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HomeMy WebLinkAbout2. VB Minutes 05/07/2013 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT May 7, 2013 CALL TO ORDER Mayor Wilks called the meeting to order at 7:09 p.m. ROLL CALL Present: Mayor Irvana Wilks Trustee Paul Hoefert Trustee Arlene Juracek Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Posting of Colors by the Mount Prospect Police and Fire Departments Honor Guard with the Pledge of Allegiance led by Trustee Hoefert. INVOCATION INVOCATION Pastor Russell Bechtold, Northwest Assembly of God Chaplain, Village of Mount Prospect Fire and Police Departments MINUTES APPROVAL OF MINUTES Trustee Polit, seconded by Trustee Zadel, moved to approve the minutes, of the regular meeting held April 16, 2013. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. APPROVE BILLS APPROVE BILLS Mayor Wilks stated the next the only item listed under the consent agenda. She stated unless there was a request to remove a bill for separate discussion the bills would be approved at this time. Trustee Juracek, seconded by Trustee Polit, moved for approval of bills dated April 11 April 30, 2013. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. REPORT st A. 1 reading of An Ordinance Amending Chapter 13 (Alcoholic Liquors) of the Village Code st AMEND CHAPTER Mayor Wilks presented for a first (1) of reading an ordinance amending Chapter 13 13 (ALCOHOLIC (Alcoholic Liquor) of the Mount Prospect Village Code. LIQUORS) - licenses by one (1) issued to Blues Bar LLC d/b/a Blues Bar LLC, Two West Busse Avenue. Trustee Korn, seconded by Trustee Zadel, 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. Minutes of the Regular Meeting Page 1 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect Trustee Korn, seconded by Trustee Zadel, moved for approval of Ordinance No. 6066: ORD 6066 AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. APPOINTMENTS APPOINTMENTS Mayor Wilks presented the following appointment for Village Board approval: Sister Cities Commission: Appointment Judy McGinnis Term expires October 2015 Trustee Korn, seconded by Trustee Hoefert, moved to approve the appointment as listed above: Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Mayor Wilks introduced and welcomed Ms. McGinnis to the Commission. COMMUNICATIONS AND PETITIONS - CITIZENS TO BE HEARD CITIZENS TO BE HEARD None. CONSENT CONSENT AGENDA AGENDA No additional items; bills approved under Agenda Item VI. Approve Bills. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS Mayor Wilks presented a resolution declaring the results of the April 9, 2013 Consolidated Election. 2013 Arlene A. Juracek was elected to a four (4) year term as Village President; Trustee Steven CONSOLIDATED Polit, Trustee John Matuszak and Trustee Michael Zadel were re-elected to four (4) year ELECTION terms. Barbara Burns and Jane Everette were re-elected to six (6) year terms as Mount Prospect Library Trustees. Trustee Korn, seconded by Trustee Zadel, moved for approval of Resolution No. 08-13: RES 08-13 A RESOLUTION DECLARING THE RESULTS OF THE CONSOLIDATED ELECTION OF THE VILLAGE OF MOUNT PROSPECT, APRIL 9, 2013 Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Minutes of the Regular Meeting Page 2 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect BOARD REMARKS BOARD REMARKS Trustee Hoefert, Trustee Korn, Trustee Juracek, Trustee Matuszak, Trustee Polit and Trustee Zadel each expressed their sincere appreciation to Mayor Wilks for her outstanding leadership and many years of service to the community; leaving a legacy of accomplishments. Each Trustee also shared a personal thought/experience about working with Mayor Wilks; thanking her for the opportunity to work with her and wishing her well. Mayor Wilks expressed her deep appreciation for having had the opportunity to be involved with local government beginning in 1985 and to have served as an elected official since 1991. She recognized and thanked all members of the Village Board for their support and ability to work well together on behalf of the community. ADJOURN SINE ADJOURN DIE Mayor Wilks adjourned the meeting sine die at 7:38 p.m. The book which captures the exchanges between the two communities was accompanied by a letter from Mayor François Kosciusko-Moriz thanking Mayor Wilks for all her work to continue and strengthen the bond between Sèvres and Mount Prospect. (Newly appointed Sister Cities Commissioner Judy McGinnis translated the letter.) Mr. Farley also thanked Mayor Wilks for fostering the vibrant relationship between the Sister Cities through on-going civic and cultural exchanges. ADMINISTER ADMINISTER OATHS OF OFFICE TO NEWLY ELECTED OFFICIALS OATHS Village Clerk Lisa Angell administered the oath of office to Mayor Arlene A. Juracek, Trustee Michael A. Zadel, Trustee John J. Matuszak and Trustee Steven S. Polit. CALL TO ORDER CALL TO ORDER Mayor Juracek called the meeting to order at 7:50 p.m. ROLL CALL ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Michael Zadel Mayor Juracek thanked the residents of Mount Prospect for entrusting her with the leadership of the Village. In crediting her predecessors she stated Mount Prospect is blessed with a legacy of dedicated professional and hard-working leaders. Mayor Juracek congratulated Trustees Matuszak, Polit, and Zadel on their re-election; adding, she is proud to be a part of a Village Board whose fiscally conservative oversight has helped the Village with stand economic challenges. The Village Board will continue to work jointly in determining how to operate within our financial means with a commitment to cost-effective and efficient community services. Mayor Juracek then thanked her family for their support and patience. APPOINTMENT A. Appointment to fill the vacant Trustee seat occasioned by the election of Arlene A. Juracek to the office of Mayor. Minutes of the Regular Meeting Page 3 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect Richard Rogers to fill the remaining term of her office as Village Trustee. Mr. Rogers has served as Chair of the Planning and Zoning Commission since 2007. Trustee Hoefert, seconded by Trustee Polit, moved to approve the appointment as listed above: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Zadel Nays: None Motion carried. Village Clerk Lisa Angell administered the oath of Office to Richard F. Rogers as Village Trustee. Mayor Juracek presented proclamations in recognition of: POLICE WEEK PEACE OFFICERS MEMORIAL DAY, May 15, 2013 and NATIONAL POLICE WEEK, May 12 -18, 2013 PUBLIC WORKS WEEK NATIONAL PUBLIC WORKS WEEK, May 19- 25, 2013 Deputy Police Chief Timothy Janowick accepted the proclamation for National Police Week. Deputy Chief Janowick thanked the Mayor and Village Board for recognizing the Police Department and remembering all those officers who have lost their lives in the line of duty. He stated the first Police Chief of Mount Prospect was appointed in 1924; fortunately the Village has never lost a member of the Police Department in the line of duty. On behalf of the Village Board Mayor Juracek thanked the members of the Mount Prospect Police Department for their service. Mr. Sean Dorsey accepted the proclamation for National Public Works Week. Mr. Dorsey th encouraged residents to attend the annual Public Works Open House, Saturday, May 18, 9:00 a.m. 1:00 p.m. Besides being fun for all the Open House is an excellent opportunity to learn about the services provided by Public Works; there will be displays and staff available to answer questions. On behalf of the Village Board Mayor Juracek thanked the members of the Public Works Department for all the services and programs provided to the community. APPOINTMENTS APPOINTMENTS With the appointment of Richard Rogers to Village Trustee, Mayor Juracek presented the Planning and Zoning Commission Chair Appointment: Joseph P. Donnelly Term expires May 2015 Trustee Hoefert, seconded by Trustee Rogers, moved to approve the appointment as listed above: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. CONSENT CONSENT Mayor Juracek stated unless there was a request to remove a business item(s), noted by an asterisk, all items noted by an asterisk would be considered with one (1) vote as business Minutes of the Regular Meeting Page 4 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect Trustee Hoefert requeste of Surplus Personal Property owned by the Village of Mount Prospect be removed from the Consent Agenda for separate discussion. Mayor Juracek stated this item would be removed from the Consent Agenda for discussion as listed on the Agenda under New Business Trustee Korn, seconded by Trustee Polit, moved to approve the following business items: 1. A RESOLUTION APPROVING A PLAT OF EASEMENT DEDICATION FOR RES 09-13 PROPERTY LOCATED AT 1668-1698 SOUTH ELMHURST ROAD 2. AN ORDINANCE AMENDING CHAPTER 23 OF THE VILLAGE CODE OF THE ORD 6067 VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS, REGARDING ALARM SYSTEMS 3. AN ORDINANCE DESIGNATING REPRESENTATIVES TO THE NORTHWEST ORD 6069 SUBURBAN MUNICIPAL JOINT ACTION WATER AGENCY FOR THE VILLAGE OF MOUNT PROSPECT 4. A RESOLUTION APPOINTING A DIRECTOR AND ALTERNATE DIRECTORS TO RES 10-13 THE SOLID WASTE AGENCY OF NORTHERN COOK COUNTY Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS A. A Resolution Approving a Plat of Easement Dedication for Property Located at 1668-1698 South Elmhurst Road Approved under Consent RES 09-13 B. An Ordinance Amending Chapter 23 of the Village Code of the Village of Mount Prospect, Cook County, Illinois Regarding Alarm Systems. Approved under Consent ORD 6067 st SALE OF SURPLUS C. 1 reading of An Ordinance Authorizing the Sale of Surplus Personal Property Owned by PROPERTY the Village of Mount Prospect OWNED BY THE VILLAGE OF Trustee Hoefert stated his request for discussion of this ordinance was specific to the listing MOUNT of the Chevy Corvette to be auctioned at the Public Works Open House; he questioned if the PROSPECT Public Works auction was the best site for sale of a specialty vehicle. Trustee Hoefert suggested listing the car with a vintage or specialty car sale site; a market more appropriate for this type of vehicle may garner more money. Village Manager Michael Janonis stated the vehicle should remain on the surplus property list, authorizing sale of the car, but added staff will research available options to facilitate the sale of the vehicle at the most favorable price. Trustee Polit, seconded by Trustee Zadel, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Matuszak, seconded by Trustee Rogers, moved for approval of Ordinance No. 6068: ORD 6068 AN ORDINANCE AUTHORIZING THE SALE OF SURPLUS PROPERTY OWNED BY THE VILLAGE OF MOUNT PROSPECT Minutes of the Regular Meeting Page 5 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Roger, Zadel Nays: None Motion carried. D. An Ordinance Designating Representatives to the Northwest Suburban Municipal Joint Action Water Agency (JAWA) for the Village of Mount Prospect. Approved under the Consent Agenda ORD 6069 E. A Resolution Appointing a Director and Alternate Directors to the Solid Waste Agency of Northern Cook County (SWANCC) Approved under the Consent Agenda RES 10-13 Mayor Juracek thanked the Trustees for their additional service as Village representatives on these intergovernmental agencies. VILLAGE V Village Manager Janonis stated the Public Works Department had two (2) bidS and a REPORT professional services proposal recommendations to present. SEWER PIPE A. Motion to accept bid for 2013 sewer pipe rehabilitation using the cured-in-place process REHAB CIPP (CIPP) in an amount not to exceed $447,341. PROCESS Public Works Director Sean Dorsey presented background information and staff recommendation. The propose Combined Sewer System Evaluation Study (CSSES). Since 2005 the rehabilitation work has resulted in the elimination of the worst defects - 100% of both Category 4 and proposed project features 5,899 24 diameter along with the televising and cleaning of approximately 65,000 lineal feet of sewers. Visu-Sewer of Illinois, LLC, Bridgeview is the apparent low bidder and provided all the necessary material and references as outlined in the bid specification. Visu-Sewer has done work in the past for the Village and their work has been satisfactory and timely. Staff recommend the contract be awarded to the low bidder Visu-Sewer of Illinois, LLC, Bridgeview in an amount not to exceed $447,341; this amount includes a 10% contingency of $40,667.10 to cover any unforeseen expenses. In response to a question regarding the patent on the CIPP Mr. Dorsey stated for many years Insituform had the patent for this process. However, with expiration of the patent several companies are now doing the work; competitive pricing has brought the cost down. Trustee Korn, seconded by Trustee Matuszak, moved for approval of request to award contract to Visu-Sewer of Illinois, LLC, Bridgeview for 2013 sewer repairs using cured-in- place-pipe (CIPP) process in an amount not to exceed $447,341; includes contingency of $40,677.10. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. SEWER LINE SPOT RELAYS B. Request Village Board approval to accept bid for 2013 sewer line spot relays in an amount not to exceed $261,965. Minutes of the Regular Meeting Page 6 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect Public Works Director Sean Dorsey presented background information and staff recommendation. Mr. Dorsey stated sewer line spot relay repairs are also proposed for certain defects identified in the 2004 sewer evaluation. Some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays.) The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe. twenty-two (22) point repairs. Mr. Dorsey stated the apparent low bidder for the proposed spot relay work is Suburban General Construction, LaGrange Park. Suburban General met all bid requirements and has previously done work for the Village; all work has been without issues and timely. Staff recommend the contract be awarded to the low bidder, Suburban General Construction, LaGrange Park in an amount not to exceed $261,965; this amount includes a 10% contingency of $23,815. (As bid quantities are estimates and actual field measures will vary staff recommend the 10% contingency.) In response to questions from the Village Board Mr. Dorsey provided the following: Remove bad section manhole to manhole and then line entire section. Will maximize the amount of work completed if contingency money not used. On one occasion many years ago a section of the completed work failed; the responsible contractor made repairs without additional cost. Village does routine TV inspection of sewer lines. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of request to award contract to Suburban General Construction for 2013 sewer line spot repairs in an amount not to exceed $261,965; includes contingency of $23,815. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. PROFESSIONAL SERVICES C. Motion to accept proposal for the 2013 CIPP and sewer line spot repair projects construction engineering services in an amount not to exceed $54,070. Public Works Director Sean Dorsey presented background information and staff recommendation. Due to the scale of the Combined Sewer System Evaluation Study (CSSES) (cured-in-place- pipelining (CIPP) and spot relay repair) a multi-million dollar and multi-year effort, staff recommends the use of an engineering consultant part-time to assist Village staff in the oversight of the program. Baxter & Woodman Consulting Engineers, firm who prepared the initial CSSES study and provided construction engineering services for 2012 CIPP and Spot Relay project has also provided similar services in each of the previous seven (7) years. In 2012 the Village Board expressed concerns that the Village may not be receiving the most competitive pricing from consultants that have been on a project year after year. As part of the 2013 CSSES staff prepared a Request for Proposal (RFP) for engineering services for both the CIPP project and spot relay repairs. Staff solicited three (3) area firms with expertise in the areas of inspecting cured-in-place pipelining and in the area of construction monitoring of sewer repairs; two (2) proposal were received. The price difference between the proposal from the two (2) firms was $846. While both firms are capable of performing the work, Baxter & Woodman has more experience with the Minutes of the Regular Meeting Page 7 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect The small pricing difference is made up by their experience and timely completion of the yearly projects. Mr. Dorsey stated due to the economy of scale staff believe there is value in continue to work with Baxter & Woodman. Staff recommend the continued use of consulting engineer, Baxter & Woodman on a part- time basis and to add a $5,000 contingency to the cover the engineering services for additional liners or spot relay repairs; total amount not to exceed $54,070. Village Board Comments The practice of going with the same provider when a lower proposal has been submitted may discourage other firms from submitting proposals. At what cost difference does the Village decide to shift from incumbent. Cannot support staff recommendation in previous decision staff recommended going with the lowest qualified bidder over a local business despite the nominal price difference. 2012 discussion - prompted staff to go out for pricing to see if Village was in fact getting the best pricing from a single source. Low bidder was qualified difficult to support recommendation to go with higher proposal.. Professional services money not always the final determination; expertise/history/quality of work. Village does not award a bid because it is a Mount Prospect business; bid award based on the lowest qualified bid submitted. State of Illinois code recognizes the difference between bids for commodities and proposals for professional services. Federal contracts no sealed bids; look for best value through negotiated pricing. Professional service contract look for the best value; price/quality of service provided. Need to ensure equal standards for RFP; careful not to always choose incumbent. Consider using RFQ (request for qualifications) than develop RFP; utilize professional score sheet. In response to questions from the Village Board regarding the recommendation to go with the higher proposal Mr. Dorsey reviewed the purpose of going out for an RFP for this particular service; testing the market. As there were several references to the professional services RFP as a bid Mr. Dorsey noted the distinction between an RFP and a bid; a RFP looks at both price and ability to perform. He highlighted the value and advantages to awarding the contract to Baxter and Woodman. Trustee Zadel stated, in accordance with the ethical standards of an elected official he would recuse from this vote. (Baxter and Woodman has performed work for his employer.) Trustee Hoefert, seconded by Trustee Zadel, moved for approval of request to accept proposal for the 2013 CIPP and sewer line spot repair projects construction engineering services in an amount not to exceed $54,070. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Rogers Nays: Polit Abstain: Zadel Motion carried. E.Status Village Manager Janonis announced the following: th Coffee with Council, May 11; 9 am to 11 am Village Hall Community Center A personal invitation to attend was extended to former Mayor Wilks. OTHER BUSINESS OTHER BUSINESS None. Minutes of the Regular Meeting Page 8 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect ADJOURN ADJOURN There being no additional business for discussion Mayor Juracek called for a motion to adjourn. Trustee Zadel, seconded by Trustee Polit, moved to adjourn the meeting. Ayes: Hoefert, Juracek, Matuszak, Rogers, Polit, Zadel Nays: None Motion carried. The May 7, 2013 Village Board meeting adjourned at 8:50 p.m. M. Lisa Angell Village Clerk Minutes of the Regular Meeting Page 9 of 9 May 7, 2013 of the Mayor and Board of Trustees of the Village of Mount Prospect