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Home My WebLink About06/18/2013 VB MinutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT June 18, 2013 CALL TO ORDER Mayor Juracek called the meeting to order at 7:07 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Paul Hoefert Trustee John Korn Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Polit led the Pledge of Allegiance. INVOCATION INVOCATION Trustee Rogers gave the Invocation. MINUTES MINUTES Trustee Korn, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held June 4, 2013. Upon roll call: Ayes: Hoefert, Korn, Polit, Rogers, Zadel Nays: None Abstain: Matuszak Motion carried. FINANCIAL REPORT FINANCIAL REPORT AND APPROVE BILLS & APPROVE BILLS Mayor Juracek stated the next item on the agenda, "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'S REPORT MAYOR'S REPORT A. Appointment of Mayor Pro Tem APPOINTMENT OF Mayor Juracek stated in accordance with the Village Code the election of the new MAYOR PRO TEM President/Mayor Pro Tem would be conducted. Mayor Juracek provided background information and the procedure for the nomination of Mayor Pro Tem. Mayor Juracek moved for the nomination of Trustee Michael Zadel to serve as Mayor Pro Tem for the term to run July 1, 2013 — June 30, 2014, Trustee Polit seconded the nomination. Mayor Juracek then asked for other nominations; there were no other nominations. Mayor Juracek, seconded by Trustee Polit, moved to close nominations for Mayor Pro Tem. Upon roll call: Ayes: Hoefert, Juracek, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. The nomination of Trustee Zadel as Mayor Pro Tem effective July 1, 2013 — June 30, 2014 was approved by the following vote: Upon roll call: Ayes: Nays: Motion carried. Hoefert, Juracek, Korn, Matuszak, Polit, Rogers, Zadel None 1 of 8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Trustee Korn commented on the benefits of the Village's practice of appointing a Mayor Pro Tem. He encouraged other communities to consider adoption of this practice as it maintains a seamless transition when the Mayor is unavailable. APPOINTMENTS CITIZENS TO BE HEARD Mayor Juracek recognized and thanked Trustee Hoefert for serving as Mayor Pro Tem this past term. APPOINTMENTS Mayor Juracek presented the following appointment for Village Board approval Finance Commission James Gregory Term expires September 2016 Mayor Juracek stated Mr. Gregory's appointment fills the unexpired term of Ms. Ann Smilanic. She also noted the memo regarding Mr. Gregory's appointment had been revised to include Mr. Gregory's correct contact information. Trustee Zadel, seconded by Trustee Matuszak, moved to approve the appointment as listed above: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried, Mayor Juracek stated there are many opportunities for residents to be involved in the community by serving on a Village Board /Commission; she encouraged individuals to contact the Village Administrative office for additional information. COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD None. CONSENT AGENDA CONSENT AGENDA Trustee Korn, seconded by Trustee Polit, moved to approve the following business items: FINANCIAL REPORT 1. Monthly Financial Report dated May 2013 & BILLS 2. Bills dated May 30 — June 12, 2013 3. AN ORDINANCE AMENDING CHAPTER 18 ENTITLED "TRAFFIC" OF THE VILLAGE ORD 6078 CODE 4. AN ORDINANCE AMENDING CHAPTER 23, "OFFENSES AND MISCELLANEOUS ORD 6080 REGULATIONS OF THE VILLAGE CODE 5. A RESOLUTION REQUESTING CLOSURE OF A PORTION OF CENTRAL ROAD IN RES 12 -13 ORDER TO CONDUCT A PARADE 6. Motion to accept bid Pavement Marking program in an amount not to exceed $52,773. PAVEMENT 7. Motion to accept bid for 2013 High - Service Pump Rehabilitation in an amount not to MARKING exceed $40,226.54. HIGH - SERVICE Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel PUMP REHAB Nays: None Motion carried. OLD BUSINESS OLD BUSINESS None. NEW BUSINESS NEW BUSINESS A. 1 St reading of An Ordinance Amending Chapter 18 Entitled "Traffic" of the Village Code Approved under the Consent Agenda Trustee Hoefert asked if the second (2 nd ) reading of an ordinance was automatically waived when an item is adopted under the Consent Agenda. In response Village Manager Janonis stated the second (2" reading was waived when approved under the Consent Agenda. 2 of 8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect The Village Code allows for the passage of certain business items including ordinances and resolutions under the Consent Agenda. 2013 BUDGET B. 1 St reading of An Ordinance Making Certain Amendments to the Annual Village Budget AMENDMENT #2 Adopted for the Fiscal Year Commencing January 1, 2013 — December 31, 2013. Mayor Juracek presented for a first (1 reading an Ordinance Making Certain Amendments to the Annual Village Budget Adopted for the Fiscal Year Commencing January 1, 2013 — December 31, 2013.This is the second (2 of several amendments to be made to the 2013 Annual Village Budget. Deputy Finance Director Lynn Jarog provided background information and staff recommendation for the 2013 Budget Amendment No. 2. Each year the Village prepares two (2) or more amendments impacting revenues and /or expenses to the current year's budget; the first (1 amendment typically amends the budget for carry -over items from the previous year. Amendment No. 2 presented for the Village Board's consideration adjusts the budget for material variations in expenditures that occurred during the first (1 half of the year. In total the proposed amendment increases the 2013 annual budget for expenditures by $902,081. Adjustments to the budget impacting expenditures are made up of adjustments to commodity, contractual service and capital accounts. Of the $902,081 in total amendments; 1) $416,150 occurs in the General Fund — adjustments for expenditures associated with the April flooding; 2) $194,400 occurs in the Capital Improvement Fund — ERP project; and 3) $140,711 occurs in the Business District Fund; the balance of the amendments is spread out among four (4) other Village Funds. Staff recommend the Village Board adopt the proposed budget amendment #2 for the 2013 annual budget. In response to Trustee Roger's question regarding revenues, Ms. Jarog stated revenues are coming in better than expected this year; property and sales tax. Trustee Hoefert, 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 Hoefert, seconded by Trustee Rogers, moved for approval of Ordinance No. 6079: ORD 6079 AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL VILLAGE BUDGET ADOPTED FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2013 - DECEMBER 31, 2013 Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays; None Motion carried. C. 1 St reading of An Ordinance Amending Chapter 23 "Offenses and Miscellaneous Regulations," of the Village Code Approved under the Consent Agenda D. A Resolution Requesting Closure of a Portion of Central Road in Order to Conduct a Parade Approved under the Consent Agenda 3 of 8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect MANAGER'S VILLAGE MANAGER'S REPORT REPORT A. Motion to accept proposal for Stormwater Improvements, Phase 1 in an amount not to exceed $1,804,518.37. STORMWATER Public Works Director Sean Dorsey provided background information including the bid process IMPROVEMENTS, and staff recommendation. PHASE 1 Mr. Dorsey stated in December of 2012 the Village Board authorized issuance of $2.5 million in general obligation debt to facilitate the design and construction of specified Village -owned sewer system improvements; the design engineering contract was awarded to Burns & McDonnell for the preparation of plans, specifications and bid documents for the 2013 Stormwater Improvements Phase 1. The Phase 1 projects include: the Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist Stormwater Improvements, Lonnquist Combined Sewer Improvements and Lawrence Lane Stormwater Improvements. The Phase 1 projects are presently slated to start construction in July 2013 with substantial completion by October 2013 and final completion by November 2013. Seven (7) bids were received. The apparent lowest cost bid was submitted by Martam Construction Company; Martam has completed a wide range of construction projects for the Village; all work has been acceptable. Staff recommend accepting the lowest cost bid for the 2013 Stormwater Improvement project as submitted by Martam Construction in an amount not to exceed $1,804,518.37. The total recommended award includes a $50,000 contingency to facilitate the resolution of unforeseen circumstances and quantity variances. In response to questions from the Village Board Mr. Dorsey provided the following: -This project will not affect current work Martam is performing in the Village; Martam has a number of crews, will not be the same crew working on Kensington Road. -All bids are reviewed for accuracy to ensure bid specifications are met. Martam was able to bid lower because they have use for excavated material; avoiding disposal costs. -Engineering estimate was $2.3 million. -Not concerned with amount of contingency; more comfortable coming back to Village to request additional funds. (Contingency typically 5% of total project.) ■Project designed to correct most severe deficiencies; bring sewer system to 25 year standard. Village Manager Janonis stated it has been a long road since the 2011 flood; Village has taken proactive approach to improve these areas of the Village. Action taken is a testament to the Village Board and their commitment to the residents of Mount Prospect. Village Board Comments • Village has allocated money to help the worse conditions; however cannot correct all. Encouraged homeowners to do the right thing by taking corrective actions in their own homes. • This is not the Village's first (1 effort; have spent millions of dollars in flood control projects for many years. -This project is a continuation of the Village's efforts to alleviate flooding. ■2011 flooding — result of 500 year storm. Brought out a lot of deficiencies. -Fortunate to have contractor already working in Village; cost benefit. Money saved can be used on other projects -Very favorable rate from Mount Prospect State Bank; able to pay off with existing revenues. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of request to accept bid for Stormwater Improvements, Phase 1, from Martam Construction Company in an amount not to exceed $1,804,518.37. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. 4of8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect STORMWATER B. Motion to accept proposal for Stormwater Improvements Construction Engineering Services IMPROVEMENTS in an amount not to exceed $136,000. CONSTRUCTION ENGINEERING Public Works Director Sean Dorsey provided background information including an overview of SERVICES the proposal and staff recommendation. The Village's design engineer for the 2013 Stormwater Improvements projects, Burns & McDonnell was asked to submit a proposal to provide construction engineering and inspection services for these projects; the Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist Stormwater Improvements, Lonnquist Combined Sewer Improvements and Lawrence Lane Stormwater Improvements. The proposal submitted by Burns and McDonnell provides for specified full -time construction engineering and contract administration services for an amount not to exceed $136,000. The fee requested by Burns and McDonnell represents approximately 7.5% of the $1,804,518.37 project cost; typically the costs for full -time construction engineering works ranges between 8- 12% of the construction cost. It is staff's opinion that due to the high public profile of the construction, primarily to be done in residential neighborhoods, requires the engineering experience and expertise demonstrated by Burns and McDonnell. Staff requested a senior level construction representative (inspector) and a senior level construction engineer. Staff recommend accepting the proposal from Burns & McDonnell Consulting Engineers for the specified construction engineering services associated with the 2013 Stormwater Improvements project in an amount not to exceed $136,000. Trustee Zadel stated that while he supports the recommendation, he will recuse from voting in accordance with the ethical standards of a public official; his employer has engaged in business with Burns and McDonnell. Trustee Korn, seconded by Trustee Polit, moved for approval to accept proposal for Stormwater Improvements construction engineering services from Burns and McDonnell in an amount not to exceed $136,000. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers Nays: None Abstain Zadel Motion carried. C.Motion to waive the bid process and purchase 25 MVR units and retention system pursuant to MOBILE VIDEO State of Illinois bid award contract #CMS8291640 in an amount not to exceed $172,000. RECORDING UNITS AND RETENTION Deputy Police Chief John Wagner provided background information including a detailed SYSTEM overview of the requested system (features /benefits,) system /cost comparisons, and staff recommendation. The proposed purchase of 25 Mobile Video Recording Systems (MVR) will replace the MVR system purchased in 2006. Currently all department patrol vehicles are equipped with the L -3 Communications MVR; over the last two (2) years this system has become increasingly fraught with maintenance issues requiring frequent repairs resulting in the removal of patrol squads from service. To determine which system best met the needs of the department, several factors including the following were evaluated: digital format and security, system pricing, warranty, serviceability and turnaround and actual use in the field by police agencies. Based on these factors and the comprehensive evaluation of the system, staff determined the CDS Office Technology equipment utilizing the Panasonic in -car video camera system best met the needs of the department. 5 of 8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Staff request Village Board approval to waive the bid process and purchase the CDS Office Technologies Panasonic system under the State of Illinois bid award contract #CMS8291640 in an amount not to exceed $172,000. Deputy Chief Wagner provided the following in response to questions from the Village Board: ■ All information is for in -house use only; supervisory administrative staff; officer can only view with pass -word sign -in. -Currently when MVR equipment is down, officer is assigned a different vehicle with MVR. If squad with MVR equipment is not available assigned squad without MVR; officer remains on the street. -Recordings particularly helpful as evidentiary source in DUI arrests. Mr. Ketchum, Panasonic representative was also in attendance to provide additional information and respond to questions from the Village Board, ■ Panasonic has less than '/2% failure rate; systems that have greater failure rates not serving the needs of the community. -Panasonic has excellent clarity, night and day. ■ Data transferred to local server. -Park Ridge purchased system in 2004; to date no replacement. Village Board Comments ■ Audio /visual recordings help supervisors with officer safety. ■ Live - streaming —future use. -Essential to have this level of technology; no different than upgrades /replacement of other technology. -Assurance for privacy of Village data. Trustee Rogers, seconded by Trustee Polit, moved for approval to waive the bid process and purchase 25 MVR units and retention system pursuant to State of Illinois bid award contract #CMS8291640 from CDS Office Technologies in an amount not to exceed $172,000.. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. D.Motion to accept proposal for Northwest Highway Streetscape design engineering services in an amount not to exceed $100,920. NORTHWEST HIGHWAY Public Works Director Sean Dorsey provided background information, the proposal process, STREETSCAPE details of the streetscape project and staff recommendation. DESIGN ENGINEERING Over the years the Village has made a significant investment in revitalizing the sidewalk and parkway along the Northwest Highway Corridor; a visual enhancement through streetscape in front of local businesses and residences. To further efforts in revitalizing the entire corridor, the Village applied for and was recently awarded a grant from the Illinois Transportation Enhancement Program (ITEP) for a streetscape along Northwest Highway; grant award of $678,000. The first (1 step in the process was to retain the services of an engineering consultant to assist in meeting all of the requirements of the ITEP and IDOT while providing comprehensive engineering plans; by law local governments must negotiate and enter into contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications at a fair and reasonable compensation. The Engineering Division requested a Statement of Qualifications from six (6) engineering firms; three (3) engineering firms were interviewed. Based on evaluation of the statements of qualifications, interviews, and negotiations staff determined Hancock Engineering Company to be the most preferred and able to perform the necessary services within the budget limits of the project. 6 of 8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Staff recommend acceptance of the negotiated proposal submitted by Hancock Engineering Company for Phase 1 and Engineering services for the Northwest Highway Streetscape project design engineering in an amount not to exceed $100,920. Mr. Dorsey provided the following in response to questions from the Village Board: -Staff will inspect condition of plantings in existing planters along the corridor. -Areas where streetscape already completed are skipped over. -Brick Pavers will match work already done. -Five (5) year schedule for cleaning /sealing of brick pavers. -No disruption to businesses. -Work performed not the same type as being done work on Northwest Highway in Arlington Heights. -Design is this year; construction to begin next year. Village Board Comments -Unified design; capture similar style with Northwest Highway. -Business signs need visibility; trees /plantings should not block signage. -Deterioration of brick pavers — (Mr. Dorsey stated pavers typically have a 20 year life; Public Works has an annual replacement schedule for pavers in poor condition.) Trustee Zadel, seconded by Trustee Rogers, moved for approval to accept proposal for Northwest Highway Streetscape design engineering submitted by Hancock Engineering Company in an amount not to exceed $100,920. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. E. Motion to accept bid for Pavement Marking program in an amount not to exceed $52,773, Approved under the Consent Agenda. F. Motion to accept bid for 2013 High- Service Pump Rehabilitation in an amount not to exceed $40,226.54 Approved under the Consent Agenda. G. Motion to reject bids for elevated tank painting project ELEVATED TANK Public Works Director Sean Dorsey presented background information and staff PAINTING PROJECT recommendation. Mr. Dorsey stated the elevated tank was painted twenty (20) years ago; expected life of painting is fifteen (15 years. Tank Industry Consultants, Inc. was retained by the Village to inspect the elevated tank and prepare the detailed technical specifications and bid documents for the re- painting and any needed repairs. Five (5) firms submitted bids for the project. The lowest cost bid was submitted by Am -Coat Paint,lnc. in the amount of $879,000. This bid exceeded both the engineer's estimated cost and available funding for the project. Staff and the consultant reviewed all estimates; the contractors were also contacted regarding their bids. The two (2) factors that appear to have impacted the project cost are: 1) prices were bid at a premium because of all the other work the contractors already had and 2) the cost for protection of the wireless antenna equipment on the elevated tank. While the wireless carriers that have equipment on the elevated tank are required under their leases to offset any of the Village's extra costs during painting and maintenance, the bid documents did not clearly differentiate between costs associated with the Village -owned and wireless carrier communication equipment. In consideration of these factors, staff determined it remains feasible to complete this project within the current allocated budget. 7of8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect It is therefore staff recommendation to reject all bids and restructure the bid documents to accurately identify commercial wireless carrier equipment protection costs and rebid the project later this summer with work to be done in 2014. In response to questions from the Village Board Mr. Dorsey provided the following: -No major flaws in tank requiring immediate painting; comfortable deferring painting /repair until 2014. -Onus will be on wireless carriers to pay for costs associated with equipment protection. -Not deferring any needed maintenance on the tank; do not anticipate cost increase because work is delayed. -By bidding earlier for next year, Village will be in the front of the line for work; not subject to premium costs. -Tank will be drained for work. Trustee Zadel, seconded by Trustee Rogers, moved for approval to reject bids for the elevated tank painting project. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried H. Status Village Manager Janonis made the following announcement for community events /meetings: ■ Lions Club Annual Festival — July 3rd —7 th; Melas Park ■4 of July Parade In consideration of the 4 th of July holiday and related activities Village Manager Janonis recommended cancellation of the July 2 "d Village Board meeting. The general consensus of the Village Board was to cancel the July 2 nd Village Board meeting; the next Village Boarding meeting will be July 16 OTHER BUSINESS Trustee Polit stated the Village expends significant dollars for pavement markings; OTHER BUSINESS lanes /sidewalks. Encouraged pedestrians to cross streets at marked sidewalk crossings and drivers to avoid driving over the markings. Trustee Korn encouraged residents to attend the 75 annual Lions Club Festival; see full line up of activities in Village Newsletter. Mayor Juracek also encouraged residents to attend the event and enjoy the food and music; good line -up of vendors. ADJOURN There being no further business to discuss Mayor Juracek asked for a motion to adjourn. ADJOURN Trustee Polit, seconded by Trustee Rogers, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Rogers, Polit, Zadel Nays: None Motion carried. The June 18, 2013 Village Board meeting adjourned at 8:38 p.m. M. Lisa Angell Village Clerk 8of8 Minutes of the Regular Meeting of the June 18, 2013 Mayor and Board of Trustees of the Village of Mount Prospect