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HomeMy WebLinkAbout2. Draft Minutes 06/05/2012MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT June 5, 2012 CALL TO ORDER Mayor Wilks called the meeting to order at 7:05 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee Steven Polit Trustee John Matuszak Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Matuszak led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Polit gave the Invocation. MINUTES MINUTES Trustee Korn, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held May 15, 2012. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Abstain: Juracek APPROVE BILLS 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." MAYOR'S REPORT MAYOR'S REPORT A. Proclamation: "NATIONAL GARDEN WEEK, JUNE 3-9,2012" Mayor Wilks presented the proclamation to Mount Prospect Garden Club President, Ms. Mary Lange. In accepting the proclamation, Ms. Mary Lange thanked the Village Board for the recognition and support; she presented Mayor Wilks with a vase filled with flowers grown by Garden Club members. APPOINTMENTS APPOINTMENTS Mayor Wilks stated with the retirement of Police Chief John Dalhberg, Deputy Chief Michael Semkiu would be sworn in as Chief of Police. She stated the appointment of Police Chief Semkiu was being made with the full support of the Village Board. Village Clerk Lisa Angell administerd the oath of office to Deputy Chief Mike Semkiu as the new Chief of Police for the Village of Mount Prospect. Deputy Police Chief Tim Janowick provided an overview and highlights of Police Chief Semkiu's service with the Mount Prospect Police Department. Deputy Police Chief Tim Janowick also provided the introduction and career service of the following police personnel sworn in to their respective offices by Village Clerk Lisa Angell. Minutes of the Regular Meeting of the Mount Prospect Page 1 of 11 June 5, 2012 Mayor and Board of Trustees of the Village of Mount Prospect • John Wagner as Deputy Chief of Police. • Robert Smith as Police Commander. • Frank Raus as Police Sergeant. Police Chief Semkiu thanked the Village Board and Village Manager for the opportunity to serve as the Police Chief. He thanked Police Chief Dahlberg for his leadership and the commitment to excellence demonstrated by the members of the Mount Prospect Police Department. Mayor Wilks stated several members of the Board of Fire and Police Commission were in attendance: Chairman George Busse, Mr. Mark Busse and Mr. Jim Powers. She thanked the Commission for their excellent work in helping establish standards and guidelines that facilitate the recruitment and promotion of police personnel of the highest caliber. Mayor Wilks also recognized former Mayor "Skip" Farley who was in attendance. At the completion of the swearing in Mayor Wilks provided an opportunity for the Village Board to express their congratulations to Police Chief Semkiu. The Village Board recognized his accomplishments, dedication and ability to lead the Police Department. RECESS Mayor Wilks called for a recess of the June 5, 2012 Village Board meeting at 7:37 p.m. Mayor Wilks called the meeting to order at 7:47 p.m. CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Hoefert, seconded by Trustee Juracek, moved to approve the following business items: APPROVE BILLS 1. Bills dated May 10 - 30, 2012 2. A RESOLUTION REQUESTIG CLOSURE OF A PORTION OF CENTRAL ROAD RES 20 -12 IN ORDER TO CONDUCT A PARADE 3. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE RES 21 -12 VILLAGE OF MOUNT PROSPECT AND CEDA NORTHWEST SELF -HELP (grant amount not to exceed $7,560) 4. A RESOLUTION AUTHORIZING EXECUTION AN AGREEMENT BETWEEN THE RES 22 -12 VILLAGE OF MOUNT PROSPECT AND GREATER WHEELING AREA YOUTH ORGANIZATION ((1) Summer Adventure North grant amount not to exceed $5,040;(2) Summer Adventure South grant amount not to exceed $5,040) RES 23 -12 5. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND LIFE SPAN (grant amount not to exceed RES 24 -12 $2,520) 6. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND JOURNEY FROM PADS TO HOPE (grant amount not to exceed $4,620) RES 25 -12 7. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND RESOURCES FOR COMMUNITY LIVING (grant amount not to exceed $4,200) RES 26 -12 8. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND SUBURBAN PRIMARY HEALTH CARE COUNCIL, INC. FOR THE ACCESS TO CARE PROGRAM (grant amount not to exceed $6,300) RES 27 -12 9. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF MOUNT PROSPECT AND CHILDREN'S ADVOCACY PROGRAM (grant award not to exceed $840) RES 28 -12 10. A RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT BETWEENT THE VILLGE OF MOUNT PROSPECT AND NORTHWEST CASA (grant award not to exceed $840) Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Minutes of the Regular Meeting of the Mount Prospect Page 2 of 11 June 5, 2012 Mayor and Board of Trustees of the Village of Mount Prospect OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS A. Public Hearing Regarding an Amendment to Annexation Agreement — (Alden Realty Group, 1703 Kensington Road) AMENDMENT TO ANNEXATION At 7:50 p.m. Mayor Wilks opened the Public Hearing for an amendment to the Annexation AGREEMENT, 1703 Agreement, Alden Realty Group. The public hearing was called pursuant to due and proper KENSINGTON legal notice published in the Daily Herald on May 21, 2012 relative to a proposed Amended ROAD Annexation Agreement for the property located at 1703 Kensington Road. Community Development Director Bill Cooney provided background information on the original development and annexation agreement that was authorized by Ordinance No. 4979 on March 2, 1999. The proposed amendment would modify the original Annexation Agreement to the reflect the Preliminary PUD that was approved by the Village Board on March 15, 2011. The original development plan included a 74 -unit congregate care facility and a Walgreen retail store at the southeast corner of Wolf and Kensington Roads. The Walgreens was constructed as originally approved but the congregate care facility was never completed. The Village recently approved a Preliminary PUD to allow the construction of a 92 -unit affordable senior housing facility in lieu of the original congregate care facility. Alden Realty Group requested waiving of the rule requiring two (2) readings of an ordinance. Mr. Cooney stated Ms. Beth Demes with the Alden Foundation was in attendance to respond to questions. Ms. Beth Demes, Alden Foundation 2200 W. Peterson Chicago Ms. Demes thanked the Village Board for being supportive and patient of this community project. Alden Realty Group is in the process of making another application to the State of Illinois for project funding; typically takes three (3) application submittals before grant award. She indicated the Village Board's approval of the amended Annexation Agreement will help facilitate their grant application. As there were no further comments or questions, Mayor Wilks closed the Public Hearing for an Amendment to the Annexation Agreement at 7:54 p.m. B. 1 st reading of An Ordinance to Amend an Annexation Agreement for Property Located at 1703 Kensington Road Mayor Wilks presented for a 1 reading an ordinance to amend an Annexation Agreement for property located at 1703 Kensington Road. This ordinance amends the original Annexation Agreement for property located at 1703 Kensington Road to reflect the Preliminary Planned Unit Development approved by Ordinance No. 5838 at the March 15, 2011 Village Board meeting. Trustee Zadel, seconded by Trustee Juracek, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6011: AN ORDINANCE TO AMEND AN ANNEXATION AGREEMENT FOR PROPERTY ORD 6011 LOCATED AT 1703 EAST KENSINGTON ROAD Minutes of the Regular Meeting of the Mount Prospect Page 3 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. TRAIN STATION C. A RESOLUTION AUTHORIZING EXECUTION OF A LEASE BETWEEN THE VILLAGE OF RETAIL TENANT MOUNT PROSPECT AND TUE SERVICES, LLC, DBA, MORNINIG BLEND Mayor Wilks presented a Resolution authorizing execution of a lease between the Village of Mount Prospect and Tue Services, LLC, d /b /a Morning Blend. This Resolution authorizes the execution of a commercial lease agreement with Tue Services, LLC, d /b /a Morning Blend, for vendor space at the Mount Prospect Downtown Metra Station. Community Development Director Bill Cooney provided background information including the RFP process to find a replacement tenant to provide retail services at the downtown train station. The Village received two (2) RFPs; staff reviewed the completed proposals and met with potential tenants to discuss their operations. Based on this review staff is recommending Tue Services LLC as the selected vendor as they have over fifteen (15) years of experience operating train station coffee shops and offered a higher base rent over the term of the five (5) year agreement (approx $2,200 per year). Morning Blend would be run by Mr. Charles Bliss and Ms. Toula Retsos. Mr. Cooney stated Mr. Bliss and Ms. Retsos were in attendance to respond to questions from the Village Board. -Have been providing this type of service in metra stations for fifteen (15) years. -Offer "really" good coffee — and offer quality service to commuters. -Anticipate opening within ten (10) days of lease effective date. Public Comment Mr. Jerry Clauser 302 South Kenilworth Avenue Mr. Clauser spoke on behalf of Mr. Gene Bazan, Mount Prospect resident/neighbor who had submitted the other RFP for operating the train station coffee shop. He highlighted Mr. Bazan's business background and Mount Prospect root and noted Mr. Bazan had worked for the previous tenant which gave him hands on knowledge for successful operation of the coffee shop. Mr. Cooney stated stated staff had met with Mr. Bazan and determined him to be a worthy and qualified candidate. However, the long -term successful operation of three (3) existing metra station coffee shops as well as the higher base rent offered by the Morning Blend, made Morning Blend the more favorable vendor. Mr. Gene Bazan 304 Kenilworth Avenue ■ Does not have an issue with the selection of Mr. Bliss as the vendor. •Questioned the Village's commitment to promoting local small business entrepreneurship. He was encouraged by a Village sponsored workshop he had attended on local residents opening a local business. -Based on his work experience — most recently at the Mount Prospect metra station coffee shop he noted he is a Mount Prospect resident and believes he is the stronger candidate. -Recently began a personal service business and looked to incorporate with coffee shop; provide services to commuters such as dry cleaning drop- off /pick -up/ -Asked Village Board to give serious thought to its commitment to local entrepreneurship and his ability and proposal to operate the metra coffee shop. Village Board Comments -Staff evaluated proposals — Morning Blend offered best rental income to Village and proven success with the operation of three (3) other metra coffee stations. -Suggested Mr. Bazan may want to open discussion with Mr. Bliss to explore possibility of offering his personal service business at the coffee shop. -Due to history of coffee shop — it is a high risk business; need someone with successful Minutes of the Regular Meeting of the Mount Prospect Page 4 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect practice. -Village does support entrepreneurship but residency is not entitlement. Trustee Zadel, seconded by Trustee Polit, moved for approval of Resolution No. 18 -12: A RESOLUTION AUTHORIZING EXECUTION OF A LEASE BETWEEN RES 18 -12 THE VILLAGE OF MOUNT PROSPECT AND TUE SERVICES, LLC, D /B /A MORNING BLEND Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. PZ- 08 -12, 2106 D. PZ- 08 -12, 2016 South Elmhurst Road, Payless Express Oil Change, Inc. SOUTH ELMHURST 1 St reading of an Ordinance Providing for an Amendment to that Conditional Use Found in ROAD Ordinance No. 3401 for the Elmhurst Road Plaza Planned Unit Development (PUD) to Allow for Truck Repair and Truck Rental for Property Located at 2106 South Elmhurst Road. Mayor Wilks presented for a first (1 reading an ordinance providing for an amendment to that Conditional Use found in Ordinance No. 3401 for the Elmhurst Road Plaza Planned Unit Development (PUD) to allow for truck repair and truck rental for property located at 2016 South Elmhurst Road. This ordinance grants conditional uses to amend PUD Ordinance No. 3401 to allow for truck repair and truck rental for property located at 2016 South Elmhurst Road. The Planning and Zoning Commission recommended approval of the request by a vote of 5 -0. Community Development Director Bill Cooney presented background information stating the Petitioner's existing oil change business is permitted as part of the Property's Planned Unit Development, however, the truck repair and truck rental currently taking place at the subject property require an amendment to the PUD. The Petitioner is seeking an amendment to the PUD to continue repairing and renting trucks at the Property. The Property is currently non - conforming with the required parking. Based on the existing businesses, the auto mall requires one hundred and ninety seven (197) parking spaces; the Plat of Survey indicates the Property is currently under parked with one hundred forty -six (146) parking spaces. The Planning and Zoning Commission recommend approval of the amendment to PUD to allow truck repair and truck rental subject to certain conditions: 1) truck repairs shall be restricted to box /straight truck styles and be limited to a size that can park within a standard nine (9) foot wide by eighteen (18) foot deep parking stall without blocking or extending into an adjacent drive aisle; 2) no more than five (5) trucks shall be rented and stored on the property; 3) rental trucks shall be stored behind the building (along the north property line); 4) rental truck size shall be limited to a size that can park within a standard nine (9) foot wide by eighteen (18) foot deep parking stall without blocking or extending into an adjacent drive aisle and 5) rental trucks shall not be stored for more than seven (7) business days. Mr. Cooney stated the owner was in attendance to provide additional information and respond to questions from the Village Board. Mr. Jay Woloshyn Lake Zurich Mr. Woloshyn stated Payless Express Oil Change is a family owned business and has been at the same location on Elmhurst Road for twenty -three (23) years. The truck repair and truck rental component of the business was added approximately seven (7) years ago. He has been working with the Village for the last six (6) months in making the necessary revisions to keep the business in operation; he is agreeable to all the required conditions. Minutes of the Regular Meeting of the Mount Prospect Page 5 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect In response to questions from the Village Board Mr. Woloshyn stated: ■U haul trailers are also serviced at this location. ■Condition to only allow 5 trucks would include trailers. -Can fit seven (7) trucks in building Mr. Cooney provided the following information: -PUD amendment would allow petitioner to work on other trucks other than U haul. -Also allows for servicing and rental of RV's. -Other parking change requests from other businesses in Plaza would also require amendment to the PUD. Trustee Zadel, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Juracek, moved for approval of Ordinance No. 6012: AN ORDINANCE PROVIDING FOR AN AMENDMENT TO THAT CONDITIONAL USE FOUND IN ORDINANCE NO. 3401 FOR THE ELMHURST ROAD PLAZA ORD 6012 PLANNED UNIT DEVELOPMENT (PUD) TO ALLOW FOR TRUCK REPAIR AND TRUCK RENTAL FOR PROPERTY LOCATED AT 2016 SOUTH ELMHURST ROAD Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. PZ- 09 -12, 878 EAST E. PZ- 09 -12, 878 East Northwest Highway, Joseph and Kimberly Ruffolo, (Mt. Plaines Animal NORTHWEST Hospital) HIGHWAY 1 reading of An Ordinance Granting a Conditional Use Permit for Property Located at 878 East Northwest Highway Mayor Wilks presented for a first (1 reading an ordinance granting a conditional use permit for property located at 878 East Northwest Highway. This ordinance grants a conditional use permit for property located at 874 -878 East Northwest Highway to operate an animal daycare. The Planning and Zoning Commission recommended approval of the request by a vote of 5 -0. Community Development Director Bill Cooney provided background information stating the Petitioner recently purchased the Property and seeks to remodel the interior of the building for an animal daycare. Per the floor plan the animal daycare would consist of a storage room, office, employee lounge and separate room for dogs and cats. The cat room will include twenty (20) kennels for boarding and a play area; the dog room will be a play area only, the dogs will continue to be boarded in the existing kennels at the Mt. Plaines Animal Hospital, which is owned and operated by the Petitioner. The Planning and Zoning Commission recommended by a vote of 5 -0 to approve the request for a conditional use permit to operate an animal daycare subject to the condition that the site is developed in general conformance with the floor plan. Mr. Cooney stated the Petitioner, Dr. Kim Ruffolo was in attendance to provide additional information and respond to questions from the Village Board. Dr. Kim Ruffolo 65 West Mannheim South Barrington Minutes of the Regular Meeting of the Mount Prospect Page 6 of 11 June 5, 2012 Mayor and Board of Trustees of the Village of Mount Prospect -Opportunity to purchase adjacent property allows her to provide better quality care for animals; not intended to expand practice. -Do not own the 888 East Norhwest Highway building (Mt. Plaines Animal Hospital); at this time cannot make an entryway between two (2) buildings. ■ Purchase of building would allow for creating entry way between two (2) buildings. -Will need to access play area from outside; currently offer dog walking service so already practice of having dogs outside in the area. -Police area for feces. -Mt. Plaines Animal Hospital does not have staff on -site 24 hours; Dr. Ruffolo is emergency contact, respond in fifteen minutes. -Sprinkling of building not required but have alarm system; OSHA prohibits rescuing of animals. Public Comment Ms. Doreen Cunningham 405 South George Street Ms. Cunningham stated she had been the receptionist at Mt. Plaines Animal Hospital for eight (8) years and her home is located in the area adjacent to the property. She is unaware of any complaints made from residents in the area regarding the operation of the animal hospital. Mayor Wilks stated there was a request for the ordinance to be held for a second (2) reading. The second (2 "d ) reading of the ordinance will be held at the June 19, 2012 Village Board meeting. Dr. Ruffolo indicated she is unable to attend the meeting and asked if her attorney could represent her at that meeting. Mayor Wilks responded that having her attorney attend the meeting would be acceptable. PREVAILING WAGE F. 1St reading of An Ordinance Pertaining to a Determination of the Prevailing Wage Rates Mayor Wilks presented for a first (1 reading an ordinance pertaining to a determination of the prevailing wage rates. This ordinance, required by the State of Illinois, adopts the prevailing wages established by the State of Illinois for public works projects provided by contractors. Trustee Matuszak stated this is a movement by the State of Illinois to force prevailing wages on service contracts. Village Manager Michael Janonis agreed stating the Village Board's most recent discussion on the State's action was the inclusion of municipal landscape contracts. The Village continues to look at options for adopting a local prevailing wage. In the interim he recommended adoption of the ordinance as presented. Village Board Comments •Will vote to adopt based on staff's recommendation. -Recommend do away with ordinance. -With reluctance will vote to adopt the ordinance. Trustee Matuszak, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Polit, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6013: ORD 6013 AN ORDINANCE PERTAINING TO A DETERMINATION OF THE PREVAILING WAGE RATES Minutes of the Regular Meeting of the Mount Prospect Page 7 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. MASTER POWER G. A Resolution Authorizing the Village of Mount Prospect to Enter into a Master Power SUPPLY LEASE Supply Lease Agreement AGREEMENT Mayor Wilks presented a Resolution authorizing the Village of Mount Prospect to enter into a Master Power Supply Lease Agreement. This resolution authorizes the Village of Mount Prospect to enter into an agreement with a supplier for electricity supply and program implementation services. Assistant Village Manager Dave Strahl provided updated information including a summary of the bid results and staff recommendation. The Village received pricing from five (5) of the seven (7) bidders; pricing from First Energy was the most favorable rates. Included in his presentation was a summary of the bids received by surrounding communities which noted that the pricing offered to Mount Prospect residents was at or below virtually every other rate already obtained. Staff recommended a two (2) year agreement with First Energy; a base price of $0.0465 (4.65 cents per kWh) compared to the current ComEd rate of $0.08 (8 cents per kWh) which would result in a 45% savings of approximately $354 per resident per year in electrical costs. Mr. Strahl also reviewed the percentage of green energy and corresponding rates for the Village Board's consideration. He further stated the pricing presented were good for only today (June 5, 2012). Mr. Strahl as well as the Village's consultant, Mr. David Hoover with Northern Illinois Municipal Electric Collaborative (NIMEC) provided additional information in response to questions from the Village Board. -Favorable pricing attributed to good timing and size of Mount Prospect -Will correct memo to accurately reflect 2 cent increase in cost to base rate of 4.65 cents for 25% green energy. -Average usage is 10,500 kilowatt hours per year. ■Additional cost to residents if Village Board chooses to go 100% green would be eight (8) to ten (10) dollars more per year. -After 2 year contract is over would only need to rebid; do not need to complete the entire process. -Consultant clarified that the residents still have the option to go green if the Village Board adopts rate of 0% green; resident option limited to either no green or 100% green. -Consultant will help with notification to residents. Trustee Juracek provided further explanation of the bidding process and the use of green energy. She also stated the base price of the energy rate already includes 7% of green energy; the percentage of green energy will grow each year. Village Board Comments -Committed to saving residents as much money as possible; support adoption of base rate. -Support Village adopting base rate; residents still have green option. -Green power not competitive with non -green power; green power needs to be subsidized. Trustee Korn, seconded by Trustee Zadel, moved for approval of Resolution No. 19 -12: RES 19 -12 A RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO ENTER INTO A MASTER POWER SUPPLY LEASE AGREEMENT Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Minutes of the Regular Meeting of the Mount Prospect Page 8 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect MANAGER'S VILLAGE MANAGER'S REPORT REPORT A. Request Village Board reject all bids for the 2012 sewer line spot relays as non - responsive and to re -bid the work with modified instructions. Public Works Director Sean Dorsey presented background information and staff recommendation. At the May 15, 2012 Village Board meeting staff recommended the 2012 sewer line spot relay project be awarded to the apparent low bidder; Martam Construction. However, Martam's failure to attend a mandatory pre -bid meeting raised concerns about the responsiveness of their bid and the Village Board declined a motion to accept staff's recommendation. The estimated cost for the project was $277,000 - $295,000; with the exception of Martam's bid, all of the bids exceeded this limit. Staff determined that the other bidders had associated a monetary risk with a bid document requirement assigning responsibility for the disposal of hazardous soil. As the Village has no knowledge that any of the project's excavation sites contain soils requiring disposal as hazardous material; staff propose to re -bid the work with clear instructions directing bidders to assume all excavated soils can be disposed as clean construction debris. Staff recommend rejecting all bids as non - responsive as they exceeded construction cost estimates. Staff also recommends re- bidding the work with modified instructions pertaining to the disposal of excavated soils. Trustee Zadel, seconded by Trustee Matuszak, moved for approval of request to reject all bids for the 2012 Sewer Line Spot Relays project as non - response and re -bid the work with modified instructions pertaining to the disposal of excavated soil. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. LED STREETLIGHT B. LED Streetlight Fixtures for Kensington Business Center FIXTURES, 1) Request motion to rescind award to Precision Products Plus, Inc. in the amount of $31,050 KENSINGTON for 54 "shoebox" style LED streetlight fixtures. BUSINESS CENTER 2) Request motion to waive rules for public bidding and award a contract for the purchase of 54 Philips Hadco LED streetlight fixtures to Graybar Electric of Glendale Heights, Illinois Public Works Director Sean Dorsey presented background information and staff recommendation. On November 16, 2010, the Village Board awarded a contract to Precision Products Plus, Montclair, California for the purchase of 54 lighting emitted diode (LED) streetlight fixtures. The fixtures were for installation on Village -owned streetlight poles in the Kensington Business Center. The entire purchase was facilitated by two (2) energy efficiency grants. The Village placed its first order with Precision Products in January of 2011; since then, Precision Products has shipped product on four (4) separate occasions. All shipments have been rejected due to numerous product quality and design issues. The most recent shipment of May 18, 2012 did not arrive on time and was found to have several defects as well. It is the opinion of staff that Precision Products Plus is incapable of designing, manufacturing and delivering an acceptable LED retrofit street light fixture suitable as a roadway light in the Kensington Business Center. Minutes of the Regular Meeting of the Mount Prospect Page 9 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect Mr. Dorsey stated since 2010 the LED light industry has made significant advances in technology and product offerings. Due to the unacceptable product from Precision Products Plus staff researched and found several lights that satisfy the American Resource Recovery Act (ARRA) "Buy American" purchasing provisions stipulated in the Village's energy grants. Mr. Dorsey stated staff obtained and installed samples of the lowest cost alternative, the Phillips Hadco light. Staff believe the Phillips Hadco light performed best during field testing. However, due to the increased cost of the Phillips Hadco light and that it utilizes a little more energy than the original Precision Products Plus light, the grant money does not cover the full cost of the project; a deficit of $14,615.35 exists between total project material costs and available grant funding. He noted that per the terms of the grant awards the lights need to be installed by August 2012. Mr. Dorsey stated the benefits of making the additional investment of Village funds would be returned in 3.9 years through electrical savings. Staff requests Village Board approval to 1) rescind the award to Precision Products Plus and 2) waive the rules for public bidding and award a contract for the purchase of 54 Phillips Hadco LED streetlight fixtures to Graybar Electric in amount not to exceed $39,150. In response to questions from the Village Board Mr. Dorsey provided the following: -Life expectancy of lights — 20+ years. -Lights to be installed by Public Works staff -Lights are full cut -off; adjustable. -Lights are LED white; high pressured sodium white with yellowish tint Village Board Comments -Staff recommendation based on good cost/benefit analysis. -Staff did technical research and obtained pricing from various manufacturers. -Precision Products Plus not meeting Village standards. -Color of light very important. -Installation will take approximately three (3) weeks Trustee Hoefert recommended the Village discuss and establish lighting standards; currently mixture of light colors. Trustee Zadel, seconded by Trustee Matuszak, moved to rescind award to Precision Products Plus, Inc. of Mountclair, California in the amount of $31,050 for 54 "shoebox" style LED streetlight fixtures. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Trustee Matuszak, seconded by Trustee Zadel, moved to waive the rules for public bidding and award a contract for the purchase of 54 Phillips Hadco LED streetlight fixtures to Graybar Electric of Glendale Heights, Illinois in an amount not to exceed $39,150. Upon roll call: Ayes: Hoefert,Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. PUBLIC WORKS C. Request for Village Board approval of labor agreement between the Village of Mount LABOR Prospect and International Union of Operating Engineers, Local 150 for the period of May 1, AGREEMENT 2012 to December 31, 2015. Assistant Village Manager Strahl provided background information regarding negotiation process and terms of the labor of the labor agreement; wage increases and insurance; 1) no wage increase in 2012 and 1% increase every six (6) months thereafter; and 2) employees move to Union insurance plan — Village pays the premiums. Minutes of the Regular Meeting of the Mount Prospect Page 10 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect Mr. Strahl stated negotiations were very positive; Public Works personnel very cognizant of economic conditions. Village Board Comments -Paying fixed cost of insurance rates through union — benefit to Village budget. -Appreciate union and Public Works staff for being part of process. Mayor Wilks thanked Assistant Village Manager Strahl for the successful negotiation; positive negotiations demonstration of respect to Public Works staff and taxpayers. Trustee Zadel, seconded by Trustee Polit, moved for Village Board approval of labor agreement between the Village of Mount Prospect and International Union of Operating Enginees, Local 150 for the period of May 1, 2012 to December 31, 2015. Upon roll call: Ayes: Hoefert,Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. D .Status Village Manager Janonis announced the following community meetings /events: -Coffee with Council — June 9 , 9 am — 1 pm Village Hall Community Center ■Farmers Market— begins Sunday, June 10 8 am — 1 pm west commuter parking lot -Community Housing Workshop, Tuesday June 12 ", 7 pm Village Hall Community Center -Committee of the Whole meeting —June 12 — Cancelled -Next Village Board meeting — June 19 -Recommendation to cancel July 3 rd Village Board meeting OTHER BUSINESS OTHER BUSINESS None. ADJOURN ADJOURN There being no further business to discuss Mayor Wilks asked for a motion to adjourn. Trustee Hoefert, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. The June 5, 2012 Village Board meeting adjourned at 9:58 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting of the Vlount Prospect Page 11 of 11 Mayor and Board of Trustees June 5, 2012 of the Village of Mount Prospect