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Home My WebLink About2. DRAFT MINUTES 05/18/2010 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT May 18, 2010 CALL TO ORDER Mayor Wilks called the meeting to order at 7:06 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Zadel led the Pledge of Allegiance. INVOCATION INVOCATION Mayor Wilks gave the Invocation. MINUTES APPROVAL OF MINUTES Trustee Hoefert, seconded by Trustee Zadel, moved to approve the minutes of the Financial Planning Workshop meeting held April 27, 2010. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Mayor Wilks stated the minutes would also be presented for approval by the Finance Commission at their next regularly scheduled meeting. Trustee Hoefert, seconded by Trustee Juracek, moved to approve the minutes of the regular Village Board meeting held May 4, 2010. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. FINANCIAL REPORT FINANCIAL REPORT AND APPROVE BILLS & APPROVE BILLS Mayor Wilks stated the next item on the agenda, "FINANCIAL REPORT AND 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." MAYOR'S REPORT MAYOR'S REPORT APPOINTMENTS APPOINTMENTS Mayor Wilks presented the following appointment for the Village Board's approval: Special Events Commission Appointment Dawn Fletcher Collins, Chair Term to expire May 2014 Trustee Zadel, seconded by Trustee Juracek, moved to approve the appointment as listed above: Minutes of the Regular Meeting Page 1 of 5 May 18, 2010 of the Mayor and Board of Trustees of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. CITIZENS TO BE COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Zadel, seconded by Trustee Juracek, moved to approve the following business items: FINANCIAL REPORT 1. Monthly Financial Report — April 2010 & APPROVE BILLS 2. Bills dated April 29 to May 12, 2010 3. A RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE RES 22 -10 WITH THE MOUNT PROSPECT LIONS CLUB TO CONDUCT A FARMERS' MARKET RES 23 -10 4. A RESOLUTION AUTHORIZING EXECUTION OF A GRANT OF LICENSE WITH THE MOUNT PROSPECT DOWNTOWN MERCHANTS ASSOCIATION TO CONDUCT WEEKLY CAR SHOW RES 24 -10 5. A RESOLUTION REGARDING THE RELEASE OF CLOSED SESSION MINUTES 6. A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO ENTER RES 25 -10 INTO ONE OR SEVERAL CONTRACTUAL AGREEMENTS TO SUPPLY ELECTRICAL ENERGY TO THE VILLAGE FOR ANY PURPOSE RELATING TO MUNICIPAL SERVICES 7. Request Village Board approval to waive bid process and accept proposal for the purchase of a Cable Playback System in an amount not to exceed $20,360.50. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS PZ- 02 -10, 2004 Pin Oak Drive, Thomas Schuler PZ- 02 -10, 2004 PIN OAK DRIVE Mayor Wiiks presented for a second (2 "d ) reading an ordinance granting variation for side and rear yard setback and a variation for lot coverage. This ordinance grants a variation for side and rear yard and a variation for lot coverage for an accessory structure. The Planning and Zoning Commission recommended by a vote of 5 -0 to deny the request; adoption of the ordinance requires a super majority vote for approval. Mayor Wilks stated as this item was presented and discussed at the May 4, 2010, the Village Board would move forward with comments /questions from the petitioner; the petitioner was not in attendance at the May 4th meeting. Mr. Tom Schuler, petitioner, addressed the Village Board to extend his apologies for proceeding with his project without Village permission; the permit application for the project was denied by the Village. While he understands the decision to proceed with the project was wrong, he felt there was nothing else he could do with the property; difficult to walk on and maintain. Had he known there was nothing he could do with the backyard, he and his wife would not have purchased the property; the property was purchased three (3) years ago. Village Board Discussion /Comments • Appreciated Mr. Schuler's comments and acknowledgement of work done without permit. • Village Board decision based on Village Code; consistent standards /enforcement throughout Village. • Plat of survey should have been red flag; storm water easement. Review by buyer or attorney prior to sale of property. Minutes of the Regular Meeting Page 2 of 5 May 18, 2010 of the Mayor and Board of Trustees of the Village of Mount Prospect Assistant Village Manager Dave Strahl recommended Mr. Schuler follow -up with Ms. Consuela Andrade, Community Development Senior Planner to discuss other options. Although nothing can be built on the easement, she can identify what conformities could be made to resolve this matter. Mr. Cooney responded to questions regarding the use of underground water storage for residential properties. The Village does allow underground water storage for commercial properties, however, the practice is very expensive in small areas. He added that regardless of cost, underground water storage would not help in this case. Trustee Korn, seconded by Trustee Juracek, moved for approval of: AN ORDINANCE GRANTING A VARIATION FOR SIDE AND REAR YARD SETBACK AND A VARIATION FOR LOT COVERAGE Upon roll call: Ayes: None Nays: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Motion failed. NEW BUSINESS NEW BUSINESS Mayor Wilks stated all items listed under New Business were approved under the Consent Agenda. MANAGER'S VILLAGE MANAGER'S REPORT REPORT Assistant Village Manager Dave Strahl stated Public Works had two (2) items to present. WATER /SEWER A. Report request for proposal (RFP) results for water /sewer pumping electricity. PUMPING ELECTRICITY Water /Sewer Superintendent Matt Overeem provided background information and reported CONTRACT the results of the Request for Proposal (RFP) for water /sewer pumping electricity and contract award. Due to the volatile nature of the electricity market and suppliers' time limits on pricing, in 2008 the Village Board authorized the Village Manager to enter into one (1) or several contractual agreements to supply energy for water /sewer pumping; Resolution No. 11 -08. On April 13, 2010, staff solicited pricing from six (6) vendors. Based on review of the prices, it was determined that Exelon Energy's two (2) year rate of 5.669 cents per kWhr would provide the Village with the most economical electricity; this rate is approximately one (1) cent lower per kWhr than the rate paid from 2008 to 2010. Consistent with the provisions of Resolution 11 -08, the Village Manager executed an acceptance of Exelon's two (2) year rate on April 15, 2010. (No Village Board action required.) BASIN 14 FOOTING B. Basin 14 Footing Tile Disconnect/Overhead Sewer Installation Program contractor TILE DISCONNECT/ recommendation ($324,000.00). OVERHEAD SEWER INSTALLATION Deputy Public Works Director Sean Dorsey provided background information and staff PROGRAM recommendations for the Basin 14 tile disconnect/overhead sewer installation program contract. In May of 2009 Public Works staff presented to the Village Board an overview of the cause and potential solutions to the sanitary sewer back -up problem in Basin 14. [The back -up problem is attributed to an excessive amount of clear water entering the separate sanitary system during storm events via private plumbing in single - family homes; 150 single family homes in Basin 14.] At that time staff indicated the best and most cost - effective solution to the problem was to eliminate the sources of private sector inflow by removing direct footing tile connections and installing overhead sewers in private homes. Mr. Dorsey provided additional background information specific to (1) process /procedures for participation; 18 homes are participating and (2) the bidding process. Due to the organizational challenges of providing multiple bidders access to 18 separately owned works sites, staff devised an alternative to the traditional bidding or RFP procedures; one which did not involve a large number of property owners or a large number of bidders. Minutes of the Regular Meeting Page 3 of 5 May 18, 2010 of the Mayor and Board of Trustees of the Village of Mount Prospect The alternative approach involved organizing the eligible homes into categories and selecting one (1) representative home from each category to serve as the "model" for the price solicitation process. In addition, the number of sewer contractors involved with the alternative bid process was limited; the Village's Building Division recommended three (3) contractors with significant history or good quality workmanship performing this type of work at reasonable rates in Mount Prospect. Based on costs submitted, staff recommends the contract be awarded to the lowest -cost contractor, Rick's Sewer and Drainage (Rick's) in an amount not to exceed $324,000. This amount incorporates the Village Board's approved per property cap of $18,000 ($9,000 in the form of a direct grant and $9,000 in the form of a 3% simple- interest loan) fro all 18 homes participating in the program. In response to questions regarding the recommended contractor Mr. Dorsey stated Rick's was one (1) of the companies recommended by the Building Division based on work performance in the Village. Public Works has worked with this company before and have been satisfied with performance. Village Board Discussion • If participating homeowners have questions /concerns about contractor information is available; work performance history. • Concur with staff recommendations for contractor. • Support method used for selection process; model homes and limiting number of contractors for solicitation process. • Participants can step away from program before contract is signed. • Eighteen (18) homes sufficient to relieve sewer issue. (Mr. Dorsey affirmed the number of homes would provide needed relief for Basin 14 area.) Public Comment Mr. Louis Goodman 310 North School Street Mr. Goodman questioned whether the recommended contractor was bonded. Mr. Dorsey responded, Rick's is bonded and the company provides a one (1) year warranty for the contractual work. Assistant Village Manager Strahl stated the work will be monitored by Village staff. Trustee Zadel, seconded by Trustee Matuszak, moved to approve request to waive the technical, statutory bid procedures for the award of the contract for Basin 14 Tile Disconnect/Overhead Sewer Installation Program as accepted by the Village Board on July 7, 2009. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Juracek, moved to approve request to award the bid to construct Basin 14 Tile Disconnect/Overhead Sewer Installation Program to the lowest bidder, Rick's Sewer and Drainage in an amount not to exceed $324,000.00 pursuant to the Village's specialized bid process. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Assistant Village Manager Strahl stated the Village's summer meeting schedule was in place, hence, there would be no Committee of the Whole meeting on May 26` Minutes of the Regular Meeting Page 4 of 5 May 18, 2010 of the Mayor and Board of Trustees of the Village of Mount Prospect OTHER BUSINESS OTHER BUSINESS Mayor Wilks announced the following community events: • Groundbreaking — AMC Theater (state of the art theater) • Mayor attended event at Randhurst earlier in the day — May 18 • Document Destruction — SWANCC Saturday, May 22, Public Works Facility • American Idol Viewing Party — "Lee on the Green" Wednesday, May 26 Mayor Wilks and each of the Trustees recognized the residents of Mount Prospect for their tremendous community support as well as the individuals, businesses, governmental agencies (Police: Arlington Heights, Palatine, Rolling Meadows, Barrington and Cook County Sheriff) and Village staff who contributed to the highly attended and successful hometown parade /celebration and concert honoring Mount Prospect's own American Idol (top 3 contestant) Lee DeWyze held May 14th. Mayor Wilks was also recognized for her outstanding representation of the Village as she welcomed Mr. DeWyze before a crowd of over 41, 000 people at Arlington Park Race Track. A special thank you was also extended to the Village of Arlington Heights and Mr. Richard Duchossois, owner of Arlington Park Race Track, who generously offered the use of the Race Track for the Welcome Home Lee DeWyze concert. Mr. Duchossois not only provided his facility at no cost to the Village but interceded in rescheduling of that day's races. (Use of the racetrack was a tremendous cost savings to the Village of Mount Prospect.) ADJOURN ADJOURN There being no further business for discussion, Mayor Wilks called for a motion to adjourn. Trustee Polit, seconded by Trustee Zadel, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The May 18, 2010 Village Board meeting adjourned at 8:14 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting Page 5 of 5 May 18, 2010 of the Mayor and Board of Trustees of the Village of Mount Prospect