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HomeMy WebLinkAbout2. DRAFT MINUTES 10/21/2008 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 7, 2008 CALL TO ORDER Mayor Wilks called the meeting to order at 7:05 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee Steve Polit Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Posting of Colors by the Mount Prospect Police Department and Pledge of Allegiance led by Trustee Polit. INVOCATION INVOCATION Mayor Wilks gave the Invocation. MINUTES APPROVAL OF MINUTES Trustee Korn seconded by Trustee Po lit, moved to approve the minutes of the regular meeting held September 16,2008. Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel Nays: None Motion carried. APPROVE BILLS APPROVE BILLS Mayor Wilks stated the next item on the agenda, "APPROVE BILLS" was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote, as business item "IX. CONSENT AGENDA." Trustee Korn requested Item I. under the Manager's Report be removed from the Consent Agenda for separate consideration. Mayor Wilks stated Item I. Request Village Board approval for Fayade Rebate Reimbursement in the amount of $20,000 for Canta Napoli, 90 East Busse Avenue would be removed; the remaining items noted by an asterisk remained under the Consent Agenda. MAYOR'S REPORT MAYOR'S REPORT Mayor Wilks recommended the appointment of John J. Matuszak to the position of Village Trustee, to complete the unexpired term of former Trustee Timothy Corcoran who had served on the Village Board since 1989. TRUSTEE APPOINTMENT Trustee Korn, seconded by Trustee Hoefert, moved to approve the appointment of John J. Matuszak as Village Trustee; term to expire May, 2009. Upon roll call: Ayes: Hoefert, Juracek, Korn, Pol it, Zadel Nays: None Motion carried. Village Clerk Lisa Angell administered the oath of office to Trustee Matuszak after which he took his seat as Village Trustee. [Trustee Matuszak's wife Laura and two of his children were in attendance.] Trustee Matuszak thanked the Mayor and Village Board for the opportunity to serve the community as a member of the Village Board. 1 FIRE PREVENTION WEEK NATIONAL BREAST CANCER MONTH EMPLOYEE RECOGNITION Mayor Wilks stated the Village Board will have an opportunity at a later date to openly thank former Trustees Corcoran and Lohrstorfer for their years of service and contributions to the community. Mayor Wilks presented proclamations: "Fire Prevention Week," October 5-11, and October as "National Breast Cancer Month." Fire Prevention Specialist Jim Miller accepted the Fire Prevention Week proclamation on behalf of the Fire Department. He stated this year's theme "Prevent Home Fires" is a good reminder to everyone to practice fire safety in our homes. Ms. Jill Wu, Crew and Volunteer Coordinator for the Chicago 3-Day Breast Cancer Walk accepted the National Breast Cancer Month proclamation. In addition to thanking the Village Board for their support she recognized Officer Bill Roscop for his outstanding efforts that contributed to the success of the 2008 Chicago walk which Mount Prospect was a part of for a second (2nd) year in a row. She credited Officer Roscop with the reverse 911 phone calls that generated resident support and the pink shirts worn by the police officers during the walk; 2500 participants in this walk raised 6 million dollars. Mayor Wilks presented a letter of appreciation and t-shirt from the organization to Officer Roscop. Stating she received numerous e-mails about the pink shirts worn by the police officers, Mayor Wilks introduced Ms. Tarina Wimmer who made the shirts. Police Chief John Dahlberg recognized Ms. Wimmer as the "lady" behind the boys in pink, and a valued member of the community who often works behind the scenes for the benefit of the community. Ms. Wimmer thanked the Mayor, Village Board and Chief Dahlberg for the recognition. The following employees are celebrating quinquennial anniversaries with the Village this year. Mayor Wilks and Police Chief John Dahlberg recognized those in attendance and presented each with a plaque or certificate. POLICE DEPARTMENT Michael Semkiu Robert Riordan Mark Recker Robert Smith Craig Charak Steve Burrel Robert Etchingham Michael Jolie Mark McGuffin Joseph Morel Lee Schaps Margaret Evans Brian Floyd Timothy Griffin YEARS OF SERVICE 25 25 20 20 20 15 15 15 15 15 15 10 10 10 POLICE DEPARTMENT Thomas Hoskinson Ryan Kane Michael Meister Frank Raus Lawrence Rosenbarski Andrea Schmidt Beth Arciszewski Joseph Filipek Edward Lasch Kevin McKillop Brian Moise Gregory Sill Gus Tartol YEARS OF SERVICE 10 10 10 10 10 10 5 5 5 5 5 5 5 APPOINTMENTS APPOINTMENTS Mayor Wilks presented the following reappointments for Village Board approval: Special Events Commission Reappointments Dawn Fletcher Collins Martha Helms Term expires September 2012 Term expires September 2012 Trustee Hoefert, seconded by Trustee Korn, moved to approve the reappointments as listed above. 2 Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. CITIZENS TO BE COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD HEARD None. CONSENT CONSENT AGENDA AGENDA Trustee Zadel, seconded by Trustee Korn, moved to approve the following business items: BILLS 1. Bills dated September 11 - 30,2008 2. A RESOLUTION GRANTING A PLAT OF VACATION FOR RES 50-08 PROPERTY LOCATED AT TIMBERLANE APARTMENTS, 601-605 EAST PROSPECT AVENUE SIDEWALKS 3. Request Village Board approval to accept bid for 2008 CDBG sidewalk program in an amount not to exceed $46,221.60. CREEK & TREES 4. Request Village Board approval to accept bid for creek cleaning and tree removal in an amount not to exceed $43,000. FIRE HOSE 5. Request Village Board approval to accept bid for fire hose in an amount not to exceed $26,796. UNIFORMS 6. Request Village Board approval to accept bid for uniform rental and cleaning contract in an amount not to exceed $12,720.76. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS AMEND CHAPTER 5 (BOARDS AND COMMISSIONS) NEW BUSINESS Mayor Wilks presented for a first (1st) reading an ordinance to amend Chapter 5 (Boards and Commissions) of the Mount Prospect Village Code. Mayor Wilks stated this ordinance establishes a Citizen Corps Commission for the purpose of promoting and enhancing homeland security by providing a means of communication and coordination among the various Citizen Corps programs throughout Mount Prospect. She added the formalized oversight structure is also a condition for grant funding available to the Village. Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 5711: ORD 5711 AN ORDINANCE TO AMEND CHAPTER 5 (BOARDS AND COMMISSIONS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel Nays: None Motion carried. PZ-23-08, 930 EAST RAN D ROAD Mayor Wilks presented for a first (1st) reading an ordinance for a Conditional Use for a drive through and parking setback variation for property located at Wal-Mart, 930 East Rand Road. Community Development Director William Cooney provided background information regarding the petitioner's request to expand the existing Wal-Mart from a general merchandise store to a Supercenter which provides general merchandise and groceries; enhancing operations with a full service store. As part of the expansion, Wal-Mart Stores, Inc. propose to add a drive through lane and a second truck dock and trash compactor. 3 · Conditional Use - Drive through lane The drive through lane would be located on the southeast corner of the building; two (2) drop-off lanes for pharmacy use and a loading zone for merchandise pickup. · Parking Setback variation To allow for installation of a trash compactor on the north side of the building and maintain a twenty (20') foot fire lane around the structure, the Petitioner would need to incur two (2) feet into the required setback area. Request variation to move the setback from ten (10) to eight (8) feet. Mr. Cooney detailed two (2) of the conditions for granting the Conditional Use permit 1) site plan include a thirty (30) foot access easement to the east of the existing detention basin to provide future cross-access between the property and the neighboring property to the north and 2) the existing four (4) legged intersection located in the southeast corner of the property remain in its current configuration; maintain access to the south end of the parking lot from the drive aisle. The Planning and Zoning Commission recommended approval of the Conditional Use and parking setback variation by a vote of 5-0. Manhard Consulting Ltd. (Petitioner) Civil Engineering firm for Wal-Mart was represented by Ms. Bernessa Krone. Ms. Krone provided an overview of the proposed expansion; Wal*Mart wants to enhance service to customers by adding larger grocery component. Ms. Krone as well as representatives from Wal-Mart's architectural firm and legal counsel responded to questions from the Village Board. Villaqe Board Discussion/Comments · OuWoorga~encen~r Response - outdoor garden center will be eliminated for parking; limited inside plant area. Outdoor merchandise area will remain. · Expansion of grocery area Response - grocery area will be expanded to approx. 20,000 square feet · Drive through lane - pharmacy Response - no window service; pharmacy will utilize pneumatic tube system. . Roadway adjacent to existing garden center - safety issue Response - radius of drive will be improved and stop signs added. · Project timeline Response - this location will close around February and reopen in approximately 6-9 months. . Village Board supportive of Wal-Mart's decision to improve Mount Prospect store and customer service. In response to questions regarding customer traffic and traffic patterns along this stretch of Rand Road Mr. Cooney provided additional details of the cross access easement that is part of the Village's long-term planning that potentially could link up properties along Rand Road and installation of a traffic signal. Mr. Cooney also responded to concerns regarding increased traffic at the intersection of Mount Prospect and Rand Roads with the expanded Wal-Mart store. He acknowledged the traffic at Mount Prospect/Rand Road intersection is problematic and at every opportunity should be taken to improve traffic flow at this location. Village Manager Janonis stated, to date IDOT has not supported the Village's suggestions to improve this intersection. Mr. Lawrence Miller, General Counsel for Garden Fresh, addressed the Village Board stating approval of Wal-Mart's request to expand its operations would be detrimental to Garden Fresh and other retailers in the area. Mr. Miller stated Garden Fresh is a family run business and the long-term impact of the larger Wal-Mart could potentially force the store's closure. 4 CLASS 6B TAX ABATEMENT RES 51-08 MANAGER'S REPORT Mr. Dan O'Neil, Garden Fresh Store Manager was in attendance and responded to questions from the Village Board. Villaqe Board Comments · No competitive clause at Mount Prospect Plaza? Garden Fresh - no clause/no lease conditions prohibiting competition. . Similar concerns when Costco came to Randhurst; Jewel doing well. . Village cannot restrain free trade. . Garden Fresh a unique market with different products than Wal-Mart. . Strong customer base; market for both Garden Fresh and Wal-Mart. . Presence at meeting indicates Garden Fresh in touch with business. Mayor Wilks stated the second (2nd) reading of this ordinance would be held at the October 21, 2008 Village Board meeting. Mayor Wilks presented a resolution in support of CRP Holdings A-2, LLC, 520 Business Center Drive, making application for Cook County Class 6b Tax Abatement. Community Development Director William Cooney provided background information stating CRP Holdings is requesting the Class 6b abatement so they can competitively recruit prospective tenants for the property. Located in the Business Center District, the property has been vacant for over two years which qualifies the property for the Class 6b designation. It is estimated that the abatement would reduce the amount of property tax per square foot from $3.16 to $1.40 for the property. Mr. Cooney reviewed the Property Tax Incentives Special Circumstances to Abandonment which allows for the Class 6b designation without a change of ownership. He added that as a condition of granting the Class 6b to CRP, CRP has agreed to enter in to an agreement with the Village regarding occupancy requirements and approval. Villaqe Board Discussion/Comments . Village needs to take action that will generate occupancy when property remains vacant for too long. (different than business that wants continuance of tax abatement). · Agreement explicit - good . Concern with issuance and length of assessment [Mr. Cooney stated 6b designation does not take affect until occupant in place; no change in assessment period.] . Occupied buildings - positive in recruiting additional tenants. . Class 6b allows Village to be competitive with other counties. Trustee Zadel, seconded by Trustee Polit, moved for approval of Resolution No. 51-08: A RESOLUTION IN SUPPORT OF CRP HOLDINGS A-2, LLC, 520 BUSINESS CENTER DRIVE, MOUNT PROSPECT, ILLINOIS, MAKING APPLICATION FOR COOK COUNTY CLASS 6B TAX ABATEMENT Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. VILLAGE MANAGER'S REPORT Village Manager Janonis stated the Public Works Department had bid requests listed under items A., B. and C. 5 STANDBY PUMP A. POWER SUPPLY Request Village Board approval to accept bid for installation of standby pump power supply in an amount not to exceed ($281,400 - Jin Electric, $9,626.46 - Commonwealth Edison, $38,200 - Martam Construction). Water/Sewer Superintendent Matt Overeem presented background information stating this project is the last phase of the work to equip each of the deep well pumping stations with emergency generators that will power the deep wells and pumping station in case there is a disruption in power. Mr. Overeem reviewed the three components of the project and staff's recemmendation: 1) Installation and startup of the two generator systems - competitive bid process. Recommend low bidder Jim Electric in an amount not to exceed $268,000 which includes 5% contingency of $13,400. 2) Utility work - Agreement with Commonwealth Edison in an amount not to exceed $9,626.46. 3) Installation of concrete pads - competitive bids received were higher than Engineer's estimate, proposal from Martam Construction within Engineer's estimate; amount not to exceed $38,200 includes 5% contingency of $1 ,800. In response to questions from the Village Board Public Works Director Glen Andler stated the proposal received from Martam Construction for concrete pads is competitive and Martam understands project requirements. He added that due to project time constraints there was a need to solicit a competitive proposal. Mayor Wilks stated each item would be taken under separate consideration. Trustee Hoefert, seconded by Trustee ladel, moved to approve request to accept bid from Jin Electric of Chicago, Illinois for the installation of two (2) standby pump power supplies at Stations 5 and 16, in an amount not to exceed $281,400. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Po lit, ladel None Motion carried. Trustee Hoefert, seconded by Trustee ladel, moved to approve work agreement with Commonwealth Edison for utility relocation work at Station 16 in an amount not to exceed $9,626.46. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, ladel Nays: None Abstain: Juracek Motion carried Trustee Hoefert, seconded by Trustee Matuszak, moved to approve the waiver of sealed bids and award a contract to Martam Construction for concrete work for the installation of two (2) standby pump power supplies at Stations 5 and 16, in an amount not to exceed $38,200. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. WATER DIST. B. SECURITY IMPROVEMENTS Request Village Board approval to accept bid for water distribution and Public Works security improvements in an amount not to exceed $228,445. Water/Sewer Superintendent Matt Overeem presented background regarding the bid results and staff's recommendation for the water distribution and Pubic Works security improvements. The requested security improvements are based on recommendations from the Illinois Environmental Protection Agency (IEPA) after its review of the Village's vulnerability assessment (VA). 6 RETENTION BASIN DREDGING To enhance protection of the Village's water supply, the agency recommended installation of remote video monitoring equipment and replacement of door lock hardware at the water system facilities. Staff recommended awarding the contract to the low bidder, American Building Services, Wheeling, Illinois in an amount not to exceed $228,455 which includes a 5% contingency of $11,000. The contract includes installation of better locks and card access systems, video cameras and improved door and security hardware. In response to questions from the Village Board, Mr. Andler stated; . contingency is needed in case the camera locations change · Village will own security system Trustee Zadel, seconded by Juracek, moved to approve the request to award contract to American Building Services, Wheeling, Illinois for the Water Distribution System and Public Works Security Improvements in an amount not to exceed $228,455. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. C. Request Village Board approval to accept bid for 2008 retention basin dredging project in an amount not to exceed $163,855 and engineering inspection in an amount not to exceed $11,038. Public Works Deputy Director Sean Dorsey provided background information regarding the project at the Kensington Business Park, Basin #7. The project involves pumping the water out of the basin, hauling off the silt that has built up and reshaping the bottom of the basin. In addition, the shoreline will be stabilized with stone and silt basins. The work will be done as part of the agreement the Village has with the Kensington Business Center to maintaining the 11 retention basins in the park. Staff recommended the contract be awarded to the low bidder Copenhaver Construction, Inc., Gilberts, Illinois in an amount not to exceed $163,855. Staff also recommended a contract for engineering services be awarded to Ciobra Group, Inc., Chicago, Illinois in an amount not to exceed $11,038. Mr. Dorsey provided the following in responses to questions from the Village Board: . Basin #7 is the third (3) pond of the eleven (11) to be dredged; it is approximately one (1) acre in size. Basin #1 is the largest basin - three (3) to four (4) acres. · Project includes stabilization of shore line. . Due to funding limitations smaller ponds are being done first. Mr. Andler stated he would provide the Village Board with information regarding a study previously conducted on the basins. Trustee Polit, seconded by Trustee Zadel, moved to approve the request to award the construction contract for the 2008 Retention Basin Dredging project to Copenhaver Construction, Inc. in an amount not to exceed $163,855 and a contract for construction engineering services in an amount not to exceed $11,038. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel None Motion carried. Finance Director Dave Erb presented item D. under the Village Manager's report; request Village Board approval to accept proposal for Bond Financial Advisory Services in an amount not to exceed $1.25 per $1,000 of par amount. 7 BOND FINANCIAL ADVISORY SERVICES FA<;ADE REBATE, CANTA NAPOLI LABOR AGREEMENT Mr. Erb provided background information regarding the Village's bond financial advisory services, including tasks performed, and staff's recommendation to accept the proposal from PMA Financial Network. The Village retains the services of a Financial Advisor to assist in the issuance of bonds and its debt management program; General Obligation Bonds and other debt instruments. Mr. Erb stated five (5) firms had submitted proposals; fees proposed by the firms were based on either a flat rate amount or per $1,000 rate. Upon review of the rates and interviews with four (4) of the firms, staff recommended PMA Financial Network. He provided an overview of the proposed three (3) year contract. In response to questions from the Village Board, Mr. Erb provided the following: · The financial advisor would be prohibited from acting as the underwriter on any debt issuance during the term of the contract. . The Appendix A Fee schedule in the Financial Advisory Agreement is more specific to the fees the Village will pay and PMA will accept per $1,000 of original principal amount of debt issued. Trustee ladel, seconded by Trustee Matuszak, moved to approve the Agreement with PMA Financial Network, Inc. to provide financial advisory services per the terms of Appendix A, Fees of the Agreement. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. Mayor Wilks presented Item I. which was removed from the Consent Agenda for separate consideration at the request of Trustee Korn; request Village Board approval for Fa<;:ade Rebate Reimbursement in the amount of $20,000 for Canta Napoli, 90 East Busse Avenue. Community Development Director William Cooney provided background information stating Canta Napoli recently renovated their two (2) storefronts at the southwest corner of Emerson Street and Busse Avenue. In addition, the owners made several improvements to the interior of the building to improve functionality of the space for the restaurant; total expenditures in excess of $50,000. Per the program guidelines, the Village may cover 50% of all eligible costs of this project. Staff is recommending reimbursement to Canta Napoli in the amount of $20,000. Trustee Korn asked for clarification of the Village's policy regarding eligibility for new restaurants and funding availability for other eligible businesses. Mr. Cooney stated that prior to the Village's modification of the program approximately one (1) year ago, only older buildings were eligible. He stated this year's budget is $60,000 and to date Canta Napoli is the only business to apply. Mr. Erb provided additional information regarding the availability of TIF funds for this program if there are more applicants then money budgeted. He indicated there has always been enough money budgeted, but should there be a need for additional funds for eligible projects an amendment to the TIF budget could be made. Trustee ladel, seconded by Trustee Juracek, moved to approve the request for $20,000 Fa<;:ade Rebate Reimbursement for Canta Napoli Restaurant. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, ladel None Motion carried. Assistant Village Manager Dave Strahl presented Item J., a request for Village Board approval of labor agreement between the Village and Mount Prospect Firefighter's Union Local 4119. 8 OTHER BUSINESS CLOSED SESSION ADJOURN Assistant Village Manager Strahl stated the negotiation process had been completed and a tentative agreement covering Firefighters/Paramedics and Lieutenants had been reached. The agreement will be retroactive to January 1, 2008 and will expire December 31, 2011. The contract includes annual wage increases as well as substantial increases in the employee monthly insurance contributions. Trustee Zadel, seconded by Trustee Juracek, moved for Village Board approval of labor agreement between the Village of Mount Prospect and Mount Prospect Firefighters Union Local 4119 International Association of Firefighters for the period of January 1, 2008 to December 31, 2011. Upon roll call: Ayes: Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel None Motion carried. Village Manager Janonis provided the following information: . Coffee with Coffee - Village Hall Community Room Saturday, October 11th, 9 -11 a.m. . French Market (in conjunction with Farmers' market) Sunday, October 1ih, 8:00 a.m. -1:00 p.m. · Closure - Railroad Crossing Central Road/Northwest Highway 11 days beginning October 8th . FEMA - Assistance to businesses and homeowners affected by flooding Information on Village's website - www.mountprospect.org FEMA - 1-800-621-FEMA OTHER BUSINESS Trustee Polit stated Randhurst would be holding a sale of all non-essential items; funds would be distributed to groups that worked with Randhurst in the past. A date for the sale which is open to the public has yet to be announced. Trustee Korn stated the leaf collection program had started and encouraged residents to comply with the guidelines to maximize collections conducted by Public Works. CLOSED SESSION Mayor Wilks asked for a motion to enter Closed Session to discuss Land Acquisition 5 ILCS 120/2 (c) (5) - The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. Trustee Korn, seconded by Trustee Juracek, moved to meet in Closed Session to discuss Land Acquisition ILCS 5120/2 (c) (5). Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Pol it, Zadel Nays: None Motion carried. The Village Board entered Closed Session at 9:45 p.m. ADJOURN The Village Board reconvened in Open Session at 10:45; there being no further business to discuss the October 7, 2008 Village Board meeting adjourned at 10:46 p.m. M. Lisa Angell Village Clerk 9