HomeMy WebLinkAbout3.1 Minutes 04/16/2024Village of Mount Prospect
Joint Village Board & Finance Commission Workshop and Village Board Meeting
of the Village Board
Tuesday, April 16, 2024 / 6:00 PM
CALL TO ORDER
Mayor Hoefert called the Joint Village Board & Finance Commission Workshop and Village
Board Meeting of the Village Board to order at 6:08 p.m. in the Board Room at Village Hall, 50
S. Emerson St.
ROLL CALL
2.1. Village Board
Finance Commission
Members of the Village Board present upon roll call by the Village Clerk: Mayor Paul Hoefert,
Trustee Vincent Dante, Trustee Terri Gens, Trustee Bill Grossi, Trustee John Matuszak,
Trustee Colleen Saccotelli, Trustee Agostino Filippone
Absent: None
Upon roll call by Finance Commission Chair Trisha Chokshi, the following members of the
Finance Commission were present: Commissioner Ken Arndt, Commissioner Vince
Grochocinski
Absent: Commissioner Pam Bazan, Commissioner Don Ocwieja, Commissioner Ed Derfler
2.2. Pledge of Allegiance - Led by Trustee Vince Dante
WORKSHOP - JOINT VILLAGE BOARD AND FINANCE COMMISSION
3.1. 2024 First Quarter Financial Review
Director of Finance, Amit Thakkar, presented the First Quarter Financial Review for the Village
of Mount Prospect. During the presentation, Mr. Thakkar reviewed the unaudited results for the
year 2023, discussed the first quarter performance, and covered other important topics such as
the Economic Emergency Fund and Pension Funding Strategy. During the presentation, no
action was taken as it was for informational purposes only, as noted by Mr. Thakkar.
Mr. Thakkar presented a brief overview of 2023, highlighting both challenges and
accomplishments, before detailing the Village's financial activities. Mr. Thakkar presented the
following unaudited 2023 financial information:
Total actual revenues: $162,119,556 - representing an increase of 8.4% over 2022
total revenues.
Mr. Thakkar added that the Village had a strong financial performance and collected higher
than forecasted revenues, including the State of Illinois shared revenues. In addition, the
Village's TIF (Tax Increment Financing) districts performed well and collected $5.4 million in TIF
increments. Mr. Thakkar provided details on each revenue category.
• Total actual expenditures: $136,155,946 - representing an increase over 2022 actual
revenues by $12,505,228
All Village departments performed within the stipulated budget limits for the year 2023. Mr.
Thakkar provided details on expenditures by category.
General Fund: Actual Revenues - $82,620,395 Actual Expenditures - $78,299,426
The main reasons for the surplus include outperforming intergovernmental revenues including
state sales tax, income tax, and home -rule tax. Mr. Thakkar provided a detailed analysis of the
fund balance and fund balance reconciliation.
Mr. Thakkar provided details on the Police and Fire Pension Fund. The Police Pension Fund
added $10 million to its beginning net position of $80.7 million. Contributions from the Village
and employees totaled $6.9 million. The Fire Pension Fund added $9.1 million to its beginning
net position of $70.4 million. Contributions from the Village and employees totaled $6.074
million. The ending net position for the Police Pension Fund is $90.7 million, and the same for
the Fire Pension Fund is $79.5 million.
Mr. Thakkar presented the 2024 First Quarter Revenues:
Total revenues: $30,261,371 - representing 19.2% of the annual budget. At the
same time last year, revenues totaled $21,996,165 representing a 37.6% increase. Mr.
Thakkar stated this is mainly due to the home -rule property tax collection in 2024, which
was delayed in 2023. Mr. Thakkar provided details on all revenue categories including
property taxes ($12.3 million), Intergovernmental revenue ($3.4 million) and charges for
services ($3.4 million).
Total expenditures - $26.9 million - representing 14.9% of the annual budget. The
expenditures are $3.7 million higher than last year due to increased personnel and
contractual costs. Mr. Thakkar presented detailed information on all expenditure
categories.
Mr. Thakkar answered questions from the Board. The Finance Commission did not provide any
comments, and there was no public comment.
Upon the conclusion of Mr. Thakkar's presentation and Board discussion, Mayor Hoefert called
for a brief recess at 7:02 p.m.
Mayor Hoefert resumed the meeting and called the meeting of the Village Board to order at
7:09 p.m.
VILLAGE BOARD MEETING - CALL TO ORDER
Mayor Hoefert called the Village Board meeting to order at 7:09 p.m.
APPROVAL OF MINUTES
5.1. Minutes of the regular meeting of the Village Board - April 2, 2024
Motion by John Matuszak, second by Bill Grossi to approve the minutes of the April 2, 2024
Village Board meeting
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
MAYORS REPORT
6. 1. PROCLAMATION: Arbor Day -April 26, 2024
Mayor Hoefert read the proclamation into the record and presented it to Director of Public
Works Sean Dorsey. Mr. Dorsey expressed his gratitude to the Board and invited the community
to attend the Village's annual celebration for Arbor Day on April 26, 2024, at Lions Park School. The
event is scheduled to start at 10:00 a.m.
6.2. PROCLAMATION: Earth Day -April 22, 2024
Mayor Hoefert read the proclamation into the record recognizing Earth Day on April 22, 2024.
Members of the Village's Sustainable Committee were present to accept the proclamation.
Committee member Arlene Juracek spoke on behalf of the committee.
6.3. REAPPOINTMENT TO BOARDS AND COMMISSIONS - Finance Commission:
Kenneth Arndt, Police Pension Board: Dennis Saviano and Special Events
Commission: Daniel Frystak
Mayor Hoefer presented the following reappointment for Board ratification:
• Finance Commission: Kenneth Arndt - Term to expire April 2028
• Police Pension Board: Dennis Saviano - Term to expire April 2026
• Special Events Commission; Daniel Frystak - Term to expire April 2028
Motion by John Matuszak, second by Bill Grossi to ratify the subject appointments:
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD
None
CONSENT AGENDA
8.1. List of Bills - March 27, 2024, to April 9, 2024 - $1,924,317.86
8.2. Motion to accept the Suburban Purchasing Cooperative Joint Purchasing
Agreement results for the purchase of LED streetlight fixtures for an amount
not to exceed $49,918.00.
8.3. Motion to waive the rule requiring two readings of an ordinance and adopt an
ORDINANCE AMENDING CHAPTER 18, "TRAFFIC" IN THE VILLAGE CODE OF
MOUNT PROSPECT. This ordinance will prohibit parking on the south side of
Cottonwood Lane for 130' east and west of the centerline of Birch Drive.
Ordinance No. 6734
8.4. Motion to accept joint purchasing bid results (Sourcewell contract #0662222-
AEB-1) and authorize the purchase one (1) 14FT Monroe RDS (Radius Dump
Spreader) spreader body with dual auger purchased from Monroe Truck of
Monroe Wi at a cost not to exceed $85,686.00.
OLD BUSINESS
9.1. Motion to reconsider the Village of Mount Prospect's annual donation of $2,500 to
the Lions Club, as itemized on the List of Bills for March 13, 2024 - March 26, 2024.
This motion was voted on during the April 2, 2024 regular meeting of the Village
Board.
Trustees Dante and Grossi, both members of the Mount Prospect Lions Club Board of
Directors, requested a reconsideration of the Village Board's vote on April 2, 2024 regarding
the Village's annual donation of $2,500 to the Lions Club. This item appeared on the List of
Bills under the consent agenda. Trustees Dante and Grossi participated in the vote to approve
the consent agenda. Due to a common law conflict under the "two hats" principle and in the
spirit of complete transparency, a vote of abstention would have been appropriate for Trustees
Dante and Grossi. Both Trustees acknowledged this was an unintentional error on their part.
Motion by Bill Grossi, second by John Matuszak to reconsider the Village of Mount Prospect's
annual donation to the Lions Club:
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
9.2. Motion to approve a $2,500 annual donation to the Lions Club by the Village of
Mount Prospect to sponsor community events.
Motion by John Matuszak, second by Colleen Saccotelli to approve a $2,500 annual donation
to the Lions Club by the Village of Mount Prospect to sponsor community events:
Yea: Terri Gens, John Matuszak, Colleen Saccotelli, Agostino Filippone
Abstain: Vince Dante, Bill Grossi
Nay: None
Final Resolution: Motion Passed
NEW BUSINESS
10.1. Motion to waive the rule requiring two readings of an ordinance and adopt AN
ORDINANCE GRANTING A CONDITIONAL USE FOR A SIDE YARD SETBACK
REDUCTION FOR PROPERTY LOCATED AT 504 HI LUSI AVENUE, MOUNT
PROSPECT, ILLINOIS (PZ -02-24)
Development Planner Ann Choi presented an ordinance granting a conditional use for a side -
yard setback reduction for the property located at 504 Hi Lusi.
Ms. Choi stated the home was built in 1938 and the exterior was remodeled in 2018. The
remodel included the removal of an attached one -car garage. New owners purchased the
property in 2023. They propose to construct an attached one -car garage along the north side of
the home in the same location of the previous garage. The proposed garage will have an area
of 338 square feet and the northeast corner will encroach approximately 2 feet into the side
yard. A conditional use to reduce the side yard setback is required for this proposal. Ms. Choi
displayed maps of previous and existing conditions as well as the proposed site plan.
Ms. Choi noted that the petitioner (Heartland Garage Builders) considered other locations for
the garage but would have required the removal of several trees, including one of significant
size. During the Planning and Zoning Commission's hearing on March 28, 2024, Ms. Choi
reported that the commission voted 4-0 in favor of approving the conditional use. The petitioner
was present at the hearing to answer any questions from the Board.
In response to a question from the Board regarding the original garage's structural integrity,
Andrew Venamore of Heartland Garage Builders surmised it was removed to improve the
home's exterior aesthetics and not because of any damage or deterioration.
There was no further discussion.
Motion by Bill Grossi, second by John Matuszak to waive the rule requiring two readings gf an
ordinance and approve the subject ordinance:
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
Ordinance No. 6735
VILLAGE MANAGER'S REPORT
11.1. Motion to accept the lowest -cost, responsive bid for the 2024 Drainage
Improvements Project for an amount not to exceed $967,685.12.
Director of Public Works Sean Dorsey presented background information, bid results, and staff
recommendation.
Mr. Dorsey stated the project area for the 2024 Drainage Improvements program includes four
locations. Three locations, including the west half of Prospect Meadows Subdivision, a section
of Glendale Lane and the 800 block of South Elm Street, have an open ditch system. Most of
the work at these locations will involve ditch regrading and reshaping work and storm sewer
construction. A storm sewer system will be installed on the 1000 block of South Lancaster
Avenue, which is the fourth location for this project. The scope of work includes installing
additional storm inlets and storm sewer pipes which will reduce street flooding.
Mr. Dorsey stated three (3) contractors submitted bids for this project; Mauro Sewer
Construction, Inc., Ganziao Sewer & Water and Martam Construction, Inc. The lowest cost,
responsive bid was submitted by Martam Construction for the amount of $879,713.75. Martam
Construction has performed work in the Village previously and staff is confident that they are
well qualified to complete this project. Mr. Dorsey stated staff recommends awarding the
contract up to the full bid amount plus a 10% contingency to account for any unforeseen issues
during construction. The total amount of the award is $967,685.12.
Mr. Dorsey provided the following in response to questions from the Board:
• Project areas are selected based on those that are known to have recurring problems
• Process is underway to complete a Village -wide storm water study to develop master
plan for the purpose of idenfiying projects to be executed in a more proactive and logical
manner
• Bob -o -Link will be resurfaced as apart of this years's Village Resurfacing program; all
other streets in the project area are in good condition and are not scheduled for
resurfacing.
• Public Works staff typically share contractor's project timelines with residents through
the Village website and resident notifications.
No additional discussion.
Motion by Colleen Saccotelli, second by Vincent Dante to accept the lowest -cost responsive
bid for the 2024 Drainage Improvement Project for an amount not to exceed $967,685.12:
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
11.2. Motion to accept the lowest -cost, responsive bid for the Fire Station 11 Site
Improvements Project for an amount not to exceed $209,172.00.
Mr Dorsey shared project details, bid results, and staff recommendation for Fire Station 11 site
improvements.
Mr. Dorsey presented the scope of work for this project, which includes resurfacing the paved
areas, adding curb/gutter and storm inlets along the access roadway to improve drainage,
replacing storm sewer pipe in the parking lot, and grass restoration. Alternate bid work includes
replacing the storm sewer in the parking lot and resurfacing the parking lot with new asphalt.
Staff received seven (7) bids from contractors for this project. The bids ranged from a low of
$230,677.00 submitted by Schroeder Asphalt Services, Inc. to a high of $327,719 submitted by
M & J Asphalt Paving, Inc. Schroeder Asphalt Services has completed work for the Village in
the past and is scheduled to pave the Rand -Central -Mount Prospect intersection this year. Mr.
Dorsey stated staff recommends the award include the base bid work and items from the
alternate bid related to resurfacing the parking lot. Public Works staff will complete the storm
sewer replacement work in the parking lot, reducing Schroeder's bid total by $21,505.00. Staff
recommends awarding the Fire Station 11 Site Improvements contract to Schroeder Asphalt for
a maximum of $209,172.00.
Mr. Dorsey answered questions from the Board.
Mr. Dorsey provided the following in response to questions from the Board:
• The access road is a private road; curbs and gutters will be installed on the east side to
stabilize the asphalt and to limit access to the east side of the building.
• Wayfinding signs will be installed along Algonquin and Linneman roads to identify Fire
Station 11
No further discussion.
Motion by Vincent Dante, second by John Matuszak to accept the lowest -cost responsive bid
for the Fire Station 11 Site Improvements:
Yea: Vincent Dante, Terri Gens, Bill Grossi, John Matuszak, Colleen Saccotelli, Agostino
Filippone
Nay: None
Final Resolution: Motion Passed
11.3. As submitted
None
No additional business
ANY OTHER BUSINESS
ADJOURNMENT
With no additional business to conduct, Mayor Hoefert asked for a motion to adjourn. Trustee
Grossi, seconded by Trustee Gens motioned to adjourn the meeting. By unanimous voice vote,
the April 16, 2024 Joint Village Board & Finance Commission Workshop and Village Board
Meeting of the Village Board of Trustees adjourned at 8:13p.m.
Respectfully submitted,
Karen M. Agoranos
Village Clerk