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HomeMy WebLinkAboutAGENDA - 06/21/2005 - VILLAGE BOARD Next ORD: 3041 (3043) Next RES. 34-05 (37-05) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING June 21, 2005 AMENDED 1. Call to Order 2. Pledge of Allegiance 3. Approval of Minutes of May 24, 2005 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: May 31, 2005 /$335,858.48 June 21, 2005 / $1,507,380.85 6. CONSENT AGENDA A) Consideration of the following: • a request (attached) from the Elk Grove Chamber of Commerce to waive the Food Caterers License fee for their annual Octoberfest, to be held at Queen of the Rosary Church, in the amount of$100; and • a request (attached) from the Elk Grove Chamber of Commerce to waive the temporary Class D liquor license fee for their annual Octoberfest, to be held at Queen of the Rosary Church, in the amount of$2,000. (The Octoberfest event will be held on Thursday, October 7, at Queen of the Rosary Church. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Assistant Director of Finance, recommending approval, is attached.) B) Consideration to allow the outdoor seating at Panera Bread, including the placement of six (6) tables each with four chairs, three (3) umbrellas of alternating color schemes and Panera graphics, and two (2) eight feet high pole mounted patio lights in front of the restaurant between May 1 and October 31, 2005 at the Elk Crossing Shopping Center. (The Village has occasionally permitted similar requests for food establishments located in shopping centers. (Staff has reviewed the proposal to ensure that there will be no detrimental effects on the immediate area and that the petitioner will properly maintain the site for cleanliness and trash. Agenda for VB Meeting 06-21-05 2 (If, at any time, Pancra Bread fails to meet the requirements of the Village, the special permission will be rescinded. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) C) Consideration to grant a variation from the Village Code, Section 8-128-1-11), "Easements", to permit the construction of a pool which will encroach two and a half feet (2.5') into a fifteen foot (15') public utility easement at 716 Arizona Pass. (The property owners are seeking a variation to construct a pool within a public utility easement. ComEd, Nicor Gas, SBC, and Comcast have written letters granting permission to encroach upon the easement. (The Engineering staff has field checked this location for conflicts with Village-owned utilities within the easement, found no Village-owned utilities in the easement, and have no indication that the Village will be utilizing this easement in the future. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) D) Consideration to award a professional service contract to Thompson Elevator Inspection Service, Inc. of Mount Prospect, IL for the semi-annual inspections of existing elevators as well as plan review and inspection of new elevators in Elk Grove Village in an amount not to exceed$10,100. (Proposals were received from two companies. Upon review of the proposals, Thompson Elevator Inspection was determined to be the lowest responsive and responsible proposal. (Thompson Elevator Inspection was previously used by the Village, but was replaced by another company that offered their services at a lower price. Since both companies proposed the same price, the Department of Engineering & Community Development recommends Thompson Elevator Inspection due to better follow up,recordkeeping, and communication. (Individual companies inspected under this contract reimburse the Village for these costs. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) E) Consideration to award a contract for computer-aided drafting and design services to Jason Ruszcak, Lombard, IL for the period May 1, 2005 through April 30, 2006 in the amount of$15,000.00. (Jason Ruszcak has provided this service to the Village for the two years, and has provided satisfactory service. (Jason Ruszcak is the only local vendor who is currently providing this digitizing service for the pre-plan customized software. Agenda for VB Meeting 06-21-05 3 (Reports from the Director of Finance and Fire Chief, recommending approval, are attached.) F) Consideration to renew a contract with the Illinois Criminal Justice Information Authority of Chicago, IL in the amount of $18,480 to provide computer hardware access and software programming and maintenance for the Police Information Management System (PIMS) for the period July 1, 2005 through June 30, 2006. (The PIMS System is operated and maintained by the Illinois Criminal Justice Information Authority. Elk Grove has participated in PIMS since 1984. (The Illinois Criminal Justice Authority provides main-frame computers for PIMS' services, which are directly connected to State and National Crime Information Computers. (An Illinois Criminal Justice Information Authority representative indicated that the fees would not increase and will remain the same as Fiscal Year 200412005. (Reports from the Director of Finance and Police Chief, recommending approval, are attached.) G) Consideration to concur with the prior authorization to award a professional service contract to James Haire of Fort Collins, Colorado to develop a custom full-size bronze statue entitled "Let Freedom Ring" in the amount of $32,000 plus shipping of$500, from the Residential Enhancement Fund. (The statue will honor the memory of the 4 fallen residents who died in service to their country and any future residents who die while serving their country. The piece is anticipated to be delivered prior to Veterans Day. Local fundraisers and corporate sponsorships are anticipated to fund the entire cost of the statue. The families of the soldiers provided input into developing the custom piece). H) Consideration to waive the formal bidding process and award the first year of a three year service contract to Medtronic Physio-Control of Redmond, WA for the service maintenance and inspection of the ten(10) Lifepak defibrillators and four(4)battery support systems at a total cost not to exceed $27,348.41. (The Fire Department is standardized on defibrillator equipment with Lifepak 12 units manufactured by Medtronic Physio-Control. (Due to the specialized functions of this equipment, it is required the equipment be inspected and maintained by the manufacturer. (The current agreement term is May 1, 2005 through April 30, 2008 and provides maintenance and inspection of the ten (10) Lifepack defibrillators and four(4) battery support systems. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached.) Agenda for VB Meeting 06-21-05 4 I) Consideration of a request from the Greater Woodfield Convention and Visitors Bureau (GWCVB) for payment of dues for FY 05/06 in the amount of $77,993.00. (The annual dues rate is based on 10% of 4% of hotel/motel taxes collected. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance is attached.) J) Consideration to award a service contract to Behm Pavement Maintenance, Inc. of Crystal Lake, IL for crack sealing of Village streets in an amount not to exceed$18,400.00. (The Northwest Municipal Conference (NWMC) through their Joint Purchasing opened bids in March and awarded a crack sealing contract to Bohm Pavement Maintenance, who was the lowest responsive and responsible bidder. (They had successfully completed work under the NWMC program during 2001 and 2003. (The NWMC program allows the Village to obtain exceptional pricing under this agreement by added volume of joint municipal participation. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) K) Consideration to award a contract to Koz Trucking, Inc. of Medinah, IL for hauling and disposal of non-toxic debris for the period May 1, 2005 through April 30, 2006 in a total contract amount not to exceed $165,000. (Bid documents were obtained by six potential bidders, of which two submitted bids. Upon review of the submitted bids, Koz Trucking was determined to be the most responsive and responsible bidder. (The contract is awarded on a unit price of$16.50, on an as needed basis of estimated quantities of 10,000 cubic yards of clean non-toxic materials. (If hauling were required beyond 6,060 cubic yard, a budget adjustment will be necessary. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) L) Consideration of the following: • to award a blanket purchase contract on an as needed basis to the lowest responsive and responsible bidder, Koz Trucking, Inc. of Medinah, IL to furnish 1,000 tons of Grade 8 limestone at $9.65 per ton, not to exceed $9,650.00, 100 tons of 3" limestone at a delivered unit cost of $10.60 per ton, not to exceed $1,060.00, 150 tons of#2 torpedo sand at $10.55 per ton, not to exceed $1,582.50, 46 tons of 1 ''/z" washed gravel at $11.00 per ton, Agenda for VB Meeting 06-21-05 5 not to exceed $506.00 and 46 tons of 1/4" crushed gravel at $15.20 per ton, not to exceed$699.50, for a total contract amount of$13,497.70; • to award a blanket purchase contract on an as needed basis to the lowest responsive and responsible bidder, Beverly Materials of Elgin, IL to furnish 3,000 tons of Grade 9 gravel at$12.75 per ton,not to exceed $38,250.00 and 70 tons of #4 sand at $9.75 per ton, not to exceed $682.50, for a total contract amount not to exceed$38,932.50; and • to reject all bids for topsoil due to receiving responses that are not competitively priced. (Bid documents were obtained by nine potential bidders, of which two submitted bids. Upon review of the bids submitted, Koz Trucking, Inc. was determined to be the lowest responsive and responsible bidder for the Grade 8 limestone, 3" limestone, #2 torpedo sand, 1 '/z" gravel, and '/4" gravel. In addition, Beverly Materials was found to be the lowest responsive and responsible bidder for the Grade 9 gravel and#4 sand. (The topsoil will be re-bid at a later date. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) M) Consideration to approve an increase to the FY 05/06 Budget for the rollover of outstanding encumbrances from FY 04/05 Budget in a total amount of $2,487,343. (This is the sixth 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 04/05 budget totals $2,487,343, for a total FY 05/06 budget of$72,891,691. (The majority of the increase is attributed to major on-going projects in Water/Sewer and ICRC Funds. (Increasing the budget at this time ensures that the Village's financial operations remain compliant with Illinois budgetary statutes and generally accepted accounting principles. (A report from the Director of Finance, recommending approval, is attached.) N) Consideration to adopt Resolution No. 34-05 (attached) authorizing the Mayor and Village Clerk to execute a Grant of Temporary Easement Agreement between the Elk Grove Park District and the Village of Elk Grove Village for the Leicester Road and Biesterfield Road Intersection driveway improvements at 499 Biesterfield Road. (The proposed improvements to the south leg of the Leicester Road at the Biesterfield Road intersection requires a temporary easement to re-grade the existing driveway on the east side of Leicester Road. Agenda for VB Meeting 06-21-05 6 (The Elk Grove Park District, owner of the property at 499 Biesterfield Road, has agreed to grant the necessary temporary easement for the project. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) O) Consideration to adopt Resolution No. 35-05 (attached) ascertaining the prevailing rate of wages for works 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.) P) Consideration of the following: • to adopt Resolution No. 36-05 (attached) authorizing the Mayor and Village Clerk to execute a Ground Lease Agreement between the Village of Elk Grove Village and Cingular Wireless PCS, LLC for property at 666 Landmeier. • to adopt Ordinance No. 3041 (attached) granting a Special Use Permit to FMHC Corporation as agent for Cingular Wireless for the installation of a 100' cellular monopole and an electronic equipment shelter on Village property located at 666 Landmeier. (This item was discussed at the April 26 Committee of the Whole and was also brought up under the Plan Commission report at the May 24 Village Board meeting.) (This item was discussed at the May 24, 2005 Village Board meeting and currently appears on the Agenda under Unfinished Business of the Village Attorney.) Q) Consideration to adopt Ordinance No. 3042 (attached) granting a Special Use Permit to Rosenstein Properties, LLC to permit the operation of a meat processing facility in an I-2 Industrial Zoned District at property located at 2355 Greenleaf Avenue. (This item was discussed at the May 24, 2005 Village Board meeting and currently appears on the Agenda under Unfinished Business of the Village Attorney.) Agenda for VB Meeting 06-21-05 7 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 Lissner a. Regulations to control over development of banks in Elk Grove Village b. Licensing and maintenance of rental properties C. Review parking of motorized vehicles on porches 10. PERSONNEL COMMITTEE-Trustee Feichter 11. RECYCLING &WASTE COMMITTEE -Trustee Dill a. Household Hazardous Waste 12. INFORMATION COMMITTEE—Trustee Prochno a. New Trustee Orientation b. Providing Information to Community c. Website Enhancements d. Channel 6 Survey 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 Prochno 15. PARADE COMMISSION- Trustee Czamik 16. PLAN COMMISSION - Village Manager Parrin 17. ZONING BOARD OF APPEALS - Village Manager Parrin Agenda for VB Meeting 06-21-05 8 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. 5& Anniversary Celebration e) O'Hare Update—Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD VILLAGE ATTORNEY a) Direct the Village Attorney to prepare an Ordinance granting a Special Use Permit, subject to 7 conditions, for operation of a meat processing facility at 2355 Greenleaf Avenue(PC Docket 05-3) b) Direct the Village Attorney to prepare an Ordinance granting a Special Use Permit to Cingular Wireless for installation of a wireless telecommunications facility and antenna on Village property(666 Landmeier Road) (PC Docket 05-4) c) Direct the Village Attorney to prepare an Ordinance to "DO GRANT" the variation request for an existing pool deck at 377 East Elk Grove Boulevard(Docket ZBA 04- 12) d) Public Vehicle Commission Matter 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), Czamik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffrce,Cavallini, Cech,Knickerbocker, Goostree, Schmidt,Tromp,Roan, Walsh(8)