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HomeMy WebLinkAbout2. VB Minutes 11/19/2013 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT November 19, 2013 CALL TO ORDER Mayor Juracek called the meeting to order at 7:05 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 Zadel led the Pledge of Allegiance. INVOCATION INVOCATION Mayor Juracek gave the Invocation. MINUTES MINUTES Trustee Hoefert, seconded by Trustee Polit, moved to approve the minutes of the regular Village Board meeting held November 5, 2013. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion approved. AGENDA, AMEND AGENDA NOVEMBER 19, Mayor Juracek stated there was a need to enter Closed Session at the end of the regular open 2013 meeting for the purpose of Litigation. Mayor Juracek requested a motion to amend the November 19, 2013 agenda by adding Closed Session. LITIGATION 5 ILCS 120/2 (c) (11) - Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. Trustee Korn, seconded by Trustee Hoefert, moved to approve amending the agenda by adding Closed Session for the purpose of Litigation. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion approved. FINANCIAL APPROVE BILLS REPORT AND Mayor Juracek stated the next item on the MONTHLY FINANCIAL REPORT AND APPROVE BILLS item(s), all items further listed in that manner would be considered with one (1) vote as business REPORT Teddy Bear Walk Week A. Proclamation: December 1-7, 2013 PROCLAMATION: Ms. Sylvia Haas, Mount Prospect Library Board member, accepted the proclamation. Ms. Haas TEDDY BEAR thanked Mayor Juracek and the Village Board for recognizing the annual community event. rd WALK Ms. Haas stated this is the 33 year for the very popular event; due to its overwhelming popularity registration has already closed. 1 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Ms. Haas also recognized the Mount Prospect Public Library for being named one (1) of the top 100 places to work in the Chicago area; Chicago Tribune. On behalf of the Village Board and community Mayor Juracek congratulated the Mount Prospect Public Library for the recent recognition and for the outstanding services and programs provided by the Library. st B. 1 reading of an Ordinance Amending Chapter 13 (Alcoholic Liquors) st Mayor Juracek presented for a first (1 Steak House, 2330 Elmhurst Road. Village Manager Michael Janonis stated the applicant, Mr. Inseok Suh, is requesting a change in ownership for the existing Class F3 liquor license. Mr. Suh, is the current head chef/manager of Kampai and is in the process of purchasing the restaurant: the sale of the business is contingent upon approval of the liquor license transfer. Mr. Suh has met all Village requirements; he and his wife Ms. Gu Lim Kim met with Ms. Doreen Jarosz, Assistant to the Village Manager, particular sensitivity to the sale of alcohol to minors and over service to clearly intoxicated individuals. Mr. Suh was in attendance with his attorney. Mr. Suh indicated both he and his wife have extensive knowledge and experience in restaurant management. Mr. Suh and Ms. Kim will mangage the daily operations of the restaurant. Trustee Korn, 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 Zadel, seconded by Trustee Polit, moved for approval of Ordinance No. 6099: ORD 6099 AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. - established and popular restaurant. APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE COMMUNICATIONS AND PETITIONS CITIZENS TO BE HEARD HEARD Mr. Lloyd Levin 1777 Crystal Lane, #511 Mr. Levin shared his concerns regarding the proposed downtown development plan. He requested the Village Board reconsider the plan as it does not address a number of issues including: 1) parking 2) railroad tracks and 3) grocery store. Mr. Levin stated the Village is competing with other suburbs; the Village of Mount Prospect needs to do something different in the downtown business area. 2 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect In thanking Mr. Levin for his interest and comments regarding the downtown development Mayor Juracek stated the plan was presented to the Planning and Zoning Commission and will be presented to the Village Board for consideration. Mr. Nick Acearenza Lions Club Mr. Nick Acearenza provided an overview of the 2013 Farm; Mr. Acearenza coordinates the annual market with Lion Club members Mr. Fred Steinmiller, Mr. Mike Giblin and Mr. Jim Calhoun. Mr. Acearenza stated half the money raised over the twenty (20) week goes to the Mount Prospect food pantry and the remainder of the money is donated to various charitable organizations. Ms. Nancy Morgan, Human Services Director accepted the check on behalf of the Village; $8,200. Ms. Morgan thanked the Lions Club noting this year 125 families will participate in the Thanksgiving food distribution program. Mr. Arcearenza recognized and thanked Trustee Polit and fellow Lion Club member for implementing and coordinating the weekly distribution of left-over perishable fruit/vegetable from the market. The well coordinated effort includes storage of the perishable items at Sub Express and then volunteers bag the food items for distribution at the Community Connections Center. Mayor Juracek and the Village Board thanked and recognized the Lions Club for their significant contributions to the community. CONSENT AGENDA CONSENT AGENDA Trustee Korn, seconded by Trustee Zadel, moved to approve the following business items: APPROVE BILLS 1. Monthly Financial Report October 2013 2. Bills dated October 31 November 13, 2013 RES 30-13 3. A RESOLUTION FOR MAINTENANCE OF STREETS AND HIGHWAYS BY MUNICIPALITY UNDER THE ILLINOIS HIGHWAY CODE (BLR 14230) PUBLIC & PRIVATE 4. Request Village Board approval to accept Public and Private Improvements for IMPROVEMENTS Gendell Wolf and Euclid Development; northwest corner of Euclid and Wolf Roads. 5. Motion to accept bid for 2014 Traffic Signal Maintenance Contract in an amount 2014 TRAFFIC not to exceed $34,000. MAINT. SIGNAL CONTRACT Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS A. None. NEW BUSINESS NEW BUSINESS A. An Ordinance to Amend Water and Sewer Rates Set Forth in Appendix A, AMEND APPENDIX Division II of the Village Code of Mount Prospect A, DIVISION II OF THE VILLAGE st Mayor Juracek presented for a first (1) reading an ordinance to Amend Water and Sewer CODE Rates set forth in Appendix A, Division II of the Village Code of Mount Prospect. This ordinance increases the combined water and sewer rate by 9.5%; effective for billings after January 1, 2014. Finance Director Dave Erb provided background information and staff recommendation. Since 1990 the Village has followed the practice of approving moderate annual increases in water and sewer rates. The 2014 Budget includes an anticipated 9.5% increase in the combined water and sewer rate. 3 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect A five-year rate study prepared as part of the City of Chicago water rate increase indicated a need for this higher than typical adjustments to Village rates after January 1, 2014. Mr. Erb provided an overview of the recommended rates for inside and outside the Village; water, sewer and combined. The cost to a Mount Prospect household using 8,000 gallons of water during a one(1)-month period, would be $78.76; an increase of $6.40. No increase is being proposed for the monthly availability charge assessed customers outside of Special Service Area No. 5. The Village will notify users of Village water of the rate increase prior to the effective date. Staff recommends Village Board approval of the proposed ordinance increasing the water and sewer rates effective for bills rendered on or after January 1, 2014. Mr. Erb provided the following in response to questions from the Village Board: rd This is the third (3 All JAWA member communities are subject to the Chicago rate increase. Village of Mount Prospect has maintained pay as you go plan; no debt for infrastructure. Village Board Comments City of Chicago is passing on its costs for maintenance of infrastructure to communities purchasing Lake Michigan water. JAWA conducting significant research to find alternatives; mitigate further increases. Village has done due diligence by planning/phasing in water rate increases. Even with the 9.5% increase Illinois American Water customers pay significantly higher costs. A comparison of water rates for larger cities and the East Coast indicate Chicago water rates remain at the low end. Village Manager Janonis and Public Works Director Sean Dorsey provided the following: Village of Mount Prospect is committed to JAWA until the end of 2023; one (1) of seven (7) member communities. JAWA was municipalities. At one time the Village had seventeen (17) wells; today maintain five (5) wells. Wells generate 3.5 million gallons per day; Village could provide water supply to community without drilling additional wells. City of Chicago is raising their customer water rates by 15%. Trustee Rogers, 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 Korn, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6100: ORD 6100 AN ORDINANCE TO AMEND WATER AND SEWER RATES SET FORTH IN APPENDIX A, DIVISION II OF THE VILLAGE CODE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers. Zadel Nays: None B. An Ordinance Making Certain Amendments to the Annual Village Budget Adopted for the Fiscal Year Commencing January 1, 2013 December 31, 2013. st 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. 4 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Finance Director Dave Erb presented the proposed amendment stating the ordinance provides rd for the third (3) amendment to the 2013 budget; Budget amendments are necessary housekeeping measures in accordance with the Budget Officer Act. rd 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 2013 annual budget by increasing revenues by $57,500 and expenditures by $437,928. Adjustments to the budget impacting revenues are made up of adjustments to program revenues in the CDBG fund. Adjustments to the budget impacting expenditures include adjustments to commodity, contractual service and capital accounts. Of the $437,928 in total amendments, $200,628 occurs in the General Fund and $159,000 occurs in the Capital Improvement Fund. The balance of amendments is spread out among five (5) other Village funds. Staff recommend the Village Board adopt the proposed Budget Amendment #3 for the 2013 annual budget. Trustee Hoefert, seconded by Trustee Polit, 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 Korn, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6101: AN ORDINANCE MAKING CERTAIN AMENDMENTS TO THE ANNUAL ORD 6101 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 C. A Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (BLR 14230) Approved under the Consent Agenda. D. Request Village Board approval to accept Public and Private Improvements for Gendell Wolf and Euclid Development; northwest corner of Euclid and Wolf Roads. Approved under the Consent Agenda. REPORT A. Elevated Tank Painting Project - ELEVATED TANK responsive to the bid documents. PAINTING PROJECT 2. Motion to accept bid for Elevated Tank Painting Project from the lowest, responsive bidder, L.C. United Painting of Sterling Heights, Michigan in an amount not to exceed $590,040. Public Works Director Sean Dorsey presented background information; project, bid specifications, bid results and staff recommendation. A 2010 inspection report of the elevated tank, located at Evergreen Avenue and Maple Street, recommended the interior and exterior coatings be cleaned, spot blasted and recoated. 5 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect water reservoir consultant, Tank Industry Consultants (TCI) prepared the technical specifications and bid documents to perform the work. The project was bid in 2013; all bids were higher than the budgeted amount and subsequently rejected by the Village Board. The bid documents were revised for the project work to be done in early 2014. The work is scheduled for early spring of 2014 and to be completed within twelve (12) weeks. The is $653,700. Seven (7) firms responded with bids; the lowest cost bid Mount Prospect in the amount of $292,742. However, due to the lack of verifiable elevated tank painting experiences and concerns about taff -responsive. The next lowest bidder, L.C. United Painting of Sterling, Michigan provided sufficient elevated tank work references including several recent, fully-contained, potable water elevated tanks; all references reported the firm performed satisfactory work. Staff recommended the contract be awarded to the lowest responsive bidder, L.C. United Painting of Sterling Heights, Michigan in the amount of $536,400 with a 10% contingency of $53,640 to cover any other unforeseen repairs or items that may arise during the project; total contract award of $590,040. In response to questions from the Village Board, Mr. Dorsey provided the following: Safety was primary concern associated with low lack of verifiable elevated tank painting experience work. Tank has already exceeded design life of forty (40) years with proper maintenance and rehab may go well beyond design life. Painting is easy part of project; containment and drainage is critical. th Contra year anniversary. Village Board Comments May want to have Incorporated 1917 painted on tank. Other types art work related to 100 year anniversary should be temporary use sticker or wrap. Make sure spelling of Mount Prospect is correct. Centennial Commission may help with the cost of sticker/wrap for the 100 year anniversary. Trustee Hoefert, seconded by Trustee Zadel, moved for approval to reject the bid submitted by -responsive to the bid documents. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Polit, seconded by Trustee Zadel, moved for approval to accept bid for Elevated Tank Painting to L.C. United Painting of Sterling Heights, Michigan in an amount not to exceed $590,040 ($536,400 bid plus contingency of $53,640). Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. 3. Motion to accept proposal for construction engineering services for Elevated Tank Painting project in an amount not to exceed $58,130. Public Works Director Dorsey stated the Village has used TCI for many years including the 1993 painting project, to provide construction phase services to the Village to ensure the contractor follows the bid documents. 6 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect TIC provided the inspection and recommendations for the elevated tank and prepared the detailed technical specifications and bid documents. TIC has submitted a bid proposal for construction monitoring services during the elevated tank painting project in the amount of $53,130. This amount is for full-time on-site monitoring during the estimated twelve (12) month project period. In addition to the construction phase service, staff recommends an allowance to the engineering firm for paint sample testing, laboratory analysis and other associated costs in the amount of $5,000. Staff recommend the Village Board authorize a professional engineering services agreement with Tank Industry Consultants (TIC) of Indianapolis, Indiana for full-time construction engineering for the Elevated Tank Painting project in an amount not to exceed $58,130 ($53,130 plus $5,000 allowance). In response to questions from the Village Board, Mr. Dorsey provided the following: Staff evaluated contractors safety record. TIC did bid specifications; painting bid separate from technical bid. TIC/contractor responsible for site. Trustee Hoefert, seconded by Trustee Zadel, moved for approval to accept bid for construction engineering services for Elevated Tank Painting project in an amount not to exceed $58,130 (includes $5,000 allowance). Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. DESIGN B. Motion to accept proposal for design engineering services for 2011 Comprehensive Flood ENGINEERING Study Phase 2 Improvements in an amount not to exceed $407,540. SERVICES, COMPREHENSIVE Public Works Director Sean Dorsey provided background information including the proposal FLOOD STUDY, and staff recommendation. PHASE 2 The second and final phase of public sector work identified in the 2011 Comprehensive Flood Study is the construction of a relief sewer system in the Isabella Street residential area. The proposed scope of work includes the installation of approximately 6,600 linear feet of relief sewer ranging -year recurrence level of protection for approximately 800 single-family homes. Staff proposes to construct the Isabella area improvements during the 2014 construction season. As staff lacks the resources and expertise to prepare satisfactory plans, specifications and bidding documents necessary to construct Phase 2 projects, Burns and McDonnell consulting engineers were asked to provide a proposal for design engineering and bidding assistance. Burns and McDonnell submitted a cost proposal to provide the requested professional services in an amount not to exceed $407,540. Staff reviewed qualified resources necessary to design all of the proposed improvements in a manner consistent with the proposed project schedule. Burns and McDonnell is intimately familiar with Prospect residents. In addition, the Burns and McDonnell fee is approximately 4% of the anticipated construction cost of Phase 2 work; typically design fees are approximately 8% of construction costs. Staff recommend the Village Board accept the proposal from Burns and McDonnell consulting engineers of Downers Grove to provide specified design engineering services and bidding assistance for the 2011 Comprehensive Flood Study Phase 2 for a fee not to exceed $407,540. 7 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect In response to questions from the Village Board, Mr. Dorsey provided the following: Sewer will be under street not parkway; reduce loss of trees and save driveways. Will need to rebuild street at same time delayed some road work knowing sewer work would be done and streets would be rebuilt during this project. Staff is satisfied with work by Burns and McDonnell; good understanding of project costs and Village Project design 25 year occurrence. Staff will communicate to residents, this work will not solve every flooding issue but will make it much better. Mayor Juracek suggested staff may want to do a cost benefit analysis of having engineering firm on a retainer; perhaps three (3) year period. Village Board Comments Use of a retainer Village may be able to move forward with projects in a more timely basis. Retainers both benefits and risk. Can be a greater risk of fraud/loss when you become comfortable with a firm. Trustee Zadel, seconded by Trustee Polit, moved to accept proposal for design engineering services for 2011 Comprehensive Flood Study Phase 2 Improvements in an amount not to exceed $407,500. Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. SNOW REMOVAL C. Motion to accept proposal for Snow Removal and Ice Control Services in an amount not to AND ICE CONTROL exceed $82,000. SERVICES Public Works Director Sean Dorsey provided background information; proposal and staff recommendation. snow and ice control plan. A private contractor is responsible for the snow removal of one hundred eleven (111) Village owned cul-de-sacs and one (1) of nine (9) residential street sections (17.84.84 centerline miles of pavement). With the expiration of the 2012-2013 contract staff prepared a request for proposals to secure these services for the winter periods commencing in 2013 and 2014. Three (3) proposals were received; the lowest proposal was submitted by Maxx Contractors Corporation; $4,250 per pass for all cul-de- Maxx has satisfactorily performed snow removal services for both commercial and residential properties in many local municipalities. Staff is confident Maxx Contractors Corporation, Des Plaines, has adequate resources and experience, and recommends accepting their proposal for specified snow removal and ice control services including one hundred eleven (111) cul-de-sacs In response to questions/comments from the Village Board, Mr. Dorsey stated: The performance based clause in the contract should address any issues/concerns related to work quality and response time. typically gave this route to new Public Works employees. Contractor will perform salting operations - if they plow. Contractor cannot come back to Village for fuel costs. If contractor does not perform drivers will ensure roads are clear. Cul-de-sacs two different rates based on amount of snow fall. 8 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect Trustee Polit, seconded by Trustee Zadel, moved for approval to accept proposal for Snow Removal and Ice Control Services in an amount not to exceed $82,000. D. Motion to accept for 2014 Traffic Signal Maintenance Contract in an amount not to exceed $34,000. Approved under the Consent Agenda. E. Status th Shining Star Nominations Submittals closed November 15; winners will be recognized at the February 7, 2014 Celestial Celebration. th Tree Lighting Ceremony and Christkindlmarket November 27, 5 p.m. Village Hall Holiday House Decorating Contest, December 1-5; awards at the December 17, 2013 Village Board meeting. th Mount Prospect Historical Society House Walk December 6 th Teddy Bear Walk December 7 OTHER BUSINESS OTHER BUSINESS In response to questions and comments from the Village Board Mr. Dorsey provided a brief overview of the policy, procedures and equipment utilized with the leaf collection program. Mayor Juracek stated on Sunday she needed to clear out the leaves from the storm sewer inlet; keep rain water flowing. Mayor Juracek encouraged residents to know location of their storm sewer inlet; everybody can do their part to keep area clear of leaves. Trustee Hoefert stated he has picked up pieces of sharp aluminum in the parking lot under the water tower. Debris may have been carried by the recent high winds. Mr. Dorsey stated the wind may have carried from the work being done at the Public Safety Building on Maple Street. He indicated the contractor is responsible for keeping the area clear; Public Works staff will address this with the responsible contractor. areas recently hit by tornadoes, Mr. Dorsey stated no municipality/agency had reached out to the Public Works Department for assistance. CLOSED SESSION CLOSED SESSION Mayor Juracek requested a motion to enter Closed Session: LITIGATION 5 ILCS 120/2 (c) (11) - Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. Trustee Polit, seconded by Trustee Zadel, moved to approve motion to enter Closed Session for LITIGATION 5 ILCS 120/2 (c) (11). Upon roll call: Ayes: Hoefert, Korn, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. The Village Board entered Closed Session at 9:00 p.m. 9 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect ADJOURN ADJOURN Mayor Juracek resumed the meeting in Open Session at 9:30 and there being no further business to discuss the November 19, 2013 Village Board meeting was adjourned at 9:31 p.m. M. Lisa Angell Village Clerk 10 of 10 Minutes of the Regular Meeting of the November 19, 2013 Mayor and Board of Trustees of the Village of Mount Prospect