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HomeMy WebLinkAbout9-9-25 VB MINSMINUTES REGULAR VILLAGE BOARD MEETING SEPTEMBER 9,2025 1. CALL TO ORDER - 7:17 PM PRESENT: Mayor Craig B. Johnson, Trustees Joseph D. Bush, Jeffery C. Franke, Kathryn A. Jarosch, Tammy K. Miller, Stephen F. Schmidt ABSENT: None A Quorum was present Also Present: Village Manager Matthew J. Roan, Village Attorney George B. Knickerbocker, and Village Clerk Jennifer Mahon 4. MAYOR & BOARD OF TRUSTEES'REPORT Mayor Johnson - Mayor Johnson noted that there will be two special presentations during the Board meeting. Mayor Johnson shared the Elk Grove Cemetery has completed restoring all the tombstones. He confirmed thejob took six and a halfweeks, and they did a phenomenal job. The trees have been trimmed, next the fencing and lights will be installed, and then the flagpole. Atl the funds for this project were raised by private donations. Mayor Johnson filmed a sho( clip with Sue Heaton about Oktoberfest. Mayor reminded the public that the parade committee has one more meeting to discuss the final plans for the parade on Saturday, September 20 at2pm. Mayor Johnson attended a luncheon with the superintendents from districts 211, 214,59,54, and the directors from the Park District, Library, and Township. They enjoyed the open discussion and hope to continue to meet on a regular basis. Mayor Johnson shared the Town Hall meeting took place on Thursday, September 4. The meeting discussed the proposed changes at Alexian Brothers Hospital. Some of the proposed changes include updating the emergency room and improvements to the radiology department. Mayor Johnson informed the community that the video is available on channel 6 EGTV. He also reminded the community that on Tuesday, September 16 from 4-7 pm the State Board will be present in Council Chambers to hear statements. They will not respond, but they listen to statements and pass them on. Mayor Johnson announced that Village Manager Roan is in the process of setting up an appointment with the Postmaster General to discuss the disappointment in their recent activity. The mayor is hopeful a meeting with the Postmaster General will resolve the issue. Mayor Johnson informed the community that the holiday tree lighting will be held on the Friday after Thanksgiving. There will be over 500,000 lights displayed around the Village Hall. He hopes to announce the band at the next board meeting and the Summer Concert lineup for 2026 at the November board meeting. Page 1 of 6 2. PLEDGE OF ALLEGIANCE / IIWOCATION - Adnan Adamji. Dawoodi Bohras 3. APPROVAL OF MINUTES OF AUGUST 12,2025 - Motion to approve the Minutes of the Regular Board Meeting held on August 12,2025 as submitted and dispense with the reading. Moved by Trustee Franke Seconded by Trustee Jarosch The motion was voted upon by acclamation MOTION CARRIED Mayor Johnson was proud to share the Business Facilities magazine annualiy ranks the business parks in America. The Elk Grove business park was rated #8 last year and worked its way to up to #3 in 2025. Mayor Johnson reminded the public that our business park is the biggest in North America and serves the needs of everyone in the community and beyond. Mayor Johnson let the public know Ripple is working on Fiber Optics throughout the community. He was very impressed with their work throughout the community. Mayor Johnson is workhg to get affordable Senior Living Housing for the area on Arlington Heights Road. Another application will be submitted this year to request funding for the project. The results will be shared in J,ny 2026. Mayor Johnson thanked all the Teir I sponsors for the Oktoberfest parade. Mayor Johnson introduced Daryl Pass of the Kennth Young Center. Daryl works closely with the EIk Grove Cares program. Together the program has shown great success in the last year. Mayor announced the program will be honored at the Oktoberfest parade in honor ofRecovery Month. Mayor also presented Daryl Pass with a Proclamation naming September Recovery Month in Elk Grove Village. Daryl Pass shared his story and thanked the mayor and the community for partnering with the Kennth Young Center to help those who need assistance. Mayor Johnson introduced Chief Mikel to the podium. Chief Mikel informed the public that Elk Grove Village recently participated in humanitarian efforts to support a mission in other parts of the country. Chief Mikel brought Chief Moore to the podium on behalf of MABAS. He presented the humanitarian award to the mayor and Chief Mikel. The MABAS humanitarian award is in appreciation for the support of Elk Grove Village and the Fire Department's efforts in the latest mission. Chief Harden from Mabas thanked Chief Mikel and Mayor Johnson for their support and vision. He explained in July a catastrophic event happened in Texas. MABAS was able to construct a type-three team from different parts oflllinois to help those in need. Lt. Kristofer Schuldt of the Village of Elk Grove Fire Department was a part of that team. Lt. Schuldt was honored by MABAS with a humanitarian medal in honor of his deployment to Texas. Chief Mikel presented Lt. Shultz with the Territory Service award from the Fire Departrnent for his service in Texas. Lt. Schiltz thanked his family and the community for all of their support while he was away from his family. Trustee Lasken Trustee Lasken attended the pickleball ribbon cutting. He is three weeks into the Fire Service Academy and wanted to share that it is a phenomenal program. He was very impressed by the knowledge, commitment, and the comradery the department displays. Trustee Jarosh - No report Trustee Schmidt- Trustee Schmidt attended the JAWA meetin g on August 27. He also attended the Sister Cities meeting on September 8 and confirmed Elk Grove Village will be hosting fourteen students in November. The community will see them at the tree lighting ceremony. Trustee Miller Trustee Miller has been working with the historical society on a project lor their 70th anniversary next year. Saturday, September 13 the historical society is hosting Pioneer Days outside the museum on Biesterfield. You might see reenactments as your drive by. Trustee Miller also wanted to thank Elk Grove Family Dental for hosting "Free Dental Day." On September 26 from 8am to 3pm they will see patients on a first come first seen basis. Trustee Bush - Trustee Bush thanked the Public Works Department for their efforts in the community. Trustee Bush expressed his appreciation for how promptly issues are reported, noting that this responsiveness benefits the residents. He reminded the community about the Cereal Bowl competition. All donations are welcome. 5. ACCOUNTS PAYABLE WARRANT: Motion to authorize payments of invoices shown on the August 31, 2025 Accounts Payable Warrant in the amount of $4,090,352.62. Page 2 of 6 Trustee Franke - Trustee Franke reminded the public that the Oktoberfest is on September 19 and 20. The parade and Family Fest are on Saturday. The discount tickets are on sale now until Tuesday September 16. Moved by: Trustee Franke Seconded by: Trustee Jarosch AYES: Trustee Bush, Franke, Jarosch, Lasken, Miller, Schmidt NAYS: None MOTION CARRIED Motion to authorize payments of invoices shown on the September 9,2025 Accounts Payable Warrant in the amount of $880,870.72. Moved by: Trustee Franke Seconded by: Trustee Lasken AYES: Trustee Bush, Franke, Jarosch, Lasken, Miller, Schmidt NAYS: None MOTION CARRIED 6. CONSENT AGENDA a. Consideration of a request from High School District 214, to waive FY 2025/26 business license fees in the amount of$350. (It has been past practice ofthe Village Board to grant fee waivers for govemmental and non- profit organizations. (The Director of Finance recommends approval.) b. Consideration of requests from the Elk Grove Park District, 499 Biesterfield Road, to waive permit fees in the amount of$1,822.60 for the following projects: o Sealcoat and striping the south parking lot at the Pavilion, 1000 Wellington Avenue, in the amount of $475; o Sealcoat and striping the parking lot at the Al Hattendorf C enter,225 East Elk Grove Boulevard, in the amount of$180; o Sealcoat and striping the parking lot and sealcoat the walking path at Udall Park, 8 I I Willow Lane, in the amount of $168; and o Update the fire alarm and sprinkler systems at the Pavilion, 1000 Wellington Avenue, in the amount of $999.60. (It has been past practice of the Village Board to grant fee waivers for govemmental and non- profit organizations. (The Director of Community Development recommends approval.) Consideration to approve the first quarter financial report ending July 3 l, 2025. (As part of the financial software system, staff has created quarterly financial reports comparing year to date numbers to the prior year. (The Director of Finance recommends approval.) d. Consideration to award a professional service contract to RJN Group of Wheaton, IL for professional engineering services for the 2025 Busse Road sanitary sewer point repair project, in the amount of $42,700 from the Busse Elmhurst Redevelopment Fund. (A proposal was solicited from RJN Group of Wheaton, IL for design and construction engineering services ofthe 2025 Busse Road sanitary sewer point repair project. (This sanitary sewer line receives the vast majority ofthe Village's Business Park sanitary flow and was recently rehabilitated it 2022 by cured in place lining. (During construction, it was determined that 300 feet of sanitary sewer on Busse Road south of Greenleaf Avenue had a sag and sanitary flow was being impeded. This section of pipe requires replacement in order to restore the natural flow of sanitary. This rehabilitation project will require major bypass pumping along with permitting from both IDOT and MWRD.) (The proposed rehabilitation will ensure reliable sewer service to the Village's Business Park now and into the future. (The Director of Public Works recommends approval.) Consideration to award a construction contract to the lowest responsive and responsible bidder to American Fence Professionals Inc. of Elk Grove Village, IL for the Tonne Road monopole site fence project in the amount of$56,900.75 from the Busse Elmhurst Redevelopment Fund. c Page 3 of6 (On Tuesday, August, 26 2025, the Village opened sealed bids for the Tonne Road monopole site fence project. (The project calls for the installation ofa new 265-foot prefabricated security fence and a new gate around an existing monopole site which includes any and all incidental and collateral work necessary to complete the project. (The lowest responsive and responsible bid was received in the amount of $56,900.75 from American Fence Professionals, Inc. of Elk Grove Village, IL. (Adequate funds are available in the Busse Elmhurst Redevelopment Fund. (The Village Manager recommends approval.) f Consideration to waive the formal bidding process and award a purchase contract to ESI. a Cla-Val company, of Naperville, IL for the purchase of Cla-Val pressure reducing valves in an amount not to exceed $80,804.40 from Busse-Elmhurst Redevelopment Fund. (The Public Works Department utilizes Cla-Val pressure valves to automatically regulate water flow based on real-time system pressure.) (The Public Works Department has completed a review of the water system refill valves currently in use. At this time, all valves in service are Cla-Val models. (To maintain consistency across the system, we intend to standardize on Cla-Val for all future replacements. (ESI is the sole source provider for Cla-Val. (Funds are budgeted and available in the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works recommends approval.) g. Consideration to increase a professional services contract to Stonehugger Cemetery Restoration, LLC of Nashville, IN for grave stone restoration work to be done at Elk Grove Cemetery by $13,575, for a total contract amount of$88,575. (Stonehugger Cemetery Restoration is conducting gravestone restoration at the Elk Grove Cemetery as part ofthe overall cemetery rehabilitation project. (Work includes repairing breaks, resetting, leveling, and cleaning nearly 100 gravestones. (An additional $13,575 is being requested to cover the cost ofrestoring additional gravestones that were located during the project. (The cost of the work is being covered through community donations that have been raised with the goal to complete all restoration work prior to the Fourth of July in 2026.) h. Consideration to award a professional service contract to Ciorba Group of Chicago, IL for design and construction engineering services for the replacement ofthe Village Hall and Fire Station 7 generators in the amount of$98,998.62 from the Capital Projects Fund. (A proposal was solicited from Ciorba Group of Chicago, IL for the design and construction engineering services for the replacement of the Village Hall and Fire Station 7 generators. (Ciorba Group will provide design and construction engineering, including project plans, specifications, special provisions, and construction oversight for the replacement of both generators. (The Director of Public Works recommends approval.) Consideration to award a professional construction engineering services contract to V3 Companies of Woodridge, IL to provide construction engineering services for the Tonne Road reconstruction project in the amount of$1,191,683.34 from the Business Leaders Forum Fund. (V3 Companies submined a proposal to provide the necessary construction engineering services for the Tonne Road reconstruction project. (This project will include the reconstruction ofTonne Road from Landmeier Road to south of Elk Grove Boulevard, including completing the water main, storm sewer, and bike path. (V3 Companies has successfully completed construction supervision for Village staff in the past, including last year's Tonne Road Water Main project, and is providing a resident engineer with a strong track record and over twenty-five (25) years ofexperience. (Adequate funds are budgeted and available in the Business Leaders Forum Fund. (The Director of Public Works has recommended approval.) j. Consideration to adopt Ordinance No. 3910 granting a variation of Section 3-3-B: (2) ofthe Zoning Ordinance to permit the consffuction of a six-foot (6') high fence extending Page 4 of 6 approximately thirteen (13') feet beyond the nearest front comer ofthe principal structure on the adjacent single-family residential lot to the southeast at 1433 Meegan Way for property located at 1377 Volkamer Trail, Elk Grove Village. (This item was discussed at the August 12, 2025 Village Board Meeting and currently appears under Unfrnished Business.) k. Consideration to adopt Ordinance No. 3911 granting a variation ofTable 7.1 of Section 7-l of the Zoning Ordinance which section specifies that in the R-3 Zoning District, the maximum ground coverage is thirry-five percent (35%) ofthe overall lot square footage. The petitioner's lot size is approximately 8,580 square feet, allowing for a maximum ground coverage of3,003 square feet. The petitioners are requesting to install an addition on the residence which will increase the ground coverage to 3,457 square feet, a 5.370 increase to the permitted ground coverage in residential zoning districts for property located at 352 Cedar Lane, Elk Grove Village. (This item was discussed at the August 12, 2025 Village Board Meeting and curently appears under Unfinished Business.) Consideration to adopt Ordinance No. 3912 granting a Special Use Permit to modifu an existing parking plan associated with the development at the northwest comer of Meacham Road and Biesterfreld Road at 610 Meacham Road in the B-2 Zoning District, Elk Grove Village. (This item was discussed at the August 12, 2025 Village Board Meeting and currently appears under Unfinished Business.) m. Consideration to adopt Resolution No. 57-25, amending Resolution No. 29-21 authorizing the Maintenance of Streets and Highways by a Municipality Under the Illinois Highway Code and re-appropriating Motor Fuel Tax Funds (MFT) no longer utilizing the Rebuild Illinois Bond allotment in the amount of $350,024 for the Biesterfield Road/Wise Road Resurfacing project. (This amendment appropriates Motor Fuel Tax (MFT) funds for the full design engineering and the remaining twenty-five percent (25%) construction and construction engineering match, which totals the amount of$350,024, to be utilized for this project. (This is a revision of a previous resolution 29-21, which had approved the use of Rebuild Illinois Funds. This revision is needed to balance the over-appropriation of Rebuild Illinois Funds discovered in an audit.) (The Director of Public Works recommends approval.) Motion to approve Consent Agenda items a - n. Moved by Trustee Bush Seconded by Trustee Miller AYES: Trustee Bush, Franke, Jarosch, Lasken, Miller, Schmidt NAYS: None MOTION CARRIED b. Consideration of a petition seeking a Special Use Permit to construct an electrical substation for the property located at 'l0l Northwest Point. (Public Hearing date has yet to be determined.) 9. ZONING BOARD OF APPEALS - Village Manager Roan - No report 10. RECYCLING & WASTE COMMITTEE - Trustee Franke - No report I l. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Bush - No Report Page 5 of6 7. REGULARAGENDA 8. PLAN COMMISSION - Village Manager Roan a. Consideration of a Petition seeking a Special Use Permit for a Meeting Hall Use at 2200 Estes Avenue in the I-2 Industrial Zoning District. (A Public Hearing date has yet to be determined.) 12. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Schmidt - shared at the September 4 meeting the committee discussed a five-year plan for what the staff is working on. It's a work in progress, but he hopes to report on that soon. 13. CABLE TELEVISION COMMITTEE - Trustee Lasken - No report 14. YOUTH COMMITTEE - Trustee Bush - No report 15. INFORMATION COMMITTEE - Trustee Miller -Advised the community of the new community notification system called Notifu EGV. It is the new notirying information alert system You can register for this service on the website. Trustee Miller stated starting November 1, Groot will have an increase of $.62 per month on your bill. She also reported that the Village has been harvesting honey and, so far this year, has collected i 1 1 pounds. f 6. BUSINESS LEADERS FORUMS - Trustee Schmidt- stated that the Committee attended two ribbon cuttings recently at the World's Best Movers and the Keglar Dental Studio. They also had an ambassador visit at Forest Packaging. Trustee Miller demonstrated how the company specializes in 3-D packaging that is printed flat. Trustee Bush added that they give back to community on a regular basis. 17. HEALTH & COMMIINITY SERVICES - Trustee Jarosch - explained that PADS needs volunteers this season. The season starts on Sunday, October 5 and runs through the end of April. They need help for all 3 shifts and a clean-up crew. You can visit the wwr.l.cvlutheran.ors/oads for more information on how to sign up. The last and final blood drive will be December 6. 2025. The Farmers Market is in session until the end of October on the 2nd and 4th Saturday of the month. 18. PERSONNEL COMMITTEE - Trustee Schmidt No report 19. {RPORT UPDATE - Mayor Johnson - No report 20. PARADE COMMITTEE - Mayor Johnson - No report 21. MID-SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson hopes to announce the full lineup in November. 22. SPECIAL EVENTS COMMITTEE - Mayor Johnson - reminded the community that Oktoberfest is September 19-20. 23. LIQUOR COMMISSION - Mayor Johnson - No report 24. REPORT FROM VILLAGE MANAGER-No report 25. REPORT FROM VILLAGE CLERK - No report 26. UNFINISHED BUSINESS -No report 27. NEW BUSINESS - No report 28. PUBLIC COMMENT - No report 29. ADJOURNMENT - Motion to adjourn the Village Board Meeting at 8:22 PM. Moved by Trustee Bush Seconded by Trustee Jarosch AYES: Trustee Bush, Franke. Jarosch, Lasken, Miller, Schmidt NAYS: None MOTION CAR D Mayor Craig B. Joh on Page 6 of 6 S on, Village ClerkI tl t(9