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HomeMy WebLinkAbout2. DRAFT MINUTES 03/02/2010 CALL TO ORDER ROLL CALL PLEDGE INVOCATION MINUTES APPROVE BILLS MAYOR'S REPORT EARTH HOUR DAY APPOINTMENTS CITIZENS TO BE HEARD MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT March 2, 2010 Mayor Wilks called the meeting to order at 7: 1 0 p. m. Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel Absent: Trustee Arlene Juracek PLEDGE OF ALLEGIANCE Mayor Wilks led the Pledge of Allegiance. INVOCATION Trustee Polit gave the Invocation. APPROVAL OF MINUTES Trustee Hoefert, seconded by Trustee Korn, moved to approve the minutes of the regular Village Board meeting held February 16, 2010. Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Polit, Zadel None Motion carried. APPROVE BILLS Mayor Wilks stated the next item on the agenda, "APPROVE BILLS" was noted by an asterisk, and unless there was a request to remove an item(s), all items further listed in that manner would be considered with one (1) vote, as business item "IX. CONSENT AGENDA." Trustee Matuszak requested the following item under the Village Manager's report be removed from the Consent Agenda for separate discussion and consideration; Item A. under Manager's Report; Request Village Board approval to waive bid process and purchase Enterprise Resource Planning (ERP) hardware in an amount not to exceed $94,824. As there were no objections Mayor Wilks stated this item would be considered under the Village Manager's Report as listed on the Agenda. MAYOR'S REPORT Mayor Wilks presented a proclamation for "Earth Hour Day," March 27,2010. Ms. Katie Dix, Capannari Ice Cream accepted the proclamation and encouraged residents to participate in the global event by turning off their non-essential lighting between 8:30 p.m. and 9:30 p.m. on the 27'h. Turning off lights during this time period demonstrates support for the fight against climate change. Ms. Dix stated Capannari is participating in the event and is offering a discount on ice cream for anyone bringing in a flashlight during Earth Hour. She encouraged the other downtown merchants to do something as well. APPOINTMENTS None. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD Ms. Adela Starociu, President Mount Prospect Jaycees Ms. Starociu the stated the Mount Prospect Jaycees annual carnival would be held Memorial Day Weekend, May 26 - May 31 at the Mount Prospect Plaza. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 1 of 5 March 2, 2010 Ms. Straociu requested the Village Board waive the permit fee and share in the cost for police on duty during the event; 50/50 cost share. The fund raising event helps support the organizations scholarship program and other community projects. Trustee ladel, seconded by Trustee Polit, moved to approve the request to waive the permit fees and a 50/50 cost share for police services for the Mount Prospect Jaycees Annual Memorial Day Carnival. Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Polit, ladel None Motion carried. CONSENT AGENDA CONSENT AGENDA Trustee ladel, seconded by Trustee Korn, moved to approve the following business items: APPROVE BILLS 1. Bills dated February 11, 2010 to February 24, 2010 2. A RESOLUTION REGARDING THE RELEASE OF CLOSED SESSION MINUTES RES 05-10 3. A RESOLUTION AUTHORIZING APPROVAL OF THE OFFICIAL ZONING MAP OF THE VILLAGE OF MOUNT PROSPECT RES 06-10 Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Polit, Zadel None Motion carried OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS Mayor Wilks presented a resolution authorizing the execution of a lease agreement between the Village of Mount Prospect and Gandergroup, d/b/a The BeanSpout. This resolution authorizes the execution of the lease agreement with the BeanSpout for vendor space at the Mount Prospect Metra Station. LEASE AGREEMENT, DOWNTOWN TRAI N STATION Community Development Director William Cooney stated since the downtown train station was vacated last year the Village has been searching for a replacement tenant to provide retail services. After a review of the completed proposals from the Request for Proposal process, staff recommends the Village enter into a lease with GanderGroup to operate The BeanSpout. The BeanSpout would be run by Ms. Lilia Guanzon, a Mount Prospect resident. The BeanSpout would offer services including food and beverage items, as well as gift items, newspapers and magazines. Mr. Cooney stated that in addition to the planned improvements Ms. Guanzon will make to the interior of the space, Village staff have met with representatives from Union Pacific and Metra to discuss other building maintenance needs of the entire station. There will be additional discussion with UP and Metra on the needed repairs including shared costs. Ms. Guanzon was in attendance and thanked the Village Board for the opportunity to open a business in the community. She provided additional background information and her plans for the BeanSpout. She indicated that she would like to open March 25, 2010 but the opening date is dependent on permitting and the interior improvements she will need to complete. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Resolution No. 07-10: A RESOLUTION ATUHORIZING THE EXECUTION OF A LEASE AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND GANDERGROUP, d/b/a, THE BEANSPOUT Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 2 of 5 March 2, 2010 Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Pol it, Zadel None Motion carried. The Village Board thanked her for choosing Mount Prospect to locate her business and wished her success. MANAGER'S REPORT VILLAGE MANAGER'S REPORT Item A. Request for Village Board approval to waive bid process and to purchase Enterprise Resource Planning (ERP) hardware in an amount not to exceed $94,824 was removed from the Consent Agenda. ENTERPRISE RESOURCE PLANNING HARDWARE Village Manager Janonis stated the request was for ratification of the purchase of the hardware that had been previously discussed as component of the approved Enterprise Resource Planning (ERP). He stated the verbiage on the Agenda did not reflect that the not to exceed amount was the price secured through the State of Illinois Bid process. Finance Director Dave Erb provided background information regarding the state bidding process and staff's recommendation to tag along with the State's favorable pricing. Trustee Matuszak stated his request to remove the item from Consent was to make sure from a public standpoint the residents know the Village did seek competitive pricing. He recommended that use of State bid pricing should be noted on the Agenda. Trustee Hoefert suggested language similar to that used for purchasing police vehicles using State bid pricing. Village Manager Janonis stated he would meet with the Village Clerk to draft language that would accurately reflect the use of competitive State bid pricing when requesting waiver of the bid process. Trustee Zadel, seconded by Trustee Hoefert, moved to approve request to waive bid process to purchase Enterprise Resource Planning (ERP) hardware under the State bid in an amount not to exceed $94,824. Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Pol it, Zadel None Motion carried. Village Manager Janonis stated Public Works requests approval to accept bid for the 2010 Street Resurfacing Program in an amount not to exceed $2,582,000. Village Engineer Jeff Wulbecker provided background information stating this year's program marks the first (151) year of the Village's new annual funding level necessary to maintain an average 20-year life for all Village streets. Due to the continued decline in street improvement and MFT funds, this year's program was reduced from 6.8 miles to approximately 5.1 miles. As in the past the MFT funded program and the Village's Street improvement funded program were combined into one (1) project to secure an early and more favorable bid. He stated the budget limit for this project is $2,582,000 which includes the $435,000 in grant money from the Emergency Repair Program (ERP). This year's average unit cost is 4% lower than last year and the low bid of Arrow Road is less than the amount budgeted. Staff recommend the Village take advantage of the lower than anticipated unit prices and add additional streets up to the budget limit. And, since Arrow Road's bid is based on estimated quantities which may need to be adjusted during construction staff recommend the bid award be increased to the total amount of funds available. Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 3 of 5 March 2, 2010 Staff recommend the 2010 Street Resurfacing Contract be awarded to the low bidder Arrow Road Construction in an amount not to exceed $2,582,000. Mr. Wulbecker provided the following information in response to questions from the Village Board: · To determine what additional resurfacing could be done will depend on the streets; width varies. · At the end of street resurfacing program streets that have bad patches may be done if money is available. · Village completed street reconstruction project; resurfacing is done to prevent damage to base. In response to Trustee Korn's question regarding annexation of property with streets in need of reconstruction Village Manager stated the annexation process includes infrastructure assessment. Trustee Hoefert, seconded by Trustee Zadel moved for approval to accept bid for 2010 Street Resurfacing Program in an amount not to exceed $2,582,000. Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Polit, Zadel None Motion carried. The Village Board requested Mr. Wulbecker provide status information on various street/traffic related issues: · Mount Prospect Road Improvements (south of Northwest Highway) Cook County jurisdiction- County is holding off on improvements date - projected 2011 Major construction project - Trustee Hoefert indicated he would be a part of neighbor- hood discussions prior to onset of the project. · Improvements of Mount Prospect Road at Central Road (curve) This section Mount Prospect Road is owned by the Village. Continue to evaluate. · Mount Prospect Plaza - at Rand and Mount Prospect Road [Trustee Hoefert indicated drivers do not comply with change in lane signage; drivers do not understand continue to go straight across Rand Road.] Improved pavement markings were done to improve flow traffic; continue to evaluate. · Dempster Street (between Route 83 and Busse Avenue) Cook County jurisdiction - scheduled for total reconstruction 2010; dependent on available funding. · Elmhurst Road at Central Road [Central Road has longer green; back up on Elmhurst Road] Traffic light is synchronized with two (2) other intersections. State controlled traffic light. Project Engineer Matt Lawrie is tracking; State may resynchronize. · Stimulus Funding - street projects No Village streets were resurfaced using stimulus money. Feels condition of roads resurfaced by Illinois Department of Transportation (lOOT) over the last decade are in good shape. Village Manager Janonis made the following public meeting announcements: · March 9tH - in lieu of Committee of the Whole Meeting the Village Board will meet with the Safet~ Commission for a non-televised Workshop on Traffic Calming. · March 13 h - Coffee with Council - Village Hall Community Center. 9 a.m to 11 a.m. - Residents encouraged to attend Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 4 of 5 March 2, 2010 OTHER BUSINESS OTHER BUSINESS At the request of Trustee Hoefert Village Manager Janonis provided an update on the new Fire Station. The station is 60 days away from completion and project is under budget. Anticipate Grand Opening at the end of May. Trustee Korn stated the American Cancer Society is looking for dignitaries to participate in Relay for Life to be at Prospect High School, May 21 st Trustee Polit extended an open invitation to the community to attend the next Youth Commission meeting, Wednesday, March 3rd, 7:00 p.m. at the Public Safety Building. Mayor Wilks noted the significant publicity with the Red Light Camera Program; the decision by communities to participate in the program. She reminded the community that the Village Board had evaluated the pros/cons of the program several years ago and determined there were no significant safety benefits demonstrated through the use of red light cameras. Trustee Hoefert reiterated his opposition to the red light camera program. Trustee Korn noted that not all the current members of the Village Board were part of the decision not to participate in the program. Trustee Matuszak and Trustee Polit who were not members of the Village Board at that time, each expressed their opposition to the Red Light Camera program. Mayor Wilks stated the Village Boards decision in support of a dedicated Traffic Unit has proven to be a very effective safety measure. ADJOURNMENT ADJOURN There being no other business for discussion, Mayor Wilks called for a motion to adjourn. Trustee Hoefert, seconded by Trustee Korn, moved to adjourn the meeting. Upon roll call: Ayes: Nays: Hoefert, Korn, Matuszak, Polit, Zadel None Motion carried. The March 2, 2010 Village Board meeting adjourned at 8:05 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect Page 5 of 5 March 2, 2010