HomeMy WebLinkAboutAGENDA - 12/12/2023 - AgendaAGENDA
REGULAR VILLAGE BOARD MEETING
DECEMBER 12, 2023
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR STEFAN POTUZNIK, CHRISTUS VICTOR LUTHERAN CHURCH)
3. APPROVAL OF MINUTES OF NOVEMBER 14, 2023 AND NOVEMBER 20, 2023
4. MAYOR & BOARD OF TRUSTEES' REPORT
5. ACCOUNTS PAYABLE WARRANT: NOVEMBER 30, 2023 $ 8,310,934.40
DECEMBER 12, 2023 $ 708,190.21
6. CONSENT AGENDA
a. Consideration to award a professional services contract to CivicPlus of Manhattan, KS for
support and maintenance of the SeeClickFix Pro CRM software in the amount not to
exceed $33,604.20 split between the Public Work General and Water & Sewer Funds.
(The Village originally purchased the SeeClickFix Pro CRM (customer relationship
management) software from CivicPlus in January 2022.
(The software support and maintenance costs during implementation through December
31, 2023 are defined in the agreement negotiated with CivicPlus at the time of our
original purchase.
(This $33,604.20 contract will cover a one year renewal period of January 1, 2024
through December 31, 2024.
(Funds have been budgeted in the Public Works General Fund (50%) and Water & Sewer
Fund (50%).
(The Director of Public Works recommends approval)
b. Consideration to award a professional services contract to Plante Moran of Southfield, MI
for consulting services for the creation of a long range Strategic Information Technology
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Plan for the Village in an amount not to exceed $90,200.
(A Request for Proposals (RFP) was distributed in the early fall for the development of a
new long range Strategic IT Plan for the Village.
(The Village received ten (10) proposals for the long Range Strategic IT Plan, which were
reviewed by the selection team.
(Of the ten (10) proposals submitted, four (4) vendors were invited to give presentations.
(After viewing all the presentations, the selection committee determined that Plante
Moran of Southfield, MI would be the vendor best suited to create the deliverables for the
organization.
(The necessary funds have been allocated in the General Fund in the FY24 budget.
(The Director of IT recommends approval.)
c. Consideration to amend a professional services design contract to Engineering
Enterprises, Inc. of Sugar Grove, IL for design engineering services to relocate the
sanitary sewer main at the northeast corner of Busse Road and Oakton Street to add
construction and oversight services, increasing the contract by $113,758, to a total
contract amount of $153,486 from the Busse -Elmhurst Redevelopment Fund.
(Engineering Enterprises, Inc. of Sugar Grove, IL is currently working on the design of
the relocation of the public sanitary sewer main at the northeast corner of Busse Road and
Oakton Street.
(The contract amendment will revise the contract to a design -build contract, covering all
expenses through construction.
(The sanitary sewer relocation will be completed by Stark and Son Trenching, and will
shift the sewer from the middle of the redevelopment site to the right-of-way or front
utility easement, creating a larger development footprint for the site.
(Work will commence as soon as permit approvals are obtained.
(Adequate funds are available in the Busse -Elmhurst Redevelopment Fund.
(The Director of Public Works recommends approval.)
d. Consideration to award a professional service contract to HR Green, Inc. of McHenry, IL
for the Preliminary Design Engineering Services for the Elmhurst Road Resurfacing and
Watermain Replacement project in the amount of $148,859 from the Busse -Elmhurst
Redevelopment Fund.
(The Village has secured Surface Transportation Program (STP) grant funds amounting to
75% of the cost of construction for the resurfacing of Elmhurst Road, from Greenleaf
Avenue to Devon Avenue.
(Work will include resurfacing the roadway and replacing the watermain.
(HR Green, Inc. of McHenry, IL submitted a proposal to provide Preliminary Design
Engineering Services for the amount of $148,859.
(Adequate funds are budgeted and available in the Busse -Elmhurst Redevelopment Fund.
(The Director of Public Works recommends approval.)
e. Consideration to concur with prior authorization to award a professional services contract
to Banner Collective, LLC of Chicago, IL to provide video production and media
campaign services for the 2023 Makers Wanted marketing campaign in an amount not to
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exceed $250,000 from the Busse -Elmhurst Redevelopment Fund.
(The goal of the Makers Wanted campaign is to build awareness around the Village's
Beyond Business Friendly/Makers Wanted brand and to promote the Village as a premier
business location.
(This agreement provides for media campaign services to support the promotion of Elk
Grove Village as a business destination.
(Sufficient funds are available in the Busse Elmhurst Redevelopment Fund.)
f. Consideration to award a professional service contract to Entertainment Management
Group of Elk Grove Village, IL to manage and operate the 2024 Mid -Summer Classics
Concert Series in an amount not to exceed $745,000, of which $75,000 will be reimbursed
back to the Village by the Elk Grove Park District.
(As in years past, the Elk Grove Park District will be co -sponsoring the event, "Unity
Within The Community," and sharing in the overall contract expenses with the Village.
As such, the Park District will be reimbursing the Village $75,000
(The concert series is funded by the 1 % Hotel/Motel Tax, Video Gaming revenue,
Tobacco License fees, a $75,000 donation by the Elk Grove Park District, and
sponsorship donations.
(The 14th annual Mid -Summer Classics Concert Series will be held during the month of
July, with concerts taking place on Thursday, July 4, Tuesday, July 9, Thursday, July 18,
Tuesday, July 23, and Tuesday, July 30.)
g. Consideration of the following:
• To award a professional services contract to Arthur J. Gallagher for the
administration of the self -insured liability plan in the amount of $69,654;
• To award a professional services contract to CCMSI for the administration of third
party claims in the amount of $23,381; and
• To approve the Liability Insurance Premiums submitted by Arthur J. Gallagher
Risk Management Services (AJG) at a premium level as determined for the
following coverage in the amount of $892,757: General Liability, Auto Liability,
Public Officials Liability, Law Enforcement Liability, Property, Cyber,
Environmental, and Fiduciary Pension Fund Insurance.
(In September 2018, the Village joined the Suburban Liability Insurance Pool (SLIP)
along with Buffalo Grove, Highland Park, and Hoffman Estates.
(AJG solicited quotes and prepared a proposed insurance package for the policy period of
January 1 to December 31, 2024.
(AJG requested competitive bids to obtain optimal coverage at the lowest cost during this
hard insurance market.
(The Director of Finance recommends approval.)
h. Consideration of the following budget amendments related to the Fiscal Year 2023-24
Budget:
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• Amend the General Fund Budget in the amount of $5,000,000 to transfer to the
Water Sewer Fund;
• Amend the General Fund Budget in the amount of $700,000 to transfer to the
Capital Projects Fund;
• Amend the General Fund Budget in the amount of $800,000 to transfer to the Debt
Service Fund;
• Amend the General Fund Budget in the amount of $900,000 to transfer to the Debt
Service Fund; and
• Amend the Capital Replacement Fund Budget in the amount of $227,000.
(Increasing the budget at this time ensures that the Village's financial operations remain
compliant with Illinois budgetary statutes and generally accepted accounting principles.
(The Director of Finance recommends approval.)
i. Consideration of a request to hold a Public Hearing before the Plan Commission to
consider a Petition for a Special Use Permit to construct an electrical substation for the
property at 1000 Oakton Street.
(Microsoft Corporation is petitioning the Village for a Special Use Permit to construct an
electrical substation within the new Microsoft Data Center Campus development located
at 1000 Oakton Street.
(The date for a Public Hearing has not been established.)
j. Consideration of the following:
• To hold a Public Hearing before the Plan Commission to consider a Petition for a
modification to an existing Special Use Permit for the public park at 711
Chelmsford Lane; and
• To waive the filing fee for the Elk Grove Park District in the amount of $150.
(The Elk Grove Park District is petitioning the Village for a modification to their existing
Special Use Permit in order to alter the existing site plan and add lighting and pickleball
courts to the public park at 711 Chelmsford Lane.
(The date for a Public Hearing has not been established.)
k. Consideration of the following:
• To adopt Ordinance No. 3839 authorizing the Levy and Collection of Taxes for
the Corporate and Municipal purposes of the Village of Elk Grove Village for the
Fiscal Year beginning May 1, 2024, and ending April 30, 2025; and
• To adopt Ordinance No. 3840 abating a portion of the 2023 Property Taxes Levied
for certain taxable General Obligation Bonds, Series 2017, of the Village of Elk
Grove Village; and
• To adopt Ordinance No. 3841 abating a portion of the 2023 Property Taxes Levied
for certain taxable General Obligation Bonds, Series 2021, of the Village of Elk
Grove Village.
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(The determination was included on the November consent agenda.
(The 2023 Tax Levy will be collected in FY 2024-25.
(This is the second consecutive year of no increase in the Village portion of the tax levy.
(The Library tax levy increased by 3.0%
(The Director of Finance recommends approval.)
1. Consideration to adopt Ordinance No. 3842 removing and replacing the Elk Grove
Village Zoning Ordinance in its entirety.
(The modernization and overall enhancement of the existing Zoning Ordinance has been
an ongoing process for the last several years.
(The new Zoning Ordinance reflects current best practices in zoning and development
regulations which align with the vision and future of the community.
(As part of this process, the Village completed initial assessments, hosted a community
open house, undertook staff review workshops, held Steering Committee review and
policy direction meetings, and conducted a legal review.
(The Plan Commission and Zoning held a joint public hearing on the proposed Zoning
Ordinance on November 7, 2023, and unanimously recommended approval by the Village
Board.
(This ordinance will replace the Elk Grove Village Zoning Ordinance in its entirety,
effective January 1, 2024.
(The Director of Community Development recommends approval.)
m. Consideration to adopt Ordinance No. 3843 amending Title 3 Business and License
Regulations of the Village Code by adding thereto a new chapter entitled Private Solar
Arrays for Public Electrical Distribution.
(The growing demands for solar power has resulted in an initial request, with additional to
follow, for privately owned buildings to install solar arrays solely for the purpose of
generating power for distribution to the public electrical grid.
(This item adds a new chapter to the Village Code.
(The Director of Community Development recommends approval.)
n. Consideration to adopt Resolution No. 58-23 authorizing the Mayor and Village Clerk to
execute a Purchase and Sale Agreement between the Village of Elk Grove and Turner
Partners an Illinois Partnership, under Articles of Agreement for Deed with Itasca Bank
Land Trust No. 12831, dated November 2, 2017 (60-70 Turner Avenue).
(These properties are being purchased for potential use for municipal purposes and/or
future redevelopment.
(There are no plans for redevelopment at this time.
(The Purchase and Sale Agreement will be available at the Village Board Meeting.)
o. Consideration to adopt Resolution No. 59-23 authorizing the Mayor and Village Clerk to
execute a purchase and sale agreement between the Village of Elk Grove and OHM Land
25 Turner, LLC (25 Turner Avenue).
(This property is being purchased for potential use for municipal purposes and/or future
redevelopment.
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(There are no plans for redevelopment at this time.
(The Purchase and Sale Agreement will be available at the Village Board Meeting.)
p. Consideration to adopt Resolution No. 60-23 authorizing the Mayor and Village Clerk to
execute a renewal of the service agreement between the Village of Elk Grove Village and
Municipal GIS Partners of Des Plaines, IL for support services in connection with Elk
Grove Village's Geographic Information Systems (GIS) in an amount not to exceed
$183,979.56 from the BLF Fund.
(The renewal provides for a one-year extension of the service agreement with MGP that
will run from January 1, 2024 to December 31, 2024, and can be terminated at any time
with 90 days notice.
(In April of 2008, the Village Board entered into an agreement to join the GIS
Consortium (GISC), which is now a group of forty-two (42) local communities that work
together to develop a cost-effective solution for implementing Geographic Information
Systems (GIS) and related technologies.
(By collaborating, communities create GIS opportunities otherwise unavailable because
of complexity and cost. The mission of the Consortium is to create value by managing
cost and risk in a cooperative environment.
(The foundation of the Consortium is its innovative staffing approach. To address this
issue, the Consortium outsources staffing and shares these resources among its members.
(The GIS Consortium's contracted service provider is Municipal GIS Partners (MGP).
(Elk Grove Village is an 80% allocation member for support services. This provides for a
GIS Site Analyst 4 days a week.
(In addition to the Analyst, Elk Grove Village shares the services and receives the benefits
of three other GIS staff members who are located off -site.
(The Director of Public Works recommends approval.)
q. Consideration to adopt Resolution No. 61-23 authorizing the Mayor and Village Clerk to
execute an agreement between the Village of Elk Grove Village and Pace, the Suburban
Bus Division of the Regional Transportation Authority (Dial -A -Ride Program).
(This agreement provides for a cost -share between Pace and the Village of Elk Grove to
offer curb -to -curb paratransit Dial -A -Ride bus service to Elk Grove residents.
(The agreement includes the traditional Pace subsidy, wherein Pace will contribute 75%
of the net service costs, up to $204,569.
(The Village is responsible for the remainder of the net service costs, which for 2024 Pace
estimates to be $101,735.
(In addition to the traditional Pace contribution, in 2024 Pace will provide the Village a
one-time subsidy of $30,685.
(The terms of this year's Agreement have not been significantly modified in comparison
to previous years.)
r. Consideration to adopt Resolution No. 62-23 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 2020
Lunt Avenue.
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(The Law Offices of Akerman LLP, on behalf of SDC CHI I, LLC (Applicant), is seeking
a Cook County Class 6B property tax exemption for the property located at 2020 Lunt.
(The Applicant intends to construct a new 28,981 sq. ft. data center facility that will
connect to, and serve as an expansion of, the existing data center at the adjoining property
located at 2080 Lunt. The cost of the new facility is estimated to be $25,854,324.
(The eligibility requirements for 6B status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves new
construction.
(Property approved for Class 6B 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 with the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
s. Consideration to adopt Resolution No. 63-23 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 1001
Busse Road.
(The Law Offices of Thompson Coburn LLP, on behalf of their client Stern Pinball, Inc.,
(Applicant) is seeking a Cook County Class 6B property tax exemption for property
located at 1001 Busse Road.
(1001 Busse Road will serve as the new headquarters for Stern Pinball, a designer and
manufacturer of arcade -quality pinball games.
(In its current space in Elk Grove Village, Stern Pinball, Inc. maintains over 139 corporate
and administrative jobs, as well as approximately 300 production -related jobs. The
proposed expansion will bring an additional 52 jobs to the facility.
(The Applicant intends to increase its operational footprint and capacity in the Village by
entering into a long-term lease consisting of 163,875 square feet, the majority of the
building known as 1001 Busse Road.
(The property needs substantial rehabilitation. The Applicant's total estimated investment
into the property will be $4.7 million and will include interior improvements to plumbing,
HVAC, the existing fire protection system, and significant electrical work, as well as
exterior improvements, including upgrades to the fagade of the building, seal coat, and
striping of the parking lot, the installation of an 8' pinball sculpture, an illuminated lobby
mural, new building signage, and the addition of exterior accent lighting.
(The eligibility requirements for 6B Critical Emergency Employee Retention
Modification or CEERM status is that the building has been vacant for three months, and
the Applicant will create or maintain at least 250 jobs for employees at this location. This
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site qualifies as it employs over 400 employees and includes a vacancy of more than three
months with special circumstances.
(Property approved for Class 6B CEERM 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 upon 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 Roan
a. PC Docket 23-9 - Joint Public Hearing with the Plan Commission and Zoning Board of
Appeals to discuss and review a complete update to the Elk Grove Zoning Ordinance
which includes a modernization to reflect current best practices in zoning and
development regulations. (PH 11-7-23)
b. PC Docket 23-10 - Consideration of a request to hold a Public Hearing before the Plan
Commission to consider a Petition for Rezoning, Special Use Permit for Planned
Development, and Resubdivision to redevelop the site property located at the corner of
Arlington Heights Road and Higgins Road in the B-1 and B-3 District into a mixed -use
development consisting of residential and commercial properties (PH 11-13-23)
c. PC Docket 23-11 - Consideration of a petition for a Special Use Permit to operate an
indoor recreational facility for the purpose of operating a martial arts studio in a portion of
the building at 1651 Lively Boulevard in the I-2 Industrial District. (PH 12-04-23)
d. Consideration of a petition submitted by Riverpoint Property Trust, LLC for Rezoning
from I-2 to I-1 for property located at 751 Pratt Boulevard. (Public Hearing date to be
determined.)
9. ZONING BOARD OF APPEALS - Village Manager Roan
10. RECYCLING & WASTE COMMITTEE - Trustee Franke
a. Sustainability Plan
11. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno
12. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Schmidt
13. CABLE TELEVISION COMMITTEE - Trustee Jarosch
14. YOUTH COMMITTEE - Trustee Bush
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15. INFORMATION COMMITTEE - Trustee Miller
16. BUSINESS LEADERS FORUMS - Trustee Schmidt
17. HEALTH & COMMUNITY SERVICES - Trustee Prochno
18. PERSONNEL COMMITTEE - Trustee Schmidt
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
27. NEW BUSINESS
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.
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