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HomeMy WebLinkAbout05/19/2020 VB Agenda6/11/2020 BoardDocs® Pro Tuesday, May 19, 2020 MEETING OF THE MOUNT PROSPECT'' 7:00 Village of Mount Prospect Comcast or WOW• • live stream Special Notice to residents regarding meeting procedures and public participation: The Mayor and Boardof Trustees, along• . remote video teleconference. We invite you to join us via live stream or view on Comcast or WOW channel 17. If you have a question on an agenda item or comment during the Citizens to be Hear portion of the meeting,• - and submit . public comment• one hour prior to the meeting. Please see the Meeting Notice• •r important links to the live stream and public comment• 1. Meeting Notice - Important Changes Subject 1.1 Meeting information with links to help you stay connected. Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 1. Meeting Notice - Important Changes Access Public Type Notice to our residents regarding meeting procedures and public participation amid the COVID-19 outbreak. We've made the decision to proceed with Village Board meetings, instead of cancelling, so Village business can continue to move forward. The Executive Order issued by Governor Pritzker affecting all Illinois residents challenged us to come up with alternative methods to ensure transparent, productive and open meetings continue. The order includes a provision that waives the portion of the Open Meetings Act that requires a quorum of members of a public body be "physically present" at the meeting location. The next few Board meetings will look and feel a little different as the Mayor and Board of Trustees will conduct meetings via video conference. Only those few staff members needed to video-tape and record the meeting will be physically present. All other staff members will join the Mayor and Board also by video conference. You are invited to join us via live -stream on MPDC, or view on Comcast or WOW Channel 17. In addition, we've made adjustments to our public comment procedures. To preserve your right to participate in public meetings, we are temporarily turning toward a more formal procedure to ensure your questions and/or comments are heard. If you have a question or comment, whether on an agenda item or something else, please complete and submit this form at least one hour prior to the start of the meeting. If your question cannot be answered during the meeting, rest assured staff will follow-up in a timely manner. For information relating to COVID -19. including Village press releases, assistance for our residents and business resources, please visit the Village website portal dedicated toCOVID-19 Thank you for your cooperation and understanding during these extraordinary times. As a community, we will get through this together. If you have any questions or concerns, please contact Village Clerk Karen Agoranos, kagoranos@mountprospect.org or 847/818-5333 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 1/10 6/11/2020 2. CALL TO ORDER BoardDocs® Pro Subject 2.1 ROLL CALL Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 2. CALL TO ORDER Access Public Type Procedural 3. APPROVAL OF MINUTES Subject 3.1 Minutes of the Regular Meeting of the Village Board - May 5, 2020 Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 3. APPROVAL OF MINUTES Access Public Type Action, Minutes Minutes View Minutesfor May 5, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 Motion & Voting (not specified) Motion by Paul Hoefert, second by William Grossi. Final Resolution: Motion Carries Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers Subject 4.1 Proclamation: National Public Works Week May 17 - 23, 2020 Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 4. MAYOR'S REPORT Access Public Type Information PROCLAMATION ""NATIONAL PUBLIC WORKS WEEK" May 17-23, 2020 WHEREAS, public works professionals focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, high quality of life and well-being of the people of Mount Prospect; and, WHEREAS, these infrastructure, facilities and services could not be provided without the dedicated efforts of public works professionals, who are engineers, managers and employees at all levels of government and the private sector, who are responsible for rebuilding, improving and protecting our nation's transportation, water supply, water treatment and solid waste systems, public buildings, and other structures and facilities essential for our citizens; and, https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 2/10 6/11/2020 BoardDocs® Pro WHEREAS, it is in the public interest for the citizens, civic leaders and children in Mount Prospect to gain knowledge of and to maintain a progressive interest and understanding of the importance of public works and public works programs in their respective communities; and, WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments is materially influenced by the people's attitude and understanding of the importance of the work they perform; and WHEREAS, the year 2020 marks the 60th annual National Public Works Week sponsored by the American Public Works Association, NOW, THEREFORE, I, Arlene A. Juracek, Mayor of the Village of Mount Prospect, do hereby proclaim the week of May 17-23, 2020 as ""NATIONAL PUBLIC WORKS WEEK" in the Village of Mount Prospect and I call upon all citizens and civic organizations to acquaint themselves with the various services provided by the Mount Prospect Public Works Department to assure the health, safety and comfort of our residents. File Attachments National iProclamation ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Admin Content AB - We normally don't put the text of the proclamation in the content section. Subject 4.2 Proclamation: Monarch Butterfly Day May 20, 2020 Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 4. MAYOR'S REPORT Access Public Type Information PROCLAMATION "Monarch Butterfly Day May 20, 2020 WHEREAS, the monarch butterfly is an iconic Northern American species whose multigenerational migration and metamorphosis from caterpillar to butterfly has captured the imagination of millions of Americans; and WHEREAS, twenty years ago, more than one billion Eastern monarch butterflies migrated to Mexico, in the winter of 2014 only 60 million made the trip; and WHEREAS, the North American monarch population has declined by more than 90 percent in the past two decades. Monarch scientists attribute the decline to degradation and loss of summer breeding habitat in the U. S., and loss of winter habitat in Mexico. Western populations of monarch butterflies that overwinter in California are also in decline; and WHEREAS, cities, towns and counties have a critical role to play to help save the monarch butterfly; and WHEREAS, the Garden Club of Mount Prospect and the Village Public Works Department have partnered to implement programs and strategies to encourage monarch butterfly habitat in Mount Prospect and will continue to do so; and WHEREAS, every citizen of the Village of Mount Prospect can make a difference for the monarch by planting native milkweed and nectar plants to provide habitat for the monarch and pollinators in locations where people live, work, learn, play and worship; and WHEREAS, the Village of Mount Prospect is actively participating in, and promoting the establishment of Monarch waystations, and encourages all residents of the community to do so; and https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 3/10 6/11/2020 BoardDocs® Pro WHEREAS, on behalf of the residents of Mount Prospect who have already joined me in creating healthy habitat for these magnificent butterflies, I am honored to support and be a part of the National Wildlife Federation's Mayor's Monarch Pledge; and NOW, THEREFORE, I, Arlene A. Juracek, Mayor of the Village of Mount Prospect, do hereby proclaim May 20, 2020 as "Monarch Butterfly Day" In the Village of Mount Prospect and I hereby pledge to commit to help restore habitat for the monarch and encourage our residents to do the same, so that these magnificent butterflies will once again flourish across the continent. File Attachments Monarch Butterfly Proclamation Admin Content AB - We normally don't put the text of the proclamation in the content section. Subject 4.3 1st reading of AN ORDINANCE AUTHORIZING THE VILLAGE PRESIDENT TO DECLARE A STATE OF EMERGENCY SHOULD THE NEED ARISE AND AUTHORIZING PURCHASE CONTRACTS AS NECESSARY TO RESOLVE A STATE OF EMERGENCY WITHOUT PUBLIC ADVERTISEMENT WITHIN THE VILLAGE OF MOUNT PROSPECT Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 4. MAYOR'S REPORT Access Public Type Action Preferred Date May 19, 2020 Absolute Date May 19, 2020 Information Background: Natural disasters, disease epidemics, or any type of emergency may necessitate a municipality to declare a state of emergency. Pursuant to Section 11-1-6 and 8-10-5 of the Illinois Municipal Code, the State has legislated to municipalities additional authority in order to respond to an emergency. Ordinance No. 6509, authorizing the Village President to declare a state of emergency should the need arise, was approved by the Village Board on March 17, 2020; Declaration No. 2020-1 was executed on March 17, 2020. A second declaration of emergency, Declaration No. 2020-2, was approved by Ordinance No. 6516 on May 5, 2020, and expires upon the adjournment of the May 19, 2020 regular meeting of the Village Board. This third ordinance continues to establish the standards to be relied upon for the Mayor to determine when a state of emergency exists. It also provides Village leadership operational flexibility during a state of emergency to respond to the emergency when otherwise policies and procedures for conducting normal business could hinder community response. A declaration of a state of emergency within the Village would be based on the following: 1. That the emergency, natural disaster, and other public health emergencies will likely cause damage, injury hardship or etc. to the community and is imminent or has occurred. 2. The emergency is severe enough to require the declaration of emergency in order to supplement local resources in preventing damage, injury, hardship or etc. including the identification of any applicable procedures, rules or regulations that will be waived or suspended, during the emergency. During a state of emergency, the Mayor would be granted the extraordinary power and authority to exercise the powers of the Village Board as may be reasonably necessary to respond to the emergency. In addition, the Village https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 4/10 6/11/2020 BoardDocs® Pro Manager or designees may let contracts to the extent necessary to resolve such emergency without public advertisement. COVID-19 Impacts: The Village has 415 cumulative cases of COVID-19 (as of 5/14) and four residents have died as a result of the virus (see attached table). The Village organization has been in Phase 2 and moving to Phase 3 of the Continuity of Operations Plan. This phase closes Village buildings to the public, but allows for operations to continue in all departments by leveraging technology to serve customers. These phases will continue through the Governor's stay at home order until a recovery phase has been reached. The Continuity of Operations Plan phases are independent of the State's Restore Illinois Plan phases. We have been and continue to be in a phase 2 Emergency Operation Center activation (physically or virtually) throughout this disaster event. The pandemic will have a significant impact on revenues that the Village received from State Sales Tax, Income Tax, Use Tax, Motor Fuel Tax, as well as locally imposed taxes and fees. It is estimated that the Village will lose $5.60M in revenues in 2020. The Village has embraced a 5 -step contingency plan in the case of a severe economic crisis. Staff has identified $7.OM in expenses that can be delayed or deferred this year. Due to physical distancing mandates that will likely continue into the summer months, several special events are being canceled throughout the region including Mount Prospect. The decision to cancel several upcoming summer and special events was discussed at the May 5, 2020 Board meeting. The financial impact of COVID-19 was discussed in detail during the first quarter financial review at the May 12, 2020 Committee of the Whole meeting. A Year -to -Date (May 14) COVID-19 expenditure report is attached for reference. Barring any unforeseen events, we are planning to welcome residents and customers back into buildings starting Monday, June 1. Alternatives 1. Motion to approve the Ordinance. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends approval of the Ordinance. Should the Village Board favorably consider this request, adoption of an Ordinance authorizing the Village President to declare a state of emergency should the need arise and authorizing purchasing contracts as necessary to resolve a state of emergency without public advertisement would be in order. File Attachments Village Prospect—third iAuthorizing illPresident to Declare State of Emergency.pdf (48 KB) Village Prospect—third i in Village. COVID19—STATS-05-14-20.pdf (163 KB) COVID-19- Run Date 2020-05-14.pdf • • p D' •' • 6. CONSENT AGENDA Subject 6.1 List of Bills - April 29, 2020 - May 12, 2020 Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 6. CONSENT AGENDA Access Public Type Action (Consent) Recommended Action Approve the List of Bills - April 29, 2020 - May 12, 2020 - $6,056,964.15 Information Attached is the List of Bills for May 12, 2020. Alfornmtivioc https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 5/10 6/11/2020 BoardDocs® Pro 1. Approve the List of Bills for May 12, 2020 2. Action at the discretion of the Village Board. Staff Recommendation Approve the List of Bills for April 29,, 2020, to May 12, 2020 - $6,056,,964.15 File Attachments List of Bills - May 12, 2020.pdf (709 KB) All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting Approve the List of Bills - April 29, 2020 - May 12, 2020 - $6,056,964.15 Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: Paul Hoefertf William Grossi, Eleni Hatzis,, Colleen Saccotelli,, Michael Zadel,, Richard Rogers Subject 6.2 A RESOLUTION AUTHORIZING THE MAYOR TO SIGN A PLAT OF EASEMENT ACCEPTING EASEMENT RIGHTS TO RANDHURST VILLAGE PROPERTY FOR THE PURPOSE OF OPERATING AND MAINTAINING STREET LIGHTING EQUIPMENT. Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 6. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date May 19, 2020 Absolute Date May 19, 2020 Fiscal Impact No Budgeted No Budget Source Not Appplicable Recommended Action Pass a resolution authorizing the Mayor to sign a plat of easement accepting easement rights to Randhurst Village property for the purpose of operating and maintaining street lighting equipment. Information The Randhurst Village development is required to install streetlights along Elmhurst Road, Euclid Avenue and Kensington Road. The streetlight installation work is underway. Final completion is expected this summer. Most of the poles have been erected and all of the wiring has installed. The contractor is presently awaiting delivery of several custom -height poles needed to avoid conflict with existing overhead utility lines. As part of the project, three (3) controller boxes for the streetlight system were installed adjacent to Commonwealth Edison equipment. These controllers are situated outside the public right-of-way on Randhurst Village property. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 6/10 6/11/2020 BoardDocs® Pro Once work is completed, the Village of Mount Prospect will be responsible for operating and maintainingthe streetlight system equipment., including the controller boxes. Accordingly, there will be a periodic need to enter private property and access the street lighting equi. Randhurst Village (DLC Management Corporation) has agreed to grant three (3) small easements to the Village of Mount Prospect and Commonwealth Edison. These easements will provide maintenance crews with access to the controller boxes and street lighting equipment. The easement locations are shown on the Plat of Easement. 1. Pass a resolution authorizing the mayor to signl e accepting s rights Randhurst Village pr r. . Action at discretionill r. Staff Recommendation Staff recommends that the Village Board pass a resolution authorizing the mayor to sign a plat of easement accepting easement rights to Randhurst Village property for the purpose of maintaining street lighting equipment. File Attachments Plat of Easement 5-11-20.pdf (6.,492 KB) RANDHURST STREET LIGHT EASEMENTS.pdf (1,205 KB) grant of easement Randhurst Village.pdf (14 KB) All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting Approve the List of Bills - April 29, 2020 - May 12, 2020 - $6,056,964.15 Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers Subject 6.3 A RESOLUTION AUTHORIZING THE MAYOR OR REPRESENTATIVE TO EXECUTE A FIRST AMENDMENT TO AN INTERGOVERNMENTAL AGREEMENT FOR THE ACQUISITION OF INTEREST IN REAL PROPERTY FOR CONSTRUCTION OF LEVEE 37 AND SIGN A PLAT ACCEPTING A GRANT OF EASEMENT. Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 6. CONSENT AGENDA Access Public Type Action (Consent) Preferred Date May 19, 2020 Absolute Date May 19, 2020 Fiscal Impact Yes Dollar Amount $2,376.00 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 7/10 6/11/2020 BoardDocs® Pro Budgeted No Budget Source Flood Control Construction Fund Recommended Action Pass a resolution authorizing the mayor or representative to execute a first amendment to an existing intergovernmental agreement with the Forest Preserve District of Cook County granting additional easement area to the Village and City of Prospect Heights for the construction of a supplemental storm water pumping station at Levee 37. The proposed resolution also authorizes the mayor or representative to sign a plat indicating acceptance of the new easement area. Information Levee 37 was designed to protect homes from inundation by the Des Plaines River. The levee wall serves as a physical barrier between record river crests and the adjacent residential neighborhoods. It was designed and constructed by the U.S. Army Corps of Engineers (USACE). Local partners included the Illinois Department of Natural Resources, the Illinois Department of Transportation, the City of Prospect Heights, and the Village of Mount Prospect. Construction was substantially completed in 2011. The design of the levee system includes four (4) pumping stations. Two (2) of these pumping stations are situated in Mount Prospect (Pump Station 1 and Pump Station 2). The levee provides effective protection from river flooding. It was tested by the record Des Plaines River crest in 2013 and several subsequent elevated crests that would have generated flooding conditions if the levee were not constructed. It is effective because it forms a complete seal between the river and adjacent land. This seal prevents the river from overtopping its banks. It also prevents rain water collected in the storm sewers tributary to the levee from discharging to the river. When the river level rises, backwater valves on the storm sewer discharge pipes close; isolating the storm sewers from the river. These devices prevent river water from flooding adjacent neighborhoods via the storm sewer system. This mode of flooding occurred during a river crest in 1987 that damaged dozens of homes and rendered local streets impassable for days. When the storm sewer backwater valves are closed, rainwater that falls in the neighborhoods near the levee is diverted to the pumping stations. The pumping stations were designed and constructed by the USACE as part of the levee project. The pumps have the capacity to discharge water at a combined rate of 42 cubic feet per second (CFS). Under normal weather and river conditions, rainwater is collected by the storm sewer system and conveyed to the river via gravity discharge (no pumping stations) at a rate of approximately 240 CFS. The original design of the levee system assumed that the circumstance where the river level is high, storm sewer backwater valves are closed, and significant rain falls in adjacent neighborhoods was rare. However, it is our experience that this condition is much more commonplace. Street and structure flooding occurs because of the inadequate pump station discharge rate. USACE, IDNR, and the Village have agreed that the discharge rate of the pumping stations should be increased from approximately 42 CFS to as close to 240 CFS as practical. After final accounting was completed, USACE determined it was owed almost $3 million from IDNR for certain expenditures made during levee construction. Pursuant to prior agreement between USACE and IDNR, some of these expenditures were the responsibility of IDNR. IDNR, USACE, and the Village agreed to use these excess funds to design and construct supplemental pumping capacity for Levee 37. IDNR has remitted $2,971,130.18 to USACE. Subsequently, USACE has developed detailed plans, specifications, and bid documents necessary to let a Levee 37 pump station improvement project for public bidding. The project scope includes the construction of one (1) supplemental pump station adjacent to Pump Station 2. The attached map depicts the project area. The project will be let for public bidding this spring. Construction is expected to start this fa I I . This supplemental pump station will work in conjunction with the existing pump stations to increase discharge capacity by 120 CFS. The total discharge capacity for the levee pumping system will increase from 42 CFS to 162 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 8/10 6/11/2020 CFS. BoardDocs® Pro USACE advises that development and construction of this proposed project will likely utilize all the funds made available by IDNR ($2,971,130.18). No other federal or state funding is presently allocated for further improvements to Levee 37. Consequently, construction of the remaining sanctioned pumping capacity (240 CFS - 162 CFS = 78 CFS), most likely adjacent to Pump Station 1, will depend upon future Village financing, state grants, and/or federal grants. In order to construct the supplemental pump station, rights to additional land owned by the Forest Preserve District of Cook County are required. The USACE final design resulted in a pump station footprint slightly larger than the existing easement originally granted to the Village and the City of Prospect Heights by the forest preserve district for initial construction of the levee. The supplemental pump station requires an additional 0.027 acres. USACE is unwilling to let the project for bidding unless the real estate interest issues are resolved. Attached for the Village Board's consideration, is a proposed first amendment to an existing intergovernmental agreement (IGA) that facilitates a grant of additional easement area. Also attached is a plat denoting same. Please note that the IGA requires a one-time payment of $2,376 for permanent use of the additional easement area. This agreement and plat were approved as to form and function at the Forest Preserve District of Cook County Board of Commissioners meeting on April 23, 2020. Enclosed is a resolution authorizing the mayor, or her representative, to execute the IGA amendment and sign the plat of easement. Alternatives 1. Pass a resolution authorizing the mayor to sign an IGA amendment and accept a grant of easement. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board pass a resolution authorizing the mayor or representative to execute a first amendment to an existing intergovernmental agreement with the Forest Preserve District of Cook County granting additional easement area to the Village and City of Prospect Heights for the construction of a supplemental storm water pumping station at Levee 37. The proposed resolution also authorizes the mayor or representative to sign a plat indicating acceptance of the new easement area. File Attachments Levee37 PS •• .•- • Levee 37 Amendment Plat of Survey.pdf (318 KB) Master29-Apr-2020-08-25-56.pdf (163 KB) First -. • . •, Res first amendment to Levee 37 IGA.pdf (79 KB) All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting Approve the List of Bills - April 29, 2020 - May 12, 2020 - $6,056,964.15 Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers Subject 7.1 None https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 9/10 6/11/2020 BoardDocs® Pro Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 7. OLD BUSINESS Access Public Type 8m NEW BUSINESS Subject 8.1 None Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. NEW BUSINESS Access Public Type Information Alternatives 2. Action at discretion of Village Board. Staff Recommendation 9. VILLAGE MANAGER'S REPORT Subject 9.1 As submitted Meeting May 19, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 9. VILLAGE MANAGER'S REPORT Access Public Type Information Alternatives 1. 2. Action at discretion of Village Board. Staff Recommendation 10m ANY OTHER BUSINESS ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY OR NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 847/392-6000, EXTENSION 5327 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 10/10