The City of Park Ridge Committee of the Whole met Monday, July 25.
Here are the meeting minutes as provided by the City of Park Ridge Committee of the Whole:
CITY OF PARK RIDGE
505 BUTLER PLACE PARK RIDGE, IL 60068 TEL: 847-318-5200 FAX: 847-318-5300 TDD: 847-318-5252 www.parkridge.us
DRAFT MINUTES
THE CITY OF PARK RIDGE will provide reasonable auxiliary aids or services necessary to afford an individual with a disability an equal opportunity to participate in all services, programs and facilities. Persons requiring assistance are requested to notify the City of their needs well in advance to provide sufficient time for the City to make an accommodation. Requests for accommodation should be made by calling 847-318-5200, TDD 318-5252, or in the Administration Department at City Hall, 505 Butler Place.
COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL FINANCE AND BUDGET, PROCEDURES AND REGULATIONS
CITY HALL COUNCIL CHAMBERS 505 BUTLER PLACE PARK RIDGE, IL 60068
MONDAY, JULY 25, 2016 AT 7:00 P.M. (or immediately following the Special Meeting of the Park Ridge City Council)
I. Roll Call
Acting Mayor Maloney called the meeting to order at 7:05 p.m.
City Clerk Henneman read the roll call; the following Elected Officials indicated their presence at the meeting: Alds. Moran, Milissis, Knight, Mazzuca, Shubert, and Acting Mayor Maloney. Ald. Van Roeyen was absent. There was a quorum.
Staff Present: Acting City Manager Joe Gilmore, Acting Finance Director Andrea Lamberg, Public Works Director Wayne Zingsheim, CP&D Director Jim Testin, City Engineer Sarah Mitchell, Procurement Officer Jim McGuire, and Senior Administrative Assistant Julie Zarlenga.
II. Citizens Who Wish to Comment on a Non-Agenda Item
None.
III. Public Works
A. Action Items
1. Approve placing an Ordinance establishing a Valet Parking Only area, 13-12-6 of the
Municipal Code, on Prospect Avenue from 189 feet north of the curb line of Garden to 239 feet north of the curb line (50 feet, entire frontage of property at 130 South Prospect), and place on the August 1, 2016 Council agenda for first reading Ald. Shubert made a motion to approve. Ald. Knight seconded the motion
Public Works Director Zingsheim said that Park Valet Chicago asked for valet parking for Shakou and Hay Caramba at the last Council meeting. Staff recommends they draft an Ordinance for Valet Parking Only for fifty feet in front of 130 S. Prospect Avenue, from 4 p.m. to 12 a.m.
Ald. Mazzuca asked if there are other businesses in Park Ridge with valets.
Director Zingsheim said no, this business would be the first.
Acting Mayor Maloney asked what the difference is between what the City allowed and what they’re asking for.
Director Zingsheim said they will have signage up restricting others from parking in the valet spots which will also be regulated by the City.
Niko Zafiriadis, Owner of Spadida Salon Suites, 124 S. Prospect, provided Council with three photos he took of the valet space in front of Shakou. Mr. Zafiriadis noted multiple problems with the valet parking saying that Shakou is placing cones in front of his business as well as being rude to his customers when they try to park. He said there have been multiple confrontations with the owner of the valet company and felt that 50 feet was too much for a valet, in addition to the extra 120 feet the valet was taking by placing cones in front of Mr. Zafiriadis’ business. He noted the owner of Shakou offered to valet cars for his patrons free of charge, but Mr. Zafiriadis said he declined the offer due to the ordinance not yet being in place. He said that he has nothing against Shakou, but that their valet service is encroaching on his property line and is affecting his business.
Ald. Shubert said that based on the photos Mr. Zafiriadis provided, Shako has put more cones out than they were allowed to, but, with the ordinance in place, they would have to follow the rules.
Director Zingsheim agreed that they would.
Ald. Moran asked what the penalty is for breaking the ordinance once it is in place.
Director Zingsheim said there is something in the City’s code for violating the ordinance.
Dimitra J. Kolotouros, Owner of The Skin Shop, 124 S. Prospect, said that many of her patrons want to run in and out of her shop for services that only take 10-15 minutes. Ms. Kolotouros said they do not want to have to valet their car, and tip for something that would take such little time. She said that her customers are berated by the valet employees into moving their cars when they are in the middle of getting services for their hair. She added that it is not just the valet taking up room on the street, but the employees of the valet company and restaurant that take all the parking spaces. Ms. Kolotouros asked what happens when the valet company does not abide by the signs.
Director Zingsheim said they could have the police monitor the situation.
Nathan Fakhouri, Co-Owner of Park Valet Chicago, said he wanted to clarify some things and said they park 100 cars over the weekend. He said that the valet is complimentary and that they are not making money per car. He added that when a patron pulls their car up to the valet spot, they don’t always park their car perfectly which is why they are asking for three spots instead of two.
Ald. Milissis said that after hearing everyone’s side, he had a better understanding of the issues the needed to be addressed. He said the situation will be monitored closely, and the City will hold the valet to those designated spots. He felt that by using valet service it would help to solve some of the parking issues in the Uptown area. He said he was in favor of the ordinance.
Ald. Mazzuca said he is reluctant to vote yes on the ordinance for several reasons. He said that this is the first ordinance for valet parking in town and he feels that this needs to be done right. He felt the hours from 4 p.m. to midnight were too long and that there is no mention of maintenance for the space. He noted that in the central business district, Chicago charges a fee which is $500 a year for a 20 foot spot plus an additional $50 per foot. He said that as of now, we are not charging a fee. He noted that he will be voting against the ordinance.
Director Zingsheim said that they are charging a fee of $100 for the permit.
Acting Mayor Maloney said that by installing permanent signs with clear-cut rules for the valet parking, that the signs would clarify any confusion about who could park where. He felt it will be good to have more valets and that he is in support of the ordinance.
Ald. Moran told Mr. Fakhouri of Park Valet Chicago that he has been near the area of the restaurant when it’s really busy and that if he needed more space to come back and let Council know.
Ald. Shubert said he was also in support of the ordinance.
Motion carried, by voice vote, 5-1, Ald. Mazzuca was the nay vote.
2. Approve a Purchase Order Increase for the repair to brick sidewalk areas on Devon Avenue, Cumberland to Prospect, to 3D Brick Paving, 1000 Lee Street, Des Plaines, Illinois 60016 in the amount of $1,000.00 Ald. Shubert made a motion to approve. Ald. Knight seconded the motion.
Director Zingsheim said they finished the project on Devon Avenue and need an extra $1,000. He said the bricks they thought they could re-use fell apart, resulting in a higher cost than expected. He said that City Engineer Mitchell would answer any questions that Council might have.
Motion carried, by voice vote, 6-0.
3. Approve the contract for 2017 Stormwater Master Plan, PW-FY17-05, to Christopher B. Burke Engineering, Ltd., 9575 West Higgins, Rosemont, Illinois 60018 in the amount of $208,024.00 Ald. Shubert made a motion to approve. Ald. Milissis seconded the motion.
Director Zingsheim said they received 6 bids, and that 3 staff members reviewed the bids. Staff recommends Christopher B. Burke Engineering.
Ald. Moran asked who the 3 reviewers were.
City Engineer Mitchell said they included herself, Procurement Officer Jim McGuire, and Public Works Superintendent Mark Miller.
Ald. Mazzuca asked if the scorecard was posted on the City’s website.
Acting City Manager Gilmore answered no.
Ald. Mazzuca asked if the scorecard was posted during the City Attorney RFP process.
Acting City Manager Gilmore said it was.
Ald. Mazzuca said that City Engineer Mitchell is well-versed enough to select a firm to handle stormwater management, but wanted to know what type of qualifications the other two staff members had.
Procurement Officer McGuire said that Acting City Manager Gilmore had assigned the team, and that he believed himself as well as Public Works Superintendent Miller to be qualified.
Ald. Mazzuca asked Procurement Officer McGuire if he has a background in engineering.
Acting City Manager Gilmore said that he does not have an Engineering degree but that he is very well qualified and has a lot of experience in these projects. He is very capable of scoring this bid.
Ald. Mazzuca asked about the other reviewer’s qualifications.
Acting City Manager Gilmore said that is Superintendent Mark Miller.
Director Zingsheim said he has over 20 years of experience in Public Works.
Acting City Manager Gilmore said he has a lot of Public Works experience from various communities.
Ald. Mazzuca requested that the proposals be posted online since staff is asking Council to accept Burke Engineering, which is the 4th best in price.
Acting Mayor Maloney said that Burke’s final presentation will be July 2017, and asked what the other firm’s timeframe was for their final presentations.
City Engineer Mitchell said they are all relatively in the same timeframe.
Ald. Moran said he has concerns with the timeframe of everything since the stormwater utility fee will be implemented January 2017 and Burke’s final presentation won’t be until July 2017. He said he was not impressed with Burke’s presentation the last time the City used their services. He added that he didn’t have enough time to go over all the bids posted online.
Ald. Moran made a motion to defer the item to the next Public Works Committee of the Whole. Ald. Knight seconded the motion.
Acting Mayor Maloney asked if they were deferring it to review the proposals online, or if they wanted additional proposals added.
Ald. Moran said he wants to see the proposal from ESI.
Acting Mayor Maloney asked if anything prohibited them from posting the proposals online.
Acting City Manager Gilmore said they could, but that normally they don’t put them online. He asked Council if there was a certain dollar threshold they wanted to set some guidelines by. He wanted to establish a some rules so that staff knew when the Aldermen wanted to see all the bids posted instead of what they usually post online.
Acting Mayor Maloney said that when staff does not pick the lowest bidder, that he would like to understand the reasoning behind the choice. In a case such as this, where staff did not go with the lowest bidder, he said he would like all the bids posted on the City’s website in order to provide additional transparency. He added that flooding in particular is in the spotlight and since staff is not recommending the lowest bidder, the sum of money they are paying is large, and the fact that the City has worked with Burke many times are factors that make this particular RFP important.
Ald. Mazzuca said he too would like to see everything. He added that 90% of the decision is usually based on cost, but in this case staff is using their judgement. He said going forward he wanted to see more transparency around the RFP’s.
Ald. Milissis said Ald. Mazzuca’s explanation was not clear and he said he felt sorry for staff. He said that Council changing things up on staff is unfair and it is simply micromanaging. He felt this was just a delay tactic in dealing with a stormwater plan. He said he took the time to read all 3 proposals without looking at the scorecard and he would rate Burke as the best bidder. He said they have a clear understanding of what they’re doing. He noted that at some point Council will have to trust staff. He said now we are asking them to change it, and our response to staff is not adequate, it is not a good standard to have. He said he took offense to the type of message they were sending to staff. He felt that they shouldn’t just vote on the cheapest bidder because you get what you pay for, and this project is too important. He said he would be voting against the deferment.
Acting Mayor Maloney asked Director Zingsheim if he looked at all 6 bids.
Director Zingsheim said yes, and that Burke stood out among the rest.
Acting Mayor Maloney asked if he could give Council bullet points as to why he felt that way and to explain it on a level they could understand.
Director Zingsheim said that City Engineer Mitchell could answer his questions. Acting Mayor Maloney asked what the significant differences in the proposals were.
City Engineer Mitchell said that Burke had a certain level of detail with each task, they included more public outreach events, the quality of what they have, since they have already completed a sewer study with Park Ridge, and they had more detail than the other firms. She said the quality of the end product is what they are looking for, and that their sample product is something we want.
Ald. Milissis said that Burke spoke to the concerns they’ve had. They broke up things for the Council and asked what we wanted to do. They included more touchbacks with Council. In addition, Burke is locally based so we can easily verify the work they’ve done. Hey and Associates was a close second, but they spoke more to how other councils operate and are not as familiar to how our Council operates.
Ald. Shubert asked if they feel that other firms didn’t understand, or underbid since they haven’t worked with us.
City Engineer Mitchell felt they didn’t underbid, but that Burke was able to refine it and model it more for us, as opposed to a general model that the other firms provided. Burke can also use some of the time and money that others would spend finely tuning a model.
Ald. Mazzuca said there is a higher bar that is set when you don’t take the lowest bid. He spoke to Ald. Milissis’ earlier comment saying that he didn’t think that the instruction he gave staff was confusing. He said that taxpayers have a right to know why we are going with a firm if they are not the lowest bidder. Hey and Associates was rated poorly by staff, however, they are $90,000 cheaper and were a close 2nd. He said he is suspicious as to why this item is going straight to action on a Finance Committee of the Whole instead of a discussion item on a Public Works Committee of the Whole. He felt it belonged on the Public Works Committee of the Whole and that the item needed more transparency.
Ald. Milissis said that Ald. Mazzuca just accused staff of doing something illegal.
Ald. Mazzuca said he did not accuse staff, that he said he is suspicious.
Ald. Milissis suggested he tone down his rhetoric, because it has created problems in the past. He said unless there is something Ald. Mazzuca would like to address specifically.
Ald. Shubert said this was planned to be on the Public Works Committee of the Whole meeting on July 11, but staff told him they needed additional time for the scoring and evaluation process. Instead of wasting time and waiting until the August Public Works meeting, it was put on the Finance agenda. He noted that on Friday he had suggested the remaining three bids be put online.
Ald. Moran asked why they were not put online.
Director Zingsheim said Ald. Shubert’s request was made after 5 p.m. when staff had already left for the day.
Acting Mayor Maloney said he was in favor of deferral, but not for the reasons that Ald. Mazzuca is. He said he wanted to understand the reasons why staff chose Burke. He didn’t feel that Council was micromanaging. He said he just wants to understand so that when residents ask him about the decision, he would be able to justify it to them and answer their questions accurately.
Ald. Moran said he feels the same as Acting Mayor Maloney. He said that this is a lot of money they are dealing with.
Ald. Knight said he too was for the deferral. He added that they should be specific as to what they want staff to provide them with. He said they wanted to see the scorecards, and all the proposals.
Ald. Mazzuca added that he would also like to see the original RFP.
Motion deferred, by roll call vote, 4-2, Ald’s. Milissis and Shubert were the nay votes.
IV. Finance and Budget
A. Action Items
1. Approve FY16 budget amendments for construction of the 9/11 Memorial and related sales and donation revenue Ald. Knight made a motion to approve. Ald. Milissis seconded the motion.
Acting Finance Director Lamberg said staff felt it was best to establish a separate expense line for this item since it was not budgeted. The budget amendment establishes that line and the budget for it. It also includes donations we have received.
Acting Mayor Maloney asked if $6,050 was collected.
Acting Finance Director Lamberg said yes, that amount was collected from the public as of April 30.
Acting Mayor Maloney asked if the City was paying for around $4400 of the remaining cost.
Acting Finance Director Lamberg said yes, that’s the balance between the construction cost and the remaining after donations.
Acting Mayor Maloney asked if they are going to continue to fundraise.
Acting Finance Director Lamberg said yes, that they are fundraising annually around the time of September 11 ceremony.
Ald. Milissis noted that the American Legion said they would financially help the City with money for the memorial and wanted to know if they did.
Acting Finance Director Lamberg said she would need to verify that.
Ald. Milissis suggested she follow up with them.
Motion carried, by voice vote, 6-0.
2. Approve FY17 budget amendments for the engraving and installation of 9/11 memorial
bricks and brick sale and donation revenue Ald. Knight made a motion to approve. Ald. Shubert seconded the motion.
Acting Finance Director Lamberg said the expense for this item is for the anticipated cost to engrave and install bricks.
Motion carried, by voice vote, 6-0.
3. Approve closure of the 2012A Sewer Improvement Construction Fund and related
Budget Amendments in the amount of $369,666.01 Ald. Knight made a motion to approve. Ald. Moran seconded the motion.
Acting Finance Director Lamberg said the objectives of bond proceeds are completed and came in under budget. She said the recommendation from staff is to transfer the proceeds into the Sewer Fund.
Ald. Mazzuca asked if this increased the surplus that’s in that fund.
Acting Finance Director Lamberg said yes, but that it was anticipated and was shown throughout the budget process.
Ald. Moran asked which Public Works projects were completed and which weren’t for the $5,000,000.
Ald. Mazzuca said the $5,000,000 was for the first bond issue, and what would have been a series of bond issues.
Acting Finance Director Lamberg said that was correct, that if they had followed the initial plan they would have bonded for an additional $22,000,000.
Motion carried, by voice vote, 6-0.
4. Approve a purchase order for Accounting Principals Staffing in the amount of $65,000
and a budget transfer in the amount of $65,000 Ald. Knight made a motion to approve. Ald. Moran seconded the motion.
Acting Finance Director Lamberg said that due to Mr. Gilmore filling the Acting City Manager role there is a trickle-down effect of responsibilities which spreads Finance staff too thin. She said they needed to hire temporary help to fill that vacancy.
Ald. Mazzuca asked if they shopped around various agencies.
Acting Finance Director Lamberg said they did shop around, but that their main focus is on experience, or else staff would lose time training the person.
Ald. Knight asked if this was for a specific person.
Acting Finance Director Lamberg said it was for now, but to keep in mind that this person is looking for full-time employment and might find another job at any time. With that in mind, staff prefers to stick with the same temp agency because they are aware of exactly what we need.
Ald. Shubert asked if this purchase order extends into the next fiscal year.
Acting Finance Director Lamberg said it is for nine months.
Acting City Manager confirmed it is nine months of service.
Motion carried, by roll call vote, 6-0.
B. Discussion Items
1. Ticket/Citation Collection Acting City Manager Gilmore said they are staying on top of collections and that FY16 brought in almost $40,000. He said in FY17 collections will ramp up during tax return season, the same as it did in FY16.
2. Uptown/Summit Parking Acting City Manager Gilmore said they reached out to two firms and will get one more firm for a total of three quotes. If the quotes extends over the $10,000 threshold, then the item will be brought back to Council.
Ald. Knight asked if they would see the proposals in August.
Acting City Manager Gilmore said most likely.
C. Human Resources
1. Review/update on each union body, labor negotiation(s), grievance(s)
• Local 150 (Public Works) held a negotiation session on July 20. The next negotiation session is scheduled for July 26.
2. Review/update on the non-union body
• No report.
3. Staffing Changes
• The City hired the following people:
o Nicholas Goodknight, Fiscal Technician II started on July 18. o Frank Mizser, Pump Station Operator started on July 18. o Theodore George, Building Maintenance will start on July 27. o Amy Lawson, Utility Billing Specialist will start on August 2.
• We are currently in the process of receiving applications and/or interviewing for the following positions: Administrative Assistant (pt), Administrative Services Supervisor (ft), Financial Analyst (ft), Plans Examiner/Inspectors (pt/on-call), Records Technician (pt), and School Crossing Guards (pt).
4. Pension Update
• The next Police Pension Board quarterly meeting is scheduled for July 26 at 10:00 a.m. in the 2nd Floor Conference Room at City Hall (505 Butler Place).
• The next Fire Pension Board quarterly meeting is scheduled for August 16 at 10:00 a.m. at Fire Station 36 (1000 N. Greenwood Avenue).
C. Department Head Report None.
V. Procedures and Regulations
A. Action Items
1. Approval of moving the proposed Zoning Ordinance amendments to Section 11, Site Development Standards, and Section 16, Definitions, to the City Council for action to refer the item to the PZC for public hearing Ald. Mazzuca made a motion to approve. Ald. Milissis seconded the motion.
Community Preservation & Development Director Testin said there were changes made since the last meeting. He said in the draft they added barriers near café seating for safety, and that mechanical equipment section does not include pool equipment.
Ald. Mazzuca noted that under section 11-F-6 in section D2 they have now allowed plastic fence materials.
Director Testin say they wrote it to allow plastic or vinyl materials.
Ald. Mazzuca asked if that knowing that similar uses or structures has broadened, if Director Testin thought there will be a lot more of these structures coming to us.
Director Testin said no.
Motion carried, by voice vote, 6-0.
B. Discussion Items
1. Update on PZC Zoning Ordinance Amendments Ald. Mazzuca said he has asked Director Testin to have this on the agenda as a standing item until November.
Director Testin said that at the July 12 Planning & Zoning meeting they discussed and focused on three items to move forward. The three items included plan developments, B1 vs B2 districts, and the site plan review process. They will focus on those three items which will hopefully come back by November.
Ald. Shubert asked if they could speed up the process by hiring an outside firm. He felt they were already running into challenges since they had original started with 8 or 9 topics and have narrowed them down to 3.
Director Testin said they need P&Z to clarify what they want. He said we need them to identify the topics they brought up and they need to agree upon them.
Ald. Mazzuca said if it looks like we are getting stuck, then we can consider hiring a firm.
Ald. Shubert said that he understands there is limited time, but said he feels that is the reason they should bring in a consulting firm to draft something for the P&Z Commissioners to view. He said the Commissioners could base their decision on the draft, as opposed to relying on them to draw it up themselves and run the risk of having this process drawn out over the course of several meetings.
Director Testin said that they are looking for P&Z to define the areas they feel need to be changed, since they are the ones who brought these topics up in the first place.
C. Upcoming P&R Items
1. Future P&R agenda recommendations Ald. Mazzuca went over items that were added to the list.
Ald. Knight asked what they are getting from the City Attorney on August 15.
Ald. Mazzuca said he asked the City Attorney to reach out to other communities to see what things are procedurally working for them that we can implement and do better.
VI. New Business
None.
VII. Adjournment
The meeting was adjourned at 9:07 p.m.
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