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HomeMy WebLinkAbout0905_001MINUTES COMMITTEE OF THE WHOLE SEPTEMBER 14,1999 The meeting was called to order at 7:37 p.m. by Village Manager Michael Janonis. Motion made by Trustee Nocchi and Seconded by Trustee Lohrstorfer to appoint Trustee Corcoran as Mayor Pro Tem. Motion was approved unanimously. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi, Michaele Skowron and Irvana Wilks. Absent from the meeting was Mayor Gerald Farley. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Finance Director Doug Ellsworth, Deputy Finance Director Carol Widmer, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Water/Sewer Superintendent Rory O'Donovan, Community Development Director William Cooney and Village Planner Misty Das. Approval of Minutes of August 24, 1999. Motion made to approve the Minutes by Trustee Wilks and Seconded by Trustee Hoefert. Minutes were approved. ;0IM141 R0 VW Deputy Finance Director Carol Widmer provided a general overview of the topic. She stated f ,the Finance Department Is, In, the pro'ces,s of converting to a new billing system. The conversion is necessary due to the implementation of the SCI Financial Software, Programs. The current water billing system is not Y2K compliant and, therefore, it must be resolved by the end of the year. Currently the water bills are generated using a postcard, however, due to the space limits and the significant expensive modifications necessary to convert to postcards under the SCI system, staff undertook researching the possibility of a third party generating and mailing the water bills. The current amount of time necessary to process water bills is approximately seven hours and would increase to 18 hours by getting away from the postcard system but using the modified SCI software. Third Millennium responded to the RFPs that were sent out earlier last month. The projected cost of approximately $40,680 is more expensive than generating the bills in-house but avoids the expensive SCI modifications and allows the ability of staff to redirect work hours toward other Finance Department issues. General comments from the Village Board members included the following items: There was discussion regarding the separate cost of postage as a portion of the processing cost. There was also discussion regarding how delinquent bills are processed. There was a concern raised regarding follow-up notices or late notices and how the outside vendor would process such notices. There was also some discussion regarding the use of direct debit cards to process bills. Deputy Finance Director Carol Widmer responded to a number of the questions. She stated the postage cost would be separate from the printing and processing cost of the vendor. The Village currently pays for the postage separately anyway so the cost should be negligible in terms of any increased postage. She stated that late notices would be included in the piece charge of 23.40 per bill and these late notices would be printed and mailed at the same time as the typical billing run. The Village would use a lock -box process and still maintain bi-monthly billing but there may be a need to consider monthly billing in the future. All administration of the bill process will remain with the Village. General consensus of the Village Board was to support outsourcing for water bill processing and printing services. Village Manager Janonis stated this is the first time this item has been discussed and is presented here for informational purposes. Water/Sewer Superintendent Rory O'Donovan reviewed a draft brochure providing general information regarding the Village water system, which is required to be mailed by mid-October to all Village water customers. He stated the Federal mandate requires information such as where the water comes from, what is in the water and if something is in the water, what levels of materials are considered harmful. He stated the information included in the report also represents periodic testing at the customer tap as required by Federal law. General comments from the Village Board members included the following items: There was discussion regarding the testing for well water that the Village uses for system back up. There was also discussion regarding the sampling points at the customer's tap and how those are chosen. *'ublic '11orks, Director Andler stated that the sampling points must be approved by EPA and ,nust remain consistent with the location and the type of internal plumbing. Deputy Public Works Director Dorsey stated the EPA originally required 60 samples but due to good sampling results, the Village is only required to sample 30 locations every three years. This information was presented for informational purposes only and required no Village Board action at this time. V114p ENT BLOCK GRANT AtJQ CObISOLIDA ED PILA, DISCUSSION I Community Development Director Cooney stated that this is the second Five -Year Plan which will be used as a policy guide for the Village once the Plan Commission reviews the document on September 15. The Consolidated Plan includes goals and objectives based on community needs. Among the priorities outlined in the Plan are: Affordable housing Economic development Neighborhood revitalization Youth support and growth Continuum of care 2 The Plan outlines steps and activities which the Village may undertake to address each item and also serves as a general guide for consideration of funding requests from Community Development Block Grant Funds. Mr. Cooney also stated that this review is now more critical than ever due to a projected 15% reduction in funding from the Federal government for CDBG monies. Plan Commission Chairman Mike Zadell spoke. He stated a sub -committee of the Plan Commission has been formed to monitor the effectiveness of various programs that receive financial support. He stated the review will determine the most effective use of limited funds for future years. The Plan as submitted to the Village Board, will be reviewed at an upcoming Plan Commission meeting and recommendations will be forwarded to the Village Board for consideration at that point. 11 The Item was for general Information purposes only and required no Village Board action at this time, M_ ;- - 4' 1 V11- Ayd; I #A K aw*i= Trustee Hoefert requested information regarding the status of IDOT improvements along Golf Road. He understood there was some discussion regarding a painted median versus a mountable median. Village Manager Janonis stated that Golf Road is considered an SRA and is currently not in the five-year IDOT funding cycle. He stated that staff has offered input based on community needs and will review the status ,and get back to the Village Board. Trustee Wilks wanted to compliment the Human Services Department for the recent Health Fair. She also was approached by a resident who had concerns about the meter replacement program and who is authorized to enter residents' homes for replacement. Since there was no further business, the Committee of the Whole meeting was adjourned at 8:58 p.m. HAGEN\Cow\M1nutes191499 COW Minutes.doc Respectfully submitted, DAVID STRAHL Assistant Village Manager C 0 TO* VILLAGE MANGER MICHAEL E. JANONIS DIRECTOR OF PUBLIC WORKS GLEN ANDLER FROM: VILLAGE ENGINEER DATE: OCTOBER 5, 1999 SUBJECT: STONE SHOULDER POLICY P0 UM! Kk - db y. d1k 4ft d1k A6 40 dft 40 4ft 4b Am 01 Am Ak db db .. 'lip 9 A -r REPORT R.ECOM,]MENDATION Earth Tech's report states, "it is aura pinion that the aggregate shoulder provides the most cost-effective, option for protecting the pavement edge. However to provide for an aesthetically pleasing shoulder, , we recommend that a combImation shoulder be considered." The report,, goes on to suggest that the combination shoulder should consist of a 411 stone layer, topped with a 1- 1/4" layer of black dirt and then sod or grass seed. FF Mv E NIS AND flECQM(M'EN0A1QNS Staff agrees that the aggregate shoulder provides the most cost-effective option for 4 411 protecting the pavement edge. HoweVE)r, staff appreciates the concerns of the residents and supports the use of Earth Tech's recommended combination shoulder on a trial basis to determine its long term viability. Page 2 Stone Shoulder Policy October 5, 1999 Staff agrees that Earth Tech'recommended solution of substituting topsoil and seeding in lieu of the limestone screenings will provide edge stability. However it may be difficult to establish and maintain a lawn with either seed or sod on top of only 1.25" of topsoil over a gravel base. Staff recommends that this combination shoulder be installed on all streets included in the 1998 Resurfacing Program (Glendale) and the 1999 Resurfacing Program (Oak, MacArthur, Withorn and Greenbriar), and in future programs until such time as a determination can be made regarding the long term viability of this recommendation. Throughout the Village, the Public Works Department maintains the pavement and associated features such as curbs, gutters, and stone shoulders, but not grass parkways. If the Board agrees to proceed with Earth Tech's recommended solution, it should do so with the understanding that the maintenance of the grassed shoulder surface be the responsibility of the homeowner, just as grassed parkways adjacent to curbed streets are maintained by the resident. V The Golfview Estates residents had also expressed concern about the condition of storm drainage culverts in the neighborhood. As part of any street resurfacing or reconstruction,.- existing culverts or drainage structures that are installed at the pavement edge or under the pavement will be repaired or replaced if necessary. This includes all the street crossing culverts in that subdivision. Culverts under driveway aprons have been, and should remain the responsibility of the homeowner. P.A'R.KIRQJB_ARR1,,ER$. Inpreparation of this report it was noted that numerous property owners on non -curbed streets have installed barriers to discourage parking on the shoulders of these streets. Barriers 'include items such as boulders, stakes, pipes and reflectors. These obstructions violate Village Ordinances and they are a potential safety hazard and liability to the Village as well as an 'impediment to future street maintenance (including plowing). Staff would seek the Village Board's reaffirmation of the need to enforce the "No Obstructions" rule. u1becker \\PU BLICWORK\SYS2\FILES\ENGINEER\RESURFAC\RESURF99\CORRES\M EMOOCT5. DOC Director Glen R. Andler MAINTAIN Water/Sewer Superintendent Deputy Director Roderick T O'Donovan Sean P Dorsey Streets/Buildings Superintendent Village Engineer Paul C, Eh,)rps Jeffrey A. Wulbecker Forestry/Grounds Superintendent Administrative Assistant 0 Sandra M. Clar.k,, Dawn L, Wucki Vehicle/Equfpment,S�up�eriritendent James E., Guentflej- Solid Waste Coordinator M, Lisa Angell Mount Proapect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 Phone 847/e7O-5840 Fax 847/253-9377 TOO B47/392 -123E3 To: Residents of Non -Curbed Streets Date: October 5, '1999 Subject: Stone Shoulder Policy Discussion On June 22, 1999, a group representing the GoIfvi"ew Estates Subid vis ion attended the Committee of the Whole meeting to voice their concerns about the installation of stone shoulders on non cur streets, that are being resu'rfaced., This group asked the Mayor and the Board to review an 10 ,d recomider the current, policy. At that meeting, the Village Board directed staff'to hi're, an engineefling consultant to rev"i,ew the newly installed shouldersand provide alternatives to the stone shoulders. A contract was awarded to Earth Tech, Inc. for thisstudye Earth Tech has completed its review and has prepared a written rePort* Earth Tech suggests that a combination shouldershould be used., Thi's coirnbination should consist of a, 4" stone layer, topped with a I *-, layer of bilack �dirt, andthen sod or grass seed* The Village Staff appreciates the concerns of the residents and supports,the use of Earth Te�ch's recommended combInatlon shoulder on a trial basis to determine its long-term viability. A cross-sectional detail is included on the back of this page. The Village Board, Committee of the Whole Will Tfurther dlls,c,U'SS,. thi•'matter on 01, F1 "s, uesday, October 12, 1999. Earth wj 11 be pres�ent at thi's meeting to discuss W their, report and answer any questions. This meeting will be held In the Mount Prospect, Senior Center located at 50 S.Ernerson,,Stree�t. The, ng •wi rneotill start at 7:30 PM. You are all invited to attend and parficipate in this discussion. Please contact me at 870-5640, if you have any questions, Very truly yours, & ulbecker Cc: Michael E. Janonis, Village Manager Glen Andler, Director of Public Works Recycled Paper - Printed with Soy Ink 21- I TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: SEPTEMBER 1, 1999 SUBJECT: UTILITY PERMIT PROCEDURE The Engineering Staff earlier this year evaluated the procedure of issuing permits to allow utility companies to do work in the Village. The former procedure provided a page of general guidelines and expectations of the utility companies. From this evaluation, we determined there were two key factors supporting the need to expand upon the current procedure. First, we need to have a better understanding of the work being done by utility companies. In some cases during previous years, plans submitted for review were vague, work did not follow the approved permit, restoration was not completed by the expiration date and/or work was done without a pen -nit. On occasion, our office would get telephone calls from upset residents wanting to know the work being done and we could provide limited or no information. Second, we need to be prepared for the increase of permit applications in the future. We issued approximately 70 permits to the utility companies in 1998. A majority of the permits were issued to Ameritech, Nicor, Com Ed, TCI and Citizens Utilities. Through discussions with these utility companies as well as the new cable company, Ameritech — New Media, we could expect approximately 300 permit applications in 1999. The new procedure addresses both of the above factors improving both the review process and tracking system of approved permits. Work within public rights-of-way as well as new work within pubic utility casements will require a pen -nit. Routine maintenance work will require notification so that we know their location in the Village. Plans will require detailed information in order to understand the scope of the work in relation to the surrounding conditions. Detailed plans will also improve the review process by reducing the confusion and questions raised about the work. The new procedure allows the Village to stop work if a utility is in noncompliance with an approved permit or has not obtained a permit. The ordinance allows monetary penalties to be assessed to the utility companies in the event of noncompliance with the new procedure. The new procedure also provides guidelines on emergency work, tree protection requirements and restoration. After drafting the new procedure, the Public Works Division Superintendents and Village Attorney were given the opportunity to review the documents and provide comments. From this, a final draft was completed and put into effect on April 1, 1999. In order to communicate the new procedure, copies were sent to the utility companies and meetings were held at Public Works to present the new procedure. Each utility company was invited separately to discuss the new procedure. Page two Utility Permit Procedure September 1, 1999 The Engineering Staff would now like to present the new procedure to the Village Board. Attached for your reference 'is a copy of the Procedure for Permitting Utility Work within the Village ofMount Prospect and draft copy • the ordinance. The ordinance has been reviewed by Buzz Hill and received preliminary approval. With the Village Board's support, the proposed ordinance can be incorporated into the Village Code. Please include this item on the September 28th Village Committee of the Whole Agendl Matthew P. La cc: Village Clerk Velma Lowe x:filcs\engineet\util_per\procedutVmanager —metm2.doe Director Water/Sewer Superintendent Glen R,, Andler """AIN Roderick T O'Donovan Deputy Director Streets/Buildings Superintendent Sean P Dorsey Paul C,, Bures Village Engineer Forestry/Grounds Superintendent Jeffrey A Wulbecker Sandra M,, Clark Administrative Assistant Vehicle/Equipment Superintendent Dawn L,, Wucki James E, Guenther Solid Waste Coordinator M. Lisa Angell Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois B0056-2229 Phone 1347/1370-511340 Fax B47/253-9377 TDD B47/392-1235 PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC R113HTS-OF-WAY & EASEMENTS IN THE VILLAGE OF MOUNT PROSPECT f���,772, 11'""j- a- - - �- Wl -11 Annual Registration --------------- Work Requiring Permits."""' Permit Application Package ................. Review Procedure 2 Permit Denial2 Notification Requirement ---------------------- *.,2 Stopping Work 2, Emergency Work 3 Sodding ..................... 3 Tree Protection Requirements --------------------* 3-4 Completion of Work / Final Inspection.-- --5 Expiration of Permit ------------------------------*.,*' ".5 Penalty-_-____________________________________________------------------ .. ... ... .. Supplements---------------------------------------------- ­­., - A—— .. Effective: April 1, 1999 Recycled Paper - Printed with Soy Ink PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC RIGHTS -OP -WAY & EASEMENTS IN THE VILLAGE OF MOUNT PROSPECT tnmn Every utility company that has facilities located within the public right-of-way in the Village of Mount Prospect shall register on January I" of each year with the Director of Public Works. The utility company shall provide the Village a list of contact persons, along with their respective address and phone number, who can act on behalf of the utility company in connection with regular scheduled work and emergencies. Rea u "Ell] - I * 9-29 i Utility excavations or aerial work within all public rights-of-way (including State and Country rights-of- way) in the Village of Mount Prospect shall require a permit issued by the Public Works Department. This includes additions, removals and/or modifications to existing facilities. Utility excavations or aerial work within both public rights-of-way and easements reserved for public utilities shall also require a permit. Work progressing without a permit will be stopped immediately until one is obtained by the utility company. Aerial maintenance work that does not involve any pavement disruption, earth disruption, tree trinuning or removal/replacement of cable shall not require a pen -nit. Maintenance work entirely within easements reserved for public utilities that does not conflict with Village of Mount Prospect utilities shall also not require a permit. However, the utility company shall contact the Engineering Division a minimum of 48 hours prior to construction providing a scope of the work, starting and ending date, contact person and phone number. Any damage to the parkway or private property shall be restored immediately after completion of the work. Ptunit Each permit application package shall include the following: • Right-ojl Way / Utility Easement Permit Application — one original, signed copy. • Eight (8) copies of CAD drawings of the proposed project including the following details: • A thorough representation of the work to be performed (i.e. — identify what is being installed, removed, modified, etc.) and how the work will be performed (i.e. — directional boring, open trench, overhead, etc.). • Identify position of proposed work — provide offset distance to edge of pavement, back of curb, etc., or draw plans according to a scale. • If the work includes new underground installation, indicate the size of the conduit and the depth it will be installed. 0 If the work is to replace existing cable in conduit, indicate whether the new cable will be in the existing conduit in new conduit but same location or in new conduit and different location. 0 If the work includes directional boring, indicate the location and size of the bore pits. Identify all existing above -ground structures in the project area including fire hydrants, valve vaults) manholes, utility poles, parkway trees (including diameter at 4 1/2' above ground), etc. Identify all sidewalks, driveways and other paved surfaces included in the scope of the project. • Provide the title of the project and the date it was prepared. • Identify a directional marker indicating at least a "North" direction. • Provide a legend defining symbols, line types, etc. • Identify addresses of properties included in the scope of the project. • Identify street names included in the scope of the project. • Identify right-of-way lines and boundary lines of existing utility easements. Number all parkway trees on the plan. 0 Provide a contact name, address and phone number of the person responsible for the project. 0 Work involving the need for a traffic control plan shall adhere to the specifications outlined in the Manual on Uniform Traffic Control Devices. 10 Note on the plan that all disturbed areas are to be restored to its original condition or better. All grass areas shall be replaced with sod. • Stamped return envelope. • Copies of any necessary County and/or State permits. PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC RIGHTS-OF-WAY EASEMENTS IN THE VILLAGE OF MOUNT PROSPECT RON I 1� 11ow"m . ............... Upon receipt of a permit application package, Staff will review the package for completeness. Should the package lack any of the above items, the utility company will be notified in writing of the deficient items. Once Staff has received a complete package, plans will be distributed to the various Public Works divisions for review and comment. Based on the comments of the various Public Works divisions, the permit will either be approved subject to certain conditions or denied and returned to the utility company for revisions. The permit application will either be approved or denied by the Public Works Department within thirty (30) days of receiving a complete permit application package. Should the plans be in approvable condition, an approved permit application and set of plans (if appropriate) will be returned to the utility company along with an approval letter identifying the conditions of the pen -nit (if appropriate). Should the permit be denied, a review letter explaining the reasons and a marked -up set of plans will be returned to the utility company. Once the utility company has made the necessary revisions to the plans, three revised sets of plans shall be submitted to the Public Works Department for review. Should all outstanding issues be satisfactorily addressed, the permit application will be approved by the Village Engineer. Pv=id2=W Permits may be denied for any one (1) of the following reasons: 0 Any one (1) of the -items described under the a section is missing. 0 The utility company has not posted the necessary bond, does not have a franchise agreement or is not covered by the Village of Mount Prospect Telecommunications Infrastructure Maintenance Fee ordinance, where applicable. 0 Part or all of the proposed work is located outside the public right-of-way or existing utility easement. The proposed work encroaches on Village -owned facilities (minimum 10' horizontal and 2' vertical separation from water main, sanitary sewer, storm sewer, street light conduit, etc.), unless other -wise approved. • The proposed work may result in damage to Village -owned facilities. • The proposed work may result in damage to privately -owned facilities and/or structures. • The proposed work may disrupt use of the Village right-of-way or existing utility easements by others. • The proposed work may present an unsanctioned conflict with other utilities. • Noncompliance with the Village Code related to parkway tree protection (summarized in the MA'Lagg Qf I -Utility, Actly*t,e", 'T 0 Noncompliance with any other Village regulation, including but not limited to the Construction of Utility Facilities in the Public Rights -of- Way ordinance ("R.O.W. Usage Regulations"). 1v011.1,ficati n gau" n= agn Once the permit has been approved by the Village Engineer, the utility company shall contact J.U.L.I.E. (1.800-892-0123) and the Engineering Division (847.870-5640) a minimum of 48 hours prior to starting work. Normal business hours are 7:30 a.m. — 5:00 p.m., Monday through Friday. Failure to provide the 48-hour notice shall result in stopping work. Work may be stopped for any one (1) of the following reasons: • The utility company has not obtained a permit. • The crew does not have a copy of an approved permit and set of plans on-site. Work being performed is inconsistent with the approved permit. • The utility company or contractor has failed to provide adequate notification. • Work is being performed in a manner that may create a public safety hazard or may unduly disrupt use of the Village right-of-way or existing utility easement. • The utility company has not obtained the necessary County and/or State permits, where applicable. PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC RIGHTS-OF-WAY & EASEMENTS IN THE VILLAGE OF MOUNT PROSPECT 1gill , . .. . . .. ... .. . .... . .. . . ....................... . ..... Emgmfflgy_� Emergency work is defined as work that is to repair or modify an existing facility that affects the safety of the community. In the event of an emergency, the utility company may request a verbal permit by calling the Engineering Division at 847-870-5640. If the request is made after normal business hours, the utility company shall leave a message on the Public Works Department voice mail system explaining the nature of the emergency, the location, the starting and completion date of the work, and the name and phone number of a utility company contact person. In addition, if the required excavation will be closer than the minimum required separation from a parkway tree, additional notifications described in the "., * *%, 1 .10 1 1mm=, section shall be made. The utility company shall also fax a completed Right -of -Way / Utility Easement Permit Application and sketch of the work to the Engineering Division at 847.253-9377 to obtain an "after -the -fact" permit. The Engineering Division must receive the permit application package within three business days of the verbal approval. So -44111, 12 All disturbed grass areas are to be restored with sod. The sod shall be placed and rolled on the prepared surface with the edges in close contact and alternate courses staggered. The sod shall be placed only when the air temperature is less than 90° F. All sod delivered to theJob site shall be kept moist and protected from exposure to the sun, wind, and freezing conditions until it is to be placed on the topsoil (depth of 6" minimum). After the disturbed grass areas designated for sodding have been topsoiled, the contractor shall carefully grade and fine - rake then cover the topsoil with sod. The contractor shall install a starter fertilizer at a rate specified in Article 252.03 of the Standard Specifications for Road and Bridge Construction. The mixture of nitrogen, phosphorus and potassium nutrients shall be at a percentage basis of 6:24:24 of active ingredients, respectively. The contractor shall maintain the sod on a daily basis and water as needed for a period of ten consecutive days after which the utility company shall request the property owner adjacent to the parkway take over the maintenance responsibility. The utility company shall contact the Public Works Department to request inspection of the sod. The Public Works Department shall evaluate the sod at the end of the ten-day watering period for acceptance. Should the sod not survive the ten days after being laid, the contractor shall remove and replace the sod, and water again for the same time period. After the ten-day watering period, the new sod will then be re-evaluated by the Public Works Department for acceptance. After acceptance, the utility company shall notify the property owner and request that they take over the maintenance responsibility and should continue to water the sod until the root system has taken hold. A copy of this notification must be sent to the Engineering Division, otherwise, the utility company shall continue to be responsible for the maintenance of the sod. Jh.q To preserve parkway trees, the Village has adopted ordinances in Chapter 9 of the Village Code and standards in the Village's Arboricultural Standards Manual. A copy of the Village Code is available at the Village Clerk's Office and the Arboricultural Standards Manual from the Forestry Division at the Public Works Department. Tree root system disturbance may result not only in tree death but also blow -over, in which case the utility company could be held liable for any resulting injury or property damage. To preserve tree roots, no equipment operation, material storage, grade changes, excavation or open trenching will normally be allowed within the drip line of any parkway tree. Should this be impossible due to the necessary work, the following mui =ium required separation must be maintained between the edge of excavation, trench or pavement and the center of the tree: Tree Diameter (inches) Distance (feet) <3 1 3-4 2 5-9 -5 10-14 10 15-19 12 >19 15 PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC RIGHTS-OF-WAY & EASEMENTS IN THE: VILLAGE OF MOUNT PROSPECT ... . ...... Prohibited activities Removal of trees (unless authorized by Village). Damage to trunk and limbs. Nailing materials onto trees. Additional protection measures which may be required, depending on the nature of the work — Snow fence at the drip line. Preconstruction root pruning. Procedure for emergency work near parkway trees — 0 An "after -the -fact" permit shall be obtained by the utility company within three business days of the verbal approval. 0 All effort shall be made to adhere to the minimum required separation of any excavation from parkway trees. In the event that emergency work cannot be completed without excavation in this area,, the utility company may proceed with the work. However, inspection is then required prior to backfill of the top 18" of soil by a Staff member of the Forestry Division. The area shall be barricaded for safety purposes until the area is backfilled. • If work is performed during normal business hours, the utility company shall contact the Forestry Division for inspection of the tree prior to backfill. If work is performed after normal business hours, the utility company shall contact the Police Department (847-870-5656). The Police Department will then contact an employee of the Public Works Department for inspection. • If the area is backfilled prior to inspection, the contractor is required to re -excavate, in the presence of a Staff member of the Forestry Division, for inspection. • After inspection of the excavated area, the utility company will be notified by the Forestry Division. The utility company shall then repair all damaged roots and backfill the area within three days if the tree doesn't have to be removed. Damage to parkway trees — • Repair of damaged roots will be the responsibility of the utility company. All roots greater than 1" in diameter that are encountered during excavation shall be cleanly cut, on the side attached to the tree, with a handsaw or other tool specifically designed to cut wood. • Damage to a tree's trunk and/or limbs will be repaired by the Forestry Division. The utility company will be billed for this service at current Village labor and equipment rates. • If it is determined the tree must be removed, the Village of Mount Prospect will remove and replace the tree and an invoice sent to the utility company for this service. The invoice amount will be determined by multiplying the diameter of the destroyed tree (measured 4 '/2' above the ground) times $ 100.00 per inch. If it is determined that the required work could not have been completed without destruction of the tree, the Forestry Division may issue a permit authorizing removal of the tree, and the stump to a depth of 12", by the utility company at their expense. The utility company will have ten business days to remove the tree. In this case, the utility company will be invoiced for the full cost of a 4" diameter replacement tree (or a like size replacement tree if the destroyed tree is less than 4" in diameter). • No further permits will be issued to the utility company until payment is received by the Village of Mount Prospect for all services. Tree pruning — No trees within the public right-of-way may be pruned without a permit. Except for imminent safety hazards, no pruning may take place without seven days prior notice to the Forestry Division. All parkway tree pruning is bound by the ordinances in the Village Code (Section 9.509) and the standards in the Village's Arboricultural Standards Manual. No American Elm trees within the public right-of-way may be pruned during the growing season, except for imminent safety hazards. PROCEDURE FOR PERMITTING UTILITY WORK WITHIN ALL PUBLIC RIGHTS-OF-WAY EASEMENTS IN THE VILLAGE OF MOUNT PROSPECT WIMMIMM O' " 1 4 k , Confink.1m. 17 W I F1, insc & �A= At the completion of all work including restoration, the utility company shall contact the Engineering Division to request a final inspection. If any work is rejected, the utility company will be notified in writing by the Engineering Division. All deficient work shall be corrected by the permit expiration date. A request for an extension to complete the restoration work will be considered on a case-by-case basis. Effort should be taken to complete all work by the permit expiration date as approval of an extension is not guaranteed. If the work is not satisfactorily completed by the permit expiration or extension deadline date, Village resources will be used to complete the project and the utility company will be invoiced for the service. Current labor and equipment rates or contractual costs used by the Public Works Department will apply. Overtime rates will be used, if applicable. Materials will be billed at cost plus a 20% handling fee. No further permits will be issued to the utility company until the full payment is received by the Village of Mount Prospect. Ex11411,10,11, Qf PAUDA All permits issued between January 15'h and October 31" shall be completely restored within 120 consecutive calendar days or before November 15'h, whichever comes first. All pen -nits issued between November 1" and January 146' shall be completely restored by May 15d. Otherwise, the permit is null and void. The Public Works Department shall suspend the restoration requirements during the winter months. However, all excavations shall be filled to grade and made as aesthetically pleasing as possible. In addition') earthen fill shall be added to maintain grade and asphalt added to driveways by the utility company whenever settling has occurred. if a permit expires before work commences, the utility company shall apply for a new permit. For a period of one (1) year from the date the Public Works Department approves the final inspection, the utility company shall be responsible to restore any backfilled area that has settled due to construction. Sod shall be used to restore all disturbed grass areas. Penal Monetary penalties for violating any of the guidelines set forth in this procedure is outlined in ordinance form in the Village Code. ts Chapter 6 and Chapter 9 Article 5 of the Village Code, Telecommunications Code and Trees and Shrubs, respectively, the "R.O.W. Usage Regulations" and the appropriate franchise agreements shall serve as supplements to the regulations set forth above. Director MAINTAIN, Water/Sewer Superintendent Glen R, Andler Rodbrick T O'Donovan Deputy Director Streets/Buildings Superintendent Sean P Dorsey Paul C, Bores Village Engineer Forestry/Grounds Superintendent Jeffrey A, Wulbecker Sandra M, Clark Administrative Assistant Vehicle/Equipment Superintendent Dawn L, Wucki James E, Guenther Solid Waste Coordinator M, Lisa Angell Mount Prospect Public Works Oepartment 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 Phone B47/B70-5640 Fax E347/253-9377 TDD B47/392-1235 Right -of -Way / Utility Easement Permit Application WHEREAS, I(We) hereinafter termed the Applicant, requests (Person I Company / Orgmi"tion) permission and authority to do certain work herein described within the Village of Mount Prospect right-of-way or public utility casement known as: The work is described in detail on the attached drawing and/or as follows This permit is subject to the conditions and restrictions of the Procedure for Permitting Utility Work Within All Public Rights -of -Way & Easements in the Village of Mount Prospect. It is understood that from the permit approval date, all permits issued betwe en Jan u ary 15' and October 311 shall be completely restored within 120 consecutive calendar days or before November 151, whichever comes first. All permits issued between November I' and January 10 shall be completely restored by May 15'. Otherwise, the permit is null and void. The Applicant is to complete this section upon submittal with the agreement that the guidelines established in the procedure will be adhered to. Signed: (Signature) "M This section is to be completed by the Village of Mount Prospect, Approved this day of Lkontact J.U.L.I.E. and the Village of Mount Prospect a minimum of 48 hours prior to construction to locate existing utility lines. LJMaintain a minimum of ten -foot horizontal and two -foot vertical sq,patation from all watet main, sanitary sewer and storm sewer in the area, unless otherwise approved. 01"his perni,it is approved with, the understanding all work on private pr(,,)Mty is done within a, utility easement., if ons, does not exist, an I -f easenie.nt ss all be obtair,'icd, prior to performing any w, ork. 11 Proper traffic control, shall be provided by the contractor per the Ala"Itual on Ohiform Taffic Control Devices. LIAIJ excavations, shall, be idled to grade and made as aesthetic ll " leasing aspo,��sni iblc dung the winter months. TIN, e disturbc4­ areas $Aa,�l Ce rwnitoired tbroughout the winter,,,, Earthen Fill is to, 'be, added to niaintain gra,de and asphalt added to drivewayss whenever settling has A For: (Company or Organization) 10101 (Mailing Address) (City) (State) (Zip Code) Mml, By: Village Engineer FIThe proposed work is near Village -owned trees. The contractor shall adhere to the Village Code related to parkway tree protection (summarized in the Village of4founi Prospect Summary of Parkway i . Tree Requrements Related to Utility Activities). FIAII trenching within two -feet of any paved surface shall be filled with compacted trench backfill per Village Ordinance 22.104.5. U!Tlie plans indicate, the onlwork-, is to ivarrangc aerial able; on existing poles. No other worl: is shown, or, ap'pro I ved as part of this pert,nit., Should, the work involve telocating poles, tree tiumning, and/or, excavat4011, out Qf i fice shall be notirli the work rriust be approved prior to proceeding. QThe following govemmental agency also has jurisdiction within the �11 right-of-way of the proposed work and, Nvitlrequire a permit. ULAcUire - Recycled Paper - Printed with Soy Ink Ordinance Procedure. The utility company shall adhere to the regulations described in the most current version of the Procedure for Permitting Utility Work within All Public Rights -of -Way & Easements in the Village of Mount Prospect. Penalty. Any person violating any provision of this Article shall be fined the full amount of any mitigation costs incurred by the Village. In addition, unless otherwise set forth herein any person violating any provision of this Article shall be fined as follows: Non -emergency work progressing without a permit $500.00 Non -emergency work being performed inconsistent with approved pen -nit $500.00 Emergency work progressing without notification $500.00 An "after -the -fact" permit has not been submitted after the verbal approval $500.00 Continuing work after suspension or revocation of permit $500.00 Failure to backfill excavated area after inspection by the Forestry Division $500.00 Failure to remove tree after being directed by the Forestry Division $500.00 Tree protection violations See Tree Protection Ordinance, Chapter 9 of Village Code A separate offense shall be deemed committed on each day during or on which a violation occurs or continues. Citations. The Director of Public Works has the authority to issue citations to any persons who violate the provisions of this Article. Violations committed by employees or contractors of companies during work- related activities will be considered violations committed by the employing or contracting company, and citations will be delivered to the employing or contracting company. All citations issued relevant to this ordinance will advise the notified person or organization that a violation to a specific subsection of this ordinance has occurred, and the violation will be detailed. The citation will request the notified person or organization to make payment in the amount specified in this ordinance as settlement of the violation. The citation will also inform the notified person or organization that upon failure to settle the violation, a complaint will be filed in the Circuit Court of Cook County. Service of Notice or Citation. Service of any notice required or citation permitted by this Article may be accomplished by either of the following methods: 1. Personal Service — This may be achieved by actual delivery to an employee or representative of the utility company with knowledge of the work in question. 2. Substituted Service — This may be achieved by mailing of the notice or citation by both registered and regular mail to an employee or representative of the utility company with knowledge of the work in question. VILLAGE OF MOUNT PROSPECT FINANCE COMNIISSION Agenda Thursday, October 14, 1999 7:00 p.m. Pub,'1cWorks Da 1700 W. Central Road Lunch Room I Call to Order 11 Approval of Minutes — Meeting of August 26, 1999 IH Review of the Proposed 2000 Village Budget (Overview, Village Administration, Finance and Human Services) IV Other Business a v Chairman's Report *W Finance Director's Report V11 Next Meeting-. Thursday, October 21, 1999$ 7.-00 p.m. V111 Adj ournment NOTE: Any individual who would like to attend this meeting but because of a disability needs I some accommodation to parti* i c'pate should contact the Finance Director's Office at 100 South Emerson Street, Mount Prospect, (847)392-6000, ext. 5277, TDD (8470392-6064. Alinutes of the Meeting August 26, 1999 j n"j � /�j The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners Vince Grochocinski, Jim Morrison, Tom Pekras and Ann Smilanic. Also present were Finance Director Douglas Ellsworth and Deputy Finance Director Carol Widmer. Commissioners George Busse and John Engel were absent, The minutes of June 24, 1999, were approved as corrected, III New Business At the last meeting a question came up regarding how many members of the Committee had to be present at a meeting for a quorum, Mr. Ellsworth reported that the Village Attorney indicated that the majority of those holding office at the time of the meeting is required. If there are seven committee members, then four members make up a quorum. IV Qh9rmm!&.R-g1= Chairman John Korn updated members of the Finance Commission on recent actions of the Village Board. When the topic of the general store came up, Ann Smilanic stated that Trustee Hoefert indicated to her that the building could not be sold once it is completed because the donor of the sprinkling system would not make the donation for someone else's benefit. Ann asked for clarification as to whether the building could be sold once it is moved and rehabilitated. She asked if we are getting an agreement with donors that will allow us to sell the building in the future. Mr. Ellsworth said we could sell unless there is a contractual provision from donors that would prohibit us from selling the property. The members of the Finance Commission expressed concern that there are no written agreements between suppliers and the Village regarding the building. Further discussion revolved around the procedures being set up to keep track of costs. Mr. Ellsworth said the Village would follow standard procedures and track the costs *in appropriate accounts. Chairman Dorn said Mr. Janotu*s had indicated that there would be a report on the cost of the project. The members of the Finance Commission restated their opinion that the maximum amount that should be spent on the general store is the amount that would be spent to demolish the building. A discussion of the Village Board's consensus to gradually add to the General Fund fund balance took place. The Village Board expressed support to*increase the fund balance from 161/2% to 25 %. The increase would take place gradually over time. Mr. Ellsworth said a fund balance of 25 % would give the Village more flexibility. For 'Instance, sales tax makes up 27% of General Fund revenue and if there should be a significant drop in the sales tax revenue the Village would have the resources through fund balance to continue to fund operations without having to add additional revenue until the business climate recovered. A 25 % fund balance is more in line with other communities and would be viewed favorably by bond rating agencies, The Village Board also approved a transfer of $400,000 from the General Fund to the Capi'tal Improvement Fund and the transfer of $180,000 from the Vehicle Replacement Fund to the Capi'tal ImprovementiFund. Thom was general, consensus among toardmenibers,to support, a 4% goo" property tax levy also. 0 0 A letter from Mayor Farley to all Board and Commissi*on members regarding meeting attenda1 nce w distributed. Mr. Ellsworth advised that he had a scheduling conflict for the meeting of October 28 The members of the Finance Commission agreed to change the meeting date to October 27. V1 Ad`j,o, � mw. ni The meeting of September 23, 1999 has been cancelled. The next meeting is scheduled for October 14) 1999 at 7 -000 -p.m. The meeting was adjourned at 8:30 p.m. Respectfully submitted Carol L. WI*dmer Deputy Finance Director 2