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HomeMy WebLinkAbout02/20/2001 VB minutes MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT February 20, 2001 CALL CALL TO ORDER TO ORDER Mayor Gerald Farley called the meeting to order at 7:39 p.m. ROLL CALL ROLL CALL Present: Mayor Gerald Farley Trustee Timothy Corcoran Trustee Paul Hoefert Trustee Richard LOhrstorfer Trustee Dennis Pdkkel Trustee Michaele Skowron Trustee Irvana Wilks PLEDGE PLEDGE OF ALLEGIANCE Trustee Lohrstorfer led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Wilks gave the invocation. MINUTES APPROVAL OF MINUTES Trustee Hoefert, seconded by Trustee Skowron, moved to approve the minutes of the regular meeting held February 6, 2001. Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Pdkkel, Skowron, Wilks Nays: None Motion carried. BILLS APPROVE BILLS AND FINANCIAL REPORT Mayor Farley stated that the next item on the agenda, "APPROVE BILLS & FINANCIAL REPORT" was shown with an asterisk, and that ail items further noted in that manner be considered with one vote under as "IX. CONSENT AGENDA." MAYOR'S REPORT: MAYOR'S REPORT AMEND CH. 13: An ordinance was presented for first reading to delete the Class "E" liquor license issued to Mr. Peter's Banquets, 1018 Mount Prospect Plaza. The restaurant has recently closed DELETE and relocated to Prospect Heights. LIQUOR LICENSE, Trustee Hoefert, seconded by Trustee PrikkeJ, moved to waive the rule requiring two MR. PETER'S readings of an ordinance. BANQUETS Upon roll call: Ayes: Corcoran, Hoefert, Lohrstoder, Prikkel, Skowron, Wilks Nays: None Motion carried. ORD. NO. 5172 Trustee Hoefert, seconded by Trustee Prikkel, moved for approval of Ordinance No. 5172: AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Pdkkel, Skowron, Wilks Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Skowron, moved to consider an item not listed on ADD AGENDA the agenda, such item being a proclamation recognizing the 25th anniversary of the City ITEM of Prospect Heights. Upon rollcall: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks Nays: None Motion carried. PROSPECT Mayor Farley read the proclamation acknowledging January 31,2001 as the 25th HEIGHTS 25TM anniversary of the City of Prospect Heights. It was also mentioned that Prospect Heights ANNIVERSARY would celebrate its anniversary with a dinner/dance at Allgauer's Restaurant on Saturday, February 24. APPOINT- The Mayor had no recommendations for board or commission appointments. MENTS CITIZENS COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD Don Harmon, 16 N. William Street, addressed the Board with concerns relative to a recent article in a local newspaper about tree trimming procedures and restrictions, and underground cable installation and restrictions, for utility companies. CONSENT AGENDA CONSENT Trustee Wilks asked that the following items be removed from the Consent Agenda, and AGENDA: considered individually in the order listed on the regular agenda: REMOVE XII. VILLAGE MANAGER'S REPORT CONSENT A. Bid results: AGENDA 3. Contract for furnishing and planting of parkway shade trees ITEMS B. Request to waive bidding procedure and award contract to Natural Path Forestry Consultants, inc. for professional services for review of the tree ri"-'-- management program. Trustee Hoefert, seconded by Trustee Skowron, moved to consider the above items individually, under the regular agenda. Upon rollcall: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Lohrstorfer, moved for approval of the following items of business: BILLS 1. Bills, dated February 15, 2001, and financial report dated January 1-31,2001 ACCEPT 2. Request for Village Board approval and acceptance of private improvements PRIVATE at Dearborn Villas, 1449-1500 Dearborn Court (Algonquin Road) IMPROVE- MENTS, 3. Bid results: DEARBORN 1. Parkway tree trimming contract (Robert W. Hendricksen Co.) 2. Parktree tree removal contract (Robert W. Hendricksen Co.) VI LLAS 4. Request for Board ratification of expenditures relative to the demolition of the TREE rear portion of Ye Olde Town Inn, 18 West Busse Avenue ($16,237.50) TRIMMING & TREE Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks REMOVAL Nays: None CONTRACTS: Motion carried. ~' R.W. HENDRIKSEN 2 OLD BUSINESS ZBA 02-01 An ordinance was presented for first reading to grant a variation for the construction of an 2105 enclosed patio, which would encroach 15 feet into the required 25-foot rear yard setback. PRENDERGAST LANE Mayor Farley explained that because this request was denied on January 25 by the Zoning Board of Appeals (4-2), a suPer-majority vote by the Village Board would be necessary for approval of the request. Bill Cooney, Director of Community Development explained the request, stating that the petitioner Frank Panzarino, wishes to add a three-season room to his house. He said the petitioner has expressed a need for this room, to allow his family to better enjoy their backyard area during the warmer months, which they are unable to do now, because of the large number of mosquitoes which come from the retention pond between his house and St. Cecelia Catholic Church. Petitioner Frank Panzarino addressed questions from Board members, and neighbors Anthony Kies of 610 St. Cecelia Drive, Larry lacino of 645 S. Meier Road, and Amy Sevatino of 606 St. Cecelia Ddve expressed their support for Mr. Panzarino's request. Trustee Prikkel and Mayor Farley expressed their support for the request, stating that a hardship exists for the property owners, however, other members of the Board stated ,.~adous reasons for not wishing to grant the variation, the primary reason being the encroachment of the addition into the rear yard setback. This ordinance will be presented for second reading at the March 6, 2001 Village Board meeting. NEW BUSINESS ZBA 04-01 An ordinance was presented for first reading, which would amend various sections of TEXT Chapter 14 (Zoning) of the Village Code. Among the proposed amendments were the AMENDMENTS establishment of a "minor variation" process, the creation of Floor Area Ratio standards in residential districts, and increasing the maximum size of detached garages from 600 to 672 square feet. .. The Board requested a number of revisions to the proposed ordinance, which includes the notification of residents neighboring a proposed minor variation property and the length of time one would have to appeal a minor variation. The revised ordinance will be presented for second reading at the March 6, 2001 meeting. VILLAGE MANAGER'S REPORT PARKWAY At the request of Trustee Wilks earlier in the meeting, the following two items were TREES, removed from the consent agenda. FURNISH & Assistant Village Manager David Strahl presented bid results from B.C. Landscape, PLANT: B.C. Weller Nursery, and Mill Creek Nursery for the furnishing and planting of parkway shade LANDSCAPE, trees (itemized bid results attached). WELLER NURSERY, Responding to a question from Trustee Wilks regarding what some residents perceive as MILL CREEK a limited selection of trees, Village Forester Sandy Clark explained that only a limited NURSERY number of maple trees are offered to residents in the cost-share program because the Village is currently overpopulated with that species. She stated that the Village currently averages one maple out of every four parkway trees. She further explained that whenever a particular species of trees becomes susceptible to a disease, as in the recent outbreaks of Dutch Elm disease, it is wise to have a variety of trees, so that only a limited number is affected. 3 Trustee Wilks, seconded by Trustee Prikkel, moved to split the contract award among all three bidders, with total expenditures notto exceed $140,068.00, and each tree being ordered from the lowest bidder for that particular size and species. Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks ~ Nays: None Motion carried. REVIEW TREE A request was presented to waive the bidding procedure and award a contract to Natural RISK Path Forestry Consultants, Inc. for professional services to review the Village's tree risk MANAGEMENT management program. PROGRAM: Forester Sandy Clark explained that a Request for Proposals was sent only to Natural NATURAL PATH Path because of their impressive levet of expertise combined with their first-hand FORESTRY knowledge of Mount Prospect's tree risk program. Trustee Hoefert, seconded by Trustee Corcoran, moved to waive the bidding procedures for a firm to perform services for the review of the tree risk management program. Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Corcoran, moved to award a contract to Natural Path Forestry Consultants, Inc. for professional services to review the tree risk management program, in the amount of $15,000.00. Upon roll call: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks Nays: None Motion carried. HIRE A request was presented for authorization to retain the services of a professional ~-.. RECRUITMENT recruitment firm to assist in filling the vacancy for Chief of Police. FIRM: Assistant Village Manager David Strahl stated that proposals were received from RESOURCE Resource Management Associates (RMA) of Tinley Park, DMG Maximus of Northbrook, MANAGEMENT and from The PAR Group of Lake Bluff. ASSOC. Mayor Fadey questioned the terms of the agreement relative to travel expenses possibly becoming excesive, since they are not included in the proposed amount of $22,700. Mr. Strahl explained that all travel expenses would have to first be authorized by staff. Trustee LohrStorfer, seconded by Trustee Skowron, moved to authorize the execution of an agreement between the Village and Resource Management Associates for professional recruitment services to fill the vacancy of Police Chief, in an amount of $22,700, excluding travel expenses. Upon rollcall: Ayes: Corcoran, Hoefert, Lohrstorfer, Prikkel, Skowron, Wilks Nays: None Motion carried. ANY OTHER BUSINESS Mayor Farley announced an upcoming Multicultural Festival at Forest View Educational Center, scheduled for February 25. Trustee Prikkel congratulated four Mount Prospect youth, Julie Higginson, Laura Higginson, Jane Szafraniec, and Julie Markus on recently achieving the Girl Scout Gold Award. ~ 4 Trustee Hoefert asked staff to provide updates on the proposed row homes to be constructed on Prospect Avenue, approved in 1999, the recently closed Shell service stations, the former LaSalle Bank site, and the Citgo service station on the south side of town. Additionally, Mayor Farley requested an update from staff on the development of the former General Store, since its relocation. ADJOURN ADJOURNMENT By unanimous vote, the February 20, 2001 meeting was adjourned at 9:33 p.m. Velma W. Lowe Village Clerk 5 Mount,Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS 4'~' ' '--/ FROM: FORESTRY/GROUNDS SUPERINTENDENT ~'~1~'0 [0( DATE: FEBRUARY 13, 2001 ~) SUBJECT: BID RESULTS - SHADE TREE PLANTING BACKGROUND On February 8, 2001, sealed bids were opened for the provision and installation of parkway trees. As in the past, bid prices were sought for 2-1/2" trees for our Cost Share planting pro- gram, 1-I/2" trees for reforestation, and larger trees for accident replacements. Due to the on- going shortage of nursery stock, this year we also asked for quotes on 2" trees in case not enough 2-1/2" trees would be available to fill our order. We also asked bidders to quote prices for "en- hanced planting sites" - larger pits with amended backfill - which we may order on a small num- ber of trees being planted in very poor soil. Bid prices are good through December, 2001. BID RESULTS Six invitational bids were mailed and a notice to bidders was published in a local newspaper. Three bids were received. Bid results are shOwn on the attachment. It should be noted that no one bidder submitted the low price on all sizes/species requested. The darkened prices on the attachment designate the lowest unit cost for each particular size and species of tree. DISCUSSION As you may recall, in 2000 we deviated from our traditional "combined" contract and experi- mented with a "two-contract" approach. Instead of having a nursery both furnish and plant the trees, in 2000 we instead purchased trees from seven different nurseries and hired another contractor to deliver and plant them. We learned from this experiment that the two-contract approach is extremely time consuming and difficult to coordinate. Although all trees were eventually properly planted, we spent countless hours travelling to the nurseries and trying to coordinate the schedules of all the entities in- volved. We concluded that our traditional combined contract is more cost-effective and thus are recommending returning to that approach this year. At this time we do not know the exact quantity, sizes and species we will need to order during the coming year. However, from the bid results it appears that there will be enough trees avail- able to supply our regular planting programs. ID RECOMMENDATION There is a total of $140,068.00 in various tree planting accounts in the 2001 budget: On page 226, #0015203-540710 (Reforestation), 0015203-540715 (Tree Replacement - Village), 0015203-540720 (Tree Replacement - Shared Cost), and on page 227, 0015204-540714 (Tree Replacement - Public Property). I recommend splitting the contract award among B-C Landscape, Arthur Weiler Inc. and Mill Creek Nursery. Total expenditures for all purchases will not exceed $140,068.00 and each tree will be oi'dered from the lowest bidder for that particular size and species. Sandy Clark I concur: ~.~ GLEN !~. ANDLER Director of Public Works Attached X:FILES~FORESTRYkWORD~2001 \PLT-RECMD,DOC Bid Results - Shade Tree Furnishing and Planting Bid Opening February 8, 2001 / ' Available I I Avai able I Available · ' Species Dlameter~ Bidder I Quantity I Bidder I Quantity J Bidder I Quantity ...... ~dsca.-e.- , ...W.e!.ler Nume . _ MIll Cm_ek Numery dedge Maple .... 1.5" $190.00 3 ', ;~ ~,~ ~ _ ___ ~utumn Blaze Freeman Maple __ _ ~ '.~H $200.00 50 _ __ Purpleblow Maple 2.5-- ~reencolumn Black Maple1.5" H2.5.01 ', ~11,~ ~ __ Emerald Queen or Emerald Luster Norway Mapie _ 1,5" ___ Columnar Norway Maple ~1.5 Cleveland Norway Maple 1~: I I I Globe Norway Maple Green Mountain Sugar Maple . 2.5' ', 0-00 , . __ Le ac sugar Map,e < e,orm I I I I I 2~ Black Alder 2" ! ~= ~, ~.H $250.00 _ 20 _ Forest Prince Serviceberry or A. Brfllance (tree form) 2.5" -'. ! j I . __ American Hornbeam 2.5" '~ __ , 1.5" (atsum Tree 2.5" _ __ X:FILES/FORESTRY/EXCE L/2001/P LT-SHT-RS LT.XLS Bid Results. Shade Tree Furnishing and Planting Bid Opening February 8, 2001 Available Available Species Bidder Quantity Bidder Quantity Bidder urkish Filbert American Yellowwood (tree form) Thomless Cockspur Hawthorn $160.00 25 $235.00 45 Purple Beech Autumn Purple, Kleinburg, Skyline or Windy City White Ash 25 2O Vtarshall Seedless, Summit or Patmore Green Ash 15 4O .eprechaun Ash 7 :immaron Ash $310.00 5 $250.0O 20 25 Blue Ash Autumn Gold Ginkgo Princeton Sent~ Ginkgo Skyline or Shademaster Honeylocust $260.00 25 $200.00 15 Kentucky Coffee Tree 10 Tuliptree Sentinel Crabapple (tree form) White Angel, Donald Wyman. or Orrniston Roy Crabapple X:FILESIFORESTRY/EXCELi2OOIlPLT-SHT-RSLT.XLS Bid Results - Shade Tree Furnishing and Planting Bid Opening February 8, 2001 · / I Available I I Available I I Available Species Dlameter~ Bidder I Quantity Bidder I QuantityI Bidder I Quantity · . ! B. C, Landscape I Weller Numer~ I Uill Creek Nurser~ Adams Crabapple (tree form) Prairie fire Crabapple ~ '-~ Red Jewel Crabapple Dawn Redwood ~ __ __ Ironwood (Hophombeam) ~ac~o*murCo~ee 2~'I :: .'.'._: ' _ 2 __ 31oodgoed London Planetree ..... 1.5" '. H_H I e -- -- ,.d,ord or ^u.ma 81aze ce,,e~ Pear ~:~ { . -. .... . __ __ Redspire Caller,/Pear ~.~ __ __ I~~1.5. __ __ Chanticleer or Cleveland Select Callery Pear 2;5"" H~ HH ' $270.00 3'-~'~ . ....... ,~.~,~,,,,,~ .,,~ ,~-,,~n~,~l~=~ ~ - $200.00 20 $230.00 . 30 Sawtooth Oak 2.5" .~;-. ~_ e e -~ _ __ :;. I I I I I -- - - .1.5~ ~ - -- .o~er~.edoa~ ~ "i"""""~ -- Bur Oak 2.5" I - -- __ ;~: '-" , ~: ,~o.o0: ~o_ C,in~a.,n Oe~ ~'5"1 I I I I X:FILE.S/FOR ESTRY/EXC EL/2001/P LT~SHT-R SLT.XLS Bid Results - Shade Tree Furnishing and Planting Bid Opening February 8, 2001 ' / I ^vaIlable I Species Diameter~ Bidder I Quantity J Bidder J QuantityI Bidder IAvallableQuantity =. B.C. La~dsca e Waller Nurse. - _ Mill Creek Nurse.~.r~_ English Oak ~2" Ivory Silk Tree Lilac (tree form) 2~5." ,. ~ , 1.5" ',-_-, --el I Ii $200.0(~ 25 __$270.00 20 China SnowTree Lilac (tree form) 2,~5." ~ _~ ~ i _ Oreenspire Littleleaf Linden 2.5" ! -!-~i-e~ - _ Redmond Linden 2.5" J 2" I I ~ HI! 21.5" $190.0025 ~, ~lee e _$240.00 15 Sterling Silver Linden 2.5" _ I I | Misc. and Larger Trees Crimson King Norway Maple $564.00 4 $800.00 · 5+ Emerald Queen Norway Maple 4 Columnar Norway Maple 5 Sugar Maple Autumn Purple, Kleinburg, Skyline or Windy City White Ash~ ;ummit Green Ash X:FILES/FORESTRY/EXCEL/2001/PLT-SHT-RSLT.XLS 4 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 8, 2001 / Available Available I Available Species Dlameter~ Bidder I QuantityI Bidder I Ctuantity BidderI Quantity Blue Ash ~ Mill Cre_ek Nursery__ Skyline or Shademaster Honeylocust Bradford or Autumn Blaze Callery Pear Redspire or Chanticleer Callery Pear 3reenspire Littleleaf Linden 5liver Linden Additional Cost Per Tree for Enhanced Planting Sites BCL WEILER MILL CREEK 1-1/2" tree $30.00 $40.00 $75.00 2" tree $40.00 $60.00 $150.00 2-1/2" tree $60.00 $75.00 $250.00 3" tree $80.00 $100.00 4" tree $125.00 $150.00 5" tree na $200.00 Additions by B.C. Landscape Kentucky Coffee Tree 13" $528.00 Nodhem Catalpa 12" $220.00 Northern Catalpa 2,5" $270.00 ubstitutions i "Fall Festival" White Ash ** "Sherwood Glen" Green Ash *** "Mancaca" Ash **** "New Bradford" Gallery Pear X:FILES/FORESTRYIEXCEL/2OO1/PLT*SHT-RSLT.XLS Mount Prospect Public Works Department INTEROFFICE MEMORANDUM DATE: FEBRUARY 13, 2001 SUBJECT: TREE TRIMMING BID RESULTS BACKGROUND Sealed bids for parkway tree trimming were opened on February 8, 2001. Prices were sought for trimming trees in areas due for trimming on our five-year cycle. As in the past, we also sought prices for emergency tree work in the event ora major storm. Finally, we also included a provision which will allow us to extend the contract for a seoond year at the same bid prices, if both the contractor and Village agree. BID RESULTS Eleven invitational bids were mailed and a notice was published in a local newspaper. Five bids were received. The bid results for trimming 4,790 trees are as follows: R.W. Hendricksen Co. $131,810.00 B. Haney and Sons $135,453.00 Autumn Tree Experts $146,117.40 Asplundh Tree Experts $158,077.91 Kramer Tree Specialists $267,597.50 BID DISCUSSION Our specifications asked for bid prices to trim 4,790 trees now due for trimming as per the attached map. However, we reserved the right to reduce the number of trees trimmed so as not to exceed allocated funds. Therefore we plan to defer until 2002, some of the trees in Trim Area ~4 (north of RandRoad and West of Elmhurst Road), in order to remain within the budgeted amount. BID RECOMMENDATION The low bidder, Robert W. Hendricksen Co., has held our tree trimming contract since 1994 and has performed satisfactorily. In the 2001 budget, $115,000.00 has been allocated for parkway tree ramming (Page 226 Acct. 0015203-540730). I recommend award of a contract to the lowest qualified bidder, Robert W. Hendricksen Co., in an amount not to exceed $11.5,000.00. X:FILES/FORESTRY/WORD/2001 TRIM-BID-REC.DOC Village of Mount Prospect 2001 Proposed Tree Trimming Areas Seminole Ln 1 Camp McDonald Rd 2 Eu¢iid Av 4.1 4.2 3 Ken$/ngton Center for Business 7.2 ~ 17 Central Rd 16.1 ~6.~ 8 15.1 LJ. neoln St Lincoln St 1 5 l~?':~?r Cre~ 15.2 11 10 Golf Rd 1 4 1 2 ~ ~00~ ~o~o~d ::,~ :~ ~ FORESTRY/GROUNDS 13 AREAS & SUB AREAS 0¢M°unt Pr°$Pect Public I/V°rks DePartrnen' INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY/GROUNDS SUPE~TENDENT DATE: FEBRU~Y 14, 2001 SUBJECT: BID ~SULTS - T~E ~MOVALS Sealed bids for p~kway ~ee removals were opened on Febma~ 8,2001. This con~act requires removal of dead, dying or s~c~ally unsound par~ay ~ees to ground level. BID ~SULTS Ten invi~donal bids were mailed and a notice was published in a local newspaper. Four bids were received. Bid results ~e as follows: R.W. Hendficksen Co. $24,942.00 B. H~ey ~d Sons, Inc. $32,100.56 Au~mn Tree Expels $40,866.00 ~mer Tree Specialists $47,623.40 DISCUSSION The bid specifications identified 62 ~ees scheduled for removal at ~e time the specifications were prepped, However, ~e specifications were written to allow us to add additional ~ees ~oughout the year, if desired, up to ~e mount budgeted. BID ~COMMENDATION The low bidder, Robe~ W. Hen~icksen, Co., has worked for us in the past. They have satisfactorily perfomed nmerous ~ee removals ~oughout the Village ~d have trimmed trees on our cyclical trimming contract since 1994. There is $59,000.00 allocated for con,actual tree removal in the 2001 budget (Page 226, Account g0015203-540725). I recommend award of this contract to the lowest qualified bidder, Robe~ W. Hendricksen, Co., &~ff& in an amount not to exc~d $59,000.00. I concur: Gle~ Director of Public Works X:FILES~O~STR~WO~200 I~M-~CMD.DOC