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HomeMy WebLinkAboutAGENDA - 06/17/2003 - VILLAGE BOARD Next ORD: 2940 (2944) Next RES. 39-03 (44-03) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING June 17, 2003 1. Call to Order 2. Invocation (Rev. Arthur Fagan, Pastor, Queen of the Rosary Parish) 3. Approval of Minutes of May 27, 2003 4. Mayor and Board of Trustees ' Report 5. Accounts Payable Warrant: May 31, 2003 / $398, 832. 70 June 17, 2003 / $1,227, 592. 11 6 . CONSENT AGENDA A) Consideration to authorize a public hearing before the Plan Commission to consider the petition of Carey Construction to annex, re-subdivide, and rezone approximately 4 . 7 acres on Meacham Road for the construction of townhomes. (The petitioner is owner of record of the 4. 7 acre site located on the east side of Meacham Road, immediately south of the Whytecliffe subdivision. They propose the construction of a townhome subdivision. (With authorization from the Village Board, a public hearing will be scheduled in accordance with the Plan Commission's calendar. ) B) Consideration of a request from the Elk Grove Chamber of Commerce (EGCC) for payment of dues for FY 03/04 in the amount of $350. 00. C) Consideration of the following: To rescind a contract awarded to Kindergarden Drawing, Inc. , Streamwood, IL for computer-aided drafting and design services in the amount of $16, 000. 00; and To award a contract for computer-aided drafting and design services to Jason Ruszcak, Lombard, IL for the period June 1, 2003 through April 30, 2004 in the amount of $16, 000. 00. Agenda for VB Meeting 06-17-03 2 (At the April 22 Village Board meeting, a contract was awarded to Kindergarden Drawing, Inc. , to provide drafting and design services for the Fire Department's pre-plan drawings. The firm has since dissolved, and the owners have started their own companies. (Proposals were solicited from the two companies, and the proposal from Jason Ruszcak was determined to be the lowest proposal, and honors the same terms and conditions as the Kindergarden Drawing agreement. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. D) Consideration of a request from the Greater Woodfield Convention and Visitors Bureau (GWCVB) for payment of dues for FY 03/04 in the amount of $67, 133 . 00. (The annual dues rate is based on 100 of 40 of hotel/motel taxes collected. The requested amount represents a reduction from the previous payment in the amount of $9, 104. 00. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance is attached. ) E) Consideration to award a contract to the lowest responsive and responsible bidder, Artlow Systems, Addison, IL for application of an epoxy floor coating system at the Biesterfield Fire Station and the Oakton Fire Station in a total contract amount not to exceed $42, 761. 02 from the Capital Projects Fund. (Bid documents for this project were obtained by 12 potential bidders, of which 6 submitted bids. Upon review of the bids submitted, Artlow Systems was determined to be the lowest responsive and responsible bidder. (The recommended contract amount includes a So discount for early payment, reducing their bid amount of $45, 011 . 61 to a contract amount of $42, 761 . 02. (Adequate funds are budgeted and available for this purpose in the Capital Projects Fund. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) F) Consideration to award a contract to Sun Gard HTE, Inc. , Lake Mary, FL for program retrofitting, training and implementation services, and license fees associated with a software upgrade to the Village's HTE software in a total amount not to exceed $61, 284 from the Capital Replacement Fund. Agenda for VB Meeting 06-17-03 3 (The FY 03/04 budget includes funding for this software upgrade. The upgrade is necessary to continue receiving software support, because the Village has not upgraded this software since 1998. (In addition, the new version of the software will provide an improved user interface and improve efficiency and workflow. (A 30a discount on license fees, equating to a discount of $13, 836, is available if the Village acts before July 1. (Adequate funds are budgeted and available in the Capital Replacement Fund for this purpose. (A report from the Director of Finance, recommending approval, is attached. ) G) Consideration to award a professional service contract to Civiltech Engineering for construction engineering services for the Busse Road Transit Corridor Improvements in a total contract amount not to exceed $84, 602. 00 from the ICRC Fund. (The Industrial/Commercial Revitalization Commission recommended the Busse Road Transit Corridor Sidewalk and Bus Shelter Improvements. The Village Board executed a joint agreement between the State and the Village for funding this project at the April 22, 2003 Board meeting. (A proposal for construction engineering was solicited from Civiltech Engineering, which prepared the contract plans and documents for the sidewalk and bus shelter improvements. (Adequate funds are budgeted and available for this purpose in the ICRC Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) H) Consideration of the following: To award a contract to the lowest responsive and responsible bidder, Robi Excavating, Elgin, IL to construct the Busse Road Transit Corridor Sidewalk and Bus Shelter Improvements in a total contract amount not to exceed $902, 345.22; and • To increase the budget in the amount of $702, 350. 00 to fund this project. (The ICRC recommends construction of this improvement, which will include the construction of sidewalk along both sides of Busse Road from Mark Street to Oakton, and 12 bus shelters with brick paver pads and landscaping. Agenda for VB Meeting 06-17-03 4 (The State's Operation Green Light Program will reimburse the Village for 100a of construction costs up to a maximum of $1, 010, 000. (Bid documents were obtained by nine contractors, of which six submitted bids. Upon review of the bids submitted, Robi Escavating was determined to be the lowest responsive and responsible bidder. (Robi Excavating has performed similar work for the Villages of Arlington Heights, Bellwood, Hinsdale, and other municipalities, and they are IDOT pre-qualified. (A total of $200, 000 has been budgeted for this purpose, and the requested increase is needed to fully fund the project, for which the Village will be reimbursed. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) I) Consideration to approve a shared traffic signal maintenance contract with the Illinois Department of Transportation for 11 signalized intersections at a total cost not to exceed $20, 346. 62 for the period January 1, 2003 through December 31, 2003. (This annual contract is bid by the Illinois Department of Transportation, which awarded the 2003 maintenance contract to Meade Electric, Inc. (The Village will be invoiced by IDOT on a quarterly basis for this service. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) J) Consideration to approve an increase to the FY 04 Budget for the rollover of outstanding encumbrances from FY '03 Budget in a total amount of $2, 728, 569. (This is the fourth year that the Village has rolled unfilled purchase orders from the previous year into the new fiscal year budget. The amount of Outstanding orders for goods and services from the FY 103 budget totals $2, 728, 569. (A report from the Director of Finance, recommending approval, is attached. ) K) Consideration to adopt Resolution No. 39-03 (attached) authorizing the Mayor and Village Clerk to execute a Grant of Temporary Easement Agreement between Arthur Busse Limited Partnership and John B. Sanfilipo and Sons, Inc. , and the Village of Elk Grove Village (widening of Devon Avenue from Busse Road to Elmhurst Road. ) Agenda for VB Meeting 06-17-03 5 (The Cook County Highway Department will soon begin construction to widen Devon Avenue from Busse Road to Elmhurst Road. This improvement requires grading modifications to the detention pond located on private property north of Devon Avenue. (Temporary easements have been granted by the property owners for this purpose. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) L) Consideration to adopt Resolution No. 40-03 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended January 1, 2000 for certain real estate located at 1401 Higgins Road. (222 Lively Boulevard Building Venture is the contract purchaser of the above-referenced property, and intends to rehabilitate and occupy the vacant industrial building. The building has been vacant in excess of 24 months. (The 6B property tax incentive allows a property tax assessed valuation reduction from 36$ to 16t of the fair market value for a 12-year period. The Class 6.2 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 a letter from the petitioner are attached. ) M) Consideration to adopt Resolution No. 41-03 (attached) ascertaining the prevailing rate of wages for workers on public works projects. (The State of Illinois requires the Village to adopt this Resolution each year to determine the prevailing rate of wages for laborers performing construction of public works projects. (The rates are determined by the Illinois Department of Labor throughout Cook and DuPage counties. ) N) Consideration to adopt Ordinance No. 2940 granting a variation of Sections 3-7:D.3 and 7A-1 :B concerning the location of fences on corner lots in proximity to the location of the Principal Building located on the adjacent lot and of Section 3-7:D.2 of the zoning Ordinance pertaining to the size and location of a detached garage on property located at 1281 Cypress Lane, Elk Grove Village. (This item was discussed at the May 27, 2003 Village Board meeting, and currently appears on the Agenda as Unfinished Business of the Village Attorney. ) Agenda for VB Meeting 06-17-03 6 O) Consideration to adopt Ordinance No. 2941 (attached) amending Title 5, Chapter 5, Section 5-5-1, Fire and Ambulance Service Outside Village, of the Village Code of the Village of Elk Grove Village, by providing an increase in the rates for contracted services and non-contract per call . (This item will increase contract rates for Fire and Ambulance service to unincorporated residential properties by $25 and commercial properties by $30 for the contract year beginning November 1, 2003. These rates have remained unchanged since 1999. (In addition, the per call rate charged to non- residents and businesses with no contract will increase from $165 to $250, and the rate for each additional apparatus will increase from $325 to $500. (These rates will be annually increased by the Chicago Area Consumer Price Index beginning with the contract year beginning November 1, 2004 . (A report from the Director of Finance, recommending approval, is attached. ) 7 . REGULAR AGENDA A) Consideration of the following items pertaining to the annexation of natural gas pipeline property: To adopt Resolution No. 42-03 (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. 2942 (attached) annexing certain territory to the Village of Elk Grove Village and granting 1-1 zoning, therefore, for property generally located south of 1-90, north of Higgins Road, and west of Elmhurst Road (Natural Gas Pipeline of America) . (These items authorize the annexation pipeline property owned by the Natural Gas Pipeline Corporation. ) Agenda for VB Meeting 06-17-03 7 B) Consideration of the following items pertaining to the annexation of NICOR property: To adopt Resolution No. 43-03 (attached) authorizing the Mayor and Village Clerk to execute an annexation agreement between the Village of Elk Grove Village and NICOR for property generally located south of I- 90, north of Higgins Road, and west of Elmhurst Road; and To adopt Ordinance No. 2943 (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 (NICOR) . (These items authorize the annexation of pipeline property owned by NICOR. ) BOARDS AND COMMISSIONS 8. 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/COMMERCIAL 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 14 . YOUTH COMMISSION - Trustee Prochno Agenda for VB Meeting 06-17-03 8 15. PARADE COMMISSION - Trustee Czarnik 16, PLAN COMMISSION - Village Manager Parrin a) PC Docket 03-2- Public hearing for an amendment to Special Use Permit and revision to approved site plan for Regency Square apartment development for construction of three condominium buildings located north of Landmeier Road, east side of Perrie Drive (PH 7-2-03) 17. ZONING BOARD OF APPEALS - Village Manager Parrin a) ZBA Docket 03-4 - Public hearing for VARIATION to allow construction of a third car garage addition that would encroach approximately 3. 4 feet into required 9. 4 foot side yard at 498 Franklin Lane (PH 7-8-03) 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 20. UNFINISHED BUSINESS VILLAGE BOARD a) Consideration of adopting an annexation agreement and ordinance annexing property owned by NICOR. VILLAGE ATTORNEY a) Direct the Village Attorney to prepare an ordinance to grant a request for a variation to the zoning ordinance for a fence variation where the fence cannot extend beyond the front of new garage and also an amended garage variation that would limit the size to 24 x 26 feet or 624 square feet at 1281 Cypress Lane. 21 . REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23. ADJOURNMENT Agenda for VB Meeting 06-17-03 9 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, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8) Addendum to Regular Village Board Agenda June 17, 2003 8: 00 P.M. 6. CONSENT AGENDA (continued) P) Consideration to renew a professional services contract to Johnny Rockets Fireworks Display Corporation, Chicago, IL to design and produce fireworks displays in a total contract amount not to exceed $32, 000. (The Village awarded this contract at the June 18, 2002 Village Board meeting. This will be the second year of a two-year contract with the option to renew for three additional one-year periods. The Village will retain the right to cancel the contract should the Village determine that performance is unsatisfactory. (The Village now administers three fireworks displays each year, including a display at Rotary Fest (Saturday before Father's Day) , the Fourth of July display, and the display at the Tree Lighting Ceremony (Friday after Thanksgiving) . (Johnny Rockets Fireworks Display was selected based upon total number and quality of shells, safety history, experience, compliance with Village requirements, and quality of references from past customers. The company's performance over the past year has been satisfactory. (The total contract amount will slightly vary each year depending on the total funds voluntarily contributed by residents through utility billing. (Adequate funds are budgeted and available for this purpose. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Ingebrigtsen, Knickerbocker, Goostree, Schmidt, Vadopalas, Walsh (8)