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HomeMy WebLinkAbout03/12/2024 COW MinutesVillage of Mount Prospect Meeting of the Committee of the Whole Tuesday, March 12, 2024 / 7:00 PM CALL TO ORDER Mayor Hoefert called the Meeting of the Committee of the Whole to order at 7:07 p.m. in the Board Room at Village Hall, 50 S. Emerson St. Members present upon roll call by the Village Clerk: Mayo Paul Hoefert, Trustee Agostino Filippone, Trustee Terri Gens, Trustee Bill Grossi, Trustee John Matuszak, Trustee Colleen Saccotelli Absent: Trustee Vincent Dante APPROVAL OF MINUTES 2.1. Minutes of the February 13, 2024 Committee of the Whole Motion by Bill Grossi, second by Terri Gens to approve the minutes of the February 13, 2024 Committee of the Whole: Yea: Augie Filippone, Teri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli Nay: None Absent: Vince Dante Final Resolution: Motion Passed ►HM CITIZENS TO BE HEARD DISCUSSION ITEMS 4.1. Fire Station 11 Renovation Fire Chief John Dolan provided an update on the renovation of Fire Station 11 located at 1415 E. Algonquin Road. Chief Dolan stated the station is 9,000 square feet and sits on 1.2 acres of land. The station was built in 1982 and two additions were added in 1996 and 2000. Chief Dolan showcased Station 11's location on a map of Mount Prospect, highlighting its service area including the unincorporated Elk Grove Township area. Chief Dolan discussed the use of districts, areas distinguished based on response to calls. Chief Dolan is proposing to rezone Mount Prospect into four (4) districts instead of the current three (3) districts. Atom response areas are utilized within each district to customize responses to minimize response times. District 11 (Station 11) serves 5,000 residents, including three (3) manufactured home parks. Data indicates the area generates approximately 300- 400 calls per year, mostly for emergency medical services (EMS). Chief Dolan noted that the service areas will include a 3 -mile stretch of the I-90 westbound tollway. Chief Dolan added Elk Grove Village and Des Plaines will remain on Mount Prospect's response cards for shared response on all fire calls. Chief Dolan states that Station 11 will be operational in July 2024. Chief Dolan stated Station 11 will be staffed similarly to the other Fire Stations in the Village. It will be equipped with one (1) engine, staffed with one (1) Lieutenant and two (2) firefighters, and one (1) ambulance staffed with two (2) firefighters. All five firefighters are also paramedic -certified. Additionally, one (1) tender, a 2,000 -gallon mobile water source, will be serviced out of Station 11. Chief Dolan stated that while Station 11 is structurally sound, the layout is not conducive to today's needs. Chief Dolan presented the proposed new layout that will utilize the same footprint but with a more open floor plan that will create better flow throughout the space. Additionally, the new layout will feature a public reception area, a training room and officer work stations. Chief Dolan displayed floor plans. Chief Dolan thanked Village Manager Michael Cassady and the Village Board for their support. He also thanked the project managers, Firefighter Todd Novak and Public Works Building Foreman Paul Fahey, Both individuals have been deeply involved with the construction of Fire Stations 13 and 14 and are well-qualified to oversee the construction of Station 11. Director of Public Works Sean Dorsey provided details on the construction costs including the Guaranteed Maximum Price (GMP) of $1.7 million to remodel Station 11. Mr. Dorsey shared that the project completion date is June 30, 2024. Mr. Dorsey stated the project will be completed using a mix of in-house labor and contract labor. Project management will be provided by the Pulbic Works Department and FIre Department staff. The in-house labor will be provided by Public Works staff. Mr. Dorsey stated procurements of materials and services will be made by Public Works and Fire Department staff pursuant to the existing Village purchasing policies. Mr. Dorsey stated when the Elk Grove Rurual Fire Protection Disctrict ceased operations in October 2023, staff contacted Nicholas & Assoicaiotns to begin a GMP to renovate Staion 11. Nicholas & Associates have extensive experience in the construction and renovation of municipal buildings and were the construction managers for the Station 13 adaptive re -use project in 2020. However, the GMP presented by Nicholas & Assciates, $2.7 million, exceeded staff's estimates. Staff suggested to bring the project in-house and by utilizing existing employee skills and leveraging joint purchasing agreements, they were confident he project could be completed for less than Nicolas & Associates's estimate. Mr. Dorsey presented a cost comparison between the Village and Nicholas & Associates. The Village's estimated GMP is $1.7 million, representing a difference of $987,292. Mr. Dorsey noted Nicholas & Associates contracted an architectural firm to prepare drawings as part of the initial stage of developing a GMP. The cost of these plans is $120,000. Mr. Doresy stated the sources of funding for this project will be drawn from a $1 million carry over (from 2023 to 2024) in the Community Investment Fund and from a surplus of General Funds interest income. Mr. Dorsey stated staff intends to request approval from the Village Board for the internal GMP at the March 19, 2024 regular meeting of the Village Board. In addition, the Board will be requested to approve the souse of funding amendments to the 2024 budget. A discussion followed. Chief Dolan and Mr. Dorsey provided the following in response to questions from tha Rnarri • GMP (Guaranteed Maximun Price) really doesn't apply in this scenario as the Village is the contractor who bears the responsibility/risk of controlling costs, but it helps keeps costs in line; cost overruns will be brought to the Board for approval. • Due to the mild winter, public works staff have been assigned to Station 11 for the renovation project without disruption to other projects • Subcontractors will be utilized when necessary. • Station 11 will be the primary responder in the area and will receive support from Elk Grove Village and Des Plaines, who share the same goal of providing service to the community and both municipalities have been supportive. Village Manager Micheal Cassady added that the City of Des Plaines expressed gratitude for Mount Prospect's leadership throughout this process; attempts to enter into an intergovernmental agreement with Des Plaines and Elk Grove Village were unsuccessful. • In case of a fire, fire engines from all three municipalities will be dispatched to respond. • Mr. Dorsey explained the lengthy process that would have been required to put this project out for bid (6-8 months). • No additional labor costs are anticipated. • Parking is limited but is sufficient; the parking lot and adjacent road will be resurfaced and re -striped. Board Comments • Expressed concern with some of the costs. Mr. Dorsey stated materials are purchased by vendor and not by product; such as all cabinets, regardless of location, will be purchased from one vendor and if the amount is under $50,000 it will not require Board approval. • Concerned that this project did not go through the public bid process. Village Manager, Michael Cassady responded by stating that getting Station 11 up and running was crucial for providing timely public safety to the residents and businesses of the affected area. The box card system utilized by the fire departments work like an intergovernmental agreement Public Comment: Louis Goodman 310 N. School Street Asked if the building was gutted and if the Village of Elk Grove and the City of Des Plaines are sharing the cost of renovation Mr. Cassady confirmed the building was gutted and since the Village of Mount Prospect owns the building, the Village assumes the cost of renovations. 4.2. Budget Amendments - FY 2023 and FY 2024 Director of Finance Amit Thakkar presented budget amendments to the annual budget for 2023 and 2024. Mr. Thakkar discussed carry-over items from the 2023 annual budget to the 2024 annual budget. Mr. Thakkar stated the Village proposes carrying forward $13,848,163 in various Capital Improvement budget items from 2023 to 2024. The amount represents the approved budget for various capital projects that started in 2023 but are still in progress. These projects are expected to be completed in 2024. The amendment will decrease the 2023 budget by $13.8 million and increase the 2024 budget by the same amount. Mr. Thakkar noted a few of the major carryover items including: o General Fund: $1.8 million for Rand/83/Kensington Phase II Design Engineering and land acquisition and $100,649 for Sidewalk Programs o Capital Improvement Fund: $998,590 for Fire Station 11 rehabilitation; $242,434 for the Arterial Bike Study and other projects o Street Construction: $2.2 million for intersection improvements at Rand/Central/Mt. Prospect Road o Storm Sewer Projects: $611,237 o Vehicle Replacement: $885,000 o Water and Sewer Fund: $4.5 million in Emergency Water Connect with NWC and other projects Mr. Thakkar presented the final revenue budget amendments for 2023 which he called "good news items". The General Fund will see an increase of $11.6 million in additional revenues from state sales tax, interest income, state income tax, home -rule sales and personal property tax. The total sales tax collection amounts to $34.8 million. From this amount, $6 million is allocated to Captial Project Funds, and $1 million is for the Business District Fund. Mr. Thakkar stated the General Fund's revenue budget is reduced due to the underperforming Real Estate Transfer Tax and Telecom Tax. In addition, $3.9 million is reduced from the American Resuce Plan due to matching concepts as the amount of revenue has to match the expenses incurred from the Grant. The remaining amount will be recognized in 2024. Other amendments include interest income of $5.5 million. Tax Increment Fund revenues from the South Mount Prospect and Prospect & Main TIFs total $3.3 million; $1.2 million was collected from water and sewer fees. Mr. Thakkar presented the expenditure amendments. Mr. Thakkar stated the final budget amendment for the fiscal year 2023 includes various items totaling $2.9 million. Many proposed items result from outperforming revenues as the expenditures depend upon the revenues during the year. Mr. Thakkar provided details. Mr. Thakkar stated the current budget is $170,377,207. With carryovers reducing $13,848,163 from the current budget and other amendments adding $2,995,058, the 2023 final budget totals $159,524,102. Mr. Thakkar answered questions from the Board. No report. VILLAGE MANAGER'S REPORT ANY OTHER BUSINESS Trustee Saccotelli emphasized the importance of staying informed about the current Illinois legislative session. Trustee Filippone announced Capannari Ice Cream opens on March 16, 2024. ADJOURNMENT With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee Grossi seconded by Trustee Saccotelli motioned to adjourn the meeting. By unanimous voice vote, the March 12, 2024 Meeting of the Village Board of Trustees adjourned at 9:01 p.m. Respectfully submitted, Karen M. Agoranos Village Clerk