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HomeMy WebLinkAbout2. DRAFT MINUTES 5/29/02VILLAGE BOARD WORKSHOP MA Y 29, 2002 MINUTES The meeting was convened at 6:11 p.m. at the Police and Fire Headquarters by Mayor Farley. Present at the meeting were Trustees Paul Hoefert, Michaele Skowron, Irvana Wilks and Michael Zadel. Trustee Timothy Corcoran arrived at 6:22 p.m. and Trustee Richard Lohrstorfer arrived at 6:53 p.m. Staff present included: Village Manager Michael Janonis, Assistant Village Manager David Strahl, Community Development Director William Cooney, Finance Director Doug EIIsworth, Production Coordinator Ross Rowe, MiS Coordinator Joan Middleton and Deputy Finance Director Carol Widmer. There were representatives present from W. B. Olson and DLK Architects. Village Manager Janonis provided an overview of the previous meeting whereby the Village Board directed the staff to utilize a preferred parking count of 372 spaces and determine what the revised budget would be with the additional architectural features. He stated there is a need to get the deck moving in terms of design development and its integration appearance with the Village Hall. He stated the next Workshop meeting would focus on the Village Hall details. Kevin Kemp from DLK Architectural provided a general overview of the site and highlighted the 30' vertical structural appearance that is carried over from the Library. He also highlighted the anticipated landscaped areas between the Library and the Parking Deck. He highlighted the two options that have been drafted for consideration and highlighted the brick detailing of each option. He stated that Option A can be built with the face brick precast into the concrete panels and is within the budget that was previously discussed. He stated Option B would be a masonry brick wall that is attached to the exterior of the Parking Deck giving it a fuller appearance but is estimated at approximately $300,000 above the previous Parking Deck budget estimate. General discussion of the Village Board members included the overall appearance of the two options and the need to make sure the Deck is built in such a way that it conveys a statement about the community. There was also discussion regarding the critical element of the Deck being utilized for downtown parking. onsensus of the Village Board was preferred as Option B which is the masonry brick attached to the precast concrete exterior. The Village Board also reached consensus on the proposed architectural entrance feature to the Village Hall with the stair tower from the Parking Deck attached to the main entrance of the Village Hall. The Village Board also accepted the proposal from the architect regarding the general appearance of the Village Hall's exterior, however, there was some discussion regarding the wing that points toward Busse and the need to address some architectural needs so the wing does not appear to be substantially different than the main part of the building which hides the Parking Deck. The meeting adjourned at 8:04 p.m. Respectfully submitted, DAVID STRAHL Assistant Village Manager DS/rcc VILLAGE BOARD WORKSHOP JUNE 24, 2002 MINUTES The meeting was convened at 6:10 p.m. at the Police and Fire Headquarters by Mayor Farley. Present at the meeting were Trustees Timothy Corcoran, Paul Hoefert, Richard Lohrstorfer, Irvana Wilks and Michael Zadel. Trustee Michaele Skowron arrived at 6:20 p.m. Staff present included: Assistant Village Manager David Strahl, Community Development Director William Cooney, Deputy Finance Director Carol Widmer, Production Coordinator Ross Rowe and MIS Coordinator Joan Middleton. There were representatives present from W. B. Olson and DLK Amhitects. Assistant Village Manager Strahl provided a general summary of the discussions by staff and the architect in formulating the general floor plans of the Village Hall and noted that the original floor plan programs included standardized offices based on furniture needs. However, after the preliminary plan was completed, staff felt that the building was too large based on the available budget and previous discussion with the Village Board regarding a building programming space of 47,000 square feet which included an unfinished basement. The projected cost for such a structure was estimated at $8.1 million which is higher than the original staff estimate at $6,5 million which was drafted approximately two years ago. He stated the previous estimate did not include fully programmed space or future expansion space within the various Departments. Staff attempted to utilize the $8.1 million figure as the base line and requested the architects reduce the overall building footprint in order to make the $8.1 million figure. He stated the overall footprint has been reduced and the tOtal sqUare footage for programmed space is still approximately 47,000 square feet with the overall building footprint that includes the walls width footprint totaling slightly above the 47,000. He stated the construction cost has been estimated to range from $161 to $183 a square foot but staff has committed to stay within the $8.1 million amount. He stated the discussion this evening is to focus on the floor plan and any finishes regarding the public areas that the Village Board would like to have considered as part of the budget discussions. He also stated that there has been a landscape budget established at approximately $300,000 and that is part of the overall building cost. He also stated that a furniture budget of $350,000 has been established and that amount is not part of the overall building cost estimate. Village Hall Plan Assistant Village Manager Strahl reviewed each floor and Department and highlighted the future expansion areas and the various operational changes that the new building is attempting to address. Three main suggestions were submitted by the Board for consideration for the overall footprint of the building. 1. Determine whether wells can be created to allow light into the basement workspace. Board members felt this could enhance the working environment. Review the necessity for the glass partition between the lobby area from the service windows to determine whether the glass is necessary for fire rating purposes and review other options including complete removal of such separation. = Review filing opportunities to maximize filing space that has been designated and determine whether alternative filing opportunities exist to maximize the space and determine whether the currently designated filing space could be used for other purposes as needs dictate. There was also direction to staff to ensure that adequate file management procedures are in place so that the amount of space designated for filing does not compromise space allotted for programming and employees. There were general comments regarding various off]ce spaces throughout the various floors including some programming questions regarding interaction between various employees. Village Board members also requested staff take a look at several options for finishes to determine what opportunities exist for cost considerations. Landscape Discussion Charlie Krump from DLK provided a summary of the two landscaped areas; one designated as "Keystone Plaza" which faces Route 83 and Busse Avenue, and a "Founders' Plaza" area which faces Emerson Street and Busse. He highlighted the inlaid "Keystone" concept with the brick sidewalks emanating from the keystone to the entrance to the building from the Route 83 side. He also detailed the landscaping of the Founders' area and what his ideas are to highlight the long-term and founding community members. There was a discussion regarding the placement of the necessary flagpoles in order to depict the main entrance to the Village building. The consensus was to put the flagpoles on the Emerson side of the building. here was also discussion regarding a possible water feature on the Route 83 side of the building. There was consensus to consider water feature options for discussion purposes and cost estimates only. Village Board directed staff to bring back budget figures for the next meeting for discussion purposes. The meeting adjourned at 8:38 p.m. Respectfully submitted, __ DAVID STRAHL Assistant Village Manager DS/mc CALL TO ORDER ROLL CALL PLEDGE MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT July 2, 2002 CALL TO ORDER Mayor Farley called the meeting to order at 7:03 p.m. ROLL CALL Present: Mayor Gerald Farley Trustee Timothy Corcoran Trustee Richard Lohrstorfer Trustee Michaele Skowron Trustee Irvana Wilks Trustee Michael Zadel Absent: Trustee Paul Hoefert PLEDGE OF ALLEGIANCE Trustee Skowron led the Pledge of Allegiance. INVOCATION INVOCATION Mayor Fadey gave the invocation. MINUTES APPROVAL OF MINUTES Trustee Zadel noted two errors in the June 18, 2002 minutes. Trustee Lohrstorfer, seconded by Trustee Skowron, moved to approve the minutes of the regular meeting held June 18, 2002, as amended. Upon roll call: Motion carried. Ayes: Lohrstorfer, Skowron, Wilks, Zadel Nays: None' Abstain: Corcoran BILLS MAYOR'S REPORT: ANDREW MITCHELL RETIREMENT COMMUNITY RELATIONS COMMISSION APPROVE BILLS Mayor Farley stated that the next item on the agenda, "APPROVE BILLS AND FINANCIAL REPORT" noted by an asterisk, as well as all items further listed in that manner, would be considered with one vote, as business item "IX. CONSENT AGENDA." MAYOR'S REPORT Mayor Farley presented Andrew Mitchell with a plaque, recognizing his retirement from the Safety Commission. Mr. Mitchell has served on the Mount Prospect Safety Commission since 1974. Mayor Farley presented the following recommendations to the Village Board for appointments to the recently created Community Relations Commission and the Youth Commission: COMMUNITY RELATIONS COMMISSION John P. Brennan Barbara Muench Rev. Anthony J. Tolbe[t, III YOUTH COMMISSION YOUTH COMMISSION Michael Artwohl Beata Dui Nicole Logisz Ailynn Nakazawa Justyna Milewski Kelly Snodgrass Andrew Steinweg Friendship Jr. High School 7th grade River Trails Middle School, 6th grade River Trails Middle School, 6th grade River Trails Middle School, 6th grade River Trails Middle School, 7th grade River Trails Middle School, 7th grade River Trails Middle School, 7th grade Trustee Corcoran voiced concerns relative to the need for background checks on individuals who volunteer to serve on boards/commissions, stating that he would not vote in favor of the recommendations presented. He further stated that he was not voting against those who were recommended, but against the process by which the appointments are made. A brief discussion followed, during which other members expressed similar concerns and supported Trustee Corcoran's suggestion that the idea of conducting background checks, prior to appointments, be formally discussed in the near future. Trustee Wilks, seconded by Trustee Zadel, moved to approve the above recommendations for the Community Relations Commission and the Youth Commission. Upon roll call: Motion carried. Ayes: Lohrstorfer, Wilks, Zadel, Farley Nays: Corcoran, Skowron CITIZENS TO BE HEARD COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD John Korn, 301 N. William Street, asked the Village Board to consider a ban on motorized scooters within the Village. Hazel Jaenke, W. Milbum Avenue, expressed her dissatisfaction with the recently passed sprinkling regulations. Director of Public Works Glen Andler was directed to investigate the options available to Ms. Jaenke using her current sprinkler system. Dennis O'Mare, 105 Cathy Lane, expressed his concerns relative to the natural gas use tax approved recently by the Village Board. CONSENT AGENDA: BILLS STREET SWEEPER BACKHOE LOADER FUel BID (NWMC) DICTAPHONE RECORDING SYSTEM CONSENT AGENDA Trustee Lohrstorfer, seconded by Trustee Zadel, moved to approve the following business items: Bills, dated June 26, 2002; Bid results: A. One front-dump three-wheel street sweeping machine (Standard Equipment Co., Chicago, not to exceed $113,775.00); B. One rubber-tired backhoe loader (West Side Tractor Sales, Wauconda, not to exceed $55,900.00); Request for Board approval to accept fuel bid as part of the Northwest Municipal Conference bid program (Texor Petroleum Co., Riverside, $191,862.00); Ratify execution of lease agreement for Dictaphone Freedom recording system by the Mount ProspeCt Police Department ($14,460.00) Upon roll call: Motion carried. Ayes: Corcoran, Lohrstorfer, Skowron, Wilks, Zadel Nays: None 2 OLD BUSINESS None. AMEND CH. 18, CATHY LANE, PARKING ORD. NO. 5261 AMEND CH. 16, WILLE STREET, PARKING ORD. NO. 5262 NEW BUSINESS An ordinance was presented for first reading, which would amend Chapter 18 (Traffic) by approving NO PARKING ANY TIME restrictions on the east and west sided of Cathy Lane, for the first 500' north of Central Road. The Safety Commission had recommended approval by a vote of 8-0. Trustee Corcoran, seconded by Trustee Zadel, moved to waive the rule requiring two readings of an ordinance. Upon roll call: Motion carried. Ayes: Corcoran, Lohratorfer, Skowron, Wilks, Zadel Nays: None Trustee Corcoran, seconded by Trustee Zadel, moved for approval of Ordinance No. 5261: AN ORDINANCE AMENDING CHAPTER 18 (TRAFFIC) OF THE VILLAGE CODE Upon roll call: Motion carried. Ayes: Corcoran, Lohratorfer, Skowren, Wilks, Zadel Nays: None An ordinance was presented to amend Chapter 18 (Traffic) of the Village Code, by approving the replacement of NO PARKING restrictions on the east side of WiIIe Street between Central Road and Thayer Street, with 2-HOUR PARKING restrictions. The Safety Commission had recommended approval by a vote of 8-0. Trustee Wilks, seconded by Trustee Zadel, moved to waive the rule requiring two readings of an ordinance. Upon roll call: Motion carried. Ayes: Corcoran, Lohrstorfer, Skowron, Wilks, Zadel- Nays: None Trustee Zadet, seconded by Trustee Wilks, moved for approval of Ordinance No. 5262: AN ORDINANCE AMENDING CHAPTER 18 (TRAFFIC) OF THE VILLAGE CODE Upon roll call: Motion carried. Ayes: Corcoran, Lohrstorfer, Skowron, Wilks, Zadel Nays: None VILLAGE MANAGER'S REPORT Village Manager Michael Janonis noted the upcoming events: · Lions Village Fair, July 3-7 · 4thofJulyparade 3 NY OTHER BUSINESS Trustee Wilks asked Assistant Village Manager if the Village was equipped with software to prevent the practice of internet "spamming." He stated that measures have been taken to minimize this problem. Trustee Corcoran expressed his satisfaction with the temporary meeting room, provided by the Mount Prospect Park District, during construction of the new village hall and parking deck. CLOSED SESSION CLOSED SESSION Trustee Skowron, seconded by Trustee Lohrstorfer, moved to convene in Closed Session to discuss the following: LAND ACQUISITION 5 ILCS 120/2 (c) (5) - The purchase or lease of real property for the useof the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. LITIGATION 5 ILCS 120/2 (c) (11) - Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. Upon roll call: Motion carried. Ayes: Corcoran, Lohrstorfer, Skowron, Wilks, Zadel Nays: None RECONVENE RECONVENE TheVillageBoa~ reconvenedin Open Sessionat8:37p.m. Trustee Corcoran briefed the Board on recent discussions with SWANCC regarding the future of the agency and the direction that is being considered. There was a general discussion regarding drafting of an ordinance to prohibit motorized scooters. The Board directed staff to undertake the necessary research to move forward. There was discussion regarding consideration for background checks for applicants for Village boards and commissions. There was also discussion regarding various background check systems and methods. ADJOURNMENT ADJOURNMENT The July 2, 2002 meeting was adjourned at 9:12 p.m. Velma W. Lowe Village Clerk 4