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Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM I&&- I TO VILLAGE MANAGER MICHAEL JANONIS 0 ASSISTANT VILLAGE MANAGER DAVID STRAHL A&, FROM: JUDY BUNDICK, TV SERVICES SECRETARY 11 DATE: NOVEMBER 11, 1999 SUBJECT: SEALED BID RESULTS — PURCHASE OF THREE (3) NEW PLAIN PAPER COPIERS B,a,g,kg,ro,und At 10:00 AM on Thursday, October 14, 1999, sealed bids were opened for the proposed purchase of three (3) new plain paper copiers for the Village of Mount Prospect. These copiers are scheduled replacement for of a Savin 7430, Minolta EP470Z, and Toshiba 4010. Each bidder was asked to provide a listing of equipment and accessories identical to the Village's requirements as described in the issued bid document. The requested bid included a three-year all inclusive maintenance contract for each machine. [Note: Two (2) copiers are for TV Services and Police. The third is for Finance. The bidders were asked to provide pricing on two (2) copiers with their specifications, and another single copier with it's specifications.] Bid Results The Division sent eight (8) documents to prospective bidders and received a request for documents from an additional four (4) bidders, and public notice was posted in a local newspaper as required. The bids received were priced in a range from $19,5'13.00 as the high down to $8,212 as the lowest. The following results are of the top three (3) bids: For two, copiers. (Listed price is per machine and includes the amount for ik maintenance) Bidder Cost per Maintenance Total Amount copier Cost for 3 y of B i d Distinctive $47567.00 $3,645.00 $8,212.00 Ambassador Business Solutions $57294.50 $42500-00 $97794.50 T.J. Copy Products $67305-00 $3,825.00 $10,'130.00 Sealed Bid Results — Digital Video Camcorder purchase September 22, 1998 Page 2 of 2 For sib Ic o (Listed price is per machine and includes the amount for maintenance) Bidder Cost per Maintenance Total Amount copier Cost for 3 y!s._ Bid Distinctive $59400.00 $57467.50 $10,867-50 Ambassador Business Solutions $ 7,838.00 $49218.75 $11,056.75 Wagner Office Solutions, Inc. $5,345.00 $7,425-00 $12,770.00 Discussion Staff has evaluated the bid and determined that it is bona fide and responsive. The apparent low bidder for all copiers is Distinctive of Arlington Heights, Illinois. Recommendation Staff recommends awarding the bid to Distinctive of Arlington Heights, Illinois, for the purchase of three (3) copiers for the Village of Mount Prospect. Funds for this proposed purchase are available in the following account numbers; Police is found in the combination of two accounts, 517701-650032 for $5,000 and 517701-650030 for $5,000; TV Services and MIS copier is found in account 517701-650033 for $9,000; and Finance is found in account 517701-650035 for $9,000. These are the amounts as listed in the current budget. Recommended by staff: Judy Bundick, Mike Semkiu, Ross Rowe, Carol Widmer \\VHW021DEPT\TVSERV\GEN\Copier Bid 19991Copier Bid Memo-1999.doc vi*11a,ge of Mount Prospect Community Development Department MEN[ORANDUM TO: MICHAEL JANONIS, VILLAGE MANAGER FIw ROM: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT DATE: NOVEMBER 10, 1999 SUBJECT: INSTALLATION OF BRICK PAVERS AT WILLE & CENTRAL As part of their work at the Clocktower condominiums, Norwood Builders is installing a brick paver sidewalk IXalt is in keeping with the design of the already completed portion of the development. That work is being done by a subcontractor,, United Brick Pavers, Inc. of Buffalo Grove. On a recent site visit, we noted that completion of the paver walk would leave the area at the corner of Wille and Central (around the Virginia Court Shopping Center) as the only portion of that block without streetscape improvements. In order to improve the appearance of that area, "finish off' the streetscape around that block, and take advantage of quantity prices, the subcontractor was directed to replace the public sidewalk around the corner with the same paver bricks. Based on the amount of brick required to replace the public sidewalk, the contractor provided the Village with bi Of $19,080.00, which was signed on November 1, 1999. Funds are available for this project through th Downtown Tax Increment Financing program, Account Number 557703-690200, on page 288 of the 199 Village Budget. We ask that the Village Board review and ratify this contract (attached) at their November 1. 1999 board meeting. Michael Blue \\V H\V02\DEP'BC0M DE V\G ENT LNGN EMOST I an i n rig Memos 1999\V COU rtp avers. doc . . (I T , r15 9 4C, F.) T 1 11.13 1 -V T 0 e T t7 t7R : NMI J (174A 1 -1 - -� �-J `f Unified Brick Pavers, '111C, October 29, 1900 Mr. William J. Cooney, it. L Director of Corrit-nunity Develowent Village of Mount Prospect 100 S. Emerson Street Mount Prospect, IL 6005(3-3266 Insmg LlAtLck Payer, Lnvestnient City side walks at the corner of Willie and Central Not to exceed 2,120 square feet (M $9,00 a square foot $ 19,080.00 This is a gix foot wide walk on Willie and Miming the walk on Central up to curt_ UnitedBrick Pavers, Inc. will use filter fab6c: betvveen clay and CA -6. and install a IZ'base GA -6 compacted in 3" layers for driveways, V United Brick Pavers, Inc. will install a 6" base CA -6 compacted in 3" layers for patios. 0 United Brick Pavers, Inc. will install Curve Rite edging, Curve Rite edging is guaranteed to retain brick and not rust or decompose. 0 United Brick Pavers, Inc. will remove all material (concrete, spoil, etc.). Unilock provides a lifetime manufacturer's guarantee. Upon start date of this proposal one third is due. The balance is payable upon completion, Buyer agrees that United��rr .kolash "before" and "after" photographs for adveftising aromotinc on pur7se5s rp J! MN a e carj 22�) th-tive,niity Drive ButEdo Grrove, it, 60089 (8 47) (;1')'%'3-0235 <- t, 108 1 t7l� V a 1,10 Jj we8 6., 0 66- 4 0 --loo S83ndd A 3 1+ i 8 C3 11 N 1 R q I u a S Village of count Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO VILLAGE MANAGER MICHAEL E. JANONIS, FROM: ASSISTANT VILLAGE MANAGER DATE: NOVEMBER 11, 1999 SUBJECT: AMERITECH NEW MEDIA CABLE ACCELERATED BUILD OUT PROPOSAL The Village recently installed a high-speed data line between the Public Works Facility and the Police/Fire Building. At the time of the Village Board approval the staff suggested the traffic on the new data line be closely monitored over the next several years to determine whether a fiber data line should be installed in the future. There was $50,000 put into the 2002 Capital Improvement Plan to construct, if the need for the fiber line was warranted. The newly installed data line serves as the conduit for both data and voice traffic, but it is very possible that based on the demands of data traffic the need to separate the voice and data to different lines may be necessary and a fiber line would be ideal for this purpose. Ameritech New Media approached the Village to consider the receipt of a fiber line between the Public Works Facility and the Police/Fire Building as compensation for assistance in accelerating the cable build out completion by December 31, 1999. Ameritech projects the installation cost of the fiber line to be approximately $144,375. After discussions with public works' staff it was determined the Village does not have the personnel available for the permit review and inspection services necessary to be completely dedicated to the Ameritech build out. A proposal was obtained from an engineering firm to determine how much it would cost for someone to assist existing public works staff in processing permits and performing inspections. The projected cost of an outside engineering inspector and staff overtime has been estimated at $30,000. Unfortunately, there are no funds currently available in the budget for this expenditure if the total cost was absorbed by the Village. However, the offer of $144,'' T5 worth fiber infrastructure for an expenditure of $30,000 is very attractive and worthy of consideration. A copy of the projected work is attached for your information. Ameritech has been working on installing the cable system since mid -summer and is already offering service in a few sections of Mount Prospect. Ameritech has committed to assigning as many work crews as necessary to complete the build out by the end of the AMERITECH NEW MEDIA CABLE ACCELERATED BUILD OUT PROPOSAL November 11, 1999 Page 2 year. ow ," r ertaking an ambitiousschedule such asthts may be impacted by weather or other, utilt; rt lk Mv M co CL m cr ©. M In cr to 103 03 Pr rw '13 cr CT 03 ELcoi 61.10 F A x X ............. A C2 C2 Iq a Y. ak a ca cl lb 465,0 0 C C a 0 0 Lq —"744 1 ON ------ ------ - OL .. r .- 4 t W R th 2 Ynn 1% SJTUXXV OnA WN 9999 9Z9 ZTC YVA OZ:ZT n 66/TT/TT Z -u a Y. 2 Ynn 1% SJTUXXV OnA WN 9999 9Z9 ZTC YVA OZ:ZT n 66/TT/TT Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM X/11 I A(02C KAAKIAf'-%C:D 11A1t"%UAE:1 C 1AK1f*1K11C% �• �T� U Aa q1 FROM: ASSISTANT VILLAGE MANAGER DATE: NOVEMBER 11, 1999 SUBJECT: AMERITECH NEW MEDIA CABLE ACCELERATED BUILD OUT PROPOSAL The Village recently installed a high-speed data line between the Public Works Facility and the Police/Fire Building. At the time of the Village Board approval the staff suggested the traffic on the new data line be closely monitored over the next several years to determine whether a fiber data line should be installed in the future. There was $50,000 put into the 2002 Capital Improvement Plan to construct, if the need for the fiber line was warranted. The newly installed data line serves as the conduit for both data and voice traffic, but it is very possible that based on the demands of data traffic the need to separate the voice and data to different lines may be necessary and a fiber line would be ideal for this purpose. Ameritech New Media approached the Village to consider the receipt of a fiber line between the Public Works Facility and the Police/Fire Building as compensation for assistance in accelerating the cable build out completion by December 31, 1999. Ameritech projects the installation cost of the fiber line to be approximately $144,375. After discussions with public works' staff it was determined the Village does not have the personnel available for the permit review and inspection services necessary to be completely dedicated to the Ameritech build out. A proposal was obtained from an engineering firm to determine how much it would cost for someone to assist existing public works staff in processing permits and performing inspections. The projected cost of an outside engineering inspector and staff overtime has been estimated at $30,000. Unfortunately, there are no funds currently available in the budget for this expenditure if the total cost was absorbed by the Village. However, the offer of $144,375 worth fiber infrastructure for an expenditure of $30,000 is very attractive and worthy of consideration. A copy of the projected work is attached for your information. Ameritech has been working on installing the cable system since mid -summer and is already offering service in a few sections of Mount Prospect. Ameritech has committed to assigning as many work crews as necessary to complete the build out by the end of the AMERITECH NEW MEDIA CABLE ACCELERATED BUILD OUT PROPOSAL November 11, 1999 Page 2 year. owever, un kin n bit,0 ious schedule such as this may be impacted by Hg aam wealther or other, utilitiesresponse to permit reviews for utilization of poles. There is a limited portion of the project that the MIllage can directly influence if the acceleration is undertaken. If such an acceleration is undertaken and the fiber installation offer is acceptable, the fiber line is not conditional on the cooperation of other entities outside of the Village's control. Without the projected acceleration theproject construction is not expected to be completed until March 2000. Based on expected winter weather conditions restoration -of the parkway would not be completed until spring, but all hazards would have to be rectified to the Village's satisfaction until final restoration could be completed. The parkways could conceivably wait for restoration from now until spring compared to late winter until spring. 0 Ameritech representatives have tentatively committed toaftend the Village Board meeting on November 16 to answer any questions. I would request the Village Board consider th"IS offer as a means to build -in a computer network enhancement at agreatly reduced cost. If you have any questions, please contact me. DAVID STRAHL c: Deputy Public Works Director Sean Dorsey HAGEWCASMArneritech Fiber Offer.doc LM ISO CL ts Fri M CD co RL - rp 0 SL Sam," 'Tt cr 13 "0 cr Iv tp cr CL all c ��a m CD 2L 7AA M b, at W aL In SJTUIIV QM M 0 ri 0 9929 9Z9 ZTC YVd OZ'ZT nH 66/TT/TT Z C, cr a 0 9929 9Z9 ZTC YVd OZ'ZT nH 66/TT/TT TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: STREETS AND BUILDINGS SUPERINTENDENT Ar I DATE: NOVEMBER 11, 1999 SUBJECT: REQUEST FOR PROPOSALS MONOSLAB REPAIR AND INSTALLATION AT DESPLAINES RIVER BACKWATER VALVES Backqroutid In the current budget, there are funds available to repair and expand the hard -surface work areas adjacent to the Des Plaines River backwater valves on River Road, just south of Seminole Lane. During both pumping and general maintenance operations, these hard surfaces have been damaged and are too small to accommodate all the pumping equipment. It is my recommendation that the pads be extended the full width of the concrete head walls at both structures. Making the work surface equal to the width of the head wall, would allow crews to see the entire work surface, even when covered by foliage or water. We are recommending using the same monoslabs used in the Weller Creek projects. PropqLsgls Rece1ved Three proposals were received from local contractors to level and expand the existing monoslabs to the full width of the outflow head walls: Prairie View , IL Both the State and the Cook County Forest Preserve District have given us verbal approval for the proposed work. The Forest Preserve District requested that they be listed as an -"other insured" with a gua,rantee that the area will be restored with natural, vegetation over the monoslabs. Restoration wily require the contractor to cover the monoslabs with topsoil and a rye grass seed mix, uire. This will provide immediate green cover and allow the re-establishment of the natural vegetation. All contractors have agreed to these conditions. X:\USERS\PBURES\VVORD\SPECS\MONOR(VRD.9g.doc Total letimi Meets 'Prow joss Contractor Price Time Regggiremetits Krugel Cobble, Inc. $14,300.00 30-45 days Yes Lake Bluff, IL Landscape Restoration $15,225.00 30-45 days Yes Mount Prospect, IL Glenbrook Excavating & Concrete, Inc. $22,000-00 30-45 days Yes Prairie View , IL Both the State and the Cook County Forest Preserve District have given us verbal approval for the proposed work. The Forest Preserve District requested that they be listed as an -"other insured" with a gua,rantee that the area will be restored with natural, vegetation over the monoslabs. Restoration wily require the contractor to cover the monoslabs with topsoil and a rye grass seed mix, uire. This will provide immediate green cover and allow the re-establishment of the natural vegetation. All contractors have agreed to these conditions. X:\USERS\PBURES\VVORD\SPECS\MONOR(VRD.9g.doc MONOSLAB REPAIR AND EXPANSION NOVEMBER I I 1999 �Page 2 Recommendation I recommend accepting the lowest qualified proposal for the repair of the two Des Plaines River backwater valve outflow pads, as submitted by Krugel Cobbles, Inc. of Lake Bluff, IL, at a cost not to exceed $14,300-00. Krugel Cobbles has worked for the Village before installing and repairing brick sidewalks and has preformed satisfactorily. Funds for this proposed project are available in account 597704-690030 (in the amount of $20,000), page 300, of the current budget. Paul Bures Streets & Buildings Superintendent concur. den R. ndler Director of Public Works C Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file TO# VILLAGE MANAGER MICHAEL E. JANONIS FROM: ASSISTANT VILLAGE MANAGER DATE: NOVEMBER 8, 1999 SUBJECT: VILLAGE WEB SERVER PURCHASE As part of the overall Computer Vision it was identified that the Village needed to provide additional information to the public through non-traditional means. The Village currently has a well-developed web page with extensive information, but it was determined that other documents of general public interest should be available without staff intervention, i.e. copying and filing. In order to provide a secure repository for public documents a Web Server was budgeted for FY 1999 in the amount of $10,000. The Web Server would be placed on the Village network so that public documents could be uploaded and accessed without compromising the network security features of the firewall. A number of functions would be provided by having a Web Server, below is a sampling of a number of those functions. Location of Village web page. Location of public documents, i.e. ordinances, resolutions, minutes, agendas, other general public correspondence along with search capabilities. • Location of databases or other related files, i.e. garage sale permit application submittal and processing, building permit submittal, etc. Location of general information regarding GIS data. Allow additional e-mail access from outside to selected staff. Currently there are very sporadic instances where some e-mail messages do not get through the current server, the new server should remedy this situation. The Web Server will be used extensively for electronic document storage for the use of the general public. The current server at NorthStarNet is capable of providing some of the functions listed above; however, by having a server off-site limits the Village's ability to maintain the information. While it is possible that the in-house Web Server could be down just as the server at NorthStarNet, but the ability to maintain local control is preferred. The Village staff intends to retain a presence on NorthstarNet that points or links back to the VILLAGE WEB SERVER PURCHASE November 8, 1999 Page 2 Village server. Also the ability to have the Web maintenance and authoring software, FrontPage, on the server with the actual Web page will allow for less staff time for general site maintenance due to the local availability to upload the information. MIS Coordinator Joan Middleton's attached memorandum provides additional technical details of the proposed purchase. I would recommend the authorization to purchase an ALR server for the purpose of Web Server operations at the Village. The cost of the PC is $8122, with a tape backup the computer price increases to $9991. The necessary software to operate the tape backup costs $1440. The total cost of setting up the Web Server is $11,431. Vendor Account NumberRItems to be purchased Cost � Gateway 687710-650822 ALIS Server w/ NT Server 4.0 0S $8,122 CDW DLT tape drive —$1,889 Total $9,991 To complete the setup, backup software, backup tapes and a hub are required. See the chart below. Money is available in account number 517701-650010 for these items. Ve�ndor Account Number Items to be purchased Cost $81 CDW 517701-650010 Backup Exec for NT wl Open File Option $205 8 -port hub 6 DLT backup tapes $408 Shipping $15 Total $1,440 1 would recommend the Village Board approve an expenditure of $11,431 for the purchase of a Web Server, Tape Back-up, and Tape Back-up software to allow for the local operation of a Web Server. There are funds available in the 1999 budget for this purchase. If you have any questions, please contact me. R, Any Z -DA RA 9-WkTAa 11 M t c: MIS Coordinator Joan Middleton H:\GEN\MIS\Web Server Merno.doc Village of 'Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: MIS COORDINATOR Jr,ATE: NOVEMBER 8,1999 1,61 11 ! I . .... . .......... ................... . The Village has planned for the addition of a Village web server in 1999 to provide flexibility and functionality over the current setup. This recommendation will describe the benefits of installing the proposed server and the server's specifications and cost. R P. n P. f i fio, The greatest benefit of installing an in-house web server is the ability to pull information from in-house databases. The document imaging system, also planned for 1999, will hold a database of Village documents. The document imaging software', which would be installed on the web server, would allow browsing and searching of Village minutes, agendas, ordinances and resolutions including hand written documents of many years ago. Plans for future functionality include the ability for residents to view GIS information from the web. The GIS documents made available might include neighborhood plats, maps of construction projects, or maps locating different facilities in the Village. The new web server functionality is geared toward providing residents with easy access to more information. The new server would reside at the server room at the Police and Fire Headquarters. Microsoft NT 4.0 and Microsoft Internet Information Server (11S) 4 would provide a web platform closely integrated with FrontPage, the Village's web design software. The server would be connected on the DMZ (demilitarized zone) side of the firewall so that access would be provided through the firewall from both the internal network and the Internet. See the diagram below. Internal network Internet Web server Firewall Recommendation for Village VT,,'eb Server November 8, 1999 Page 2 The web server should have plenty of RAM to handle Internet users, and two RAID disk arrays so logs can be written to disk at the same time as database files for faster input/output. It should have a DLT tape drive, consistent with other Village servers, so backups can be done in a timely manner, and it should have backup software capable of backing up open files since Internet users can access the machine at any time. The proposed server is made by ALR (Gateway), which is the Village standard. It's a 000 Mhz Pentium III w/ 512 Mb RAM, 0 — 9 G b RAID drives, dual power supply, and a 15" monitor. The tape drive is not available from Gateway and must be purchased separately. These costs are summarized in the chart below. A similar system would cost $3090 more from Compaq and $4340 more from HP. Vendor jAccountNurnber Items to be purchase.. Cost Gatewa ALR Server w/ NT Server 4.0 OS 587710-850822 $8,122 CDW DTto a drive $1,889 Total $9,991 To complete the setup, backup software, backup tapes and a hub are required. See the chart below. Money is available in account number 517701-550010 for these items. Vendor Account Number Items to be purchased � Cost CDW 517701-850010 Backup Exec for NT w/ Open File Option $812 8 -port hub $205 8 DLT backup tapes $408 5hi in $15 Total 1 __$_1_1440 Recommendation Please consider this recommendation for an ALR server to function as a Village web server. If you have any questions regarding the proposed solution, please feel free to contact me at extension 5272. Joan Middleton MIS Coordiinatoir jm IIVHIV41 \USE RSW M I DD LETINETADM I WWebServerProposal.doe Village of Mount Prospect Mount Prospect, Illinois I leu I RM161 W W TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ASSISTANT VILLAGE MANAGER ���99 DATE: NOVEMBER 9, 1999 SUBJECT: PURCHASE OF DOCUMENT IMAGING SYSTEM There has been -general discus ion regarding the management of various Village documents for the last several years. Much the discus si'onfocused on thefactat Village operations would not likely be paperless even with the extensive investment in computer technology. Unfortunately, technology use has created increasing amounts of paper and the means to store and retrieve that paper has become an administrative burden. General" Vill , operation, s by their very nature generate large amounts ofpaper due to legal requirements, staff analyslis, building plans, permit applications or other reasons. There is a finite space available in all existing Village buildings so a review of the management of documents was undertaken. A portion the Village records is regularly 'for, fiture reference. However, a photographed to microfiche and the films a re retrained sig,nificant portion of the Village, records, remain on paper and stored 'm an ever-increasing ,number of file cabinets,. Not only is the p,hysical storage of documents near l ing portions, the sta,ff time necessary to retrieve requested documents may, depend on the memory of staff. F*11nally, many of the documents generated by the Village are public documents, but the ability of the public to obtain these documents is limited. During the budget process last year a proposal was submitted to purchase a document imaging system (DIS). The Village Board was supportive of the request and extensive staff research was undertaken during the balance of this calendar year to write specifications and review the technology. As part of the review process staff looked for ways to reduce necessary paper handling of documents and still retain the ability to retrieve stored documents in a timely manner and provide selected documents to the general public. The specifications were structured to allow for expansion of the system as additional document types were added to the system and paper is discarded once the document is in an electron,to format. The Village Clerk requested a Secretary of State review, of the ext,,,sting documents of the Village to determine which documents could be discarded a,n,d the timeframe for which documents should be retained. The review of the documents confirmed the fact that the Village typically does not discard documents in as PURCHASE. OF DOCUMENT IMAGING SYSTEM November 9, 1999 Page 2 fashion dependent on the retention requirements. The review also confirmed that electronic storage of documents is an acceptable media for documents just as microfiche. When the Deputy Village Clerk was hired earlier this year part of the revised duties for the "kele, a doumen posttion included t,he mana,geme,nt oft he Village, records and the lJ y usof ct he Deputy Village Clerk, MIS Conaand th imaging system�. Discusslons, between t orditor, e Assistant Village Manager resulted in a detailed request for proposals (RF'P),. The RFP,s were distrib uted to six vendors earlier this year,, Unfortunately' the responses from th,e vendors included costs in excess of $60,000. The available budget for this project was limited to $30,000. Staff followed up with the vendors by advising them of the budget limits and requested the vendors review the proposed RFP to determine if the Village could obtain a product consistent with the Village needs, but with'In the budget limits. Three vendors provided revised responses and staff undertook arevile w of references. The three respondents were as follows: Vendor PL0Pos,ed,EHc LaserFiche $32,805 LibertyNet (Cyberpoc) $30,000 FileNet $34,470 After additional discussions with LaserFiche the total price was reduced to $31,388. The # I rt rice was, re,duced because ofthe elimination ofsom,e hardware already, available as pa p oft he Village network,,, The, 'Deputy, Village Clerk, and the MIS Coordinator rev"iewe,d references, and,vwlsited other users and found the ser is product, to be far superior in, terms of expandability and ease of use. Since the proposed cost of the system is in excess of'thle budgeted amount I 'would recommend not urchasing the prev'iously buted, 'Fax Server, during, 1, 999., The,, Fax Server was budgeted at $14,000, but after a staff review "it was determi",ned that the need for the document imaging was more critical at this time than a Fax Server. Staff will continue to review available technology and may resubmit for consideration a Fax Server in a future budget year. Therefore, without the purchase of the Fax Server in 1999 there are enough funds in the Capital account to complete the purchase of the document imag I ingsystem. I 'would requ:est the Docu,men,,t Imaging System be purchased with the ex*ist'tng,,$310,00,0 *in account 5,17701-670205. 1would �further recommend the remalin"ing $1,388,for, the, system purchase: be obtained from account 5,17701,,-650010,, theclomputer system account. The annual maintenance for the DIS has been projected at $5530 by the vendor. Only $1000 was previously budgeted in FY 2000 'for mainteniance. Other accounts may be considered for use during 2000 for the maintenance expense if the Computer Maintenance PURCHASE OF DOCUMENT IMAGING SYSTEM November 9, 1999 Page 3 Account in the MIS division cannot be increased through a budget amendment. I would recommend a budget amendment to increase the computer maintenance account in 2000 from $23,630 to $28,130, an increase of $4500. I recommend authorization to purchase a document imaging system from LaserFiche in an amount not to exceed $'31,383. If you have any questions, please contact me. DAVID STRAHL GO, MIS Coordinator Joan Middleton Finance Director Doug Ellsworth HAGENWISOocument-Imaging Memo.doc ►1,110A NIP 4*44 1 il III GYM Water/Sewer Superintendent Roderick T O'Donovan Streets/Buildings Superintendent 1 .4 • so ewe 1ASTE COMMISSION R 181 1999 LIC WORKS FACILITY AL ROAD M 0 Mo EI, = Recycled Paper - Printed with Soy Ink Director Glen R,,, Andler Deputy Director Sean P Dorsey Village Engineer ff Jeffrey A. Wulbecker Administrative Assistant Dawn L. Wucki Solid Waste Coordinator M1, Lisa Angell Mount Prospect m1w2alu 1700 W. Central Road, MOL Phone B47/E370-5B40 Fax 84" AG E I Mv"UNT PROto"WECT SOU NOVEN CONFERENCE ROOM B, P 1700 WEST' CEI 71:30 P is CALL TO ORDER ►1,110A NIP 4*44 1 il III GYM Water/Sewer Superintendent Roderick T O'Donovan Streets/Buildings Superintendent 1 .4 • so ewe 1ASTE COMMISSION R 181 1999 LIC WORKS FACILITY AL ROAD M 0 Mo EI, = Recycled Paper - Printed with Soy Ink Director MAJNTA N, Water/Sewer Superintendent Glen R. Andler Roderick T O'Donovan Deputy Director Streets/Buildings Superintendent Sean P Dorsey Paul C. Buren Village Engineer Forestry/Grounds Superintendent Jeffrey A. Wulbecker Sandra M. Clark Administrative Assistant Vehicle/Equipment Superintendent Dawn L. Wucki James E, Guenther Solid Waste Coordinator M. Lisa Angell Mount Prospect Public Works Depi3rtment 1 700 W. Central Road, Mount Prospect, Illinois 6005B-2229 Phone B47/B70-5640 Fax B47/253-9377 TOO 847/392-1235 MOUNT PROSPECT SOLID WASTE COMMISSION SEPTEMBER 16, 1999 MEETING MINUTES PRESENT George Luten*, Rod Mobus, Pankaj Parikh, Mary Rosen, Ken Westlake and Mary Winkler. Lisa Angell Public Works ABSENT Loi's Brothers and Judd Strickland CALL TO CIRD R Chairman Westlake called the meeting to order at 7:40 p.m. 'Pill LN All 1311 CITIZEN FORUM There were no citizens in attendance to address the Comm ission$ WISE RECYCLING PRESENTATION In an effort to gain the Village's support in siting a buy-back center in the community, Ms. Margaret Anderson of Wise Recycling provided an overview of the business and its successful operation of other buy-back centers in the Chicago area. In addition to taking aluminum the buy-back center buys other scrap metals such as brass and copper. Wise is considering potential locations south of Golf Road; Kmart or Sun Harvest. Although the Commission expressed their support of the center, members also indicated the center may impact the Village's contractual rate for curbside recycling. (Rather than participate in any revenue split for the sale of the recyclables the Village pays a lower per unit/toter fee and ARC retains all revenue.) It was recommended that ARC Disposal be advised of the request and be allowed to voice any concerns they may have with the siting of a buy-back center. The Commission members thanked Ms. Anderson for her presentation and stated they would c 'der her proposal. After Ms. Anderson left the Commission continued their discussion of consider 1 Recycled Paper - Printed with Soy Ink the proposed buy-back center. The Commission expressed support of the center but again recommended staff contact ARC for comments. SOLID WASTE PROGRAMS AND DATA The Solid Waste (coordinator stated there was little change in the single family program. She does however continue to work with staff from other departments to address property maintenance issues at various multifamily locations. The Coordinator stated several locations had 'increased their service levels; increased occupancy rates and overcrowding continue to increase the volume of waste generated. SOLID WASTE CONTRACT Public Works staff are working on a proposal for residential solid waste services. The proposal along with a proposal for commercial solid waste services will be presented to ARC for pricing. If the Village is unable to craft an acceptable agreement with ARC the Village will go out for bid. OTHER BUSINESS The Coordinator informed the Commission of the upcoming computer recycling event cosponsored by SWANCC and Motorola. The event is scheduled for October 23 and SWANCC 0 is looking for volunteers from member communities. Residents from SWANCC communities 6 can drop off computers and other office equipment at the one day event to be held at the Motorola campus 'in Schaumburg. The program is available to residents at no cost. NEXT MEETING The next meeting was scheduled for Thursday, November 18, 1999 'in the Public Works Facility, 1700 West Central Road at 7:30 p.m. 0 ADJOURNMENT There being no further business the meeting was adjourned at 900 p.] e000�? M. Lisa Angell Solid Waste Coordinator X,-,1USERS\LANGELL\WORD1SWMNsep8.doc 1. "I Minutes of the Meeting All Arw November 4, 1999 The meeting was called to order at 7:07 p.m. and all members of the commission were present by 7:14 p.m. Those present included Chairman John Korn and Commissioners Charles Bennett, George Busse, John Engel, Vince Grochocinski, Betty Launer, Tom Pekras, Ann Smilanic and Secretary Jim Morrison. Village Manager Michael Janom's was also present, but left immediately following the review of the Public Works Department budget proposal. Commissioner Engel noted that his last name had been misspelled in the minutes presented of both the October 21, 1999 and October 27, 1999 meetings. Subject to correction of the misspelled name, the minutes of both meetings were unanimously approved as submitted, Project Engineer - Commissioner Launer moved and Commissioner Engel seconded a motion that the Commission support this proposed staff addition. The Village Manager noted that the addition would be highly contributive to improving the building permit process, with particular relief to the now overburdened Plan Examiner, Manager Janonis stated that the new position would, in effect, be partly financed through dropping a proposed new administrative assistant in the Village Manager's office. The motion was approved 9 - Oki -0 During discussion regarding the Project Engineer proposal and its effect on the permit process, to d d -9 Commissioner Smilanic suggested that permit complaint records be maintained and made avana, , we * 'd when permitissuesare considered. Electrician/Mam*tenance Person - Commi'sisioner Busse moved and Commissioner Pekras seconded a motion to approve this proposed staff addition. The Village Manager stated that it was not only a need for electrical expertise that prompted the proposal, but an ongoing need for a jack-of-all-trades person to help existing staff. The motion was approved 9 - 0. During discussion of -the need for ongoing maintenance, Commissioner Busse expressed his opinion that the department should take a broad look at maintenance demands and not an item by item comparison in considering the advisability of using outsourcing. He stated that outsourcing is frequently cheaper than adding a full time worker with both wage and benefit costs. Comnu* ssioner Launer stated that outsourcing should definitely be considered for recurring maintenance, such as painting, and routine street maintenance. The Village Manager suggested that the "Issue be pursued at the departmental reviews next year. None of the commissioners obj ected. Commissioner Engel again questioned the 'proposed expenditure of $200,000 for Opus Pond expansion. Commissioner Pekras had questioned the issue at the October 27 meeting and had been advise, by the' department', 'that,,,, by agreement, with, the landowner,,, the, Village must prov"lide, expansion. However, the Village Manager stated that the matter has been reviewed since that meeting and the expansion is not now required. The proposed funding will remain in the Capital Improvement Fund, Commissioner Sm ilanic asked when the annual report of both completed and scheduled roadwork would be available. The Village Manager advised that it would be available next week, The Village Manager exited the meeting, R I I iT 0 T I Im. In view of the fact that all of the commissioners were present at this meeting, which was not the case at other recent budget meetings, the chairman briefly reviewed motions and significant position statements taken at those meetings. No changes were made by the commission with the exception of the following two departments: Commissioner Busse moved and Comnu"ssioner Smilanic seconded a motion that the ceiling of the General Fund remain at its current level, which is understood to be about 16% of annual General Fund expenditures. Approval of this motion would negate a commission recommendation made at the October 21 meeting to increase the ceiling to 25 % * Commissioner Smilanic stated that the argument for a fund increase was based on an expectation of an income decrease, but, in her opinion, that is the time for an expense decrease and the citizens of today should not be asked to pay for future shortages. Chairman Korn noted that the "intent of the increase proposal was to gradually increase the balance from occurring 'surplus and there was no Ment to increase taxes specifically to fund the increase. That raised the issue of rebates or, more practically, reducing or not raising rates that give rise to a surplus. Commissioner Busse was of the opinion that, if surpluses occur, the real estate tax rate should target some rate lower than at present rather than increasing the General Fund, The motion to retain the present ceiling was approved 5 - 4. This overrides the previous recommendation for an increase. I . I . ....... Commissioner Grochocinski raised the question of how Village activities or practices that result in increased costs to the Village, such as the requirement for double inspections of reroofing jobs, originate. Are increases such as the second "inspection requirement approved by the Board? The Commission would like to have further information available at its meeting in January. 2 V. All members of the Commission concurred in an expression of appreciation to the Village staff for the thoroughness of the budget preparation and presentation. JM/am The meeting adjourned at 8:40 p.m. The next meeting is scheduled for 17hursday, December 9; however; the chairman, at his own discretion, can cancel that meeting if budget issues do not seem to warrant a meeting. The regular meeting dates of November 25 and December 23, 1999 have been cancelled, W Respectfully submitted kes, Morrison les Momsoi Commissioner and Secretary K FINANCE CUMMiSSION Amended Minutes of the Meeting October 27, 1999 ............ The meeting was called to order at 7:00 p.m. Those present included Chairman John Korn and Commissioners John Engel, VinceGrochocm*sld,' Betty Uuner, Jim Mom* son, Tom Pekras and Ann 0 Smilanic. Commissioner Chuck Bennett arrived at 7:37 p.m. Commissioner George Busse arrived at 9:05 p.m. Also present were Finance Director Doug Ellsworth, and Deputy Finance Director Carol Widmer. The minutes of the October 14, 1999 meeting were approved as amended., The Commission voted to endorse the proposal to spend $100,000 for overtime out of the General Fund fund balance. This overtime is in conjunction with the Route 83 construction. (7-0) The Commission voted to support the hiring of an EMS Coordm'ator/Admi"ni'strative Officer. (7-0) The Commissioners had no recommendations to make regarding this proposed budget, Conunissioner Jim Morrison expressed concern as to whether the information iregading the number of permits "issued is meaningful in its present state. He suggested a further breakdown of the types of permits would be helpful. IV* jEtgpgs9d 2M-,' ud,99 mmi h (Public Works, Debt Service, Insurance and Pensions) Public Works Director Glen Andler and Deputy Public Works Director Sean Dorsey presented the Public Works Department 2000 Proposed Budget. Mr. Andler discussed departmental, highlights. responsibilities, the structure of the department, 1999 accomplishments, and budget nghlights. In his discussion of budget highlights, Mr, Andler reviewed significant changes for each of the seven divisions within the Public Works Department, Mr. Andler also discussed the request for two new Public Works staff members and the need for those positions. One new position is a project engineer for the Engineering i U. jivision is being proposed. This *individual's primary responsibility Will be to review plans and plats submitted by developers and residents to assure compliance with Village codes. The secondposition being requested is for an electrician/maintenance person. With this additional staff member, Public Works expects to be able to improve service levels and reduce the, backlog of deferred maintenance on public buildings. At the conclusion of thepresentation, Jim Morrison asked the status of the Arc refuse disposal contract and why we are only negotiating with that one vendor. Mr. Andler explained that we are evaluating only one of our options at this point to see if it is in the best interests of the Village to sign another contract with Arc. He stated the Village can always go out for bids. Mr. Andler further noted that there is some instability in the refuse disposal market due to mergers and buy-outs,. Tom Pekras asked if the Village will pay $200,000 for Opus Pond maintenance each year for the next fiveyears. Mr. Andler explained that the pond is undersized and must be expanded. That project will take place over two years. $200,000 will be spent for purchase of the land in 2000 and $190,000 will be expended in 2001 to expand the pond. Chairman John Korn stated that he would like to have another presentation I on the Vehicle Replacement Fund at a future meeting. Betty Launer asked Mr. Andler if he has considered outsourcing for routine painting and other public build ding maintenance. Mr. Andler said he did get quotes but his staff has been able to perform the work at half the cost. Mrs. Launer said perhaps outsourcing would provide resources to help catch up on deferred maintenance. Tom Pekes said he liked the format of the Public Works Summary Information and thanked Glen and Sean for a very helpful document. Mr. Ellsworth briefly reviewed the Proposed Non -Departmental Year 2000 expenditures for Capital Improvements, Debt Service, Pensions and Insurance, V The meeting was adjourned at 10:00 p.m. The next meeting is scheduled for November 4, 1999 at 7:00 p.m. in the 2' floor conference room at Village Hall. The November 23 and December 23 meetings were cancelled. A December 9 meeting has been tentatively scheduled. Chairman Korn has the authority to cancel the meeting if the additional meeting is not needed. CLWsm Respectfully submitted Carol L, Widmer Deputy Finance Director 2 FINANCE CONIlIUSSYON Amended Minutes of the Meeting October 21, 1999 The meeting was called to order at 7:07 p.m. Those present included Chairman John Korn and Commissioners John Engel, Vince Grochocinski, Betty Latiner, Jim Morrison and Ann S 0-d 0 . Also present were Village Manager Michael Janonis, Finance Director Doug Ellsworth, and Deputy Finance Director Carol Widmer. Commissioners Chuck Bennett, George Busse and Tom Pekras were absent. The minutes of the August 26, 1999 meeting were approved as amended. ....................... A 6 * The members of the Finance Commission identified the following issues within nin the proposed budgets of the Manager's Office, Finance Department and Human Services Department: a is The Commission voted to support the upgrade of the part-time customer service clerk to full-time (6-0) 1 The Commission voted to support the decision to gradually *increase fund balance in the General Fund to 25 % (5-1). John Engel stated that he did not agree with using fund balance for the Route 0 83 overtime. Mr. Ellsworth explained that the expenditure is a one-time unique expenditure and it i 1 s proper to use fund balance for just that type of expenditure. Vince Grochocm*sld stated his support of using fund balance for this purpose. Ann Smilanic said that she doesn't agree with increasing fund balance to 25%. She stated that the Village should not taketaxpayers money today to pay for tomorrow's expenses. Betty launer said that 'increasing the fund balance will permit realistic budgeting by not forcing the Village to pad the budget to protect against WSW emergencies, 0 -d & 10 The Commission voted to support outsourcing water billing and vehicle sticker mailings when it is appropriate in terms of staff time and cost/benefit (6-0) 0 The Commission voted to support the purchase of modular office furniture for the Finance Department (6-0). The Commission voted to support the upgrade of the part-time cable television production assistant to full-time status (4--U, 2 abstentions), 0 The Commiksion voted *in favor of continuing the summer mentoring program -another year (6-0). ........... 11 ........................ ................. 11 MO Community Development Director Bill Cooney, Deputy Community Development Director 0 %,# Blue, Building Inspection Commissioner i W, sill George and Environmental Health Manager Bob Roel r! -,resented the proposed budget for the Community Development Department, In his overview, Bill Cooney reviewed the economic development activity that is currently taking place in the Village. Mr. Cooney mentioned that the Steak and Shake Restaurant is now open, and Borders Books and Menards are moving toward opening soon. The Village is looking forward to the completion of the Clocktower and Fannie May projects and corridor improvements are moving forward as planned, a Mr. Cooney also stated that the department is continuing to concentrate on 'improving custome, 0 relations. The new Plans Examiner has helped streamline the permit process and work will continu on other improvements. I The proposed 2000 Budget of $1,362,845 for Community Development 'is 1.2% higher than the 19!A.. -,OT. -)ll Flowdget of $1,327 � 176 The department consists of three divisions: Building, Environmental Health, and Planning. Bill George, Bob Roels and Mike Blue each described some of the 1999 accomplishments of their respective dsions. At the conclusion of the presentations, Commission members asked several questions of staff, Chairman Kom asked about EPA clean up costs for the properties t I ne Villaize has acquired, Bill Cooney stated that the costs are coming in well under the budgeted figures. In response to another question by Mr. Kom regarding the increase 'in the number of permits 'Issued, Bill George explained the good economy, younger families and reinvestment *in Mount Prospect are all contributing factors to the increase. In response to another question from Mr. Kom, Mr. Cooney *indicated that the 'issue it Is 0 love of providing services versus fees paid for those services wi I i I i be looked at in 2000. John Engel asked about current staffing and Mr. Cooney said the department is fully staffed. Ann Sm lank stated that the Community Development Department is the best the Village has had as long as she has been on the Finance Commission* 110 =1-1 Police Chief Ron Pavlock and Deputy Chiefs Tom Daley and Ron Richardson presented the Police Department proposed Year 2000 Budget of $8,994,502 which represents a 33% increase over the 1999 Budget of $8,672,919, 2 Chief Pavlock discussed the department's 1999 accomplishments and Year 2000 objectives as well as some of the proposed capital equipment purchases. In response to a question from Chairman Korn, Chief Pavlock said he is considering requesting two new problem solving officers in the Year 2001 :budget. Also, Chairman Korn asked if there will be state mandated pension enhancements for the Police Department in the near future. Chief Pavlock said he thought pension enhancements would be coming soon from the state legislature, Jim Morrison asked about a new budget item called "P.A.C.T. Competition." Chief Pavlock explained that Police and Children Together (P. A. C. T.), a one-week camp for at -risk children has lost some of its funding, 1=9 police departments are providing the additional funding necessary to keep this important program running. 0 0 Fire Chief Mike Figolah, Deputy Fire Chief John Malcolm, Administrative Captain Tony Huemann and Fire Prevention Coordinator Paul Valentine presented the Fire, Department's proposed Year 2000 Budget. The proposed budget of $7,095,790 is 5.2 % higher than the 1999 Budget of $6,743,589. 0 Part of that increase is attributable to the request for an Administrative Officer, a new position. Also contributing to the increase was higher pension costs, a result of recent state legislation. Included in 1b. 0 . 0 the presentation was information on a children's training initiative, vehicle replacement and other capital items. Chairman Korn asked if the administrative officer will come from the ranks and Chief Figolah indicated that the position Will probably be filled from the outside. Ann Snu"lanic asked if the new person would be a non -sworn person and she also asked for information on the duties. Chief Figolah stated the position would be a non -sworn person and Captain Huemann provided an overview of the proposed dudes. After the Fire Presentation, Chairman Korn asked for 'Information on the merit bonus program. 0 Village Manager Mike Janonis stated that in 1998, 15 non -union employees received a bonus for outstanding performance over the year or for a special project. The average bonus was around $1,117'3. The meeting was adjourned at 10:38 p.m. The next meeting is scheduled for Wednesday, October 27 at 7:00 p.m. Respectfully submitted kl� 1,40 0 GkAez OT" Carol L. Widmer Deputy Finance Director CLW/sm MAYOR VILLAGE MANAGER Gerald L. Farley Michael E. Janonis TRUSTEES VILLAGE CLERK Timothy J. Corcoran Velma Lowe Paul Wm. Hoefert 0 S ��� t 8 Richard M. Lohrstorfer Daniel A. Nocchi Phone: 47/818-5328 01,f I',',, U11 Michaele W. Skowron Fax: 847/818-5329 Irvana K. Wilks 100 South Emerson Street Mount Prospect, IlliP nois 60056 TDD: 847/392-6064 NOTICE THE MONDAY, NOVEMBER. 15 999 MEETING OF THE SIGN REVIEW BOARD HAS BEEN CANCELLED, AN AGENDA WILL BE' SENT PRIOR TO THE NEXT MEETING, DECEMBER 6, 999 Dated its 9th day of November, 1999,41, CATMMA`CE LDOC Director Water/Sewer Superintendent Glen R. Andler MAINTAIN4 Roderick T O'Donovan Deputy Director Streets/Buildings Superintendent Sean P Dorsey Paul D. Bures Village Engineer Forestry/Grounds Superintendent Jeffrey A. Wulbecker Sandra M, Clark Administrative Assistant Vehicle/Equipment Superintendent Dawn L. Wuck! James E,,,, Guenther Solid Waste Coordinator M. Lisa Angell Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois BOOE56-2229 Phone B47/870-5640 Fax B47/253-9377 TOO B47/392-1235 MINUTES OF T MOUNT PROSPECT SAFETY COMMISSION DR.4FT The Regular Meeting of the Mount Prospect Safety Commission was called to order at 7:30 P.M. on Monday, October 11, 1999. , Present upon roll call, Lee Beening Chuck Bencic Joan Bjork Nancy Bobikewicz Andy Mitchell Mark Bonner Buz Livingston Paul Bures Matt Lawrie Absent: :Phyllis Moliere Others in Attendance: See Attached List. 0 A Chairman Commissioner Commissioner Commissioner Commissioner Police Department Fire Department Public Works Public Works/Engineering Division Commissioner Mitchell, seconded by Commissioner Bencic, moved to approve the minutes of the regular meeting of the Safety Commission held on July 12, 1999. The minutes were approved by a vote of 8-00 Wil a 'I No citizens came forth at this time to discuss any topics that were not on the current agenda. #0 10341110 1 I Porlwt-larl P=nnt- - Dninf-ori rn%t lr%L, A) Request for No Parking Along the West Side of the 200 Block of I -Oka Avenue Mr. and,,Mrs. Jacobus,,, 216 S. I - Oka ,Avenue, have lived on the block for the past 10 years. In in Th this time, they beh"eve thc pafk* gproblem, has increased tremendously e problem occurs during the day and evening, weekdays, and weekends. St. Raymond's is near their house and people park on both sides of the street causing tie-ups. The church parking makes it difficult for them to back out of their driveway and adds noise to the neighborhood. The 300 and 400 blocks of I -Oka have No Parking Any Time signs on the west side of the street and they feel it should be extended to their block. a) I -Oka Avenue is a typical residential street. It is a2' wide asphalt street with curb and gutter. Sidewalk exists on both sides, of the street. The 200 block currently has "No, Parking Sundays 6:30arn — 1-30pm"',on, the westside oftbe; street., 'The attar hedmap, shows the existing parking restrictions, in the neighborhood,. These parking,, res trret tons appear to help control street parking due to St.,Raymand act" v*tuies, sp, ectflically Stinday momings, and commuter parking near the''train station,,., b) St. " Raymond"s is one block south of the 200 block of I -Oka. Both a school and church exists on the property. During the week, the peak traffic times are around gam and 2:30prn whi"Ch are the rpp-off and pick-up times for the school. On Sunday momings, the church has a lot of traffic. In addition to daytime traffic, there are occasional 0, ko evening, activi,, tes at both the school and church which causes traffic in the neighborhood, A parking lot exists south of the school. used on observations, the parking lot doesn't seem to be over crowded with vehicles during the daytime or evening. C) Site visits were conducted during the weeks of Septernber, 1',and, September 20 th Visits were done during the morning, aftern'oonaind evening hours,, on, weekdays and, weekends. Based on our observations, there was never morethan, six vehicles, Parked on 0, the street (200 block of I -Oka) at a g1ven time. Ilie evenin I gsdid, appear to have more vehicles parked on the street than the mornttigs or, aftern, o�ons. Vehicles tended, to, be parked more on the south half of the block closer to St. Raymond's than the north half. There did not seem to be more vehicles parked on one side of the street than the other. Parents were, observed to park their vehicle for a short time on the street whilepicking- 'up their, child, Also,, we did, not observe a problem with congestion because of vehicles parked, onbloth IS] , des, of 'the street. 0, d) 24 surve,di�ys werestributed to thoseresidents that live adjacent to the requested parking restrictions, l9surveys were'retumed to the Village. The question that was asked in the It, Wihat 4 survey, was,, insight can you provide or experiences canyou share that would support or oppose installing "'No Parking 4ny Time" signs? 12 surveys opposed the requested parking restrictions. 6 surveys supported the additional parking restrictions. The remaining 1 survey had no comment. Most of the responses said there was not enough traffic to warrant additional restrictions. No patking' would, have a greater effect on the residents not being able to park on the street. Those residents who supported the N parking restrictions felt it necessary to eliminate the cars who park on the street and attend St. Raymond activities. Attached is a copy of the survey form as well as selective A comments ;from the survey received from the residents. Comments are provided in this study which are relevant and not duplicates of other comments. e) The current parking 'restrictions on the 200 block of 1 -Oka appears to address the pela.'k tralfic concern, Sunday mGming thurch parking. During the study period, there d"dn't appear to, be anlother time of the clay wherafking should be restricted to 'improve traffic flow. Many cars seen parked on the street, were not associated with activities at St. Raymond's. During most site visits, the street parking reflected most residential streets, not near a, school or church., Restricting parkin g at alFfimes Would seem, to only hinder residents fr=om using the streetfor 'parking while not e= improving the traffic flow or, sa,f:ty, Tog Based on Staff observations and comments received from residents: The Village Traffic Engineer recommends: No Parking Any Time signs be installed along the west side of the 200 block of I -Oka Avenue, 2) Discussion The owner at 206 1 -Oka stated that he would like to see no change to the current parking restrictions along the block. There were no other residents in attendance to discuss this topic. Project Engineer Lawrie said that all homes along the 200 block of I -Oka Avenue received notification of the meeting. He then provided an overview of the study performed on this subject. He discussed both the site observations and results of the survey sent to the residents. Project Engineer Lawrie said that a letter has been sent to St. Raymond's asking them to limit the need to park along the 200 block of I -Oka. The parking lot is usually never full and can be better utilized. Commissioner Bencic asked Officer Bonner if there is a law which says how close a vehicle can park to a driveway. Officer Bonner responded there is not. U Commissioner Bjork commented that restricting parking all the time would hurt the residents and their guests because it would eliminate half the parking on the street. Commissioner Bencic, seconded by Mr. Bures, moved to deny installation of No Parking Any Time signs along the west side of the 200 block of I -Oka Avenue, 11 The motion was approved by a vote of 8-01, B) Request for Stop Signs at the Intersection of Hill Street and Eastman Court 1) Background Information Resident Comments: Per a discussion at a Coffee with Council, Ms. Corcoran has petitioned the Village with signatures from the neighbors in the area to consider installing Stop signs at the intersection. She is concerned for the safety of the children in the neighborhood. Staff ( bservations, The Engineering Staff performed a traffic study. The findings are as follows: a) Accidents A search of the accident reports at the intersection indicated: Year 1994 1995 1996 1997 1998 1999 (Sept) Number of Accidents 0 0 0 0 0 0 b) Speed Study Representative speed surveys were performed on Hill east of Eastman between September 14' and September 16' (see attached data sheets). The average speeds are follows: Eastbound Hill 22 mph Westbound Hill 21 mph The speed limits on Hill Street and Eastman Court are 30 mph. Based on the results, there doesn't appear to be a speeding problem. 0 C) Traffic Volume Traffic volume data was gathered in September. Based on the results, there are approximately 200 vehicles per day that enter the intersection. 100 vehicles travel on Hill Street and 100 vehicles on Eastman Court. The maximum total vehicular volume entering the intersection from all approaches for any eight hours during a recorded day was 112. The speed study and traffic volume statistics are attached, d) Survey Results A total of 20 surveys were sent out in September to collect the residents' comments on this request. 8 surveys were returned to the Village. Attached is a copy of the survey form as well, as selective comments from the survey received from the residents. Comments are provided in this study which are relevant and not duplicates of other comments. e) Existing Traffic Control Signs Traffic control signs adjacent to the intersection are as follows: North: Cul-de-sac —no signs South: This 'I's a, To,inte tott e toad doesn't conti'nue south — no signs East-, RbAd ends approximately 200" to the east —no,,mgps West: Randstop sign on Hill Existing traffic control signs in the area are shown on the attached map. i1i Site Obstruction -S Based on a field inspection, there appears to be no sight obstructions at the intersection Stop Signs: Stop signs are warranted when there are five or more reported accidents of a type susceptible of correction by Stop sign installation in a 12 -month period. Over the past five years, there have been no reported accidents, Multiway Stop sips are warranted when the minimum traffic volume entering the intersection from all approaches is 500 vehicles/hour for an eight hour period (500 x 8 4000 vehicles/8 hrs). 'Me traffic volume at this intersection (112 vehicles/8 hrs) is approximately 3% of the Stop sign warrant. When the 85 -percentile approach speed of the major street traffic exceeds 40 mph, the minimum vehicle volume warrant is 70% of the above requirements. The 85 -percentile approach speed on Hill Street is 24 mph. Stop sips are not warranted based on the accident history, traffic volume and speed study at the 'intersection. 5 Yield Signs: The, study has sliovni to signg are not wari-anted, Atthe, Intersection, In orderbr Yield signs to be warranted, a special problem needs to be identified from a traffic study that would be susceptible to correction by use of the Yield sign. The Engineering Staff typically considers a minimum average of one accident per year over the past three years a criterion for Yield sign installation. There have been zero accidents over the past three years at the intersection. 1* The characteristics of the intersection are unique. It is a T -intersection and is traveled by local traffic. Hill Street is a dead end road which prevents cut through traffic. Therefore, the potential for an accident at the intersection is minimal. Many of the comments received from the residents did not support any signs because of the small amount of traffic that enters the intersection. Because the 'intersection of Hill Street and Eastman Court does not meet any of the Stop Sign Warrants, The Village Traffic Engineer recommends: Stop signs at the intersection of Hill Street and Eastman Court not be installed. Because there doesn't appear to exist a special problem that would be correctable by installing Yield signs, The Village Traffic Engineer recommends: Yield signs at the intersection of Hill Street and Eastman Court not be 'Installed, 2) Discussion Sarah Corcoran, 524 Hill Street, addressed the Commission by requesting Stop signs in order to improve the safety in the neighborhood. People of all ages including many children live in the area and Stop signs would slow down motorists and help them to pay attention. Project Engineer ,Lawrie presented the findings of the traffic study to the Commission. No further discussion to place on this issue. !01 Commissioner Bork, seconded by Officer Bon ner, moved to deny installation of Stop signs to at the intersection of Hill Street and Eastman Court, The motion was approved by a vote of 8-0. Commissioner Mitchell, seconded by Commissioner Bobikewicz, moved to deny installation of Yield signs at the intersection of Hill Street and Eastman Court. The motion was approved by a vote of 8-0. Commissioner Mitchell expressed a concern with the lack of maintenance to the Village traffic signal's by the contractor, Aldridge Electric, Project Engineer Lawrie did inspect the signals last week and found a number of deficiencies with the signals. Aldridge Electric has been put on notice to correct these problems. All invoices will not be paid until the deficiencies are corrected. Also, the Village will now require the contractor to submit a biweekly report of the maintenance to the signals. Commissioner Bobikewicz is concerned with the traffic around Steak N' Shake at Randhurst Mall. Motorists are not following the pavement markings and signs. Officer Bonner said he would have the Police Department look into it, Commissioner Keening noticed the County and State have begun to change the yellow school crossing signs with the new florescent green signs. Mr. aures provided a cost analysis of the different grades of signs. The new signs are more than double the cost of the current yellow signs. Commissioner Keening would -like to see the Village convert over to the new signs and hopes the Village Board would approve the additional money to install the signs. Project Engineer Lawrie read a letter from a resident at 616 Albion who wanted to thank the Commission on listening to the concerns of the residents of the Prospect Meadows Subdivision at July's Safety Commission. She appreciates the new signs and hopes they help. With no further business to discuss, the Safety Commission voted 8-0 to adjourn at 8:15 p.m. upon the motion of Commissioner Bencic. Commissioner Mitchell seconded the motion. x:\ftles\engineer\safeconun\traffic\recs&min\october99min.doc Respectfully submitted, Matthew P. LaWrI*e, R.E. Project Engineer N "VILLAGE OF MOUNT PROSPECT SAFETY COMMISSION MEETI%JD- ATTEADANCE October 11, 1999 7:30 P.Me ► ADDRESS` MINUTES OF THE REGULAR MEETING OF THE MOUNT PROSPECT PLAN COMMISSION November 3, 1999 The regular meeting of the Mount Prospect Plan Commission was called to order by Chairman Michael Zadel at 7-.02 p.m. at the Senior Center, 50 South Emerson Street, Mount Prospect, Illinois. 1 0 F-43 11 Present upon Roll Call: Michael Zadel, Chairman Antoinette Astrei-des (7:08 p.m.) Edwin Janus William Reddy Carol Tortorello, Louis Velasco Absent: Frank Boege 'village Staff Present: Michael Blue, AICP, Deputy Director of Community Development Judy Connolly, AICP, Planner Others in Attendance.* See attached Sign -In Sheet Chairman Zadel opened the meeting and asked for comments on the October 6, 1999 minutes. As there were no comments, B iII Reddy moved to approve the minutes and Ed Janus seconded the motion. The mot -ton was approved 5-0. SUBDMSIONS: PC-02-99/Relndl's Resubdivision/Northwest Electric/ 00 E. Rand Road Chairman Zadel 'Introduced the first plat and asked Judy Connolly to present the case. Ms. Connolly said that Northwest Electric is relocating from the downtown area to 600 E. Rand Road. The petitioner recently rezoned the site and Is seeking to consolidate multiple lots into a one -lot subdivision to comply with Village code requirements. Ms. Connolly said that the subdivision process triggers other code requirements and that the petitioner is seeking an exception to the 20 - foot easement requirement along the rear lot Line. In addition, the petitioner prepared a plat of vacation to vacate an easement as required per Cook County requirements. She said that both plats were prepared according to Village and County codes where applicable. Ms. Connolly said that the Engineering Division reviewed the petitioner's request for an exception to Development Code and found that there are no existing or planned utilities in that area. The Engineering Division did not object to the narrower easement. Therefore, staff recommended approval of the plat and the exception to the Development Code requirement for a 20 -foot easement and the plats of resubdivision and vacation for 600 E. Rand Road. Chairman Zadel said that Dennis Reindl was present and available to answer the Plan Commission's questions about the Reindl Plat of Resubdivision, Plat of Vacation or Development Code exception request. MOUNT PROSPECT PLAN COMMISSION Minutes of November 3, 1999 Meeting Page 2 The Plan Commission did not have any questions or comments and Louie Velasco motioned to approve the Plat of Resubdivision, Plat of Vacation and exception to the Development Code for the 20 -foot easement along the rear property line. Bill Reddy seconded the motion. The motion passed 5-0. I)C-04-99,/St. vniond de Resubdivision/301 S. I -Oka Chairman Tadel asked Judy Connolly to present the next plat of subdivision. Ms. Connolly said that the St. Raymond's plat is similar to the previous plat in that the applicant is making improvements to the property and is required to consolidate the site into a one -lot subdivision to comply with Village Codes. Similar to the previous plat, the petitioner is seeking an exception to Development Code regulations for the required 20 -foot easement along the rear property line. Ms. Connolly said that the Engineering Division reviewed the request and determined that although public utilities exist in that area, the entire lot is bounded by public right of way on all sides. Therefore, no additional access for public utilities is needed or required. Ms. Connolly said that the applicant prepared a plat of resubdivision in accordance with Village requirements and that the requested Development Code exception meets the standards for an exception listed in the Development Code. Therefore, staff recommends approval of the St. Raymond De Penafort Resubdivision and exception for a twenty (20) -foot easement along the rear property line for the property located at 301 S. I -Oka Avenue, Case No. PC -04-99. Chairman Zadel said Ben Trapani was in attendance, representing the parish, if the Plan Commission had any questions. There were no questions or comments and Bill Reddy motioned to approve the plat and Development Code exception for the St. Raymond de Penafort Parish Resubdivision. Louie Velasco seconded the motion. The motion passed 6-0. Judy Connolly said that since the majority of recent subdivision cases required an exception to the Development Code for the 20 -foot easement requirement and that the Engineering Division has recommended approval of a narrower easement, the Village is researching the need to maintain this requirement. She said that a text amendment to the Development Code allowing the Engineering Division or similar authority to waive or determine the appropriate size of the rear easement, comparable to the existing Development Code's requirement for side yard easements, could be appropriate. The Plan Commission agreed and said they would like to review the text amendment and make a recommendation to the Village Board on the modification. Ms. Connolly said she would prepare a draft for the Plan Commission's review at the next meeting,, OLD BUSINESS: 1 rc 'i"ll "ig"way Corridoi . . .... 9tudy, WgL- bwest'l Chairman Zadel introduced the Northwest Highway Corridor Study to the audience. He asked the audience to specify if they were business owners or residents (about 35 more people). There were approximately ten business owners in attendance and the remainder were residents. Chairman Zadel gave a brief overview of the corridor study and asked Judy Connolly to present the data and analysis gathered to date. Ms. Connolly said that the purpose of Corridor Studies has been to be proactive and have a plan in place when there is the opportunity to improve or redevelop the area. She said that the Plan Commission is studying Northwest Highway because they already did Central and Rand Roads, and that Northwest Highway ties into the Downtown Redevelopment activities. She clarified that this plan would supplement the Downtown Strategic Redevelopment Plan and is not on the same scale as that plan. MOUNT PROSPECT PLAN COMMISSION Minutes of November 3, 1999 Meeting Page 3 Ms. Connolly reviewed the study area and why it was broken down into three sections. She reviewed the parking findings, the land use information and the existing conditions data. She said that the Plan Cotnihiss ion, ,members completedan Awareness, T"diii- at the begtntuti�,g of"the study andi"buti,d that'the corridor lacks a "",gathering place" and, ttiatthe amount of an usabi I ity of'greetit space should'. be increased. She said that these find,ings were, fittidings inade in, tt"ie Stitoategic Plan. ,Shewent of to state that, the, Plan Commission's findings included the need for beautification of storefronts, parkways, and parking lots in some areas, and that there was a definite need for more pedestrian friendly improvements. In addition, the Plan Commission found that some of the trees made it difficult to see the business storefronts. Ms. Connolly said that a survey was mailed to business owners along Northwest Highway and Prospect Avenue and to residents who live two blocks north and south of the railroad tracks to confirm the data analysis, tour findings and to obtain input and additional information from the community. She said that the survey results confirmed that there is a need to improve Northwest Highway. She said that the focus of the survey would mostly be on parking and aesthetics, improving the general appearance -of thecorridor. She said that one of the fitWings of the survey was that the mpliority, of customers whol Patronize the businesses, on Northwest Highway and Pro-s'pect Avenue coti.iefrom, outside of Mount Prospect and that residents who responded to the survey rarely shop there. "rhe survey confirmled t1lat parkthg is a problem in some areas, during certain times and. ,that aesthetics (landscaping, storefronts ) are important to residents and, business ,oWners. Ms. Connolly notedthat any people sppclified that an ice cream store and a grocery store 'was,,neede(I'lon Northwest Highway. She slaid, t1blat ma survey survey respondents had concerns", about Wlute Heii closing, an,d she wanted to clartfy that matter. Ms. Connolly said the decision to close that store was made at White Hen's corporate level. She said that the Village used White Hen's decision in a manner that would benefit Mount Prospect by retaining Fannie May and facilitating Downtown Redevelopment. She added that White Hen could be a tenant in the redeveloped area but that decision has to do with market requirements and other things beyond the Village's control. Ms. Connolly said that the next step of the study was to get more input from everyone tonight. She said that a list of follow up questions was prepared by the Plan Commission to be discussed tonight. She said that copies of the questions were available by the door if people wanted to complete the questions and return them tonight or at a later date. Ms. Connolly said that the Plan Commission would then prepare a draft of the plan and that it would be available for review at the Plan Commission meeting or by contacting her and making an appointment. The draft document would be reviewed before a public hearing would be held and Plan Commission makes a formal recommendation to the Village Board. Z, - Ms. Connolly concluded her preisentation by saying that the purpose of the study was to be proactive, to have a plan when an opportunity to improve the corridor arose in addition to assisting the Village in obtaining grant funds to pay for corridor improvements. Chairman Zadel said he would take questions from the audience at this time. al Listed below is a summary of questions, grouped according to topic. Members of the Plan Commission and staff answered questions in addition to taking note of code violations or other items to be followed up by the appropriate departments. 0 Composition of the Plan Commission (any business owners), how they were selected, the role and responsibilities of the Plan Commission. 0 Parking conflicts on Northwest Highway between Albert and George Streets: MOUNT PROSPECT PLAN COMMISSION Minutes of November 3, 1999 Meeting Page 4 + Discussion about the configuration of Albert Street parking by the auto shop, (reference to a previous parking study/diagonal parking plan); + related issues such as the auto shop testing (racing) cars in the alley; + customers' cars being parked on the street in the residential neighborhood; + cars that cut through the area (turning off of Northwest Highway) speed through the neighborhood; + snow route regulations (towing) be enforced to accommodate plowing; + a general need to 'improve the relationship between the business owners (and their employees) and residents who live in close proximity to the businesses. Overflowing dumpsters by the animal hospital. The need for better screening between residences and businesses. Questions about proposed plans to accommodate additional shoppers once improvements are made to the corridor and more shoppers frequent the businesses; + questions about the number of spaces required for businesses in the study area and downtown; + questions about how Sophie's Deli was allowed to be located there when parking is insufficient; expressed interest in the deli relocating to the core area once redevelopment was complete; + response that the shuttle service would not be used and that people, including employees would continue to park where it was most convenient. Request that sidewalks are improved in the west section of the study area High taxes prohibit re -investment into business facades: + Create tax credits from county, + Business owners asked for Village assistance to do fagade improvements; + Asked for an incentive fund to attract/subsidize "desired" businesses; + Concerns about vacancies in the corridor and the 'image that projects about the corridor. # Support for centralizing retail uses to downtown area. 0 Interest in an alternative to tree planting requirement (in front of businesses) because it blocks storefront visibility. 0 Businesses expressed interest in participating in a recycling program for businesses. 40 NEW BUSMESS. None COMMENTS AND OTHER BUSINES` None I The workshop was concluded at 9:45 p.m. Michael Blue, AICP Deputy Director of Community Development 000 . . .. . .... . . .... ......... dth M. C nol, _y, AICP, Planner " H:\GF,N\PLNG\PMC 1999\"im(es\1 1-4)3-99rn1nu(cs (S(Ray Plat- RcIndl PW -NW HWY Warkslkop)Aoc MAYOR Gerald L, Farley TRUSTEES Timothy J.,','Gorporanj, Pauf',Wn' Hoolort Hiphard M"i Lohralorfger D'AnJOIA'. t NO chi MIC h6al's W,, $kbw'eon',' lrvanta KX W111k,61 VILLAGE MANAGER Michael E. Janonis VILLAGE CLERK Velma W. Lowe VELMA \N. LO\NE V'41a,p Clerk ALL t Village of Mount Prospec, 100 South Emerson Street Mount Prospect, Illinois 6005 The December 28, 1999 Committee of the Whole meetin 11