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HomeMy WebLinkAbout03/26/2002 COW minutes I. III. IV. REVISED 4/19/02 6/18/02 MINUTES COMMITTEE OF THE WHOLE MARCH 26, 2002 CALL TO ORDER The meeting was called to order at 7:03 p.m. by Mayor Gerald Farley. Present at the meeting were: Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Michaele Skowron, Irvana Wilks and Michael Zadel. Staff members present included Village Manager Michael Janonis, Assistant Village Manager David Strahl, Public Works Director Glen Andler, Finance Director Doug Ellsworth and MIS Coordinator Joan Middleton. APPROVAL OF MINUTES Approval of minutes from March 12, 2002. Motion was made by Trustee Hoefert and Seconded by Trustee Corcoran to accept the Minutes. Minutes were approved. Trustee Wilks abstained. CITIZENS TO BE HEARD None. VILLAGE HALL PLAN UPDATE Village Manager Janonis stated that the staff and DLK have been working diligently on space allocation needs and parking deck options. He stated that there are ongoing discussions regarding the use of the Library property for the proposed parking deck along with discussions for joint utilization of the parking deck to enhance the programs at the Village Hall and the Library. He stated the original budget for the Village Hall was $6.5 million which assumed a 35,000 square foot building and a 400 car parking deck at $5.5 million. The estimates that are very preliminary at this point have the Village at approximately 47,000 square feet and $1.6 million over original estimate. The driving force behind this difference is the inclusion of an unfinished basement and an additional 12,000 square feet. The parking deck is estimated at 386 cars with a cost of $7.7 million due to a higher square foot cost. The major cost issues regarding the parking deck is whether the deck has underground parking and the likely ramp connection to the Library's underground parking. He would anticipate further discussion between staff and the architect to address this budget differential, however, there will likely need to be some Village Board direction and recommended priorities to assist staff in addressing the budget issues. Assistant Village Manager Strahl stated that the plans have progressed through several revisions and he highlighted the changes to the preliminary plans in an attempt to reduce square footage. He also commented that the public areas for circulation and basement are still included and have generated additional square footage that was not initially anticipated in staff estimates. When the staff estimates were drafted, the programmed space estimates were increased by 25% to assume the circulation space need. He stated that additional review is ongoing in an attempt to reduce some square footage but the likelihood of significant footprint changes will not likely make significant budgetary impacts on the cost. He also stated that the different options of the parking deck scheme include several different options for connecting to the lower level of the Library and the discussion with the Village and the Library regarding the preferred connection has not yet taken place. He stated the projected configurations of the parking deck do include money for architectural enhancements to the deck but until more detailed design is developed, there is no way to project a realistic final cost. Community Development Director Cooney outlined the parking needs for the Library expansion, the new Village Hall and the assumption of incorporating in the Bank One remote parking lot. He estimates that between the Village Hall and the Library, the minimum amount of parking necessary to meet Code is 244 spaces. If the remote lot is incorporated, that would generate an additional 100 spaces. These estimates were assumed early on in an attempt to open up redevelopment opportunities at the remote parking lot. General comments from Village Board members included the following items: There was discussion regarding the overlapping parking needs of the Library, Village Hall and Bank based on the typical business usage times. There was also concern about the projected costs at this early stage. There was a discussion regarding possible reorientation of the deck in relationship to Route 83. There was also discussion regarding the projected height of the deck and the impact of including the lower level parking on the projected budget amount. There was also a discussion regarding preliminary parking cost estimates during the architect and construction manager interview process. Dave Olson, of WB Oison, spoke. He stated the projected cost per square foot does include some money for architectural enhancements but the ramp connection and the lower level options drive the overall square footage cost. Walter Feder, 30-year resident of Mount Prospect, spoke. He stated the Board needs to consider why people come downtown in the first place and make parking convenient. He also suggested consideration of moving the Village Hall to the K-Mart site and a health center to the Library site. 2 He also questioned whether the building supports in place at the Library could support the proposed expansion. He also suggested that the Village Hall and Library be considered for consolidation into a single building such as K-Mart. Village Manager Janonis commented that it was his understanding that the Library cannot take three floors of books but can handle two floors of books and one floor of office space if necessary. Laura Luteri, President of the Mount Prospect Public Library, spoke. She confirmed Manager Janonis' comments regarding the engineered loads the building is capable of. Consensus of the Village Board requested staff gather additional information regarding the Bank One parking needs as required by Code and review opportunities for redevelopment and potential expenses related to such redevelopment in order to consider whether a 307 or 384 space deck is best for this site. They also requested information regarding on- street parking as it exists today and possible future enhancements. Assistant Village Manager Strahl provided an overview of the preliminary plans for the Village Hall itself. He noted that there have been at least three plans drawn and it continues to be a work in progress. He noted that there have been several changes to the plan in order to reduce space and noted that there are Senior Center activity reoms included in the plans. Kevin Kemp of DLK provided an overview of the proposed footprint of Village Hall Plan C and pointed out the general public circulation areas. General comments from Village Board members included the following items: There was discussion regarding location and need of conference rooms within each Department. There was also discussion regarding operational needs of space for various tasks as these rooms might be utilized during the normal course of business. There was also discussion regarding the proposed increased security throughout the building using the gatekeeper concept and conference rooms near public space of the building. There was discussion regarding utilization of the unfinished basement and the cost impact of incorporating a basement into the plan. There was discussion regarding the staff oversight of the Senior Center activities with the separation of Human Services from the Senior Center's physical location. There were also several comments regarding the concern that the facility could be under built and this concern should be considered as the plan moves forward. 3 Ann Smilanic, member of the Village Hail Ad Hoc Committee, spoke. She questioned the configuration of the building as proposed and how after-hours public use would be incorporated without compromising building security. Jeff Bruner, member of the Village Hall Ad Hoc Committee, spoke. He suggested the utilization of modular offices instead of closed offices and stressed the need for conference rooms based on his preview of other Village Halls. He urged the Board to include the unfinished basement space and not to give up the community room. Carol Tortorello, member of the Village Hall Ad Hoc Committee, spoke. She stated that although there are valid budget concerns, she is concerned that the building could be shortchanged and such an issue would be present indefinitely. She feels that the Police and Fire building was short of space and parking when it was built and there should be some consideration for reconfiguration of space depending on service needs. Virginia Tyler, 17 South William, spoke. She is concerned about the Senior Center plan and feels they could be improved to avoid people having to pass through other rooms to get to activities in other areas of the Senior Center. She also suggested some reconsideration of the location of the restrooms for the Senior Center and eliminate the proposed coatroom and expand the kitchen area into that coatroom. Mary Lynn Bower, member of the Village Hall Ad Hoc Committee, spoke. She suggested the Board consider eliminating the community center space altogether since many of the activities are focused on seniors and the various Park Districts are better equipped to serve those needs than adding this use to a Village Hall building. Ruth Haut, 400 East Berkshire, spoke. She stated that she is a 45-year resident of the Village and wants to keep the Senior Center as part of the Village. She stated the seniors typically provide volunteers to assist the Village in various activities and expects such a relationship to continue in the future. Jackie Hinaber, member of the Mount Prospect Public Library Board and a member of the Village Hall Ad Hoc Committee, spoke. She would suggest considering the meeting space open for all community persons to use and not limit it to just seniors but allow any public purpose to take place in the space. Julie Markus, member of the Mount Prospect Youth Commission, spoke. She stated the youth would like to be involved and participate in the space uses along with the seniors and would like to see the senior space continue to be included in the space plan. 4 General comments from Village Board members included the following items: There was discussion regarding the modular office furniture options. There was also discussion regarding the maximum use of the building for all constituents to utilize the space, There was a comment made regarding including opportunities for future space and flexibility. A suggestion was made to trade off parking to get additional building space if necessary. There was discussion regarding the possible name for the community and/or senior space within the building or the area that is not programmed for general Village operational needs. Patti Waipole, member of the Mount Prospect Youth Commission, spoke. She stated that Youth Commission members have met with the Senior Advisory Council and are anticipating some dialogue with those representatives in an opportunity to determine if shared space opportunities exist. Virginia Tyler, 17 South William, spoke. She stated that it would be acceptable to name the space Senior/Community Center as long as the seniors were recognized in the name and came first. Laura Luteri, President of the Mount Prospect Public Library Board, spoke. She stated that she was impressed with the members of the Youth Commission's approach and the structure should be considered a Mount Prospect Village Complex for all to use. Dave Weysick, 115 South George, spoke. He is concerned about building too much in the downtown and creating crowds and more cars whereby the area would not be attractive for people to utilize. Several Board members responded to his comments stating there is a desire to include some open space in the downtown area so that there is no overbuilding. Consensus of the Village Board was to direct staff to review the plans further and schedule future workshops to go over additional details regarding the plans and possible cost reductions. INFORMATION TECHNOLOGY (IT) DIVISION CREATION Assistant Village Manager Strahl stated that this option has been in development for several months and there has been extensive reseamh on the technology operations in other Departments. He also stated that the consideration for this creation is intended to address organizational needs and get away from the decentralization of technology use among various Departments. He suggested that the Division be created beginning January 1, 2003 with physical transition to the new space in the Village Hall coming once the structure is completed. He highlighted the transition plan taking several years so that as many issues can be worked out as the project progresses. 5 VI. General comments from Village Board members included the following items: It was stated that this suggestion is in step with the market place, makes sense and acknowledges a more professional operation for technology. There was a comment made that Departments would be allowed to focus on their operation with technology issues being handled by professionals specifically trained to deal in such issues. There was some discussion regarding the feedback from the various Departments regarding the proposal that was included in the packet. There was also a discussion regarding the possible budget impact with the physical move of personnel. The comment was made that the Board should expect some higher costs during the transition period but those costs will stabilize once the physical moves and equipment consolidation takes place. Consensus of the Village Board was to support the creation of the IT Division under general supervision of the Village Manager's Office. REVISIT FLOATING COFFEE WITH COUNCIL Trustee Wilks stated that she sees there are three options available for consideration. Leave the Floating Coffee with Council as is whereby the meeting would initially convene at 9:00 a.m. at the Village Hall, recess at 10:15 a.m., and reconvene at 10:30 a.m. into a meeting at a remote location somewhere in the community. 2. Have all Coffee with Councils at Village Hall and do not move to a floating location. 3. Have the Floating Coffee with Councils convene entirely at a remote site. Comments from Village Board members included the following items: It was noted that the Board is not getting the neighbors to attend the remote locations as had originally been intended. However, it was noted that when an issue is specific to an area of the community, the Board does go and make the meeting convenient for attendance for residents who could be impacted by the issue in that area. There was a comment made that much of the attendance is based on citizen needs. A comment was made also that the location should be convenient for citizens to attend anytime they feel and the constant rotation is confusing. 6 II. VIII. IX. Village Board members stated their preference as to changing the Coffee with Council so that all future Coffee with Councils would convene at the Village Hall and remain at the Village Hall; thereby, eliminating the floating Coffee with Council experiment. Citing the need for the Board to continue to cultivate citizen input from neighborhoods, Trustee Wilks opposed eliminating Coffee with Council at remote sites entirely. VILLAGE MANAGER'S REPORT None. ANY OTHER BUSINESS None. ADJOURNMENT The meeting adjourned at 10:02 p.m. Respectfully submitted, -...-. ,.---.._ DAVID STRAHL Assistant Village Manager 7