City of Park Ridge Committee of the Whole met June 11.
Here is the minutes provided by the Committee:
I. Roll Call
Mayor Maloney called the meeting to order at 7:00 p.m.
City Clerk Henneman read the roll call and the following Elected Officials indicated their presence at the meeting: Aldermen Moran, Milissis, Wilkening, Shubert, Melidosian, and Mazzuca. There was a quorum.
II. Citizens Who Wish to be Heard on a Non-Agenda Item
None.
III. Public Safety
Action Items – Police
1.Approve adopting a Resolution to approve an amended mutual aid agreement for the Northern Illinois Police Alarm System, (NIPAS)
Motion by Alderman Milissis, seconded by Alderman Moran
Chief Kaminski stated that the City has been a member of the Northern Illinois Police Alarm System (NIPS) since 1983. The City’s participation provides mutual aid support during times when a police emergency exceeds our capability. The NIPAS Board has recommended that the NIPAS Agreement and Bylaws be updated. He summarized these changes and noted that the City Attorney has reviewed them. It is anticipated that NIPAS will adopt the new agreement and bylaws later in 2018. Staff recommends adopting a Resolution approving an amended mutual aid agreement for NIPAS.
Motion carried, 6/0, by voice vote.
B. Discussion Items – Police
Chief Kaminski detailed the month’s activities, special events, memorial services, and festivals. Staff was moving forward with a pilot program for body cameras scheduled to begin in August. Staff continues to work with School District 64 on a School Resource Officer (SRO). City Attorney Tappendorf has drafted an IGA, but it is currently on hold pending District 64.
Alderman Moran questioned under whose authority the IGA was drafted. Chief Kaminski replied that staff was developing a draft pilot program for an SRO and the corresponding IGA that would then be brought back to Council for approval.
Discussion ensued on drafting an IGA for a pilot program, implementation, staffing and associated costs. Chief Kaminski noted that the purpose of an SRO is to get young people to connect with the police and to develop relationships.
Discussion ensued on liability in SRO programs in School District 207 and the active shooter program. City Manager Gilmore stated that the City Attorney would review the District 207 IGA for best practices for liability.
At Alderman Mazzuca’s suggestion, District 64’s IGA for an SRO will be made a standing item on the Public Safety agenda. He also suggested engaging Alderman Milissis, as he is the intergovernmental liaison.
Chief Kaminski noted that renovations have begun on the second floor detectives’ office.
C. Department Head Report – Police
1.Monthly Report – May 2018
2.Complimentary Letters – May 2018
None.
3.Red Speed Monthly Reports – May 2018
None.
4.Citizen Corps Volunteer Report – May 2018
None.
5.Department of Justice Publication - Park Ridge’s Success Story on Going Beyond Crisis Intervention Team Training
None.
Alderman Milissis commented on the community meeting held regarding complaints about the group homes in the Second Ward. He noted that there was a good discussion with representatives from the homes.
D. Action Items - Fire
1. Approve the a purchase order for Fire Department uniforms to On Time Embroidery Inc. of Elk Grove Village, IL not to exceed $26,500.00
Motion by Alderman Shubert, seconded by Alderman Milissis
Chief Sorensen stated the City issued a Bid on April 12, 2018 for Fire Department Equipment and Uniforms Purchase, FY-FY18-02, via the Pioneer Press. Each bidder was to provide pricing for all of the required Department uniform items. The lowest bid from responsive and responsible bidders was submitted by On Time Embroidery Inc., of Elk Grove Village, Illinois. Two bidders were deemed non- responsive based upon their failure to meet the bid requirements. Staff recommends the approval of a contract and purchase order not to exceed $26,500.00.
Motion carried, 6/0, by voice vote.
2. Approve the a purchase order for one (1) 2018 Ford Utility Police Interceptor AWD to Currie Motors of Frankfort, IL in the amount of $27,216.00
Motion by Alderman Milissis, seconded by Alderman Shubert
Chief Sorensen stated that staff is seeking approval to replace one (1) vehicle, Unit #F-40, a 2006 Ford Explorer that has 118,204 miles and is currently being used by the Fire Marshall. His original vehicle, a 2001 Chevrolet Blazer, was deemed unsafe to use by the City’s Vehicle Maintenance Division due to having a bad air bag sensor. The Fire Marshall is currently using a 2006 Ford Explorer that was previously in use by the Police Department Administration.
Staff wishes to replace the 2006 vehicle with a 2018 Ford Utility Police Interceptor AWD. This vehicle is available through the Northwest Municipal Conference Suburban Purchasing Cooperative (SPC) contract #152 for $27,216. SPC, through its competitive bid process, selected Currie Motors of Frankfort, Illinois as being the lowest responsive and responsible bidder for this vehicle. It is also available through the State of Illinois Central Management Services (CMS) contract #4018503 for $29,340. After the vehicle is delivered, it will require upfitting (emergency lighting and equipment) for approximately $9,000. The old vehicle will be auctioned off.
Discussion ensued on the Fire Department’s continued use of the police vehicle, upfitting needs, and associated costs.
Alderman Mazzuca stated that he would be voting no as there is a vehicle currently being used that serves the purpose and the upfitting costs.
Alderman Milissis stated that this was not the place to be cutting corners, and was in favor of the replacement for personnel and citizen safety.
Alderman Moran stated that he would be voting no and asked for more detail on upfitting costs.
Staff was directed to provide more detail accounting of upfitting costs.
Motion carried, 4/2, by voice vote with Aldermen Moran and Mazzuca being the nay votes
E. Discussion Items – Fire
None.
F. Department Head Report – Fire
Chief Sorensen stated that hydrant testing had begun. Notification for hydrant flushing are sent out to residents each week at 10 a.m. on Saturdays using the Code Red system. They are finishing up in the Seventh Ward and will move north. Completion is anticipated for mid-August.
Discussion ensued on the use of Nixle, resident notifications and community messages.
Chief Sorensen stated that the Fire Department only uses Code Red.
Chief Kaminski stated that Nixle is used as a community messaging system as the Department is trying to do better with social media. The Department uses as many systems as possible to get the messages sent out.
Discussion ensued on having one sign up location for all programs and getting the message out to the residents of the different systems being offered.
G. Complimentary Letters – May 2018
None.
IV. Public Works
A. Action Items
1. Approve a Contract for Flygt Pump Repair at Sibley Lift Station, PW-19-01, to Hydroaire Inc.
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that Bid PW-19-01 was released to the market on May 10, 2018 for repair to a Flygt 3601 water pump at the Sibley Lift Station (pump #4). This pump is routinely used when the Deep Tunnel closes and the pumps operate full time. Repairs include new seals and bearings, new O-rings and lubricants, rewind Stator, and repaint. Staff also requested a bid price on a new Flygt pump, or an equivalent pump, with the same specifications. Bid pricing for a new pump was to include transportation, installation, and testing. Staff recommends the contract be awarded to Hydroaire Inc. for the repair of the existing pump, in the amount of $35,725.00.
Motion carried, 6/0, by voice vote.
2. Approve a Contract for a Bobcat Loader and Concrete Breaker Attachment, PW-18-18, to Atlas Bobcat LLC in the amount of $46,339.00
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that Bid PW-18-18 was released to the market on May 10, 2018 for a Bobcat frontend loader and concrete breaker attachment. Currently the City’s loader fleet consists of Bobcat branded machines and attachments. A new loader was required to replace an aging primary Bobcat loader model, which will now be used as a backup loader. The trade-in value for the current Bobcat is so low that it is advantageous for the City to retain. Atlas Bobcat LLC, of Elk Grove Village, was the low bidder for both the Bobcat loader and the concrete breaker attachment. Staff recommends the purchase of the Bobcat loader ($39,617) and concrete breaker attachment ($6,722) from Atlas Bobcat LLC, for a total of $46,339.00.
Motion carried, 6/0, by voice vote.
3. Approve a Purchase Order for a Fuel Monitoring System to Metro Tank and Pump Company, in the amount of $24,087.00
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that the Service Center provides all of the diesel and unleaded fuels for the City’s fleet of equipment. As the fuel monitoring and leak system is antiquated, there is a need to install new sensors that monitor these tanks, and is not expandable to additional storage tanks. A Request for Proposal was developed and released to the City’s website on April 26, 2018. The highest scoring vendor was Metro Tank and Pump Company, of Wheeling, Illinois, who also submitted the lowest proposal price of $24,087.
Motion carried, 6/0, by voice vote.
4. Approve a Purchase Order for one (1) 2018 Elgin Pelican NP Sweeper to Standard Equipment Company of Chicago, Illinois in the amount of $204,306.00
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that staff is seeking approval to replace one (1) sweeper, Unit #19, a 2005 Elgin Pelican P that has 8,735 hours. Staff wishes to replace the 2005 sweeper with a 2018 Elgin Pelican NP sweeper. This sweeper is available through the Northwest Municipal Conference Suburban Purchasing Cooperative (SPC) contract #155. SPC, through its competitive bid process, selected Standard Equipment Company, of Chicago, Illinois as being the lowest responsive and responsible bidder for this sweeper. Staff recommends that due to the poor condition of the current sweeper, it is in the City’s best interest to trade it in as opposed to auctioning it off. Staff recommends that the City award a purchase order for one (1) 2018 Elgin Pelican NP Sweeper to Standard Equipment Company of Chicago, Illinois in the amount of $204,306.00. This amount includes a $10,000 trade-in.
Discussion ensued on the number of sweepers, amount of usage and mileage per sweeper.
Motion carried, 6/0, by voice vote.
5. Approve a one-year extension to the contract for Emergency Watermain and Sewer Work Services, PW-FY17-01, to DiMeo Brothers Inc.
Motion by Alderman Moran, seconded by Alderman Wilkening
Director Zingsheim stated that in May 2016, the Council approved a contract for Emergency Watermain and Sewer Work Services, PW-FY17-01, with DiMeo Brothers Inc. The contract term was for one (1) year and with up to two (2) one (1) year extension periods; the overall term period is not to exceed three (3) years. The first extension was approved on June 19, 2017. The contract allows for annual unit increases based on the CPI, with a maximum of 3%. Staff has received correspondence from DiMeo Brothers Inc. regarding a one (1) year contract extension, with no rate increase. Staff recommends that the City avail itself of this extension
After discussion, staff was directed to include “with no price increase” in the Option to Renew Contract document. Alderman Mazzuca noted that staff always had the responsibility to consider more recent price discovery.
Motion carried, 6/0, by voice vote.
6. Approve the contract for Thermoplastic Pavement Marking with Superior Road Striping Inc., and a purchase order in the amount of $45,000.00
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that the City has participated in the Suburban Purchasing Cooperative (SPC) thermoplastic pavement marking program since 2010. SPC members benefit from this program by receiving lower unit process from bidding and awarding a larger project. SPC’s 2016 contract was awarded to Superior Road Striping Inc. of Melrose Park, Illinois. Based on the City’s estimated quantities, Park Ridge would have approximately 48,870 LF of new pavement marking lines, 80 SF of pavement marking removal and approximately 950 SF of letters and symbols done under this contract at a cost of $45,000.00.
Motion carried, 6/0, by voice vote.
7. Approve the Contract for the 2018 Street Resurfacing Program, 19-00000-1-GM, with J. A. Johnson Paving Co., in the amount of $1,353,058.55
Motion by Alderman Moran, seconded by Alderman Wilkening
Director Zingsheim stated that staff issued an Invitation to Bid for 2018 Street Resurfacing Program, 19- 00000-01-GM, on May 24, 2018 in the Pioneer Press. The project was also advertised in the IDOT Notice to Contractors Bulletin on May 24 and 31, 2018. An email Invitation to Bid was sent to all contractors on the IDOT List of Prequalified Firms. This contract is for the rehabilitation of approximately 5.34 miles of roadway. Bids were received ranging from a low of $1,353,058.55 to a high of $1,526,888.00. Staff recommends that the contract be awarded to the lowest responsive and responsible bidder: J. A. Johnson Paving Co., of Arlington Heights, Illinois.
A student in attendance commented on the need to resurface Devon Avenue.
Director Zingsheim stated that the Illinois Department of Transportation (IDOT) would begin resurfacing Devon Avenue, western city limits to Canfield, at the end of June 2018.
Motion carried, 6/0, by voice vote.
B. Discussion Items
1. Forestry Appeal at 500 Belle Plaine
City Forester Naser stated that Ms. Kozlowski, of 500 Belle Plaine, has sent a letter of appeal for the removal of a 32” diameter Silver maple tree per the Appeals Process, as detailed in 15-18-10 of the Municipal Code. He noted that the property owner applied for a permit to remove the 32” Silver maple from the rear yard. As with all tree removal permit applications, Forestry staff performed a visual inspection of the proposed tree removal on June 4, 2018. Upon inspection, it was determined that the tree is in good condition and shows no sign of stress or any visible defects. The tree contains a thriving, full canopy with no dead limbs. The location and condition of the tree do not meet any of the conditions that would qualify it as a candidate for removal, per the Municipal Code. Therefore, Urban Forester Hansen denied the permit application.
Urban Forester Hansen detailed the denial, noting that 10% of the City’s public tree population are Silver Maples. If the tree was allowed to be removed, replacement requirements would be three (2”) caliber shade trees with escrow at $375 per tree ($1,125).
Mr. Kozlowski, of 500 Belle Plaine, detailed his reasons for the permit request and the previous removal of a portion of this multi stemmed tree on his property, noting possible foundation issues and concerns with water runoff. He commented on being proactive in protecting his family by taking preventative measures.
Blake Ryan, a student, questioned if the tree would be removed when it was 100 years old. City Forester Naser replied that trees are only removed when they show signs of decline or decay, not just age.
Joan Sandrik, 409 South Clifton, questioned why the earlier tree had been removed and if it was multi stemmed. Urban Forester Hansen stated that a former employee had approved that removal but there was no indication that it was a multi stemmed tree.
Alderman Shubert stated that he was in favor of approving this appeal based on the facts of the case and concerns with water runoff.
Alderman Milissis stated that he was in favor of the appeal due to the issues and concerns with the house.
Alderman Wilkening deferred to the City Forester’s expertise, noting that she hated to see the removal of a healthy tree and that there were other remedies.
Alderman Mazzuca stated that while he hated to see the removal of a healthy tree, it was a private property issue. As the tree was not near the end of its life span, he supported keeping the tree.
Alderman Melidosian stated that the tree appears to be healthy and that it could be pruned. He supported the City Forester’s decision.
Alderman Moran stated that he was in favor of keeping the tree.
Consensus was reached that the City Forester’s decision would stand, 4/2, with Aldermen Milissis and Shubert being the nay votes.
2. Bike Racks
Alderman Moran provided the Committee with a memo, a copy of which is attached, and detailed his findings of redundancy in the installation areas and numbers of racks proposed by the Task Force. He recommended the following revisions to the bike rack plan:
• Eliminate 2 racks at Talcott/Prospect
• Eliminate 2 racks at 619 Devon
• Eliminate 1 rack at 19 North Northwest Highway
• Eliminate 1 rack at the corner of Prospect and Summit
• Eliminate 1 rack at 37 South Prospect
• Relocate proposed rack at 31 South Prospect to 23 South Prospect
• Relocate proposed rack at 15 South Prospect to 23 South Prospect
• Relocate 2 proposed racks at 170 North Northwest highway to opposite side of the street, mid-block, near fire hydrant
He expressed his appreciation for the Bike Task Force’s efforts. He noted that these changes would reduce the cost of the racks by $3,731, thereby allowing quotes as opposed to the bid process.
Joe DeYoung, Bike Task Force, agreed to these revisions and questioned if the next phase could begin earlier as long as they stayed under the $20,000 threshold.
Alderman Mazzuca clarified that the plan was budgeted for one year at a time and that there was a staff member assigned to work through the plan.
Consensus was reached to revise the bike rack installation plan as detailed above.
C. Department Head Report
Director Zingsheim noted that the City had over 2 inches of rain over the weekend without any problems.
V. Other City Business
1. Alderman Melidosian detailed a meeting that he and Chief Sorensen attended with Lutheran General Hospital (LGH) regarding the potential expansion of the LGH facility and the Advocate merger to become Advocate Aurora Health Care.
VI. New Business
None.
VII. Adjournment
Meeting adjourned at 9:18 p.m.
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