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HomeMy WebLinkAboutAGENDA - 04/12/2005 - VILLAGE BOARD Next ORD: 3029 (3034) Next RES. 15-05 (20-05) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING April 12, 2005 1. Call to Order 2. Invocation(Rev. Ted Czarnecki,Deacon, Queen of the Rosary Parish) 3. Approval of Minutes of March 22, 2005 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: March 31, 2005 /$134,413.77 April 12, 2005 /$545,982.39 6. CONSENT AGENDA A) Consideration to accept a donation of funds from the Food 4 Less Groceries and the Milk Bone Company to be used toward the purchase of canine training aids in an amount of $5,000 to be applied to the Asset Seizure Fund. (One of the missions of Food 4 Less Groceries and the Milk Bone Company is to determine the need for local canine units. This program has been in place since 1998. (Although the Police Department advised them that the Village does not need any additional canine units, they were advised that the Police Department is in the process of developing a training program for the existing canine units. (These funds would be used to purchase canine training aids. (If approved, the donation would be presented to the Police Department on June 10, 2005 at Food 4 Less. (A report from the Chief of Police,recommending approval,is attached.) B) Consideration to authorize payment in the amount of$7,271 for FY 05/06 membership dues to the Northeastern Illinois Planning Commission. (The Northeastern Illinois Planning Commission (HIPC) works to address regional issues such as public transit planning, solid waste management, floodplain wetland protection, traffic and stormwater management, as well as a clearing house for transportation grants. (Adequate funds are budgeted and available for this purpose,) C) Consideration to award a professional service contract to Sikich Gardner & Co., LLP, Aurora, IL to perform the Village's annual audit in a total contract amount not to exceed $39,696. Agenda for VB Meeting 04-12-05 2 (Sikich Gardner has been the Village's auditor for the past three years and has demonstrated their commitment by providing a high level of quality service with technically competent personnel. The Village's practice is to retain the same auditors for a 5-year period subject to the firm's performance and Village Board approval. (In order to comply with the Governmental Accounting Standards Board Statement No. 39 and No. 44, the Village is required to make significant accounting changes in recording and reporting financial information by fiscal year end April 30, 2005. (The Library will retain the same auditor as the Village under a separate contract. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance, recommending approval, is attached.) D) Consideration to award a professional service contract to Soil and Material Consultants, Inc. of Arlington Heights, IL for the material inspection and testing of concrete and asphalt materials for the 2005 Motor Fuel Tax Street Maintenance Program in an amount not to exceed$21,000. (Soil and Material Consultants has provided this service to the Village for the past five years, and they are pre-qualified by the State of Illinois to perform material testing services. (A report from the Director of Public Works, recommending approval, is attached.) E) Consideration to award a purchase contract to J.M. Processes of Orland Park, IL for the purchase of six (6) chlorine gas detectors and four (4) on-line chlorine analyzers in an amount not to exceed$17,080. (Bid documents were obtained by 16 potential bidders, of which four (4) submitted bids. Upon review of the bids submitted,J.M. Processes was determined to be the lowest responsive and responsible bidder. (It should be noted that J.M. Processes did not include the ejector component for the eight (8) gas chlorinators. Smith Ecological Systems of Rockford, IL was awarded this contract as the lowest bidder. Since this portion of the contract does not exceed $10,000 it does not require Village Board approval. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) F) Consideration to award a service contract to Chicago Communications, Inc. of Elmhurst, IL to maintain the Village's radio communications in a total contract amount of$28,626. (This rental contract was bid and awarded in FY 03/04 with an option to renew annually up to 4 years, with a total contract not to exceed 5 years. (Chicago Communications has maintained Village radio equipment since 1982 and has provided responsive and accurate service. (Although the bid specifications allowed the opportunity to increase the contract based on the increase in the CPI, Chicago Communications monthly equipment costs will remain the same as originally bid in FY 03/04. Agenda for VB Meeting 04-12-05 3 (Reports from the Director of Finance, Chief of Police, Fire Chief, and Director of Public Works,recommending approval, are attached.) G) Consideration to award a contract to HTE, Inc. of Lake Mary, FL, for technical support and maintenance of the Village's HTE financial software applications for the period May 1, 2005,through April 30,2006 in a total contract amount not to exceed$35,552. (HTE, Inc., supports the financial software utilized for numerous functions including payroll, water billing, business licensing, accounting, and purchasing. The Village has used HTE's software since 1990. ($30,052 of the requested contract will provide product support and program updates for all eight (8) of the HTE applications used by the Village. This represents a 3.9% increase over the costs incurred to obtain support during Fiscal Year 2005. (The remaining ($5,500) portion of the requested funds will provide maintenance and support of the custom modifications to the HTE software required by the Village. The previous annual contracts did not coincide with our fiscal year, and this year the Finance Department requested that HTE modify the Village's billing cycle in an effort to consolidate software costs. (A report from the Director of Finance, recommending approval, is attached.) H) Consideration to award a contract to Avalon Banquets to host the Village's 5& Anniversary Dinner Dance on February 25, 2006 in the amount of$25,000. (50s' Anniversary committee members solicited proposals from two banquet facilities to host a dinner dance. It was determined that Avalon Banquets provided the most responsive and responsible proposal. (The 5e Anniversary Committee has recommended hosting a February dinner dance as part of the Anniversary's celebration. (This item requires Village Board approval since the minimum guaranteed expenditure is in excess of$10,000. It should be noted that the guaranteed expenses for this event will be reimbursed through the sale of tickets.) I) Consideration to award a professional service contract to HDR Engineering of Chicago, IL for editing of digital atlases in an amount not to exceed$40,000. (There are two firms with existing relationships with the Village that are prepared and have proposed fees to perform updates to the water and sewer atlas. Having reviewed the proposals, HDR Engineering was determined to have the most responsive and responsible proposal. (The scope of their work will include digitizing the remaining streetlighting system (only part of it is in the computer now), adding newer subdivisions like Sara's Court and Meadow Court, and several years of field edits in the water, sanitary sewer, and storm sewer utility maps. (A report from the Director of Public Works,recommending approval, is attached.) Agenda for VB Meeting 04-12-05 4 J) Consideration to award a construction contract to M.Q. Construction Company, Inc. of Elk Grove Village, IL for the Lively Boulevard Improvements from Touhy Avenue to Howard Street in an amount not to exceed$1,988,300.20 from the ICRC Fund. (Bid documents were obtained by 11 potential bidders, of which five submitted bids. Upon review of the bids submitted, M.Q. Construction Company was determined to be the lowest responsive and responsible bidder. (The project consists of the reconstruction of Lively Boulevard, including the installation of a continuous strectlighting system, traffic signal modernization at Landmeier Road, and landscaping. (M.Q. Construction Company has successfully completed the construction of last year's Lively Boulevard and Oakton Street Improvement. They are prequalified by the Illinois Department of Transportation to perform similar type projects. (The recommended bid of $1,988,300.20 is below the engineer's estimate of $2,399,792.20,or 17.1%. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) K) Consideration to award a contract to Alaniz Landscape Group of Elgin, IL to furnish and plant a total of 150,4"shade trees in a total contract amount not to exceed $64,950.00, of which$35,000 is from the Recycling Fund and$29,950 is from the General Fund. (Bid documents were obtained by eighteen (18) potential bidders, of which seven submitted bids. Upon review of the bids submitted, Alaniz Landscape Group was determined to be the lowest responsive and responsible bidder. (The contract is awarded at unit prices of$433 (Group A) and $433 (Croup B) per tree. Group A includes maple and ash varieties, Group B includes oak varieties. (This vendor has agreed to offer favorable pricing to residents under the Village's Residential Tree Planting Program, at a unit cost of$277 (Group A) and $277 (Group B) per tree. These trees are 2 '/:"in diameter. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) L) Consideration to authorize the Village Manager to execute contracts renewing the Village's health insurance programs as of May 1,2005: • To execute a contract with Blue Cross/Blue Shield to provide medical services and to establish the Monthly Premium Rates for the Blue Cross/Blue Shield Self-Insured Medical PPO as follows: Participation Level Monthly Premium Total Employee Only $548.38 Employee Plus One Dependent $1,151.64 Employee Plus Two Dependents $1,252.99 Agenda for VB Meeting 04-12-05 5 Medicare Supplement Rates One Person $321.12 Two Persons $642.24 • To execute an agreement with Blue Cross/Blue Shield for claims administration at a cost of$62.05 per participant per month; • To execute a contract with HMO Illinois to provide HMO medical benefits at the following monthly rates: Participation Level Monthly Premium Total Employee Only $361.36 Employee Plus One Dependent $698.49 Employee Two Plus Dependents $1,066.13 • To renew a contract with First Commonwealth Dental HMO to provide HMO Dental benefits at the following monthly premium rates: Participation Level Monthly Premium Total Employee Only $24.54 Employee Plus One Dependent $45.61 Employee Two Plus Dependents $68.65 • To establish the following Monthly Premium Rates for the Village's Self-Insured Dental Plan: Participation Level Monthly Premium Total Employee Only $73.01 Employee Plus One Dependent $153.32 Employee Plus Two Dependents $192.18 • To renew an agreement with Gallagher Bassett to administer the Village's Self- Insured Dental Plan at a cost not to exceed $7.65 per participant, per month, for Dental Claims; • To renew a contract with Safeco Risk Management to provide Specific Stop Loss Re- Insurance at a cost not to exceed$600,000; • To renew a contract with Arthur Gallagher and Company to provide consulting services at a cost not to exceed$5,000; and • To renew the Flexible Spending Plan administered by Gallagher Abow at a cost of $6.15 per participant per month. M) Consideration of the following items with an effective date of May 1, 2005: • To authorize a 3.5%value increase to non-union step-pay-plan positions; • To authorize a 3.5% value increase to specific rate-pay-plan positions; To authorize a 01/o to 5.0% merit increase range for non-union merit pay personnel based on individual performance; Agenda for VB Meeting 04-12-05 6 To authorize a range movement pool of $56,336 ($53,673 for General Fund and $2,663 for Water& Sewer Fund for merit salary personnel) with range movements of 0%to 2%, funded at a rate of 1.0%of merit salaries; • To authorize the Village Attorney to participate in the Retiree Health Savings Plan under the same terms as all other employees; To approve a salary for the Village Attorney of$153,353; To adopt Ordinance No. 3029 (attached) amending wages for residential water meter readers; To adopt Ordinance No. 3030 (attached) amending wages for school crossing guards; To adopt Ordinance No. 3031 (attached) amending wages for Custodian, Porter, Health Code Enforcement Officer, and Cable Production Assistant; To adopt Ordinance No. 3032 (attached) amending the hourly rates for summer employees and Village Interns; To approve a salary for the Village Manager of$157,250; To adopt Ordinance No. 3033 amending the Classification and Salary plans; the Classification Plan; and Salary Ranges for Merit Pay Plan positions; and the Step-Pay Plan Rates for General Step-Pay Plan Positions of the Village Code of the Village of Elk Grove Village; (This ordinance will be available Tuesday evening.) • To authorize an increase in an amount of $50 per range and award longevity payments for non-union step-pay plan employees; and To authorize an increase in an amount of $50 per range and award the MEP allowances to non-union merit pay plan employees. N) Consideration of the following: • To adopt Resolution No. 15-05 (attached) authorizing the Mayor and Village Clerk to execute a grant of easement between Joseph E. Orlick and Diane P. Orlick and the Village of Elk Grove Village for stormwater drainage at 269 Parkchester Road; and • To adopt Resolution No. 16-05 (attached)authorizing the Mayor and Village Clerk to execute a grant of easement between Helen Boggs and the Village of Elk Grove Village for stormwater drainage at 273 Parkchester Road. (The construction of the stormsewer improvements designed in the 2005 Village Drainage Improvement Project will require easements from two (2) affected property owners. (The two (2) executed Grants of Easements for Stormwater Drainage grant the Village a five-foot(5')easement on each of the properties. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) Agenda for VB Meeting 04-12-05 7 O) Consideration to adopt Resolution No. 17-05 (attached) authorizing the Village Board to adopt the following Budgets for FY .2005-2006: General $34,599,041 Emergency Management 77,444 Motor Fuel Tax 1,423,879 Municipal Purpose 50,000 Recycling/Municipal Waste 857,650 Asset Seizure 14,204 Industrial/Commercial 8,632,248 Foreign Fire Insurance 50,395 Cable Television 253,968 Residential Enhancement 327,500 Capital Projects 727,475 Capital Replacement 929,000 Water&Sewer 11,431,824 Legal Defense Trust Fund 2,500,000 Grove Mall Redevelopment-TIF 332,000 Devon/Rohlwing Redevelopment-TIF 350,000 Capital Projects Debt Fund 2,799,370 Firefighters Pension Fund 3,224,400 Police Pension Fund 1,823,950 Total $70,404,348 (The FY 05/06 Budget is $4,199,334, or 5.6%, less than the FY 04/05 Budget of $74,603,682. (The above amounts include wage and salary adjustments for FY 05/06. (A report from the Director of Finance is attached.) P) Consideration to adopt Resolution No. 18-05 (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 890 Lively Boulevard. (Gullo International, representing Royal Transportation Inc., is requesting the subject resolution for this facility. (The 6,105 square foot facility, with its entrance off of Lively Boulevard, is difficult to attract tenants because of the intricacies involved with truck maneuverability and traffic issues. (The facility currently offers only one dock and one drive-in door. In addition, the drive-in and dock doors are undersized and will need to be enlarged. Furthermore, additional funds will need to be invested to install mechanical dock levelers to assist with shipping and receiving functions. (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies since the building has been vacant for over a year. Agenda for VB Meeting 04-12-05 8 (The 6B property tax incentive allows a property tax assessment reduction from 36%to 16%of fair market value for a twelve-year period. (A report from the Economic Development Officer and a letter from the applicant are attached.) Q) Consideration to adopt Resolution No. 19-05 (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 54 Lively Boulevard. (Gullo International, representing Intratek Inc., is requesting the subject resolution for this facility. (Eligibility requirements for 613 status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies since the building has been vacant for over two years. (The 6B property tax incentive allows a property tax assessment reduction from 36%to 16% of fair market value for a twelve-year period. (A report from the Economic Development Officer and a letter from the applicant are attached.) 7. REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE-Trustee Petri a. Improvements/Renovations to Police Department b. Water Meter Study 9. JUDICIARY.PLANNING AND ZONING COMMITTEE- Trustee Dill a. Regulations to control over development of banks in Elk Grove Village b. Licensing and maintenance of rental properties 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. Website Enhancements d. Channel 6 Survey Agenda for VB Meeting 04-12-05 9 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION -Trustees Lissner/Petri a. Higgins/Oakton Landscaping b. Higgins/Oakton Improvements c. Signage d. Improvements to Industrial Well Sites e. Improvements to Street Signs f. Rogers Park Detention 14. YOUTH COMMISSION -Trustee Procbno 15. PARADE COMMISSION - Trustee Czamik 16. PLAN COMMISSION-Village Manager Partin a) PC Docket 05-2 — Consider petition for a special use permit to construct an office/warehouse facility in a B-1 Business District (Shopping Center) on property located adjacent to the Devon Av. Market Shopping Center at the northwest comer of Devon and Tonne Road. (PH 346-05) 17. ZONING BOARD OF APPEALS -Village Manager Partin a) ZBA Docket 04-12 — Variation to permit an existing pool deck that encroaches approximately 5 feet 4 inches into the required eight foot side setback at 377 E. Elk Grove Blvd. (PH 11-18-04) (Pending JPZ recommendations) 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 1. 500' Anniversary Celebration e) O'Hare Update—Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS -Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD VILLAGE ATTORNEY 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23. ADJOURNMENT Agenda for VB Meeting 04-12-05 10 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), Czamik,Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech, Goostree,Knickerbocker, Schmidt,Tromp,Roan, Walsh(8)