M I N U T E S COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL PUBLIC SAFETY AND PUBLIC WORKS CITY HALL COUNCIL CHAMBERS

Transcription

1 CITY OF PARK RIDGE 505 BUTLER PLACE PARK RIDGE, IL TEL: FAX: TDD: M I N U T E S COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL PUBLIC SAFETY AND PUBLIC WORKS CITY HALL COUNCIL CHAMBERS 505 BUTLER PLACE PARK RIDGE, IL MONDAY, FEBRUARY 11, 2019 AT 7:00 p.m. DRAFT I. Roll Call Mayor Maloney called the meeting to order at 7:00 p.m. Roll call was read and the following Elected Officials indicated their presence at the meeting: Aldermen Moran, Wilkening, Shubert (electronically), Melidosian, Mazzuca and Joyce. Alderman Milissis was absent. There was a quorum. Mayor Maloney stated that as Alderman Shubert is participating electronically, all votes will be by roll call. II. Citizens Who Wish to be Heard on a Non-Agenda Item III. Public Works * Action item 5 was heard first. A. Action Items 1. Approve a contract for the implementation of an Advanced Metering Infrastructure and Automated Meter Reading (AMI/AMR) system, FN-19-04, with Water Resources in the amount of $4,611,638 Motion by Alderman Moran, seconded by Alderman Joyce Directory Zingsheim stated on October 24, 2018 staff issued a Request for Proposal, for general contracting services to replace all meters in the city and develop an Advanced Metering Infrastructure for Automated Meter Reading (AMI/AMR). This would eliminate homeowners to manually read their meters and provided leak detection. The four proposals were evaluated and graded on their proposals. The top two scores, Water Resources and Mueller Systems, were invited to give a 1.5 hour oral presentation to the evaluation team. Additional software demonstrations were also held. Final scoring was completed and detailed in the related agenda cover memorandum. References have been checked and were satisfactory. Finance Director Lamberg was also present to address questions. Director Lamberg addressed questions regarding the timeframe for installation, the City s budget and cash flow for the project. Director Lamberg stated timeframe for installation is 18 to 24 months and that the 2012 Water Rate study assumed the City would be borrowing money for this expenditure. Since it was not implemented at that time, the water fund balance now has the funding. The City will be able to pay in cash. Director Zingsheim stated he has contacted Highland Park, who recently completed an installation and they stated it went very smoothly. Director Zingsheim responded to questions regarding how long it takes to replace a meter and which meters would be replaced first, (large meters), cost of the new meters, life span of the meters.

2 City Manager Gilmore addressed Alderman Mazzuca s question regarding the RFP scorecard and final scorecard. Director Lamberg also responded describing the process, that the cost component was added to the final scorecard and the criteria was re-categorized. The scorecards were reviewed. Alderman Mazzuca asked about the additional cost of $75,000 per year. Director Lamberg stated this includes the maintenance of data collectors located throughout the City, software, and the consumer portal. Alderman Mazzuca requested a copy of this proposal. Director Lamberg stated that this could be provided to the Council. Mayor Maloney thanked City Manager Gilmore, Director s Lamberg and Zingsheim for moving this project forward and is looking forward to getting this done. Alderman Moran also thanked staff for providing a well-written and detailed proposal. Alderman Mazzuca referenced cost justification of the project and that execution for residential accounts, given the ambitious timeframe with possibility of disruption may be risky. Alderman Shubert requested more detail on the Highland Park roll out and other communities that have implemented this. Alderman Shubert also thanked staff for their thoroughness on the proposal. Motion carried, 4/2 by roll call vote with Alderman Wilkening and Alderman Mazzuca being the nay votes. 2. Approve a contract for the Public Works Service Center Parking Deck Repair, PW-FY19-22, with Western Specialty Contractors Motion by Alderman Moran, seconded by Alderman Mazzuca Director Zingsheim stated staff issued an Invitation to Bid for the Service Center Parking Deck Repair. Eighteen (18) firms registered via the City web site. Eight (8) bids were opened and read aloud. At the bid opening, Western Specialty Contractors was the low bid of $156, This contract is for concrete and structural repairs of the concrete parking deck at the Public Works Service Center, 400 Busse Highway, as identified in the bid documents. Staff forwarded the bid documents to J. V. Henik Inc., the City s structural engineering consultant for this project, for review and recommendation. Henik noted that Western Specialty Contractors, besides being the overall low bid, had the lowest unit price if hidden/ unforeseen additional work became necessary and recommended them for the project. References and qualifications were checked and found to be satisfactory. He described the repairs. Alderman Joyce asked if the root cause of the structure failure for the repairs was identified. Director Zingsheim stated that the original structure may have been built too tightly. Expansion and contraction caused by heat and cold could have caused cracking. Next year s budget includes a roof system to alleviate this. Motion carried, 6/0, by roll call vote 3. Approve a one-year extension to the contract for the Elm Tree Injection Program. PW- FY18-15, to Kinnucan Tree Experts Motion by Alderman Moran, seconded by Mazzuca City Forester Naser stated, in May 2018, the Council approved a contract for the Elm Tree Injection Program, to Kinnucan TreeExperts of Lake Bluff, Illinois. The contract term is for one (1) year, with two (2) optional one (1) year extensions provided there is no change in the terms, conditions, specifications, and prices and such renewals are mutually agreed upon. Staff has received correspondence from Kinnucan Tree Experts regarding a one (1) year extension at the current prices. Staff recommends that the City avail itself of this extension. This year, approximately 150 American elm trees will be re-treated using the systemic fungicide, Arbotect 20-S, to protect against Dutch elm disease. Since the re-establishment of this program in 2014, the City has treated 347 elms with about 100+ trees treated each year on a threeyear rotation. The proposed FY20 budget for this program is $62,500. Additional trees may qualify for treatment after routine inspections. Alderman Joyce asked how many trees did not respond to treatment, (were lost). Forester Naser responded that we have lost 8%, about 30 trees. He stated that he feels this program has been very effective. Page 2 of 6

3 Motion carried, 6/0 by roll call vote. 4. Approve the contract for the Tree Planting Program, PW-FY19-24 to American Landscape Group Inc., in the amount of $40, Motion by Alderman Moran, seconded by Mazzuca City Forester Naser stated that the correct vendor name is Americana Landscape Group Inc., and staff will have this corrected on the memo and the bid tab for the Council reading. He stated that staff issued an Invitation to Bid for the Tree Planting Program on January 16, Ten (10) firms registered. At the public bid opening on February 7, 2019, four (4) bids were opened and read aloud. Americana Landscape Group Inc. was the low bid of $40,200. References and qualifications were checked and found to be satisfactory. This contract is for the planting of approximately 600 trees as part of the FY20 Reforestation Program. The term period for this contract is one (1) year, with two (2) one year extensions. Alderman Mazzuca made a friendly amendment to amend the vendor name to Americana Landscape Group Inc., Alderman Moran seconded. Motion carried as amended, 6/0, by roll call vote. *5. Consideration and action on an appeal regarding the denial of a tree removal permit at 116 North Aldine Alderman Moran described the appeal process. Forester Naser stated on January 16, 2019, the owner of 116 North Aldine submitted an application to remove a 34 diameter Silver maple tree from the rear of the property. The resident(s) explained that the tree s roots were causing damage to the driveway and backyard patio and they were concerned about future branch failure causing damage. Forester Hansen visited the site and evaluated the condition of the tree using a limited visual assessment of crown and trunk health. Staff looked for signs of disease, which cannot be detected on foliage during the winter, insect infestation and visible signs of decay. It was concluded that the tree was in fair to good condition with characteristics typical of the species. The permit was denied for these reasons. The owners of 116 N. Aldine have submitted an appeal for the denial of the tree. Ms. and Mr. Margaris, 116 North Aldine, provided photos of the yard and the tree. Ms. Margaris provided history of the home, her mother was widowed and she passed away in August. Ms. Margaris has purchased the home and would like to make improvements that her mother could not afford. The driveway and patio are cracked due to the tree roots. She stated concern over the limb in the backyard overhanging the driveway falling, as her children play there and for her neighbor s house. They cannot fix the patio and driveway, due to the roots coming up out of the ground. Mr. Margaris highlighted the raised earth around the tree and read related information from a directory of services from a tree service. He continued that when the forester came out, he could not see that due to snow on the ground. He stated that the photos were taken showing two perspectives of the one limb over the neighbor s house, one limb over the garage and one over the kitchen. He is also worried about the limbs falling. He would like to fix the patio, and replace the driveway but was advised the roots could be an issue and cause cracking. Mr. Margaris stated concern of one of the limbs falling on the power lines. Jean Macek, 112 North Aldine, a neighbor, stated one huge tree branch hangs over her bedroom, she hears is swaying when it is windy and is afraid it may fall. Alderman Mazzuca asked the Margaris if their appeal was based on the tree being damaged or injured to the extent that it is likely to die or become hazardous with three years, (#2 of the conditions for criteria for tree removal). Ms. Margaris again stated concern about condition of the tree. Alderman Mazzuca asked if pruning the tree could resolve the power line issue. Forester Naser stated the Forestry Department went out for an additional inspection and the tree is in fair to good condition and rated as risk low risk. Alderman Mazzuca referenced the portion of the agenda cover memo that references signs of disease cannot be detected on foliage during the winter and asked if this could be revisited. Forester Naser responded yes. Discussion ensued regarding which limbs are pruned by Com Ed in cyclical pruning and if a tree trimming service had been consulted. Alderman Mazzuca asked staff if a new development plan for the property would allow the tree to be taken down. City Forester Naser stated he would check the language in the ordinance, related to new development versus expansion and whether a garage is considered an Page 3 of 6

4 accessory structure. Alderman Melidosian recapped the criteria for tree removal and asked City Forester Naser if it meet any of the criteria. City Forester Naser stated no. Alderman Melidosian asked if spring or summer would provide a better idea to predict longevity of the tree. City Forester responded no, and that trimming too much could impact health of limbs and the tree depending on what was trimmed and how much was removed. There was consensus with City Forester Naser s assessment of the tree and the suggestion to prune the tree. Ms. Margaris asked where she can review the criteria list for removal of a tree. Alderman Moran directed her to the posted agenda and related memo. City Forester Naser also provided the requirements that apply for tree replacement. Mr. Margaris stated he would be willing to replace trees in another area of the yard. Mayor Maloney noted that there is provision in the code, a steep penalty related to an owner, who does something to initially damage a tree. Director Zingsheim stated that if this is upheld the City Forester could work with the owner to help identify which roots could be cut and the possibility of installing a root barrier. Alderman Moran made a motion to uphold the denial of the tree removal, Alderman Mazzuca seconded. B. Discussion Items Motion carried, 6/0 by roll call vote. C. Department Head Report Director Zingsheim stated that Com Ed will be in Park Ridge looking at streetlights. These will be replaced with LED smart lights that notify Com Ed when they are out. Director Zingsheim stated the City is experiencing water main breaks daily due to the weather. Director Zingsheim stated he City is having difficulty with the delivery of salt. If the weather continues, staff will use less salt on side streets. Currently, other communities are also experiencing this delivery issue. Alderman Moran requested an item to be placed on a future COW agenda related to permit parking. He was contacted by a family who had twins, now requiring home visits for their therapy. Due to the permit parking in their area (purple permit) they have had to notify Post One over the past 4-5 weeks of these cars, without stickers. Today the resident was informed that this is last week that this will be allowed, and cars without permit stickers will be ticketed. If changing the time restriction for visitors is necessary, he would like it addressed. Chief Kaminski requested that the resident call the Department and he will resolve this. IV. Public Safety A. Action Items - Police 1. Approve a contract for towing services, PD-FY with Lin Mar Towing and Recovering Services LLC Motion by Alderman Melidosian, seconded by Moran Chief Kaminski stated the current tow contract expires on April 30, As a result, the City requested bids for towing services as outlined in the City s Tow Services specifications. Two bids were received: Lin Mar (the current tow vendor) and Belmont Kolmar. The new contract is for a two year period with an option of a one year extension. A committee was formed to evaluate the bids. The committee conducted an on sight visit of each facility and interviewed the owners. Each committee member completed a rating form for each bid on the following criteria: tow equipment, response time and location, cost rating, secured vehicle storage capabilities, total storage capabilities and on-site facility visit. There is no cost to the City for tow services. The party requesting the service is responsible for the tow service fees. The party also has the option to use their own tow service. The City receives tow services from the vendor for City vehicles and seized vehicles at no cost. The vendor also stores recovered and seized vehicles. The committee felt that Lin Mar was exceptional in providing their own special equipment for large tows, secured storage and adequate storage. The committee was very impressed with the overall operation of Lin Mar. Both companies were checked through the Illinois Commerce Commission (ICC) and both were in good standing. Also, Lin Mar tows for nine (9) other police agencies while Belmont Kolmar has no police contracts. Other Police agencies are very satisfied with Lin Mar s services. Page 4 of 6

5 Chief Kaminski reviewed the criteria and rating for each of the vendors. He stated Belmont Kolmar typically tows cars for auto body shops and that Belmont-Kolar would have to sub-contract out for heavy-duty tows. He provided a comparison of response times. He stated that Belmont-Kolmar is in the process of obtaining an outdoor storage area for evidence and seized vehicles where as Lin-Mar has an indoor, secured, videotaped facility. Last year Lin Mar towed 354 tows for the Department. There was one complaint and the individual was satisfied with the follow up response received. Vince Pisanti, owner of Belmont Kolmar, stated they have chosen a storage facility, (currently on hold). It is in the range of 8 miles, per bid specification. He provided photos. He stated that if awarded the contract, they would install lighting and security. It is an outside storage lot that would hold up to 75 cars with 24- hour access. The fencing would also be upgraded. Heavy-duty tows would be sub-contacted out to Hillside Auto Services. Their response time would be 30 minutes in bad weather, 15 to 20 minutes otherwise. Alderman Joyce thanked Mr. Pisanti for attending the meeting. Motion carried, 6/0, by roll call vote B. Discussion Items - Police C. Department Head Report - Police 1. Monthly Report January 2019 Chief Kaminski stated the Annual Report is in progress, the E citations project is cancelled with the vendor and that we now have the opportunity to use the County program which may be more cost effective. All businesses were notified regarding Tobacco 21.The Cadet Program has not gotten good a response to date. Staffing levels were challenging this month. Alderman Melidosian added that Post 1 is not staffed on Friday and Saturday nights. Chief Kaminski added that vestibule is open, 911 can be contacted by using the call button and an Officer or Supervisor is available. This may allow for the possibility to no longer staff the desk on midnights. Staff would be redeployed. Currently, this is a trend being implemented in police departments though out the country. The Department is moving slowly on this, allowing time to monitor and evaluate. There have been no problems to date. 2. Complimentary Letters January Red Speed Monthly Report January 2019 Chief Kaminski stated the Traffic Officer recently returned to light duty and these reports will be provided for the March meeting. 4. Citizen Corp Volunteer Report January 2019 Chief Kaminski stated the Volunteer Appreciation Dinner is scheduled for February 27 th and invited Council to attend. 5. Police Department Remodel Update Chief Kaminski stated the asbestos abatement was completed today at noon. The ceilings have been taken down. He invited all to view the area. A meeting is scheduled for 2:00 pm, tomorrow with the vendor for next steps on the ceiling issue and the demolition. 6. Body Worn Camera Update Chief Kaminski stated that Train the Trainer session is tentatively scheduled for March 18. This will then be used for Police in service training. D. Action Items - Fire E. Discussion Items - Fire Page 5 of 6

6 F. Department Head Report Fire Annual Report Chief Sorensen stated that 133 emergency calls were responded to during the cold weather. He thanked staff for going above and beyond. Chief Sorensen noted this information from the 2018 Annual Report: 5,187 calls were responded to for the year Use of the new Rescue 36 vehicle, (responded to nearly 800 calls in 2018) Reorganization of the staffing matrix: the 3rd ambulance went on 30 calls in town, eliminating a neighboring agency having to come out. This is a first ever for the Department Concurrent incidents, 3 simultaneous calls have been increasing, more resources have helped to make response time quicker Mutual aid, there were 843 calls for help to be brought in and 839 calls for Park Ridge to provide help Special teams: technical rescue, dive team, hazmat. The Department would like to have more dive team members in particular, with a goal of two staff members trained in each specialty There was discussion regarding call types and how Fire Administration works to reduce call volume Goal of reducing response times with related upcoming facility improvements Chief Sorensen addressed questions. Chief Sorensen added we now have 1000 new homes with fire sprinklers. He thanked Executive Officer Lisowski and Battalion Chief Hanson for their work on the report as well as Council for their support and resources. 2. Complimentary Letter The complementary letter was noted. Alderman Wilkening thanked Executive Officer Lisowski for his work related to obtaining grants for the department. V. Other City Business VI. New Business VII. Adjournment The meeting adjourned at 9:07 p.m. Page 6 of 6