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HomeMy WebLinkAboutAGENDA - 03/13/2007 - VILLAGE BOARD Next ORD: 3116 (3116) Next RES. 11-07 (15-07) _ Recess: 8 p.m. AGENDA REGULAR VILLAGE BOARD MEETING March 13, 2007 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance/Invocation(Rev. Art Fagan, Queen of the Rosary Church) 3. Approval of Minutes of February 27, 2007 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: February 28, 2007 / $106,346.19 March 13, 2007 / $280,268.80 6. CONSENT AGENDA A) Consideration of the following: • to award a professional services contract to MTI Construction Services for the development of an Administrative/Public Safety Complex including feasibility study, architectural drawings, trade bidding, permitting, and supervision of demolition and construction in the amounts designated as follows: — 0.5% of final project budget for pre-construction services not to exceed $132,000; — 2.2% of the final project budget for construction services; — 6.75%of the final trade budget for architectural services; and — A General Conditions and Reimbursables budget of$725,000. • to award a professional services contract to MTI Construction Services for services related to the development of a temporary police facility in the amount up to $15,000 for professional services, including architectural drawings, trade bids, coordination, permitting, and supervision of any required modifications for police occupancy of a temporary facility and a budget of$35,000 for general conditions and reimbursables; and • to increase the FY 06-07 Capital Projects Fund by $400,000 to fund services associated with the Administrative/Public Safety Complex project that occurs prior to May 1, 2007. (At the February 27 Village Board meeting, the Village Board awarded a pre- construction services contract to MTI in the amount of 0.5%. This agenda item includes professional services associated with the pre-construction and actual construction of the project. In addition, MTI and the architect (Sente Rubel — SRBL) will assist with the temporary relocation of the Police Station by supervising any Agenda for VB Meeting 03/13/07 2 construction related items if required to make any new facility ready for occupancy. Funds will only be expended if required for temporary construction supervision. (SRBL was selected as the architectural firm most capable of designing the new Administrative/Public Safety Complex. Their services will include updating the feasibility study, preparing plans for a temporary facility remodeling, and preparing utility relocation drawings, demolition drawings, and construction drawings. SRBL is an expert in construction relating to municipal offices and police facilities, and SRBL has designed 6 new police stations in the last 5 years. Reference checks and tours of their past work were favorable.) B) Consideration to authorize Police Officer David Struwing to attend Police Motorcycle Instructor Training in Memphis, TN sponsored by Harley-Davidson and Northwestern University from April 16 through May 4, 2007 at an estimated cost of$2,491.00. (Harley Davidson and Northwestern University offers a 3-week training program to prepare instructor candidates to teach the Police Motorcycle Operator Training courses. Officer Stmwing's participation in this training will allow the Village to use him to train the Police Department's motorcycle patrol officers.) C) Consideration to authorize Police Sergeant Randall Nelson to attend the Northwestern University Center for Public Safety's School of Police Staff and Command from March 26 to May 31, 2007 at an estimated cost of$3,780. (Northwestern University provides a 10-week training program for law enforcement employees entering management and supervisory positions. Elk Grove Village has standardized on sending its Police Sergeants to this training program.) D) Consideration to award a service contract to Tasty Catering of Elk Grove Village, IL to provide catering services for the Tour of Elk Grove sponsors dinner on Friday, August 10, 2007 in an amount not to exceed $14,000. (This event provides the Village the opportunity to promote the Village's Business Park to the national and international bicycling sponsors touring with the bike racers.) E) Consideration to award a construction contract to the lowest responsive and responsible bidder, Dirt and Sod, Inc. of Roselle, IL for the Gateway and Well Site Enhancement Program, Landscape Improvements in the amount of $94,221.94 from the Industrial Commercial Revitalization Fund. (The ICRC has authorized the installation of landscaping at six (6) gateway sign locations, and five(5)well sites within the Business Park. (Only one (1) contractor submitted a bid for this project. Upon review of the submitted bid documents, Dirt and Sod was determined to be the lowest responsive and responsible bidder. Agenda for VB Meeting 03/13/07 3 (The Engineer's estimate for this project was $115,476, and the recommended bid is eighteen percent (18%) below the Engineer's estimate. (Dirt and Sod has successfully completed similar projects for the Village, including Biesterfield Road and Tonne Road median landscaping projects. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) F) Consideration to award a professional service contract to Civiltech Engineering of Itasca, IL for the preparation of contract plans and documents, and right-of-way acquisition services for the Arlington Heights Road and Devon Avenue Intersection Improvement in an amount not to exceed $225,067 from the Industrial Commercial Revitalization Fund. (The ICRC has authorized the implementation of Phase 2 of the Arlington Heights Road and Devon Avenue Intersection Improvement. (These engineering services provide for the preparation of contract plans and documents, and right-of-way acquisition services in accordance with Federal and State guidelines. (The estimated construction cost for the project is $2,915,000. The Village has secured $1,820,000 in Federal funding. The local share of the project costs will be funded by the Cook County Highway Department, DuPage County Division of Transportation, and Elk Grove Village. (It is anticipated that the project would have a contract letting in September 2008. (Civiltech was responsible for the preliminary design studies for the project and have provided similar services for numerous transportation improvements. In addition, they have an excellent reputation in conducting STP improvements and are knowledgeable in Village, State, and Federal policies and standards. (Santacruz Associates, Ltd. would perform the right-of-way acquisition services for the project. They have successfully completed the acquisition of over sixty-eight (68) properties for the Lively Boulevard Improvements. In addition, they are prequalified by IDOT and are knowledgeable in Village, State, and Federal acquisition requirements. (It is recommended that Santacruz Associates would work as a sub consultant to Civiltech on this project. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) G) Consideration to adopt Resolution No. 11-07 (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 1501 Tonne Road. (Shapes Supply Company intends to purchase this building, which has been on the market for 15 months and is in need of substantial renovation. (They will be investing$250,000 for renovations in addition to the purchase price. Agenda for VB Meeting 03/13/07 4 (Shapes Supply has been in operation in Elk Grove Village for over 30 years and has outgrown their existing facility. By purchasing and renovating this facility, they will be able to save jobs by remaining in the community, but will also be adding more jobs in the future. (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, as it will be a purchase and renovation of a building that has been vacant for more than a year. (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.) H) Consideration to adopt Resolution No. 12-07 (attached) approving the Plat of Subdivision identified as First Chase Cargo Center, formerly 1500 Chase Avenue. (This item was discussed at the February 27, 2007 Village Board meeting under the Plan Commission report. This item currently appears under the Village Attorney's Unfinished Business.) I) Consideration to adopt Resolution No. 13-07 (attached) authorizing the Mayor and Village Clerk to execute a Letter of Agreement between the Village of Elk Grove Village and Cook County Highway Department (CCHD) for construction of the Lively Boulevard Improvements. (The agreement provides for the construction of the traffic signal installation at the Lively Boulevard and Devon Avenue intersection, as part of the Lively Boulevard Improvement. (The County will reimburse the Village fifty percent (50%) of the traffic signal construction cost, estimated at$118,000. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) J) Consideration to adopt Resolution No. 14-07 (attached) 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. (The Village currently has a volume cap through the State of Illinois of $2.975 million in Industrial Revenue Bond (IRB) financing for use in Elk Grove Village each year. If the Village does not determine a commercial industrial building use for the State to use the funds prior to May 1, 2007, the funds automatically turn over to the Illinois Finance Authority(IFA) for use in another community or capacity. Agenda for VB Meeting 03/13/07 5 (Be ceding the Village's IRB funds to the IFA now, the Village can stipulate that its unused funds be distributed among Elk Grove Village companies seeking IRB funds. By doing so, project rankings and chances for funding improve for Village businesses. (A report from the Economic Development Coordinator, recommending approval, is attached.) 7. REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue b. Water Meter Replacement Program 9. JUDICIARY,PLANNING AND ZONING COMMITTEE -Trustee Lissner 10. PERSONNEL COMMITTEE - Trustee Feichter a. Health Insurance 11. RECYCLING & WASTE COMMITTEE - Trustee Dill 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& Arlington Heights Intersection Improvements 14. YOUTH COMMITTEE-Trustee Prochno 15. PARADE COMMITTEE - Trustee Czamik 16. PLAN COMMISSION -Village Manager Rummel 17. ZONING BOARD OF APPEALS -Village Manager Rummel a. Variation request to allow the replacement of an existing legal, non-conforming wood fence that extends approximately 33 feet beyond a line from the nearest front corner of the principal building located on an adjacent family residential lot at property located at 992 Tennessee Lane, Elk Grove Village, IL(PH 3-8-2007) Agenda for VB Meeting 03/13/07 6 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES_ a. Cable Television Committee - Trustees Petri/Lissner b. Board of Health & Community Services - Trustee Czamik c. Liquor Commission - Mayor Johnson d. Special Events Committee - Mayor Johnson e. O'Hare Update- Mayor Johnson f Bike Race Update—Mayor Johnson g. Administrative/Public Safety Complex Construction 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS -Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD None VILLAGE ATTORNEY a. Direct the Attorney to prepare a Resolution to approve a Plat of Resubdivision for property located at 1500 Chase, Elk Grove Village, IL 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), Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallini, Cech, Knickerbocker,Miller, Schmidt, Tromp, Walsh(6) Addendum to Regular Village Board Agenda March 13, 2007 7:00 p.m. 6. CONSENT AGENDA(continued) K) Consideration of the following: • To increase the existing purchase contract with Avalon Petroleum Company of Tinley Park, IL for the delivery of fuel through the current 2006-2007 Fiscal Year in the amount of $26,533.42, for a total contract amount of $376,533.42; and • To renew a purchase contract to Avalon Petroleum Company of Tinley Park, IL to furnish and deliver gasoline and diesel fuel to Elk Grove Village, in an amount not to exceed $350,000. (The existing contract with Avalon Petroleum Company for the annual purchase and delivery of gasoline and diesel fuel requires contract renewal. (This contract was originally bid and awarded for the period March 1, 2004 through February 28, 2005. The Village has the option to renew annually for up to four (4) additional one-year periods, through February 28, 2009 with a provision that the supplier cannot exceed the percentage increase in the Chicago Area Consumer-Price Index and in no case can increase more than 5% in any one year. (The low-bid contract pricing is based upon the daily OPIS index to allow market fluctuation plus a fixed fee for cartage and profit. This estimated expenditure of$350,000 may change due to the current volatility of fuel market. (The increase in the purchase order is required to offset the spike last summer in the base cost of the fuel. (Reports from the Director of Public Works and Director of Finance, recommending approval, are attached.) c: Johnson (2), Czamik, Dill, Feichter, Lissner, Petri, Prochno, Rummel, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp, Roan, Walsh (6)