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HomeMy WebLinkAboutAGENDA - 04/25/2006 - VILLAGE BOARD Next ORD: 3082 (3084) Next RES. 18-06 (22-06) Recess: 8 p.m. AGENDA REGULAR VILLAGE BOARD MEETING April 25, 2006 7:00 p.m. 1. Call to Order 2. Invocation (Rev. Rodney Pickett, Pastor, Wesleyan Community Church) 3. Approval of Minutes of April 11, 2006 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: April 25, 2006/$883,940.59 6. CONSENT AGENDA A) Consideration of a request from John Moy of Lee's Dollar Plus store to section off a twenty-foot by twenty-foot (20' x 20) area in front of the store with chairs and folding tables to accommodate an outdoor fishing show at 49 Arlington Heights Road, Elk Wood's Shopping Center on April 29 from 9:00 a.m, until 6:00 p.m., and April 30 from 9:00 a.m. until 6:00 p.m. (The event will be located in the parking lot and cover an area approximately equal to eight(8)parking spaces. (Tables will be used by representatives of several fishing tackle manufacturers to display their products and provide information to those attending the event. (The dates for the event are Saturday, April 29, 2006 from 9:00 a.m, until 6:00 p.m., and Sunday,April 30, 2006 from 9:00 a.m. until 6:00 p.m. (The Village has occasionally permitted similar requests for outdoor events at the Elk Wood's Shopping Center. (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. (If, at any time they fail to meet the requirements of the Village, the special permission will be rescinded.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.) B) Consideration to grant a variation from the Village Code, Section 8-1213-1-I1), "Easements", to permit the construction of a pool which will encroach fifty-two inches (52") on the southwest and forty-eight inches (48") on the southeast of the ten foot(10')public utility easement at 1555 Patricia Court. Agenda for VB Meeting 04-25-06 2 (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.) C) Consideration to renew an existing contract with Koral Maintenance, Inc., of Mount Prospect, IL for custodial service at the Public Works and Fire Administration Buildings for the period May 1, 2006 through April 30, 2007 in a total contract amount not to exceed$36,000.00. (This contract was awarded in FY 02/03 with the option to renew annually up to four additional one-year periods, with the total contract not to exceed five years. This is the fifth and final twelve-month period. (Korai Maintenance has provided excellent service, and the contract amount represents no increase over the current contract. (Although the bid specifications allowed the opportunity to increase the contract based on labor costs, K:oral Maintenance monthly costs will remain the same as originally bid in the FY 02/03 contract. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) D) 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 $42,550. (Sikich Gardner has been the Village's auditor for the past four 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. 40, No. 42 and No. 43, the Village is required to make significant accounting changes in recording and reporting financial information by fiscal year end April 30, 2006. (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.) Agenda for VB Meeting 04-25-06 3 E) Consideration to waive the formal bidding process and renew a full-lease contract with Xerox Capital Services, LLC. of St. Petersburg, FL for a full services lease for a Xerox DC265 copier in an amount not to exceed$10,440. (The Xerox Corporation provides the lease for a Xerox DC265 high volume copier in the Police Department. (The Xerox Corporation has been providing and servicing the Police Xerox copier for the past seven ;years and has performed satisfactorily. (Reports from the Director of Finance and Police Chief, recommending approval, are attached.) F) Consideration to waive the formal bidding process and award a purchase contract to Kale Uniform Company of Chicago, IL for twenty-four (24) sets of the Protective Apparel Company of America (P.A.C.A.) ballistic body armor in an amount not to exceed$12,000. (The Police Department is standardized on the P.A.C.A., model RTGS2 ballistic body armor, due to its critical higher rate penetration protection and the unit cost. (P.A.C.A. distributes their products through a territorial dealer network. The dealer of record for the Village is with Kale Uniforms Company. (Reports from the Director of Finance and Police Chief, recommending approval, are attached.) G) Consideration to renew an existing service contract with Team Mechanical of Wheeling, IL, to provide maintenance of heating, ventilation, and air conditioning units in a total contract amount not to exceed$55,753.00. (This contract was bid and awarded to Team Mechanical in FY 05/06 with an option to renew for 4 additional 12-month periods with the total contract not to exceed five (5) years. The Village has the option to extend this contract for the second annual period. (Team Mechanical has provided excellent service in maintaining the Village's HVAC units. (The contract conditions allowed the opportunity to increase the contract cost based on the Chicago Area, Consumer Price Index annual increase. Team Mechanical has requested an economic increase of two percent (2%), or$1,093, which is below the CPI. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) H) 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$29,187. Agenda for VB Meeting 04-25-06 4 (This 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. (This contract covers the following departments: Fire, Police,Public Works and Engineering &Community Development. (The contract conditions allowed the opportunity to increase the contract cost based on the Chicago Area Consumer Price Index annual increase. Chicago Communications has requested an economic increase for the Police Department equipment maintenance of 1.2%, or 201.00 annually, which is below the CPI. (Reports from the Director of Finance and Chief of Police, recommending approval, are attached.) I) Consideration of the following: • To award a contract to the lowest responsive and responsible bidder Brookstone Growers, Inc. of Huntington, IN for the installation of perennials, hostas, grasses and ornamental clump trees as part of the Residential Plant Replacement program in an amount not to exceed $14,709.60; and • To award a contract to the; lowest responsive and responsible bidder St. Aubin's Nursery of Kirkland, IN for the installation of shrubs/evergreens and shade trees as part of the Residential Plant Replacement program in an amount not to exceed$13,1119.50. (Bid documents were provided to 14 potential bidders, of which seven (7) submitted bids. (Due to a variety of plant material required, the specification document provided four categories of plant groupings allowing vendors to participate in one or more categories. (A bid received from Wilson Nurseries included additional terms for delivery costs to be added onto the base bid at a minimum estimated amount by Wilson of (4) four hours at $60 an hour, totaling a minimum of $240, plus placing the responsibility of unloading the truck onto the Village. This additional cost would result in the price by Wilson Nursery for the category of perennials, hostas, grasses to no longer be the lowest responsible bidder. (St. Aubin's has provided satisfactory service in the past and a reference check on Brookstone Growers has provided similar recommendations. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) 7) Consideration of the following: • To award a professional ,service contract to Gallagher-Bassett for the administration of the Village's self-insured liability plan in an amount not to exceed$67,511, and Agenda for VB Meeting 04-25-06 5 • To approve the Liability Insurance Premiums for Fiscal Year 2006/2007, submitted by Arthur J. Gallagher at a premium level as determined for the following coverages: Workers' Compensation $40,078 General Liability Package 391,475 Liability Auto Damage Building/Contents EMT/Paramedic Liability Public Officials Police Professional Self-insured Retention 36,216 Boiler&Machinery 14,475 Federal Flood Coverage 11,755 Excess Liability(HELP) 147,435 Community Nurse/C lints 8,540 Fiduciary Liability/Pensions 5,354 Underground Storage;Tanks 5,610 Crime,Money& Security 3,158 Brokerage Service Fee 84,000 Total $748,096 (The contract with Gallagher-Bassett to administer our self-insured liability program represents a 2.2% increase, from$66,063 to $67,511. (This year's total premium renewal represents an increase of $30,064 (4.2%)from the current year. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance is attached.) K) Consideration to award a contract to CSR Roofing Contractors, Inc. of Oak Park, IL to provide the replacement of gutters and downspouts in an amount not to exceed$16,127.00. (Bid documents were provided to 13 potential bidders, of which three (3) submitted bids. Upon review of the bid, CSR Roofing Contractors was determined to be the lowest responsive and responsible bidder. (The gutters and downspouts at the Public Works West Garage are original to the building built in 1979. Public Works has re-attached, re-sealed, and re-hung the gutters and downspouts over the past seven years and have still been having trouble with the leaks. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) Agenda for VB Meeting 04-25-06 6 L) Consideration to award a contract to Alura Communications Solutions of Elmhurst, IL in the amount of 5260,000, including $245,273 to provide, install, and configure a new VOIP telephone system and associated items and a 5% contingency,to be paid from the Capital Projects Fund. (The Village obtained competitive proposals from seven (7) firms to install a new telephone and voice mail system on a VOID platform. Altura provided the highest quality solution at the lowest price. The price is nearly $93,000 under the consultant's estimated cost for this work. (The proposal includes adding new Avaya telephone handsets at all locations, rewiring where required in Fire Stations and the Municipal Complex, a call accounting system, a voice mail system, training, and one (1) year service and warranty. The contingency fund is requested to address any unforeseen issues that may arise during the installation. (Sufficient funds are budgeted and available for this purpose. (A report from the Assistant Director of Information Systems, recommending approval, is attached). M) Consideration to award a service contract to Ridgewood Engineering of Schaumburg, IL to perform the electrical work for the installation of a back-up generator at the West Public Works Fleet Garage in an amount not to exceed $18,646.00. (Bid documents were provided to seventeen (17) potential bidders, of which two (2) submitted bids. Upon review of the bid, Ridgewood Engineering was determined to be the lowest bidder. (The generator was formerly installed at the Biesterfield Fire Station. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) N) Consideration of the following: • To adopt Resolution No. 18-06 (attached) approving the Plat of Subdivision identified as 50`h Anniversary Subdivision; and • To adopt Resolution No. 19-06 (attached) approving the Plat of Vacation of Public Street for the 50`h Anniversary Subdivision. (This Plat of Subdivision and Plat of Vacation need to be finalized prior to closing on the Alexian Brothers Medical Center Hometown Home Giveaway house constructed by Centex Homes.) O) Consideration to adopt Resolution No. 20-06 (attached) amending Resolution No. 8-06 ceding the aggregate unused Industrial Revenue Bonds of the Village of Elk Grove Village to the Illinois Finance Authority for use within the corporate limits of Elk Grove Village by increasing the available ceiling from $75 per capita to $80 per capita. Agenda for VB Meeting 04-25-06 7 (The original resolution called for the Village's portion of the State ceiling to be $75 per capita. The Village has since found that the State of Illinois has increased the ceiling level to $80 per capita.) P) Consideration to adopt Resolution No. 21-06 (attached) authorizing the Mayor and Village Clerk to execute a Memorandum of Understanding between the Village of Elk Grove Village and the Heart of a Marine Foundation proudly serving all branches of the United States Military regarding the distribution of certain Fallen Soldier Memorial Fund donations. (The Village has $16,893.37 in donations collected from various civic groups and volunteers for the Soldier Family Assistance Program. (The Heart of a Marine Foundation is a chartered 501(c)(3) not-for-profit corporation based in Elk Grove Village with a mission of providing assistance to all branches of military personnel and their families. (The Foundation will administer the Family Assistance Program. Funds will be distributed to the Foundation each May in the amount of$5,631 until 2008. (Funds provided to the Foundation will be used to assist military personnel or their families in Elk Grove and the communities surrounding Elk Grove Village.) Q) Consideration to adopt Ordinance No. 3082 (attached) amending Section 7E- 6:A of the Zoning Ordinance pertaining to prohibited uses in Industrial Districts. (This item was discussed at the April 11, 2006 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) 7. REGULAR AGENDA A) Consideration to adopt Ordinance No. 3083 (attached) amending Section 4-7-4 of the Village Code pertaining; to smoking regulations in Unenclosed Public Places and Outdoor Venues by adding thereto a new section prohibiting smoking at all Village Sponsored Events. (This item was discussed and voted on at the April 11, 2006 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE-Trustee Petri a. Improvements/Renovations to Police Department Agenda for VB Meeting 04-25-06 8 9. JUDICIARY,PLANNING AND 'ZONING COMMITTEE- Trustee Lissner a. Licensing and maintenance of rental properties 10. PERSONNEL COMMITTEE-Trustee Feichter 11. RECYCLING &WASTE COMMITTEE- Trustee Dill 12. INFORMATION COMMITTEE -Trustee Prochno a. Providing Information to Community 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION-Trustees Lissner/Petri a. Higgins/Oakton Landscaping b. Improvements to Industrial Well Sites c. Improvements to Street Signs d. Lively Blvd.—Touhy to Devon e. Devon&Tonne Intersection f. Landscape Improvements—Tonne Road between Elk Grove Blvd. and Clearmont Drive 14. YOUTH COMMISSION-Trustee Prochno 15. PARADE COMMISSION-Trustee Czamik 16. PLAN COMMISSION -Village Manager Parrin a. PC Docket 06-3—Text Amendment to Zoning Ordinance regarding 1. Regulation of banks 2. Parking in Commercial/Industrial areas (PH 4-19-06) b. PC Docket 06-4—Consider Text Amendments in the Office Transitional(O-T) and Office Park(O-P)Districts (PEI 4-19-06) 17. ZONING BOARD OF APPEALS -Village Manager Parrin 19. REPORTS OF OTHER BOARDS. COMMISSIONS &COMMITTEES a. Cable Television Committee -Trustees Petri/Lissner b. Community Service Board- Trustee Czamik c. Liquor Commission -Mayor Johnson d. Special Events Committee-Mayor Johnson 1. 50`n Anniversary Celebration 2. Alexian Brothers International Cycling Classic—Tour of Elk Grove 3. July 16, 2006 Birthday Celebration e. O'Hare Update- Mayor Johnson 19. ORDINANCES,RESOLUTIONS AND COMMUNICATIONS -Village Clerk Agenda for VB Meeting 04-25-06 9 20. UNFINISHED BUSINESS a. VILLAGE BOARD b. VILLAGE ATTORNEY 1. Prepare an ordinance amending the smoking ordinance to include the prohibition of smoking at ALL VILLAGE sponsored events, effective January 1, 2007. 2. Prepare an Ordinance fox a Text Amendment to the Zoning Ordinance as it pertains to permitted uses in the I-I Restricted Industrial Zoning District. 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 (6) Addendum to Regular Village Board Agenda Ap6125, 2006 7:00 p.m. 6. CONSENT AGENDA (continued) R) Consideration to award a contract to the lowest responsive and responsible bidder, Meade Electric Company of McCook, IL in the amount of$141,202 for work associated with residential and industrial street light maintenance, repair, replacement, and locating of underground electrical wiring for JULIE purposes. (Meade Electric Company was the low bidder on this street light work for the term beginning May 1, 2006. Meade is currently providing this service for the Village. (The work as bid includes street light maintenance of $95,310, arterial light maintenance of $14,400, re-lamping a section of 5 year old lights in the business park in the amount of$4,352, and an estimated $27,140 for performing both emergency electrical JULIE locates and emergency replacement of street lights knocked-down during automobile accidents which is reinburseable by the driver's insurance carrier. (Funds are budgeted and available in various General Fund and ICRC Fund accounts). C: Johnson(2), Czamik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cavallini, Cech,Knickerbocker, Goostree, Schmidt, Tromp,Roan, Walsh(6)