HomeMy WebLinkAboutAGENDA - 04/12/2022 - Villager Board AgendaAGENDA
REGULAR VILLAGE BOARD MEETING
APRIL 12, 2022
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR DAN GREG, LUTHERAN CHURCH OF THE HOLY SPIRIT)
3. APPROVAL OF MINUTES OF MARCH 22, 2022
4. MAYOR & BOARD OF TRUSTEES' REPORT
5. ACCOUNTS PAYABLE WARRANT: MARCH 31, 2022 $2,398,167.89
APRIL 12, 2022 $ 857,301.96
6. CONSENT AGENDA
a. Consideration to approve the installation of a sign for Prime Stars Orthodontics at 916 Elk
Grove Town Center.
(Section 713-5-8 of the Elk Grove Zoning Ordinance requires all applications for sign
permits in the B-5 Town Center Shopping District be reviewed and approved by the
Mayor and Board of Trustees.
(The building signage will total approximately sixty (60) square feet in area, which meets
the allowable area permitted by the Village's sign regulations.
(The Director of Community Development recommends approval.)
b. Consideration of a request from Township High School District 214 to waive permit fees
for maintenance work on drain tiles at Elk Grove High School, 500 W. Elk Grove
Boulevard, in the amount of $368.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
Page 1 of 11
(The Director of Community Development recommends approval.)
c. Consideration of a request from The Salvation Army to waive permit fees for structural
repairs at 1000 Pratt Boulevard in the amount of $11,940.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Community Development recommends approval.)
d. Consideration of a request to renew a professional services contract with C.C. Carthage,
Inc. of Lake Zurich, IL to furnish and deliver sand and gravel in the amount of $39,926.04
from the Public Works General and Water & Sewer Funds.
(On April 27, 2021, the Village Board awarded a contract with C.C. Carthage, Inc. of
Lake Zurich, IL to Furnish and Deliver Sand and Gravel.
(The contract provided for an option of four (4) additional renewals through
April 30, 2026.
(C.C. Carthage performed satisfactorily throughout the first year of the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The contract amount reflects a 5% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
e. Consideration to award a construction contract to Arrow Road Construction of Elk Grove
Village, IL to furnish hot -mix asphalt materials as part of the 2022 MFT Hot Mix Asphalt
Material Purchase Contract in the amount of $54,700 from the Motor Fuel Tax and Water
& Sewer Funds.
(On Tuesday, March, 29, 2022 the Village opened sealed bids for the 2022 MFT Hot Mix
Asphalt Material Purchase Contract.
(The lowest responsive and responsible bid, adjusted for mileage cost, was received from
Arrow Road Construction Company of Elk Grove Village, Illinois.
(Adequate funds for the project have been allocated in FY2023 in the Motor Fuel Tax and
Water & Sewer Funds.
(The Director of Public Works recommends approval.)
f. Consideration to award a professional service contract to Bayless Communications LLC
of Chicago, IL for strategic consulting services to support business retention and
recruitment efforts in an amount not to exceed $58,500 from the Busse -Elmhurst TIF
Fund.
(Bayless Communications provides the Village with strategic communications and public
relations consulting services to support ongoing business retention and recruitment efforts.
(Over the past year, Bayless Communications has provided support in effectively
developing and implementing communications plans to increase earned media coverage
for the Village's economic development programs and projects.
(This contract reflects the same rate as for services for the previous year and provides for
a 13-month term through April 30, 2022.
(Adequate funds are available in the Busse -Elmhurst TIF Fund.
(The Deputy Village Manager recommends approval.)
Page 2 of 11
g. Consideration of a request to renew a professional services contract with CC Cartage Inc.
of Lake Zurich, IL for the spoil hauling services contract in the amount of $74,560.50
from the Water & Sewer Fund.
(On February 23, 2021, the Village Board awarded a contract with C.C. Carthage, Inc. of
Lake Zurich, IL to provide Spoil Hauling Services.
(The contract provided for an option of four (4) additional renewals through
April 30, 2026.
(C.C. Carthage performed satisfactorily throughout the first year of the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The contract amount reflects a 5% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
h. Consideration of a request to renew a contract with Dynamic Heating & Piping Company
of Crestwood, IL for the annual HVAC Maintenance Services contract in the amount of
$88,767.60.
(On May 12, 2020, the Village Board awarded a contract to Dynamic Heating & Piping
Company of Crestwood, IL for the HVAC Maintenance Services contract.
(The contract provided for an option of four (4) additional renewals through April 30,
2025.
(Dynamic Heating & Piping has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The contract amount reflects a 5% increase over the previous year's contract.
(Funds for the HVAC Maintenance Services contract are budgeted in FY2023 Public
Works and Fire Department Budgets.
(The Director of Public Works recommends approval.)
i. Consideration of a request to renew the services contract with Sebert Landscaping of Elk
Grove Village, IL for the parkway restoration - sod contract in the amount of $94,762.50
from the Public Works General and Water & Sewer Funds.
(On May 11, 2021, the Village Board awarded a contract to Sebert Landscaping of Elk
Grove Village, IL for the Parkway Restoration - Sod contract.
(The contract provided for an option of four (4) additional renewals through April 30,
2026.
(Sebert Landscaping performed satisfactorily throughout the first year of the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The contract amount reflects a 5% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
j. Consideration to renew a maintenance service contract with Lyons Electric Company, Inc.
of LaGrange, IL for the residential street light maintenance contract in the amount of
$105,004.64 from the General Fund.
(On April 23, 2019 the Village Board awarded a contract to Lyons Electric Company, Inc.
of LaGrange, IL for the Residential Street Light Maintenance contract.
(The contract provided the option of four (4) annual renewals through April 30, 2024.
(Lyons Electric Company has performed satisfactorily throughout the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
Page 3 of 11
(The contract amount reflects a 5% increase over the previous year's contract.
(Funds for the Residential Street Light Maintenance contract are budgeted in FY2023
Public Works General Fund budget.
(The Director of Public Works recommends approval.)
k. Consideration to award a service contract to Flock Group, Inc. of Atlanta, GA for the
acquisition of the necessary hardware and software applications to operate an automatic
license plate detection system in an amount not to exceed $130,000, with an annual
recurring cost of $118,500.
(The Police Department recommends awarding a service contract to Flock Group, Inc.
that will allow law enforcement to be proactive for crime detection and prevention efforts
by sending alerts when a known suspect vehicles pass through. A service contract with
Flock Group, Inc. is used to identify suspected vehicles used for unlawful purposes on
Village roadways.
(Village staff from the Police Department, Village Manager's Office and Office of
Information Technology researched and identified the Flock Group, Inc. as the software
and hardware solution best suited for requirements to view, search, and notify the Elk
Grove Village Police Department on identifying suspect vehicles where there is a bona
fide law enforcement purpose - that being AMBER alerts, Silver alerts, and vehicle thefts.
(This system also allows us to share and receive law enforcement information with other
municipal, county and state agencies.
(This turnkey contract provides for the hardware and software to operate the program, as
well as the cellular transmission of video and the data storage.
(The Police Chief recommends approval. )
1. Consideration to award a professional services contract to the Illinois Public Risk Fund of
Bedford Park, IL, to administer workers' compensation claims in the amount of $167,228
for the policy period of May 1, 2022 through April 30, 2023.
(The Illinois Public Risk Fund (IPRF) established in 1985, is the largest Illinois
intergovernmental joint insurance pool serving hundreds of governmental entities and
public agencies.
(The Village joined IPRF beginning on May 1, 2021.
(A proposal was solicited from the Illinois Public Risk Fund for the administration of
workers' compensation claims. The total amount includes a premium of $167,228 for the
policy period of May 1, 2022 to April 30, 2023.
(The Director of Finance recommends approval.)
in. Consideration to award a professional service contract to Red Caffeine, Inc. of Lombard,
IL to continue implementation of the Beyond Business Friendly marketing campaign with
a total contract amount not to exceed $202,630 through the Business Leaders Fund.
(Red Caffeine was awarded the contract to develop the Beyond Business Friendly
marketing campaign beginning in 2013. The goal of the campaign is to create awareness
around the Village's brand image, Beyond Business Friendly.
(The campaign targets various audiences including, current businesses located in Elk
Grove, businesses looking to relocate to the Village, and real estate professionals working
in the region.
Page 4 of 11
(This proposal provides for the continuation of the Beyond Business Friendly marketing
plan for the 2023 fiscal year under the direction of Red Caffeine at a cost not to exceed
$202,630.
(The Director of Business Development and Marketing recommends approval.)
n. Consideration of a request to renew a maintenance contract with Homer Tree of Lockport,
IL for the Parkway Tree Maintenance & Silver Maple Removal contract in the amount of
$301,575.75.
(On April 27, 2021, the Village Board awarded a contract with Homer Tree of Lockport,
IL for the Parkway Tree Maintenance & Silver Maple Removal contract.
(The contract provided for an option of four (4) additional renewals through
April 30, 2026.
(Homer Tree has performed satisfactorily throughout the first year of the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The contract amount reflects a 5% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
o. Consideration to renew a purchase contract with Gas Depot of Morton Grove, IL for the
annual gasoline and diesel fuel supply contract in an amount not to exceed $425,000 in
FY2023.
(On April 9, 2019, the Village Board awarded a contract to Gas Depot of Morton Grove,
IL for the annual Gasoline and Diesel Fuel Contract.
(The contract provided for an option of four (4) additional renewals through April 30,
2024.
(Avalon Petroleum performed satisfactorily throughout the contract.
(The contract period is from May 1, 2022 through April 30, 2023.
(The Director of Public Works recommends approval.)
p. Consideration to approve the third quarter financial report ending January 31, 2022.
(As part of the new financial software system, staff has created quarterly financial reports
comparing year to date numbers to the prior year.
(The Director of Finance recommends approval.)
q. Consideration to award a professional service contract to Civiltech Engineering of Itasca,
IL to provide the necessary construction engineering services for the Business Park and
Residential roadway resurfacing program in the amount not to exceed $674,864 from the
Capital Project and Business Leader Forum Funds.
(Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction
engineering services for the Business Park and Residential Roadway Resurfacing
Program, for the extent of the 2022-2023 fiscal year.
(In addition, they will assist with smaller construction inspections and surveying as
needed.
(Civiltech has successfully completed construction supervision for numerous Village
projects has an excellent reputation in construction engineering, and is knowledgeable in
Federal, State and Village standards.
(Adequate funds for the project have been allocated in the FY2023 Capital Project and
Business Leader Forum Funds.
Page 5 of 11
(The Director of Public Works has recommended approval.)
Consideration to award a professional design -build service contract with Baxter &
Woodman of Crystal Lake, IL for professional engineering services for inspection, design
and construction engineering and construction for the Village's Rear Yard Drainage
Program in the amount of $900,000 from the Water & Sewer Fund.
(A proposal for professional design -build services was solicited from Baxter & Woodman
Natural Resources, LLC of Crystal Lake, IL for the inspection, design, construction
engineering and construction for the Village's Rear Yard Drainage Program, for the extent
of the 2022-2023 fiscal year.
(Baxter & Woodman successfully assisted, designed and oversaw construction of the last
three Drainage Programs for the Village.
( Adequate funds for the project have been allocated in the FY2023 Water & Sewer Fund.
(The Director of Public Works recommends approval.)
s. Consideration of the following:
To increase the Capital Improvement Fund budget by $1,100,000; and
To award a construction contract to the lowest responsive and responsible bidder,
R.W. Dunteman Company of Addison, IL for the Arlington Heights Road
Improvements - Newport Avenue to Brantwood Avenue in the amount of
$5,779,000 from the Capital Project Fund.
(On Tuesday, March 29, 2022, the Village opened sealed bids for the Arlington Heights
Road Improvements from Newport Avenue to Brantwood Avenue.
(Ten (10) contractors obtained bid documents and two (2) submitted bids.
(The lowest responsive and responsible bid was received from R.W. Dunteman
Company of Addison, IL.
(The project requires an increase of $1,100,000 to the Capital Projects Fund budget to
cover the construction costs associated with this project.
(The Director of Public Works recommends approval.)
t. Consideration to award a contract to the lowest responsive and responsible bidder,
Builders Paving, LLC of Hillside, IL for the 2022 Business Park Street Resurfacing
project in the amount of $1,498,000 from the Business Leader Forum, Water & Sewer and
Busse -Elmhurst Redevelopment Funds.
(On Tuesday, March, 29, 2022, the Village opened sealed bids for the 2022 Business Park
Street Rehabilitation project.
(Six (6) contractors obtained bid documents and two (2) submitted bids.
(The lowest responsive and responsible bid was received from Builders Paving, LLC of
Hillside, IL.
(Adequate funds for the project have been allocated in the FY2023 Business Leader
Forum, Water & Sewer and Busse -Elmhurst Redevelopment Funds.
(The Director of Public Works recommends approval.)
u. Consideration to award a construction contract to the lowest responsive and responsible
bidder, Arrow Road Construction of Elk Grove Village, IL for the 2022 Residential
Roadway Resurfacing project in the amount of $2,332,146.20 from the Motor Fuel Tax,
Page 6 of 11
Capital Project & Water & Sewer Funds.
(On Tuesday, March 29, 2022, Village opened sealed bids for the 2022 Residential
Roadway Resurfacing project.
(Five (5) contractors obtained bid documents and two (2) submitted bids.
(The lowest responsive and responsible bid was received from Arrow Road Construction
of Elk Grove Village, IL.
(Adequate funds for the project have been allocated in the FY2023 Motor Fuel Tax,
Capital Project and Water & Sewer Funds.
(The Director of Public Works recommends approval.)
v. Consideration to adopt Ordinance No. 3748 amending Section 3-3-7 Number of Licenses
of the Village Code to be amended to increase the number of Class "A" Liquor Licenses
from thirty-eight (38) to thirty-nine (39).
(This Ordinance increases the number of Class "A" liquor licenses to allow liquor service
at the Tekka Sushi Restaurant located at 84 Biesterfield.)
w. Consideration of the following items for Fiscal Year 2022-2023:
• To authorize a 2.5% market adjustment to non -union step and specific rate plan
positions;
• To authorize a 2.5% market adjustment to the merit pay plan positions;
• To continue the additional open merit pay eligibility features of 0% to 2% merit
based adjustment for open merit employees;
• To adopt Ordinance No. 3749 amending wages by 2.5% for part-time positions of
Custodian, Porter, Health Code Enforcement Officer, Fire Inspector, and Water
Meter Reader; Temporary Part -Time Administrative Interns and Summer Seasonal
Employees third year; Cross -Seasonal Employees and School Crossing Guards of
the Village of Elk Grove Village; and
• To adopt Ordinance No. 3750 amending the Position Classification and Salary
Plans; the Classification Plans; and Salary Range for Merit Pay Plan Positions,
Step Pay Plan Positions, and Specific Pay Plan Positions of the Village Code of
the Village of Elk Grove Village.
(Ordinance No. 3749 and Ordinance No. 3750 will be available in the Village Clerk's
Office.)
x. Consideration of the following:
To award a professional services contract to Baxter & Woodman of Crystal Lake,
IL for design engineering for culvert improvements - Leicester Road and
Wellington Avenue over Lake Cosman in the amount of $260,000 from the
Capital Projects Fund; and
To adopt Resolution No. 18-22 authorizing the Mayor to execute a Joint
Agreement between the Illinois Department of Transportation (IDOT) and the
Village of Elk Grove Village and appropriate funds for design engineering for
Page 7 of 11
culvert improvements - Leicester Road and Wellington Avenue over Lake
Cosman.
(The Village has secured funding in the amount of $208,000 through the Surface
Transportation Bridge Program (STR-BR) for design engineering for replacement of the
culverts over Lake Cosman located at Leicester Road and Wellington Avenue.
(A Joint Agreement for design engineering for the culverts over Lake Cosman needs to be
executed by and between the Illinois Department of Transportation (IDOT) and the
Village of Elk Grove Village.
(A proposal was obtained from Baxter & Woodman, to provide design engineering
services.
(Adequate funds for the project have been allocated in the FY2023 Capital Project Fund.
(The Director of Public Works recommends approval.)
y. Consideration to adopt Resolution No. 19-22 adopting the Fiscal Year 2022-23 Budget for
the Village of Elk Grove Village, counties of Cook and DuPage, IL:
Fund
FY23 Adopted Amount
General Fund
$65,879,707
Motor Fuel Tax Fund
$2,010,000
Asset Seizure Fund
$14,900
Foreign Fire Insurance Fund
$213,315
Business Leaders Forum Fund
$4,555,049
Cable Television Fund
$484,315
GREEN Fund
$946,680
Capital Projects Fund
$9,078,000
Residential Enhancement Fund
$292,500
Devon-Rohlwing TIF Fund
$479,600
Busse -Elmhurst TIF Fund
$26,088,990
Higgins Rd Corridor TIF Fund
$5,034,480
Oakton/Higgins TIF Fund
$1,000
Debt Service Fund
$8,108,188
Water -Sewer Fund
$24,503,313
Capital Replacement Fund
$2,055,000
Fire Pension Fund
$8,606,000
Police Pension Fund
$8,280,800
Elk Grove Public Library
$6,511.690
Total
$173,143,527
(The Director of Finance recommends approval.)
z. Consideration to adopt Resolution No. 20-22 authorizing the Mayor to execute a Letter of
Receipt stipulating the terms of an agreement for an application seeking a Cook County
Class 6B Property Tax Exemption status pursuant to the Cook County Real Property
Classification Ordinance as amended July 27, 2018 for certain real estate located at
119 Bond Street.
Page 8 of 11
(The Law Offices of Sarnoff and Baccash, on behalf of their client ORD Real Estate,
LLC, (Applicant) is seeking a Cook County Class 613 property tax exemption for property
located at 119 Bond Street.
(The Applicant intends to occupy the vacant 14,875 square foot building located on a
25,000 square foot site.
(The Applicant intends to rehabilitate the building and utilize it for their operations
consisting of warehousing and distribution related to their freight forwarding business
through a related entity called ORD Trans Inc. ORD currently leases space in Elk Grove
Village and plans to move its operations to the new location.
(The Applicant intends to spend approximately $150,000 to refurbish the property
including; resurfacing the parking lot, refurbishing the fagade by installing new paneling,
windows and canopies, installing new LED lighting, adding new landscaping, a new dock
apron, and cleaning out the rear drainage canal.
(The eligibility requirements for 613 status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves a
purchase for value and occupation of a vacant building with significant rehabilitation and
special circumstances.
(Property approved for Class 613 status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10% of
fair market value for ten years, then 15% in the eleventh year and 20% in the twelfth year.
Industrial property is currently assessed at 25% of fair market value in Cook County.
(Upon approval, the Director of Business Development and Marketing will issue a Letter
of Receipt to the Applicant. The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent on the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
7. REGULAR AGENDA
8. PLAN COMMISSION - Village Manager Rummel
a. PC Docket 22-1 - Public Hearing to consider a petition for a Special Use Permit for the
operation of a religious institution at 1021-1041 Bonaventure Drive. (PH 04-04-2022)
b. Consideration of a petition submitted by 776 Oak Lawn Ave., LLC for a Special Use
Permit to operate an automobile repair garage at 85 Kelly Street. (A Public Hearing date is
yet to be established.)
c. Consideration of a petition submitted by Riverpoint Property Trust, LLC for Rezoning
from I-2 to I-1 for property located at 751 Pratt Blvd. (A Public Hearing date is yet to be
established.)
9. ZONING BOARD OF APPEALS - Village Manager Rummel
10. RECYCLING & WASTE COMMITTEE - Trustee Feichter
11. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno
Page 9 of 11
12. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Schmidt
a. 2022 Roadway Rehabilitation Plan and Capital Improvements Project
13. CABLE TELEVISION COMMITTEE - Trustee Lissner
14. YOUTH COMMITTEE - Trustee Franke
15. INFORMATION COMMITTEE - Trustee Miller
16. BUSINESS LEADERS FORUMS - Trustee Schmidt
17. HEALTH & COMMUNITY SERVICES - Trustee Prochno
18. PERSONNEL COMMITTEE - Trustee Franke
a. Personnel Manual Update
19. AIRPORT UPDATE -Mayor Johnson
20. PARADE COMMITTEE - Mayor Johnson
21. MID -SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson
22. SPECIAL EVENTS COMMITTEE - Mayor Johnson
23. LIQUOR COMMISSION - Mayor Johnson
24. REPORT FROM VILLAGE MANAGER
25. REPORT FROM VILLAGE CLERK
26. UNFINISHED BUSINESS
a. Final adoption of an Ordinance approving the Midway Court Tax Increment Financing
Redevelopment Plan and Project. (First Reading at the June 30, 2021 Village Board
Meeting)
b. Final adoption of an Ordinance designating the Village of Elk Grove Village Midway
Court TIF Redevelopment Project Area, in connection with the approval of the Midway
Court Plan and Project. (First Reading at the June 30, 2021 Village Board Meeting)
c. Final adoption of an Ordinance adopting Tax Increment Financing for the Village of Elk
Grove Village, Cook County, Illinois, in connection with the Designation of the Midway
Court Redevelopment Project Area and Adoption of the Midway Court Redevelopment
Plan and Project. (First Reading at the June 30, 2021 Village Board Meeting)
27. NEW BUSINESS
Page 10 of 11
28. PUBLIC COMMENT
29. ADJOURNMENT
In compliance with the Americans with Disabilities Act and other applicable Federal and State
laws, the meeting will be accessible to individuals with disabilities. Persons requiring auxiliary
aids and/or services should contact the Village Clerk, preferably no later than five days before
the meeting.
Page 11 of 11