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HomeMy WebLinkAbout10/07/2014 VB MinutesRevised October 20, 2014 MINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT October 7, 2014 CALL TO ORDER Mayor Juracek called the meeting to order at 7:05 p.m. ROLL CALL Present: Mayor Arlene Juracek Trustee Matuszak Trustee Paul Hoefert Trustee Richard Rogers Trustee Michael Zadel Absent: Trustee John Korn Trustee Steven Polit (arrived at 7:14 p.m) PLEDGE OF PLEDGE OF ALLEGIANCE ALLEGIANCE Pledge of Allegiance led by Trustee Rogers. INVOCATION INVOCATION Mayor Juracek gave the Invocation. MINUTES MINUTES Mayor Juracek stated the draft minutes had been revised to accurately reflect Ordinance 6155: AN ORDINANCE GRANTING A CONDITIONAL USE FOR DRIVE-THROUGH AND VARIATION GRANTING PARKING LOT SETBACK FOR PROPERTY LOCATED AT 13 WEST RAND ROAD Trustee Hoefert, seconded by Trustee Zadel, moved to approve the minutes of the regular Village Board meeting held September 16, 2014. Upon roll call: Ayes: Hoefert, Matuszak, Rogers, Zadel Nays: None Motion carried. APPROVE BILLS APPROVE BILLS Mayor Juracek stated the next item on the agenda, "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. Accolades DOMESTIC Proclamation: "Domestic Violence Awareness Month," October 2014 VIOLENCE AWARENESS, Mayor Juracek presented the proclamation to State Senator Matt Murphy. Senator Murphy OCTOBER 2014 accepted the proclamation on behalf of the Northwest Suburban Alliance on Domestic Violence. He thanked the Mayor and Village Board for their support. Mayor Juracek and Senator Murphy thanked the Police Department for their involvement with domestic abuse issues. Senator Murphy stated the Alliance works in partnership with the Police Department; the Department's active role is appreciated. NATIONAL BREAST Proclamation: "National Breast Cancer Awareness Month," October 2014 CANCER AWARENESS, Mayor Juracek presented the proclamation to Ms. Wendy Seleen, EMS Coordinator for Mount OCTOBER 2014 Prospect Fire Department. Noting the importance of breast cancer research, Ms. Seleen thanked the Mayor and Village Board for their support. On behalf of the Village Board, Mayor Juracek thanked Ms. Seleen for her on-going efforts in support of breast cancer awareness and research. 1 of 11 Village Board Meeting Minutes October 7, 2014 FIRE PREVENTION Proclamation: "Fire Prevention Week," October 5-11, 2014 WEEK, OCTOBER Mayor Juracek presented the proclamation to Fire Marshal Bryan Loomis. Mr. Loomis stated 5-11,2014 89% of all fire deaths occur in homes; 50% could be prevented with working smoke detectors. The 2014 Fire Prevention Week Theme, "Working Smoke Alarms Save Lives: Test Yours Every Month," is a reminder to us all that we need working smoke detectors to give us the time to get out safely. Mr. Loomis also recognized three (3) members of the Village's Fire Prevention Bureau, Mr. Jim Miller, Mr. Cory Pikora and Mr. Andy Skic who will receive this year's "Special Recognition Award," from the Illinois Fire Safety Alliance. Mr. Miller, Mr. Pikora and Mr. Skic coordinated the smoke detector program for Mount Prospect seniors. Mr. Loomis thanked the Mayor and Village Board for the proclamation and their support. Mayor Juracek noted the well -attended Fire Department Open House held September 27th; a fun and educational event. EMPLOYEE Employee Recognition: Police Department RECOGNITION: POLICE Twenty-one (21) members of the Police Department celebrate a quinquennial anniversary with DEPARTMENT the Village this year. Deputy Police Chief Mike Eterno and Deputy Police Chief Tim Griffin recognized those in attendance and presented each with a plaque or certificate. On behalf of the Village Board, Mayor Juracek thanked and commended the individuals recognized as well as all members of the Police Department for their outstanding service and dedication. POLICE YEARS POLICE YEARS Dave Okon 30 Anthony Addante 15 Jack Brogan 25 Jonathan Juhl 15 Mark Bonner 25 Cheryl Sampson 15 Michael Nelson 25 Stevan Sparr 15 Jeffrey Schmitz 25 Carlos Huizar 10 Joseph Ziolkowski 25 Daniel Kidd 10 Lisa Grubb 20 Anthony Lietzow 10 Timothy Janowick 20 Miguel Martinez 10 Thomas Follmer 20 Jean Petryniec 10 William Nelson 20 Frank Tolgyesi 10 Zachary Falco 5 AMEND CHAPTER B. 1 st reading of An Ordinance Amending Chapter 13 (Alcoholic Liquor) of the Village Code 13 (ALCOHOLIC of Mount Prospect LIQUOR) OF THE VILLAGE CODE Mayor Juracek presented for a first (1st) reading an Ordinance Amending Chapter 13 (Alcoholic Liquors) of the Mount Prospect Village Code. This ordinance amends the Village Code by decreasing the number of Class "F-2" liquor licenses by one (1) EBM Enterprises d/b/a Heat Pizza, 182 Randhurst Village. Heat Pizza has permanently closed. Trustee Hoefert, seconded by Trustee Matuszak, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Zadel, moved for approval of Ordinance No. 6156: ORD 6156 AN ORDINANCE AMENDING CHAPTER 13 (ALCOHOLIC LIQUORS) OF THE MOUNT PROSPECT VILLAGE CODE Upon roll call: Ayes Nays Motion carried. Hoefert, Matuszak, Polit, Rogers, Zadel None 2of11 Village Board Meeting Minutes October 7, 2014 APPOINTMENTS APPOINTMENTS None. CITIZENS TO BE COMMUNICATIONS AND PETITIONS — CITIZENS TO BE HEARD HEARD None. CONSENT AGENDA CONSENT AGENDA Mayor Juracek stated the next item on the agenda, "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." Trustee Hoefert, seconded by Trustee Polit, moved to approve the following business items: APPROVE BILLS 1. Bills dated September 11 — September 30, 2014 2. AN ORDINANCE AUTHORIZING THE SALE OF SURPLUS PERSONAL PROPERTY ORD 6160 OWNED BY THE VILLAGE OF MOUNT PROSPECT Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. OLD BUSINESS OLD BUSINESS A. PZ -21-14, 2806 Briarwood Drive West, Andrew Kalinowski PZ -21-14, 2806 2nd reading of An Ordinance Granting a Variation (Overall Lot Coverage) for Property Located BRIARWOOD LANE at 2806 Briarwood Drive West. The first (1) reading of this ordinance was held at the August 16, WEST 2014 Village Board meeting. (By a vote of 6-0 at the September 16, 2014 Village Board meeting this item was deferred to allow staff additional time to research the property lot line.) Community Development Director Bill Cooney requested deferral of this item until the October 21St Village Board meeting. Additional time is needed to research property line issues. Trustee Rogers, seconded by Trustee Zadel, moved to approve request for deferral of the second (2� ) reading of PZ -21-14, 2806 Briarwood Drive West, until the October 21, 2014 Village Board meeting. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. NEW BUSINESS NEW BUSINESS A. PZ -29-14, Krzsztof and Marzena Dolubizno 1St reading of An Ordinance Granting a Variation (Rear Yard Setback) for Property Located at 1 PZ -29-14, 1 HATLEN Hatlen Avenue. AVENUE Mayor Juracek presented for a first (1S) reading An Ordinance Granting a Variation (Rear Yard Setback) for Property Located at 1 Hatlen Avenue. The Planning and Zoning Commission recommended approval of the request by a 6-1 vote. Community Development Director Bill Cooney provided background information stating the Petitioner is seeking a Variation to allow a ten foot (10') rear yard setback. The Variation is requested to allow for the Petitioner's proposed improvements to the property; demolition of the existing detached garage and construction of a one-story addition at the east end of the existing home. The building addition which includes an attached garage would be setback ten feet (10') from the rear yard property line. Krzysztof and Marzena Dolubizno, Petitioners, were in attendance to provide additional information and respond to questions from the Village Board. In response to question from the Village Board, Mr. Cooney provided the following: 3of11 Village Board Meeting Minutes October 7, 2014 ■ Zoning hardship requirements — per Village Code no hardship in this case. ■ Detached and attached garages — Village Code requirements different. ■ Property located on corner lot — corner lots very difficult to build on. ■ New garage — ten feet (10') from property line and easement. Existing garage closer to property line. ■ If variance is granted, Petitioners will then seek approval from utilities. ■ Staff did discuss alternatives with Petitioner but alternatives did not fit with plan; would have met Village Code standards. Village Board Comments ■ Request for Variation — does not meet standards for hardship. ■ Issue may not be with this request but rather how the Village Code is written. ■ Subject property — transitional side yard with two (2) side streets, less area to build -on; presents a hardship. ■ Well-designed addition; appreciates decision to add attached garage. ■ Aware of other corner lots where residents may be restricted by setback limitations. -Current standards for today's home are different. While acknowledging the need to enforce the "hardship" standards outlined in the Village Code, there was a general consensus that the Petitioner's request for Variation seemed reasonable. Although the request did not meet the technical standards of the Village Code, and there remained concern that approval would set a precedent for future requests, the Village Board indicated support of the Petitioner's request. It was noted that each request is unique and not intended to set a precedent for other requests. A review of the variation standards for possible modification was recommended. Mayor Juracek recommended as part of the review process staff look at the distinguishing features of the variations that have been granted. Trustee Rogers, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance: Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Zadel, seconded by Trustee Rogers, moved for approval of Ordinance No. 6157: ORD 6157 AN ORDINANCE GRANTING A VARIATION (REAR YARD SETBACK) FOR PROPERTY LOCATED AT 1 HATLEN AVENUE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. PZ -30-14, 2021 B. PZ -30-14, 2021 Tano Lane, Guillermo Garcia TANO LANE 1St reading of An Ordinance Granting a Variation (Front Yard Setback) for Property Located at 2021 Tano Lane Mayor Juracek presented for a first (1S) reading An Ordinance Granting a Variation (Front Yard Setback) for Property Located at 2021 Tano Lane. The Planning and Zoning Commission recommended approval of the request by a 7-0 vote. Community Development Director Bill Cooney provided background information stating the Petitioner is seeking a Variation to allow a twelve foot and ten inch (12'-10") front yard setback along the north lot line for the construction of an attached garage in front of the existing attached garage. The Petitioner would like to construct the attached garage in front of the existing attached garage to address flooding that has occurred over the years due design of the current home and driveway. Mr. Cooney stated the Petitioner has been working with the Village's Engineering Division as well as Community Development to address the flooding issue. Mr. and Mrs. Garcia (Petitioners) were in attendance to provide additional information and respond to questions. 4of11 Village Board Meeting Minutes October 7, 2014 ORD 6158 In response to questions from the Village Board Mr. Cooney provided the following: ■ The request for variation meets the hardship standards. ■ In addition to the garage other improvements will be made to reduce flooding. ■ Petitioner has been working the Village's engineering division as well as Community Development to address flooding issues. ■ Five (5) other homes in area have similar garage/sloped driveway. Village Board Comments ■ Chronic flooding a hardship; support request. ■ Levee 37 keeps Des Plaines River from flooding but water goes to resident's drive -way first. ■ Not sure proposed work provides resident a "no -flooding" guarantee. ■ Other residents in area may make similar request to Village Board; need to keep equitability in mind. ■ Variations specific to each case; this case has no sidewalks — large parkway. ■ Good solution to flooding issue for negative slope driveway. ■ Supports Petitioner's efforts to find solution to problem; investment in their home. ■ Anything the Village can do to help residents in this area — we should do. ■ Applaud residents in the area who go out and clean-up after each flooding incident recognized the efforts of Public Works in response to floods. In response to questions from the Village Board Mr. Garcia provided the following ■ When water comes into garage, family room floods. ■ Sump pump in place. Mr. Garcia thanked the Public Works Department and Community Development Department for working with his family to find a solution to the flooding problems. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Trustee Hoefert, seconded by Trustee Matuszak, moved for approval of Ordinance No. 6158: AN ORDINANCE GRANTING A VARIATION (FRONT YARD SETBACK) FOR PROPERTY LOCTATED AT 2021 TANO LANE Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. PZ -24-14, 200 WEST NORTHWEST C. PZ -24-14, 200 West Northwest Highway, LRA Equities, LLC HIGHWAY 1St reading of An Ordinance Granting a Conditional Use for a Drive -Through for Property Located at 200 West Northwest Highway Mayor Juracek presented for a first (1S) reading An Ordinance Granting a Conditional Use for Property Located at 200 West Northwest Highway. The Planning and Zoning Commission recommended approval of the request for Conditional Use by a 4-3 vote. Community Development Director Bill Cooney provided background information stating the Petitioner is seeking Conditional Use approval to allow a drive-through restaurant at 200 West Northwest Highway; Tri-State building site. The Petitioner is proposing construction of two (2) multi -tenant buildings totaling 10,374 square feet. The drive-through lane would wrap around the side and rear elevation of a 3,528 square foot building located at the west end. The building located at the east end would measure 6,846 square feet in area and include four (4) tenant spaces. The existing access drive from Elmhurst Avenue and cross access easement would be maintained. 5of11 Village Board Meeting Minutes October 7, 2014 Mr. Cooney stated the case appeared before the Planning and Zoning Commission on August 28, 2014 and was continued on September 25, 2014. Both staff and Mount Prospect State Bank, 299 West Central Road expressed concerns with the Petitioners original plan presented on August 28, 2014. Based on the August 28, 2014 discussions, the Petitioner revised the proposal to include: 1) outdoor dining areas 2) two (2) trash enclosures along the drive-through lane 3) installation of a stop sign where the drive-through lane intersects the existing drive at the cross access easement 4) installation of a left turn only sign where the drive-through lane intersects the existing drive at the cross access easement and 5) alignment of the north curb line of the drive-through lane with the north end of the existing cross access easement. The revisions satisfied staff and the bank's concerns. If approved the concept is to tie the development with Moehling Park; unit A restaurant space and Capannari's would share outdoor dining space. Mr. Cooney responded to several questions from the Village Board regarding pedestrian and traffic safety including 1) installation of the stop sign and no left turn sign 2) stripping of parking lot 3) by-pass lane in rear of restaurant with drive-through and 4) stacking of cars for drive- through. The Village Board expressed particular concern regarding the safety of pedestrians cutting through drive- through area to reach the park. In addition, the Village Board noted there was no connecting side walk from the Dunkin Donuts to Moehling Park. Mr. Jim Tinaglia, (Tinaglia Architects), Mr. Scott Whisler (LRA Equities- Petitioner) and Mr. John Luxem (Dunkin Donuts) were in attendance to provide additional information and respond to questions from the Village Board regarding the proposed commercial development. Mr. Tinagalia stated in response to the concerns presented by staff, the bank and the Planning and Zoning Commission at the August 28, 2014 public hearing the site plan had been revised to include; 1) reduction in footprint by approximately 2,000 square feet 2) the drive-through was moved towards the east which will move some of the traffic over to the east end — away from the main entrance 3) an additional trash enclosure and 4) four (4) end cap units to improve the overall design of the project and flow of traffic on the site. In addition, the signage requested by Mount Prospect State Bank will be installed as well as alignment of the north curb line of the drive-through with the north end of the existing cross access easement. Mr. Tinagalia stated the Petitioner will continue to work with the village to create a pedestrian safe passage between the development, Moehling Park and the proposed outdoor dining area. Mr. Tinaglia responded to comments and suggestions from the Village Board regarding optimal placement of a connecting path including placement of entry doors and how best to direct pedestrian traffic. Mr. Whisler addressed the Village Board regarding the market research and research of other developments that ultimately determined the subject property was the best site for the commercial development. Mr. Tinaglia added, that in addition to the Dunkin Donuts, which will not have a Baskin Robbins component, the developer has high hopes for the end caps. Village Board Comments/Questions: ■ Development has type of aesthetics village is seeking; urban type setting similar to the new downtown location of Subway. ■ Likes the building design similar to bank; entire project works well with the neighborhood. ■ Need to make arrangements for drive-through traffic. (Mr. Tanaglia indicated the double lane should help manage traffic but it will be monitored and improved if needed.) ■ Not a strip mall type of development. ■ The market indicated this type of development should be here. ■ Moehling (butterfly) Park — treasure maintained by Garden Club; important to do whatever can be done to cohabitat. ■ Need further research regarding use of public land for dining purposes. Mr. Luxem, Dunkin Donuts, stated he was raised in Mount Prospect and is very pleased to be opening at this location. 6of11 Village Board Meeting Minutes October 7, 2014 As part of the Mount Prospect community he would like this Dunkin Donuts to compliment Capinnaris. Mr. Luxem is well aware of the village's high standards and believes this project will excel in those expectations. Trustee Hoefert, seconded by Trustee Polit, moved to waive the rule requiring two (2) readings of an ordinance. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel ORD 6159 Nays: None Motion carried. Trustee Zadel, seconded by Trustee Rogers, moved to approve Ordinance No. 6159: AN ORDINANCE GRANTING A CONDITIONAL USE FOR DRIVE-THROUGH FOR PROPERTY LOCATED AT 200 WEST NORTHWEST HIGHWAY Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. Mayor Juracek called for a five (5) minute recess at 8:58 pm. Mayor Juracek resumed the meeting at 9:03 p.m. MANAGER'S D. 1 st reading of An Ordinance Authorizing the Sale of Surplus Personal Property Owned REPORT by the Village of Mount Prospect (approved under the consent agenda) ROAD SALT CONTRACT MANAGER'S REPORT (VBA 43-14) Assistant Village Manager Dave Strahl stated Public Works Director Sean Dorsey had several funding requests for Village Board approval. A. Motion to accept State of Illinois bid for 2014/2015 road salt contract in an amount not to exceed $409,266. Public Works Director Sean Dorsey presented background information, bid procedure/results and staff recommendation. The State of Illinois let a bid for road salt on behalf of 562 Illinois government bodies with 367 receiving bids; prices ranged from $70 a ton to $140 a ton. The Village of Mount Prospect received a bid from Morton Salt for $75.79. While one (1) of the lowest costs on the state bid, the bid represents a 44% over last winter's price of $52.74 per ton. The bid received was for a total of 4,500 tons; the Village currently has approximately 1,200 tons of salt in storage. Staff recommends the village accept the State of Illinois Joint Purchasing Contract unit price of $75.79 per ton for bulk road and enter into a contract with Morton Salt, Inc. in an amount not to exceed $409,266 without further Village Board approval. In response to Trustee Hoefert's question regarding the potential cost benefit of going out to bid for salt during the off season, Trustee Zadel responded that from his experience with the Illinois Tollway the bid price in the off season was no more favorable. Trustee Hoefert, seconded by Trustee Matuszak, moved to approve request to accept State of Illinois bid for 2014/2015 road salt contract in an amount not to exceed $409,266. COMBINED SEWER SYSTEM Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel EVALUATION Nays: None STUDY (VBA 44-14) Motion carried. B. Motion to accept proposal for combined sewer system evaluation study in an amount not to exceed $112,400. 7of11 Village Board Meeting Minutes October 7, 2014 Public Works Director Sean Dorsey presented background information and staff recommendation. In 2004, the village conducted a combined sewer system evaluation study. The study performed by Baxter & Woodman identified almost $15 million worth of combined sewer repair work including manhole rehabilitation, pipe replacements and pipe lining; repair work was prioritized and categorized. To date, the bulk of the major defects have been corrected. The remaining pipe to be repaired is considered low to moderate risk. On August 5, 2014 Visu- Sewer of Illinois was awarded a sewer televising contract to gather observations necessary to assess the current condition of combined sewers. Televising work will include 190,600 lineal feet of unlined combined sewer and a quality control review of approximately 10% of the combined sanitary sewer segments that have been lined since 2006. As staff requires assistance from a qualified and experienced engineering consultant to review the video generated by the televising work, the village requested proposals from three (3) engineering firms. Based on staff evaluation of each firm's proposal and presentation, it was determined that Baxter & Woodman Consulting Engineers was the most qualified firm and can perform the necessary services within budget limits. Staff recommend the Village Board accept the proposal for the Combined Sewer System Evaluation Study from Baxter & Woodman Consulting Engineers in an amount not to exceed $112,400. Trustee Matuszak, seconded by Trustee Zadel, moved to approve request to accept proposal from Baxter & Woodman for combined sewer system evaluation study in an amount not to exceed $112,400. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel SUPER MIX ANTI- Nays: None ICING FLUID Motion carried. (VBA 45-14) C. Motion to accept bid for the purchase of super mix anti -icing fluid in an amount not to exceed $44,200. Public Works Director Sean Dorsey presented background information, bid process/results and staff recommendation. Pre -wetting agents are used as accelerants to make rock salt work faster, extend the effectiveness of salt at lower temperatures and stick to the road surface longer. The village currently uses a product known as super mix. In addition to pre -wetting salt, super mix is used as an anti -icing agent applied directly to pavement. Three (3) bids were received for the super mix anti -icing fluid; low bid of $.68 per gallons was submitted by SNI Solutions, Inc. This represents a 14% decrease from last year's price of $.794 per gallon. Staff anticipate an order volume of 65,000 gallons; estimated expenditure of $44,200. Staff recommend acceptance of the lowest qualified bid of $.68 per gallon as submitted by SNI Solutions, Inc. for super mix anti -icing fluid in an amount not to exceed $44,200. Mr. Dorsey provided the following in response to questions from the Village Board: ■ Mix is very successful — makes real salt work past temperatures in the low 20's. ■ Mix used in different application — biggest use as a pre -wetting agent with salt. ■ There are variations of pre -wetting agents — Public Works has specifications product must meet. ■ Contractors performing snow plow operations for village required to use super mix. ■ Super mix used on all streets also applied to bridges and highways; rarely apply just salt. ■ 200 gallons to do a snow plow route. Trustee Zadel, seconded by Trustee Polit, moved to accept bid for purchase of super mix anti - icing fluid from SNI Solutions, Inc. in an amount not to exceed $44,200. Upon roll call: Ayes Nays Motion carried Hoefert, Matuszak, Polit, Rogers, Zadel None 8of11 Village Board Meeting Minutes October 7, 2014 STUMP REMOVAL (VBA 46-14) D. Motion to accept proposal to increase stump removal contract in an amount not to exceed $30,000. Public Works Director Sean Dorsey presented background information and staff recommendation. In February of 2013 the Village Board awarded a parkway tree trimming contract to Kramer Tree Specialists for an amount not to exceed $177,000. In compliance with contract provisions and Village Board authorization, the contract was extended in 2014 in the amount of $191,841. In February of 2014 the Village Board also awarded a parkway tree stump removal contract to Kramer in an amount not to exceed $152,634. Presently, staff estimates Kramer's 2014 tree trimming contract will be completed at a total expenditure of $161,000; approximately $30,000 under the contract amount. Staff also estimates a total of $182,000 will be needed to grind all of the stumps left after tree removals this year; approximately $30,000 over the 2014 contract amount. Staff propose to address this funding issue by reducing the contract award for tree trimming by $30,000 and increasing the contract award for stump removals by $30,000. There will be no net increase in General Fund expenditures as a result of the proposed transfer of funds. Kramer has verbally agreed to accept both the reduced quantity of trimming work and the increased quantity of stump removal work. Staff recommend the Village Board authorize a $30,000 increase in the 2014 contract with Kramer Tree Specialists for parkway stump removals. In response to questions/comments from the Village Board Mr. Dorsey provided the following: ■ Stumps are ground down 10"-12"; deeper if new tree goes in same spot. ■ Accumulation of dirt over years and no regarding of parkway — creates unevenness. Staff to evaluate. ■ Staff follows -up on parkway grass that doesn't come in. ■ Don't encourage residents to put mulch and decorative items around parkway trees; will respond to placement of these materials/items on complaint basis. Trustee Matuszak, seconded by Trustee Zadel, moved to approve request to accept proposal to increase stump removal contract with Kramer Tree Specialists in an amount not to exceed $30.000. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. HOLIDAY TREE E. Motion to accept bid for installation/removal of holiday tree lighting in an amount not to LIGHTING exceed $24,000. (VBA 47-14) Public Works Director Sean Dorsey presented background information, bid procedure/results and staff recommendation. The 2014 budget includes funding for the contractual installation and removal of white lights on selected trees in the downtown area; 216 downtown trees. Four (4) bids were received; low bid of $9.19 per strand was submitted by Kinnucan Tree Experts and Landscaping Company. While, approximately 2,300 light strands are expected to decorate the downtown trees, due to tree growth additional strands may need to be added to achieve the proper coverage. Staff recommend the contract for holiday tree lighting be awarded to the lowest bidder, Kinnucan Tree Experts and Landscaping Company in an amount not to exceed $24,000; this amount includes a contingency amount of $2,800 for additional lights if needed. Mayor Juracek wanted to make sure Kinnucan knew how to properly place the strands to maximize the tree lighting; last year the arrangement of tree lights were not adequately distributed and affected aesthetics of the decorated trees. Mayor Juracek requested Public Works work with Kinnucan to ensure the tree lights were distributed/placed in a quality manner. 9of11 Village Board Meeting Minutes October 7, 2014 In response to questions from the Village Board, Mr. Dorsey stated 1) the tree lighting had been significantly cut in recent years and 2) the lights are purchased by the village in January of each year. Village Board Comments ■ Questioned expenditures — expense to municipality that some communities have eliminated. ■ Would like to see holiday lights displayed in other business areas of the community. Trustee Matuszak, seconded by Trustee Rogers, moved to approve request to accept bid from Kinnucan Tree Experts and Landscaping Company, Inc. for holiday tree lighting in an amount not to exceed $24,000. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. F. Motion to accept proposal to extend parkway tree removal contract for one (1) year. Public Works Director Sean Dorsey provided background information and staff PARKWAY TREE recommendation. REMOVAL CONTRACT In January of 2012, the village entered a contract for the removal of parkway trees with Homer (VBA 49-14) Tree Care, Inc. The terms of the contract included authorization to extend the contract in one (1) year intervals for a second (2nd) and third (3rd) year provided Homer agreed not to increase rates and the village was satisfied with their work. In compliance with these terms the contract was extended in 2013 and again in 2014; the current and final extension of this contract terminates at the end of December 2014. Homer recently submitted a proposal to extend the existing parkway tree removal contract for an additional one (1) year term; January 1, 2015 — December 31, 2015. Prices and all other terms from the 2012 contract remain unchanged. The impetus for Homer's extension proposal is based on their participation in the Kensington Business Center private property tree removal project. Staff is concerned issues associated with gaining access to private property may delay Homer's work on this project past the current contract year. To alleviate staff concerns, Homer has proposed extending the contract for one (1) year. Staff recommend the Village Board accept the proposal from Homer Tree Care, Inc. to extend the parkway tree removal contract for one (1) year; January 1, - December 31, 2015. Trustee Polit, seconded by Trustee Zadel, moved to accept proposal from Homer Tree Care, Inc. to extend the parkway tree removal contract for one (1) year; January 1, - December 31, 2015. Upon roll call: Ayes: Hoefert, Matuszak, Polit, Rogers, Zadel Nays: None Motion carried. G. Status Assistant Village Manager Strahl made the following announcements: ■ Coffee with Council — October 11th, 9 — 11 am Community Room ■ Fall Fest/Oktoberfest — October 11 to Fall Fest — 1 — 4 pm Oktoberfest 4 -11 pm OTHER BUSINESS OTHER BUSINESS Trustee Rogers stated the Economic Development Committee Business Breakfast would be held October 16th; 7:30 am at Bristol Palace. Opportunity to hear what is happening with the development of the Mount Prospect business community. 10 of 11 Village Board Meeting Minutes October 7, 2014 Trustee Polit, stated the last Farmers' Market for the 2014 season would be Sunday, October 19th. He stated it has been a very successful season; great vendors and excellent patrons. As a follow-up to Trustee Hoefert's positive remarks about the 2014 Cruise nights which recently ended, Trustee Polit stated there were 206 cars and over 1500 attendees the last Saturday night of the season. ADJOURN ADJOURN There being no further business to discuss Mayor Juracek asked for a motion to adjourn. Trustee Zadel, seconded by Trustee Polit, moved to adjourn the meeting. By unanimous vote the October 7, 2014 Village Board meeting adjourned at 9:58 p.m. M. Lisa Angell Village Clerk 11 of 11 Village Board Meeting Minutes October 7, 2014