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HomeMy WebLinkAbout06/22/1999 COW minutes MINUTES COMMITTEE OF THE WHOLE JUNE 22, 1999 I. CALL TO ORDER Mayor Farley called the meeting to order at 7:36 p.m. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Daniel Nocchi, Michaele Skowron and Irvana Wilks. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Police Chief Ron Pavlock, Fire Chief Mike Figolah, MIS Coordinator Joan Middleton, Deputy Finance Director Carol Widmer, Public Works Director Glen Andler, Deputy Public Works Director Sean Dorsey, Police Officer Steve Burrell, Police Sergeant Mike Semkiu, PubliC Information Officer Maura Jandris, Village Engineer Jeff Wulbecker, Project Engineer Joel Michalik, Human Services Director Nancy Morgan and Deputy Human Services Director Jan Abprnethy. Il. APPROVAL OF MINUTES Approval of Minutes of June 8. 1999. Motion made to approve the Minutes by Trustee Corcoren and Seconded by Trustee Skowren. Minutes were approved. III. CITIZENS TO BE HEARD None. IV. DISCUSSION OF STONE SHOULDER POLICY Village Manager Janonis provided a summary of the events which had taken place to date regarding this policy and what has brought it to the forefront for discussion before the Board this evening. Project Engineer Joel Michalik provided background regarding the use of stone or gravel on non-curb streets. He stated the primary use of the stone is for extension of the life of the streets without curbs, to protect the edge of pavement and reduce damage caused by cars parked off the edge of the pavement. He stated the Village has used gravel for shoulder purposes for a substantial period of time and it is cheaper to maintain the gravel than grass. In the past, when there are no shoulders, property owners will attempt to mark the edge of their property with boulders or other devices to designate property edge. He stated that if curbs were to be installed, there would also be the corresponding need for storm sewers, sidewalks and wider streets that would equate to approximately $100 per lineal foot. He stated that the stone was installed based on IDOT standards and the screenings had been replaced with a finer type for better compacting. Gall Gill, of 1460 Greenbrier, spoke. She stated that she is in favor of resurfacing the streets but does not want the stone in her yard which will end up there from the shoulders. She stated that the edge of pavement still deteriorates even with the stone shoulders and the property owners that she has talked to are willing to maintain the grass area that is damaged by vehicle traffic. She also stated that there are plants growing in the stone areas which has caused it to become unsightly and would request the shoulders be removed altogether and the edge of pavement be marked only by grass. She would ask that the Village Board reconsider their policy regarding edge of pavement maintenance. Bob Derail, 1450 Blackhawk, spoke. He stated that when this area was originally annexed to the Vii[age, it was understood that the area would remain a rural type setting. He stated that the pavement failure appears to be an issue with the paving contractor. David Ennes, 1471 Blackhawk, spoke. He stated that Elk Grove Township resurfaced the streets in the area in the ~1970s. The culverts that are underneath the streets were not addressed as part of the Village's resurfac[ng program and there are stormwater accumulations at the corner of Glendale and Blackhawk. He also stated that trees have been planted in the culverts, which have impacted water flow. John Schaffer, 407 Edgewood, spoke. He stated that his street has never been resurfaced and feels that there is a quality issue regarding the resurfacing project itself. He stated that MacArthur appears to have been resurfaced but there was not a shoulder installed on that street. Bob (~asSidy, 1431 Greenbrier, spoke. He is concerned that the street deteriorated due to quality workmanship and that a change in the standards will probably extend the life of the street. He also stated that what had existed in the past in the neighborhood was quite adequate for him. Public Works ,Director Glen Andler stated that a number of streets with no shoulders have been resurfaced in the immediate vicinity but the stone shoulders have not been installed pending the outcome of the policy decision by the Village Board. Ken Willard, 1451 Greenbrier, spoke. He has been told by the Engineering Division that this is the best engineering solution possible without curbs. He stated that such a response seems ironic since the stone has been replaced twice due to some confusion over the type of stone to be installed. He wanted the streets left as they were. Dave Crowley, 1440 Greenbrier, spoke. He has experienced the damage that a stone shoulder can cause personally due to the stone being thrown by a lawnmower and hitting his eye when he was a child. He feels that there is a significant !lability exposure to having the stone shoulders put in based on this experience. General comments from the Village Board members included the following items: There was a discussion regarding the consideration of an eutside engineering firm to evaluate the design and recommend a solution. There was also a discussion regarding the Village maintenance standards and requirements for maintenance of stone shoulders. General consensus of the Village Board was to hire an outside engineering firm to review the proposed engineering of the street and stone shoulders and recommend a solution for protecting the street. This review would also include the impact of plowing and explore what other options are available with appropriate cost. The Village Board will review the report once submitted and make a final determination at that point. Public Works Director Glen Andler stated that he will review the situation regarding the culverts to determine if some of the culverts have been filled in by residents and to determine the location of the trees planted in the area. He stated that he has not received any cells regarding flooding in this area but requested that residents cell Public Works when flooding does occur. V. DISCUSSION OF THE GENERAL STORE Trustee Paul Hoefert provided a presentation to the Village Boar~ and other interested parties regarding his proposal to move the General Store to a Village-owned site on Pine Street. He stated that his concept is to create a passive pocket park with the Store once it is rehabilitated as the centerpiece. He stated this ~)uilding has a long history of use in the Village and feels it is necessary to retain the building due to its historical impact and contribution to the community's growth. He stated that vocational building trades programs would perform the majority of the actual labor for the rehabilitation. A fence would be erected to screen the substation from the building and the park. The intended use for the building once it is completed would be a light office or professional offices where the parking needs would be very minimal. He stated the time frame for this rehabilitation would be four to five months. He stated the upstairs of the building could be used but there are numerous Code issues related to utilizing the second floor to its fullest extent. ADA compliant washrooms would need to be added off the back of the building and could not be included within the current structure. Ann Smilanic, member of the Finance Commission, spoke. On behalf of the Finance Commission, she is recommending that the building not be rehabilitated using Village funds. She stated that the Commission felt that the building has minimal historical value and that the Village should not be involved in providing landlord functions. She stated the Commission feels there are other priorities that need to be addressed by the Village Board such as the solution for the Village Hall instead of putting funds toward this building. She recommended that no further investment be made toward this building. Bill Reddy, 105 South Elm, spoke. He served as a member of the Downtown Ad Hoc Committee and feels that this is an ~pportunity to create a green-grass site in a location that will not likely be developed because of the odd configuration and its accessibility. Tom Neitzke, 17 South Maple, spoke. He stated that the General Store does have historical value and supports Trustee Hoefert's proposal. Trustee Hoefert stated that he has obtained donations of materials from area businesses in addition t~ architectural services and the concrete for the foundation itself. Preliminary estimates place the cost to the Village between $80,000 and $100,000 to comolete the project. General comments from the Village Board members included the following items: There was discussion regarding the use of the second floor of the building. There was also.a discussion regarding Fire Codes relating to installing a sprinkler system into the building. There was also a discussion regarding the necessary landscaping and other associated costs with completing the project. General consensus of the Village Board was to proceed with a commitment from the Village to assist in the funding of the project, which will include moving the structure and providing funds for a portion of the rehabilitation. VI. VILLAGE Y2K PLAN REVIEW Village Manager Janonis stated that the Village staff has created a Task Force to prepare for possible computer failures due to a date change on December 31, 1999. The Response Plan was based on basic assumptions and the fact that utility disruption should be quite limited if it occurs at all. The Task Force felt it was important to undertake an educational program for the residents so that they would be prepared just as any other storm situation. The Village commitment is to maintain core Village services to the residents. Deputy Finance Director Carol Widmer stated that the financial systems are in the process of being converted so they will be Y2K compliant by the end of the year. The implementation of the SCI Software System will ensure that the Vii[age financial systems are up to date. Police Sergeant Mike Semkiu stated that while some systems are not Y2K compliant including the building security system, but it is in the process of getting converted before the end of the year. Any system that has been deemed to be non-Y2K compliant, a solution has been formulated to continue service without interruption and not be impacted by a Y2K failure. MIS Coordinator Joan Middleton stated that the inventory of the computer equipment has been completed and they are in the process of replacing some routers and installing software patches as necessary. The internal clock function has been replaced in computers that were not Y2K compliant. Communications Secretary Judy Bundick stated that the phone system is Y2K compliant. The phone system can operate directly to Ameritech lines if necessary, if in fact the internal phone system is ~noperable. Fire Chief Mike Figolah stated that the various radio systems have back-up radio systems in place so that communications can continue if the Dispatch System is unavailable. However, all indications are that the Dispatch Center will be fully operational and will be Y2K compliant, Cable Production Coordinator Ross Rowe stated that all internal television equipment is Y2K compliant. TCI has tested the equipment component and has certified that they are in compliance. However, there still may be'some minor electrical disruption of power into the TCI system, which could affect service. Deputy Public Works Director Sean Dorsey stated that if there were a failure of the water system that feeds Mount Prospect, the Deep Well System in Mount Prospect is capable of providing adequate water to the community assuming electricity is available, All building systems will be Y2K compliant if they are not already. The Public Works fuel dispensing system has been upgraded so it is capable of running on generator power. He has recommended some facility improvements for back-up power systems as outlined in his memorandum. Police Officer Steve Burrell stated the Northwest Central Dispatch System is undergoing a replacement and should be completed by the end of the year and will be Y2K compliant. Assistant Village Manager Dave Strahl provided an overview of the public utility systems whereby they have assured Village staff that they are fully Y2K compliant. Public Information Officer Maura Jandris provided an overview of the educafional pieces which have been put together by the Task Force, These pieces include a special Newsletter, information on the Village Web Site and two Citizens' forums. Deputy Human Services Director Jan Abernethy spoke. She stated that Human Services Department is focusing on special needs' individuals and is currently recruiting volunteers to assist in this program. Village Manager Mike Janonis provided an overview of the Communications Center. which would be activated for the Y2K weekend and described the functions of the Center itself. He stated there are some emergency power needs recommended by Viltage staff regarding the rental of generators as additional back up in case of power failure. There is no question that the rental prices of the generators are significantly overpriced at this time and after the first of the year, the prices should stabilize to more realistic levels. 4 Consensus of the Village Board was not to rent the additional generators as outlined in the documentation provided by staff. VII. VILLAGE MANAGER'S REPORT None. VIII. ANY OTHER BUSINESS Mayor Farley wanted to remind everyone of the upcoming Do-It-Yourself Sousa concern. Trustee Dan Nocchi inquired as to the status of the old Super Shops store in the K-Mart parking lot regarding property maintenance enforcement. He would request the Board consider increasing the fines in order to be more aggressive in property maintenance issues. He would also like the staff to be more aggressive in pursuing these violations. Village Manager Michael Janonis stated that he will review the process to determine what can be addressed for improved compliance. CLOSED SESSION Motion made by Trustee Hoefert and Seconded by Trustee Wilks to move into Closed Session to discuss Land ACquisition and Personnel. Meeting was adjourned into Closed Session at 10:40 p.m. Meeting reconvened into Open Session at 12:03 a.m. IX. ADJOURNMENT Since there was no further business, the Committee of the Whole meeting was adjourned on a Motion by Trustee Wilks and Seconded by Trustee Lohrsto~er at 12:05 a.m. Respectfully su~ DAVID STRAHL Assistant Village Manager DS/rcc H:\GE N~Cow~Min utes\62299 COW Minutes.doc