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HomeMy WebLinkAboutCOW Agenda Packet 03/11/2008AGENDA Meeting Location: Village Board Room, Mount Prospect Village Hall 50 South Emerson Street I. CALL TO ORDER - ROLL CALL Meeting Date and Time: Tuesday, March 11, 2008 7:00 p.m. Mayor Irvana Wilks Trustee Timothy Corcoran Trustee John Korn Trustee Paul Hoefert Trustee Michael Zadel Trustee Arlene Juracek Trustee Richard Lohrstorfer II. ACCEPTANCE OF MINUTES OF SEPTEMBER 25, 2007 ACCEPTANCE OF MINUTES OF JANUARY 22, 2008 ACCEPTANCE OF MINUTES OF FEBRUARY 12, 2008 III. CITIZENS TO BE HEARD VI. SUB AREA #1 REDEVELOPMENT PROPOSAL. The Heimbaugh Capital Development Corporation (HCDC) has presented the Village with a redevelopment plan for the "small triangle" area that is referred to as Sub -area #1 in the Downtown TIF District Strategic Plan. Sub -area #1 is bounded by NW Highway on the south, Main Street on the east, Wille Street on the west and the Village parking lot to the north. HCDC's plan calls for the construction of 105 residential condominium units and 35,000 square feet of commercial space that would be supported by a 268 space parking structure. The project would be built in two phases over a three-year period. The first phase would include a 7 -story mixed use structure that would consist of 65 residential units and 20,000 square feet of retail space and be located along Wille Street. The 268 space parking garage would also be constructed as part of phase 1. A 6 -story mixed use structure would be built in phase two at the corner of NW Highway and Main Street. The proposal includes an internal plaza that would provide unique outdoor dining opportunities and an area for public gatherings. In addition, the plans provide for several private landscaped roof terraces and rooftop gardens. NOTE: ANY INDIVIDUAL WHO WOULD LIKE TO ATTEND THIS MEETING BUT BECAUSE OF A DISABILITY NEEDS SOME ACCOMMODATION TO PARTICIPATE, SHOULD CONTACT THE VILLAGE MANAGER'S OFFICE AT 50 SOUTH EMERSON, MOUNT PROSPECT, ILLINOIS 60056,8471392-6000, EXTENSION 5327, TDD #847/392-6064. The proposal would be a public/private partnership between the Village of Mount Prospect and HCDC for the redevelopment of Sub -area #1. Details will be provided at the meeting regarding the Village's proposed participation in the project. A redevelopment agreement between HCDC and the Village would detail the financial obligations of each party. Tonight's meeting will be the first of several public forums to provide interested parties the opportunity to comment on the project. Subsequent public hearings will be held before the Planning and Zoning Commission and Village Board for consideration of a Planned Unit Development. Sub Area #1 property owners have been notified about the meeting. Mr. Heimbaugh and appropriate staff will be on hand to answer questions and facilitate discussion. V. MANAGER'S REPORT VI. ADJOURNMENT COMMITTEE OF THE WHOLE MINUTES September 25, 2007 I. CALL TO ORDER The meeting was called to order at 7:06 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Irvana Wilks. Present at the meeting were: Trustees Paul Hoefert, Arlene Juracek, and Michael Zadel. Staff present was Assistant Manager David Strahl, Police Chief John Dahlberg, Fire Chief Michael Figolah, Emergency Management Coordinator Thomas Janetske, and Community Development Director William Cooney. MINUTES Approval of Minutes of August 14, 2007. Two minor modifications to the minutes were made. Motion made by Trustee Zadel and seconded by Trustee Juracek to approve minutes with modifications. III. CITIZENS TO BE HEARD Mayor Wilks read an Emergency Preparedness Month Proclamation and presented it to the Fire Chief. Fire Chief Figolah spoke. He stated the natural disaster of August 23 was a prime example of why it is necessary for emergency preparedness. He also stressed the importance of residents creating a back up plan for their own safety and the ability to function without assistance for at least 48 hours. Tom Janetske, Emergency Management Coordinator spoke. He wanted to recognize the CERT (Community Emergency Response Team) members for their assistance during the storm of August 23. Joe Mojica-622 E. Sha Bonee spoke. He stated he is coming to the Board to voice concerns about overnight street parking enforcement that is about to take place on Sha Bonee. He had previously been instructed to contact the landlord of his property to address his need to park multiple vehicles. He was questioning why it is necessary to enforce this Ordinance now, what has changed, and where would he be able to park his second car. He stated the Village Board is taking away parking without providing any options to him and other residents in the area. Police Chief Dahlberg spoke. He provided a history of the parking enforcement on the street and the additional signage which has been addressed near the intersection of the alley with William Street due to turning radius issues. He stated that previously residents and the owners in this area had told the Village they are working on a possible solution to their parking situation. In return, the Village relaxed enforcement of the overnight parking ban until a solution was in place. However, no action has been completed so there is a need to enforce the Ordinance. He stated he has walked the area and there are a number of garages that are available for use in many instances. He also stated there will be a need to have an accurate account of the number of vehicles that need parking, based on his review he estimates anywhere from 12 to 20 vehicles. He noted the area which has vehicles parked on the street has expanded over time apparently because there are more vehicles now than there have been in the past. He stated part of the problem might be the fact there are at least four homeowners associations in this area. General comments from the Village Board members included the following items: 1. There was a question whether any of the landlords completed the Crime Free Housing Training and whether that training would assist in addressing this issue. 2. There were also comments reiterating the equitable enforcement of the Ordinance and the fact the Ordinance has been around for several decades. 3. It was suggested some additional signage be added in the mid -block area. 4. It was also suggested residents be given some additional time to discuss a possible solution to the parking situation, possibly to November 1. 5. It was requested Village Board members be provided updates and status reports of the discussions prior to November 1. David Brents-620 E. Sha Bonee spoke. He stated he has observed Katco workers parking on the street as early as 5:00 a.m. and the fact the fence screening the yard for Katco makes it impossible for him to maneuver his vehicle into his garage. He also stated there are four units with one parking spot each and very few people only have one vehicle. He noted that he has not seen tickets being written along William for long time or overnight parking as he has on Sha Bonee. Lynne Arntson-614 E. Sha Bonne spoke. She stated she is the owner of the property which originally had one parking space but now she has two cars. She stated she had called the police at the time she was considering purchasing another vehicle and was told there was no enforcement on Sha Bonee at that time. Chief Dahlberg spoke. He wanted to clarify the fact that the lack of enforcement along Sha Bonee was only a temporary situation until a parking solution was worked out. Robert Punazak-721 S. Williams spoke. He stated he is concerned the owners will not be motivated to work directly with residents to offer a solution. Angela Infante- 716 E. Sha Bonee spoke. She stated when she moved into her rental unit the owner never told her parking was not allowed on Sha Bonee. Greg White of 423 S. Williams spoke. He stated due to economic circumstances renters must have multiple cars since multiple residents live in each unit due to the high rents. N General comments from the Village Board members reinforced the fact that the Village will not solve the problem for the residents but will work with the residents and owners for a possible solution. IV. PROPOSED CHANGES TO FACADE IMPROVEMENT AND INTERIOR BUILDOUT PROGRAMS Community Development Director William Cooney provided an overview of the current program as it stands to date. He is requesting the two programs be merged into one in order to improve the recruiting and marketing effort to entice retail establishments to move into Mount Prospect. He is also requesting the removal of the five year minimum of time the business was previously required to be present in Mount Prospect before they could apply for such a grant. He stated that these improvements will help target sales tax generating businesses. General comments from the Village Board members included the following items: 1. It was clarified that the funds for these improvements in this program are only through TIF funds and are available to existing businesses. 2. It was suggested that there be additional clarifications as to the type of businesses that are eligible including some examples. 3. There was also a comment regarding the communication outreach and how it can be improved. 4. There was also a discussion regarding who would actually obtain the grant whether it would be the business owner or the building owner if they were different. 5. There was a discussion regarding the assistance for sprinkler improvement build -out that may not be part of the new construction. Consensus of the Village Board was supportive of the changes as recommended by staff. V. EMPLOYER ASSISTED HOUSING PROGRAM Community Development Director Bill Cooney stated there has been a movement across Northwest suburbs to assist employees in obtaining affordable housing within the community for which they work. He stated this assistance would be available to employees that met the income criteria and stay with the employer for a minimum period of time. He also stated there is a limited amount of funds available for this program and would be on a first come first serve basis. Claire O'Shea Long Range Planner spoke. She stated this program would be a valuable recruitment tool. General comments from the Village Board members included the following: Several Board members wanted to clarify any program that would be established under these parameters would not be required under any collective bargaining agreement with the employees and extra effort would need to be undertaken to avoid any possible appearances of favoritism. 3 VI. DOWNTOWN PARKING RECOMMENDATIONS Community Development Director William Cooney provided an overview of the Downtown parking surveys that had been completed during the summer. He stated there is plenty of parking in the downtown area and many spaces are under utilized. He also highlighted the fact that there is substantial evening parking available for any activity which is occurring in the downtown area. The parking review is broken down into several areas for discussion purposes. Each area will be discussed independently and recommendations or modifications will be considered for each area. Prospect Avenue (west of Pine) -there is insufficient on site employee parking. Recommendation from staff is to consider issuing parking passes for parking beyond the four hour zone for thirty nine available spaces. Village Board suggestions included: 1) designating parking further away from Prospect Avenue; 2) a daily pay basis so that it would not be convenient for commuters. Consensus of the Village Board was to consider a hang tag system. Elmhurst Avenue/Northwest Highway -there is insufficient employee parking. Options include: 1) increasing the zone from two hour to four hour; 2) establish employee parking on Prospect as a fee based; 3) consider parking in the Village Hall deck on a per fee basis. Staff recommended either option 2 or 3. Consensus of the Village Board was option 3 however, employees would not be charged for parking in the Village Hall parking deck due to bond sale and electrical service restrictions. Village Hall Parking Deck -consider instituting short term overnight parking for guests of the condominiums and surrounding area. Suggestion by staff was to set up a three day parking pass for a set number of spaces on a first come, first serve basis. This would be on a trial basis with no fee using different color hang tags. Village Board discussion included the fact that if this were available to the condominium owners then other residents in the community should also be considered for this program. Consensus from the Village Board was to continue discussions and formulate how this program might work on an administrative basis. Chase Bank Parking Lot -the parking lot in the evening is significantly under utilized. It could meet much of the parking needs related to businesses at Busse and Emerson. Currently there are signs restricting parking in the lot but many times it is not enforced. Staff recommendation is to pursue a parking lease agreement with the property owner to allow parking between 5:00 p.m. and 2:00 a.m. 21 Consensus of the Village Board was to empower staff to approach the Bank property owner to consider leasing options. Maple Street Parking Lot- currently it is limited to residential parking only and there is an average of 82 spaces left unused after 10:30 a.m. on weekdays. The option is to consider issuing residential overnight parking passes for a fee to utilize some of the under utilized spaces; however, there is still snow removal and staging issues that need to be worked out prior to this option being considered. There was also some need to address the business need of reverse commuters, again it would be fee based. Consensus of the Village Board was to direct staff to explore further the parking options and make sure the cars move and they do not impede necessary Village operations of the lot and do not create additional staff administration. Downtown Parking Signage staff option is to consider hiring a consultant to assess the current directional signage with the goal to redesign and relocate signage for better communication with the vehicle drivers. This would also be coordinated with banner programs highlighting downtown and community events along with directional signage on light poles which highlight different areas of the community and downtown. Part of the interest is to better identify the Village parking deck and encourage additional usage. General comments from the Village Board members included the following items: 1. It was suggested that some additional signage be placed on the outside of the parking garage, but be limited as to not damage the brick that is currently attached to the building. 2. There was also a suggestion to consider the option of physical barriers to direct cars more efficiently into and out of the deck. Consensus of the Village Board was to pursue the option of hiring a consultant to review the parking signage issues. Trustee Hoefert also suggested staff look at the opportunities and possible locations for a low rise parking garage which would allow doubling up of any surface parking space in the downtown. VII. ANY OTHER BUSINESS None VIII. ADJOURNMENT Meeting adjourned at 9:37 p.m. 6i COMMITTEE OF THE WHOLE MINUTES January 22, 2008 I. CALL TO ORDER The meeting was called to order at 7:08 p.m. in the Village Board Room of Village Hall, 50 South Emerson Street, by Mayor Pro Tem Richard Lohrstorfer. Present at the meeting were: Trustees Paul Hoefert, Arlene Juracek, John Korn and Mike Zadel. Staff present was Village Manager Michael Janonis, Assistant Manager David Strahl, Finance Director David Erb, Public Works Director Glen Andler, Fire Chief Mike Figolah, Fire Marshall Paul Valentine, Administrative Analyst Christina Park, Police Chief John Dahlberg, and Jake Davis from SRBL Architects. II. ACCEPTANCE OF MINUTES Approval of Minutes of September 25, 2007. Minutes were deferred since there were not enough Trustees present at this meeting that were not absent on September 25. Minutes from November 13, 2007 motion made by Trustee Hoefert and seconded by Trustee Juracek. Minutes were approved. Trustee Korn abstained. III. CITIZENS TO BE HEARD None IV. VILLAGE -WIDE FACILITIES STUDY PHASE I Fire Chief Figolah provided a summary of the facilities study document. He stated the study included Station 14, the Emergency Operations Center of EOC, and the Public Works expansion to facilitate the fire vehicle maintenance phase. He stated there is a need to address the response times in the area bounded by Rand, Route 83 and Camp McDonald Road in addition to addressing the condition of the Station which was constructed as a temporary Station in the early 1960's. He also stated the Village has recently entered into a automatic aid agreement with Prospect Heights for primary response to the area in question which should reduce the response times in that area for services. He added the railroad track has a negative impact on response times in that area based on the location of the Station. He also stated there is a limited amount of land available for a possible Station. He noted the most likely site is the area immediately west of the existing Station, but because it is River Trails Park District property there is a need to facilitate a replacement location for the ball field that would be disrupted with the Station construction. Jake Davis of SRBL Architects spoke. He reviewed the space requirements for each department in each particular building in the opinions for renovations or new construction of each space. He provided and overview of the Space Study process and a summary of the existing Station. He stated the current Station is approximately 5100 square feet with the maintenance bays and would propose a new Station of approximately 20,000 square feet with the maintenance space consolidated at Public Works. He said there is an obvious need for training space and storage areas in the new station. He also highlighted the purpose of the EOC and the vehicle maintenance expansion of Public Works. He added as an Architect they have provided high and low ranges depending on different finishes and quality type of materials used. He estimated construction costs for Fire Station 14 to be $5.2-$5.7 million with a total cost of the Station estimated between $7.2- $8.1 million with LEEDS certification construction costs estimated between $275,000-$360,000. The estimated cost for the Public Works expansion construction costs of $1.2 -$1.5 million of the total cost of $1.7-$2.1 million with LEED certification construction costs estimated at between $75,000 and $125,000. The EOC construction costs is estimated between $1.1 million -$1.5 million with the total cost of $1.7-$2 million estimate with LEED certification additional costs of between $70,000 and $100,000. He also provided an overview of LEED certification and Green Building ratings. The estimated total project cost of approximately $12.4 million with LEEDS certification costing an additional $585,000. Ann Smilanic, member of Finance Commission spoke. She inquired of the Village Board regarding the process for the land transfer and whether the lease would be structured as such or would be a land sale. Sharon Wisnewski-Tano Lane spoke. She required why the Village Board does not use Eminent Domain to obtain new property for the Fire Station. Bill Wallace -2007 Hopi Lane spoke. He inquired as to how many stories and what the foot print of the building would be and whether any of the out buildings would remain. Finance Director David Erb spoke. He provided an overview of the Phase I project funding and the total costs of approximately $13 million and the projected use of some Fund Balance if Fund Balance were available for the project of approximately $1.2 million. He requested Village Board authorization to hire a Financial Advisor to assist in the debt processing and to review the Village's bond rating in an attempt to improve on the Village's bond rating prior to bond sale for this project. Mel Halich-927 Quince Lane spoke. He stated he is interested in the LEEDS program but has concerns about decision points to determine what LEEDS level and expense the Village could afford. Ann Smilanic-409 Can Dota Lane spoke. She stated she is concerned about the price of the project and its substantial increase from the initial estimates especially in lieu of the current economic conditions. Bill Wallace -2007 Hopi Lane spoke again. He asks if there will there be a review process that will include a possibility for a smaller square footage footprint. Fire Chief Figolah stated there is a need to finalize the site with the various taxing bodies and there will be Public meetings scheduled to discuss the site location. There is also a need to authorize the hiring of an Architect to assist in the need to obtain a construction manager for the project. Such assistance would cost approximately $5000. Consensus of the Village Board was to authorize staff to engage the existing Architect for assistance in selecting a construction manager for this project. Consensus of the Village Board was also to authorize the assistance of a Financial Advisor to review the Village's bond rating in an effort to obtain an improved bond rating prior to bond sale for this project. V. AUGUST 23 STORM DAMAGE AFTER ACTION REPORT Fire Chief Figolah provided an overview of the after action report and summarized the items that went well and what items could be improved for future Village responses. He provided an overview of the various departmental responses and the evaluation process included outside agencies, departmental recommendations, and all employees surveyed in addition to public input. He said one general theme was to improve internal communications among the employees not participating in the EOC operations. He also stated there were issues with utilizing the Village Hall as a shelter and the extended loss of power and impact on operations at the Village Hall. He stated an initial generator failure at the Village Hall created additional challenges at the Village Hall which were unanticipated. Among the external communication issues were the loss of phones, TV's, computers and internet and it was determined there is a need to have a low-tech method of communication with the general public. Some operations in the EOC required the use of paper documents that were adequate, but the lack of computers in the EOC created additional and unnecessary challenges. He added there were issues with access to supplies that were affected by power loss at the Village Hall and the access to the Village Hall was limited due to the extended power outage. He also stated one of the issues that were evident was the need for coordinated damage assessment efforts by all departments so there is no duplication. He noted the EOC staff was slow to arrive and once the room was set up there were access to files issues and the need for additional memorandums of understanding with other agencies for assistance. Generally, public comments were of high praise for the Village effort. The majority of criticism was consistent with the known lack of information and extent of the impact on the residents. He also stated the FEMA response will be added to the report once it is obtained. He noted the two areas that will be addressed by staff include the disaster response and the mitigation/recovery effort and the coordination of Village Hall sheltering. He stated he is recommending the creation of a multi -disciplinary damage assessment team. He suggested there be a back-up file system outside the Village Hall that would allow access for Village Hall employees. He further is recommending employee communication improvement including a phone tree, employee information phone line, employee access number into the EOC, wallet cards for employees with back up phone numbers and information work sheets to all employees working the EOC during large scale emergencies. He stated there were inefficiencies relating to taking over dispatching from NWCD which will need to be addressed prior to the next response. He mentioned some employees felt they were not utilized or did not have a role in the response and there was a need for additional assistance early on in the EOC operations. There was a need to set up additional information exchanged between the EOC and Forestry Division. He stated there will be a need to revise the Village Hall sheltering and communication needs. He also stated there is a need to make the Village 3 Hall self-sufficient during the storm event and improve communications to the residents with low-tech opportunities at public buildings. Projected costs for these suggested improvements include: ■ Additional communication equipment for Village Hall at approximately $13,000. • A safe for Finance to use during emergencies $2000 • Three large magnetic map boards $4000 ■ Emergency supplies and equipment $5000 ■ Employee emergency identification and calling cards $550 ■ Seven emergency generators for sanitary relief sewers $350,000 He is suggesting the Village use some of the FEMA reimbursement funds for these items once the money becomes available. He also stated staff will be implementing a number of these improvements based on this review and staff will make additional efforts to communicate to residents of the need for them to be prepared to sustain themselves independently for the first seventy-two hours after a storm. There was general discussion among the Village Board members which included the following items: ■ It was suggested employees be separated in Teams A & B with back up jobs and drills at least once per year so there is always an on call Team. ■ It was also suggested additional CERT Team members be recruited. All Trustees did commend the Village staff on the outstanding job in cooperation during the event. VI. ANY OTHER BUSINESS None VII. ADJOURNAMENT Meeting adjourned at 10:31 p.m. 4 MINUTES OF THE SPEICAL MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT February 12, 2008 CALL TO ORDER Mayor Wilks called the meeting to order at 10:35 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Timothy Corcoran Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Absent: Trustee Richard Lohrstorfer Trustee Michael Zadel NEW BUSINESS NEW BUSINESS Mayor Wilks presented for a first (1s) reading a resolution endorsing the Metropolitan Mayors Caucus' Greenest Region Compact. This resolution endorses the Greenest Region Compact created by the Metropolitan Caucus. The Village agrees to join the effort to address environmental issues and improve the metropolitan Chicago region's environment. Trustee Juracek, seconded by Trustee Korn, moved for approval of RES No. 3-08: RES 3-08 A RESOLUTION ENDORSING THE METROPOLITAN MAYORS CAUCUS GREENEST REGION COMPACT Upon roll call: Ayes: Corcoran, Hoefert, Juracek, Korn Nays: None Motion carried. As there were no other items for discussion, Mayor Wilks asked for a motion to adjourn. Trustee Juracek, seconded by Trustee Korn, moved to adjourn the February 12, 2008 special meeting. Upon roll call: Ayes: Corcoran, Hoefert, Juracek, Korn Nays: None Motion carried. The meeting adjourned at 10:39 p.m. Director Glen R. Andler J Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 NOTICE Deputy Director Sean P. Dorsey THE MARCH 10, 2008 MEETING OF THE SAFETY COMMISSION HAS BEEN CANCELLED. THE NEXT REGULAR MEETING IS SCHEDULED FOR MONDAY, APRIL 14TH AT 7:00 P.M. AN AGENDA OR CANCELLATION NOTICE WILL BE SENT PRIOR TO THIS MEETING. DATED THIS 3RD DAY OF MARCH, 2008. 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