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Home My WebLink About07/19/2020 VB MinutesVillage of Mount Prospect Regular Meeting of the Village Board Tuesday, July 19, 2022 / 7:00 p.m. 1. CALL TO ORDER Mayor Hoefert called the Regular Meeting of the Village Board to order at 7:02 p.m. in the Board Room at Village Hall, 50 S. Emerson St. 2. ROLL CALL: Members present upon roll call by the Village Clerk: Mayor Paul Hoefert, Trustee Agostino Filippone, Trustee John Matuszak, Trustee Richard Rogers, Trustee Colleen Saccotelli and Trustee Michael Zadel Absent: Trustee Terri Gens a. Pledge of Allegiance - Led by Mayor Hoefert b. Invocation - Trustee Matuszak provided the Invocation 3. APPROVAL OF MINUTES 3.1 Minutes of the Regular Meeting of the Village Board - June 21, 2022 Motion by Richard Rogers, second by Mike Zadel to approve the meeting minutes of June 21, 2022 Yea: Agostino Filippone, John Matuszak, Richard Rogers, Michael Zadel Nay: None Abstain: Colleen Saccotelli Absent: Terri Gens Final Resolution: Motion Passed 4. MAYORS REPORT 4.1 Annual Report of the Audit Committee and Acceptance of Annual Comprehensive Financial Report (ACFR) For The Year Ended On December 31, 2021. Director of Finance Amit Thakkar introduced Vince Grochocinski, Chair of the Audit Committee who presented the committee's annual report and the Annual Comprehensive Financial Report for the year 2021. Mr. Grochocinski stated the independent audit firm of Lauterbach & Amen, LLP performed the Village's external audit and issued a clean and unqualified opinion which is the highest possible designation. The audit firm found no misrepresentations or errors and deemed the report a fair representation of the financial condition of the Village. In addition, no issues with internal controls were found as reported in the Management Letter. Mr. Grochocinski detailed highlights from the 2021 audit. The General Fund Reserves are $34.8 million of which $30.8 is unrestricted. The General Fund reported substantial growth in the Intergovernmental Revenues. Mr. Grochocinski stated sales tax, income tax, use tax, ambulance billing fees and other outperforming revenues allowed the Village to add $8.6 million in the overall reserves of the General Fund. The Governmental Activity Fund Balance is $51.5 million of which $30.8 million is unrestricted. 2 Mr. Thakkar provided additional information on two new recommendations communicated in the Management Letter. Mr. Grochocinski announced that the Village received the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association for the 2020 audit for the 28th consecutive year. Mayor Hoefert thanked Mr. Thakkar, Deputy Director of Finance Jenny Fitzgerald and the Finance Team. Motion by John Matuszak, second by Michael Zadel to approve the annual report of the Audit Committee and Acceptance of the Annual Comprehensive Financial Report for the year 2021. Yea: Agostino Filippone, John Matuszak, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion Passed 4.2 REAPPOINTMENT TO BOARDS AND COMMISSIONS Mayor Hoefert presented the following reappointments for ratification: Special Events Reappointments for terms to expire July 2026: Christina Greco and Chris Gordon Sister Cities Reappointment for term to expire July 2026: Mari Otto Motion by John Matuszak, second by Michael Zadel to approve the subject reappointments: Yea: Agostino Filippone, John Matuszak, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion Passed 5. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD None 6. CONSENT AGENDA Motion by Michael Zadel, second by Richard Rogers to approve the Consent Agenda as presented: Yea: Agostino Filippone, John Matuszak, Colleen Saccotelli, Richard Rogers, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion Passed 6.1 Monthly Financial Report - May 2022 6.2 List of Bills - June 15, 2022 to July 12, 2022 - $4,688,741.12 6.3 Motion to accept proposal for Retention Basin 1 - Kensington Business Center Dredging Project design engineering services in an amount not to exceed $44,780. 6.4 A RESOLUTION APPROVING THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM YEAR (PY) 2022 ACTION PLAN Resolution No. 21-22 6.5 A RESOLUTION APPROVING THE THIRD SUBSTANTIAL AMENDMENT TO THE COMMUNITY DEVELOPMENT BLOCK GRANT ACTION PLAN FOR PROGRAM YEAR 2019 Resolution No. 22-22 3 6.6 AN ORDINANCE AMENDING CHAPTER 13, "ALCOHOLIC LIQUORS," OF THE VILLAGE CODE OF MOUNT PROSPECT, ILLINOIS Ordinance No. 6639 6.7 A RESOLUTION TO APPROVE A COLLECTIVE BARGAINING AGREEMENT EXTENSION BETWEEN THE INTERNATIONAL UNION OF OPERATING ENGINEERS LOCAL 150 AND THE VILLAGE OF MOUNT PROSPECT. Resolution No. 23-22 7. OLD BUSINESS None S. NEW BUSINESS None 9. VILLAGE MANAGER'S REPORT 9.1 Motion to accept bid for the 2022 New Sidewalk Program in an amount not to exceed $270,000. Director of Public Works Sean Dorsey presented the scope of work, bid results and staff recommendation for the 2022 New Sidewalk Program. Mr. Dorsey provided details on this annual program and its goal of filling in missing segments of sidewalk at various locations throughout town. This year project includes installation of new sidewalk at three (3) locations. Two are on the north side of Golf Road; one between Country Lane and Maple Street and the other between Elm Street and School Street. This will fill in the missing gaps of sidewalk on Gold Road and completes a continuous pedestrian route from Elmhurst Road to Mount Prospect Road. The third location is on Rand Road from Schoenbeck Road to the western Village limits. Mr. Dorsey displayed the project's location map. Staff received six bids for this project. Triggi Construction submitted the lowest cost, responsive bid of $244,240. Mr. Dorsey stated the engineer's estimate is $247,710. Triggi Construction has worked on sidewalk projects for other communities; a check of their references indicated their work has been acceptable. Staff is confident Triggi will perform the work satisfactorily. A budget of $270,000 is recommended to accommodate any contingencies that may arise during this project. There were no questions from the Board. Motion by Michael Zadel, second by John Matuszak to accept bid for the 2022 New Sidewalk Program in an amount not to exceed $270,000. Yea: Agostino Filippone, John Matuszak, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion 9.2 Motion to accept bid for Seminole Lane Streetlighting Improvements in an amount not to exceed $267,310. Mr. Dorsey stated the street lighting improvements for 2022 addresses the area of Seminole Lane between the Village limits west of Andoa Lane to River Road. Mr. Dorsey stated Seminole lane is the northern boundary with the City of Prospect Heights. Prospect Heights declined to participate in the project that would continue improvements west of Andoa Lane into Prospect Heights, thus completing the street lighting to Wolf Road. Mr. Dorsey stated a total of seventeen 4 (17), 25 ft. poles will be installed on the north side of the street to eliminate conflicts with overhead and underground utility lines on the south side of the street. Mr. Dorsey stated Utility Dynamics Corporation submitted the only bid for this project in the amount of $243,009. The engineer's estimate is $221,264. Utility Dynamics bid is approximately 10% above the Village estimate but is consistent with recent cost increases. Staff contacted other plan holders who cited full work loads, staffing shortages, concerns with material and fuel costs, and potential long delivery times as reasons for not bidding on the project. Mr. Dorsey stated bids for this project is historically very light with an average of two (2) bids per project year. Utility Dynamics is a well-recognized and has been a consistent low-cost bidder in the past. Staff is confident Utility Dynamics will complete the project satisfactorily and there is no reason to re -bid the project. Mr. Dorsey stated a 10% contingency is included in the project award. Mr. Dorsey_ provided the following in response to questions from the Board: • Lights for this project will be the same or similar to those installed around Prospect and Kensington; LED lights with 2700K color temp; brightness will vary between 5,000-8,000 lumen • Ability to add shields if/when deemed necessary • 150 feet separation between light poles is standard • Joint purchasing opportunities exist with street light supplies only; there is too much variation and specification with each project amongst communities; not all communities agree with the same specifications needed for joint purchasing contracts Board Comments: • Supports project; improvements for this area in particular is much needed Seminole Lane is a dark street; improvements will be a benefit to the community Motion by Richard Rogers, second by Michael Zadel to accept bid for Seminole Lane Streetlighting Improvements in an amount not to exceed $267,310. Yea: Agostino Filippone, John Matuszak, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion Passed 5 9.3 Motion to accept proposal to provide design engineering and construction inspection services for the Village Hall and Public Works facility window replacement project in an amount not to exceed $41,500. Mr. Dorsey stated one of this year's capital improvements is to remove and replace the windows at Village Hall and the Public Works facility. A consulting firm will assist staff in determining the most cost and energy efficient way to do this. The windows at Village Hall are original to the building's construction in 2003. The windows are contractor grade and designed for residential application, not commercial, and were value engineered to meet budget at that time. The windows are now out of production and replacement parts are no longer available. The windows have gaps and breaks in seals, creating HVAC issues in both summer and winter. The Public Works facility was built in 1987 and the windows are original to the building. Due to concerns with energy efficiency and the overall decreasing condition of the windows at both facilities, staff seeks expert advice to move forward with a replacement plan. Mr. Dorsey stated two (2) consulting engineering firms submitted technical and cost proposals and provided details on the scope of work. Hutchinson Group submitted the C:1 lowest cost proposal and have previously performed consulting work for the Village. Hutchinson's work exceeded expectations and the projects were completed ahead of schedule and under budget expectations. Staff recommends the Board accept the subject proposal. In response to a question from the Board, Mr. Dorsey stated the expectation is to replace all the working windows at Village Hall. There was no further discussion. Motion by Michael Zadel, second by John Matuszak to accept proposal to provide design engineering and construction inspection services for the Village Hall and Public Works facility window replacement project in an amount not to exceed $41,500. Yea: Agostino Filippone, John Matuszak, Richard Rogers, Colleen Saccotelli, Michael Zadel Nay: None Absent: Terri Gens Final Resolution: Motion 9.4 As submitted Village Manager Michael Cassady announced the Mount Prospect Downtown Block Party is this weekend, Friday July 22 and Saturday, July 23. Talk and Chalk will take place on Saturday, August 13th, in lieu of Coffee with Council, from 9:00am-11:00am on Centennial Green in front of Village Hall. This is an opportunity for families to speak with members of the Board and Village staff in an informal, casual setting. In accordance with the summer schedule of the Village Board, there is no Committee of the Whole next week. 10. ANY OTHER BUSINESS Trustee Saccotelli encouraged everyone to attend National Night Out on Tuesday, August 2 at Lions Memorial Park. The Village Board meeting is scheduled for Wednesday, August 3. 11. ADJOURNMENT With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee Rogers, seconded by Trustee Zadel motioned to adjourn the meeting. By unanimous voice call vote, the July 19, 2022 regular meeting of the Village Board of Trustees adjourned at 7:43 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk 7