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HomeMy WebLinkAboutAGENDA - 05/27/2003 - VILLAGE BOARD Next ORD: 2940 (2941) Next RES. 35-03 (40-03) Recess: 9 p.m. AGENDA REGULAR VILLAGE BOARD MEETING May 27, 2003 1. Call to Order 2. Invocation (Rev. Bonnie Campbell, United Methodist Church) 3. Approval of Minutes of May 13, 2003 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: May 27, 2003/$816,703.32 6. CONSENT AGENDA A) Consideration to waive Business License and Vehicle Sticker Fees for the following governmental and not-for- profit agencies for the period June 1, 2003 through May 31, 2004: Business Licenses Vehicle Sticker Fees Elk Grove Park District $6,975 $1, 645 School District 214 265 Elk Grove High School $ 50 Holy Spirit $ 100 Prince of Peace $ 100 Center for Performing Arts $ 350 TOTAL WAIVER REQUEST $7,575 $1, 910 (It has been past practice of the Village Board to waive these fees for governmental and not-for-profit agencies. (A report from the Director of Finance is attached.) B) Consideration of the following: ■ To waive the formal bidding process; and ■ To award a sole service contract to Kamp/Synergy, Wauwatosa, WI, to furnish and install level controllers at the Greenleaf and Jet Die lift stations in a total contract amount not to exceed $10, 890. 00. (The FY 2003-04 Water & Sewer Fund budget includes funding to replace float level controllers at two lift stations. Agenda for VB Meeting 05-27-03 2 (KampSynergy designed and programmed the software that operates the water system and is the Village's SCADA consultant. (Adequate funds are budgeted and available for this purpose in the Water & Sewer Fund. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) C) Consideration of the following for painting Biesterfield Road Street Lights and Traffic signal Equipment - Phase 2: • To award a contract to Kreplin Coatings Consultants, Inc. , in the amount of $8, 000.00; • To award a contract to RSJ Enterprises, to perform painting work in the amount of $46,100. 00; and ■ To award a contract to Larsen & Petersen, to provide painting supplies in the amount of $4, 696. 07. (Kreplin Coatings was retained in August, 2002 to coordinate the painting of street light poles and traffic signal equipment on Biesterfield Road. Phase I included the painting of all Village-owned equipment, while the permitting process was conducted for equipment owned by the Cook County Highway Department and Illinois Department of Transportation. (The proposals for completing Phase 2 include the same unit pricing for Phase 1. The Village has found the services of the vendors to be excellent. (Adequate funds are budgeted and available for this purpose in the Residential Enhancement Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) D) Consideration of the following: ■ To waive the formal bidding process; and • To renew a full-service maintenance contract with Canon Business Solutions, Schaumburg, IL, to maintain 19 Village-owned Canon copiers in a total amount not to exceed $13, 700. 00 (Canon Business Solutions has serviced the Village's Canon copiers for the past 10 years, and has provided satisfactory service. (The proposed maintenance cost remains unchanged at $0.0113 per copy with an estimated quarterly number of copies at 250, 000. Any copies beyond this amount would be at a rate of $0. 0118 per copy. Agenda for VB Meeting 05-27-03 3 (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance recommending approval, is attached. E) Consideration to award a contract to the lowest responsive and responsible bidder, Koz Trucking and Sons, Medinah, IL to furnish and deliver gravel, stone, and sand on an as- needed basis for the period May 1, 2003 through April 30, 2004 in a total contract amount not to exceed $41, 017.50. (Bid documents were obtained by six potential bidders, of which six submitted bids. Upon review of the bids submitted, Koz Trucking and Sons was determined to be the lowest responsive and responsible bidder. (The village has contracted with Koz Trucking and Sons in the past and has found their service delivery to be satisfactory. (Adequate funds are budgeted and available for this purpose in the General Fund and Water & Sewer Fund. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) F) Consideration to award a contract to the lowest responsive and responsible bidder, RAI Concrete, Inc. , Carol Stream, IL for the renewal and replacement of sidewalks, driveway aprons, curb, and gutter under the 2003 Private Participation Concrete Replacement Program at a per unit cost not to exceed the following: unit Total cost PC Concrete Sidewalk 5" S.F. Gty 5,000 2.50 12,500.00 FC Concrete Sidewalk 8• S.F. Gty 100 2.50 250.00 PCC Driveway Pavement 5• S.Y. 3,200 20.00 69,000.00 PCC Driveway Pavement 8" S.Y. 100 20.00 21000.00 Camb.Conc. Curb GutterType M -L.F 2,200 9.00 19,800.00 Comb.Conc., Curb/Gutter Type 86.12 -L.F. 100 9.00 900.00 Sidewalk Removal Qty S.F. 5,100 0.50 21550.00 DW Pavement Removal qty S.Y- 3,300 5.75 18,975.00 Comb.Conc. Curb/Gutter Removal L.F.-2,300 2.20 51060.00 TOTAL 126,035.00 at a total cost not to exceed $126,035. (Bid documents were obtained by eight contractors, of which six submitted bids. Upon review of the bids submitted, RAI Construction was determined to be the lowest responsive and responsible bidder. Agenda for VB Meeting 05-27-03 4 (The bid price is based on estimated quantities of materials at a fixed unit price. Of this contract, $46, 000 is for the Village's portion; the remaining $80, 035 is for residential participation, and will be collected prior to commencement of this work. If private participation exceeds the estimated level, the Village Board will need to approve an increase to the contract based on fixed unit prices. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) G) Consideration to adopt Resolution No. 35-03 (attached) authorizing Village Officials to sign a Work Permit from the Department of Transportation of the State of Illinois on behalf of the Village of Elk Grove Village. (This item is enacted every two years to pledge the Village's good faith in constructing public improvements in State rights-of-way, in lieu of a surety bond. The resolution holds the State of Illinois harmless for any Village projects performed in State rights-of-way. ) H) Consideration to adopt Resolution No. 36-03 (attached) accepting Irrevocable Straight Letter of Credit No. 4847 from Oak Brook Bank in the amount of $65,136. 01, expiring April 30, 2004 to guarantee public improvements (sanitary sewer, watermain, parkway trees, sidewalk) for Ridge Avenue Development. (This item accepts a Letter of Credit to guarantee the construction of public improvements as part of development at Ridge Avenue and Devon. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) 1) Consideration to adopt Resolution No. 37-03 (attached) declaring support for METRA Star Line as the locally preferred alternative for providing new transit service within the Northwest Corridor. (This resolution will be provided to the Northwest Municipal Conference and presented to the Federal Transit Authority as evidence of local support for this project. ) J) Consideration to adopt Resolution No. 38-03 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended January 1, 2000 for certain real estate located at 1717 Busse Road. Agenda for VB Meeting 05-27-03 5 (Seefried Properties, contract purchaser, plans to demolish the 40-year old, 180, 000 square foot building at the above-referenced property, and construct a 253, 000 square foot building for office and warehousing use. The estimated construction value is $7.6 million. (The 6B property tax incentive allows a property tax assessed valuation reduction from 36$ to 16$ of the fair market value for a 12-year period. The Class 6B status applies to new construction, substantial renovation, or purchase of an existing building that has been vacant for a 24-month period. (A report from the Economic Development Coordinator and letter from the petitioner are attached. ) K) Consideration to authorize the Assistant Village Manager to attend the Senior Executive Institute (SEI) at the University of Virginia at a cost of $5,500. (Matriculation into the program is done on a competitive basis. The program has accepted the Assistant Village Manager into this year's class. (The SEI program has been utilized over the past 3 years to develop long-term career administrators in Village Government.) L) Consideration to increase an existing contract with Pinner Electric, Inc. , in the amount of $18,100 for traffic signal repairs and street light repairs from the FY 2002- 03 budget. The traffic signal at Biesterfield and Michigan required significant work to repair faulty cables. In addition, Pinner replaced street lights damaged by vehicle accidents, of which costs are recovered by insurance proceeds. This work is outside of the routine maintenance contract. (Adequate funds are available for this payment from last year's budget. (A report from the Department of Public Works is attached. ) M) Consideration to award a professional service contract to Chaffee Group for broker and media relations services from June 1, 2003 to May 31, 2004 at a cost of $124,000 to be paid from the ICRC Fund. Agenda for VB Meeting 05-27-03 6 (Of 9 proposals submitted to the Village's RFP, the Review Selection Committee and ICRC determined that the Chaffee Group provided the best possible service. The contract provides for initial market place surveys, broker forum to educate brokers on the ICRC program, general advertising, and a 12-point on-going media relations program. (The contract will be reviewed in 6 months to ensure objectives are being accomplished. Chaffee reduced their costs by $6, 000 upon negotiating with the Village. (Adequate funds are budgeted and available for this purpose in the ICRC fund. 7. REGULAR AGENDA A) Consideration of a request (attached) from Le Peep Grill, 130 Biesterfield, for approval to provide outdoor seating at the restaurant from May through October. (Le Peep is seeking authorization to place 5 small tables with three chairs each in front of the restaurant. (Staff has reviewed the request and has determined that the proposed seating would not negatively impact the immediate area. Approval is recommended subject the condition that the petitioner agrees to keep the walkway clear and to maintain cleanliness. (A report from the Director of Engineering & Community Development is attached. ) B) Consideration of the following items pertaining to the annexation of natural gas pipeline property: • To adopt Resolution No. 39-03 (attached) authorizing the Mayor and village Clerk to execute an annexation agreement between the Village of Elk Grove Village and Natural Gas Pipeline Company of America for property generally located south of I-90, north of Higgins Road, and west of Elmhurst Road; and • To adopt Ordinance No. 2940 (attached) annexing certain territory to the Village of Elk Grove Village and granting I-1 zoning, therefore, for property generally located south of I-90, north of Higgins Road, and west of Elmhurst Road (Natural Gas Pipeline of America) . (These items authorize the annexation of 3.8 acres of pipeline property owned by the Natural Gas Pipeline Corporation. Agenda for VB Meeting 05-27-03 7 BOARDS AND COMMISSIONS B. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Salt Creek Improvements b. Improvements/Renovations to Police Department 9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Dill a. Residential Teardown Regulations b. Parking variations with respect to commercial areas c. Residential Heat Alarms 10. PERSONNEL COMMITTEE - Trustee Lissner 11. RECYCLING & WASTE COMMITTEE - Trustee Prochno a. Household Hazardous Waste 12. INFORMATION COMMITTEE - Trustee Feichter a. New Trustee Orientation b. Providing Information to Community C. Channel 6 Policies, Procedures, and Programming 13. INDUSTRIAL/COMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Higgins/Oakton Landscaping & Improvements b. Landmeier Public Works Facility Additional Landscaping c. Signage d. Improvements To Industrial Well Sites/Street Signs e. Rogers Park Detention f. Media & Public Relations 14. YOUTH COMMISSION - Trustee Prochno 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. ZBA Docket 03-03- Public hearing for VARIATION regarding fencing location, construction of 672 sq. ft. garage having a length of 28 ft. at 1281 Cypress Lane. (PH 5-22-03) 18. REPORTS OF OTHER BOARDS COMMISSIONS & COMMITTEES a) Cable Television Committee - Trustees Petri/Lissner b) Community Service Board - Trustee Czarnik c) Liquor Commission - Mayor Johnson d) Special Events Committee - Mayor Johnson e) O'Hare Update - Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk Agenda for VB Meeting 05-27-03 8 20. UNFINISHED BUSINESS VILLAGE BOARD a) Consideration of adopting an annexation agreement and ordinance annexing property owned by NICOR. VILLAGE ATTORNEY 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23. 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. C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Cavallini, Boffice, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8) ADDENDUM to Regular Village Board Agenda May 27, 2003 8:00 P.M. 6. CONSENT AGENDA (continued) N) Consideration of a variation to section 6-6-8-D of the Municipal Code for a special event on June 21, 2003 at Morton Park. (The annual Village picnic will be held at Morton Park on June 21, and a variation is needed to allow alcohol consumption. Alcohol service will be conducted from the Fire Administration Building parking lot. 0) Consideration to authorize a public hearing before the Plan Commission to consider a petition for a Text Amendment to permit an Office and Retail Outlet use within an industrial zoned district in the Business Park. (Staff is in the process of reviewing a text amendment to permit Office and Retail Outlets within the Business Park. Authorization from the Village Board will allow a public hearing to be scheduled in accordance with the Plan Commission's calendar. ) P) Consideration to award a professional service contract to Civiltech Engineering for design and engineering services for widening Biesterfield Road in a total amount not to exceed $132,300. (A recommendation from the Director of Engineering & Community Development is attached. ) Q) Consideration of the following: • To transfer $500, 000 from the General Fund O'Hare Advocacy account to the Litigation Fund; and • To transfer $25, 000 from the General Fund O'Hare Advocacy account to the Aviation Integrity Fund. Addendum 02/08/00 2 (Funds budgeted in the O'Hare Advocacy account are earmarked for O'Hare litigation and are separate from the $5 million trust fund recently established by the Village Board. The $500, 000 transfer to the Litigation fund is for funding legal activities in Washington, D.C. , analysis of the O'Hare plan, and the team of attorneys to assist the Village in O'Hare litigation. (The Aviation Integrity Fund is utilized to fund Terri Brunner's services rendered January 1, 2003 through March 30, 2003. ) c: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8)