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HomeMy WebLinkAbout3.1 MinutesMr�GauC �'d'+rt;�iect Subject Meeting Fiscal Impact Dollar Amount Budget Source Category Type Information O.s ATTACHMENTS: Jan 18 2022.pdf Minutes of the Regular Meeting of the Village Board January i 2022 1 February 1, 2022 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - /_1» 16]T%1we 0aI1011A9 Minutes 1 Village of Mount Prospect Regular Meeting of the Village Board Tuesday, January 18, 2022 / 7:00 p.m. Virtual Meeting The meeting was conducted remotely, via the virtual meeting platform, GoToWebinar. A link to register for the meeting was provided for those residents wishing to participate in the meeting. 1. CALL TO ORDER The Regular Meeting of the Village Board was called to order by Mayor Hoefert at 7:10 pm. Mayor Hoefert stated that under the Governor's order (Public Act 101-0640) this regular meeting of the Village Board will be conducted virtually. In accordance with the Open Meetings Act, Assistant Village Manager Nellie Beckner was physically present at Village Hall, 50 S. Emerson Street. 2. ROLL CALL Members present remotely via GoToWebinar, upon roll call by the Village Clerk: Paul Hoefert, Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck and Richard Rogers Absent: None 3. APPROVAL OF MINUTES 3.1 Minutes of the Regular Meeting of the Village Board - January 4, 2022 Motion by Richard Rogers, second by Peggy Pissarreck to approve the minutes: Yea: Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: None Final Resolution: Motion Passed 4. MAYORS REPORT 4.1 Motion to authorize the execution of an Amended Employment Agreement for Village Manager Michael J. Cassady Mayor Hoefert presented the Amended Employment Agreement for Village Manager Michael J. Cassady for approval. Mayor Hoefert briefly detailed the conditions of the agreement which include a 4% pay increase and a $22,000 bonus for meeting and exceeding his goals in 2021. In a response to a question from the Board, Mayor Hoefert stated the terms of the proposed amended contact extend to 2027. Motion by Richard Rogers, second by Colleen Saccotelli: 2 Yea: Paul Hoefert, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: Agostino Filippone Final Resolution: Motion Passed 5. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None 6, CONSENT AGENDA 6.1 Monthly Financial Report - November 2021 6.2 List of Bills - December 9, 2021 to January 11, 2022 - $5,936,920.98 6.3 Motion to purchase one (1) Stryker Power -lift Stretcher and five (5) year extended warranty in the amount not to exceed $23,874.35. 6.4 Motion to accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase of two (2) 2022 Ford Explorer Hybrids from Kunes Country Ford in Antioch, Illinois at a cost not to exceed $48,250.00 6.5 Motion to accept lowest cost, responsive bid for Fire Hydrants and Accessories in an amount not to exceed $64,536.00. Motion by Collen Saccotelli, second by Peggy Pissarreck to approve the consent agenda: Yea: Agostino Filippone, Terri Gens, John Matuszak, Peggy Pissarreck, Richard Rogers, Colleen Saccotelli Nay: None Final Resolution: Motion Passed 7. OLD BUSINESS None S. NEW BUSINESS 8.1 Motion to accept a proposal from InQUEST Consulting, LLC for Diversity, Equity, and Inclusion Services for an amount not to exceed $84,000. Village Manager Michael Cassady stated the Diversity, Equity and Inclusion initiative, was identified by the Board as a high priority in the Village's Strategic Plan. Assistant Village Manager Nellie Beckner provided RFQ (Request for Qualifications) results, background information, scope of work and staff recommendation for the Diversity, Equity and Inclusion consultants for the Village of Mount Prospect. Ms. Beckner stated this high priority falls under the Strategic Plan goal of Enhancing Mount Prospect's Charm and Character honoring Diversity, Equity and Inclusion. A small focus group was created by select Village staff that launched the process to search and select a Diversity, Equity and Inclusion consultant. Ms. Beckner stated RFQs were emailed to 22 consultants compiled by staff, vetted from a list of over 30 consultants. The Village sought recommendations from staff, public, NWMC (Northwest Municipal Conference) and MMC (Metropolitan Mayor's Caucus). Ms. Beckner shared the scope of work which includes a review of Village policies, processes and initiatives already implemented, a survey of the community and a report with the consultant's findings, including areas for improvement and recommendations for Village action. Ms. Beckner stated the Village received six (6) responses to the RFQ. The six responses were reviewed by staff and three (3) were selected for interviews. The Village review team included Director of Human Services Julie Kane, Director of Human Resources Heidi Neu, Assistant to the Village Manager Alex Bertolucci, Assistant Village Manager Nellie Beckner and Village Manager 3 Michael Cassady. After the interviews were conducted with the three finalists, InQuest was unanimously selected by the review team, citing their experience with municipal governments, scope of work and their flexibility to address future Village needs. Ms. Beckner stated staff recommends approval of the proposal from InQuest Consulting, LLC for services in an amount not to exceed $84,000. Danata Andrews, Kate Webster and Tricia Dupilka from InQuest Consulting, Inc. were introduced and presented InQuest's proposal for the Village. Ms. Dupilka began by providing an overview of who InQuest is, what they do and how they do it. Ms. Dupilka stated InQuest was founded in 2011 and has grown to be a full-service DEI consultancy with a broad depth of expertise across all areas of diversity, equity and inclusion. Ms. Dupilka detailed what InQuest does for their clients, separated into three "buckets": 1) Strategy & Structure, 2) Training & Experiences and 3) Bridges & Breakthroughs and provided details for each "bucket". Ms. Andrews described how they will partner with the Village, bringing together the Village's knowledge and needs with InQuest's DEI expertise to produce best solutions that are creative, realistic and practical for the Village to deliver impactful results. Ms. Dupilka described each of the "3Ps", Policies, Procedures and Practices, which are a foundation and guide to build their strategy. Upon conclusion of the presentation, Ms. Andrews, Ms. Webster and Ms. Dupilka answered questions from the Board. A discussion followed. Public Comment: Carole Delahunty Mount Prospect resident Cathy Dunington Mount Prospect resident Representatives from InQuest and Village staff responded to questions from Ms. Delahunty and Ms. Dunnington. There was no further discussion. Motion by Colleen Saccotelli, second by Richard Rogers to approve proposal from InQuest Consulting Yea: Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Final Resolution: Motion Passed 9. VILLAGE MANAGER'S REPORT 9.1 Motion to approve an increase in the contract award to Municipal Well & Pump Company for the abandonment of Well 4 in an amount not to exceed $76,700.00. Director of Public Works Sean Dorsey presented a motion to increase the contract award to Municipal Well & Pump Company for the abandonment of Well 4 in an amount not to exceed $76,700. Mr. Dorsey stated this project is a change order from the original project contract, awarded in September 2021, to abandon and cap Deep Well #4 in the amount of $149,619.80. Due to the unforeseen condition of the well once work began, it was determined additional funds are required to complete the project. Mr. Dorsey displayed a graphic that detailed the scope of the project. After the pumping equipment was removed and the well was televised, it was discovered that the well had filled 4 with sand over time up to 1,280 feet. The abandonment plan called for installing cement from 1,275 feet to 1,375 feet, therefore, work must be done to remove the sand down to 1,375 feet. Staff consulted with the Village's water consultant, Baxter and Woodman, and the Cook County Department of Public Health to devise a more plausible plan. The Village will direct Municipal Well & Pump to bail for a period of up to three (3) weeks. If bailing is successful, a concrete seal will be installed at the working elevation, allowing the original plan to abandon the well to be reinstated. Mr. Dorsey stated the additional cost for up to three (3) weeks of bailing is approximately $76,700. Mr. Dorsey answered questions from the Board. There was no additional discussion. Motion by Richard Rogers, second by John Matuszak: Yea: Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: Agostino Filippone Final Resolution: Motion Passed 9.2 Motion to accept proposal for Rand/Kensington/Route 83 Intersection Improvements Phase II Engineering Services in an amount not to exceed $1,370,062.00. Director of Public Works presented the proposal from Patrick Engineering for Phase 2 Engineering services for the Rand/Kensington/Route 83 intersection improvements for $1,370,062. Included in this proposal is a Resolution authorizing the execution of a local agency agreement with the Illinois Department of Transportation that facilitates utilization of a federal Surface Transportation Program grant to fund up to 50% of the project. Mr. Dorsey provided a background of the Phase I Engineering study performed by Patrick Engineering. The study included a right-of-way survey, signal improvements, shared -use paths along Rand Road and lighting improvement. Mr. Dorsey stated the Village followed federal guidelines to be eligible for future phases of this project and was awarded $3.5 million in federal Surface Transportation Program (STP) grants to support funding for Phase II and Phase III of the project. Mr. Dorsey provided details of Phase II Engineering which included final design and land acquisition. Mr. Dorsey stated temporary construction easements and additional right-of-way have been identified along 30 properties within the project limits, necessary to widen the roads and for the construction of bike paths and sidewalks. The acquisition of land be will minimal and will not require the purchase of entire properties. Mr. Dorsey stated Phase II Engineering is expected to be completed by the end of 2023 using STP and local funds. Construction is tentatively scheduled to begin in early 2024 and is estimated to take one and one half years to complete. Mr. Dorsey provided details of the federally mandated Request for Qualifications (RFQ) process. The Village received four (4) submissions and each were reviewed on their understanding of goals and methodology to complete the study. Patrick Engineering ranked highest based on the merits of their proposal and interviews with staff. They are familiar with the scope of the project and come highly recommended. Mr. Dorsey stated the Village was awarded up to $685,060 in STP funds, representing 50% of the total cost for Phase II. Mr. Dorsey stated the federal share (STP) funds cannot exceed 50% of the cost of the project. The Village's share of this project is $685, 031. The total cost of the Phase II Engineering project is $1,370,062.00. Mr. Dorsey stated staff recommends approval of the proposal from Patrick Engineering. A brief discussion followed. Mr. Dorsey responded to questions from the Board. 5 Motion by Richard Rogers, second by John Matuszak to accept proposal for Rand/Kensington/Route 83 Intersection Improvements Phase II Engineering Services in an amount not to exceed $1,370,062.00. Yea: Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: None Final Resolution: Motion 9.3 Motion to accept proposal for the McDonald Creek Streambank Stabilization Study for an amount not to exceed $65,430.00. Mr. Dorsey presented background information, bid results and staff recommendation regarding the proposal from Hey and Associates for the McDonald Creek Streambank Stabilization Study. Mr. Dorsey displayed a map of the project area. Mr. Dorsey stated McDonald Creek has been on Capital Improvment Projects list for the past few years. The Village is seeking assistance to develop a study that will document existing conditions of the creek and make recommendations to restore and stabilize the banks of the creek. Mr. Dorsey stated the study will be divided into six reaches and provided location descriptions of each reach and scope of the project. Mr. Dorsey stated the Village received nine (9) submittals from consulting engineering firms. Each firm was reviewed and rated according to company background, experience, scope of work, schedule work effort and proposal content. Staff selected the top three (3) consultants for one- on-one interviews. Staff selected Hey and Associates as the preferred firm to complete this project based on their understanding of the project and ability to successfully complete the project. A brief discussion followed. In response to a question from the Board, Mr. Dorsey stated the wide variation of quotes were due to the size of the firms. Smaller firms have smaller overheads. Mr. Dorsey added Hey and Associates is a small firm and they were able to provide specific examples of other jobs comparable to this project. In addition, they provided a reliable estimate of the time allotted to complete this project. No further discussion. Motion by Colleen Saccotelli, second by Peggy Pissarreck to accept proposal for the McDonald Creek Streambank Stabilization Study for an amount not to exceed $65,430.00 Yea: Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: None Final Resolution: Motion Passed 9.4 Motion to reject all bids received at the November 22, 2021 bid opening and accept the lowest -cost, responsive bid for Parkway Tree Trimming received at the December 22, 2021 bid opening in an amount not to exceed $198,700.00. Mr. Dorsey presented bid results for the Parkway Tree Trimming project in an amount not to exceed $198,700. Mr. Dorsey provided details of the project, stating the Village maintains 25,000 parkway trees. The goal is to trim approximately 5,000 trees trimmed per year on a 5 -year cycle. Mr. Dorsey stated a bid opening was held in November 2021 with less than favorable results. The Village received two (2) no bid letters and one bid was received from a firm unfamiliar to staff. That bid did not include a list of references nor a list of equipment required with the proposal. The other bid was received with handwritten exceptions to the contract. They were deemed unresponsive and all bids were subsequently rejected. 6 Staff held a second bid opening with a revised specifications and three (3) bids were received. The bid results included trimming an estimated 4,392 trees in 2022 and 4,459 trees in 2023 and estimated 20 hours of emergency work. Mr. Dorsey provided details of the bid results. R.W. Hendricksen Company was the lowest cost bidder and has performed similar work in the Village previously. Reference checks indicate the firm is well -experienced and has the resources to complete the work. The proposal is for a two-year term, 2022-2023 Mr. Dorsey stated staff recommends approval of the subject proposal from R.W. Hendricksen in an amount not to exceed $198,700.00. A brief discussion followed. Motion by Richard Rogers, second by Peggy Pissarreck to reject all bids received at the November 22, 2021 bid opening and accept the lowest -cost, responsive bid for Parkway Tree Trimming received at the December 22, 2021 bid opening in an amount not to exceed $198,700.00. Yea: Agostino Filippone, Terri Gens, John Matuszak, Colleen Saccotelli, Peggy Pissarreck, Richard Rogers Nay: None Final Resolution: Motion Passed 9.5 As submitted Village Manger Michael Cassady addressed the Executive Order set forth by Cook County earlier this month (restaurant/gym vaccine mandate). Mr. Cassady stated staff is working with Village businesses to communicate information and provide coaching to be compliant with the Order. Mr. Cassady stated our role is to support and not to be an enforcement arm of the County. Mr. Cassady stated cases of COVID-19 amongst Village staff have begun to taper off but we remain operating on a hybrid schedule. Those who are able to work from home are encouraged to do so. Mr. Cassady emphasized customer service remains a priority and staff continues to be highly productive under this platform. Mr. Cassady recommended the February 8, 2022 Citizen Summit be rescheduled to a date this summer due to the uncertainty from COVID-19. Details will follow. Trustee Pissarreck encouraged residents to do what they can do reduce the burden on healthcare workers. In response to a question from Trustee Filippone, Manager Cassady stated Diversity, Equity and Inclusion, a Strategic Plan initiative, is separate from the Citizen Summit initiative. The Citizen Summit is an opportunity for residents to come together to talk about any issues and may include discussions regarding diversity, equity and inclusion in our community. 10. ANY OTHER BUSINESS Mayor Hoefert provided closing thoughts on the mask and vaccine mandates. Mayor Hoefert stated the Village is handling both mandates in a responsible manner. 11. ADJOURNMENT There being no further business to discuss, Mayor Hoefert asked for a motion to adjourn. Trustee Saccotelli, seconded by Trustee Rogers, motioned to adjourn the meeting. Upon roll call, each member acknowledged they were able to hear and participate in the meeting in its entirety. Aye: Agostino Filippone, Terri Gens, John Matuszak, Peggy Pissarreck, Richard Rogers, Colleen Saccotelli Nay: None Mayor Hoefert also acknowledged he was able to hear and participate in the meeting in its entirely as well. 7 The January 18, 2022 regular meeting of the Village Board adjourned at 9:46 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk