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HomeMy WebLinkAbout08/21/2001 VB minutes MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT August 21, 2001 CALL CALL TO ORDER TO ORDER Mayor Gerald L. Farley called the meeting to order at 7:38 p.m. ROLL CALL ROLL CALL Present: Trustee Paul Hoefert Trustee Richard Lohrstorfer Trustee Michaele Skowron Trustee Irvana Wilks Trustee Michael Zadel Mayor Gerald Farley Absent: Trustee Timothy Corcoran PLEDGE PLEDGE OF ALLEGIANCE Trustee Lohrstorfer led the Pledge of Allegiance. INVOCATION .. INVOCATION Trustee Wilks gave the invocation. MINUTES APPROVAL OF MINUTES Approval of minutes of the August 7~, 2001 meeting was deferred to the September 4, 2001 Village Board meeting. BILLS & APPROVE BILLS AND FINANCIAL REPORT FINANCIAL Mayor Farley stated that the next agenda item, "APPROVE BILLS, "was noted by an asterisk, and that all items further listed in that manner would be considered with one REPORT vote under as "IX. CONSENT AGENDA." MAYOR'S MAYOR'S REPORT REPORT: An ordinance was presented for first reading, which would amend Chapter 13 of the Mount Prospect Village Code by decreasing the number of Class mS" liquor licenses by AMEND CH. 13, one at Bella Capri Restaurant, 1724 West Golf Road, and increasing the number of Class BELLA CAPRI, XX liquor licenses by one, for that same establishment. 1724 W. GOLF Trustee Hoefert, seconded by Trustee Zadel, moved to waive the rule requiring two ROAD readings of an ordinance. Upon tell call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Skowron, moved for approval of Ordinance ORD. NO. 5207 No. 5207: Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. APPOINT- There were no recommendations for board or commission appointments. MENTS CITIZENS COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD The following residents addressed the Village Board with concerns relative to Prospect High School students parking on North Fairview Avenue, and trespassing on residents' properties: George Meilinger, 607 N. Fairview Avenue Shirley Melissa, 608 N. Fairview Avenue Martha Ruetsche, 610 N. Fairview Avenue Chris Young, 509 N. Fairview Avenue. Mayor Farley assured the residents that staff and the Safety Commission would _ immediately investigate the problem, would hold a neighborhood meeting to discuss the issue, and would report to the Board with their findings and recommendations. CONSENT CONSENT AGENDA AGENDA: Trustee Wilks, seconded by Trustee Lohrstorfer, moved for approval of the following business items: BILLS 1. Bills, August 17, 2001 FINANCIAL REPORT 2. Financial Report, dated January 1-July 31, 2001 RES. NO. 49-01, 3. Resolution No. 49-01: A RESOLUTION APPROVING A FINAL PLAT 2233 S. BUSSE OF RESUBDIVISION FOR PROPERTY LOCATED AT 2233 SOUTH ROAD BUSSE ROAD RES. NO. 50-01, 4. Resolution No. 50-01: A RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO ADOPT AN INTERGOVERNMENTAL AGREEMENT TV SERVICES WITH MOUNT PROSPECT SCHOOL DISTRICT 59 FOR GOVERNMENT AGRMT, ACCESS CABLE TV SERVICE PRODUCTION SCHOOL DIST. 59 & VOMP Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. OLD BUSINESS: OLD BUSINESS Deputy Director of Community Development Michael Blue stated that case ZBA 15-01 for property at 418 South Na-Wa-Ta Avenue would, a~the petitioner's request, be deferred DEFER to the September 4, 2001 meeting. ZBA 15-01 418 S. NA-WA-TA An ordinance was presented for second reading, which would grant a variation for the AVENUE construction of an attached garage, which would encroach into the rear side yard, at 350 South We-Go Trail. ZBA 19-01 350 S. WE-GO The Zoning Board of Appeals had previously recommended denial of the request by a TRAIL vote of 3-2, therefore a super-majority vote, with at least 4 affirmative votes, was needed for approval. Several Board members stated their reasons for voting against this project, primarily that the petitioner did not present a definite case of hardship, as required by the Village Code. Trustee Wilks, seconded by Trustee Skowren, moved for approval of Ordinance No. 5208: AN ORDINANCE GRANTING A VARIATION FOR PROPERTY LOCATED AT 350 SOUTH WE-GO TRAIL Upon roll call: Ayes: None Nays: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Motion failed. 2 An ordinance was presented for second reading, to amend the annual budget for the AMEND 2001 fiscal year January-December, 2001, due to various revenue and expenditures that have BUDGET occurred over the past few months. ORD. NO. 5208 Trustee Zadel, seconded by Trustee Skowron, moved for approval of Ordinance No. 5208: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2001 AND ENDING DECEMBER 31, 2001 . Upon roll call: Ayes: Hoefert, Lohrstoffer, Skowron, Wilks, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS Both items of business were previously approved as part of the Consent Agenda. MANAGER'S REPORT: VILLAGE MANAGER'S REPORT Village Engineer Jeffrey Wulbecker presented bid results for the 2001 Community 2001 CDBG Development Block Grant (CDBG) Sidewalk Program, which includes the installation of SIDEWALK handicap accessible sidewalk ramps at certain intersections, and the replacement of PROGRAM, uneven sidewalks in specific areas. ~ G. & M., INC. - .. Only one bid was received, that being from G. & M., Inc., for $102,500.00, which exceeds the total budget for this project. Mr. Wulbecker stated that the quantities will be reduced, lowering the contract amount to meet our budget. Trustee Zadel, seconded by Trustee Skowron, moved to concur with staff's recommendation to award a contract to G. & M., Inc. for the 2001 CDBG Sidewalk Program, in an amount not to exceed $100,000. Upon roll call: Ayes: Hcefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. Glen Andler, Director of Public Works, presented three requests for Board approval TRAIN DEPOT (memorandum attached). They were approved as follows: LOT REHAB, MARTAM Trustee Wilks, seconded by Trustee Skowron, moved to authorize IDOT to accept a bid from Martam Construction for the Mount Prospect train depot CONSTRUC- parking lot rehabilitation and Phase II of the Streetscape Program. TION Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. CHANGE ORDER #1 Trustee Hoefert, seconded by Trustee Zadel, moved to authorize the Mayor to sign Change Order #1 in the amount of approximately $107,000. Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carded. SIGN AMENDED IDOT Trustee Lohrstorfer, seconded by Trustee Zadel, moved to authorize the Mayor AGRMT. to sign the amended joint agreement with IDOT, to be finalized based on the bid from Martam Construction. Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carried. GENERAL Director of Finance Douglas EIIsworth presented the Board with a request for ~ OBLIGATION authorization to issue $10 million in general obligation bonds to fund a portion of the cost BONDS of construction of a new village hall/community center. He recommended two separate $5 million bond issues rather than one for $10 million, in order to keep the bonds classified as "bank qualified," therefore having lower interest rates, and saving the Village money. Trustee Witks, seconded by Trustee Zadel moved to authorize staff to proceed with the solicitation of bids for the sale of $5 million general obligation bonds to fund a portion of the construction costs of a new village hall/community center and parking structure. Upon roll call: Ayes: Hoefert, Lohrston~er, Skowron, Wilks, Zadel Nays: None Motion carded. R.V. NORENE, As part of the issuance of bonds for a new village hall, Trustee Hoefert, seconded by FINANCIAL Trustee Lohrstorfer, moved to authorize the Mayor to sign the agreement with R.V. ADVISOR Norene and Associates to serve as financial advisor. Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel - .Nays: None Motion carded. The final part of Mr. EIIsworth's request required obtaining bond counsel on the new village hall financings. KATTEN, Trustee Hoefert, seconded by Trustee Zadel, moved to accept the proposal submitted by ~_.. MUCHIN, & Katten, Muchin & Zavis to serve as bond counsel on the financings of the new village Z. AVIS, hall. BOND COUNSEL Upon roll call: Ayes: Hoefert, Lohrstorfer, Skowron, Wilks, Zadel Nays: None Motion carded. OTHER ANY OTHER BUSINESS BUSINESS Village Manager Michael Janonis informed the audience that on TuesdaY, August 28, rather than having a regular Committee of the Whole meeting, there would be an open informational meeting with DLK Architects, hired to design the new village hall/community center. Trustee Zadel extended congratulations to Trustee Hoefert, on the completion of the relocation and refurbishing of the Old General Store. The dedication was held earlier that same evening, with special recognition of individuals who were instrumental in the building's rehabilitation, and ice cream from the new Cappaneri's Ice Cream Parlor was served. Trustee Hoefert asked that staff be directed to investigate the traffic lights at the intersection of Wolf and Feehanville Drive, to ensure that they are timed appropriately for specific times of day. Trustee Wilks announced an open meeting on August 23, 2001, of the Mount Prospect Public Library and architects, to discuss preliminary costs of remodeling/rebuilding. ADJOURNMENT ADJOURNMENT Mayor Farley declared the meeting adjourned at 8:52 p.m. Velma W. Lowe, Village Clerk 4 INTEROFFICE MEMORANDUM' TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: AUGUST 17, 2001 SUBJECT: TRAIN DEPOT PARKING LOT IMPROVEMENTS AND STREETSCAPE STAGE II BID RESULTS BACKGROUND In conjunction with the downtown redevelopment projects, V3 Consultants, formerly SDI Con- sultants, was retained by the Village to design improvements to the Train Depot Parking Lots and Stage II of the Streetscape Program. The project design plans and specifications have been completed and approved By the Illinols Department of Transportation (IDOYr), and.bids were re- ceived by IDOT on August 3, 2001. The proposed improvements are necessitated by the need for improved safety at the rail crossing of IL Rte 83 at the MetraJUnon Pacific Railroad, improved kiss 'n ride access, and improved pe- destrian access to the train station and the downtown area in general. In addition, the existing lot surface of all three existing parking lots is in need of maintenance repairs. The proposed im- provements provide safety at the IL Rte 83 rail crossing by eliminating the right turn into the commuter parking lot. This will eliminate the potential for vetficle queues across the rail cross- ing and minimize the conflicting movements along IL Rte 83 near the rail crossing. The center parking lot has been reconfigured to provide an enhanced pedestrian circulation. Pedestrian ac- cess is also enhanced in the east lot by providing increased access to the train platform and adja- cent sidewalks. Improved parking fee collection facilities and streetscape landscaping, similar to the first stage, are also proposed to enhance the user efficiency and aesthetics of the area. A map depicting the location of the improvements is attached. BID RESULTS Attached is V3 Consultants' detailed review of the bid results. Even though there was only one bidder and that bid was 6% over their engineer's estimate, it is V3's opinion that the bid is rea- sonable and in line based on other similar projects recently bid. V3 has met with Martam Con- struction and was able to reduce their bid by approximately $107,000. They were also successful emo to Village Manager Re: Train Depot Parking Lot Improvements And Streetscape Stage II Bid Results August 17, 2001 Page two in getting the Illinois Department of Transportation to increase their grant from $400,000 to $703,000. By applying these two cost reductions to the overall project cost, along with the other grants and Norwood Builders' contributions, the Village's net cost will be $642,472.90. See V3 Consultants' letter for the detailed breakdown. RECOMMENDATION Both The Director of Community Development and I have reviewed V3 Consultants' bid analy- sis and agree with their recommendation to accept Martam Construction's bid. Therefore, I recommend the Village Board authorize IDOT to accept Martam Construction's bid in the amount of $1,498,472.90. I further recommend the Village Board authorize the Mayor to sign Change Order #1 in the amount of approximately ($107,000) and the IDOT joint agreement amendment when we receive them from IDOT. The joint agreement amendment will reflect the additional $303,000 grant and a revised total project amount based on Manam's bid. The Village's funding for this proposed expenditure can be found in the 2001 budget under the Parking Fund, Account Number 6305111-690103, $200,000, page 218, and Downtown Street- scape, Account Number 5507703-690200, $445,000, page 290. GRMtd attach. c: Director of Community Development William Cooney Deputy Director of Public Works Sean P. Dorsey Village Engineer Jeff Wulbecker X:~tLES~FRONTOFi~RAILROADkDEPOT pARKING LOT IMPROVEMENTS & STREETSCAPE STAGE II BID KESULTS.DOC infrastructure Services, Ltd August 16, 2001 Mr. Glen Andler Director of Public Works Village of Mount Prospect 1700 West Central Road Mount Prospect, Illinois 60056-2229 Re: Village of Mount Prospect Train Depot Parking ~ot Rehabilitation/Resurfacing Project Streetscape Stage II Dear Mr. Andler: The Village's Train Depot Parking lot Rehabilitation/Resurfacing and Streetscepe bid was opened at the Illinois Department of Transportation's office at 2100 Dirksen Parkway in Springfield, on August 3, 2001 (see attached Exhibit A for illustration of areas and scope of work). Only one bid, from Martam Construction, was received and read aloud. The bid amount is one million, four hundred ninety-eight thousand four hundred and seventy-two dollars and ninety cents ($1,498,472.90). We evaluated the bid prepared by Martam Construction for the referenced project and have found their bid of $1,498,472.90 to be correct. Martam's bid is 6.24% over the Engineers Opinion of Probable Cost (EOPC) of $1,410,485.15 for this project. We have also reviewed the contractor's qualification, backlog and schedule of other work, the qualifications of their subcontractor, and their performance on similar projects, and found their qualifications to be satisfactory and we take no exception to their ability to perform the subject work. Two of their recently complete projects involving similar construction include the first stage of the Streetscape improvements near Northwest Highway and Central Road and the first stage of the Weller Creek project. Although only one contractor responded to the call for bids, the bid is reasonably close to the EOPC. Had there been a second bidder, it would have been within the Illinois Department of Transportation's (IDOT's) alJowabte tolerance for acceptance of 10% over the EOPC. The bid unit costs appear to be reasonable based on the review of the individual items, comparison with other recently bid projects, and knowledge of the current contracting conditions. IDOT's policy provides that the Village has the option to reject the bid and re-bid the project at a later date since there was only one bid and the bid exceeds the EOPC. Although a spring start to construction may entice additional bidders to submit on the project, recent experience on other similar projects has proven that, due to the current conditions in the construction market, prices may continue to escalate and it is likely that the bids received at a later date would not be more competitive than Martam's current bid. In addition to the potential for cost escalation, the additional funding that has been committed by the Department of Public Transportation in the form of an Operation Green Light grant (an additional $303,000) may not be available to this project if the bid is not accepted by October. E:\2000\00027~Admin\00027.092 bid reoomendation letter.doc Services, Ltd. Mr. Glen Andler Village of Mount Prospect August 15, 2000 Page 2 Total Project Costs In addition to the construction cost for the items in Martam's bid, there will be two additional costs that must be factored into the overall cost for the project: o Lighting and Electrical $262,000 (Engineers Opinion of Probable Const. Cost) o Construction Engineering $ 75,000 (Remaining Budget of V31S's current contract ($55,000) plus $20,000 in supplemental services) With these costs, the total cost for the project comes to $1,835,472.90. Potential Cost Reductions In an effort to reduce the cost of the project, a value engineering review of the proposed construction has been performed by our staff. This review has yielded suggestions that will yield savings of approximately $107,000 from the bid amount. The suggested changes include: o Changing the method of pavement removal o Allowing the use of recycle asphalt for sidewalk base course o Reduction of the amount of curb & gutter removal and replacement o Alternate method of the pavement rehabilitation o Substitution of plant materials These cost reductions, which will be realized by issuing a Change Order shortly after acceptance of the bid and approval of the Construction Contracts, will reduce the cost of the contract with Martam from $1,498,472.90 to $1,391,472.90 and the total project cost from $1,835,472.90 to $1,728,472.90. Proiect Funding The funding for the project will come from the following sources: Funding Source Amount Operation Green Light (OGL) (Approved Grant) $ 400,000.00 OGL (Additional Funds Committed) $ 303,000.00 Legislative Add On (LAO) $ 130,000.00 Surface Transportation Funding (STP) $ 133,000.00 Illinois First Grant (Pine Street Park) $ 20,000.00 Norwood Builder (for private property work) $ 100,000.00 Village Parking Fund $ 200,000.00 Village TIF $ 442,472.90 Total Funding $ 1,728,472.90 £:~000\00027~Admin\00027.092 bid recomendation letter.doc Services, ltd. Mr. Glen Andler Village of Mount Prospect August 15, 2000 Page 3 Prelect Schedule Based on a board approval of August 21, 2001 we anticipate beginning construction by mid- September and completing all of the hardscape construction by December 1, 2001. Landscaping is anticipated to begin in March of 2002 and be completed by May 2002. In an effort to reduce the impact to commuter parking, the initial focus of the work will be the Train Depot Block since this area will require complete reconstruction and reconfiguration and therefore, the longest schedule for completion. This reconstruction will also require the relocation of the handicapped parking to the east and west lots resulting in the loss of approximately 15 parking spaces. The reconfiguration of the entrances and exits to the east and west lots will also be performed early in the project. This will minimize the impac~ to commuter parking and help ensure that the center lot will be repaved prior to the end of the construction season. Upon beginning the paving work for the Train Depot Block, the focus will shift to removing and replacing the asphalt pavement in the east and west lots. Our staff will endeavor to work with the contractor to develop a paving scheme that will minimize the loss of parking during these operations by encouraging short term closures of one lot at a time and weekend work. The work at the Pine Street park and along the north side of Northwest Highway will be able to proceed along a separate timeline since much of this work will not involve the same subcontractom as the work in the parking lots south of Northwest Highway. Based on the afore mentioned issues we believe it is in the best interest of the Village to authorize IDOT to accept Martam's bid in the amount of $1,498,472.90. We further recommend that the Village proceed with the subsequent approval of Change Order #1 in the amount of approximately ($107,000) based on the previously noted potential cost reductions. If you have any questions, please call me at (847) 870-5640. Sincerely, V3 Infrastructure Services, Ltd. Director of Operations GJS/gjs cc: file 00027 Jeff Wulbecker-VOMP, Public Works Bill Cooney - VOMP, Community Development E:~2000\00027~Admin\00027.092 bid recomendation letter.doc