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HomeMy WebLinkAbout2. VB Minutes 08/20/2013MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT August 20, 2013 CALL TO ORDER Mayor Juracek called the meeting to order at 7:04 p.m.. ROLL CALL Present: Mayor Arlene Juracek Trustee John Korn Trustee Paul Hoefert Trustee John Matuszak Trustee Steven Polit Trustee Richard Rogers Absent: Trustee Michael Zadel PLEDGE PLEDGE OF ALLEGIANCE Trustee Matuszak led the Pledge of Allegiance, INVOCATION INVOCATION Mayor Juracek gave the Invocation. MINUTES MINUTES Trustee Korn, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held August 6, 2013. Upon roll call: Ayes: Hoefert, Korn, Polit, Rogers Nays: None Abstain: Matuszak Motion carried. FINANCIAL REPORT MONTHLY FINANCIAL REPORT AND APPROVE BILLS AND APPROVE Mayor Juracek stated the next item on the agenda, "MONTHLY FINANCIAL REPORT AND BILLS 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. Proclamation: "School's Open Safety Week," August 18 -24, 2013 SCHOOL'S OPEN Mayor Juracek presented the proclamation to Deputy Police Chief John Wagner. Deputy Chief SAFETY WEEK, Wagner encouraged all Mount Prospect residents to drive safely and cautioned drivers to be AUGUST 18 -24, especially cognizant of traffic laws specific to school zones. Deputy Chief Wagner also 2013 highlighted the new "Adopt -A- School" program; throughout the school year police officers will visit schools — focus will be safety. APPOINTMENTS APPOINTMENTS Mayor Juracek presented the following appointments /reappointments for Village Board approval: Centennial Commission Appointment( Leo Floros Co- Chair) Term expires December 2018 Jean Murphy (Co- Chair) Term expires December 2018 Alex Bertolucci Term expires December 2018 Lisa Blaszinski Skip and Janice Farley 1 of 6 Term expires December 2018 Term expires December 2018 Minutes of the Regular Meeting of the Mayor and Board of Trustees of the Village of Mount Prospect August 20, 2013 Centen Commission Appointment Linda Hoefert Michaele Skowron Christy Watychowicz John Zulaski Sister Cities Co mmission Reappointment Rachel Toeppen Plannina and Zonina Commission Appointment Jeanne Kueter Term expires December 2018 Term expires December 2018 Term expires December 2018 Term expires December 2018 Term expires July 2017 Term expires May 2016 Mayor Juracek stated with the appointment of his appointment to Co -Chair of the Centennial Commission, Mr. Floros indicated he would prefer to serve on only one (1) Commission and recommended consideration of Ms. Kueter as his replacement on the Planning and Zoning Commission. Trustee Hoefert, seconded by Trustee Rogers, moved to approve the appointments/ reappointments as listed above: Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers CITIZENS TO BE Nays: None HEARD Motion carried. CONSENT AGENDA COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD None FINANCIAL REPORT AND APPROVE CONSENT AGENDA BILLS Trustee Matuszak, seconded by Trustee Polit , moved to approve the following business items: VILLAGE HALL 1. Monthly Financial Report- July 2013 PARKING GARAGE 2. Bills dated August 1 — August 14, 2013 3. Motion to accept bid for the repair and preventative maintenance of the Village Hall RUGGEDIZED parking garage in an amount not to exceed $46,000. LAPTOPS 4. Motion to accept the State of Illinois bid for the purchase of ruggedized laptops in an amount not to exceed $44,764.24. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers OLD BUSINESS Nays: None Motion carried. PZ- 08 -13, 730 AND 740 EAST RAND OLD BUSINESS ROAD A. PZ- 08 -13, 730 AND 740 East Rand Road, Menards, Inc. 2 nd reading of An Ordinance Amending Ordinance No. 6025 Granting a Conditional Use Permit and Variations (Parking and Lighting) for Property Located at 730 and 740 East Rand Road. Mayor Juracek presented for a second (2nd) reading an Ordinance Amending Ordinance No. 6025 Granting a Conditional Use Permit and Variations (Parking and Lighting) for Property Located at 730 and 740 East Rand Road. The Planning and Zoning Commission voted to approve the request by a vote of 6 -0. 2 of 6 Minutes of the Regular Meeting of the August 20, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Community Development Director Bill Cooney provided an overview of the Petitioner's requests: 1) an amendment to Ordinance No. 6025 which granted a Conditional Use to amend the Planned Unit Development to allow the expansion of the garden center, warehouse and outdoor yard; 2) a Variation to reduce the required off - street parking to 293 parking spaces; 3) a Variation to increase the illumination levels at the property lines. Mr. Cooney stated in response to questions and concerns from the Village Board at the August 6, 2013 Village Board meeting Menards submitted modified plans for the Village Board's consideration; 1) lighting; 2) parking; 3) drainage and 4) property maintenance. 1) Lighting — revised photometric. Petitioner has complied with all Village regulations except at three (3) hot spot locations — Harvest Lane; gate at south property line and Rand Road. 2) Parking — new parking exhibit illustrates the land banking of 21 additional parking spaces at north end of area. 3) Drainage — water from Menard's property drains primarily in to Feehanville ditch; inlets behind landscape area. Public Works engineers indicated Menard's permit capacity seems fine; meets Village Code. 4) Maintenance Issues — Village staff walked property with Menard's personnel and discussed how property needs to be maintained including landscape. Memorandum from Mr. Simonds regarding maintenance requirements. In response to questions from the Village Board Mr. Cooney provided the following: 1) Village is looking into increasing illumination standards for hot spots at entrances along arterial highways. 2) Menard's lighting fixtures are zero cut -off. 3) The ordinance could be amended to include conditions regarding parking; 1) variation for parking space attached to Menard's /usage and 2) no parking spaces used for outdoor sales. Mr. Simonds and Mr. Dan Mollenik, engineer with Manhard Consulting were in attendance to provide additional information and respond to questions from the Village Board. Mr. Simonds provided the following information: -All lighting fixtures are zero cut -off (wall in rear of property makes lighting at that location zero cut -off) -He has spoken directly with and given written direction to the General Manager regarding Landscape and Storm Water Maintenance Program; there is work to be done. If not in this year's budget will do landscape work in 2014. -Land banked 21 parking spaces; if needed. -Employee parking — designated 50 parking spaces along Rand Road. Village Board Comments -Based on counts — appears there are 70 employees — concerned employees will park in subdivision. -If money in current budget requested tree trimming be done this year. -Appreciate Menards addressing lighting issue. -Appreciate letter to General Manager regarding landscape maintenance; recommend letter be part of General Manager job description. -Need to enforce condition that no parking spaces be used for outdoor sales. In response to concerns regarding employee parking Mayor Juracek stated if a problem becomes evident the Village can enforce the use of the additional land banked parking spaces. Mayor Juracek thanked Mr. Simonds for addressing the Village's concerns. Public Com ments Mr. Richard Benson, President Harvest Heights Homeowners Association 220 Autumn Lane 3 of 6 Minutes of the Regular Meeting of the August 20, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Mr. Benson presented recent photographs to illustrate safety concerns with dead tree limbs as well as the overall lack of attention to the property: -Trees need pruning — remove dead tree limbs. -Tree stump needs to be removed. -Fallen tree limbs /twigs and other debris on the property for extended period. -Weeds and other overgrowth; overgrowth blocks drainage at inlet. -Replacement trees planted by Menards not well- maintained. Mr. Benson stated he was skeptical of Menard's commitment to the new landscape plan; requested the Village Board withhold approval of ordinance until Menards cleans up the area. Village Board Comments -Trees with dead limbs — significant safety risk; cost to remove small fraction of Menard's revenue from sales. -Amend proposed ordinance to include the following conditions: 1) If determined necessary by the Village, the petitioner shall construct the twenty -one (21) land banked parking spaces. 2) The petitioner shall ensure that all future store managers follow the landscape and storm water maintenance program detailed in the memo from Mr. Simonds. 3) The parking variance applies only to Mendards and /or any similar home improvement uses, all other future uses must comply with applicable Village parking requirements. Mayor Juracek asked for a motion for approval of the ordinance as amended with the following conditions: 1) if determined necessary by the Village, the petitioner shall construct the twenty - ORD 6089 one (21) land banked parking spaces; 2) the petitioner shall ensure that all future store managers follow the landscape and storm water maintenance program detailed in the memo from Mr. Simonds and 3) the parking variance applies only to Mendards and /or any similar home improvement uses, all other future uses must comply with applicable Village parking requirements. Trustee Polit, seconded by Trustee Rogers, moved for the approval of Ordinance No. 6089: NEW BUSINESS AN ORDINANCE AMENDING ORDINANCE NO. 6025 GRANTING A CONDITIONAL ISSUANCE OF USE PERMIT AND VARIATIONS (PARKING AND LIGHTING) FOR PROPERTY GENERAL LOCATED AT 730 AND 740 EAST RAND ROAD OBLIGATION BONDS Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers Nays: None Motion carried. NEW BUSINESS A.1" reading of An Ordinance Providing for the Issuance of General Obligation Bonds, Series 2013, to Fund Capital Improvements Related to Flood Control within the Village, and Providing for the Levy of a Direct Annual Tax Sufficient to the Principal of and Interest on said Bonds. Mayor Juracek presented for a first (1 reading an Ordinance Providing for the Issuance of General Obligation Bonds, Series 2013, to Fund Capital Improvements Related to Flood Control within the Village, and Providing for the Levy of a Direct Annual Tax Sufficient to the Principal of and Interest on said Bonds. Finance Direct Dave Erb provided background information regarding the request to authorize the issuance of general obligation bonds to fund capital improvements related to flood control. Mr. Erb also provided a detailed account of the bidding process and bid results. 4of6 Minutes of the Regular Meeting of the August 20, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Short -term notes totaling $2.5 million were issued in December of 2012 to address flood project areas along Lonnquist Boulevard as well as Lawrence Lane, Hatlen Heights and Golfview Estates. An additional $10 million is needed to address the remaining public sector improvements in the Isabella project area. The interest earnings from the bond proceeds will subsidize payment of flood project. Mr. Erb stated bonds necessary to fund the balance of public sector flood projects were sold through a competitive bid process this morning; (Tuesday, August 20, 2013). Village staff were able to watch the "live" bidding by the four (4) bidders. In describing the bid process Mr. Erb stated the actual bidding took place in the last five (5) minutes of the actual fifteen (15) bidding period. The successful bidder was Janney Montgomery Scott (Janney) with the lowest Total Investment Cost (TIC) of 3.86 %. Bond summary - $10 million in bonds, tax exempt and bank qualified. Delivery of bonds is September 10, 2013 — bonds due December 2033. Chapman and Cutler will prepare bonds for September 10, 2013 closing. In response to questions regarding the bidding process Mr. Erb stated during the real -time bidding, the bidders can only see their own bid and ranking; cannot see other bids. Mr. Erb stated the strong interest in Mount Prospect bonds and the successful low TIC submitted by Janney can be attributed to the Village's excellent AA+ Standard and Poors rating. The very favorable rating is based on the Village's 1) strong reserve policy /reserves — anticipate 25% reserve fund balance by the end of 2013; 2) strong financial /investment policy and 3) moderate debt burden. These factors are controlled by the Village; factors that keep the Village from a AAA rating such as income levels are out of the Village's control. Trustee Rogers commended Mr. Erb and staff for their excellent work in getting the great rate for the flood control project. Trustee Hoefert, seconded by Trustee Korn, moved to waive the rule requiring two (2) readings of an ordinance. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Polit, moved for approval of Ordinance No. 6090: An Ordinance Providing for the Issuance of General Obligation Bonds, Series 2013, to Fund Capital Improvements Related to Flood Control within the Village, and Providing for the Levy of a Direct Annual Tax Sufficient to the Principal of and Interest on said Bonds. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers Nays: None VILLAGE MANAGER'S REPORT MANAGER'S A. Motion to accept bid for the repair and preventative maintenance of the Village Hall parking REPORT garage in an amount not to exceed $46,000. Approved under the Consent Agenda B. Motion to accept the State of Illinois bid for the purchase of ruggedized laptops in an amount not to exceed $44,764.24. Approved under the Consent Agenda C. Status Village Manager Janonis made the following announcement for community events /meetings:. 5 of 6 Minutes of the Regular Meeting of the August 20, 2013 Mayor and Board of Trustees of the Village of Mount Prospect • Committee of the Whole Meeting, August 27 Cancelled • September 3, 2013 — Village Board Meeting OTHER BUSINESS OTHER BUSINESS Trustee Hoefert thanked the Village Board for their responsible use of debt; Mount Prospect has a very low debt level compared to many other communities. The Village's solid financial planning and investment policies allow the Village to fund projects such as flood control and road maintenance in this manner. Trustee Korn stated the sale of the bonds is another step that allows the Village to keep its flood control project on schedule. Trustee Polit stated the Village Board is meeting its commitment to residents to fix the flooding issues in a responsible manner. ADJOURN ADJOURN There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Rogers, seconded by Trustee Polit, moved to adjourn the meeting. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers Nays: None Motion carried. The August 20, 2013 Village Board meeting adjourned at 8:15 p.m. M. Lisa Angell Village Clerk 6 of 6 Minutes of the Regular Meeting of the August 20, 2013 Mayor and Board of Trustees of the Village of Mount Prospect