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Home My WebLink About04/16/2024 VB MinutesVillage of Mount Prospect Joint Village Board & Finance Commission Workshop and Village Board Meeting of the Village Board Tuesday, April 16, 2024 16:00 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 Hail, 50 S. Emerson St. I:ii7IW81_►01 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 Iden Arndt, Commissioner Vince Grochoci n ski Absent: Commissioner Pam Bazan, Commissioner Don Qcwiej*a, 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 pudic 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, 2424, 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 2023 • Police Pension Board: Dennis Saviano - Term to expire April 2026 • Special Events Commission; Daniel Frystak - Term to expire April 2023 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 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. 3.3. 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 20, 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 Fi li ppone Abstain: Vince Dante, Bill Grossi Nay: None Final Resolution: Motion Passed NEIN 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 VILLAGE MANAGER'S REPORT .� . 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 866 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 1666 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 2624 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 Iot 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 hid 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 001 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 15, 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