HomeMy WebLinkAbout2. VB Minutes 12/18/2012MINUTES OF THE REGULAR MEETING OF
THE MAYOR AND BOARD OF TRUSTEES
OF THE VILLAGE OF MOUNT PROSPECT
December 18, 2012
CALL TO ORDER Mayor Wilks called the meeting to order at 7:10 p.m.
ROLL CALL Present: Mayor Irvana Wilks
Trustee Paul Hoefert
Trustee Arlene Juracek
Trustee John Korn
Trustee Steven Polit
Trustee Michael Zadel
Absent: Trustee John Matuszak (arrived at 8:16 p.m.)
PLEDGE PLEDGE OF ALLEGIANCE
Mayor Wilks led the Pledge of Allegiance.
INVOCATION INVOCATION
Trustee Zadel gave the Invocation.
MINUTES MINUTES
Trustee Polit, seconded by Trustee Hoefert, moved to approve the minutes of the regular Village
Board meeting held December 4, 2012.
Upon roll call: Ayes: Hoefert. Juracek, Korn, Polit
Nays: None
Abstain: Zadel
Motion carried.
FINANCIAL REPORT MONTHLY FINANCIAL REPORT AND APPROVE BILLS
& APPROVE BILLS Mayor Wilks stated the next item on the agenda, "MONTHLY 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 Wilks stated Item C. under the Manager's report as a Consent item had been modified
to more accurately reflect the request to approve the copier lease agreement and a separate
agreement for maintenance of the leased copiers. Mayor Wilks asked for a motion to approve
removal of this item from the Consent Agenda.
Trustee Juracek, seconded by Trustee Polit, moved to approve removal of the amended Item C.
Copier Lease and Maintenance Agreement from the Consent Agenda for separate discussion
under the Manager's report.
Upon roll call: Ayes: Hoefert. Juracek, Korn, Polit, Zadel
Nays: None
Motion carried.
MAYOR'S REPORT MAYOR'S REPORT
A. Holiday Decorations Awards
Ms. Linda Hoefert, Special Events Commission, assisted by her son Andrew Hoefert presented
the winners of the 17 Annual Holiday Decorating Contest:
Best Religious
1717 Kim Avenue
Best Business
Keefers Pharmacy, 5 W. Prospect Ave.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
Best Use of Lights
600 South Pine Street
Simple But Elegant
705 North Russel Street
Grand Prize
400 Craig Court
Christmas Fantasy
111 South I -Oka Avenue
Best Block
200 -300 South Pine Street
Mayor Wilks congratulated the winners and thanked the Special Events Commission for their
time and effort in sponsoring the event.
APPOINTMENTS APPOINTMENTS
Mayor Wilks presented the following appointments /reappointments for the Village Board's
approval:
Citizen Corps Commission
Reappointments:
Thomas Henderson Term expires December 2016
Marcia McMahon
Mayor Irvana Wilks
Fire Chief John Malcolm
Fire Marshal Bryan Loomis
Police Chief Mike Semkiu
Public Health Nurse Jill Heinking
Term expires December 2016
Term expires December 2016
Term expires December 2016
Term expires December 2016
Term expires December 2016
Term expires December 2016
Appointment
Barbara VanArsdale
Planning and Zoning Commission
Appointment:
Sharon Ottmen
Economic Development Commission
Reapointment:
David Lindgren (Chair)
Term expires December 2016
Term expires December 2017
Term expires December 2016
Trustee Zadel, seconded by Trustee Juracek, moved to approve the appointments as listed
above:
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried.
CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD
HEARD Ms. Amanda Jorgensen
20 South Main Street
Ms. Jorgensen addressed the Village Board regarding the lighting of downtown parkway trees.
In her opinion, the holiday lights were poorly strung and asked the work be of better quality in
future years. Ms. Jorgensen provided a packet of photographs to each Village Board member to
illustrate the poor quality of work.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
Mayor Wilks thanked Ms. Jorgensen for her comments and photographs.
CONSENT AGENDA CONSENT AGENDA
Trustee Juracek, seconded by Trustee Polit, moved to approve the following business items:
FINANCIAL REPORT 1. Monthly Financial Report — November 2012
& APPROVE BILLS 2. Bills dated November 29 — December 12, 2012
3. A RESOLUTION AUTHORIZING THE VILLAGE OF MOUNT PROSPECT TO
RES 49 -12 EXECUTE INTERGOVERNMENTAL AGREEMENTS WITH THE ILLINOIS
DEPARTMENT OF TRANSPORTATION (IDOT) FOR KENSINGTON ROAD
IMPROVEMENTS
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried.
OLD BUSINESS OLD BUSINESS
PUBLIC HEARING
PUBLIC HEARING Mayor Wilks stated a Public Hearing for presentation of the proposed 2013 budget for fiscal year
beginning January 1, 2013 and ending December 31, 2013 would be conducted. Notice of the
2013 ANNUAL Public Hearing was published in the Daily Herald on December 7, 2012. The Public Hearing is
BUDGET held to allow residents, businesses and other interested parties one more opportunity to
comment on the proposed budget.
Televised departmental budget presentations and discussions were held at Committee of the
Whole meetings in October and November. The Finance Commission also conducted budget
discussions at their October and November meetings.
Mayor Wilks opened the Public Meeting at 7:22 pm.
Finance Director Dave Erb presented the Village's proposed 2013 budget summary.
-Total Budget (Village and Library) $103,281,504 2% increase
-Village Budget $93,142,048, 2% increase
■2013 General Fund is balanced $44.3 million
-Property Tax 3.9% increase
-Adjustment to water rates 9.5% increase
-Library Budget $10,139,456, 2.1% increase
Mr. Erb reviewed the General Corporate and Special Service Area Property Tax Levy and
Abatement ordinances; Public Hearing held December 4, 2012.
-General Corporate Tax Levy $16,477,872, 4.43% increase
-Special Service Area #5 $ 1,545,773, no increase
-Abatement (Build America $ 47,258 reduction in tax levy
Bonds subsidy)
The Village's estimated tax bill for a homeowner whose home has an Estimated Assessed Value
(EAV) of $103,541 ($350,000 market value) is $953 and $586 to the library; 2012 tax bill payable
in 2013.
Mayor Wilks opened the Public Hearing for questions /discussion.
In response to questions from the Village Board Mr. Erb provided the following:
Village water rates are impacted by the significant water rate increase imposed by the City of
Chicago. Village is absorbing the 15% City of Chicago water rate increase with incremental rate
increases that include:
-January 1, 2012 5% increase
-May 1, 2012 9.5% increase
-January 1, 2013 9.5% increase
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
It was noted that despite these increases Mount Prospect residents receiving water from Illinois
American Water continue to pay higher water rates than Village water customers.
As there were further no questioins from the public or the Village Board, Mayor Wilks closed the
Pubilc Hearing at 7:38 pm.
GENERAL Mayor Wilks presented for second (2 readings, ordinances approving A. - levy and collection
CORPORATE AND of taxes for the corporate and municipal purposes of the Village of Mount Prospect including the
SPECIAL SERVICE Library for the fiscal year beginning January 1, 2012 and ending December 31, 2012; B.- Special
AREA #5 Service Area No. 5 which helps fund the delivery of Lake Michigan water to the Village's water
PROPERTY TAX system and C. - Abate a part of the taxes levied for corporate and municipal purposes for
LEVY AND TAX corporate.
ABATEMENT FOR
FISCAL YEAR 2012 Trustee Korn stated the ordinances presented for Village Board approval are items that impact
the financial well being of the Village. As such the Village Board has studied and discussed the
proposed increases to the tax levy over the last several months. Questions and concerns
related to the ordinances have been answered well before tonight's meeting. He stated that
while the Village Board may have little or no discussion before the final vote, the Village Board is
well - prepared to move forward in the best interest of the Village.
Trustee Hoefert, seconded by Trustee Korn, moved for approval of Ordinance No. 6043:
AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES
ORD 6043 FOR THE CORPORATE AND MUNICIPAL PURPOSES OF THE VILLAGE
OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING
JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried
Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 6044:
AN ORDINANCE AUTHORIZING THE LEVY AND COLLECTION OF TAXES
FOR THE MUNICIPAL PURPOSES OF SPECIAL AREA NUMBER 5 OF THE
ORD 6044 VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR BEGINNING
JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried
Trustee Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6045:
AN ORDINANCE AUTHORIZING TO ABATE A PART OF THE TAXES
ORD 6045 LEVIED FOR CORPORATE AND MUNICIPAL PURPOSES OF THE
VILLAGE OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR
BEGINNING JANUARY 1, 2012 AND ENDING DECEMBER 31, 2012.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried.
2013 ANNUAL D. 2 nd reading of an ordinance adopting an annual budget for the Village of Mount Prospect,
BUDGET Illinois for fiscal year commencing January 1, 2013 and ending December 31, 2013 in lieu of
passage of an appropriation ordinance.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
Mayor Wilks presented for a second (2 reading an ordinance adopting an annual budget for
the Village of Mount Prospect, Illinois for fiscal year commencing January 1, 2013 and ending
December 31, 2013 in lieu of passage of an appropriation ordinance.
Mayor Wilks opened the discussion of the ordinance for public comments; there were no
comments.
Village Board Comments
Trustee Hoefert, Trustee Juracek, Trustee Korn, Trustee Polit and Trustee Zadel each
expressed their thanks and appreciation to staff, the Finance Commission and residents for their
input and direction during the discussions and decision making of the 2013 Budget.
■ Budget process is year round.
■ 2013 Budget — another fiscally conservative budget; expense control issue — manage
finances within our budget.
■ Nothing trumps village financial health.
■ Residents need to be watchful of what is going on in Springfield; impact local budget.
■ Finance Commission — conservative group of residents; benefit to budget process.
■ 2013 Budget slight increase from last; able to add back in services. Even with increase
budget less than several years ago. Village cost - cutting efforts allows for necessary
increaseS to ensure residential services and improvements.
■ Village staff supportive of Village Board conservative approach; do not have culture to spend
just because money is there.
■ Village Board and staff remain ever watchful of budget; Village Board reserves right to say
"no" to expenditures.
■ Commended staff for balanced budget and quality service delivery.
■ Debt policy; Village has managed debt policy. Recent example — funds for flood control
projects.
■ Audit Committee — oversees operation of the Village; residents need to have confidence
taxes go to Village services and infrastructure.
Mayor Wilks also thanked the Village Board, the Finance Department and staff for their hard
work in bringing forth a balanced budget for 2013.
Trustee Polit, seconded by Trustee Juracek, moved for approval of Ordinance No. 6046:
AN ORDINANCE ADOPTING AN ANNUAL BUDGET FOR THE VILLAGE
ORD 6046 OF MOUNT PROSPECT, ILLINOIS FOR THE FISCAL YEAR COMMENCING
JANUARY 1, 2013 AND ENDING DECEMBER 31, 2013 IN LIEU OF PASSAGE
OF AN APPROPRIATION ORDINANCE.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
Motion carried.
NEW BUSINESS NEW BUSINESS
A. 1 St reading of an Ordinance Making Certain Amendments to the Annual Village
Budget Adopted for the Fiscal Year Commencing January 1, 2012 — December 31, 2012.
2012 BUDGET
AMENDMENT #3 Mayor Wilks presented for a first (1 reading an ordinance making certain amendments to the
annual Village Budget adopted for the fiscal year commencing January 1, 2012 — December 31,
2012.
Finance Director Dave Erb presented the proposed amendment stating the ordinance provides
for the third (3 amendment to the 2012 budget; first (1 amendment — ORD 6001 adopted
April 3, 2012 and second (2 amendment — ORD 6036 adopted November 6, 20132. The
amendments are necessary housekeeping measures in accordance with the Budget Officer Act.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
The proposed third (3 amendment adjusts the budget for material variations in expenditures
from extraordinary or unanticipated charges for expenditures incurred during the budget year. As
presented the proposed ordinance amends the 2012 annual budget by increasing expenditures
by $494,500. Adjustments to the budget impacting expenditures include adjustments to:
employee benefit, commodities and supplies, contractual service and the Water Fund (water
purchases,) $89,000 occurs in the General Fund; $56,500 occurs in the Management Fund. The
balance of amendments is spread out among four (4) other Village funds.
Staff recommend the Village Board adopt the proposed budget amendment #3 for the 2012
annual budget.
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, Polit, Zadel
Nays: None
Motion carried.
Trustee Zadel, seconded by Trustee Korn, moved for approval of Ordinance No. 6047:
AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL
ORD 6047 VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING
JANUARY 1, 2012 — DECEMBER 31, 2012
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
AMEND CHAPTER B. 1 St reading of an Ordinance to Amend Article V, "Sanitary Sewer System' Section 9.501
9, `PUBLIC "General Provisions," of Chapter 9 entitled "Public Utilities, Pavement & Tree Regulations" of the
UTILITIES, Mount Prospect Village Code.
PAVEMENT & TREE
REGULATIONS OF Mayor Wilks presented for a first (1 reading an ordinance to amend Article V, "Sanitary Sewer
THE VILLAGE CODE System' Section 9.501 "General Provisions," of Chapter 9 entitled "Public Utilities, Pavement &
OF MOUNT Tree Regulations" of the Mount Prospect Village Code. This ordinance amends Article V,
PROSPECT Sanitary Sewer System of Chapter 9, by inserting a new section 9.510CV to require the
disconnection of storm sewer inflow to combined sewers when separate storm sewers become
available.
Public Works Director Sean Dorsey presented background information and staff
recommendations for both the amendment to Chapter 9 and Chapter 16 as provided under Items
B. and C., New Business.
Mr. Dorsey stated the Village holds a National Pollutant Discharge Elimination System ( NPDES)
permit that regulates the operation of the Village's combined sewer system. The NPDES permit
system is mandated by the United States Environmental Protection (USEPA); the Illinois
Environmental Protection Agency (IEPA) administers the permits in Illinois. Compliance
requirements include the periodical review and certification that village codes contain specific
mandated provisions. A recent review of the applicable Village codes indicated the existing
codes lack sufficient provisions for the following best practices:
1) all new buildings erected in a combined sewer area are constructed with separate and
distinct domestic (sanitary) waste and inflow (clear water) connections to facilitate
disconnection of the inflow component should a separate storm sewer become available in
the future; and
2) all existing storm sewer structures (catch basins, inlets, etc.) on a combined sewer system
should be connected to a separate storm sewer if a separate storm sewer becomes
available in the future.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
Mr. Dorsey stated the amendment to Chapter 9 inserts language that upon installation of a new
separate storm sewer in combined sewer areas, all existing inlets and catch basins adjacent to
the new separate storm sewer be connected to the new storm sewer within one (1) year of
construction. He noted, while this is an extremely rare event, staff agrees the best interests of
the Village would be served by transferring inlets and catch basins to a separate storm sewer if
one becomes available.
The amendment to Chapter 16 pertaining to the separation of clear water and sanitary
connections effectively codifies practices informally implemented by staff for many years. As an
example he indicated new buildings are required to separate clear water and sanitary
components regardless of whether they are constructed in separate sanitary or combined sewer
areas. Clearwater components are required to be discharged outside at grade level and are not
permitted to discharge to combined areas unless a variance is granted by the village engineer.
The proposed amendment inserts specific language; in areas served by combined sewers, all
new buildings shall include a domestic sanitary waste connection distinctly separate from any
and all storm water, groundwater or other clear water connections for the purpose of facilitating a
disconnection of clear water sources from the combined sewer should a separate storm sewer
become available.
Mr. Dorsey stated staff believe both proposed code amendments are beneficial and do not
present cumbersome or costly burdens to residents, staff or future development.
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, Polit, Zadel
Nays: None
Motion carried.
Trustee Zadel, seconded by Trustee Korn, moved for approval of Ordinance No. 6048:
ORD 6048 AN ORDINANCE TO AMEND ARTICLE V, "SANITARY SEWER SYSTEM,"
SECTION 9.501, "GENERAL PROVISIONS," OF CHAPTER 9 ENTITLED
"PUBLIC UTILITIES, PAVEMENT & TREE REGULATIONS" OF THE
MOUNT PROSPECT VILLAGE CODE
Upon roll call: Ayes: Hoefert, Juracek, Korn, Polit, Zadel
Nays: None
/_1►TiIA01exel: /_l29AZ
16, "SITE C. 1 St reading of an Ordinance to Amend Article V, "Sanitary Sewer System' Section 16.501,
CONSTRUCTION "General," of Chapter 16 entitled "Site Construction Standards," of the Mount Prospect Village
STANDARDS" OF Code.
THE VILLAGE CODE
OF MOUNT Mayor Wilks presented for a first (1 reading an ordinance to amend Article V, "Sanitary Sewer
PROSPECT System' Section 16.501 "General," of Chapter 16 entitled "Site Construction Standards, of the
Mount Prospect Village Code. This ordinance amends Article V, Sanitary Sewer System of
Chapter 16, by inserting a new section 16.501 E to require new buildings constructed in
combined sewer areas to include separate and distinct connections for storm water and
domestic sanitary waste.
Trustee Juracek requested clarification regarding the cover memo which stated clear water
components are required to be discharged outside a grade level and are not permitted to
discharge to combined sewers unless a variance is granted by the village engineer and the
proposed ordinance which makes no reference to a variance provision.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
Mr. Dorsey concurred that while rare there maybe justification for granting a variance for
underground discharge, and as such language regarding the granting of a variance should be
included in the ordinance.
Trustee Juracek suggested due to the importance of amending the code for compliance
purposes, the Village Board move forward with approval of the ordinance as written but this item
back to the Village Board as a housekeeping matter. The Code would be amended to include
language regarding the variance.
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, Polit, Zadel
Nays: None
Motion carried.
Mayor Wilks requested the record show Trustee Matuszak arrived at 8:16 p.m.
Trustee Polit, seconded by Trustee Korn, moved for approval of Ordinance No. 6049:
AN ORDINANCE TO AMEND ARTICLE V, "SANITARY SEWER SYSTEM,"
ORD 6049 SECTION 16.501, "GENERAL" OF CHAPTER 16 ENTITLED "SITE
CONSTRUCTION STANDARDS," OF THE MOUNT PROSPECT VILLAGE
CODE
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
Nays: None
Item D. was approved under the Consent Agenda.
MANAGER'S VILLAGE MANAGER'S REPORT
REPORT A.Motion to approve proposal for the 2013 property and workers compensation insurance
program in an amount not to exceed $172,081.
2013 PROPERTY Finance Director Dave Erb provided a summary of the Village's expiring insurance program, an
AND WORKERS analysis of the proposals received and a summary of the insurance package recommended by
COMPENSATION staff and its consultant. Due to the narrow market for municipal risks staff did not seek
INSURANCE alternative proposals for the 2013 renewal. As a whole the cost for WC coverage is being driven
by Safety National municipal book of business in Illinois. Due to the poor condition of the Illinois
municipal WC marketplace and benefits in place for sworn police and fire personnel, there are
no other competitive insurers doing excess WC.
The total for all premiums and commissions as quoted is $172,081, an 8.4% increase from the
2012 premium. The Village realized a savings of $9,469 by adjusting SIR /Deductible levels
without a significant amount of additional exposure. Staff recommend the Village purchase
property and excess workers compensation insurance from Arthur J. Gallagher and Co. with
premium and broker's fees not to exceed $172,081.
Trustee Polit stated he was reluctant to vote in support of the request because the Village is not
responsible for the increase and the lack of competitive pricing.
Trustee Hoefert, seconded by Trustee Zadel, moved to approve request to accept 2013 Property
and Workers Compensation Insurance Program in an amount not to exceed $172,081.
Upon roll call: Ayes:
Nays:
Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
None
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
FLOOD STUDY B. Motion to accept proposal from Burns & McDonnell consulting engineers to provide specified
PHASE 1 design engineering services and bidding assistance for the 2011 Comprehensive Flood
PROJECTS Study Phase1 projects in an amount not to exceed $109,069.94.
Public Works Director Sean Dorsey provided background information and staff recommendation
for the request to accept proposal from Burns & McDonnell for engineering services for the Flood
Study Phase 1 projects.
Mr. Dorsey identified the Phase 1 flood improvement projects to be constructed during the 2013
construction season; Hatlen Heights storm and sanitary sewer improvements; Lonnquist
combined and storm sewer improvements, Golfview Estates stormwater improvements and
Lawrence Lane storm sewer improvements. Noting the scope of work for the Golfview Estates
stormwater improvements (re- grading existing ditches and replacing culvert pipes) Mr. Dorsey
stated the project was designed in -house by the engineering division and will be bid independent
of the other Phase 1 projects. As the scope of work for the remaining Phase 1 projects which
includes open -cut excavation staff lacks the resources and expertise to prepare satisfactory
plans, specifications and bidding documents necessary to construct the projects. Mr. Dorsey
added staff anticipates there will be a cost savings by combining these projects into a single
project.
At staff's request, Burns & McDonnell, engineering consultants, submitted a cost proposal to
provide the requested professional services for the Phase 1 projects in an amount not to exceed
$109,069.94. (Burns & McDonnell conducted the Village's 2011 Comprehensive Flood Study
and developed recommendations including all of the Phase 1 projects.) Their extensive
knowledge of the Village's sewer, systems, drainage patterns and flooding problems makes
Burns & McDonnell well qualified to design these improvements. In addition, Burns & McDonnell
proposal reflected a 3% ($58,930) savings from the expected design fees. The savings was
attributed to the work already conducted as part of the flood study and their familiarity with the
Village's standard specifications and sewer construction codes.
Staff recommend the Village Board accept the proposal from Burns & McDonnell for specified
design engineering services and bidding assistance for the 2011 Comprehensive Flood Study
Phase 1 improvements for an amount not to exceed $109,069.94.
Village Board Comments
-Support proposal — Burns & McDonnell extensive knowledge of project /individual properties.
-Benefit having firm residents know and trust.
-Cost savings benefit to Village.
-Phase 1 projects — Village commitment to residents to address flooding issues.
-Phase 1 project improvements do not solve flooding issues forever; project objective 25 year
flood.
Trustee Zadel stated he fully supports the project and concurs with staff request for engineering
services, however, in accordance of the ethical standards pertaining to potential conflict of
interest for elected officials he will abstain from voting.
Trustee Polit, seconded by Trustee Hoefert, moved for approval to accept proposal from Burns &
McDonnell consulting engineers to provide specified design engineering services and bidding
assistance for the 2011 Comprehensive Flood Study Phase 1 projects in an amount not to
exceed $109,069.94.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit
Nays: None
Abstain: Zadel
Motion carried.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
COPIER LEASE & C. Copier Lease and Maintenance Agreement
MAINTENANCE 1. Motion to approve agreement with Nexus Office Systems to lease five (5) copiers for a four
AGREEMENT (4) year period in an amount not to exceed $62,928.
2. Motion to approve a one (1) year maintenance agreement with Nexus Office Equipment
in an amount not to exceed $13,140.
Finance Director Dave Erb provided background information and staff recommendation to
approve lease and maintenance agreements with Nexus Office Equipment for five (5) copiers.
Currently all Village copiers are leased; lease agreements with Chicago Office Technology
Group (COTG) for Police, Fire and Clerk's copiers four (4) Toshiba and one (1) Xerox) end
January of 2013. As part of the replacement process staff evaluated copier service and
reliability; staff indicated an overall dissatisfaction with the Toshiba copier and COTG
maintenance service. In addition staff evaluated the service and reliability of the Canon copiers
through Nexus Office Systems for the Finance, IT and Human Services Departments. Based on
the level of satisfaction with the Canon copiers and service provided by Nexus, staff sought
proposals for Canon copiers.
Proposals for lease and maintenance of Canon copiers were received from Nexus and Gordon
Flesch. Nexus submitted proposals of $62,928 for five (5) copiers; four (4) year lease agreement
and $52,560 for annual maintenance agreement; four (4) years. Gordon Flesch submitted
proposals of $63,144 for five (5) copiers; four (4) year lease agreement and $38,376 for annual
maintenance agreement; four (4) years.
Mr. Erb referenced the supplemental memo to staff's request which requested the motion to
approve a one -year maintenance agreement with Nexus for $13,140. He noted that while an
alternate quote for annual maintenance from Gordon Flesch was $3,546 less than Nexus staff
believe the benefits utilizing a single vendor for service and the already demonstrated strong
customer service from Nexus justify the additional cost. If approved all Village copiers will be
Canon; 9 total copiers.
Trustee Juracek thanked staff for the additional information and clarification of the request with
the supplemental memo.
Trustee Juracek, seconded by Trustee Zadel, moved to approve agreement with Nexus Office
Systems to lease five (5) copiers for a four (4) year period in an amount not to exceed $62,928.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
Nays: None
Trustee Zadel, seconded by Trustee Juracek, moved to approve a one (1) year maintenance
agreement with Nexus Office Equipment in an amount not to exceed $13,140.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
Nays: None
D. Motion to approve labor agreement between Metropolitan Alliance of Police Chapter 84 and
METROPOLITAN the Village of Mount Prospect for the period of May 1, 2013 to December 31, 2016.
ALLIANCE OF
POLICE CHAPTER Assistant Village Manager Dave Strahl stated the Village has reached an agreement with the
84 LABOR Metropolitan Alliance of Police Chapter 84; the agreement is retroactive to May 1, 2012 and will
AGREEMENT expire on December 31, 2016. Under the terms of the agreement police officers will receive 1 %
wage increases every six (6) months over the term of the contract and the starting pay rate will
increase from $55,559 to $60,162; the top pay rate will increase from $83,958 to $90,914 in
2016. Employee monthly insurance contributions will increase 10% annually — this closely tracks
the annual Village insurance costs. Mr. Strahl added the success of the negotiations was a result
of an understanding of the officers and Union of the Village's financial situation over the past
several years.
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Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect
He noted the police department is a leader in the metropolitan area and the Village benefits from
the diligent service of the dedicated officers. Mr. Strahl stated over the next few months the
Village will negotiation with Police Sergeants and Fire Fighters unions.
Trustee Zadel, seconded by Trustee Juracek, moved to approve labor agreement between
Metropolitan Alliance of Police, Chapter 84 and the Village of Mount Prospect for the period of
May 1, 2012 to December 31, 2016.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
Nays: None
E. Status
Village Manager Janonis announced the following items of business:
-Committee of the Whole Meeting -December 25 Cancelled
-Village Board Meeting - January 1, 2013 Cancelled
-Committee of the Whole Meeting — January 8, 2013
-Village Board Meeting — January 15, 2013
-Village Hall Closed
Christmas Eve December 24
Christmas Day December 25
New Years Day January 1st
OTHER BUSINESS OTHER BUSINESS
On behalf of the Village Board Mayor Wilks wished all a wonderful holiday season.
ADJOURN ADJOURN
There being no further business to discuss Mayor Wilks asked for a motion to adjourn.
Trustee Zadel, seconded by Trustee Polit, moved to adjourn the meeting.
Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel
Nays: None
Motion carried.
The December 18, 2012 Village Board meeting adjourned at 8:59 p.m.
M. Lisa Angell
Village Clerk
11 of 11
Minutes of the Regular Meeting of the December 18, 2012
Mayor and Board of Trustees
of the Village of Mount Prospect