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HomeMy WebLinkAboutAGENDA - 06/19/2007 - VILLAGE BOARD MEETING AGENDA 6-19-07 Next ORD: 3130 (3131) Next RES. 39-07 (41-07) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING June 19, 2007 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance/Invocation (Rev. Ho, Light Bearer Community Church) 3. Approval of Minutes of May 22, 2007 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: May 31, 2007/$457,980.74 June 19, 2007/ $1,679,092.76 6. CONSENT AGENDA A) Consideration of a request (attached) from the Elk Grove Park District to waive permit fees in the amount of$2,695 for the replacement of the lap pool dehumidifier at 1000 Wellington Avenue. (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 of a request from the Lutheran Church of the Holy Spirit (attached) to waive the Village's daycare center license fee for the period June 1, 2007 through May 31, 2008 in the amount of$325.00. (It has been past practice of the Village Board to grant fee waivers for government and non-profit organizations. (A report from the Deputy Director of Finance, recommending approval, is attached.) C) Consideration of a request from Queen of the Rosary (attached) to waive the temporary Class D Liquor License and all other associated fees for their Annual Parish Picnic to be held on Sunday, June 24, 2007 in the amount of$2,100.00. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Village Clerk, recommending approval, is attached.) Agenda for VB Meeting 06-19-07 2 D) Consideration of a request (attached) from the Living Hope Church to waive permit fees in the amount of $555 for their new garage/storage located at 777 Meacham Road. (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.) E) Consideration of a request (attached) from the Alexian Brothers Medical Center to waive permit fees in the amount of$16,310.00 for their Ambulatory Care Mall and Bed Tower project located at 800 Biesterfield Road. (This expansion of their Medical Mall and Bed Tower project will help them provide more privacy for their patients. (It has been past practice of the Village Board to grant fee waivers for Alexian Brothers Medical Center and other non-profit organizations. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) F) Consideration of a request from High School District 214 (attached) to waive the Vending Machine License Fees for the period June 1, 2007 through May 31, 2008 in the amount of$280.00. (District 214 is seeking a waiver of eight (8) Vending Machine Licenses ($35 each) for a total waiver of$280.00. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Deputy Director of Finance, recommending approval, is attached.) G) Consideration to grant a variation from the Village Code, Section 8-12B-1-1D, "Easements", to permit the construction of a shed which will encroach two feet (2') on the southeast part of the five-foot(5')public utility easement at 542 Maple Lane. (The property owners are seeking a variation to construct a shed within a public utility easement. Comcast, AT&T, Nicor Gas and ComEd 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.) Agenda for VB Meeting 06-19-07 3 H) Consideration to concur with the prior authorization to allow the placement of four (4) tables each with four chairs, for Coach's Corner to accommodate outdoor seating in front of the restaurant between May 1 and October 31, 2007 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. -(The establishment will not be allowed to serve alcohol outside unless appropriate and approved fencing is installed. (If, at any time, Coach's Corner 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.) I) Consideration to concur with the prior authorization to waive the formal bidding process and award a construction contract to the lowest proposal by Mid-America Towers, Inc. of Naperville, IL for the purchase and installation of a low-profile, 80 foot lattice tower at the southeast corner of the Biesterfield Fire Station, away from the street view, in an amount of$17,650. (The original plan was to replace the existing cellular antenna with a 120 foot cellular antenna above the new Administration and Public Safety Complex. (The original plan was not viable upon review of a 3-D rendering from the architects and lack of available space needed to build such a structure. (The low-profile, 80 foot lattice tower is the most aesthetically compatible solution for the Villages antenna communication needs. (The low-profile, 80 foot lattice tower has a much smaller appearance and requires a much smaller base, minimizing the look of a tower. (A report from the Village Manager, recommending approval, is attached.) J) Consideration to award a professional services contract to Covad Wireless of San Jose, CA for the labor and materials needed to add the Bond Street facility to the Village's wide area network and to modify the network at the Village Hall to accommodate planned construction, in an amount not to exceed $16,515. (This recommendation reflects the Village's existing agreement with Covad to maintain and support the Village's wireless network. (The existing five-year contract extends from September 9, 2003 through September 9, 2008. (The Village consistently receives solid and reliable service from this vendor. Agenda for VB Meeting 06-19-07 4 (A report from the Information Systems Administrator, recommending approval, is attached.) K) Consideration to concur with the prior authorization to waive the formal bidding process and award a professional service contract to the following organizations: • AT&T, of Chicago, IL as sole source vendor for the relocation of local telephone service at 901 Wellington from the lower level of the Police complex to the lower level of the Municipal Complex in an amount not to exceed $14,540; and • C.A. Riley Electric, of Elk Grove Village, IL as the lowest proposal for the trenching, installation and connection of a transformer to the Biesterfield Fire Station in an amount of$50,630. (The Village is currently in a five-year contract with AT&T for local telephone service. (This request includes the relocation of all the lines and equipment along with installing several new 200 pair cables to the new location in the Municipal Complex. (There are no alternative prices available because of the current contract. (ComEd power feeds both the Biesterfield Fire Station and the Police facility. The installation of a new power line from a transfer switch near the front of 101 Biesterfield needs to be done prior to power being severed to the current Police facility to avoid a delay in construction at the Municipal Complex. (MTI contacted three electrical contractors for quotes. Upon review of the submitted bids, it was determined that C.A. Riley Electric was the most responsive and responsible bidder. (C.A. Riley has done previous work in and around the Municipal Complex and is very familiar with the electric grids in the Municipal Complex. (A report from the Village Manager, recommending approval, is attached.) L) Consideration to award a construction contract to Amber Mechanical Contractors, Inc. of Alsip, Illinois for the complete maintenance of all heating, ventilating and air-conditioning equipment (HVAC) for ten (10) Village-owned buildings in an amount not to exceed$58,686.00. (Bid documents were obtained by many potential bidders of which three (3) submitted bids. Upon review of the submitted bids, it was determined that Amber Mechanical Contractors, Inc. was the most responsive and responsible bidder. (Reference calls were made to six (6) municipalities of which four (4) responded. The four that responded claimed that the service with Amber Mechanical Contractors dating from 1995 to the present was very favorable. (This bid period is for 10 months for the period July 1, 2007 through April 20, 2008. (This contract contains a provision for only two (2) months of coverage at the current Police complex and the remaining eight months at the temporary Police complex at 321 Bond. (A report from the Director of Finance, recommending approval, is attached.) Agenda for VB Meeting 06-19-07 5 M) Consideration to waive the formal bidding process and award a purchase contract to Kale Uniform Company of Chicago, IL for twenty-three (23) Protective Apparel Company of America (P.A.C.A.) ballistic vests, Model RTGS2 in an amount not to exceed $12,075. (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 Police Department's sole source vendor, Kale Uniforms Company is by virtue the only authorized P.A.C.A. dealer to offer an"add-on"package. (The add-on package includes the following items: additional vest cover, mesh T-Shirt, lighter protection plate, and waterproof carrying case. (The Police Department has applied for a grant with the Federal Government's Department of Justice, for reimbursement for up to 50% of the cost of these vests. The status of the grant application is not available at this time. (A report from the Deputy Chief of Police, recommending approval, is attached.) N) Consideration to award a construction contract to Martam Construction, Ine.of Elgin, IL for the 2007 Drainage Improvement Project in the amount of $219,152 from the Capital Projects Fund. (Bid documents were obtained by five (5) potential bidders, of which four (4) submitted bids. Upon review of the submitted bids, it was determined that Martam Construction, Inc. was the most responsive and responsible bidder. (Martam Construction Inc. has performed work for the Village in 1998, 1999, 2000, and 2004. The quality of their work for the Village was exceptional. Their projects were completed on time and within authorized costs. (The 2007 Project includes street inlet improvements on William Clifford Lane and Wood Trail. The Engineer's estimate of cost for the project was $246,843. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) O) Consideration to increase the FY 2007-08 Capital Projects Fund in the amount of$3 million to pay for projected costs associated with the Police Department relocation and facility tear-down through August. (The budget increase is necessary to fund the costs associated with Police Department relocation and building tear-down while total budget costs are being developed for the new facility. (A report from the Chief of Police recommending approval is attached.) Agenda for VB Meeting 06-19-07 6 P) Consideration to approve an increase to the Fiscal Year 2008 Budget for the rollover of outstanding encumbrances from Fiscal Year 2007 Budget in a total amount of $9,142,311. (This is the eighth 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 Fiscal Year 2007 budget totals $9,142,311, for a total Fiscal Year 2008 budget of$83,072,938. (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.) Q) Consideration to adopt Resolution No. 39-07 (attached) authorizing the Mayor and Village Clerk to execute a sub-grant agreement between the County of Cook and the Village of Elk Grove Village for the acceptance of Homeland Security equipment to be housed in Elk Grove Village. (The Village has accepted a Homeland Security equipment grant for: • one solar powered portable message board with remote programming, • one Wells Fargo trailer, including cabinets, top and bottom cabinets, and L.E.D. lights; and • a total of 32 type II traffic barricades, 50 type I traffic barricades, 80 large orange traffic cones, 8 road closed signs, 100 empty sandbags. (The total value of the above-stated equipment is $34,560.00. (The Village will commit to accepting the title to the equipment. (The Village will commit to insure, identify and train users for this equipment, be willing to transport this equipment to any community that requests its use, and maintain the equipment for at least three years. (Passage of this resolution is required in order to receive the listed equipment from Homeland Security grant funds. (A report from the Chief of Police, recommending approval, is attached.) R) Consideration to adopt Resolution No. 40-07 (attached) ascertaining the prevailing rate of wages for work 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.) Agenda for VB Meeting 06-19-07 7 S) Consideration to adopt Ordinance No. 3130 (attached) amending Title 8, Chapters 3A, 3B, 3C, 3D, 3E, 3F, and adding thereto Chapters 3G, 3H, and 3I of the Building Activity Code of the Village Code of the Village of Elk Grove Village. (The proposed regulations replace the 1996 editions of the regulations which are currently in use. (The new codes reflect improvements to the standards used for approving building construction within the Village. (The following codes would be updated: International Residential Code, International Building Codes, National Electrical Code, International Plumbing Code, Illinois State Plumbing Code, International Mechanical Code, International Fuel Gas Code, and the International Property Maintenance Code. (A report from the Director of Engineering & Community Development, 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 Czarnik Agenda for VB Meeting 06-19-07 8 16. PLAN COMMISSION - Village Manager Rummel a. Public Hearing to consider annexation and rezoning to A-2 Multiple Family Residence District of approximately 4.7 acres and re-subdivision of property into individual lots for the construction of townhomes with various requests for variations from the Village Code at property located on Meacham Road, south of Biesterfield Road (P.H. June 20, 2007) 17. ZONING BOARD OF APPEALS -Village Manager Rummel a. ZBA Docket 07-2 — Request a variation to permit the construction of a fence extending twelve feet (12') beyond a line extended from the nearest front comer of the principal building on the adjacent single-family lot at 1810 Baltimore Drive. (PH 7-05-07) 18. REPORTS OF OTHER BOARDS COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Health & Community Services Board - Trustee Czarnik 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—Mayor Johnson 19. ORDINANCES RESOLUTIONS AND COMMUNICATIONS - Village Clerk None 20. UNFINISHED BUSINESS VILLAGE BOARD None VILLAGE ATTORNEY a. Prepare a Gaming Ordinance 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS None 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. Agenda for VB Meeting 06-19-07 9 c: Johnson (2), Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp, Jacobsen, Walsh(6)