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HomeMy WebLinkAboutAGENDA - 12/12/2006 - VILLAGE BOARD Next ORD: 3102 (3111) Next RES. 49-06 (51-06) Recess: 8:00 p.m. AGENDA REGULAR VILLAGE BOARD MEETING December 12, 2006 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance/Invocation(Rev.Rodney L. Pickett,Pastor, Wesleyan Comm. Church) 3. Approval of Minutes of November 14, 2006 4. Mayor and Board of Trustees'Report, 5. Accounts Payable Warrant:November 30,2006/$674,548.67 December 12, 2006 / $2,091,473.26 6. CONSENT AGENDA A) Consideration of a request (attached) from the Elk Grove Park District to waive permit fees in the amount of $4,075 for the clubhouse renovation project at Fox Run Golf Links at 333 Plum Grove Road. (The renovation will include new construction of the pro-shop on part of the existing patio and redesigning the interior space of the existing structure. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) B) Consideration to award a purchase contract to HTE VAR of Atlanta, GA for the purchase and maintenance of a new IBM B (Model 520) computer in an amount not to exceed$40,070. (The i5 computer will replace the AS/400. The Village still obtains benefits for the existing AS/400 software applications, the speed and capacity of the existing hardware requires that it be replaced at this time. (The existing AS/400 computer is over 6 years old, and the possibility of it failing has grown to the point that it is prudent for the Village to replace the unit at this time. (Proposals were submitted by 3 vendors. Upon review of the proposals, McCann HTE VAR was determined to be the most responsive and responsible vendor. (In addition to price, other factors considered in making the recommendation were the experiences of other customers of each vendor, each vendor's history with the Village, and the Village's specific technical environment. (The i5 is IBM's current brand name for their system in the past known as the AS/400. Agenda for VB Meeting 12-12-06 2 (This purchase also includes one year of hardware and operating system software maintenance on the system. (Reports from the Assistant Director of Information Systems and Director of Finance,recommending approval, are attached.) C) Consideration to concur with the Village Manager's prior authorization to award an electrical energy contract to the lowest responsive and responsible bidder, Constellation New Energy for water/sewer electrical energy supply and associated requirements. (The Village joined a consortium of municipalities to bid electrical energy. Constellation New Energy was the lowest bidder. The contract will be effective January 2, 2007 through May 2008. The low bid rate is 36%below Com Ed's new rate effective January 2007. The bids were received on November 17 and the pricing was only available through November 20. This agenda item will confirm the contract. (The contract covers electrical energy for water pumping, sewer lift stations, and similar activities. The Village will retain ICC established rates for street lighting and traffic signals which are lower than the market rates.) D) Consideration of the following lowest responsive and responsible bidders: • To award a service contract to Pecover Decorating Services, hic. of Aurora, IL for the interior painting of the Municipal Building in an amount not to exceed $69,795.00; and • To award a purchase contract to OEC Business Interiors, Inc. of Elmhurst, IL for the installation of carpeting in an amount not to exceed$127,912.92. (Bid documents were obtained by 5 potential painting contractors. Of the five (5), only two (2) submitted formal competitive bids and accepted the Village's addendum to provide a written one-year guarantee that they could provide a latex-based primer that would adequately cover the Zolotone and eliminate the safety issues with proper ventilation, Pecover Decorating Services was determined to be the most responsive and responsible bidder. (Pecover has been in business for 57 years and provided excellent references. (A total of two (2)bids were received for the installation of carpeting. (The apparent low bidder was rejected due to several concerns with their submitted bid. (Although OEC Business Interiors' bid proposal was $2,012.92 higher than the other bidder,they were the most responsive and responsible bidder. (OEC also provided exceptional references. (The entire project is $44,293.00 under budget. (Reports from the Director of Finance and Superintendent of Building & Fleet Services,recommending approval, are attached.) E) Consideration to waive the formal bidding process and award a contract to Richards- Wilcox, Inc. of Aurora, IL for the replacement of filing cabinets in the Administration and Finance offices of the Municipal Building under the GSA contract pricing in an amount not to exceed $45,831.71. Agenda for VB Meeting 12-12-06 3 (Under the GSA contract, the Village is offered a 53.2% discount to replace all filing cabinetry on the upper level of the Municipal Building. (Pricing will be subject to a 2%increase after January 8,2007. (This project is being coordinated in conjunction with the painting and carpeting bids. (A report from the Director of Finance,recommending approval,is attached.) F) Consideration to award a purchase contract to OEC Business Interiors, Inc. to design, install and purchase office work stations in the Administration and Finance offices of the Municipal Building in an amount not to exceed $133,102.48. (hi September 2005, the Village solicited requests for proposal for the redesign and purchase of workstation furniture for the upper level of the Municipal Building. (Of the three (3) firms that provided proposals, OEC was selected based on overall qualifications and experience with municipal clients, location, and being an authorized dealer for Steelcase furniture. (Steelcase is the preferred manufacturer of office furniture in the industry based on the quality and durability of their product. In addition, it is available under the U.S. Communities contract at a discount of 57% from list price. (OEC has provided quotations to furnish ergonomically correct cubicle furniture and design services for the upper level Administration and Finance offices in the Municipal Building. (In addition,the Administration and Finance front counters will be redesigned to be compliant with the American Disabilities Act, and will accommodate an additional cash register to assist residents and customers. (OEC has waived the design fees for both the office work stations and custom counter designs if purchases for this project are made through OEC. (A report from the Director of Finance,recommending approval,is attached.) G) Consideration of the following: • to remove the Landmeier Public Works Garage re-roofing project from the Capital Replacement Fund; • to amend the Capital Projects Fund by including the Landmeier Public Works Garage re-roofing project as an approved project; and • to authorize a budget increase of$180;000 in the Capital Projects Fund for the re- roofing of Landmeier Public Works Garage at 666 Landmeier. (A report from the Village Manager on the above items was previously distributed on December 5.) H) Consideration of the following: • to award a purchase contract to the lowest responsive and responsible bidder, CSR Roofing of Oak Brook, IL for the re-roofing of the Landmeier Public Works Garage in an amount not to exceed$172,600 from the Capital Projects Fund; and Agenda for VB Meeting 12-12-06 4 • to authorize $180,000 from the Capital Projects Budget to fund this project. The contract award is $163,600,plus a contingency fund of$9,000. (Item G created the Capital Projects item and funding for this project. (A report from the Director of Public Works, recommending approval, is attached.) 1) Consideration to award to waive the formal bidding process and award a purchase contract to Ray O'Herron of Oak Brook Terrace, IL for the purchase of ten(10) carbine rifles and ten (10) Trijicon scopes in the amount of $14,500 from the Asset Seizure Fund. (Annual carbine training takes place from early spring to late summer in Marseilles, IL. Each training day requires the removal of approximately ten carbines from regular on-duty patrol vehicles. (Following training, each carbine must be cleaned, therefore creating additional delays to regular duty service ability. (This purchase will allow the Police Department to keep all on-duty patrol vehicles equipped with carbine rifles even while officers are training. (The Police Department has received competitive quotes from three vendors. The lowest quote was Ray O'Herron. (The request to waive the formal bidding process was due to the fact that all three (3) vendors had indicated that an increase was going to occur after the first of the year. Ray O'Herron has indicated that there will be a 10% price increase after the first of the year. Purchasing the rifles and scopes now will save the Village$1,450. (A report from the Chief of Police, recommending approval, is attached.) J) Consideration to adopt Resolution No 49-06 (attached) authorizing the Mayor and Village Clerk to execute an Agreement between the Village of Elk Grove Village and the Suburban Bus Division (Pace) of the Regional Transportation Authority (Dial-A- Ride). (Pace reports that the 2007 agreement outlining the terms of the Dial-A-Ride service requires execution no later than December 16 to avoid disruption of service. (In past years, the terms of the Agreement have not been significantly modified, and no major changes have been proposed to this year's Agreement.) K) Consideration to adopt Resolution No. 50-06 (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 1100 Chase. (Gullo International intends on purchasing and substantially renovating this 42,000 square foot building. (This building has been vacant since June of 2001. Agenda for VB Meeting 12-12-06 5 (They have indicated that they will invest approximately $2,600,000 in this project, and anticipates on creating approximately 25 new jobs as a result. (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, as it is a purchase and renovation of a building that has been vacant for over two (2) 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 Coordinator and a letter from the applicant are attached.) L) Consideration to adopt Ordinance No. 3102 (attached) authorizing the 2006 Property Tax Levy for Fiscal Year 2007-2008, for a net levy for the Village and Library in the amount of$14,841,349. (The General Fund levy allows for a 0% increase in accordance with the determination made by the Village Board at their regular board meeting on November 14, 2006. (In accordance with State statue, this tax levy ordinance must be filed with the County Clerks of Cook and DuPage Counties no later than the last Tuesday in December. (A report from the Director of Finance was previously distributed.) M) Consideration to adopt Ordinance No. 3103 (attached) amending Article (A) Food Service and Retail Food Store Sanitation codes of Chapter 5 Food-Related Businesses of Title 3 of the Village Code by amending provisions for conditional permits and food service preparation sinks. (The Health and Community Services Department requested that certain changes to the various adopted codes for food services establishments and other regulations concerning food preparation sinks are in need of revisions. (New owner/operators of food facilities must obtain a new health permit at time of transfer of ownership. (Conditional Permits are issued after the Department of Health and Community Services conducts an inspection of a change in ownership. The current Code allows conditional permits to be issued for up to two (2) years. (The amendment for the conditional permit would continue to allow food facilities up to two (2) years to comply, but new owner/operators of a continuously operating (not closed for remodeling) food facility would be required to comply within 90 days. (The amendment for food service preparation sinks would make it a requirement to provide a preparation (vegetable) sink in all food establishments and retail food stores that prepare foods on the premises. This is current policy but is not included in the municipal code. (Although the Department requires new food establishments and food stores to provide a preparation sink, there is no requirement for a preparation sink in the Illinois Agenda for VB Meeting 12-12-06 6 Food Service and Retail Food Store Sanitation Codes. These codes are referenced by the Village. (A number of municipalities have added this requirement to their municipal codes.) N) Consideration to adopt Ordinance No. 3104 (attached) amending the Position Classification and Salary Plan of the Village of Elk Grove Village. (This amendment will change a Senior Clerk position from part-time to full-time.) 0) Consideration to adopt Ordinance No. 3105 (attached) granting a variation of Section 3-7:13.3 of the Zoning Ordinance to permit the installation of a fence that would extend beyond the nearest front corner of the principal buildings located on adjacent single- family residential lots on property located at 553 Grosvener Court. (This item was discussed at the November 14, 2006 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) P) Consideration to adopt Ordinance No. 3106 (attached) granting a Special Use permit to Krzysztof Burtan to permit the operation of an Automotive Repair Facility in an I-1 Industrial District on property located at 105 Gaylord Street. (This item was discussed at the November 14, 2006 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) Q) Consideration to adopt Ordinance No. 3107 (attached) granting a Special Use permit to One 6 Motorsports to permit the operation of an Automotive Repair Facility in an I-1 Industrial District on property located at 610 Bennett Road. (This item was discussed at the November 14, 2006 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) X) Consideration to adopt Ordinance No. 3108 (attached) amending Chapter 5 of Title 5 pertaining to Fire and Ambulance Service. (This amendment will create a rate structure for ambulance fees effective May 1, 2007. (All ambulance fees will be billed directly to the insurance company, and only payments from the insurance company will be accepted. (This issue was discussed at the November 14 Committee of the Whole.) S) Consideration to adopt Ordinance No. 3109 (attached) granting a variation of Section 3- 6A-1(a) as it pertains to the replacement of non-conforming structures accidentally damaged to MLRP 2250 Lively LLC for property located at 2250 Lively Boulevard. Agenda for VB Meeting 12-12-06 7 (It was necessary to acquire a small portion of property located at 2250 Lively Boulevard in conjunction with the Village's Lively Boulevard Improvement Project. (As a result of this taking, the remainder of the property may become a legal non- conforming use with respect to various provisions of the Zoning Ordinance.) T) Consideration to adopt Ordinance No. 3110 (attached) amending section 3-1-6 of the Village Code pertaining to license fees by amending the fees for athletic exhibitions from 3%of gross to a set fee depending on seating capacity. (The 3% of gross was problematic as the fee could not be determined or paid until after the event and the Village did not feel comfortable with the various accounting procedures related to same.) 6. REGULAR AGENDA A) Consideration to approve proposed ATM and signage for the Elk Grove Theatre in the Elk Grove Town Center. (The Elk Grove Theatre recently submitted drawings identifying 'additional signage in conjunction with their current building expansion along Arlington Heights Road. (The total area of the proposed building signage complies with the allowable area permitted by the Village's sign regulations. (The proposed signage is an illuminated"Elk Grove Theatre" sign on the east side of the building totaling 278 square feet. The sign is internally illuminated with a "stainless steel" text surrounding an illuminated "Classic Cinemas" sign having a "gold" face with the cabinet having a"gold/red"trim and a"white"background. (New Plan Excel Realty Trust (the landlord) has approved this proposed signage for the Elk Grove Theatre. (Section 713-5-8 of the Elk Grove Zoning Ordinance requires applications for sign permits in the B-5 Town Center Shopping District to be forwarded to the Mayor and Board of Trustees for final review and approval. (A report from the Director of .Engineering & Community Development, recommending approval, is attached.) BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE -Trustee Petri a. Improvements/Renovations to Police Department b. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue 9. JUDICIARY, PLANNING AND ZONING COMMITTEE -Trustee Lissner 10. PERSONNEL COMMITTEE- Trustee Feichter 11. RECYCLING &WASTE COMMITTEE-Trustee Dill Agenda for VB Meeting 12-12-06 8 12, INFORMATION COMMITTEE - Trustee Prochno a. Providing Information to Community b. Committee for Smoke-free Elk Grove 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. Devon&Arlington Heights Intersection Improvements 14. YOUTH COMMITTEE -Trustee Prochno 15. PARADE COMMITTEE -Trustee Czamik 16. PLAN COMMISSION -Village Manager Partin 17. ZONING BOARD OF APPEALS -Village Manager Partin a. ZBA Docket 06-4 — Request for a variation to allow the construction of a detached garage measuring twenty-seven (27) feet in height, thirteen hundred and fifty(1,350) square feet in area and having individual sides whose lengths are thirty (30) feet and forty-five (45) feet in length on property located at 777 Meacham Road, Elk Grove Village,IL. (PH 11-09-06) 18. REPORTS OF OTHER BOARDS. COMMISSIONS &COMMITTEES a. Cable Television Committee-Trustees Petri/Lissner b. Board of Health&Community Services - Trustee Czarnik c. Liquor Commission-Mayor Johnson d. Special Events Committee-Mayor Johnson 1. 50`h Anniversary Celebration e. O'Hare Update-Mayor Johnson f. Bike Race Update—Mayor Johnson 19. ORDINANCES,RESOLUTIONS AND COMMUNICATIONS -Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD None VILLAGE ATTORNEY a. PC Docket 06-8 — Prepare an Ordinance to grant a Special Use permit to operate an automotive parts installation and repair shop in an I-1 Industrial Zoning District at 610 Bennett Road. Agenda for VB Meeting 12-12-06 9 b. PC Docket 06-9 —Prepare an Ordinance granting a Special Use permit to operate an automotive parts installation and repair shop in our I4 Industrial Zoning District at 105 Gaylord Street. c. PC Docket 06-3 —Prepare an Ordinance granting a variation to the Zoning Ordinance for construction of a fence at property located at 553 Grosvener Court. 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, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp, Roan, Walsh(6)