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MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. (Tuesday,, May S., 2020
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1. Meeting Notice - Important Changes
The meeting was conducted via remote video teleconference. Residents were encouraged to join the meeting via livd
stream on MPDC or view on Comcast or WOW cable Channel 17.
2. CALL TO ORDER
The meeting was called to order at 7:03 PM by Mayor Juracek.
2.1 ROLL CALL
Members present via video teleconference by upon roll call by the Village Clerk:
Arlene Jur acek,, Paul Hoefert, William Grossi, Eleni zis, Richard Rogers, Colleen Saccotelli, Michael Zadel
3. APPROVAL OF MINUTES
3.1 Minutes of the Regular Meeting of the Village Board - April 21, 2020
Motion by Colleen Sacolli, second by William Grossi to approve the minutes of the Regular Meeting of the Village
Board of April 21, 2020.
Final Resolution: Motion Carries via unanimous voice vote of the Village Board
4. MAYOR'S REPORT
Mayor Juracek announced the recent passing of former Mount Prospect Village Trustee and long-time resident and
community leader, George R. Busse. Mayor Juracek read aloud a proclamation recognizing Mr. Busse's long list of
accomplishments highlighted by his dedication to the Mount Prospect community. Trustee Hoefert added his personal
sentiments,, remembering Mr. Busse as kind, friendly, and generous; a true gentleman.
4.1 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
Mayor Juracek stated the Village enacted a state of emergency following the Governor's similar declaration. Mayor
Juracek requested Village attorney Lance Malina explain the rationale for tonight's action.
Mr. Malina stated there are two separate reasons:
1) the Mayoral declaration was tied to the Governor's original order; the extension of the Governor's initial order ha
been challenged. The language in the Governor's order is different from the language in the Municipal Code which
does not specify limitations on re -issuing the order.
2) Vague and confusing language in the Municipal Code regarding the action and authority of the mayor during the
declaration of emergency and Board action. I
Board Comments
• The to of Emergency provides effective oversight and assurance to residents that the Board is actively
monitoring the situation
• A system of check and balances regulates how long this needs to continue
• Declaring a state of emergency is important when the Village seeks reimbursement of FEMA funds
By declaring a state of emergency every two weeks,, it significantly reduces or eliminates supply disruption on
PPEs (personal protective equipment) for emergency responders.
• This process is new territory for everyone; doing our best tonavigate these unchartered waters; committed to
remaining transparent and ethical
• Not convinced this declaration is necessary; the entire Board should be involved in every decision during an
emergency declaration
Mr. Malina provided the following in response to questions from the Board
• The Village Manager has spending authority up to $20,000; during a declaration of a state of emergency, the
Village Manager can exceed that amount with mayoral approval. Village Manager Michael Cassady noted this
has not yet been necessary to do so
• This emergency declaration will expire upon the adjournment of the next Village Board meeting (May 19, 2020)
• It is the responsibility of the Mayor to declare an emergency, requiring approval by the Board
Motion by William Grossi, second by Michael Zadel to waive the rule requiring two readings of an ordinance.
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
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Motion by Paul Hoefert, second by Colleen Saccotelli to approve the presented ordinance.
Yea: Paul Hoefert, William Grossi Eleni Hatzis Colleen Saccotelli Michael Zadel Richard Rogers
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Final Resolution: Motion Carries
Ordinance No. 6516
4.2 REAPPOINTMENT TO BOARDS AND COMMISSIONS
Mayor Juracek presented the following reappointments for Board approval:
Reappointment
Robert Rath
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Reappointment
John Keane
Justin Kuehlthau (CHAIR"
Christopher Prosperi
Reappointment
Rocke Bork
PLANNING & ZONING COMMISSION
Reappointment
Joseph Donnelly (CHAIR)
Term to Expire May 2024
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Motion by Paul Hoefert, second by Colleen Saccotelli to ratify the proposed re -appointments,
Yea: Paul Hoefert, William Grossif Eleni Hatzis, Colleen Saccotelli., Michael Zadel,, Richard Rogers
Final Resolution: Motion Carries
Village Manager Michael Cassady provided supplemental information regarding the State of Emergency declaration
and the effects of Governor Pritzer's continuation of the state's stay-at-home order. Mr. Cassady stated the Village's
current financial position will be discussed at next week's Committee of the Whole meeting. The discussion will
include ways in which the Village can defer planned projects. Mr. Cassady provided an update on summer event
cancellations including the Downtown Block Party, Memorial Day parade, Fourth of July parade and festival, and the
Celebration of Cultures. Fridays on the Green summer concerts have been cancelled
through July. Mr. Cassady stated the Farmer's Market will continue this season but with a modified format. The
Farmers Market will open June 7.
Fred Steinmiller, member of the Mount Prospect Lions Club, was present via teleconference and provided additional
information. Mr. Steinmiller stated the market will open on June 7th and will follow the Illinois Farmers Market
guidelines. The market will feature a reduction in the number of vendors, face -covering requirements for both
vendors and attendees and a restriction on dog/pet admittance. Mr. Steinmiller added that he has visited several
farmer's markets in the area that have already opened to observe procedures that are being followed to ensure social
distancing. Director of Building and Inspections Bill Schroeder stated his team of inspectors will work with the Lions
Club for additional best practice guidelines.
In response to a question from the Board regarding how the Village will handle individual block parties and garage
sales, Mr. Schroeder stated staff will review and deliver a recommendation in the next week or two.
S. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
Walter Szymack - via email
Resident
Mayor Juracek read Mr. Symcazk's email into the record regarding how the Farmer's Market will handle social
distancing guidelines. Mayor -7uracek noted this was addressed earlier in the meeting.
Girish Zaveri - via email
Resident
Mayor Juracek read Ms. Zaveri's email into the record regarding her concern with increasing noise from overnight
truck deliveries at the Chick-fil-A restaurant. Mayor 3uracek responded, stating the facility is under new ownership
who may be unaware of proper procedures that were in place under the old management. Village attorney Lance
Malina added that while we cannot restrict overnight deliveries, we can offer solutions that reduce the impact on the
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neighborhood such as re -I the delivers to the Rand Rd. side of the building. Mr. Malina added that the
delivery company is not a Chick-fil-A owed company but the new owners are aware of the situation and appear to be
working toward a resolution.
f,. CONSENT AGENDA
,i.1 Monthly Financial Report - March 2102-11
0
,1.2 List of Bills - April 15., 2020 to April 28, 2020
Resolution: Approve the List of Bills - April 15, 2020, to April 28, 2020 - $4,646,443.94
RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH THE MOUNT PROSPECT LIONS CLUB
TO CONDUCT A FARMERS" MARKET
Resolution: Approval of a resolution authorizing the execution of a Grant of License with the Mount Prospect Lions
Club to conduct the Farmers Market.
Resolution No. 12-20
RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH THE MOUNT PROSPECT LIONS CLUB
TO CONDUCT WEEKLY CAR SHOWS
Resolution: Approval of a resolution authorizing the execution of a Grant of License with the Mount Prospect Lions
Club to conduct weekly car shows.
Resolution No. 1-
'- • •
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Resolution: Accept the lowest -cost, responsive bid for exterior deck replacement for 10 S Pine Street as submitted by
All American Exterior Solutions of Lake Zurich, Illinois in an amount not to exceed $38,802.
VBA 27-20
6.6 Motion to accept bid for Brick Paver Sidewalk Maintenance in an amount not to exceed $97,,000.
Resolution: Accept the lowest cost, responsive bid for the 2020 - 2022 brick paver maintenance contract in an amount
not to exceed $97,000 in 2020. Expenditures in 2021 and 2022 will be limited to the amount authorized for this
purpose in the annual budget. Staff also recommends that the Village Board authorize two (2) one (1) year contract
extension (2023 and 2024) if performance is satisfactory and the contractor agrees to hold pricing.
VBA 28-20
Motion by Richard Rogers, second by William Grossi to accept the consent agenda as presented.
Yea: Paul HoefertWilliam Grossi, Eleni Hatzis, Colleen SaccotelliMichael Zadel, Richard Rogers
Final Resolution: Motion Carries
7. OLD BUSINESS
None
8. NEW BUSINESS
Vi.1 AN ORDINANCE TO APPROVE A $335,000 INCREASE IN THE GUARANTEED MAXIMUM PRICE AMENDMENT
CONSTRUCTION MANAGER AS CONSTRUCTOR CONTRACT WITH NICHOLAS & ASSOCIATES, INC. FOR
CONSTRUCTION OF THE MAPLE STREET PARKING DECK AND INCREASING THE MAPLE STREET LOFTS
REDEVELOPMENT AGREEMENT FUNDING CAP BY $90,500.
Director of Public Works Sean Dorsey stated that when the Board approved a guaranteed maximum price contract to
Nicholas & Associates for construction of the Maple Street Parking Deck last fall, some amenities were not included
but were requested by the Board. The amenities included interior painting, parking space indicator signs,, closed-
circuit television monitoringtwo illuminated street name signs, two (2) blade signs and electric vehicle charging
stations. Mr. Dorsey provided additional details on the proposed added amenes that will complete the parking
deck. Mr. Dorsey stated the cost of these amenities is $335,,000. Mr. Dorsey stated •funds are available;
$90,500 will come from the Prospect and Main TIF and $245,000 from the Capital Improvements Fund. (This
statement was corrected later in the meeting to reflect accurate reporting of fund sources; $245,00 will come from
the Prospect and Main TIF and $90,500 will come from the Capital Improvement Fund)
Mr. Dgrsey provided the following in response to questions from the Board:
These additions to the project, as requested by the Board, were not part of the original plan due to the lack of
accurate pricing and the absence of viable information. The option to bring these items forward for
consideration at a later time was part of the initial development plans.
Mr. Dorsey corrected his earlier statement, stating $245,000 will be drawn from TIF funds and $90,500 will
come from the Capital Improvement Fund; we are using as much TIF funds as allowed.
• Nicholas & Associations will collect bids on the Village's behalf; Nicholas will work with contractors to ensure
project installation and completion.
• Confident the dry fall painting process will result in considerable savings
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• Village has applied for grants to offset costs of installing and operating electric charging stations
• Blade signs will not feature neon or flashing lights
Board Comments:.
• Concur with added amenities - will improve the overall safety and experience of those in the garage
• Conservative approach to address the needs of the community as we move forward with commenter demands
• Experience with dry fall painting; safe system.
Motion by Paul Hoefert, second by William Grossi to waive the rule requiring two readings of an ordinance
Yea: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Motion Carries
Motion by Michael Zadel, second by Richard Rogers to pass an ordinance approving a $335,000 increase in th
Guaranteed Maximum Price Amendment to the Construction Manager as Constructor Contract with Nicholas
Associates, Inc. for construction of the Maple Street Parking Deck and increasing the Maple Street Lofts
Redevelopment Agreement Funding Cap by $90.,500.
Yea: Paul Hoefert, William Grossi, Eleni Hatzis., Colleen Saccotelli, Michael Zadel, Richard Rogers
Final Resolution: Motion Carries
Ordinance No. 6517 1
9.1 Motion to accept proposal from Christopher B. Burke Engineering, LTD. for Rand/Central/Mount Prospect Road
Intersection Improvements Phase II Engineering and ROW Acquisition Services in an amount not to exceed
$921,824-62.
Accept the proposal from Christopher B. Burke Engineering,, Ltd. of Rosemont, Illinois to provide Phase II Engineering
and ROW Acquisition Services (Contracts A and B) for the Rand/Central/Mount Prospect Road
Intersection Improvements for a not to exceed amount of $921,824.62. Staff also recommends that the Village Boari
pass a resolution authorizing the mayor to sign a local public agency agreement with IDOT to fund a portion of the
work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
Director of Public Works Sean Dorsey provided background information on Phase I of the project. For Phase II, the
Village applied for and was awarded $5.3 million in federal Congestion Mitigation & Air Quality Program (CMAQ)
funds. The Village was also awarded $460.,000 Invest in Cook grant to be used toward Phase II engineering and lani
acquisition. To begin Phase II work, staff is seeking to enter into a contract with an engineering consulting firm to
provide engineering and land acquisition services using CMAQ funds, Invest In Cook and local funds. Mr. Dorsey
stated the project will be able to move to construction in early 2022 and is estimated to take a year and a half to
complete.
Mr. Dorsey stated staff received and reviewed three (3) Request for Statement Qualifications. Mr. Doresy stated the
top two firms were interviewed and evaluated by staff and rated based on certain criteria. The proposal submitted by
Chirstopher B. Burke Engineering was detailed and includes dividing the scope of work into two contracts which will
save time and avoid some bureaucracy. Mr. Dorsey provided details of Contract A and Contract B.
• Staff does not anticipate the grant funds are in jeopardy
• Village will receive half of the funding upfront; risk is minimal
Motion by Paul Hoefert, second by Richard Rogers to accept the proposal from Christopher B. Burke Engineering, Ltd.
of Rosemont, Illinois to provide Phase II Engineering and ROW Acquisition Services (Contracts A and B) for the
Rand/Central/Mount Prospect Road Intersection Improvements for a not to exceed amount of $921,824.62. Staff also
recommends that the Village Board pass a resolution authorizing the mayor to sign a local public agency agreement
with IDOT to fund a portion of the work (Contract B) with a federal Congestion Mitigation/Air Quality grant.
Yea: Paul Hoefert, William Grossi, Eleni Hatzis! Colleen Saccotelli, Michael Zadel, Richard Rogers
Final Resolution: Motion Carries
Resolution No. 14-20
VBA 29-20
9.2 Motion to accept lowest cost bid for construction of the Central Road & Emerson Street Crosswalk Project in an
amount not to exceed $214,900.
Accept the lowest cost, responsive bid to construct the Central Road & Emerson Street Crosswalk Project for a cost
not to exceed $214.,900.
J
Mr. Dorsey provided background information, bid results and staff recommendation. Mr. Dorsey stated this projec'
was identified as a top priority project to enhance this intersection safer and to promote walking and biking in
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downtown. Improvements to this key downtown intersection include a refuge island, right-in/right-out island on the
north leg, pavement markings, and enhanced, illuminated signage.
Mr. Dorsey stated four (4) bids were received. The lowest cost bid was submitted by MYS,, Inc. MYS,, Inc. has a long
history of providing general contracting and concrete services to neighboring communities and IDOT. Although the
bid was 10% over the cost estimate prepared by the engineering firm contracted by the Village (Gewalt-Hamilton &
Associates), staff is confident the cost proposal is reasonable and fair. Mr. Dorsey stated that staff recommends a
10% contingency be included to allow for quantity variances and unanticipated factors.
Motion by Paul Hoefert, second by Michael Zadel.
Yea: Paul Hoefertf William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zadel, Richard Rogers
Final Resolution: Motion Carries
VBA 30-20
9.3 Motion to reject all bids received, waive the rules requiring public bidding, and accept the proposal to construct
the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900.
Mr. Dorsey provided background information, bid results and staff recommendation.
Mr. Dorsey stated staff has led two (2) public bids for this project. No bids were received at the first bid opening
held in February. Project specifications for the bid were modified to encourage contractors to submit proposals. A
second bid opening was held in February that yielded only one bid. Staff determined was too high to recommend
award of a construction contract.
Assistant Village Engineer Matt Lawrie contacted the contractors and determined full schedules and the complexity of
coordinating sub -contractors for a relatively small project were the main reasons this project was undesirable. Mr.
Lawrie was able to negotiate a separate project just for the electrical work. Staff received two bids for the revised
project. The lowest cost bid was submitted by Meade Electric Company. Meade Company is well-positioned to
perform this work and has completed similar projects for the Village satisfactorily. The Village is considering options
to complete the remainder of the project.
Mr. Dgrsey provided the followin.g in response to •uestions from the Board:
• Remaining work will be completed by more that one contractor
• The cost amount to complete the project is $35,,000-$40.,000; this amount is less than the original bid
Motion by William Grossi, second by Richard Rogers to reject all bids received, waive the rules requiring public
bidding, and accept the proposal submitted by Meade Electric Company to construct the 2020 Pedestrian Signal
Improvements for a cost not to exceed $77,900.
Yea: Paul Hoefertf William Grossi, Eleni Hatzis, Colleen Saccotellif Michael Zadel, Richard Rogers
Final Resolution: Motion Carries
VBA 31-20
9.4 As submitted
Village Manager Michael Cassady noted the previous four items presented for tonight's approval were highly rated
targets for action as indicated in our Strategic Plan. Mr. Cassady thanked Mr. Dorsey and staff for their commitment
to these initiatives and thanked the Board for their support.
Trustee Hoefert stated an upcoming Committee of the Whole meeting should include a progress report of the
downtown projectsPolice and Fire headquarters updates and a discussion regarding probable budget amendments.
Mr. Cassady stated a progress report will be prepared for the Board. The Village's first-quarter financial review will be
discussed at next Tuesday's Committee of the Whole meeting. Mr. Cassady stated, on a positive note,, that the
downtown projects are moving forward and ahead of schedule. Mr. Cassady noted the restaurant and retail
component at the 20West development is under construction and will open at an appropriate time. Mr. Cassady also
noted that emergency work was needed at the New Fire headquarters due to some seepage issues.
10. ANY OTHER BUSINESS
None
11. ADJOURNMENT
There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee
Saccotelli, moved to adjourn the meeting. By unanimous vote, the May 5, 2020 meeting of the Village or adjourned at
8:5013M.
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