CITY OF PARK RIDGE D R A F T M I N U T E S COMMITTEE OF THE WHOLE MEETING OF THE PARK RIDGE CITY COUNCIL PUBLIC WORKS, PUBLIC SAFETY AND PROCEDURES AND REGULATIONS CITY HALL COUNCIL CHAMBERS 505 BUTLER PLACE, PARK RIDGE, IL 60068 Monday, February 10, 2014 at 7:00 p.m. I. Roll Call Mayor Schmidt called the meeting to order at 7:03 p.m. City Clerk Henneman read the roll call and the following Aldermen indicated their presence at the meeting: Mazzuca, Smith, Milissis, Maloney, Shubert, Sweeney and Knight. There was a quorum. II. III. Citizens Who Wish to be Heard on a Non-Agenda Item Public Safety A. Action Items Police 1. MOVE TO APPROVE THE CONTRACT EXTENSION WITH REDSPEED ILLINOIS, 400 EISENHOWER LANE NORTH, LOMBARD, IL 60148 AND PLACE THIS ITEM ON THE NEXT CITY COUNCIL AGENDA FOR APPROVAL. Motion by Ald. Milissis. Seconded by Ald. Sweeney. Alderman Mazzucca wondered if it would be cost prohibited to bid this item out again. Chief Kaminski stated that it would take time to go out to bid and that this item was originally put out to bid. Alderman Sweeney stated that there have not been any problems or issues with RedSpeed and therefore he is in favor of granting the extension. On roll call vote: AYES: Ald. Milissis, Smith, Knight, Sweeney and Maloney NAYS: Ald. Shubert and Mazzuca ABSENT: None Motion carried. 2. MOVE TO APPROVE THE INTERGOVERNMENTAL AGREEMENT FOR THE RECIPROCAL REPORTING OF CRIMINAL OFFENSES COMMITTED BY STUDENTS BETWEEN THE CITY OF PARK RIDGE AND THE BOARD OF EDUCATION OF PARK RIDGE-NILES SCHOOL DISTRICT 64, COOK COUNTY, ILLINOIS, 164 SOUTH PROSPECT AVENUE, PARK RIDGE, ILLINOIS 60068 AND PLACE THIS ITEM ON THE NEXT CITY COUNCIL AGENDA FOR APPROVAL. Motion by Ald. Milissis. Seconded by Ald. Sweeney.
Alderman Mazzuca wondered why the agreement could not be amended to read City of Park Ridge, rather than City of Park Ridge Police Department, at this time rather than being completed with an addendum letter later. City Attorney Henn explained that either way, it would not be a major issue. The addendum letter would be a suitable solution. On roll call vote: AYES: Ald. Milissis, Smith, Shubert, Knight, Sweeney, Maloney and Mazzuca NAYS: None ABSENT: None Motion carried. B. Discussion Items Police C. Department Head Report Police 1. Monthly Report January 2014 Alderman Milissis asked for further insight into the spike in overtime during the month of January, 2014, as compared to January, 2013. Chief Kaminski stated that it was due to the harsh winter weather. The Department will continue to monitor overtime. 2. Complimentary Letters January 2014 Alderman Milissis congratulated the men and women of the Police Department on all of the awards and letters they received during the month of January. 3. Red Speed Report January 2014 The Council would like the Police Department to continue to present the Red Speed Reports at the Committee of the Whole meetings. 4. Police Dispatch Update City Manager Hamilton stated that the City Managers of Park Ridge and Des Plaines are in the process of choosing between Wheeling and Glenview for dispatch centers. It was unsure a year ago as to whether or not there would be assets remaining. As it turns out there will be. There will be a decision made by March 2014 and that decision will be presented to the City Council at the March 2014 Public Safety Committee of the Whole Meeting. The Fire Department will be going to Red Center. This will also be presented to Council at the next Public Safety Committee of the Whole Meeting in March. D. Action Items 1. MOVE APPROVAL OF THE FIRST READING OF REVISED ORDINANCE AMENDING ARTICLE 20, CHAPTER 5 OF THE PARK RIDGE MUNICIPAL CODE TO REFLECT THE REVISION OF THE MEDICARE REIMBURSEMENT RATES FOR 2014. Motion by Ald. Milissis. Seconded by Ald. Sweeney. Alderman Mazzuca stated that there was a conflict in the draft ordinance as presented, regarding fees. City Attorney Henn provided clarification. Motion carried, 7-0, by voice vote. E. Discussion Items - Fire Page 2 of 6
F. Department Head Report Fire 1. Cardiac Monitor/Defibrillator Replacement Update Deputy Chief Sorensen stated that there are currently five (5) cardiac monitor/defibrillators utilized by the Fire Department in their emergency medical services. The Department went out to bid in January. Clarification letters were sent out and the responses were due today. Department representatives and City Administration will meet on Wednesday morning to further evaluate the bids. This item will be brought back to Council as an action item at the February 24, 2014 Special Committee of the Whole meeting. Alderman Mazzuca asked how the request for bid was publicized. City Manager Hamilton stated that the bids were publicized in the newspapers, the City website and a professional procurement website. Alderman Mazzuca asked how the scoring was being weighed and where the price fit into that model. City Manager Hamilton stated that the scoring model was not presented as part of the bid, but it was previously presented to the City Council. 2. Monthly Report January 2014 The Department continues to be busy. There was a 5.8% increase in calls as compared to January 2013. Operations are difficult. The Department makes the extra effort to keep patients and staff warm. He anticipates a spike in overtime for January 2014. The Department encourages residents to clear the hydrants on their block so that the Department can act quickly in the event of an emergency. 3. Complimentary Letters January 2014 No discussion IV. Public Works A. Action Items 1. MOVE APPROVAL OF PURCHASE ORDER INCREASE FOR ROCK SALT, MORTON SALT INC., 123 NORTH WACKER DRIVE, CHICAGO, ILLINOIS 60606 IN THE AMOUNT OF $515.31. Motion by Ald. Maloney. Seconded by Ald. Sweeney. Director Zingsheim stated that as part of the last delivery, Morton Salt would not deliver a half load, but instead, delivered a full load. He is happy to return it if that is what the Council decides, but would be happier to keep it. The Department may be able to get by with the current inventory of salt as long as the snow remains light. If not, the Department will resort to using sand. Motion carried, 7-0, by voice vote. 2. MOVE APPROVAL OF PURCHASE ORDER OF 7,001 GALLONS OF DIESEL FUEL FROM AVALON PETROLEUM CO., 200 EAST COURT STREET, SUITE 720, KANKAKEE, ILLINOIS 60901 IN THE AMOUNT OF $24,153.45. Motion by Ald. Maloney. Seconded by Ald. Sweeney. The Department is using a lot of fuel due to the extra amount of snow plowing that has been required this season. Director Zingsheim anticipates going over budget on this item. Motion carried, 7-0, by voice vote. 3. MOVE APPROVAL OF A THIRD-YEAR EXTENSION OF THE CONTRACT FOR SIDEWALK REPLACEMENT WITH SUBURBAN CONCRETE INC., 21227 WEST Page 3 of 6
COMMERCIAL DRIVE, MUNDELEIN, ILLINOIS 60060 AND A PURCHASE ORDER IN THE AMOUNT OF $179,725.00. Motion by Ald. Maloney. Seconded by Ald. Sweeney. This is for the City sidewalk program. There have been no problems with this company and the City is very happy with the work they have done. This was the low bid. The price went up based on prevailing wages increasing. The ability to extend the contract was a part of the original fee presented. Alderman Mazzuca stated that as part of the original proposal, under Section 2.1, the language reads that the third year extension was not included. Director Zingsheim stated that the contract was awarded on the basis of the first two years. Alderman Mazzuca asked if the 2.4% price increase was in the original contract. Director Zingsheim stated that it was part of the original contract. Alderman Mazzuca wondered why the City would not want this item to be sent out to bid again. Director Zingsheim stated that the City could end up with a higher price, a shoddy firm and large amounts of staff time used. By going with this company, the City knows what it is working with. Alderman Maloney would worry that we would get a higher price. He trusts Staff s judgment. There would be no guarantee that this company would re-bid at this price or any price. There is a cost for a company to do a RFP. Director Zingsheim stated that this is a very good company at a very good rate. They know the City s program and work very well with the residents. Alderman Sweeney stated that he is more concerned with getting a fly by night company as the result of the bid process. He is in favor of staying with the company presented. Alderman Knight asked for a re-cap of the bids from the original RFP to be presented at the next meeting. The price pages should also be included. Alderman Milissis would also like to see the Special Conditions page. Motion carried, 6-1, by voice vote with Alderman Mazzuca voting no. 4. MOVE APPROVAL OF THE RENEWAL OF LEASE AGREEMENT WITH UNION PACIFIC COVERING USE OF RAILROAD DEPOT AT PARK RIDGE THROUGH FEBRUARY 28, 2034. Motion by Ald. Maloney. Seconded by Ald. Mazzuca. City Manager Hamilton asked that Council defer this item. Staff is in the process of acquiring additional information and would like to have this information prior to moving forward. Alderman Sweeney made the motion to defer this item until Staff has the information necessary to proceed. Alderman Knight seconded. Motion carried, 6-1, by voice vote with Alderman Mazzuca voting no. B. Discussion Items 1. Ordinance Establishing a 15-Minute Parking Zone on Brophy Avenue, East Side, From Higgins North to First Alley Alderman Maloney was approached by the owner of the Dunkin Donuts requesting a parking restriction change. They have a lot of traffic at their store and have the need for additional parking. Alderman Sweeney left at 7:55 p.m. Page 4 of 6
Reena Panjwani and Abdul Panjwani stated that currently on Brophy, there is only City street parking. There are eight to ten perpendicular spaces and four parallel spaces. Both parking locations are for two-hour parking. As a result, their guests have very limited parking options. They originally wanted to see all of these spaces be 15 minute parking but, they would be willing to have the spaces directly adjacent to Dunkin Donuts be turned into 15-minute parking. This change should accommodate their needs. Alderman Mazzuca asked if there are any other 15-minute parking spots in the City. Director Zingsheim stated that there are various loading zones Uptown. Mayor Schmidt stated that there are 15-minute parking spots in front of Tasty Pup. Alderman Knight asked if any of the neighboring businesses were asked their opinion regarding this proposed change. Alderman Maloney stated that at this time he had not discussed this with any other businesses. Mr. Panjwani stated that he has approached his neighboring businesses and they are okay with this change. Alderman Knight stated that this informal poll should be validated. Ms. Panjwani stated that there would still be 20-plus parking spaces on Brophy with 2-hour parking. Alderman Shubert asked if there are any parking restrictions currently in place between the 15-minute and 2-hour parking restrictions. Director Zingsheim stated that there are several 90-minute parking restrictions Uptown. He read a list of the various parking restriction duration times throughout the City. Alderman Knight asked if this would be creating an enforcement issue for the Police Department. City Manager Hamilton asked Recording Secretary Delk if she knew of any issues with parking in this area that the Police Department currently deals with. Recording Secretary Delk stated that she did not know of any issues, but if passed, it would be up to the Parking Enforcement Officers to enforce these restrictions. There was a consensus amongst the Council to move this item forward as an action item at the March Public Works Committee of the Whole meeting. Alderman Maloney asked if Staff could send a letter to the neighboring businesses letting them know that this would be discussed at the March Committee of the Whole Meeting. Mayor Schmidt felt that if the Council wanted to put the sidewalk contract extension out to bid, they would not have the time to do so. The Council should be presented with these items several months ahead of time prior to the expiration of the contract so that they can make a thorough decision. He does feel that this extension on the sidewalk program is most likely the best price. V. Other City Business City Manager Hamilton asked Finance Director Oliven for the FY13 audit status. Director Oliven stated that the reconciliation of all of the accounts are almost complete and should be done in 2 weeks, which would be followed by balance sheet work and the audit document prep work. He said that it should then take the auditors approximately six weeks to complete the audit and the subsequent documents that go with the audit, followed by filing the required documents. Director Oliven stated that he is very disappointed with how long this process has taken, but that it is a result of excessive turnover in the Finance Department. Director Oliven said that he wanted to assure that the FY13 audit has been, and continues to be, both his and the Finance Department s number one priority. To that end, he stated that he is changing staff priorities to bring additional accounting experience to the audit so that it could be completed as fast as possible. Alderman Knight stated that he had prior conversations with City Manager Hamilton and Finance Director Oliven about the goal of having the audit completed before the budget is passed and supporting audit support purchase order requests. Page 5 of 6
Mayor Schmidt asked about the timetable. Director Oliven restated that the reconciliations would be completed in two weeks and followed by a lot of balance sheet work. He said that he would request outside balance sheet accounting help under the City Manager s purchasing authority and might request additional authority from the Council. He stated that the audit would then take around six weeks. Mayor Schmidt looked at the audit calendar and stated that it did not look possible to have a final audit before the budget is passed given the timetable presented by Director Oliven. Mayor Schmidt then mentioned that a change in the budget vote may be needed. VI. VII. New Business Adjournment The meeting adjourned at 8:20 p.m. Page 6 of 6