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AGENDA
REGULAR VILLAGE BOARD MEETING
February 14, 2017
7:00 PM
1.CALL TO ORDER
2.PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR CERNA CASTRO RAND, PRINCE OF PEACE UNITED METHODIST
CHURCH)
3.APPROVAL OF MINUTES OF JANUARY 24, 2017
4.MAYOR&BOARD OF TRUSTEES' REPORT
S.ACCOUNTS PAYABLE WARRANT: JANUARY 31, 2017 $ 2,238,688.05
FEBRUARY 14, 2017 $ 609,411.58
6.CONSENT AGENDA
a. Consideration of a request from Elk Grove Park District to waive 2017 Alarm License
Fees in the amount of$175.
(Consideration of a request from Elk Grove Park District to waive 2017 Alarm License
Fees in the amount of$175.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Finance recommends approval.)
b. Consideration to renew a professional service contract to Lauterbach& Amen, LLP of
Warrenville, IL to perform the Village's annual audit in an amount not to exceed $34,100.
(This renewal extends the contract with Lauterbach&Amen, LLP to audit the financial
statements for the fiscal year ending April 30, 2017 with the option to renew for four
subsequent years.
(The first year represents a 0% increase.
(Lauterbach &Amen, LLP audits many municipalities with personnel specializing in
governmental accounting. They have demonstrated their commitment by providing a high
level of quality service with technically competent personnel.
(Their expertise is critical for the adoption of new accounting pronouncements issued by
the Governmental Accounting Standards Board (GASB).
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(Adequate funds are budgeted in the FY 2017-18 budget.
(The Library will retain the same auditor as the Village under a separate contract.)
c. Consideration of a request to renew a landscape services contract to Fleck's Landscaping of
Wheeling, IL for the 2017 Turf and Landscape Bed Maintenance -Business Park contract
in the amount of$91,304.34 from the Business Leaders Fund.
(On February 24,2015, the Village Board awarded a contract to Fleck's Landscaping of
Wheeling, IL for the Turf and Landscape Bed Maintenance-Business Park contract.
(The contract provided for an option of four(4) additional renewals through February 28,
2020.
(Fleck's Landscaping performed satisfactorily throughout the first two years of the
contract.
(The contract period is from March 1, 2017 through February 28, 2018.
(The contract amount reflects a 1.5% increase over the previous year's contract.
(The Director of Public Works recommends approval.)
d. Consideration to award a professional service contract to Dixon Engineering, Inc. of Hales
Corners, WI for Coating Inspection Services for the painting and repair of water
reservoirs at Pump House 7 (West Glenn Trail) and Pump House 2 (Busse Road & Touhy
Avenue) in the amount of$100,597.10 from the Water& Sewer Fund.
(A proposal was solicited from Dixon Engineering, Inc. of Hales Corners, WI for
inspection services related to the repair and painting of a 1 Million Gallon Reservoir at
Pump House 7 on West Glenn Trail and two 1 Million Gallon Reservoirs at Pump House 2
on Busse Road& Touhy Avenue.
(Dixon Engineering has successfully performed inspectional services on other Village
Reservoir projects and prepared the specification and bidding documents for these two
projects.
(The Public Works Department recommends that a professional service contract be
awarded to Dixon Engineering for the inspection of the repair and painting of water
reservoirs at Pump houses 2 and 7 in the amount of$100,597.10.
(Adequate funds are budgeted and available in the Water& Sewer Fund.
(The Director of Public Works recommends approval.)
e. Consideration of a request to renew a landscape services contract to Sebert Landscaping of
Elk Grove Village, IL for the 2017 Turf and Landscape Bed Maintenance-Residential
contract in the amount of$165,173.07.
(On February 24, 2015, the Village Board awarded a contract to Sebert Landscaping of Elk
Grove Village, IL for the Turf and Landscape Bed Maintenance -Residential.
(The contract provided for an option of four(4) additional renewals through February 28,
2020.
(Sebert Landscaping performed satisfactorily throughout the first year of the contract.
(The contract period is from March 1, 2017 through February 28, 2018.
(The contract amount reflects 1.5%increase over the previous year's contract.
(The Director of Public Works recommends approval.)
f. Consideration to award a professional service contract to Red Caffeine, Inc. of Lombard,
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Illinois to continue implementation of the Beyond Business Friendly marketing campaign
in total contract amount of$199,907.00 for the 2017 fiscal year funded through the
Business Leaders Fund.
(Red Caffeine was awarded the contract to develop the Beyond Business Friendly
marketing campaign beginning in 2013.
(The goal of the Beyond Business Friendly plan is to create awareness around the Village's
brand image, Beyond Business Friendly. The campaign targets various audiences
including, current businesses located in Elk Grove, business looking to relocate to the
Village, and real estate professionals working in the region.
(Tactics include internet marketing, email marketing, direct mail, social media, the Made in
Elk Grove Manufacturing Expo,Business Leaders Forum, and public relations.
(At this time, the proposal is to approve the continuation of Beyond Business Friendly
marketing plan for the 2017 fiscal year under the direction of Red Caffeine at a cost of
$199,907.00. The campaign will be rolled out over the course of a year with individual
tactics developed and funded as they are implemented.
(The Director of Business Development&Marketing recommends approval.)
g. Consideration to award a professional service contract to L & T Painting, Inc. of Shelby
Township, MI for repair& painting of a water reservoir at Pump House 7 (West Glenn
Trail) in the amount of$297,500 from the Water& Sewer Fund.
(On January 9, 2017 bids were publicly opened for the repair and painting of one 1 million
gallon ground level reservoir at Pump House 7 (992 West Glenn Trail). Eleven bids were
received and Dixon Engineering,the Village's Tank Consultants,reviewed the submittals.
The work involves interior& exterior cleaning & painting of the reservoir and repairs to
the reservoir. A bid tabulation is included with the recommendation memo.
(Dixon Engineering has confirmed that L& T Painting Inc. is the lowest qualified bidder.
L & T Painting has successfully completed similar projects in scope and size in Illinois
over the last ten years that were inspected by Dixon Engineering.
(Dixon has recommended that L & T Painting Inc. of Shelby Township, MI be awarded a
professional services contract for the repair and painting of the water reservoir at Pump
Houses 7 in the amount of$297,500 and Public Works Department Staff concurs.
(Adequate funds are budgeted and available in the Water& Sewer Fund.
(The Director of Public Works recommends approval.)
h. Consideration to award a professional service contract with Civiltech Engineering of
Itasca, IL to provide the necessary construction engineering services for various drainage
improvements throughout the Business Park for the 2017 construction season in
the amount of$349,767 from the Water/Sewer Fund.
(Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction
engineering services for various drainage improvements throughout the Business Park for
the 2017 construction season.
(These improvements include clearing and reshaping of approximately eleven (11) miles of
Business Park ditches along with removal and replacement of culvert pipes within these
ditches.
(The Director of Public Works recommends approval.)
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i. Consideration to award a construction contract to the lowest responsive and responsible
bidder Martam Construction, Inc. of Elgin, IL for the Ditch Improvements-North of
Oakton Street project in the amount of$368,609.00 from the Water& Sewer Fund.
(On Tuesday, January 31, 2017 the Village opened sealed bids for the Ditch Improvements
-North of Oakton Street project.
(A total of five (5) contractors obtained contract documents,with four(4) submitting bids
on the project.
(The project includes tree clearing, ditch regrading, landscape restoration, and all the
incidental and collateral work necessary to complete the project.
(The lowest bid was received from Clean Cut Tree Service, Inc. of Grayslake, Illinois in
the amount of$216,582.08.
(This bid is approximately 57 percent lower than the Engineer's Estimate of Cost and 41
percent lower than the next low bidder Martam Construction, Inc. of Elgin, Illinois.
(Clean Cut Tree Service reached out to staff to notify that a significant error was made on
the Grading and Shaping Ditches unit price.
(Clean Cut Tree Service has indicated that they could not construct the job for their bid
price and they have respectfully requested to withdraw their bid from consideration.
(After careful consideration of this matter, staff concurs that the withdrawal of the bid
would be in the best interest of the community.
(It is recommended that the contract be awarded to the second lowest bidder responsive and
responsible bidder Martam Construction, Inc. of Elgin, Illinois in the amount of
$368,609.00.
(Adequate funds are available in the Water& Sewer Fund.
(The Director of Public Works recommends approval.)
j. Consideration to award a professional service contract to Worldwide Industries
Corporation of Butler, PA for repairs&painting of water reservoirs at Pump House 2
(Busse Road& Touhy Avenue) in the amount of$650,740 from the Water& Sewer Fund.
(On January 9, 2017 bids were publicly opened for the repair and painting of two 1 million
gallon ground level reservoirs at Pump House 2 (1231 Busse Road). Eleven bids were
received and Dixon Engineering, the Village's Tank Consultants, reviewed the submittals.
The work involves interior & exterior cleaning & painting of both reservoirs and repairs to
each reservoir. A bid Tabulation is included with the recommendation memo.
(Dixon Engineering has confirmed that Worldwide Industries is the lowest qualified bidder.
Worldwide Industries has completed similar projects in scope and size in the states of
Pennsylvania, Virginia, and Ohio that were inspected by Dixon's Eastern Division.
(Dixon has recommended that Worldwide Industries Corporation of Butler, PA be awarded
a professional services contract for the repair and painting of water reservoirs at Pump
houses 2 in the amount of$650,740 and Public Works Department Staff concurs.
(Adequate funds are budgeted and available in the Water & Sewer Fund.
(The Director of Public Works recommends approval.)
k. Consideration to grant a variation from the Municipal Code, Section 8-1213-1-1D,
Easements, to permit construction of a detached garage which will encroach five feet(5')
into the twenty foot(20')public utility easement at 1210 Diane Lane.
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(The property owner is seeking a variation to construct a garage within a public utility
easement. Comcast, AT&T, Nicor, and ComEd have written letters granting permission to
encroach upon the easement.
(The Community Development Department has field checked this location for Village-
owned utilities in the easement. There are no Village-owned utilities within this easement.
(The Director of Community Development recommends approval.)
1. Consideration to approve Ordinance No. 3481 authorizing the destruction of audio
recordings of closed meeting sessions.
(As required by the Illinois Open Meetings Act,the Village has kept audio recordings of
all closed meetings and gives permission to destroy verbatim closed session recordings
according to State Statute.
(This Ordinance allows the destruction of verbatim recordings of closed session meetings
from time to time without further Village Board Action.
(The Village Clerk recommends approval.)
in. Consideration to adopt Resolution No. 6-17(attached)authorizing the Mayor to execute a
Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook
County Class 6B Property Tax Exemption status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15, 2006 for certain real estate
located at 165 North Lively Blvd.
(The Law Offices of Sarnoff&Baccash, on behalf of 165 North Lively Blvd., LLC
(Applicant) is seeking a Cook County Class 6B Property Tax Exemption for 165 North
Lively Blvd.
(The Applicant intends to purchase the building and its related entity Stanton Mechanical
Inc.will occupy the building. Stanton Mechanical will fabricate sheet metal and piping as
well as use the building for the distribution of sheet metal used in refrigeration and
plumbing applications.
(Stanton Mechanical currently owns and operates out of a 12,000 square foot building
located in Elk Grove Village at 170 North Gaylord. Due to business expansion, Stanton
Mechanical is expanding and plans to relocate its entire staff of sixty-five employees to
the new building. They plan to hire an additional five to ten new employees shorty after
relocating.
(The subject property consists of an approximately 18,670 square foot building.
(The Applicant intends on spending approximately $300,000.00 to improve the building.
Improvements include; update the fagade, landscaping, and signage; repair all concrete
aprons and docks,replace and stripe all asphalt surfaces; install new outdoor lighting; and
clear the property's drainage system.
(The goal of Class 6B is to attract new industry, stimulate expansion and retention of
existing industry and increase employment opportunities. The eligibility requirements for
6B status are new construction, substantial renovation or buildings that have been vacant
for a period of time.
(This site qualifies as it involves vacancy for less than twenty-four(24)months with a
purchase for value and significant rehabilitation with special circumstances.
(Property approved for Class 6B status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10%of
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fair market value for ten years then 15% in the eleventh year and 20% in the twelfth year.
Industrial property is currently assessed at 25% of fair market value in Cook County.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
n. Consideration to adopt Resolution No.7-17 (attached) authorizing the Mayor to execute a
Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook
County Class 6B Property Tax Exemption status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15, 2006 for certain real estate
located at 200 Stanley Street.
(GMA Properties LLC is seeking a Cook County Class 6B Property Tax Exemption for
200 Stanely Street.
(GMA Properties intends to lease the building to Kaeser Compressors Inc.Kaeser will use
the building for the purposes of warehousing and distribution of industrial compressors.
Kaeser plans to hire ten to twelve employees.
(The subject property consists of an approximately 5,369 square foot building and has been
vacant for more than two years.
(The Applicant intends on spending approximately$81,000.00 to improve the building.
Improvements include fagade and landscaping enhancements, paving, and interior build
out.
(The goal of Class 6B is to attract new industry, stimulate expansion and retention of
existing industry and increase employment opportunities. The eligibility requirements for
613 status are new construction, substantial renovation or buildings that have been vacant
for a period of time.
(This site qualifies as it involves vacancy for more than twenty-four(24) months without a
purchase for value, and significant rehabilitation.
(Property approved for Class 613 status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10%of
fair market value for ten years then 15% in the eleventh year and 20% in the twelfth year.
Industrial property is currently assessed at 25%of fair market value in Cook County.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
7.REGULAR AGENDA
8.PLAN COMMISSION-Village Manager Rummel
a. PC Docket 17-1 -A Public Hearing for a Special Use Permit for the operation of a vehicle
maintenance and repair shop in an I-1 Industrial Zoning District for the property located at
865 Nicholas Boulevard. (PH 2-13-17)
9.ZONING BOARD OF APPEALS-Village Manager Rummel
10.HEALTH&COMMUNITY SERVICES-Trustee Czarnik
11.RECYCLING&WASTE COMMITTEE-Trustee Feichter
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12.YOUTH COMMITTEE-Trustee Franke
13.BUSINESS LEADERS FORUMS-Trustees Lissner/Petri
a. Update Zoning Regulations
14.CABLE TELEVISION COMMITTEE-Trustees Lissner/Petri
15.INFORMATION COMMITTEE-Trustee Prochno
a. Providing Information to Community
16.PARADE COMMITTEE-Trustee Czarnik
17.PERSONNEL COMMITTEE-Trustee Franke
18.JUDICIARY, PLANNING AND ZONING COMMITTEE-Trustee Lissner
a. Telecommunication Facilities
19. CAPITAL IMPROVEMENTS COMMITTEE-Trustee Petri
20.AIRPORT UPDATE
21.MID-SUMMER CLASSICS CONCERT SERIES UPDATE-Mayor Johnson
22.SPECIAL EVENTS COMMITTEE-Mayor Johnson
23.LIQUOR COMMISSION- Mayor Johnson
24.REPORT FROM VILLAGE MANAGER
25.REPORT FROM VILLAGE CLERK
26.UNFINISHED BUSINESS
27.NEW BUSINESS
28.PUBLIC COMMENT
29.ADJOURNMENT
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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.
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ADDENDUM
REGULAR VILLAGE BOARD MEETING
February 14, 2017
7:00 PM
6.CONSENT AGENDA
o. Consideration to authorize the execution of a Lease Agreement with Schaumburg Bank&
Trust(Wintrust Bank) for the Village of Elk Grove Village to utilize the building at 75
Turner Avenue for business and economic development purposes(Enclave).
(At the January 24, 2017 Committee of the Whole meeting,the Village Board concurred in
concept with the creation of Enclave as a public-private-not for profit partnership to
advance business growth and development in Elk Grove Village.
(Wintrust Bank is donating the use of 75 Turner Avenue for that purpose. It is anticipated
that they will receive Community Reinvestment Act credits.
(The term of the lease is approximately two (2)years.
(Terms and conditions are being finalized. The lease is for$0, however, the Village will
have some operating expenses that will be funded through the Business Leaders Fund.
(Enclave is anticipated to be the building operations venture.)
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.
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