matters created by the use and require any necessary measures needed to address them; and PZ-30-05 Planning& Zoning Commission meeting August 25, 2005 Page 5 5) Prior to the Village issuing a Certificate of Occupancy, the Petitioner shall obtain the necessary permits and authorizations from the appropriate agencies (DCFS, mOT, etc.). The Village Board's decision is final for this case. I concur: ~l~ 7 ~~~. Director o[Community Developmeut Ijmc H:\PLAN\Plaruling & :l.oning COMM\P&z 2005\StaffMcmo\PZ-30-0S MEMO (253 E Rand Road. CU - daycarc).doc .< ~VItLAGE OF MOUNT PROSPECT { CO:MMUNITY DEVELOPMENT DEP ARThffiNT - Planning Division 100 S. Emerson Street (-- Mount ProSpect, illinois 60056 _ _ Phone 847.818.5328 FAX 847.818.5329 Application for Conditional Use Approval . Case tfumber .' z: 0 P&Z - - - Eo< . ~~ Development Name/Address ~= 0::0 o ia Date of Submission r:::,u zr.= -.... .0 ~'-' r-'l Hearing Date Q Z ,.,.. t;:;j f..,. - - 1;/)- Co? z: E=: I;/) X t;:;j f\DAO Side . Lo z o (- \~ '----:--,-.~ ~ o r:::, '.... z: - 2-0 J Lot Covera&~ (o/~ peRV/Ovr~) li8.tb ~ ;..- Number of Parking Spaces . --.....12:> ~/~ C-l'>>1 t11 West' Legal Description (attach additional sheets if necessary) ~Q ". z Name ~n..., \L ~\\.~ Telephone (day) 0 ~q1J'. g~ .'To fJ'7 - ~ :.:: Corporation Telephone (evening) .,. c: ,., '~~.,rt.. ""'~. -r 2;:: g.~ Street Addr~ss F a.x QC. ~\\) ~. ~~ L \"\~ '" zOo :>< City S~te Zip Code Pager ,:) I c:: ~~\~~ "\:\\-s ~ ~\)~~ 0 v Interest in Property . CJ -< ..:sa of"" ~~.r ~ " " ' Z", ~~ o. .~ ~' t: ~ J c:: ~. (- 0 c: ~ ~ zo ':""i:- Q ... zo ;Jg- 0.... ::;0.. oj v- a < ~ z "0 ( ,.. I t--..... -V2 '-< -; :Ea ~ '0; 0$1 ~ 0 ~~ _ 0 't;' .- Z Q oS ag- ~..o Co-' > - ~ Q U ~I Q' ( t Name At2 t ~11I"\K QALveRo c: VI tJ (!~ ~ 1M l'otE:R. . .- Corporation. Street Address qty State Zip Code Developer Name ~L- O~T~I~ Address t:n:-. O~€e,of~l~T ~<Pt~l~ ~O f,-bm ~ .fv\~~f' r{Z.a~~ I \L., 1200'% Attorney Name Address I- .. Surveyor Name liJ?ACOLA st€tJ~1U~ Rli{Ul(~VJ .n Addre~s!JoO N. ~~D ~ ruf? Fax Nl~f< IL (,otf-ljo ~, Teleph,one (clay) _ ~47~~ ~,~~,-7()77 Telephone (ev~ning) .> Fax: Pager '"' ~ - Telephone (day) ~~ 1. e,l & l l( 1 D t-~ 'gtrl" &1 b..bHt Fax Telephone (day) Fax _. . 1":"._ Telephone (day) (P3D _ '751 - 0 1'55" (pBo -151 -0211 Engineer " " .. .. , -- Name ~eN?ltV~ tS1(;lDL~ Telephone (d?y) 8tf7- 7qo/. Dl>IO Address %OLf pe:m {lg-f~ s-tG'lAtq Fax Ntl . 1 q-C:; - }r)J", 'l~ fffiK. (\J~ If--, room ' Architect Name ttKrtA. fYlC. fH t6C-r> .+(JL.-/i) tJffl.g I \tJc. Telephone (day): Address 4.0 ~ooTi-t VAl L. blvec. . ,Fa'C A(4.<JJ 6f"o ~ the.< b HT) I {L- ~ boco r; V811Gt..-:\-'S /vto $S~ , '. Landscape ArchiteR ' .,' Name tfK \Ar\ n~ fl t -rECr$' +~JtJ a?--) (11..lC Telephone (day): Address j-:?7. ~trf V.ft!t...- fuJt - Fa'C ~ltJ GiQU ttelGH-"fS I \ L 60905 "MMLtL (~\J~SY-Y ~ount Prospect Department ofCornmunity Development , ^ ~ C'J _ _ _ L'L T'""' _ ~ _ _ . ..L '" r . 'r&. ~ ~4-7, 01z,17-81), ~i-7 l 3C(7. ..,cr l.iO<j 2J~ 1., ~?1.1 C('20b M--L ~lf.1-. 'iooi Phone 847.8185328 .. .' ? "',\'t .) (~. \ Proposed Conditional Use (as listed in the zoning dlstrict) <OA>iC~ C,~JTER. OeSCDoe in Detail the Buildings and Activities Proposed '3I).d How the Proposed Use Meets the Attathed ~tanda:rds for . Conditional Use A-pproval (attach additional sheets if necessary) . fL~~ft$ t; ~f'... in i~nl!&11 A 1 (1r11~ftFP)" Q r:l E-o t:;.en Or:l ~ >-01 ~r:l <c::: :ECI) :Ez: ;:::lO 00 - E-o U "< r:lz: to 00- ("" .: Q E-ie I ~< T- en :E oc::: !loO o~ ~z: ~- HourS of Operation ~, : 00 AWl +0 ~~oo rn A~5sgs)(~~be~~)o "'~f;;o. Property Zoning . () .. ~ CoaJ (), t( ~IO AL Ui MOUN, ftzosPE.-C-c Total Building Sq. Ft (Site) . ft 181.1 _' sF. Side ' Please !,lote that the application will not be reviewed until this petition has been fully completed and all required plans and pther materials have been satisfactorily submitted to the Planning Division,. Incomplete submittals will opt be accepted. It is strongly sugge~ted that the petitioner s~hedule ~ app0 inquent with the appropriate Village staff so that materials can be reviewed for accuracy arid completeness at the time of submittal. In J;onsideration of the info~ation contained in t!1is petition as well as all supporting documentation, it is requested that approval be given to this request The applicant is the owner or authorized representative of the o~er of the property. The petitioner and the oWner of the property grant e+nployees of the ViUage ofMoUIlt ~rospect and their agents permission to ~nter on the property durip.g reasonable hours for visual inspection of the subject property. materials submitted in association with this application are true and . #1& . Date rr I \'31 ~ 8/11-/ o~ . ~ r herebyaffrrm that all information provided herein an . accurate to the best of my knowle~e. ~pplicant L If applicant is not property O\~er: r hereby designate the applicant to act as my agent for the purpose of seeking the Variation(s) described in this application and the i sociated supporting material. \. Prop~rty Own~r Date Mount Prospect Department ofCornmunity Development 100 South Emer<:()n ~trP,f>t M mmt P,..""n.,."t TIl ;",,,;,, Phone 847.& I 8.~328 r_u OA~ Ofe> ~.....",""I'\ . .'1'\1. PLAT OF SURVEY OF LOT 4 (EXCEPT THE EASTERLY 6Q.0 FEET THEREOF) IN MAPLE CRESi' SUBDIVISION BEING A SUBDIVISION OF PART OF THE NORTHEAST 1/4 OF SECTION 34, TOWNSHIP 42 NORTH, RANCE f t EAST OF THE THIRD PRINCIPAL MERIDIAN, ACCORDING TO THE PLAT THEREOF RECORDED OCTOBER 28, 1958, AS DOCUMENT NUMBER 17360466, IN COOK COUNTY, ILLINOIS. Addendum A August 12,2005 Conditional Use Application 253 E. Rand Road Early Days Preschool and Childcare The proposed daycare center will accommodate a maximum of 94 children and 15 staff members at any given time. The attached "Early Days Preschool and Childcare Parent Handbook" and Daily Schedules for the various age groups describe in detail the intended day-to-day use of the facility. These, together with the submitted drawings and traffic study indicate that the proposed project minimally impacts neighboring properties. We note: 1) As a facility to be used expressly for the purpose of nurturing young children and as such regulated by the State of Illinois, the operation of the proposed daycare will not be detrimental to the general welfare of the public. 2) The proposed renovation will improve the appearance of the existing property. 3) The maximum occupancy of the proposed daycare is significantly less than the current allowable occupancy of the existing youth ministry building. 4) The proposed project will yield a net decrease of the area of impervious surface on the site. Thus, preliminary engineering drawings were not required for this conditional use submission per our July 7,2004 pre-application Meeting and an August 11, 2005 telephone conversation with Judy Connolly. Please refer to the following table, which is based upon the CAD-derived areas depicted on Sheet AI00a: Existing Property Proposed Development Total Site Area 46,929 sf 46,929 sf Gross area of building 5,320 6,786 sf ( excludes fountain and comer pylons) Footprint of Building - 5,494 sf 6,866 sf includes existing fountain to be removed in proposed project (94 sf) and comer pylons (20 sf each)* . Area of parking, curbs, walks, 26,550 sf 21 , 11 0 sf and HV ACI transformer pads Area of playground o sf 2,457sf Total Impervious Area 32,044 sf 30,433 sf Lot Coverage 68.28% 64.85% (Based upon Impervious Area) *Please note that the area of the building (footprint) and impervious/pervious areas in our original, July 14, 2005 submission omitted consideration of the existing fountain and comer pylons which are part of the building footprint. We have updated sheet AIOOa and this table. accordingly. (End of Addendum A) """""" ~~r ~ ~~ "~ ~ ~ ~1 A @f:!" 11 r.f'~ Iii:i &J)E ;,J'~ Parent Handbook '~;!;:.;' .....~--;,;;~ .,..:~'. -.....~--- '.........;.....; : "':'-.~_.." ~5.~ a~t.. --~ ~-~ ~~ an yau aunt rospect, IL 6 056 (847):~.'~._,~ ~ ri'b b~) '"'..... ;.;/ Fall 2005 Welcome to Early Days Preschool & Childcare At Early Days Preschool & Childcare, we recognize that the early childhood years are an extraordinary time in your child's development. There are many changes that take place within the early years of life. Children learn to communicate with each other, develop a sense of independence, grow and succeed physically and experience the world as an active learner. Early Days Preschool & Childcare recognizes the importance of this period and we have designed a curriculum that meets the developmental needs of every child. The philosophy at Early Days Preschool & Childcare is to provide hands-on learning in an environment that is creatively stimulating and developmentally appropriate. Our highly qualified staff makes it easy for your child to adjust to our program and develop a sense of confidence, trust and security. With our state of the art materials and curriculum, our program exceeds the standard of excellence. The educational goal at Early Days Preschool & Childcare is to encourage learning and exploration through a variety of quality experiences. Our Interactive Curriculum advocates planning for everything that can contribute to a child's development and the teacher's relationship with the child and the family. The Creative Curriculum promotes learning in a way that supports children's academic progress while respecting the way they grow and develop. These academic areas are displayed through interest areas . that allow for child choice and self-directed play. The Creative Curriculum supports both small and large group teaching that prepares children for academic success, and provides them with the skills for elementary school. As a parent, I know that communication between you and your child's school is crucial. You are very important to the Early Days Preschool & Childcare staff. We encourage you to contact the school about any questions or concerns you might have. It is recommended that you review the daily reports highlighting your child's activities. Please let us know if there is anything we can do to make your child's experiences more valuable. The staff at Early Days Preschool & Childcare would like to welcome you, and we look forward to working with you and your child. Thank you for choosing our school. Sincerely, Sheila Miller OwnerlDirector ~1~ Mission Statement At Early Days Preschool & Childcare, we are devoted to giving your children a valuable learning experience in a happy, safe and secure environment. Our exceptional teachers create their own activities and lessons to help children develop at their own natural pace. The staff at Early Days Preschool & Childcare continues their education and training on a regular basis. Every child is treated as a very special individual. We provide materials. and plan activities which help develop the entire child, while giving them a safe, accepting environment to explore, create and grow. We will strive to make the transition between home to school a positive experience. Our school is a safe, secure, clean and happy place where children can learn and succeed. We encourage open communication between parents and staff. It is important to communicate on a daily basis to monitor the progress and development of your child. At Early Days Preschool & Childcare, our main priority is to provide the best in high quality child care and development. Our program is structured so children can achieve academic excellence. ~2- Early Days Theory Children learn through play and experience. Children are curious about their surroundings. Children want to feel competent. Children go through stages of development, moving from concrete to abstract thinking, from impulsive to controlled behavior. Children develop at their own rate. Children learn in a loving, nurturing environment. Children need gentle boundaries to organize experiences. Children learn from each other. Children want to make sense out of everyday experiences. Children build strong self-concept through many experiences of success. At Early Days Preschool & Childcare, we will attempt to provide each child: ~ A variety of materials and time to explore them; ~ A chance to overcome difficulties and meet challenges; ~ A stimulating environment with many interest centers that promote child-choice and self-direction; ~ An individual curriculum in which his or her needs and styles are the center of the learning process; ~ A warm but challenging environment where learning is individualized; ~ A chance for all to succeed and know the feeling of accomplishment; ~ A creative environment of objects and people and encouragement of problem-solving, critical thinking and creative thinking; ~ An opportunity to socialize freely, with teacher support in times of conflict. ~3~ General Information Early Days Preschool & Childcare is licensed by the Illinois Department of Children and Family Services. Early Days Preschool & Childcare is open 12 months a year from 7 a.m. to 6 p.m. Monday through Friday. We offer a variety of full-time and part-time programs. Your child's hours of attendance will be designated at the time of enrollment. There is no tuition credit for the following Holidays: · Memorial Day · Labor day · Thanksgiving Day · The Friday following Thanksgiving Day · Christmas Day . New Year's Day . July 4th - Independence Day Enrollment - Class Placement Enrollment is open to any child 6 weeks to 5 years of age provided Early Days Preschool & Childcare meet the child's needs. Enrollment shall be granted without discrimination in regard to sex, race, color, religion, or political belief. Upon the decision of enrollment, all interested parents and children are invited to tour the center and review the information about the program. You can meet the staff and complete all the necessary paperwork prior to enrollment. Upon receipt of the completed application and registration fee, placement will occur on a fIrst-come, first-serve basis. Once your child is enrolled, we do recommend you to visit the school with your child prior to his/her first day. This helps you and your child become acquainted with the school, staff and daily schedule. Children are grouped according to age andhdevelopmental level. -4- Student Records Every child enrolled at Early Days Preschool & Childcare must have an updated school record with all state and school required forms. Your child's file is confidential, and will only be shared with other staff members if needed for meeting the needs of the child. All emergency contact information in your child's file must be reviewed by the parent every six months to keep the information up to date and accurate. Medical records must be updated annually or whenever the child's immunization status changes. Section 407.80 Confidentiality of Records and Information The facility personnel shall respect the confidential nature of the child and personnel records. Information pertaining to the admission, progress, healt~ or discharge of an individual child shall be confidential and limited to facility staff designated by the child care director and Department representatives unless the parent(s) of the child has granted written permission for disclosure or dissemination. 1) The facility shall have confidentiality release forms signed by the parent(s) which specify to whom information may be released and the length of time the release form is valid. Such release forms shall be on file at the facility prior to the release of confidential information. 2) If information is requested by outside persons or agencies, a specific written request signed by the person requesting the information shall be obtained and placed on file at the facility prior to the release of the information. 3) Except in extreme emergency or when there is evidence of child abuse or neglect, any child 12 years of age or older must be informed of such disclosure of information. Authorized Department licensing representatives, Department child protection investigators, or other Department representatives who have the Department Director's written authorization (specifying the statutory authority or administrative rule under which access is granted) shall have access to the day care center's records and reports. All persons with access to records and reports shall respect their confidential nature. ~5~ Attendance Whenever your child will not be attending, please notify Early Days Preschool & Childcare by 9:00 a.m. by calling 847- - . The teachers will try to wait until everyone has arrived before starting their morning activities, so early notification is appreciated. If your child is ill, please notify the Director so that the staff can monitor any other illnesses throughout the school. Parent Access A parent who has a child in our care shall be permitted free access, at any time, throughout the center whenever their children are in our care. In legal cases that pertain to visitation or custody rights, a copy ofthe orders must be provided to Early Days Preschool & Childcare. The orders of the court will be strictly followed unless the custodial parent requests a change or variation of the court order in writing. Visitors at Early Days Preschool & Childcare are asked to come by scheduled appointment only. They are allowed in the building at the discretion of the Director, and must be accompanied by a staff member at all times. Parking and Speed Limit The speed limit through the parking lot is 5 mph. Parent parking is located around the front of the building. For safety reasons, we ask that children be accompanied by a parent into the building and have a hand held in the parking lot. Parents and children should only enter through the front door. Arrival and Departure Children must be signed in on the attendance sheet in the vestibule area each morning upon arrival. Parents should bring their child to their designated classroom and drop them offwith their child's teacher(s). Children attending the morning programs should be settled and ready for the programs by 9:00 a.m. It is required by law that children are to be under adult supervision at all times. To help with the adjustment period, it is recommended that parents help their child get settled in with the staff and morning routine. If there are any concerns about the morning transition, parents should not hesitate to ask the staff members for assistance. When picking up your child at the end of the day, parents must sign out their child. The sign in/out sheets are kept on file and reviewed by the state licensing representative to help determine our staffing requirements. ~6~ Arrival and Departure (continued) Section 407.260 (subsection c) Children served in a day care center shall not remain on the premises for more than 12 hours in any 24-hour period, unless the parent's employment or training schedule requires more than 12 hours of day care and this has been confirmed in writing, by the parent. The written confirmation shall be kept on file for licensing review. The staffing of the school is based on the drop-off and pick-up times you have designated when you enrolled your child at Early Days Preschool & Childcare. Ifpossible, please adhere to the times you have given. Once you have picked up your child from the supervising staff member, it then becomes the responsibility of that person for the child. Transportation Early Days Preschool & Childcare will not be transporting children off the grounds at this time. Release of Children At Early Days Preschool & Childcare, safety of the children is our greatest concern. We maintain a strict policy in regards to the releasing of a child. During the enrollment process, the parent is required to appoint at least two individuals to whom the child may be released either on a regular or emergency basis. We require advance written notice for authorization to pick up a child from Early Days Preschool & Childcare. In case of an emergency, a parent may notify the Director by phone and give the name, address and phone number of the person who will be picking up the child. We also ask that you give a brief physical description so the Director is aware prior to pick up. Upon the arrival of this individual, the Director or a staffmember will need to verify the individual's identity by requesting 2 forms of identification. One of these forms will need to be a photo identification such as a driver's license. This person must then sign, initial, and record the time ofthe child's release. In the case where a non-custodial parent is not included among the individuals authorized by the custodial parent to pick up the child, please notify the Director. We require a copy ofthe legal documentation for the child's record. This information is kept confidential and will only be shared with other staff members to meet the needs of that child. ~7~ Release of Children (continued) If an unauthorized individual arrives to pick up a child, a parent or emergency contact person will be notified by phone immediately. Ifwe are unable to reach a parent or emergency contact person, the child will not be released. Should an unauthorized individual become difficult or uncooperative on the school grounds regarding the rel~ase of a child, the Mount Prospect police will be notified.' .. Early Days Preschool & Childcare will not release a child to any parent, relative, or authorized person who appears to be impaired by the use of drugs or alcohol. Under this circumstance, a phone call will be made to the parent or emergency contact person. Registration Fee A registration fee of $100.00 is payable upon enrollment when the child is enrolled. An annual registration fee of $75.00 is payable each September when the child is re-enrolled. Tuition Payments and Fees At Early Days Preschool & Childcare the tuition is paid on a monthly basis. Monthly tuition is due the first of each month. Checks can be made payable to "Early Days Preschool & Childcare". If payment is made in cash, please leave it with the Director. Please obtain a receipt for any cash payment at the time payment is given. There will be an additional $25.00 fee for any checks returned by the bank. This fee will be added to the next month's tuition. Early Days Preschool & Childcare is open twelve months a year, and tuition continues throughout the year as well. Registration and enrollment are ongoing. If tuition hasn't been paid by the fifth day of the month, there will be a $25.00 late fee. If you suspect payment difficulties, please contact the Director so alternative arrangements can be made. There is no tuition credit for holiday, vacation or sick days. The operating hours at Early Days Preschool & Childcare are 7 a.m. to 6 p.m. There will be a late fee charge for children not picked up before the school's regular closing time. The charge will be $15.00 per child for the first 15 minutes and $5.00 per 5 minutes thereafter. If we have not heard from the parent or guardian and the child has not been picked up by 7 :00 p.m. we must notify the local authorities. If there is a problem with consistent lateness after 6:00 p.m., it may be cause for the child's dismissal from Early Days Preschool & Childcare. -8- Withdrawal We require two weeks written notice for withdrawal for any reason. If this advance notice is not given, parents will be charged for that period. If the appropriate notice is given, any additional tuition will be refunded within thirty days of the withdrawal less any outstanding charges for late fees, etc. Additional Days I Hours At Early Days Preschool & Childcare, we require you to adhere to the scheduled days that your child will attend. Additional days may be added based on the rates given in your child's enrollment agreement. If you plan to bring your child on an unscheduled day, please let the Director know at least 48 hours in advance. Additional days are offered based on enrollment and may not always be available. We will honor last minute requests only if adequate space and staff are available to meet the needs of an additional child. Health Policies We believe in maintaining a healthy environment at Early Days Preschool & Childcare. By observing the health status of the children each day, teachers can provide a better learning environment for the whole class. Children's hands shall be washed routinely and frequently with soap and water, at least at the following times: . Upon arrival at the center; . Before and after each meal or snack; . After using the toilet or having diapers changed; . After handling pets or animals; . After wiping or blowing his or her nose; . After touching items soiled wit body fluids or wastes (e.g., blood, drool, urine, stool or vomit); . Before and after cooking or other food experience; . After outdoor play time; and . Before and after using the water table. -9- Health Policies (continued) If a child is ill and unable to participate in classroom activities, they should not attend school. The staff at Early Days Preschool & Childcare understands that it may be difficult to fmd alternative arrangements for a child who is ill and unable to attend our program. With parents' cooperation in keeping their child home when they are showing symptoms of illness, we can maintain a healthy environment for all the children in the school. If a child arrives in the morning with symptoms of illness, we will notify the parent to come pick up the child. The exception to this policy would be that a licensed physician has indicated in \\riting that there would be no health risk to your child or to any other children or staff. Health symptoms that require exclusion from Early Days Preschool & Childcare include: · Illness which prevents the child from participating comfortably in program activities; · Illness which calls for greater care than the staff can provide without compromising the health and safety of other children; · Fever (101 degrees Fahrenheit or higher) with behavior change or symptoms of illness; · Unusual lethargy, irritability, persistent crying, difficulty breathing or other signs of possible severe illness; · Diarrhea ( 2 or more episodes in a 24 hour period); · Vomiting two or more times in the previous 24 hours, unless the vomiting is determined to be due to a noncommunicable condition and the child is not in danger of dehydration; · Mouth sores associated with the child's inability to control his or her saliva, until the child's physician or the local health department states that the child is noninfectious; · Rash with fever or behavior change, unless a physician has determined the illness to be noncommunicable; · Purulent conjunctivitis (pink eye), until 24 hours after treatment has been initiated; · Impetigo, until 24 hours after treatment has been initiated; · Strep throat (streptococcal pharyngitis), until 24 hours after treatment has been initiated and until the child has been without fever for 24 hours; · Head lice, until the morning after the first treatment; · Scabies, until the morning after the first treatment; · Chicken pox (varicella), until at least six days after onset of rash; · Whooping cough (pertussis), until five days of antibiotic treatment have been completed; · Mumps, until nine days after onset of parotid gland swelling; · Measles, until four days after disappearance of the rash; or · Symptoms which may be indicative of one of the serious, communicable diseases identified in the Illinois Department of Public Health Control of Communicable Diseases Code (77 Ill. Adm. Code 690). -10- Health Policies (continued) If a child becomes ill during the day, a parent will be notified immediately. During the time in which the child is waiting, they will be given the choice to either rest or do a quiet activity in a separate area. If the child hasn't been picked up within one hour, we will try to notify the parent again. Ifno one can be reached, we will notify the emergency contact person. When children are sent home due to illness, they cannot return to school for 24 hours. The exception to this policy would be that a licensed physician has indicated in writing that the child does not present a health risk to others and is able to participate in school activities. In the case of certain communicable diseases, Early Days Preschool & Childcare is required to file a report with the Department of Health in 24 hours so that control measures can be used. We ask that parents and staff notify Early Days Preschool & Childcare within 24 hours if a child or family member has developed a known or suspected communicable disease. If there is an outbreak of a vaccine preventable illness in the school. we will exclude the children who have not yet been fully immunized for these diseases. (due to child's age, medical condition, religious reasons, etc.) Examples of "Reportable Diseases include (but not limited to): . Hepatitis A . Tuberculosis . Mumps . German Measles . Whooping Cough . Rubella . Giardiasis . Shigellosis . Spinal Meningitis . Measles . Salmonellosis . Lyme Disease If a communicable disease is reported, all parents will be notified in writing. Early Days Preschool & Childcare follows the reporting guidelines as established by the Illinois Department of Public Health's General Procedures for the Control of Communicable Diseases (77 Ill. Adm. Code 690). We have a copy ofthese guidelines on file and available for your review. -11~ Health Requirements: Section 407.310 A medical report on forms prescribed by the Department shall be on file for each child. · The initial medical report shall be dated less than six months prior to enrollment of infants, .toddlers, and preschool children. For school-age children, a copy of the most recent regularly schedules school physical may be submitted (even if more than six months old) or the day care center may require a more recent medical report by its own enrollment policy. If a health problem is suspected, the day care center may require additional documentation of the child's health status. · If a child transfers from one day care center to another, the medical report may be used at the new center if it is less than one year old. In such a case, the center the child is leaving shall maintain a copy of the child's medical form and return the original to the parent. · The medical examination shall be valid for two years, except that subsequent examinations for school-age children shall be in accordance with the requirements of the Illinois School Code [105 ILCS 5/27-8.1] and the Child Health Examination Code (77 Ill. Adm. Code 665), provided that copies of the examination are on file at the day care center. · The medical report shall indicate that the child has received the immunizations required by the Illinois Department of Public Health in its rules (77 lll. Adm. Code 695, Immunization Code). These include poliomyelitis, measles, rubella, mumps, diphtheria, pertussis, tetanus, haemophilus influenzae B, hepatitis B, and varicella (chicken pox) or provide proof of immunity according to the requirements in 77 lll. Adm.. Code 690.50 of the Department of Public Health rules (http://www.idph.state.il.us). · If the child is in a high-risk group, as determined by the examining physician, a tuberculin skin test by the Mantoux method and the results of that test shall be included in the initial examination for all children who have attained one year of age, or at the age of one year for children who are enrolled before their first birthday . The tuberculin skin test by the Mantoux method shall be repeated when children in the high-risk group begin elementary and secondary school. · The initial examination shall show that children from the ages of one to six years have been screened for lead poisoning (for children residing in an area defined as high risk by the lllinois Department of Public Health in its Lead Poisoning Prevention Code (77 Ill. Adm. Code 845)) or that a lead risk assessment has been completed (for children residing in an area defined as low risk by the Illinois Department of Public Health). · In accordance with the Child Care Act of 1969, as amended, a parent may request that immunizations, physical examinations and/or medical treatment be waived on religious grounds. A request for such waiver shall be in writing, signed by the parent or parents, and kept in the child's record. -12~ Health Requirements: Section 407.310 (continued) . Exceptions made for children who should not be subject to immunizations or tuberculin tests for medical reasons shall be indicated by the physician on the child's medical form. . Day care centers shall maintain an accurate list of all children enrolled in the center who are not immunized, as required by Illinois Department of Public Health rules (77 Ill. Adm. Code 695.40, List of Non-Immunized Child Care Facility Attendees or Students). The number of non-immunized children on the list shall be available to parents who request it. . Medical records shall be dated and signed by the examining physician, advance practice nurse (APN) who has a written collaborative agreement with a collaborating physician authorizing the APN to perform health examinations, or physician assistants who have been delegated the performance of health examinations by their supervising physician, and include the name, address and telephone number of the physician responsible for the child's health care. . Medication Procedures General Information on Medications The Director is responsible for dispensing the medication and monitoring the medication log. The Director will administer the medication at the appropriate time and sign and date the log when the medication is given. There must be authorization given by the parent to administer medication. The authorization forms and medication log are located in the Director's office. Both prescription and non-prescription medication shall be accepted only in its original container. Prescription medications shall be labeled with the full pharmacy label. Over-the-counter medications may be dispensed'in accordance with manufacturer's instructions when provided by the parent with written permission. Check expiration dates on all medications. We will not be able to administer expired medications even if the log and forms are completed. Every medication needs to have the child's first and last name printed on the container. Siblings may not share containers of medication. The container shall be in such condition that the name of the medication and the directions for use are clearly readable. Request for Medication to be Dispensed There are two forms that need to be completed for a child to receive medication. The first form is the medication log. The log needs to be completed for each day that the child is on the medication. A parent must indicate a specific time and dosage of medication to be dispensed. The second form is the authorization for dispensing medication. The authorization form needs to be completed for each new cycle of medication. It will only be dispensed for the dates indicated on the form. The authorization form cannot exceed one month's time period. Another authorization form needs to be completed for each month. This form should only be given to the Director and it will remain in the child's file. -13- Medication Procedures (continued) Diaoer Creams. Sunscreen. Powders. etc. If a child needs over-the-counter diaper ointments, lotions or powders, they must be labeled with the child's fIrst and last name. The parent must complete an authorization form for each type of ointment. This authorization form is good for the entire school year. Allere:ies that Mav Require Medication If a child has an allergy that may require emergency medication, an authorization form must be completed and on file. If there is an emergency situation where the child is need of this medication, a staff member will administer and document this in the medication log. The Director would notify the parent of this situation and they could sign the medication log when they arrive to pick up their child. The administration of medication is provided strictly as a professional courtesy and not required by law. Early Days Preschool & Childcare reserves the right to refuse the administration of medication to any child if proper procedures are not followed. Accidents and Injury If a child has an accident or becomes injured, we will notify the parent by means of an incident report form. Upon pick up of the child, the parent will be asked to sign the form and a copy of this form will be included in the child's file. If the injury is severe, we will notify the parent by phone immediately. Should a child become severely injured and need medical assistance, we will call an ambulance and the child will be transported to the nearest hospital or emergency room facility. During this time, a parent will be contacted to meet the staff member at the facility. We ask that parents make sure that their emergency contact information is kept up to date. A child can only be transported for care or receive any kind of emergency care if the waivers for emergency care have been signed. Toys from Home At Early Days Preschool & Childcare, we recommend that all person,al toys remain at home. Every classroom has a variety of toys that the children can play with each day. Especially with the younger age groups, it is very difficult for the children to share their favorite toys with each other. These toys may even have small pieces that could break and be a choking hazard in the classroom. -14- Toys from Home (continued) Children may bring a favorite toy to school if it requested by the child's teacher. Show and tell items include books, pictures, or special items that are theme related. Any toys that are violent in nature (guns, slingshots, army toys, etc.) will not be permitted at Early Days Preschool & Childcare. Items that are brought to school should be age and developmentally appropriate. Insurance Coverage for Children Early Days Preschool & Childcare offers Child Accidental/Health Coverage. Coverages are as follows: . Accidental Medical Excess Coverage . Accidental Death . Accidental Dismemberment . Carrier is Unicare: "A" Rated Carrier Items to Bring to School Infants Every infant is provided with their own crib, mattress and crib sheet upon enrollment. Parents must provide: . Diapers and wipes . 2-3 complete changes of clothing . Extra blankets (lightweight) . Several burp cloths / bibs · Formula (prepared) and/or breast milk, juice and all baby food (in plastic containers) · Appropriate outdoor apparel for outside time (seasonal) All food, bottles and clothing should be labeled with the child's first and last name. Bottles, caps and pacifiers will need to be re-Iabeled frequently. We provide refrigeration for the storage of bottles and food. Parents may bring a mobile or crib toy for their infant should they so desire. -15- Items to Bring to Scho~1 (continued) Toddlers and Preschoolers Parents must provide the following items for each Toddler and/or Preschooler: · Diapers and wipes, and/or extra sets of underwear or pull-ups if child is "training" · Two full changes of clothing including socks · A smock or oversized shirt (for art activities) · Appropriate outdoor apparel for outside time (seasonal) All items brought to school should be labeled with the child's fIrst and last name. (The child's outdoor apparel should be labeled as well) We recommend closed-toe shoes such as sneakers or gym shoes as they are the most appropriate for outdoor play. In severe cases of illness (vomiting, diarrhea, etc.), children shall have a sponge bath when necessary to ensure bodily cleanliness. The portable bathtub can be used in each bathroom. Parents will be notifIed if their child has received a bath. Children will not be left unattended when bathing. Meals and Snacks Early Days Preschool & Childcare provides breakfast / morning snack, lunch and afternoon snack on a daily basis. We prepare the morning and afternoon meals from a nutritional menu and the lunch is provided from a catered food service. This information will be posted on the Parent Board for parent's review. Breakfast / morning snack may be provided for children who arrive between 7 a.m. and 8:45 a.m. Children who arrive after 9:00 a.m. should eat breakfast at home as morning activities begin around this time. Lunch will be served between 11:30 a.m. and 12:00 p.m. Afternoon snack may be served at 3 p.m. The afternoon snack may include such items as crackers and cheese, pretzels, graham crackers and goldfish. We serve 100% fruit juice with all snacks and a variety of fresh fruits and vegetables will be served each week. Your child's teacher will record meals and amounts on their daily reports for you to review. Every child will be encouraged to eat the balanced meals that are provided each day. If a child does refuse to eat certain foods, they will not be forced to finish the meal. Infant parents must send prepared bottles of breast milk or formula that are clearly labeled with the child's fust and last name. We recommend that you bring a written schedule that includes your child's feeding and napping times. This helps your child become more comfortable and adjust to the new environment. Mothers who breast feed their infants are welcome to visit the school at any time. Bottles are warmed up in hot water and temperature tested before feeding. Any contents that remain in the bottle after each feeding must be discarded. Parents should prepare their child's bottles in accordance to the approximate amount they are drinking at each feeding. All bottles, cups, bibs and soiled clothing should be taken home daily. For the parents of infants and young toddlers; we will not begin serving table food until the parent gives us written notice to do so. This notice will be kept in the child's fIle. -16~ Rest I Nap Time The resting time for the children can vary from classroom to classroom. It is required that all children shall have the opportunity to rest or nap. Infants and toddlers shall be allowed to rest or sleep according to each child's individual pattern, as determined in consultation with the parents. Infants shall sleep in cribs that are safe, sturdy and well- constructed. They shall be free-standing and equipped with a good, finn, tight-fitting mattress. Mattresses shall be at least two inches thick and made of washable materials. A cot shall be provided for each toddler and shall be appropriate to the child's level of development. Sudden Infant Death Syndrome (SIDS) is the sudden and unexplained death of an infant under one year of age. SillS, sometimes known as crib death, strikes nearly 5,000 babies in the United States every year. Doctors and nurses don't know what causes SIDS, but they have found some things you can do to make your baby safer. To avoid sudden infant death syndrome, children who cannot turn over alone shall be placed on their sides or backs when put to sleep unless contraindicated by a physician. Placing children on their abdomens for any reason sha.II be avoided, unless specifically instructed by the child's physician to do so. Children in the preschool classes are required to have a rest period each day. A cot shall be provided for each preschool child and shall be appropriate to the child's level of development. Children of this age generally shall not nap for more than two hours or rest without sleeping for more than 60 minutes. Children in this age group who do not sleep may be permitted to have a quiet time with books, puzzles or activities which will not disturb the napping children. We will attempt to fulfill every child's resting needs each day. Even though this can be difficult at times, we feel that it is healthy to have a quiet time so children can unwind and prepare themselves for the afternoon activities. Cots shall be maintained in clean and sanitary conditions. At no time shall two children be allowed to share the same cot unless it is thoroughly cleaned and then sanitized with a germicidal solution before each child's use. Smoking Policy Early Days Preschool & Childcare is a smoke-free environment both inside the building and on the exterior grounds. We feel that the children should be in an environment that is clean, safe and healthy. Parents, staff and visitors are asked to respect this policy. -17~ Emergency Closings In the case of inclement weather, Early Days Preschool & Childcare will make every attempt to open on time and remain open for our regular operating hours. If the road conditions become dangerous or there has been a state of emergency declared, it may be necessary for the school to delay opening or close early. Parents can call the school as early as 6:00 a.m. to find out any information regarding school closings or delayed openings, as there will be an updated message on the school's answering machine. Parents should notify the school if they are having difficulty reaching the facility due to weather conditions. We will staff accordingly until all the parents have safely picked up their children. Should there be an emergency evacuation, all the children will be evacuated safely and the staff-child ratio will be maintained. Every teacher is responsible for a group of children and their emergency contact information and attendance records. As soon as the children are safely at the new location, all the parents will be notified by telephone as to where they are. Safety Drills Children will participate in monthly fire drills and semi-annual tornado drills (in the spring and fall). We will talk about fire safety and encourage children to practice fire drills at home with their family. Guidance & Discipline At Early Days Preschool & Childcare, we believe that the purpose of discipline is to help a child develop self-control and to learn to assume responsibility for his or her own actions. We use positive discipline, such as, redirecting inappropriate behaviors and allowing children choices, to help children develop this self-control. Staff members will encourage each child to use self-control and reflective communication to express their feelings. The staff will also know what behavior expectations are developmentally appropriate for the child. We consistently reinforce positive and caring behavior in the classroom. We encourage each child to resolve simple behavior disputes. Staff members will respect each child's independence, and will only help out if the situation becomes frustrating. The staff is trained in the process of positive discipline, and will encourage the child to work out the problem. Redirection is our main approach to discipline. The staff member will suggest to the child a more appropriate behavior for the situation. In most cases, redirection is all that is necessary to alleviate a problem. Should discipline be necessary, the relationship between the act and the consequence shall be clear to the child. Staff members will speak to the child at eye level using a direct and gentle tone of voice. -18- Guidance & Discipline (continued) A "separation time" may be used for children over 24 months of age who are at risk of harming themselves or others. We only use this "separation time" as a last resort after several attempts of redirection have been made. The time period of "separation time" will not exceed one minute per year of age of the child. It is just long enough to help a child regain control of him or herself. During this "separation time" the child will be in an area where they may be visually observed by a staff member. Any physical behavior that is aggressive in nature (hitting, fighting, biting, etc.) by a child toward another child or staff member is unacceptable. If this type of situation occurs, staff members will intervene immediately to protect all of the children and model more acceptable behavior. The staff member or Director will call, or conference with the parent if a child's behavior is consistently inappropriate. They will discuss effective guidance techniques that could be used in both the home and at school. Consistency being the key, parents are encouraged to follow through with the suggestions discussed within the home. Early Days Preschool & Childcare reserves the right to terminate enrollment of children who demonstrate behavioral patterns, which are deemed to be harmful to themselves or others. The staff at Early Days Preschool & Childcare will use their discretion at what is considered to be harmful and/or appropriate. At no time will children be subjected to physical corporal punishment (hitting, biting, shaking, etc.), humiliated, frightened, or verbally abused by the staff at Early Days Preschool & Childcare. Children will never be disciplined for toilet accidents, food consumption or sleep habits. Discipline matters will always be conducted in a developmentally appropriate manner, and the child's age and history will also always be considered. Parent Guidelines Early Days Preschool & Childcare expects parents to display themselves appropriately at the school and on its grounds. We will not accept the following behavior in the school or on the grounds. · Corporal punishment, including hitting, spanking, swatting, beating, shaking, pinching and other measures intended to induce pain or fear to your children or other children · Abusive or profane language or gestures · Threatening staff, other parents or other children · Any form of public or private humiliation, including threats of physical punishment · Any form of emotional abuse, including shaming, rejecting, terrorizing, or isolating a child · Disputing with other parents or staff · Not supporting policies that are intended to protect everyone in the school -19- Parent Communication Early Days Preschool & Childcare provides many different ways for parents to receive information on the progress of their child. These include daily reports, parent boards, newsletters, parent conferences and daily feedback. Daily Reports At the end of each day, parents will receive a written daily report which explains the activities for the day as well as information on meals, naps, diapering / toileting and any supplies that may be needed for your child (diapers, wipes, extra underwear, etc.). Your child's teacher will also record the highlights of your child's day and keep you updated on your child's progress. Parent Boards There is an information board for parents locat~d outside of your child's classroom. These boards contain the current monthly lesson plan, daily report, staff schedules and any news regarding upcoming activities or events in the classroom. Parents should check these boards periodically for any new information. Newsletters A school newsletter will be sent out periodically to all parents. It will include information such as classroom highlights, birthdays and upcoming events. Parent I Teacher Conferences Conferences between the parent and the teacher will be scheduled twice a year. These meetings are scheduled at the parent's convenience and are no more than 30 minutes in length. The development and progress of each child is discussed as well as any other parent or teacher concerns. Daily Feedback Communication on a daily basis between parents and staffis very important in regards to the child's health, temperament, etc. It may not be possible to speak with a staff member for a long period during drop-off or pick-up times as they need to be observant of the actions in the classroom. If you have any concerns that need to be discussed, a conference could be arranged either in person or on the telephone. ~20~ Closing Comment The OwnerlDirector at Early Days Preschool & Childcare reserves the right to refuse, cancel, suspend or terminate the services of any child, without notice, for any reason, so long as judgment is not based on race, color, creed, religion, age gender, sexual preference, national origin or disability ofthe child or the child's parents. Early Days Preschool & Childcare reserves the right to revise any of the information contained in this handbook at any time. If there are any questions or concerns regarding this parent manual, please feel free to contact the Director. In the event that child abuse or neglect is suspected, Early Days Preschool & Childcare has a responsibility to report such suspicion to the Illinois Department of Children and Family Services. Information to Parents Early Days Preschool & Childcare is required to be licensed by the Department of Children and Services of Illinois. We have a copy of our current license displayed in the front entry way. Early Days. Preschool & Childcare shall distribute a summary of the licensing standards, provided by the Department, to the parents or guardian of each child at the time that the child is accepted for care in the facility. In addition, consumer information materials provided by the Department including, but not limited to, information on reporting and prevention of child abuse and neglect and preventing and reporting communicable disease shall be distributed to the parents or guardian or each child cared for when designated for such distribution by the Department. The school shall give parents adequate information about the program so parents can make an informed decision regarding the enrollment of their child. At the time of enrollment, the parents shall receive a copy of all written policy statements required by Section 407.250(c). If you have any questions or concerns regarding the policies and/or program, we would be happy to review and discuss those issues with you. Our facility must have a policy pertaining to the release of children to parents or other authorized people to be responsible for the child. The daily arrival and departure at the center shall be conducted in a way that protects each child's physical and emotional well-being. The staff shall refuse to release a child to any person, whether related or unrelated to the child, who has not been authorized by the parent or parents to receive the child. Persons not known to the staff shall be required to provide a driver's license (with photo), a photo identification card issued by the Illinois Secretary of State or other photo identification to establish their identity before the child is released to them. The time of each child's departure from the center shall be noted on a daily departure log and initialed, signed or otherwise documented by the person to whom the child is released. -21- Information to Parents (continued) Early Days Preschool & Childcare must have a guidance and discipline policy for staffuse that is also provided to parents. Staff shall sign the guidance and discipline policy at the time of employment and parents shall sign the policy when their child is enrolled. Please let us know if you have any questions after reviewing this information. All parents who have children enrolled at Early Days Preschool & Childcare may visit at any time without prior approval from the Director. Our parents are always welcome, and we encourage you to visit when you can. Anyone who has reason to believe that a child has been or is being subjected to any form of hitting, corporal punishment, abusive language, ridicule, humiliating or frightening treatment, or any other kind of child abuse, neglect, or exploitation by an adult, whether as a staff member or not, is required to report the concern immediately to the Child Abuse/Neglect Hotline as required by the Abused and Neglected Child Reporting Act, as amended. The Child Abuse Hotline is 1-800-252-2873. -22- Infant Dailv Schedule 7:00 Open / Greeting / Morning Routines 7:30 Interactive Activities; Literacy, Sensory 8:15 Morning Feedings / Breakfast / Morning Snack 9:30 Interactive Activities; Dramatic play, Art 10:45 Outside / Gross Motor Activity 11 :30 Lunch 12:30 Afternoon Naps 2:30 Afternoon Transition / Afternoon Feedings 3:30 Interactive Activities; Curiosity/Games, Music/Movement 4:45 Outside / Gross Motor Activity 5:30 Closing / Farewell 6:00 School Close · Children's feeding and diaper changing schedules are Individual · Reminder: Hand washing must occur before and after diaper changing, after feeding and outdoor play. 7:00 7:30 8:15 9:00 9:30 10: 15 10:45 11 :30 . 12:30 3:00 3:30 4:00 4:15 5:15 5:30 6:00 Pre-Toddler Dailv Schedule Open / Greeting / Morning Routine Interactive Activities; Sensory, Art, Literacy, Dramatic play Breakfast / Morning Snack Story Time Outside / Gross Motor Activity Circle Time / Music, Fingerplays Interactive Activities; Literacy, Projects, Construction Lunch Rest Afternoon Transition / Snack Outside / Gross Motor Activity Afternoon Circle (Review) Interactive Activities; MusicIMovement, Sensory, Art, Dramatic play Free Play Closing / Farewell School Close · Children's diaper changing schedules are individual · Reminder: Hand washing must occur before and after diaper changing, feeding and outdoor play. Toddler Dailv Schedule 7:00 Open / Greeting / Morning Routine 7:30 Learning / Interest Center Activities Manipulatives, Blocks, Art Center, Dramatic Play 8:15 Breakfast / Morning Snack 9:00 Circle Time / Songs, Finger plays, Calendar, Social Skills 9:30 Learning / Interest Center Activities Cognitive Development, Creative Art, Social Science, Nature Studies 10:45 1{30 Outside / Gross Motor Activity Lunch 12:45 Rest 3:()0 Afternoon Transition / Snack 3:30 Outside / Gross Motor Activity 4:15 Afternoon Circle / Language Art Activity, Review 4:45 Learning / Interest Center Activities 5:30 Closing / Farewell 6:00 School Close · Children's .diaper changing schedules are individual _ · Reminder: Hand washing must take place before and after snacks, toileting and after outdoor play. Two's DailvSchedule 7:00 Open I Greeting / Morning Routine 7:30 Learning I Interest Center Activities Art Center, Blocks, Manipulatives, Dramatic Play 8:30 Breakfast / Morning Snack 9:00 Circle time / Calendar, Songs, Finger plays, Story 9:30 Learning / Interest Center Activities Cognitive Development, Creative Art, Music, Social Science, Nature Studies 11 :00 Outside / Gross Motor Activity 11 :45 Lunch 12:45 Rest 3:00 Afternoon Transition I Snack 3:45 Outside I Gross Motor Activity 4:30 Afternoon Circle I Language Art Activity, Review 5:00 Learning I Interest Center Activities 5:30 Closing / Farewell 6:00 School Close · Reminder: Hand washing must take place before and after snacks and lunch, and after toileting and outdoor play. Preschool Dailv Schedule 7:00 Open / Greeting / Morning Routines 7:30 Leanring / Interest Center Activities Computer Lab, Manipulatives, Blocks 8:30 Breakfast / Morning Snack 9:00 Circle time / Daily Activities, Calendar, Language Arts 9:30 Learning / Interest Center Activities Math, Science, Cognitive Development 10:30 Outside / Gross Motor Activity 11:15 Large Group Activity 12:00 Lunch 12:45 Quiet Play / Bathroom Break 1:00 Rest 3:00 Afternoon Transition / Snack 3:30 Afternoon Circle / Music, Review 4:00 Outside / Gross Motor Activity 4:45 Learning / Interest Center Activities Dramatic Play, Creative Art, Computer Lab 5:30 Closing I Farewell 6:00 School Close . Computer Lab: Each child and partner are scheduled for 30 minutes daily . Reminder: Hand washing must take place before and after snacks and lunch, and after toileting and outdoor play. ~ KEN~G, l~NDGREN, O'HARA, ABOONA, ~NC. [29575 W. Higgins Road · Suite 400 Rosemont, Illinois 60018 (847) 518-9990 · Fax (847) 518-9987 email: kJoa@kloainc.com MEMORANDUM TO: Errol Oztekin, DDS FROM: Eric D. Russell Luay R. Aboona, P .E. DATE: August 11, 2005 SUBJECT: Site Traffic Analysis - Revised Early Days Preschool & Childcare 253 E. Rand Road Mount Prospect, Illinois This memorandum presents the methodologies, findings, and recommendations of a site traffic analysis conducted by Kenig, Lindgren, O'Hara, Aboona, Inc. (KLOA, Inc.) as part of a Conditional Use application to convert the existing Souled Out Ministries building at 253 E. Rand Road in Mount Prospect, Illinois to a preschool/childcare center. The site is bounded by Rand Road on the northeast, the Allstate Insurance building (259 E. Rand Road) on the southeast, residential properties to the southwest, and Pearl Vision on the northwest. It is located within a B-3 community shopping district. Figure 1 shows the site location and Figure 2 shows an aerial view of the site area. The existing one-story 5,320 square foot building on the property currently hom~es Souled Out Ministries, an inter-denominational youth church that will be relocating to 1750 West. Central Road in Mount Prospect. The building is planned to be expanded with a one-story rear addition that will increase the total gross floor area to 6,786 square feet. A playground will also be built adjacent to the building addition. Site ingress and egress will continue to be provided from the existing two driveways on Rand Road. The purpose of this study was to (1) examine existing traffic conditions adjacent to the site, (2) quantify the traffic generation from the proposed preschool/childcare center and assess the impact that the center would have on traffic conditions adjacent to the site, (3) review site circulation and parking, and (4) determine any street or access improvements necessary to accommodate development-generated traffic. Existing Conditions Transportation conditions in the vicinity of the site were inventoried to obtain a database for projecting future conditions. Three general components of existing conditions were considered: (1) the geographical location of the site; (2) the characteristics of the area street system, including lane usage and traffic control devices; and (3) existing traffic volumes. KlOA, Inc. 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II onwood Dr E Dogwood Ln 9 o E Etderb!my LJI -g e ~ <> al Z E Jllnlpe! In E Kensington Rd E Garwoud Ave E Holly Av~ E Highland Ave Blue Jay Ct m c: ~ 3 E HIiIS\~ (') Ce\,\elO\ E. e\.l1l\"'~~s ~ o>~ ~ <;. ",\\i: ~d. F ee\'~" z o ~ g Harvest Ln E Wildwood Ln \ ~ [!1 ~ ~ ~i" <; ~ ~ r: z :E "l '" .Q S .., ~ z ~ (<'..p i 'Z- ~ ~ t;; ~ ~ 0- <tl Mt Prospect PI E Ard,/ce Ln ;:0 c. z (Jl Q. <5 2- ~ CO!l1l~nrlial Dr lJu s,~c Park E Henry 5t e200S N~VTE Figure 1 Site Location Existing Street System Characteristics Rand Road (U.S. Route 14) is the principal street from which access to the site will be provided. In the vicinity of the site, Rand Road is a five-lane arterial oriented in a northwest-southeast direction. Rand Road is under the jurisdiction of the Illinois Department of Transportation (IDOT) and is designated as a Strategic Regional Arterial and a posted Class II Truck Route. Rand Road carries approximately 29,400 vehicles per day and provides two lanes in each direction and a center, two-way, left-turn lane. The posted speed limit on Rand Road is 40 miles per hour and parking is not permitted on either side of the street. The existing lane configurations on Rand Road at the site access driveways are shown in Figure 3. There are presently no traffic control signs posted on the driveways. 2 Early Days Preschool & Childcare Site Traffic Analysis Figure 2 Aerial Photo of Site Area Existing Traffic Volumes Traffic counts were conducted at the two site access driveways on Rand Road during the weekday morning (7:00-9:00 A.M.) and afternoon (4:00-6:00 P.M.) peak commuting period on Wednesday, July 13, 2005. Because the site has an easement agreement with the adjoining Allstate Insurance building to the east, allowing Allstate building tenants and visitors to use the site's east driveway to access the Allstate parking lot, traffic counts of vehicles traveling to and from the Allstate lot were also collected. The traffic count data indicates that the weekday morning peak hour occurs from 7: 15 to 8: 15 A.M. and the weekday afternoon peak hour occurs from 5:00 to 6:00 P.M. The existing weekday morning and afternoon peak hour traffic volumes are shown in Figure 4. Summaries of the traffic count data are contained in the Appendix of this memorandum. 3 NOT TO SCALE i I ! ! I i I i i I i I I ; SITE I i i ! I ! I I I i I I I I ! I I I ! I I ! I ~._._._._._._._._._._._._._._._._._.___._._._._._._._.___oj" i i i i i i i i i i i i i i i i i i i i AllSTATE INSURANCE 259 E. RAND ROAD +-- - LEGEND REPRESENTS ONE TRAVEL LANE PROJECT: TITLE: PROJECT NO: 05-230 KLOA INC. EARLY DAYS PRESCHOOL & CHILDCARE MOUNT PROSPECT, ILLINOIS EXIS TING ROADW A Y CHARACTERIS TICS FIGURE NO: 3 4 NOT TO SCALE SITE ALLSTATE INSURANCE 259 E. RAND ROAD LEGEND 00 - WEEKDAY AM PEAK HOUR 0:15-8:15 AM) (00) - WEEKDAY PM PEAK HOUR (5:00-6:00 PM) · - MINIMAL VOLUME (LESS THAN 5 VEHICLES) PROJECT: TITLE: PROJECT NO: 05-230 KLOA INC. EARLY DAYS PRESCHOOL &CHllDCARE MOUNT PROSPECT. ILLINOIS EXISTING TRAFFIC VOLUMES FIGURE NO: 4 5 Early Days Preschool & Childcare Development Plan and Site Traffic Site Development/Location The proposed Early Days Preschool & Childcare will be located within the existing Souled Out Ministries building at 253 E. Rand Road. The site is bounded by Rand Road on the northeast, the Allstate Insurance building (259 E. Rand Road) on the southeast, residential properties to the southwest, and Pearl Vision on the northwest. The existing one-story 5,320 square foot building will be expanded with a one-story rear addition that will increase the total gross floor area to 6,786 square feet. A playground will also be built adjacent to the building addition. The facility will serve a maximum enrollment of 94 children and will have a IS-person staff, up to 12 of which may be on-site at any given time. Site Accessibility and Circulation Site ingress and egress will continue to be provided from the existing two driveways on Rand Road. The west driveway is located approximately 'l4-mile east of the Rand Road/IL 83/Kensington Road intersection, the nearest traffic signal controlled intersection to the west. The east driveway is located 115 feet from the west driveway and just under lf2-mile west of the Business Center Drive intersection, the nearest traffic signal controlled intersection to the east. Both driveways will continue to provide two-way traffic flow entering and exiting the property. Per the easement agreement, the east driveway will also continue to be used to access the Allstate Insurance building parking lot to the east of the site. Vehicular circulation on the site will remain the same through the main parking areas on the northeast and northwest sides of the building. The planned building addition and playground will close off vehicular access around the rear of the building, thereby creating a parking area with a "U"-configuration around the building. Emergency vehicles would still have access to the building from three sides. Student Arrival/Departure Policies Early Days Preschool & Childcare will operate on weekdays from 7:00 A.M. to 6:00 P.M. Children will be enrolled in either a lf2-day program (mornings only) or a full-day program. As such, all children will arrive in the morning, where parents will be required to park their cars, escort their children into the front door of the building, and sign them in. There will be no student drop-off/pick-up activity on the site. Children attending the morning programs will need to be in attendance by 9:00 A.M. Those on the lf2-day program will be picked up prior to lunch at 12:00 PM. In the afternoon, parents will park their cars, sign out their children, and escort them to their cars. The afternoon program ends at 5:30 P.M. although the facility will remain open until 6 :00 P.M. 6 Parking Parking on site will remain in the same relative configuration as exists today, with the exception that the rear drive aisle/parking area on the southwest side of the building will be eliminated by the building expansion and playground. The site plan indicates 31 parking spaces, including 29 standard stalls and two accessible stalls, to serve staff and visitors of the preschool/childcare. The Village parking code for daycare centers requires one space per employee and one space for each 10 licensed capacity slots. Based on a 15-person staff (although only 12 may be on site at any given time) and 94-student capacity, the parking code would require 24 to 25 parking spaces. Thus, the parking supply will exceed the Village Code for standard parking spaces and will conform to the Code with regards to the number of accessible spaces. The parking stall dimensions also conform to Village Code. The Early Days site presently has five angled parking spaces located in a paved triangular-shaped area along the east property line and the west face of the Allstate Insurance building. Based on comments from Village staff, this parking area was reconfigured to a parallel parking arrangement. The reconfiguration resulted in the loss of one parking stall. The easement agreement with the adjacent Allstate Insurance building also permits tenants and visitors of the building to utilize the Early Days parking lot, and tenants were observed parking in the spaces in this triangular area. Assuming these spaces will continue to be used by Allstate building tenants in the future, the remaining parking supply available to Early Days staff and visitors will be approximately 27 spaces, which still exceeds the Village Code requirements for this development. Due to the limitations in accessing these parallel spaces, their use should be limited to low-turnover users (i.e., Early Days staff or Allstate building tenants only) and signed accordingly. Building Servicing An outdoor trash enclosure will be located in the service area at the southeast corner of the site. This area will also be used for deliveries. It is expected that one food service van will deliver to the facility daily, arriving just prior to the lunchtime hour. The vans will park in the service area to make the delivery, then make a three-point turnaround maneuver within the service area to exit back to Rand Road. There is inadequate space available within the service area, however, for refuse trucks to turnaround. Therefore, rear-loading refuse trucks will need to back into the service area from the front (northeast) parking lot. Autoturns diagrams showing the maneuvering patterns for both food service delivery vans and refuse trucks are included in the Appendix of this report. Directional Distribution of Site Traffic The directions from which traffic will approach and depart the site are a function of several variables, including the distribution of households in the area, the directionality of the street system (i.e., one-way streets), and the volume of traffic on the adjoining streets. Based on these variables as well as current traffic patterns in the area, the estimated directional distribution of site-generated traffic is shown in Table 1. 7 Table 1 DIRECTIONAL DISTRIBUTION OF SITE-GENERA TED TRAFFIC Direction Rand Road - To and From the North Rand Road - To and From the South Total Percent of Traffic 50% 50% 100% Site Traffic Generation Weekday morning and afternoon peak-hour traffic generation estimates were developed for the proposed Early Days Preschool & Childcare using rates contained in Trip Generation, ih Edition, 2003, published by the Institute of Transportation Engineers. Based on a student capacity of 94 children, the Early Days facility is estimated to generate approximately 75 new vehicle trips during the morning and afternoon peak hours. Table 2 shows the calculation of preschool/childcare traffic during the weekday peak hours. To provide the most conservative analysis for the afternoon peak hour, this calculation assumes that all children will be enrolled for the full-day program. Table 2 TRAFFIC GENERA TED BY EARLY DAYS PRESCHOOL & CHILDCARE Number of Vehicle Tripsl VVeekday VVeekday A.M. Peak Hour P.M. Peak Hour Enrollment Development/Land Use Capacity Enter Exit Total Enter Exit Total Daily Early Days Preschool & 96 students 40 35 75 35 40 75 430 Childcare2 I Trip generation rates based on Trip Generation, 7'h Edition, Institute of Transportation Engineers, 2003. 2 Based on ITE Land Use Code 565 - Day Care Center. Site Traffic Assignment The weekday morning and afternoon peak-hour trips projected to be generated by the Early Days Preschool & Childcare were assigned to the area street system based on the directional distribution shown in Table 1. Figure 6 shows the assignment of the site-generated peak hour traffic volumes. Total Projected Traffic Volumes The site-generated traffic volumes (Figure 6) were combined with the existing traffic volumes (Figure 4) to obtain the total projected peak-hour traffic volumes, shown in Figure 7. 8 PROJECT: NOT TO SCALE SITE ,/ ,/ ,/ ,/ ,/ ,/ ,/ ,/ ,/ ,- ,/ ,- ,- ,/ ,/ ,- ,/ ,/ ,/ ALLSTATE INSURANCE 259 E. RAND ROAD LEGEND 00 - WEEKDAY AM PEAK HOUR (7:15-8:15 AM) (00) - WEEKDA Y PM PEAK HOUR (5:00-6:00 PM) . - MINIMAL VOLUME (LESS THAN 5 VEHICLES) TITLE: PROJECT NO: EARLY DAYS PRESCHOOL & CHILDCARE MOUNT PROSPECT, ILLINOIS SITE GENERA TED TRAFFIC VOLUMES 05-230 KLOA INC. FIGURE NO: 6 9 NOT TO SCALE SITE ALLSTATE INSURANCE 259 E. RAND ROAD LEGEND 00 - WEEKDAY AM PEAK HOUR (7:15-8:15 AM) (00) - WEEKDAY PM PEAK HOUR (5:00-6:00 PM) . - MINIMAL VOLUME (LESS THAN 5 VEHICLES) PROJEC T: TITLE: PROJECT NO: 05-230 KLOA INC. EARLY DAYS PRESCHOOL & CHILDCARE MOUNT PROSPECT, ILLINOIS TOT AL PROJEC TED TRAFFIC VOLUMES FIGURE NO: 7 10 Traffic Analysis Intersection capacity analyses were performed for the intersections of the site access driveways with Rand Road to determine the operation of the existing street system, evaluate the incremental impact of the proposed Early Days Preschool & Childcare, and determine the ability of existing street system to accommodate future traffic demands. Analyses were performed for the following weekday morning and afternoon peak hour traffic conditions: 1. Existing traffic volumes 2. Total projected traffic volumes (includes Early Days Preschool & Childcare traffic) The traffic analyses were performed using HCS2000 computer software, which is based on the methodologies outlined in the Transportation Research Board's Highway Capacity Manual (HeM), 2000. The ability of an intersection to accommodate traffic flow is expressed in terms of level of service, which is assigned a letter grade from A to F based on the average control delay experienced by vehicles passing through the intersection. Control delay is that portion of the total delay attributed to a traffic signal or stop sign control operation, and includes initial deceleration delay, queue move-up time, stopped delay, and final acceleration delay. Level of Service A is the highest grade (best traffic flow and least delay), Level of Service E represents saturated or at- capacity conditions, and Level of Service F is the lowest grade (oversaturated conditions, extensive delays). Typically, Level of Service D is the lowest acceptable grade for peak-hour conditions in a suburban environment like Mount Prospect. For private driveways controlled by stop signs, such as the access driveways to the Early Days Preschool & Childcare, levels of service are calculated for vehicles on the driveways. Level of Service F occurs when there are not enough suitable gaps in the flow of traffic on the major (uncontrolled) street to allow driveway traffic to safely enter the major street flow. The Highway Capacity Manual levels of service and the corresponding control delay for unsignalized intersections are shown in Table 3. Summaries of the capacity analysis results are presented in Table 4. All output worksheets used for these analyses are also contained in the Appendix. Table 3 LEVEL OF SERVICE CRITERIA - UNSIGNALIZED INTERSECTIONS Level of Service A B C D E F Average Control Delay (seconds per vehicle) 0-10 >10-15 > 15 - 25 > 25 - 35 > 35 - 50 > 50 Source: Highway Capacity Manual, 2000. 11 Table 4 SUMMARY OF INTERSECTION CAPACITY ANALYSIS Existing Conditions Total Projected Conditions AM PM AM PM Peak Hour Peak Hour Peak Hour Peak Hour Intersection LOS Delay LOS Delay LOS Delay LOS Delay Rand Road / West C 22.1 C 18.0 C 22.8 C 19.8 Access Driveway! Rand Road / East C 22.1 C 18.3 C 23.1 C 19.1 Access Drivewayl Note: LOS=LeveI of Service; Delay is measured in seconds. 1 Represents operation of Site Access Driveway approach. Traffic Evaluation and Gap Study The capacity analysis results in Table 4 indicate that the two site access driveways presently operate at satisfactory levels of service during the weekday peak hours and will continue to do so with the addition of traffic generated by the Early Days Preschool & Childcare facility. To further evaluate the level of difficulty motorists will have turning left from the site onto Rand Road, a traffic gap study was performed. The gap study showed that there were approximately 82 gaps in the flow of traffic on Rand Road of sufficient length to theoretically allow up to 208 vehicles to turn left from the site during the weekday morning peak hour. During the weekday afternoon peak hour there were approximately 48 gaps of sufficient length to theoretically allow up to 100 vehicles to turn left from the site. The gap study results are contained in the Appendix. Based on this information, there are more than a sufficient number of traffic gaps on Rand Road to accommodate the exiting traffic from the Early Days facility during the peak hours. 12 Conclusions and Recommendations Based on the proposed Early Days Preschool & Childcare development plan and the preceding site traffic analysis, the following conclusions and recommendations are made: · The volume of traffic generated by the Early Days Preschool & Childcare will be low and can be adequately accommodated on the adjacent street system with minimal impact. · Having two access driveways on Rand Road will efficiently disperse site traffic. · The two driveways will operate at good levels of service during the weekday morning and afternoon peak hours with moderately low delays to motorists exiting the site on Rand Road. · There are more than a sufficient number of gaps in the flow of traffic on Rand Road to accommodate the exiting traffic from the Early Days facility during the peak hours. · Each driveway is adequately designed with a single entrance and exit lane. · Stop signs should be posted on the exit lane of the two access driveways. · Vehicular circulation through the site and parking areas will be safe and efficient. · While the planned building addition and playground will close off vehicular access around the rear of the building, emergency vehicles will still have access to the building from three sides. · School policies will require parents to park and escort their children into the school. There will be no student drop-off/pick-up activity on the site. · The 31-space parking supply indicated on the site plan (29 standard stalls and 2 accessible stalls) conforms to or exceeds Village Code requirements pertaining to the number of standard and accessible stalls and the parking stall dimensions. · Should Allstate building tenants continue to make use of the parallel parking spaces on the east side of the property, as permitted by the easement agreement, there will still be an adequate parking supply to accommodate the needs ofthe Early Days staff and visitors. · Due to the limitations in accessing these parallel spaces, their use should be limited to Early Days staff and Allstate building tenants only, with signs posted accordingly. · Food service delivery vans and refuse trucks will service the building from the service area in the southeast comer of the site. · The service area has been designed to accommodate a three-point turnaround maneuver of the food service delivery vans and those parking in the parallel spaces. · The parking lot has also been designed to accommodate the backing maneuvers of refuse trucks. 13 APPENDIX M'l'.PROSPECT, IL RAND ROAD & NORTH DRIVEWAY -SOULED CUT 1:HNISTRIES WEDNESDAY 7/13/05 TURNS/TEAPAC(Ver 3.43.14] - 60-Minute Vol'Wnes: by Movement Beg-in N-Approach E-Approach S-,Approach W-Appraach Tnt Time RT TH LT RT TH LT RT TH LT RT TH LT Total -- ----------- ------------- ------------ ===--======= ---- --- ------------ ------------ -------.....---- --~ 700 1 1361 0 0 0 0 0 0 0 0 0 0 1362 715 0 1385 0 0 0 0 0 0 0 0 0 0 1385 730 0 1331 0 0 0 0 0 0 0 0 0 0 1331 745 0 1:243 0 0 0 0 0 0 0 0 0 0 1243 800 0 1129 0 0 0 0 0 0 0 0 0 0 1129 815 0 802 0 0 0 0 0 0 0 0 0 0 802* 830 0 536 0 0 0 0 0 0 0 0 0 0 536* 845 0 273 0 0 0 0 0 0 0 0 0 0 273* ----- --------------- -------------- -------------- ----------......_-- ----- 1600 1 984 0 0 0 0 0 0 0 0 0 0 985 1615 1 971 0 0 0 0 0 0 0 0 0 0 972 1630 :2 959 0 0 0 0 0 0 0 0 0 0 961 1645 :2 9a6 0 0 0 0 0 0 0 0 0 0 gea 1700 2 995 0 0 0 0 0 0 0 0 0 0 997 1715 1 774 0 0 0 0 0 0 0 0 0 0 775* 1730 0 524 0 0 0 0 0 0 0 0 0 0 524* 1745 0 264 0 0 0 0 0 0 0 0 0 0 264* --- =~=:=========== ---....._--------- ==~~======== ------------ ----- -------------- ------------ ----- TURNS/TEAPACrVer 3.43.14} - GO-Minute VolUltl$s: Appr/Exit Totals Begin Approach Totals Exit Totals Int Time N E S W' N E S W Total ==========--~~___~~e========= ===~======================== ----- ----- 700 1362 0 0 0 0 0 1361 1 1362 715 1385 0 0 0 0 0 1385 0 1385 730 1331 0 0 0 0 0 1331 0 1331 745 1243 0 0 0 0 0 1243 0 1243 800 1129 0 0 0 0 0 1129 0 1129 815 802 0 0 0 0 0 802 0 802* 830 536 0 0 0 0 0 536 0 536* 845 273 0 0 0 0 0 273 0 273* ----- -----------~-----------------~ -----------------------------~ ----- 1600 9S5 0 0 0 0 0 984 1 965 1615 972 0 0 0 0 0 971 1 972 1630 961 0 0 0 0 0 959 2 961 1645 988 0 0 0 0 0 966 2 988 1700 997 0 0 0 0 0 995 .2 997 1715 775 0 0 0 0 0 774 1 775* 1730 524 0 0 0 0 0 524 0 524* 1745 264 0 0 0 0 0 264 0 264* --- ==========~~==~============~== ======~~~==:==========~===== --- ---- ---- MT.l?ROSPECT, IL RAND ROAD & SOUTH DRIVEWAY -SOULED OUT MINISTRIES WEDNESDAY 7/13/05 TURNS!TEAPAC(Ver 3.43.14] - 60-M.i.nute Volumes: by Movement Begin N-Approach E-Approach S~Approach W-Approach Int Time RT 'l'H LT RT TH LT RT TH LT RT TH LT Total --- ------------ ------------- ------------- ---------- ----- --- ------------- ------------ -------------- ----------- -........-- 700 0 0 0 0 0 0 0 551 1 0 0 0 552 715 0 0 0 0 0 0 0 587 1 1 0 0 589 730 0 0 0 0 0 0 0 551 1 1 0 0 55.3 745 0 0 0 0 0 0 0 526 1 1 0 0 528 800 0 0 0 0 0 0 0 554 1 1 0 0 556 815 0 0 0 0 0 0 0 425 1 0 0 0 426* 830 0 0 0 0 0 0 0 312 1 0 0 0 313* 845 0 0 0 0 0 0 0 186 1 0 0 0 167* ----- -------------- -------------- -------------- ----------~......-- ---...... 1600 2 0 0 0 0 0 0 1122 0 4 0 1 1129 1615 3 0 0 0 0 0 0 1143 0 4 0 2 1152 1630 3 0 0 0 0 0 0 1183 0 4 0 2 1192 1645 5 0 0 0 0 0 0 1235 1 6 0 2 1249 1700 5 0 0 0 0 0 0 1335 2 6 0 3 1351 1715 3 0 0 0 0 0 0 1025 2 4 0 2 1036* 1730 3 0 0 0 0 0 0 681 2 3 0 2 691* 1745 0 0 0 0 0 0 0 344 1 1 0 2 346* ---------- --------- ------------ ------------- ----- ----------- -------- ------------ ----------- ---- TURNS/TEAPAC(Ver 3.43.14] - 60-Minute Volumes: Appr/Exit Totals Begin Approach Totals Exit Totals Int Time N E S W N E S W Total =--==== ------------------------------ ~=====~==--=~=====~~===~=== ---- ----------------~------------ -------- 700 0 0 552 0 551 0 0 1 552 715 0 0 sse 1 587 0 1 1 S89 730 0 0 552 1 551 0 1 1 553 745 0 0 527 1 526 0 1 1 528 800 0 0 555 1 554 0 1 1 556 815 0 0 426 0 425 0 0 1 426* 830 0 0 313 0 312 0 0 1 313* 845 0 0 187 0 186 0 0 1 187* ----- ------------------------------ --------------------------~--~ ----- 1600 2 0 1122 5 1123 0 4 2 ' 1129 1615 3 0 1143 6 1145 0 4- 3 1152 1630 :3 0 1183 6 1185 0 4 3 1192 1645 5 0 1236 8 1237 0 6 6 1249 1700 5 0 1337 9 1338 0 6 7 1351 1715 3 0 1027 6 1027 0 4. 5 1036* 1730 :3 0 683 5 683 0 3 5 691* 1745 0 0 345 3 346 0 1 1 348* ---- ==~~==-===~~==;====~~=-~~~=== ===~=~========~=-~===~~== --- -- ---- M'1',PROSPEC'l', IL RAND ROAD & SOUTH DRIVEWAY - ALLSTATE WEDNESDAY 7/13/05 #1 IN, #2 OUT TURNS/TEAPAC[Ver 3.43.14] - 60-~nute Volumes: by Movement Begin N-Approach E-Approach S-Approach W-Approach Int Time RT '1'H 1.'1' RT TEl: LT RT TB LT RT TH 1.'1' Tota.l ----- --==-=====~~ ------------- ------------- ----------- ----- ---- .....------------ ----------- --------- ----- 700 1 0 0 0 0 0 0 0 0 0 0 0 1 715 1 0 0 0 0 0 0 0 0 0 0 0 1 730 1 0 0 0 0 0 0 0 0 0 0 0 1 745 1 0 0 0 0 0 0 0 0 0 0 0 1 800 1 0 0 0 0 0 0 0 0 0 0 0 1 SlS 1 0 0 0 0 0 0 0 0 0 0 0 1* 830 1 0 0 0 0 0 0 0 0 0 0 0 1* 845 1 0 0 0 0 0 0 0 0 0 0 0 1* ----- -------------- -------------- -------------- -------------- ----- 1600 2 5 0 0 0 0 0 0 0 0 0 0 7 1615 3 5 0 0 0 0 0 0 0 0 0 0 8 1630 3 4 0 0 0 0 0 0 0 0 0 0 7 1645 5 4 0 0 0 0 0 0 0 0 0 0 9 1700 6 5 0 0 0 0 0 0 0 0 0 0 11 1715 4 3 0 0 0 0 0 0 0 0 0 0 7* 1730 4 3 0 0 0 0 0 0 0 0 0 0 7* 1745 1 3 0 0 0 0 0 0 0 0 0 0 4* --- ---------- ---------- -------- -.....----------- ---- ----- ----------- ------------ ------------ ------------ ----- TURNS I 'l'EAPAC [Ver 3.43.14J - 60-Minute Volumes: Appr/Exit Totals Begin Approach 'l'otals Exit Totals Int Time .N E S W N E S W Total --- ------------~----~-~-~-~--~ ------------------------------ ---- ------------------------------ ------------------------------ ----- 700 1 0 0 0 0 0 0 1 1 715 1 0 0 0 0 0 0 1. 1 730 1. 0 0 0 0 0 0 1. 1 745 1 0 0 0 0 0 0 1 1 BOO 1 0 0 0 0 0 0 1 1 815 1 0 0 0 0 0 0 1 1* 830 1 0 0 0 0 0 0 1 1* 845 1 0 0 0 0 0 0 1 1* ----- ------------------------------ ------------------------------ ----- 1600 7 0 0 0 0 0 5 2 7 1615 8 0 0 0 0 0 5 3 S 1630 7 0 0 0 0 0 4 3 7 1645 9 0 0 0 0 0 4 5 9 1700 11 0 0 0 0 0 5 6 11 1715 7 0 0 0 0 0 3 4 7* 1730 7 0 0 0 0 0 3 4 7* 1745 4 0 0 0 0 0 3 1 4* --~~========~====~=~=~~==~ =~===~=~=:=:!::=:::::========= ---- ----- TWO-WAY STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Rand Road / West Site Agency/Co. KLOA, Inc. Driveway Jurisdiction Mount Prospect, IL Date Performed 7/15/05 ^ nalysis Year 2005 Analvsis Time Period Existing AM Peak Hour Project Description Oztekin Day Care Center East/West Street: Rand Road North/South Street: West Site Access Driveway I ntersection Orientation: East-West Study Period (hrs): 0.25 Vehicle Volumes and Adjustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 1385 2 2 585 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1457 2 2 615 0 \leh/Ii ) Proportion of heavy 0 0 vehicles, PHV - -- - - Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Configuration T TR L T Upstream Siqnal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R Volume (veh/h) 2 0 2 30 1130 60 Peak-hour factor, PH F 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 2 0 2 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 vehicles, P HV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes . 0 1 0 0 0 0 Configuration LTR Control Delav, Queue LenQth, Level of Service Approach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (vph) 2 4 Capacity, cm (vph) 465 214 v/c ratio 0.00 0.02 Queue length (95%) 0.01 0.06 Control Delay (s/veh) 12.8 22.1 LOS B C Approach delay -- -- 22.1 (s1veh) Approach LOS -- -- C HCS2000™ Copyright <<:J 2003 University of Florida, All Rights Reserved Version 4.1 d TWO-WA Y STOP CONTROL SUMMARY General Information Site Information Analvst EDR Intersection Rand Road / West Site Agency/Co. KLOA, Inc. Driveway Jurisdiction Mount Prospect, IL Date Performed 7/15/05 ^nalysis Year 2005 Ana/vsis Time Period Existinq PM Peak Hour Proiect Description Oztekin Day Care Center EastlWest Street Rand Road North/South Street: West Site Access Driveway Intersection Orientation: East-West Study Period (hrs)~: 0.25 Vehicle Volumes and Adiustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 995 2 2 1340 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1047 2 2 1410 0 (veh/h) Proportion of heavy 0 0 vehicles, PHV -- - - -- Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Configuration T TR L T Upstream SiQnal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R Volume (veh/hf 2 0 2 30 1130 60 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 2 0 2 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 Ivehicles, P HV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Configuration LTR Control Delav, Queue Lenath, Level of Service ~pproach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (vph) 2 4 Capacity, cm (vph) 665 281 v/c ratio 0.00 0.01 Queue length (95%) 0.01 0.04 Control Delav (s/veh) 10.4 18.0 LOS B C APproach delay -- -- 18.0 s/veh) iApproach LOS -- - C HCS2000™ Copyright I1:i 2003 University of Florida, All Rights Reserved Version4,ld TWO-WA Y STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Aoencv/Co. KLOA, Inc. Jurisdiction Mount Prospect, IL Date Performed 7/15/05 Analvsis Year 2005 Analysis Time Period Existina AM Peak Hour Proiect Description Oztekin Dav Care Center EasUWest Street: Rand Road North/South Street: East Site Access Driveway Intersection Orientation: East-West Study Period (hrs): 0.25 Vehicle Volumes and Adjustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 1385 2 2 585 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1457 2 2 615 0 veh/h) Proportion of heavy 0 0 !vehicles, PHV - - -- -- Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Config u ration T TR L T Upstream Siqnal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R Volume (veh/h) 2 0 2 30 1130 60 Peak-hour factor, PHF 0.95 0.'95 0.95 0.95 0.95 0.95 Hourly Flow Rate 2 0 2 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 vehicles, P HV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Configuration LTR Control Delay, Queue Lenath, Level of Service IApproach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (vph) 2 4 Capacity, cm (vph) 465 214 vlc ratio 0.00 0.02 Queue length (95%) 0.01 0.06 Control Delay (s/veh) 12.8 22.1 LOS B C Approach delay -- - 22.1 (s/veh) IApproach LOS -- -- C HCS2000™ Copyright 10 2003 University of Florida, All Rights Reserved Version4.1d TWO-WAY STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Rand Road / East Site Aaencv/Co. KLOA, Inc. Driveway Date Performed 7/15/05 Jurisdiction A4ountProspec~ IL IAnalvsis Time Period ExistinG PA4 Peak Hour !Analvsis Year 2005 Project Description Oztekin Day Care Center EastlWest Street: Rand Road North/South Street: East Site Access Drivewav Intersection Orientation: East-West Study Period (hrs): 0.25 Vehicle Volumes and Adjustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 995 5 2 1335 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1047 5 2 1405 0 veh/Ii ) Proportion of heavy 0 0 vehicles, PHV - - -- - Median type Two Way Left Tum Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Configuration T TR L T Upstream Sianal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R VOlume (veh/h) 5 0 5 30 1130 60 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 5 0 5 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 !vehicles, PHV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Configuration LTR Control Delav, Queue Lenath, Level of Service APproach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (vph) 2 10 Capacity, cm (vph) 664 281 v/c ratio 0.00 0.04 Queue length (95%) 0.01 0.11 Control Delay (s/veh) 10.4 18.3 LOS B C Approach delay - - 18.3 fslveh) IApproach LOS -- - C HCS2000™ Copyright@2003 University of Florida, All Rights Reserved Version 4.1 d TWQ-WA Y STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Rand Road / West Site Drivewa y AQency/Co. KLOA, Inc. Jurisdiction Mount Prospect, IL Date Performed 7/15/05 'Analysis Year 2005 Analysis Time Period Projected AM Peak Hour Project Description Oztekin Day Care Center EastlWest Street: Rand Road North/South Street: West Site Access Driveway Intersection Orientation: East-West Study Period (hrs): 0.25 Vehicle Volumes and Adjustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 1390 15 15 590 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1463 15 15 621 0 veh/h) Proportion of heavy 0 0 lVehicles, P HV -" -- - -- Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Configuration T TR L T Upstream Signal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R lVolume (veh/h) 10 0 15 30 1130 60 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 10 0 15 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 wehicles, P HV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Configuration LTR Control Delay, Queue Lenath, Level of Service [Approach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (vph) 15 25 Capacity, cm (vph) 458 227 w/c ratio 0.03 0.11 Queue length (95%) 0.10 0.37 Control Delay (s/veh) 13.1 22.8 LOS B C Approach delay -- -. 22.8 (s/veh) Approach LOS -- -- C HCS2000™ Copyright <<;:)2003 University of Florida, All Rights Reserved Version 4.1 d TWO-WA Y STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Rand Road / West Site Aoemcv ICo. KLOA, Inc. Driveway Jurisdiction Mount Prospect, IL Date Performed 7/15/05 I^-nalysis Year 2005 Analysis Time Period Proiected PM Peak Hour Proiect Description Oztekin Day Care Center EastlWest Street: Rand Road North/South Street: West Site Access Driveway Intersection Orientation: East-West Study Period (hrs): 0.25 Vehicle Volumes and Adiustments Maior Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R !Volume (veh/h) 45 1000 10 15 1345 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1052 10 15 1415 0 veh/h) Proportion of heavy 0 0 vehicles, PHV - -- -- - Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Configuration T TR L T Upstream Signal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R Volume (veh/h) 15 0 15 30 1130 60 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 15 0 15 0 0 0 veh/h) Proportion of heavy 0 0 0 0 2 5 vehicles, P HV Percent grade (%) 0 0 Flared approach N N Storage 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Configuration LTR Control Delav, Queue LenQth, Level of Service Approach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR Volume, v (v ph) 15 30 Capacity, cm (vph) 658 273 'rille ratio 0.02 0.11 Queue length (95%) 0.07 0.37 Control Delay (s/veh) 10.6 19.8 LOS B C Approach delay -- - 19.8 (s/veh) [Approach LOS -- - C HCS2000™ Copyright@2003 University of Florida, All Rights Reserved Version 4.1 d TWO-WA Y STOP CONTROL SUMMARY General Information Site Information Analyst EDR Intersection Rand Road / East Site Drivewa y Agency/Co. KLOA, Inc. Jurisdiction h4ountProspec~ IL Date Performed 7/15/05 nalysis Year 2005 Analysis Time Period Projected AM Peak Hour Project Description Oztekin Day Care Center EastlWest Street: Rand Road North/South Street: East Site Access Driveway Intersection Orientation: East-West Study Period (hrs): 0.25 !Vehicle Volumes and Adjustments Major Street Eastbound Westbound Movement 1 2 3 4 5 6 L T R L T R Volume (veh/h) 45 1400 5 5 600 10 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 0 1473 5 5 631 0 veh/h) Proportion of heavy 0 0 Ivehicles, PHV - - -- - Median type Two Way Left Turn Lane RT Channelized? 0 0 Lanes 0 2 0 1 2 0 Config uration T TR L T Upstream Signal 1 1 Minor Street Northbound Southbound Movement 7 8 9 10 11 12 L T R L T R lVolume (veh/h) 5 0 5 30 1130 60 Peak-hour factor, PHF 0.95 0.95 0.95 0.95 0.95 0.95 Hourly Flow Rate 5 0 5 0 0 0 :'veh/h) Proportion of heavy 0 O. 0 0 2 5 'Vehicles, PHV Percent grade (%) 0 0 Flared approach N N Storag e 0 0 RT Channelized? 0 0 Lanes 0 1 0 0 0 0 Config u ration LTR Control Delay, Queue Lenath, Level of Service Approach EB WB Northbound Southbound Movement 1 4 7 8 9 10 11 12 Lane Configuration L LTR lVolume, v (vph) 5 10 !capacity, cm (vph) 458 209 vlc ratio 0.01 0.05 Queue length (95%) 0.03 0.15 Control Delay (s/veh) 12.9 23.1 LOS B C Approach delay -- -- 23.1 (s/veh) IApproach LOS - - C HCS2000™ Copyright C1:> 2003 University of Florida, All Rights Reserved Version 4.1 d { 1 ~ .{ I I 1 . 'I.... '''' '''' "'. .f' ,~'." ~~ "'. ~.': '.. '''' f~ '- . '" J: f t ! I ~ ~ 'I ~ UMMARY OF GAP STUDY RESULTS project: "" ajar Street: ~ n/Near: ,i me Period: A ..... alyst: Early Days Preschool & Childcare Rand Road (US 12) Early Days Preschool Driveways 7:00-8:00AM EDR ;::::::: Number of Cars able to Number of Number of Vehicles Able Gap length (sees) utilize gap Combined Gaps to Exit Site ~ 7.5-11 1 36 36 11.0-14.5 2 12 24 14.5-18.0 3 16 48 18.0-21.5 4 7 28 21.5-25.0 5 1 5 25.0-28.5 6 3 18 28.5-32.0 7 7 49 32.0-35.5 8 0 0 35.5-39.0 9 0 0 39.0-42.5 10 0 0 42.5-46.0 11 0 0 46.0-49.5 12 0 0 49.5-53.0 13 0 0 ~ TOTAL 82 208 = Project: Major Street: on/Near:, Time Period: Analyst: Early Days Preschool & Childcare Rand Road (US 12) Early Days Preschool Driveways 4:00-5:00PM EDR Number of Cars able to utilize gap 1 2 3 4 5 6 7 8 9 10 11 12 13 Gap Length (sees) 7.5-11 11.0-14.5 14.5-18.0 18.0-21.5 21.5-25.0 25.0-28.5 28.5-32.0 32.0-35.5 35.5-39.0 39.0-42.5 42.5-46.0 46.0-49.5 49.5-53.0 TOTAL Number of Combined Gaps 27 8 6 2 2 o 3 o o o o o o 48 Number of Vehicles Able to Exit Site 27 16 18 8 10 o 21 o o o o o o 100 September 1,2005 William 1. Cooney, AlCP Director of Community Development Village of Mount Prospect 100 S. Emerson Street Mount Prospect, lL 60056 Dear Mr. Cooney, The Planning & Zoning Commission recommended approval of my Conditional Use Permit for a daycare facility by a 5-0 vote. Our case is scheduled to go before the Village Board for the Ordinance's tirst reading on September 6,2005. I am requesting that the Village Board waive the second reading, tentatively scheduled for the second Village Board meeting, and take final action at the September 6, 2005 meeting. I would like the second reading waived so that we can attain a Special Use Permit before applying for a Building Permit. Since the facility has to be fully completed in order to obtain a DCFS Permit, the earlier approval will benefit us, due to the faet that the outside improvements to the building can be achieved prior to possible undesirable weather conditions of the winter months. I appreciate your assistance in facilitating this request. Should you have any questions, please feel free to contact us at 847/284-7100. Sincerely, ~ J\J,llA- Sheila Miller Director Early Days Preschool & Childcare 253 East Rand Road Mount Prospect, IL 60056 mla 8/31/05 jc 8/31/05 km 8/31/05 ORDINANCE NO. AN ORDINANCE GRANTING A CONDITIONAL USE PERMIT FOR PROPERTY LOCATED AT 253 EAST RAND ROAD WHEREAS, Marc Callero and Vince Sommer (hereinafter referred to as "Petitioners") have filed a petition for a Conditional Use permit with respect to property located at 253 East Rand Road, (hereinafter referred to as the "Subject Property") and legally described as follows: Lot 4 (except the easterly 60.0 feet thereof) in Maple Crest Subdivision being a Subdivision of part of the Northeast Y4 of Sec 34, Township 42 North, Range 11 East of the Third Principal Meridian, according to the plat thereof recorded October 28, 1958, as document # 17360466, in Cook County, Illinois. Property Index Number: 03-34-200-055-0000 and WHEREAS, the Petitioners seek a Conditional Use permit to allow a daycare facility in the B3 (Community Shopping) zoning district; and WHEREAS, a Public Hearing was held on the request for a Conditional Use being the subject of PZ- 30-05 before the Planning and Zoning Commission of the Village of Mount Prospect on the 25th day of August, 2005, pursuant to proper legal notice having been published in the Mount Prospect Journal & Topics on the 10th day of August, 2005; and WHEREAS, the Planning and Zoning Commission has submitted its findings and recommendations to the President and Board of Trustees in support of the request being the subject of P-Z 30-05; and WHEREAS, the President and Board of Trustees of the Village of Mount Prospect have given consideration to the request herein and have determined that the same meets the standards of the Village and that the granting of the proposed Conditional Use permit would be in the best interest of the Village. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: The recitals set forth are incorporated as findings offact by the President and Board of Trustees of the Village of Mount Prospect. SECTION TWO: The President and Board of Trustees of the Village of Mount Prospect do hereby grant a Conditional Use, as provided in Section 14.203.F.7 of the Village Code, to allow the development of a daycare center in a B3 (Community Shopping) zoning district, as shown on the Site Plan, a copy of which is attached hereto and hereby made a part hereof as Exhibit "A." B Page 2/2 PZ- 30-05,253 E. Rand Road SECTION THREE: Prior to the issuance of a certificate of occupancy relative to the Conditional Use, the following conditions and/or written documentation shall be fulfilled: 1) The Early Days facility be constructed in accordance with the plans prepared by HKM Architect, dated August 12, 2005, with landscape revisions to include additional year-round plants that screen the parking lot along the west lot line; 2) Compliance with the Building and Fire Code requirements, which include but are not limited to the installation of sprinklers and fire alarm systems; 3) Future improvements that exceed 1.5 square feet shall comply with all Village Codes including but not limited to the Development Code; 4) The Village reserves the right to review any traffic related matters created by the use and require any necessary measures needed to address them; and 5) The Petitioner shall obtain the necessary permits and authorizations from the appropriate agencies. SECTION FOUR: The Village Clerk is hereby authorized and directed to record a certified copy of this Ordinance with the Recorder of Deeds of Cook County. SECTION FIVE: This Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: PASSED and APPROVED this day of ,2005. Paul Wrn. Hoefert Mayor Pro Tern ATTEST: M. Lisa Angell Village Clerk HICLKO\GEN\files\WIN\ORDINANC\C USE 253 ramd roadearlydaysdaycaresept6, 2005 doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VEHICLE I EQUIPMENT SUPERINTENDENT TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: AUGUST 25, 2005 SUBJECT: 2005 NORTHWEST MUNICIPAL CONFERENCE VEHICLE AUCTION As you are aware, each year the Northwest Municipal Conference hosts two vehicle auctions in the fall. This year the Village of Mount Prospect will be hosting the first auction on September 17,2005, at the Public Works Facility. Hosting this auction proves to be a great benefit to the Village and we have hosted the auction for several years. There is a 5% administration fee charged to the member communities, but the host community is only charged a 2.5% administration fee. The Village will have eleven (11) cars, one (1) truck, three (3) vans and one (1) piece of miscellaneous equipment that have been replaced and are available for the above-mentioned auction. Attached is an ordinance declaring the fifteen retired vehicles and one piece of equipment surplus. With your concurrence, I would like to present this ordinance to the Mayor and Board of Trustees for their consideration at the September 6, 2005 Village Board Meeting. [!1. \,~ --...r-- -------- ames E. Guenth r Glen R. Andler Director of Public Works JG c: Deputy Director Sean Dorsey attachment X:\Adminislralion\ORGANIZE\NWMC\Auclion05\NWMC 2005 Auction Memo.DOC ~ mla 8/25/05 ORDINANCE NO. AN ORDINANCE AUTHORIZING THE SALE OF CERTAIN PERSONAL PROPERTY OWNED BY THE VILLAGE OF MOUNT PROSPECT WHEREAS, in the opinion of at least three-fourths of the corporate authorities of the Village of Mount Prospect, Cook County, Illinois, it has been determined that it is no longer necessary, useful, or in the best interest of the Village of Mount Prospect to retain the personal property specified herein; and WHEREAS, it has been determined by the President and Board of Trustees of the Village of Mount Prospect that the best interests of the Village would be served by the sale of the personal property at a public auction conducted by the Northwest Municipal Conference, which auction will be held on Saturday, September 17, 2005 at 10:00 AM. at the Mount Prospect Public Works Facility, 1700 W. Central Road, Mount Prospect, Illinois. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION ONE: In accordance with the provisions of Section 65 5/11-76-4 of the Illinois Compiled Statutes, the corporate authorities of the Village of Mount Prospect find that the items of personal property listed on the attached, which are owned by the Village of Mount Prospect, are no longer useful or necessary to the Village and that the best interests of the Village will be served by selling said personal property at a public auction being the subject of this Ordinance, to the highest bidder. SECTION TWO: The Northwest Municipal Conference shall conduct a public auction on Saturday, September 17, 2005 at 10:00 AM. at the Mount Prospect Public Works Facility, 1700 W. Central Road, Mount Prospect, Illinois. Anyone interested may view the personal property at this location and date between the hours of 8:00 AM. and 10:00 AM. SECTION THREE: The Northwest Municipal Conference will cause a public notice informing the general public of this public auction to be published in a newspaper of general circulation. SECTION FOUR: No bid shall be accepted for the sale of any item which is less than the minimum value set forth on the attached list, unless the Village Manager or the designee of the Village Manager so authorizes at the time of the auction. Vehicle auction Page 2/3 SECTION FIVE: Within ten (10) days after the successful bid is accepted, the successful bidder shall tender to the Village of Mount Prospect the consideration specified in the bid accepted and upon receipt of such consideration, the Village Manager is hereby authorized to transfer title of said personal property to the successful bidder. SECTION SIX: This Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: PASSED and APPROVED this day of ,2005. Irvana K. Wilks Village President ATTEST: M. Lisa Angell Village Clerk H:\CLKO\files\WIN\OROINANC\PW AUCTION sept 2005 doc Auction Page 3 of 3 ITEMS TO BE PLACED FOR AUCTION SEPTEMBER 17, 2005 MOUNT PROSPECT PUBLIC WORKS FACILITY 1700 WEST CENTRAL ROAD MOUNT PROSPECT, ILLINOIS Village V.I.N. Year/Make/Model Type Minimum I.D. Price 2743A 1 GNEG25KORF153888 1994 Chevrolet Van $ 200.00 4514A 1 GNGC26K3RJ350263 1994 Chevrolet Suburban $ 200.00 4542A 1GCGC24K4RE174814 1994 Chevrolet Truck $ 200.00 1-23A 1G1BL52P2TR126389 1996 Chevrolet Caprice Car $ 200.00 2708A 1G1 BL52PXTR127256 1996 Chevrolet Caprice Car $ 200.00 307A 2FAFP71VV63X196698 2001 Ford Crown Victoria Car $ 200.00 312A 2FAFP71VV2YX165813 2000 Ford Crown Victoria Car $ 200.00 319A 2FAFP71VV4YX165814 2000 Ford Crown Victoria Car $ 200.00 P-3A 2FAFP71VV02X148547 2002 Ford Crown Victoria Car $ 500.00 P-6A 2FAFP71VV43X196697 2003 Ford Crown Victoria Car $ 2000.00 P-7A 2FAFP71VV63X196698 2003 Ford Crown Victoria Car $ 2000.00 P -12A 2FAFP71VV43X196702 2003 Ford Crown Victoria Car $ 2000.00 P-14A 2FAFP71VV63X196703 2003 Ford Crown Vic Car $ 2000.00 P-35A 2FAFP71 VV6YX165815 2000 Ford Crown Vic Car $ 200.00 506A 1 FMEE11 H9RHB71812 1994 Ford E150 Van $ 500.00 30T711204 Ingersoll-Rand T30 Air Compressor $ 50.00 X :lAd m inistration\ORGAN I Z E\NWMClAuction05 \2005 Auction Veh icles .doc INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois DATE: JULY 6,2005 SUBJECT: RECOMMENDATION FOR A COMPREHENSIVE AUDIT POLICY TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF FINANCE PURPOSE: To present elements of a formal audit policy for use by Village Officials and staff in its oversight of the independent audit of the Village's financial statements. BACKGROUND: In November 2004, the Village conducted an RFP process for audit services. During discussion for awarding the audit services contract the Board felt a more formal audit policy was needed. At the Board's direction, I researched establishing a formal audit committee and the creation of a comprehensive audit policy for the procurement of audit services. The purpose of the policy is to assign oversight responsibility for the independent audit of the Village's financial statements from the selection of the independent auditor to the resolution of audit findings. The policy will also provide comprehensive guidelines and directions for procuring audit services. Finally, the policy will address procedures for monitoring compliance of the Village's fraud risk assessment program (as required by SAS- 99, Statement of Auditing Standards). DISCUSSION: The Government Finance Officers Association (GFOA) has developed recommended practices covering various areas of public finance including the establishment of an audit committee and the procurement of audit services. In addition, Generally Accepted Auditing Standards (GMS) require that auditors inform the audit committee (or its equivalent) of important matters related to the financial statement audit. Currently, the Village's Purchasing Policy provides guidance for selecting an auditor. Presentations by the auditor to the Finance Commission and Board of Trustees are utilized to meet the GMS requirement for information sharing. Although these procedures have worked well to this point, a comprehensive policy which includes an independent audit committee will help enhance the financial statement auditor's real and perceived independence by providing a direct link between the auditor and governing board. 1) Audit Policy Recommendations July 6, 2005 Page 2 Recommendations being presented for inclusion in the Village's audit policy come directly from GFOA recommended practices. Listed below are elements that would be included in a formal audit policy for the Village. Audit Committee - As mentioned previously, an independent audit committee would be established to enhance an auditor's independence by providing a link between the auditor and governing board. The committee is advisory in nature and assists management and the governing board to ensure a fair presentation of the financial statements and for obtaining and monitoring the annual audit. Recommendations for establishing an audit committee per GFOA recommended practices are as follows: . A separate independent audit committee will be formally established by ordinance to enhance the independence of the external auditor and the reliability of the audited financial statements. . Members of the audit committee shall collectively posses the expertise and experience in governmental accounting, auditing, financial reporting, and finance needed to understand and resolve issues raised by the independent audit. When necessary or otherwise desirable, members of the audit committee should be selected from outside the government to provide the needed expertise and experience. . A majority of the members of the audit committee should be selected from outside of management. In addition, the audit committee should include at lease one representative from each of the executive and legislative branches of government. GFOA recommended practices recommend a committee size of 5 to 7 members. The proposed make-up of the audit committee will consist of the following: Village President, member of the Board of Trustees (1), member of the Finance Commission (1), Mayoral appointee, and Director of Finance/Treasurer. . Audit committee members should be educated regarding their roles and responsibilities as members including their duty to exercise an appropriate degree of professional skepticism. Professional skepticism is the concept of not accepting evidence on face value, but rather evaluating for the possibility that the evidence is misleading or incomplete. Primary responsibility includes oversight of the audit, from the selection of the independent auditor to the resolution of audit findings. . Audit committee will have access to reports of any internal auditors, as well as access to any annual internal audit work papers. . Audit committee should present annually to the governing board and management a written report of how it discharged its duties and met its responsibilities. This report will be made public after its initial presentation to the governing board. Audit Policy Recommendations July 6, 2005 Page 3 Audit Procurement - One essential function of the audit committee will be the regular selection of an independent auditor. This important first step in the audit process is key to preserving the integrity of the public finance functions and maintaining the citizens' confidence in its elected leaders. As mentioned previously, guidelines for selecting an independent auditor are included in the Village's Purchasing Policy. In addition to these guidelines, the audit policy will require all request for proposals for auditing services to include the following: . Scope of the audit will include the fair representation of the basic financial statements as well as the financial statements of all individual funds and component units (GAAP requirement). . Auditors will be required to conform to the independence standard promulgated in the General Accounting Office's Government Auditing Standards for all engagements. . Agreements for Auditing Services will be for a term of five-years. The five-year agreement will consist of a series of single-year agreements. . A full-scale competitive RFP process will be performed at the end of the term of each audit contract. The policy will require that auditors be replaced at the end of the audit contract. . The independent auditor currently under contract to perform financial statements audit will be allowed to perform certain types of non-audit services for the Village of Mount Prospect. All non-audit services shall be approved in advance by the audit committee. In addition, the Village will explore the possibility of alternative service providers before making a decision to engage its independent auditor to perform such non-audit services. . The principal factor in the selection of an independent auditor will be the auditor's ability to perform a quality audit. In no case will price be allowed as the sole criterion for the selection of an independent auditor. SAS 99 Compliance - The Statement of Auditing Standards No. 99 entitled Consideration of Fraud in a Financial Statement Audit require auditors to make inquiries of client personnel regarding the risks of fraud at the Village. While management has primary responsibility for establishing and monitoring all aspects of the Village's fraud risk assessment and prevention activities, it is the audit committee that would have ultimate oversight of the function. Audit Policy Recommendations July 6, 2005 Page 4 According to guidelines stipulated in SAS 99, the following proactive steps should be taken by the Village in an effort to reduce opportunities for fraud: 1) identify and measure fraud risks, 2) take steps to mitigate identified risks, and 3) implement and monitor appropriate preventive and detective internal controls and other deterrent measures. The Village currently provides for each of these steps in its management of internal controls. Activities with a high opportunity for fraud have been identified and various segregation of duties are in place to mitigate risks. Beginning in 2003, fraud risk assessment questionnaires were mailed to select staff, elected and appointed officials based on their position in the Village. Questionnaires inquired about the knowledge of any fraud or the potential for fraud in the Village. As part of its oversight responsibilities, the audit committee would encourage management to provide a mechanism for employees to report concerns about unethical behavior, actual or suspected fraud, or violation of the Village's ethics policy. The committee should receive periodic reports describing the nature, status and eventual disposition of any reported fraud or unethical conduct. A summary of activity, follow-up and disposition should also be provided to the full board and be made public. This activity would take place in conjunction with the annual audit. In summary, a comprehensive audit policy for the Village should include these three general elements, 1) the formation of a formal audit committee, 2) guidelines and directions for procuring audit services, and 3) procedures for monitoring compliance of the Village's fraud risk assessment program. I would anticipate the specific roles and responsibilities of the audit committee would evolve over time as auditing standards and requirements change. A formal policy including these elements will need to be drafted upon receiving further direction from the Board. Also, an Ordinance will be required amending the Village Code to include a section establishing the audit committee. RECOMMENDATION: The Village Board authorize the Village Attorney, Village Manager and staff to draft a comprehensive audit policy for the Village. ~ ;< (/- '/- 7'... {/?'6;~~"/C; L. ~_ David O. Erb Director of Finance H:\ADMN\Administration\Dave Correspondence\Memo Audit Policy 7-6-05.doc ~ T'Q{=> ~4 \?,(G,€,- Minutes Committee of the Whole July 12, 2005 2 . . I. CALL TO ORDER The meeting was called to order at 7: 1 0 p.m. by Mayor Irvana Wilks. Present at the meeting were: Trustees A. John Korn, Michaele Skowron, and Michael Zade!. Staff members present included: Village Manager Michael Janonls, Finance Director David Erb, Deputy Finance Director Carol Widmer, Information Technology Director Joan Middleton, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, EMS Coordinator Wendy Seleen, Police Chief Richard Eddington, Deputy Police Chief of Administration Michael Semkiu, Public Works Director Glen Andler and Deputy Public Works Director Sean Dorsey and Deputy Community Development Director Ellen Divita. II. APPROVAL OF MINUTES Approval of Minutes from June 14, 2005. Motion made by Trustee Zadel and Seconded by Trustee Skowron to defer approval of the minutes until the August 9, 2005 meeting. III. CITIZENS TO BE HEARD Kathleen Kowalski of 1818 E. Tano Lane in Mount Prospect asked for an update on the moving of fire station #14. Fire Chief Michael Figolah responded to the inquiry by stating that there are two items involved in the planning for the new fire station. The first item under consideration is the location of the station and that will not be decided until public meetings are held so that citizen input can be heard. The other item under consideration is the relocation of the fire mechanics to the Public Works Building. Chief Figolah said residents would be kept informed as process on the projects move along. IV. ANNUAL AUDIT OF VILLAGE FINANCES Finance Director David Erb reviewed the 2004 Comprehensive Annual Financial Report (CAFR). The Audit was performed by Sikich Gardner & Co., LLP for the Village for fiscal year ended December 31,2004. Sikich has given the Audit of the Village an "unqualified opinion.>> This means that their examination found our financial statements to be fairly presented and prepared in accordance with generally accepted accounting principles. The Village also received unqualified opinions on the Single Audit and the Tax Increment Finance (TIF) Audit. As part of the Audit, Sikich is required to present a management letter to the Village's governing board. The purpose of the management letter is to inform the board of any problems encountered during the audit and to report any deficiencies in internal controls uncovered during the course of the audit. The management letter from Sikich recommended the formation of an audit committee to be responsible for establishing an audit procurement policy as well as implementing and overseeing a fraud risk assessment program for the Village. Mr. Erb noted that a recommendation for a comprehensive audit policy is on tonight's agenda. Sikich also recommended marking all investments to market at year-end. Mr. Erb stated that investments are reconciled on a quarterly basis and controls are in place to ensure all investments are adjusted quarterly. Mr. Erb reported that the General Fund fund balance remains strong at 23.4%. He also stated that the 2004 audit report would be available at Village Hall, the library and the Village's web site. Mr. Erb introduced Lou Karrison, Partner at Sikich Gardner, who reviewed the management letter comments and confirmed Sikich's unqualified opinion of the Village's 2004 audit. The Village Board will formally approve the 2004 audit at its August 2 Village Board meeting. 1 V. RECOMMENDATION FOR A COMPREHENSIVE AUDIT POLICY Finance Director David Erb presented a recommendation for a comprehensive audit policy. The purpose of the policy is to assign oversight responsibility for the independent audit of the Village's financial statements from the selection of the independent auditor to the resolution of audit findings. It will also address procedures for monitoring compliance of the Village's fraud risk assessment program. The proposed make- up of the audit committee will consist of the following: Village President, member of the Board of Trustees, a member of the Finance Commission, a Mayoral appointee, and the Director of Finance/Treasurer. General discussion from the Village Board members included the following items: Several Trustees noted that the idea had merit. Manager Janonis stated that he would like to have the ordinance passed and the committee incorporated into Village Code by the end of the year. In response to a question regarding responsibilities, Mr. Erb said that the committee would be advisory and the Village Board would still be ultimately responsible for hiring the auditors. VI. 2006-2010 CAPITAL IMPROVEMENTS PLAN Mr. Erb presented the Village's proposed 2006-2010 Capital Improvements Plan (CIP). It is the 9th year that staff has prepared a CIP. The CIP is comprised of projects that involve the purchase or construction of long- lived, tangible assets at a cost of $25,000 or more. The total cost of all requests for all years included in the plan is approximately $48.9M. Since the CIP is a planning document, inclusion in the CIP does not guarantee funding. A total of $2.2M in projects have been deferred in the past four years due to funding considerations. The fund currently has a $1.7M fund balance but the fund balance will be negative sometime in 2007 unless a permanent funding source is identified. Deputy Community Development Director Ellen Divita highlighted the items related to Community Development. Mr. Janonis stated that the proposed expenditure of $200,000 for corridor improvements for 2006 could be scaled down to $50,000 for the year by concentrating on two or three small areas. This is the second year that Information Technology has been included in the CIP. While many of the expenditures do not meet the $25,000 minimum threshhold, IT is included as a planning tool. Joan Middleton, Information TeChnology Director discussed several of the items included in the proposed 2006 expenditures of $113,540. Among the items Joan mentioned were the proposed network rewiring of the Police and Fire building and centralized backup for the Village's servers. Police Chief Richard Eddington reviewed the four items the Police Department included in the proposed 2006 CIP. One of the items is the replacement of the digital mobile video recorders in the amount of $156,500. Chief Eddington said the department wants to purchase all of the recorders at one time for consistency and ease of maintenance. The other items include a prisoner transport van and replacement of chairs for the department. The fourth item, a Iivescan booking station was moved back from 2005 to 2006 in hopes that the department can secure a grant to help pay for the booking station. The Fire Department has no items in the proposed 2006 CIP. Fire Chief Mike Figolah did discuss proposed expenditures for 2007 which include replacing fire s~ti9n#H, tne Public Works building expansion, and a video conferencing system which would allow for training at all locations at the same time. Chief Figolah also mentioned that the Department may receive a FEMA grant for the SCBA upgrades scheduled for replacement beginning in 2010. If the grant is received, the SCBA upgrade would take place in 2006 at a cost of only $32,000 to the Village and $128,000 from the grant. Some of the issues discussed after Chief Figolah's presentation included the cost of the new station, the timing of construction, and space needs of the Police Department. It was suggested that the Village hire a consultant in 2006 to study space needs, costs of construction and phasing or timing of the project. The proposed 2006 CIP for the Public Works Department includes projects totaling $7,788,998. Public Works Director, Glen Andler, highlighted several of the items. Mr. Andler stated that he is working with the Finance Commission on recommendations for funding for the first phase of the multi-year combined sewer 2 improvement project. A total of $2,000,000 is proposed for 2006. A water tank rehabilitation in the amount of $200,000 is being proposed as well as an unfunded mandate for the United States EPA and the Illinois EPA for Stage 2 Disinfection By-Products for the water distribution system. The George Street bridge, the last of the Village's bridges, is scheduled to be rehabilitated in 2006. Mr. Andler also mentioned that the Police and Fire Building deck rehab is estimated to cost $180,000 in 2006 not the $80,000 in the CIP. The Public Works parking lot originally scheduled for 2006 will be deferred to 2007. Mr. Chuck Bennett, Chairman of the Finance Commission, addressed the Village Board at the conclusion of the CIP presentations. Mr. Bennett presented the Finance Commission's recommendations for revenue enhancements for the proposed 2006 budget. In order to fund the combined sewer improvement project, the Finance Commission is recommending a $5.00 per month customer service charge for all water customers. This will produce approximately $600,000 per year and will minimize the need for a bond issue to pay for the improvements. The Finance Commission also recommends instituting the charge as early as possible in 2005. As far as revenue enhancements for the General Fund, the Finance Commission recommends billing residents for ambulance transportation at a Medicare-approved rate. This fee will result in about $900,000 net of fees for a billing service to perform the billing. It is recommended that there be no balance billing for residents of Mount Prospect. The Finance Commission proposes increasing the local motor fuel tax from one cent per gallon to two cents per gallon. This would result in an additional $150,000 for the Street Improvement Fund. At the same time the $225,000 currently going into the Street Improvement Fund from a portion of the vehicle sticker fee would be reallocated to the General Fund. Finally, the Finance Commission suggests increasing the gas and electric utility tax from 3.2% to 4.2%. This would bring an additional $465,000 into the General Fund. In total approximately $1,590,000 of new revenue would be available to the General Fund in 2006. Mr. Janonis summarized the discussion on the 2006 budget by stating that the issues that needed to be resolved are funding for the General Fund, finding a permanent funding source for the CIP, preparing a facility needs study for the Police and Fire Departments, and funding for the combined sewer improvement project. Mr. Janonis remarked that we might consider a $1 M per year expenditure instead of $2M for the combined sewer project. VII. VILLAGE MANAGER'S REPORT Mr. Janonis mentioned the Harry Potter event, which will take place at Randhurst on July 15 and 16 when the book is released. Mr. Janonis also asked everyone to mark their calendars for the July 23 Midsummer Block Party downtown from 4:00 p.m. to 9:00 p.m. VIII. ANY OTHER BUSINESS Trustee Zadel recommended that a press release be sent out regarding the Lincoln Street bridge repair. IX. ADJOURNMENT There being no further business, the meeting adjourned at 9:17 p.m. 3 ORDINANCE NO AN ORDINANCE AMENDING CHAPTER 5 OF THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: A new Article XVII, entitled "Audit Committee," shall be inserted into Chapter 5 of the Mount Prospect Village Code, to be and read as follows: Article XVII, AUDIT COMMITTEE Section 17.101. CREATION AND PURPOSE: There is hereby established an audit committee of the Village of Mount Prospect. The purpose of the audit committee is to further enhance the independence of the auditor, who is contracted by the village to prepare its annual audit, by providing a direct link between the auditor, the corporate authorities and village management. The committee is advisory in nature and intended to assist the corporate authorities in obtaining and monitoring the village's annual audit to ensure a fair and accurate presentation of the village's financial statements. Section 17.102. MEMBERSHIP: A. There shall be five (5) voting members of the audit committee. All members shall be residents of the village except the director of finance. B. The members of the committee shall consist of the following: 1. Village president. 2. One (1) member ofthe board of trustees, appointed by the village president. 3. One (1) member ofthe finance commission, appointed by the village president. 4. One (1) member appointed by the village president. 5. Director offinance. C. The village president shall be the chair of the committee. . D. The term of office for the members, other than the village president and director of finance, shall be four (4) years, or until a successor is appointed and qualified. Terms may be adjusted by the corporate authorities to assure that no more than two (2) terms end in any particular year. In the event that a member of the audit committee is an elected official who fails to retain a seat on the corporate authorities, that member's tenn shall expire and a new member shall be appointed. Section 17.103. ORGANIZATION: A. Immediately upon its organization, the audit committee shall select from its membership a vice chair and a secretary. The persons so selected shall serve in those positions for terms of one year, and may be elected to the same positions for subsequent terms. B. The committee shall adopt rules for the conduct of its meetings and shall keep written minutes of all meetings. Robert's Rules of Order, newly revised, current edition, shall govern the conduct of its meetings to the extent that parliamentary procedures are not addressed by rules adopted by the committee. C. All meetings of the committee shall be public meetings and minutes of meetings shall be available for examination in the office of the village clerk during regular business hours. Section 17.104. DUTIES AND RESPONSIBILITIES: In advising and assisting the corporate authorities, the audit committee shall have the following duties: A. Oversight of the annual audit. Oversight shall include, but not be limited to, providing the corporate authorities with 1) an update on the pre-audit conference, 2) a status report on the progress of the annual audit, and 3) a summary of the results and findings of the final annual audit report. B. Regular selection of independent auditor. The audit committee shall review the results of any competitive request-for-proposal process for the selection of an independent auditor and present a final recommendation to the corporate authorities. C. Oversight of the village's fraud risk assessment program. Oversight of the village's fraud risk assessment program shall be conducted in conjunction with the guidelines for monitoring compliance contained in the Statement of Auditing Standards No. 99 entitled - Consideration of Fraud in a Financial Statement Audit, or such other compliance guidelines as the corporate authorities may approve. D. Annual Report. The audit committee shall annually present to the corporate authorities and village management a written report summarizing all activities of the committee. Section 17.104. MEETINGS: A. The audit committee shall meet twice each year at a minimum. The meeting schedule will be determined by the committee and correspond to the timing of work required for the annual audit. Meetings will be held and notice given in accordance with the Illinois open meetings act. The chair may call for special meetings as needed. SECTION 2: This Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this _ day of ,2005. Irvana K. Wilks, Village President ATTEST: Lisa Angell, Village Clerk INTEROFFICE MEMORANDUM Mount Prospect Village of Mount Prospect Mount Prospect, Illinois TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: MICHAEL J. FIGOLAH, FIRE CHIEF DATE: SEPTEMBER 2, 2005 SUBJECT: ORDINANCE AMENDING CHAPTERS 5 AND 11 OF THE VILLAGE CODE OF MOUNT PROSPECT- FOREIGN FIRE INSURANCE TAX BOARD The purpose of the attached Ordinance is to establish a Foreign Fire Insurance Tax Board to receive and expend foreign fire tax funds. Every corporation, company, and association which is not incorporated under the laws of this State and which is engaged in effecting fire insurance in the Village of Mount Prospect pays a tax at a rate set by local ordinance of the gross receipts received from fire insurance. Currently the tax rate is 2%. The money collected is to be used solely for the maintenance, use, and benefit of the Fire Department. The Village has been the beneficiary of these funds for many years, which amounts to approximately $37,000 annually. Previously, the firefighters turned over these funds to the Village. The recently negotiated firefighter contract requires the execution of a Foreign Fire Tax Insurance Board according to 65 ILCS 5/11-10. The Ordinance creates a Foreign Fire Insurance Tax Board that consists offive (5) Board members (1 battalion chief or above, 1 lieutenant, 2 firefighters, and 1 Department non-sworn member) with the Finance Director serving as the Village's liaison. The Foreign Fire Insurance Tax Board will ensure that foreign fire tax funds will be used solely for the maintenance, use, and benefit of the Fire Department by: · Making all necessary rules and regulations with respect to the FFITB and/or management of funds appropriated to the Board. · Developing and maintaining a listing of those items that it determines are appropriate expenditures. · Ensuring all expenditures by the FFITB are in accordance with the Village's policies regarding the expenditure of municipal funds. . Ensuring the funds of the FFITB are reviewed annually as part of the Village audit. · Creating a treasurer position that shall give sufficient bond to the Village. · Providing a treasurer that shall receive funds appropriated by the Village, and shall payout such funds and/or otherwise make expenditures upon the order of the Board in accordance with current Village purchasing policies. Therefore, it is recommended thatthe Ordinance amending Chapters 5 and 11 of the Village Code, thereby creating the Foreign Fire Insurance Tax Board, be passed. MF Attachment t: ORDINANCE NO AN ORDINANCE AMENDING CHAPTER 5 AND CHAPTER 11 OF THE VILLAGE CODE OF MOUNT PROSPECT BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS: SECTION 1: A new Article XVI, entitled "Foreign Fire Insurance Tax Board," shall be inserted into Chapter 5 of the Mount Prospect Village Code, to be and read as follows: Article XVI. FOREIGN FIRE INSURANCE TAX BOARD Section 16.101. CREATION AND PURPOSE. There is hereby established a Foreign Fire Insurance Tax Board of the Village of Mount Prospect to receive and expend foreign fire insurance tax funds for the maintenance, use and benefit of the village fire department, in accordance with the Illinois Compiled Statutes 1 . Section 16.102. DEFINITION. "Members of the department" for purpose of this Article shall include all members of the ure department, including sworn and non-sworn members, but excluding probationary members. Section 16.103. ORGANIZATION. A. The Foreign Fire Insurance Tax Board shall consist of five (5) board members, as follows: 1. One (1) board member shall serve from the sworn rank of battalion chief and above, 2. One (1) board member shall serve from the sworn rank of lieutenant, 3. Two (2) board members shall serve from the sworn rank of firefighter. 4. One (1) board member shall serve from the department's non-sworn personnel. B. The board members within each of the categories in subsection A shall be nominated and elected by the members of the department within the respective categories. 165 ILCS 5/11-10-2. iManage 140697 2 C. The village finance director, or designee, shall serve as the village's liaison to the Foreign Fire Insurance Tax Board. D. At the first meeting of the Foreign Fire Insurance Tax Board and annually thereafter, the board members shall select a chairman, vice-chairman, secretary and treasurer. E. Term of Office: 1. Commencing with, and only for the first election, the terms of office shall be staggered so that the board members, serving from the rank of Battalion Chief and above, the rank of lieutenant and the department's non-sworn personnel, shall serve one (1) year terms, and board members serving from the rank of firefighter shall serve two (2) year terms. Upon subsequent elections, board members shall serve a two (2) year term. 2. In the event no successor board member assumes office prior to the expiration of the two (2) year term, then the board member shall serve until a successor board member assumes office. The initial terms of office of the board members shall begin thirty (30) days after completion of the election. Each board member shall hold office during hislher term unless the member resigns from the department, retires from the department, or is discharged from the department. If any of these three (3) events occur, the board member shall automatically be removed from the board and the position shall be deemed vacant. 3. Vacancies in the foreign fire insurance board shall be filled by election of the members of the department from those members within the vacant category, and such election shall be for the balance of the unexpired term. Any person elected to fill a board position vacancy shall assume office immediately upon completion of the election. F. Election procedures: 1. Temporary Election Procedure: There is hereby established a temporary election committee, which shall consist of five (5) members of the department. The chief of the fire department shall serve as a member and as chairman of the committee. The chief shall appoint a member of the department to represent each of the categories of members set forth in subsection A. The temporary committee shall be responsible for organizing, conducting and supervising the initial election of department members to serve on the board. 2. Permanent Election Procedure: The Foreign Fire Insurance Tax Board shall develop a procedure for the nomination of members of the iManage 1406972 2 department to the various categories set forth in subsection A above. All rules and regulations with respect to the election process shall be posted throughout the department a minimum of thirty (30) days prior the election. G. Duties of Officers: 1. The chairman shall preside over meetings of the Foreign Fire Insurance Tax Board. He/she shall be the executive head of the board and an ex-officio member of all sub-committees. He/she shall appoint such committees as may be provided for in this Article and any special committees as may be from time to time established by the board to carry our specific tasks. The chairman shall have general supervision of the activities of committees created in accordance with this Article. 2. The vice chairman shall assist the chairman in any such manner as the chairman may determine. In the absence of the chairman, he/she shall preside at the meetings of the board. If the office of the chairman becomes vacated, the vice-chairman shall be acting chairman until the office of chairman is filled in accordance with this Section. 3. The secretary shall be custodian of all documents, records, books and papers belonging to the board. He/she shall keep an accurate record of the meetings of the board and of the various committees of which he shall be the secretary. He/she shall conduct correspondence of the board promptly. 4. The treasurer shall be charged with the responsibility of monitoring the expenditures of all monies. He/she shall work closely with the village's finance director with regards to the fund balances and financial transactions affecting the fund. He/she shall maintain a current ledger showing the starting fund balance and subsequent debits for items purchased. He/she shall present a financial statement at all regular business meetings. H. The officers of the Foreign Fire Insurance Tax Board shall serve without compensation. Sec. 16.1 04. POWERS AND DUTIES. A. The Foreign Fire Insurance Tax Board shall make all necessary rules and regulations with respect to the Foreign Fire Insurance Tax Board and/or the management of funds appropriated to the board. B. The Foreign Fire Insurance Tax Board shall develop and maintain a listing of those items that it determines are appropriate expenditures for the iManage 1406972 3 maintenance, use, and benefit of the fire department. The funds received by the village pursuant to this Article shall be appropriated to the Foreign Fire Insurance Tax Board annually by the village board and set apart as separate fund. C. All expenditures by the Foreign Fire Insurance Tax Board shall be in accordance with the village's ordinances, rules, procedures and policies concerning the expenditure of municipal funds. D. The funds of the Foreign Fire Insurance Tax Board shall be annually reviewed as part of the village audit. The audit shall verify that purchases by the board are for the maintenance, use and benefit of the fire department, as described in subsection 16.106 below. E. The treasurer of the Foreign Fire Insurance Tax Board shall give a sufficient bond to the village in the amount set forth in Appendix A. The bond shall be conditioned upon the faithful performance by the treasurer of his duties under statute, the provision of this Article, and the rules and regulations adopted by the Foreign Fire Insurance Tax Board. F. The treasurer of the Foreign Fire Insurance Tax Board shall receive funds appropriated by the village, and shall payout such funds and/or otherwise make expenditures upon the order of the board, in accordance with current village purchasing policies. Any expenditure made by the treasurer, pursuant to the order of the board, shall be solely for the maintenance, use and benefit of the fire department, as described in subsection 16.106 herein below. Sec. 16.105. QUORUM, SPECIAL MEETINGS. The Foreign Fire Insurance Tax Board shall, in accordance with the Open Meetings Act, establish a regular time and place for its meetings, and publish notices of those meetings. The board shall be subject to the provisions of the Illinois Open Meeting Act. Three (3) board members shall constitute a quorum for the transaction of business. The chairman may call a special meeting at any time. A special meeting may also be called upon the written notice of three (3) board members. Such notice shall be in writing, duly signed by the board members, describing, in brief, the nature or object of the special meeting. Any person shall be entitled to appear and be heard on any matter before the board. Minutes of all board meetings shall be filed with the village clerk. Sec. 16.106. USE OF FUNDS. A. Funds received by the Foreign Fire Insurance Tax Board may be used solely for the maintenance, use and benefit of the fire department; iManage 1406972 4 B. No funds shall be used for the personal benefit of any person; for any person, use, or function not directly related to the village fire department; for food or beverages; or for any recreational or entertainment activity; and C. The costs for the treasurer's bond and those associated with the annual audit of the foreign fire insurance funds, which is conducted as part of the village audit, shall be paid by the board from the funds of the board. Sec. 16.107. FOREIGN FIRE INSURANCE TAX IMPOSED. Every corporation, company, and association which is not incorporated under the laws of this state and which is engaged in effecting fire insurance in the Village of Mount Prospect, shall pay to the Director of Finance for the maintenance, use, and benefit of the fire department thereof, a tax in the amount of 2% of the gross receipts received from fire insurance upon property situated within the Village. All payments under the provisions of this chapter shall be made on or before the fifteenth day of July following the termination of the year for which such payments are due. Sec. 16.108. ACCOUNT. Every person acting as representative for or on behalf of any such company or association shall, on or before the fifteenth day of July of each year, render to the Director of Finance a full, true and just account, verified by his oath of all premiums which have been received by him on behalf of the company during the year ending the preceding July first on such fire insurance policies on property located within the Village. Such agent shall at the time of rendering such report, pay to the Director of Finance the sum of money for which the company, corporation, or association represented by him is chargeable, by virtue of the provisions of this Ordinance. Sec. 16.109. FAILURE TO ACCOUNT OR PAY TAX. If the account is not rendered on or before the fifteenth day of July of each year, or if the sum due remains unpaid after that day, it shall be unlawful for any corporation, company, or association, so in default, to transact any business in the municipality or fire protection district until the sum due has been fully paid. This provision shall not relieve any corporation, company, or association from the payment of any loss upon any risk that may be taken in violation of this requirement. Sec. 16.110. MARINE INSURANCE. The provisions of this ordinance shall not be applicable to receipts from contracts of marine insurance, even though they include insurance against fire, where the premium for the fire insurance is not separately specified. iManage 1406972 5 SECTION 2: That Article XV of Chapter 11 of the Village Code of the Village of Mount Prospect, entitled "Foreign Fire Insurance Agencies," shall be deleted in its entirety. SECTION 3: This Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form in the manner provided by law. AYES: NAYS: ABSENT: PASSED and APPROVED this _ day of ,2005. Irvana K. Wilks, Village President ATTEST: Lisa Angell, Village Clerk iManage 1406972 6