CITY COUNCIL MEETING MINUTES - July 24, 2018

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1 CITY COUNCIL MEETING MINUTES - July 24, 2018 Mayor Prejna call the Council meeting to order at 7:30 p.m. The Mayor and all who were present said the Pledge of Allegiance to the Flag and then the Mayor asked the Business Advocate who was taking minutes for the meeting call the roll. ROLL CALL: Present: Absent: Cannon, Budmats, Majikes, Gallo, D Astice Banger Staff Members Present: City Manager Barry Krumstok, Fire chief Terry Valentino, Police Chief John Nowacki, Assistant Public Works Director Rob Horne, Business Advocate Martha Corner, Finance Director Melissa Gallagher, and City Attorney Jim Macholl. WITH 5 PRESENT, 1 ABSENT AND 1 VACANCY THERE IS A QUORUM. THERFORE, MEMBERS OF THE AUDIENCE ARE REMINDED THAT THESE PROCEEDINGS ARE BEING VIDEO TAPED FOR CURRENT AND FUTURE BROADCAST OVER THE CITY S CABLE TELEVISION CHANNEL. MOTION TO APPROVE MINUTES: The first order of business was to approve the minutes from the July 10, 2018 Council Meeting. Alderman Majikes made the motion and it was seconded by Alderman Gallo. The minutes were approved unanimously. MOTION TO DEVIATE: Mayor Prejna requested a motion to deviate for the purpose of giving Life Saving Awards to Officers Kim and Soto. Alderman D Astice made the motion and it was seconded by Alderman Cannon. Chief Nowacki came forward and presented the Life Saving Awards. MAYOR'S REPORT: Mayor Prejna reported on recent community events he attend during July including: Parking Lot Party, Misericordia Fund Raiser, the annual Rolling Meadows Chamber of Commerce Golf Outing, and the July 21 Rolling Meadows City Market. He mentioned two businesses at the City Market, a chocolate company and a pottery/mug company, which may be interested in opening locations in Rolling Meadows. WARD REPORTS: Alderman Budmats reported that he received a telephone call from a resident who was questioning the former Dominick s property, saying it looks very overgrown, the weeds are high and they are wondering what is happening with it. MEETING OPENED TO THE PUBLIC FOR 20 MINUTES: Mayor Prejna opened the floor.

2 Page 2 of 10 Mayor Prejna welcomed the first signatory, Dick Minar. Mr. Dick Minar said that he is here to support the amendment to the Meadow Edge Planned Development that was recommended for approval by the by the Planning & Zoning Commission on July 3, He was there with several other members of the Board of the Meadows Edge Townhome Association and said they had worked very hard to get this amendment done and asked that the City Council pass the amendment as proposed, including a variance to allow a previously existing fence not to be installed. Mayor Prejna welcomed the second signatory, Pat Harrington. Pat Harrington stated she is also a member of the Meadows Edge Townhome Association and also supports the amendment as proposed, including the variance. She wants to maintain emergency access to the back of the adjacent Plum Grove Junior High school and asked the City Council to pass the amendment as proposed. Mayor Prejna welcome the third signatory, Attorney Anthony Peraica. Mr. Peraica introduced himself as an attorney representing the Islamic Society of the Northwest Suburbs (ISNS), who is in the process of requesting necessary approvals to allow the religious use of a property located at 1200 Hicks Road, in the M-1 Manufacturing District. He opposes the rezoning, and reiterated that on July 3, 2018 the Planning & Zoning Commission had voted 6-1 to recommend rejecting of the rezoning as proposed. He would ask that the City to take time to review the rezoning as it proceeds with an update to the 2006 Rolling Meadows Comprehensive Plan that is currently underway. He also questioned the boundaries of the rezoning as they ran so close to the 1200 Hicks Road as to be suspect of the City s intentions. Mayor Prejna welcome the fourth signatory, Zill Khan. Zill Khan stated that as a member of ISNS he opposed the rezoning of 1200 Hick Road from M-1 to M-3, and had concerns about the appearance of the rezoning to be spot zoning which is unusual from a land use planning perspective. As such, he questioned the timing and intention of the proposed rezoning by the City of Rolling Meadows. PENDING - ORDINANCES IN FOR 2 ND READING: A) Ordinance No / Amend Chapter 82 Right-of-Way Management Providing for the Regulation of, and Application for, Small Wireless Facilities in Public Rights-of-Way Mayor Prejna read the background on the ordinance and asked if there was a motion. Alderman D Astice made the motion and it was seconded by Alderman Gallo. With no discussion on the motion, the Clerk called the roll. AYES: Budmats, Majikes, Gallo, D Astice, Cannon Nays: 0 The Ordinance was adopted.

3 Page 3 of 10 MOTION TO DEVIATE: 1) Swear-in Ward 7 Alderman Rob Williams Mayor Prejna asked for a motion and a second to deviate from the agenda. Alderman Budmats made the motion and it was seconded by Alderman Gallo. The Mayor asked for any discussion on the matter of Mr. Robert Williams as a new Alderman. There was no discussion. The Mayor asked for a roll call to approve Mr. Williams as the new 7 th Ward Alderman. AYES: Majikes, Gallo, D Astice, Cannon, Budmats NAYS: 0 Mayor Prejna administered the Aldermanic Oath to Robert Williams. With this done the Council returned to business. A roll call was conducted. ROLL CALL: Present: Absent: Cannon, Budmats, Majikes, Gallo, D Astice, Williams Banger CONSENT ORDINANCES (1 st Reading): Mayor Prejna asked if any Alderman would like to remove an item from the Consent Agenda. Alderman Cannon asked that item B be pulled. The Mayor stated there is no Consent Agenda. B) Ordinance / Grant Approval for an Amendment to the Meadow Edge Planned Development and Variance to Allow a Fence along the Northern 300 Feet of the Eastern Property Line to NOT be Reinstalled (1 st Reading) Mayor Prejna read the background on the Ordinance and asked if Alderman Cannon had comments on the Agenda Item B, seeing that he requested that it be pulled. Alderman Cannon simply stated that he was impressed by the voter participation of the Meadow Edge Townhome Association, in the fact that of nearly 50% of the 210 member voted on the amendment and variance to allow a new fence. He will vote in favor of the Ordinance. Mayor Prejna asked for motion to move the Ordinance forward for a 2 nd Reading. Alderman D Astice made the motion and Alderman Cannon seconded. There was no further discussion. The Mayor asked for a roll call. AYES: Gallo, D Astice, Williams, Cannon, Budmats, Majikes NAYS: 0 The Ordinance moved forward for the 2 nd reading.

4 Page 4 of 10 C) Ordinance / Establish an M-3 Manufacturing District Classification and Rezone a Certain Area from an M-1 Manufacturing District to an M-3 Manufacturing District (1 st Reading) Upon request by the Mayor, City Attorney James Macholl provided a summary of the Ordinance. The Ordinance would reclassify part of the M1 district to a new M-3 district and remove three permitted uses within that district. Zoning regulations pertaining to that district would remain in full force and effect. Mayor Prejna provided the background on the Ordinance and asked for a motion to move the Ordinance forward for a 2 nd Reading. Alderman Majikes made the motion and Alderman D Astice seconded. Alderman Gallo stated that he felt there is insufficient background information to justify the rezoning as proposed. Alderman Budmats stated that he believed the timing for passing the Ordinance was wrong. He believes that the appearance and timing of the Ordinance is suspect and does not conform to typical City of Rolling Meadows transparency standards. He suggested revisiting the Ordinance after the update to the City of Rolling Meadows Comprehensive Plan is complete. Alderman Cannon requested that the vote on the Ordinance be postponed until the overall ISNS matter of allowing a religious use at 1200 Hicks Road be resolved by the City Council to the August 14, 2018 City Council meeting. The Mayor asked for a motion to postpone the vote on the Ordinance until August 14, Alderman Majikes made the motion and Alderman D Astice seconded. The Mayor asked for a roll call on the postponement. AYES: NAYS: ABSENT: Cannon, Budmats Majikes, Gallo, D Astice, Williams Banger The motion to postpone failed. The Mayor then asked for a motion to move the Ordinance forward for a 2 nd Reading. Alderman Gallo made the motion and Alderman Cannon seconded. The Mayor asked for a roll call. AYES: NAYS: ABSENT: Majikes, D Astice Budmats, Gallo, Williams, Cannon Banger The Ordinance failed. NEW BUSINESS: D) MOTION TO APPROVE PAYMENT OF BILLS ON THE JULY 24, 2018 WARRANT The next item of business is a motion to approve the Warrant from July 24, 2018 as presented by the Finance Department. Mayor Prejna asked for a motion to approve the warrant. Alderman Gallo made the motion and Alderman Cannon seconded. The Mayor asked for a roll call.

5 Page 5 of 10 AYES: Majikes, Gallo, D Astice, Williams, Cannon, Budmats NAYS: 0 The warrant was approved. CONSENT RESOLUTIONS: E) Resolution No. 18-R-66 / Award Contract for Vehicle Lift Replacement (Postponed at the July 10, 2018 Council Meeting) F) Resolution No. 18-R-69 / Reject Bids for Emergency Backup Generator at Public Works The Mayor read the background on the resolutions. The Mayor stated the question is shall both Resolutions be adopted and with no objections he then asked for the roll call. AYES: Majikes, Gallo, D Astice, Williams, Cannon, Budmats NAYS: 0 Both Resolutions were approved. OTHER BUSINESS & REPORTS: Mayor s Appointments: There were none. Mayor's Proclamations: The Mayor proclaimed August 7, 2018 to be National Night Out for the City of Rolling Meadows. A proclamation was read. City Staff Reports: 1) Community Items of Interest The City Manager went over the following: 1) Thank you to all those individuals who attended the Rolling Meadows Community Events Foundation fundraiser at Chipotle (1211 Golf Road) on Monday, July 16th. 2) Thank you to all those residents and friends of Rolling Meadows who attended the second scheduled 2018 Friday Rock and Roll in Meadows on Friday, July 6th. The next Friday Rock is scheduled for September 7th. This event will again take place from 7:00 pm to 10:00 pm at Kimball Hill Park. 3) If you missed the Saturday, July 21st Farmers & Food Trucks event, the next one is scheduled for Saturday, August 25th from 10:00 am to 2:00 pm at Community Church (2720 Kirchoff Road). 4) Saturday, August 4th from 11:00 am to 7:00 pm Community Church of Rolling Meadows will be celebrating its 61st Annual Cornfest & Craft Fair (the art & craft fair/bazaar is actually from 10:00 am to 6:00 pm).

6 Page 6 of 10 5) Community Bike Ride will be conducted on Saturday, August 4th starting at 6:00 pm from the Community Center (3705 Pheasant Drive). This year there will be a presentation by the Wonder Wheels BMX Stunt Team. (The ride will actually start at 7:00 pm). For more information, please contact ) National Night Out, Tuesday, August 7th from 6:00 pm to 8:30 pm at the Rolling Meadows Community Center (3705 Pheasant Drive). For more information, please contact ) Friday, August 17th The 4th Annual Wine Down by the Creek event will take place There will be beer, wine and food to purchase as you listen to music at Kimball Hill Park from 6:00 pm to 11:00 pm (music ends at 10:00 pm). 8) Eleventh annual duck race will be held on Friday, September 7th. This year s race; still sponsored by the City s Environmental Committee, Rotary Club of Rolling Meadows and the Rolling Meadows Park District Foundation; is scheduled to be held at the waterfall or Bridge Over the Creek at Kimball Hill Park at 7:00 pm. Only $5.00 per duck or purchase a quack pack 5 ducks for $ ) Meadows Cruise Nights are back thanks to Meadows Christian Fellowship located at 2401 Kirchoff Road. The cruisers will be around from 5:00 pm to 8:00 pm on Friday s going all the way through August 31st. Please join the free family fun at 2401 Kirchoff Road. If you want additional information, please visit 10) Future topics at August Committee meetings: Economic Development due to a lack of items, the August meeting has been cancelled. Please enjoy National Night Out on Tuesday, August 7th. Planning & Zoning Commission: Because of National Night Out activities they are scheduled to meet on Wednesday, August 8th. (Wednesday, August 8th at 7:30 pm in the Council Chambers): tentative items for public hearings consisting of 1) an Amendment to Material Service Planned Development to allow a used vehicle dealership, dumpster repair facility, and outdoor storage for the property located at 3650 Berdnick Street, M-2 Manufacturing, Colleen Balek, Hillside Auto Body & Service, Inc., Petitioner; 2) Preliminary and final approval of a two-lot subdivision for property located at 1415 Algonquin Road & Golf Road, Mark Richardson, Mar Real Estate, Petitioner; 3) a Special Use for outdoor seating with liquor service for property located at 4015 Algonquin Road, Vince Bufalino, Stadium Sports Club & Pizza, Petitioner; 4) a Special Use for outdoor seating with liquor service for property located at 3200 Kirchoff Road, Mike Reppe, Rep s Place, Petitioner; 5) a Special Use for outdoor seating for property located at 1219 Golf Road, Mustafa Hammad & Mohamad Sallouh, Pita Pita Grill, Petitioner; and 6) a Sign Appeal to allow an electronic message board sign for the property located at 3600 Kirchoff Road, R-1 Residential, City of Rolling Meadows, Petitioner.

7 Page 7 of 10 2) New Businesses (June 2018) The City Manager mentioned the following businesses and highlighted Rep s Place and Jersey Mike s: Company Name IT America, Inc. Rep s Place, LLC Jersey Mike s FastTimes Motorworks Oriental Foot Spa Address RM or PAL Contact Name 4300 Lincoln RM Manjula Ave. R Thadakamalla 3200 Kirchoff RM Michael Rd. Reppe 1450 Golf Rd. RM Mark Michalak 3701 Bernick RM James St. Ste. D Graham 1665 Algonquin Rd. Jones RM Ning Zhang Phone # Type of Business Home Occupation IT Consulting & No 3571 Training Restaurant/Sports No 8802 Bar Sub Sandwiches No Automotive No 3102 Engine Shop Massage Therapist No 3) Staff Traffic Advisory Report (July 2018) The Public Works Director went over the report: The staff Traffic Review Committee monthly meeting was held on Wednesday, July 18, The following topics were discussed and are summarized for informational purposes for the Mayor and City Council. The following matters were discussed: 1) Resident Request for a Stop or Yield Traffic Control Sign at the Intersection of Colleen Court and Jody Court This is a tee intersection, with Colleen Court having only six residential lots utilizing it, flowing into Jody Court, another low traffic volume residential street. Traffic volume warrants for Stop or Yield control will not be met. Police Department staff will investigate the intersection for other potential considerations (i.e. visibility problems, etc.) and report back to the Committee. 2) Resident Request for Traffic Diversion Devices on Campbell Street near Cardinal Drive and Clearbrook/Florey Park Area (Vehicle Speeds and Stop Sign Enforcement Problems Were Referenced) The Police Department is previously aware of this resident concern. Campbell Street is a collector street and diversion devices are not being considered as it is believed that most traffic there is local resident generated. The Police Department will continue periodic enforcement efforts at the intersection, and may utilize the speed trailer unit. 3) Request by Resident for Additional Parking Restrictions on Kingfisher Lane, Specifically 3700 Block This resident appeared at the meeting for discussion. Apparently, at certain times of the day, a number of vehicles park on Kingfisher Lane, making driveway ingress and egress difficult. The north side of Kingfisher Lane is posted to prohibit parking; the request is to prohibit parking on the south side of Kingfisher Lane in a limited area. 4) Staff pointed out that the prohibition of parking on both sides of any City street may be viewed as a hardship by neighboring residents. A survey of residents is typically performed. If the on-street parking appeared to be generated by a limited number of houses, it could be beneficial to find out by an investigation. 5) Meadowbrook Court Business Request to Reconsider Previous Request of December, 2017 for On-Street Parking Prohibition Due to Large Trucks This previously reported problem was

8 Page 8 of 10 thought to have been addressed by Police Department contacts and enforcement back in early Further investigation will be needed. The next meeting of the Traffic Review Committee is scheduled for Wednesday, August 8, 2018 at 2:30 p.m. at City Hall. 4) Kirchoff Road Update The Public Works Director completed the following summary. The proposed Kirchoff Road resurfacing project extends from Hicks Road, through downtown, to New Wilke Road. It also involves work on the bridge over Salt Creek, as well as reconfiguring the medians under and on both sides of Route 53. Several years ago, the City obtained a federal grant package totaling $1,909,000. This funding package contains an 80% federal, 20% local split. In addition, the City has $200,000 budgeted in FY2018 for the medians on Kirchoff near the Route 53 bridge. The City was originally going to complete the median work as a stand-alone project, but believes that better bid prices could be realized by including the median project in the larger overall Kirchoff Road project. (Note that originally, such median work was not to be included, per IDOT direction. This position has since changed.) The Kirchoff Road project is scheduled for a November, 2018 IDOT letting, with construction to begin in Spring, As is typical, an IDOT funding agreement will need to be prepared and submitted to the Federal Highway Administration (FHWA) four months prior to letting. This funding agreement will be presented to the City Council at its August 14 meeting for consideration. The purpose of presenting this staff report to the City Council in advance is to fully disclose the funding package and opinion of probable construction costs, and to explain the overall project. The way the funding mechanism works for this grant is that the federal share is 80% for every dollar spent on the project. So, with regard to this grant, the total grant package of $1,909,000 means the FHWA pays 80% (up to $1,527,000) and the City pays 20% (up to $382,000), presuming the project low bid would be received at exactly $1,909,000. If the project comes in with more favorable bids (which is a very realistic expectation since we are bidding this project in November, when contractors are trying to secure large jobs for the following year) the FHWA will still pay 80% on the dollar for all work included within the project scope. As a result, if bids come in at $1,500,000, the FHWA would pay $1,200,000 and the City would be responsible for $300,000. This scenario would result in $400,000 worth of potential additional work that will not be performed, which could have been completed at a 20% cost to the City. The way the Kirchoff Road resurfacing project was designed by the engineer has been to include additional work associated with the City s local streets which qualify under the parameters of the grant and IDOT requirements, and create a project funding estimate over the upper limit of $1,909,000. This way, if the bids come in under the estimate, the City could still realize the full federal share of the grant. The additional proposed work includes repaving the side street legs of all signalized intersections within the project limits, which are all local streets under the maintenance jurisdiction of the City. Anytime streets are milled, the traffic signal loops in the pavement get destroyed. This required additional traffic signal work, which is estimated to cost $10,000 per intersection. It also allows the traffic signal loops to be replaced in the binder course of the asphalt, instead of the surface course of asphalt, which greatly extends the service life of the loops moving forward. This additional paving and signal work for the Kirchoff Road resurfacing project is estimated to cost $150,000. If this work is included within the grant split, the City would realize $150,000 work of work for $30,000. If not included with this project, this additional work would eventually have to be done in the future at 100% City cost, when the side streets are scheduled to be repaved in the City s annual MFT road program.

9 Page 9 of 10 The current opinion of probable construction cost by the City Engineer for the entire project is $2,339,000. This estimate is greater than the total budgeted amount of $2,100,000 ($1,909,000 grant plus $200,000 for medians), and is done intentionally, expecting favorable bid prices in November, in order to maximize the federal participation allowed under the grant. In the event that bid prices are received higher than anticipated, then quantities would need to be deleted prior to contract award, or the City would at that time need to agree to reimburse IDOT at a 100% rate for costs incurred in excess of the $1,527,000 FHWA funding limit. The preparations for the proposed City budget for FY2019 are inclusive of $500,000 to cover costs associated with the City s 20% share. Staff is presenting this information to the Capital Improvement Committee as well for discussion and consideration at their July 24th Committee meeting. If there are any questions that the City Council may have on this matter, Staff is available prior to the August 14, 2018 City Council meeting, Answers provided to any questions posed by the Council during this time will be included with the Resolution, for the benefit of all Council-members, when the proposed IDOT funding agreement appears for approval on the agenda on August 14th. The following is provided for the City Council s information: Total Project Approval Cost: $1,909,000 FHWA Share: $1,527,000 CoRM Local Share: $382,000 Example #1: Possible Contract Award Amount: $1,500,000 FHWA Share: $1,200,000 CoRM Local Share: $300,000 Unspent Funds: $409,000 Example #2: Possible Contract Award Amount: $2,027,000 FHWA Share: $1,527,000 CoRM Local Share: $500,000 Example #3: Possible Contract Award Amount: $2,100,000 FHWA Share: $1,527,000 CoRM Local Share: $573,000 MATTERS NOT ON THE AGENDA: Alderman Cannon thanks Alderman Budmats for previous comments on the matter of City acquisition of a new vehicle lift for the Public Works facility, likely leading to a savings of $10,000 on the cost of lift acquisition. Alderman Cannon asked for updates from staff regarding Brookwood Condominiums and vacant City property on Algonquin Road. Alderman Cannon stated that he will be out of town for the August 14, 2018 City Council meeting.

10 Page 10 of 10 ADJOURNMENT: With no further comments or business, Mayor Prejna asked for a motion to adjourn the meeting. Alderman Gallo made the motion and Alderman Cannon seconded. The roll was called. AYES: Majikes, Gallo, D Astice, Williams, Cannon, Budmats NAYS: 0 The meeting was adjourned at 8:37 p.m.