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Home My WebLink About3.1 MinutesREGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD — 7:00 PM Tuesday, July 21, 2020 1. CALL TO ORDER The meeting was called to order by Mayor Juracek at 7:03 p.m. 1.1 Roll Call Members present upon roll call by the Village Clerk: Arlene A Juracek, Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Absent: None 1.2 Pledge of Allegiance - Trustee Zadel led the Pledge of Allegiance 1.3 Invocation - Trustee Saccotelli provided the Invocation 2. APPROVAL OF MINUTES 2.1 Minutes of the Regular Meeting of the Village Board - July 7, 2020 Motion to approve the minutes of July 7, 2020 Motion by Paul Hoefert, second by Richard F Rogers. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed MAYORS REPORT 3.1 Annual Report of the Audit Committee and Acceptance of Comprehensive Annual Financial Report Mayor welcomed Audit Committee Chair Tim McDermott, who presented a summary of the 2019 audit, highlighting the most significant items of a successful year. Mr. McDermott stated the Village's independent audit firm, Sikich, LLP has issued a clean opinion on the financial statement, stating it fairly represents the financial condition of the Village. Mr. McDermott added the Village received the Certificate of Achievement for Excellence in Financial Reporting for the 2018 report and expects the 2019 audit will receive the same recognition. Director of Finance Amit Thakkar provided additional information. Mr. Thakkar added that 2019 is Sikich,LLP's sixth and final year as auditors for the Village. Village staff have prepared and published an RFP seeking proposals from audit firms. The Audit Committee will be recommending a new five-year engagement with a new audit firm this fall. Motion to accept the Annual Report of the Audit Committee and Acceptance of Comprehensive Annual Financial Report. Motion by Richard F Rogers, second by Michael A Zadel. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 4. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None present. Mayor Juracek announced that no public comment forms were received via email. V? 5. CONSENT AGENDA A request by Trustee Grossi to remove item 5.7 from the Consent Agenda was granted by Mayor Juracek. This item will be the first item discussed under New Business. 5.1 List of Bills - July 1, 2020 - July 14 5.2 Motion to waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. This ordinance decreases the number of Class "S-6" Liquor Licenses by one (1) Gathered LLC d/b/a Gathered Boutique located at 117 S. Emerson Street Mount Prospect, IL Ordinance No. 6522 5.3 Motion to waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. This ordinance decreases the number of Class "S-6" Liquor Licenses by one (1) Kaitlin Skye Collins d/b/a The Collective located at 13 E. Prospect Ave. Mount Prospect, IL Ordinance No. 6523 5.4 Motion to waive the rule requiring two readings of an ordinance and adopt AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE VILLAGE CODE OF MOUNT PROSPECT. This ordinance decreases the number of Class "F-2" Liquor Licenses by one (1) 1706 East Kensington LLC d/b/a Greek Feast located at 1706 E. Kensington Mount Prospect, IL Ordinance No. 6524 5.5 Motion to continue PZ -10-20 / 50 S. Emerson Street / 1st reading of an ORDINANCE AMENDING CHAPTER 11 AND CHAPTER 14 OF THE VILLAGE CODE to the September 1, 2020 meeting of the Mount Prospect Village Board. 5.6 Request Village Board approval to accept public improvements for the Park Terrace Rowhomes at 3-27 N. Elmhurst Avenue VBA 36-20 5.7 Motion to allow the Village of Mount Prospect to invest the Village funds in the I PRIME fund with PMA Investments. Item 5.7 is removed from the consent agenda for separate discussion under New Business. This item is not to be considered in the motion and vote for approval of the consent agenda. Motion to approve the consent agenda as presented with the exception of item 5.7 Motion by Richard F Rogers, second by William A Grossi. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 6. OLD BUSINESS None Ell 7. NEW BUSINESS 5.7 Motion to allow the Village of Mount Prospect to invest the Village funds in the IPRIME fund with PMA Investments. (Item removed from consent agenda) Director of Finance Amit Thakkar provided information. PMA Investments is the Village's investments and bond advisors. Mr. Thakkar stated the Village is currently using their investment platform and the liquid funds are kept at Citi Bank. Due to a change in PMA Investments model, the liquid funds will be moved from Citi Bank to the Illinois Public Reserves Investment Management Trust fund. This fund is highly rated. Mr. Thakkar stated this proposal was discussed at the Finance Commission meeting and a received positive recommendation from the Finance Commission. Mr. Thakkar added neighboring towns have converted to the Illinois Public Reserves Investment Management Trust. A discussion followed. Mr. Thakkar responded to questions from the Board. Due the complicated nature of this proposal and requests for additional information, it was proposed to table this item to the August 4, 2020 Village Board meeting. Motion to table this item to the August 4, 2020 Village Board meeting. Motion by Paul Hoefert, second by Richard F Rogers. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 7.1 A RESOLUTION AUTHORIZING STAFF TO ENTER INTO PRELIMINARY ENGINEERING SERVICE AGREEMENTS WITH THE UNION PACIFIC RAILROAD FOR THE DEVELOPMENT OF THE MELAS/MEADOWS BRIDGE PHASE 1 STUDY PROJECT AND THE TRAIN STATION PLATFORM EXTENSION PROJECT Director of Public Works Sean Dorsey stated the Village is developing two (2) capital projects that have been identified in the Village's Strategic Plan as key projects. Both projects, the Melas/Meadows Bridge Phase 1 project and the Train Station Platform Extension project, impact Union Pacific Railroad's right -of-way and require engineering review and coordination with the railroad. Mr. Dorsey stated both projects have been approved by the Village Board to develop engineering plans. Mr. Dorsey provided details on both projects. Mr. Dorsey noted that staff is in the process of confirming a $900,000 Illinois Department of Commerce and Economic Opportunity grant for the platform extension project. Mr. Dorsey added that neither project can be further developed without engineering review and feedback from the Union Pacific Railroad. Board Comments: • Questioned why these two projects are presented as one resolution. Expressed disappointment that other taxing bodies have not committed to financial support for the Melas/Meadows Bridge project. Mr. Dorsey provided the following in response to questions from the Board: • Approval of the agreements are necessary for the projects to move forward • Grant application for the Bridge project were due at the end of June; Village should receive award notice by the end of summer � Staff has received notice of a grant award from DCEO (Department of Commerce & Economic Opportunity) Staff has applied for an Invest in Cook grant for the bridge project The Board discussed the option of separating the subject resolution into two (2) separate resolutions, respective to each project. Village Attorney Lance Malina provided procedural direction. Mr. Malina stated resolutions, in general, are intended to track the approval and authorization of agreements and contracts. The Board can proceed with separate votes for each project tonight as presented. Separate resolutions can be drafted at a later date and presented under the consent agenda for Board approval at the next meeting of the Village Board on August 4, 2020. The outcome determined by the votes taken at this meeting is final. Motion to separate the resolution authorizing staff to enter into preliminary engineering service agreements with Union Pacific Railroad into two resolutions specific to the individual projects. Motion by William A Grossi, second by Richard Rogers. Yea: Colleen E. Saccotelli, Eleni Hatzis, William A. Grossi, Richard F. Rogers Nay: Michael A. Zadel Final Resolution: Motion Passed Motion to approve a resolution authorizing staff to enter into Preliminary Engineering Service Agreements with the Union Pacific Railroad for the development of the Melas/Meadows Bridge Phase 1 Study Project. Motion by Michael A Zadel, second by Colleen E Saccotelli. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers Nay: William A. Grossi Final Resolution: Motion Passed Motion to approve a resolution authorizing staff to enter into Preliminary Engineering Service Agreements with the Union Pacific Railroad for the development of the Train Station Platform Extension Project Motion by Paul Hoefert, second by Richard F Rogers. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 8 VILLAGE MANAGER'S REPORT 8.1 Motion to accept bid for Cleaning Services by Multi Systems Management of Chicago, Illinois, in an amount not to exceed $201,339. Director of Public Works Sean Dorsey provided background information, bid results and staff recommendation. Mr. Dorsey stated the current contract with Crystal Maintenance of Mount Prospect expired at the end of December, 2019. Due to the construction of the new Police headquarters, Fire headquarters and the Maple Street Parking Garage that will significantly alter the scope of work in for the new contract, staff requested and the Board authorized an extension of the contract until August 1, 2020. The proposed scope of work in the new contract includes daily cleaning at the following locations: Village Hall, Police Headquarters, Fire Department Headquarters (Administration Area), Railroad Station, Fire Stations 12 & 14 (floors only), Pistol Range, Public Works (Administration Area), Community Connection Center, Emergency Operations Center, Emerson Street Parking Deck and the Maple Street Parking Deck. Mr. Dorsey stated the bid award is three-year term. The contract also provided for two (2) one (1) year extensions at the 2023 pricing. Mr. Dorsey stated five (5) bids were received. One bid was deemed non-responsive due to the the lack of a bid bond. The lowest cost bid was submitted by Multi System Management of Chicago. Multi System Management has not performed work for the Village in the past. Staff received positive feedback from their references and are satisfied they are equipped to perform the work as stated in the contract. Mr. Dorsey stated the proposed contract includes a 10% contingency. C9 Motion to accept the proposed bid. Motion by Paul Hoefert, second by Michael A Zadel. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 8.2 Motion to accept NWMC/SPC Fuel bid in an amount not to exceed $363,222. Director of Public Works Sean Dorsey provided background information regarding Northwest Municipal Conference/Suburban Purchasing Cooperative's (NWMC/SPC) contract to purchase fuel for Village vehicles and equipment. Mr. Dorsey stated there are more than 15 municipalities who participate in this joint purchasing contract. The contract expired on July 5, 2020. NWMC/SPC awarded a new contract on June, 2020 following a public bid process. Mr. Dorsey provided information on the bid process. The lowest cost bid was submitted by Al Warren Oil Company and is effective from July 6, 2020 to July 5, 2021. The contract includes three (3) one (1) year extensions at the same terms. The extensions must be approved by NWMC/SPC governing board. Motion to accept the proposed bid Motion by Michael A Zadel, second by Richard F Rogers. Yea: Colleen E Saccotelli, Eleni Hatzis, Michael A Zadel, Paul Hoefert, Richard F Rogers, William A Grossi Nay: None Final Resolution: Motion Passed 9. ANY OTHER BUSINESS None. 10. ADJOURNMENT There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Grossi, moved to adjourn the meeting. By unanimous vote, the July 211 2020 meeting of the Village Board adjourned at 8:20 PM. Respectfully submitted, Karen M. Agoranos 7