HomeMy WebLinkAboutAGENDA - 07/17/2007 - VILLAGE BOARD MEETING AGENDA A
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AGENDA
REGULAR VILLAGE BOARD MEETING
July 17, 2007
7:00 p.m.
1. Call to Order
2. Pledge of Allegiance
3. Approval of Minutes of June 19, 2007
4. Mayor and Board of Trustees' Report
5. Accounts Payable Warrant: July 17, 2007/$1,783,468.26
June 30, 2007/$471,448.55
6. CONSENT AGENDA
A) Consideration of a request (attached) from Alexian Brothers Medical Center to waive
permit fees for their powerhouse expansion project in the amount of$114,115.
(The expansion will support the equipment necessary for heating and air
conditioning of the new bed tower.
(It has been past practice of the Village Board to grant fee waivers for Alexian
Brothers Medical Center and non-profit organizations.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
B) Consideration of a request (attached) from the Living Hope Church to waive permit
fees for the demolition phase of their remodeling project in the amount of$91.00.
(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.)
C) Consideration of a request from Queen of the Rosary (attached) to waive the
temporary Class A Liquor License and all other associated fees for the annual
"Bistro" fundraiser to be held on Friday, September 14 and Saturday, September 15,
2007 in the amount of$3,000.00.
(The Queen of Rosary Church is seeking a waiver of a temporary Class A
Liquor License ($2,900) and a temporary Food Caterers License ($100) for a total
waiver of$3,000.
(It has been past practice of the Village Board to grant fee waivers for
governmental and non-profit organizations.
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(A report from the Village Clerk, recommending approval, is attached.)
D) Consideration of a request from the Elk Grove Chamber of Commerce (attached) to
waive the temporary Class D Liquor License and all other associated fees for their
Annual Octoberfest to be held on Friday, September 28, 2007 in the amount of
$2,200.00.
(The Elk Grove Chamber of Commerce is seeking a waiver of a temporary
Class D Liquor License ($2,100) and a temporary Food Caterers License ($100) for
a total waiver of$2,200.
(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.)
E) Consideration of a request from the Salvation Army (attached) to waive the
Village's vehicle sticker fee for the period May 1, 2007 through April 30, 2008 in
the amount of$845.00
(The Salvation Army is seeking a waiver of 2 Passenger Vehicle stickers ($40),
1 Class B sticker ($40), 9 Class D/F stickers ($585), and 2 Class H/J/K stickers
($180) for a total waiver of$845.00.
(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.)
F) Consideration of a request from the School District 59 Foundation to authorize the
hosting of a circus event and provide associated fee waivers for the Kelly Miller
Circus at the Lutheran Church of the Holy Spirit for an event to be held on Friday,
September 14, and Saturday, September 15, 2007 in the amount of$375.00.
(The District 59 Foundation receives a portion of the proceeds from the ticket
.sales for the circus.
(The Foundation is planning to hold the circus at the Lutheran Church of the
Holy Spirit, and is planning two (2)performances on two (2) days.
(Kelly Miller Circus operates a one-ring circus under a big-top tent. Shows
will be scheduled at 4:30 p.m. and 7:30 p.m. on Friday, September 14, and 2:OOp.m.
and 5:30 p.m. on Saturday, September 15. The circus will arrive and set-up on the
morning of September 14th. They will leave by 7:00 a.m. on Sunday, September 16.
(The operating Departments reviewed the request and have no objection.
(The fee waiver amounts to $375. The District 59 Foundation is a not-for-
profit organization. It has been the past practice of the Village Board to waive fees
for not-for-profit activities.
(A report from the Director of Finance, recommending approval, is attached.)
Agenda for VB Meeting 07-17-07 3
G) Consideration to concur with prior authorization of a request from the Elk Grove
Lions Club to waive the fee for use of a fire hydrant for non-firefighting purposes
for their 4th of July celebration in the amount of$75.00.
(The fee requested to be waived is Fire Hydrant Deposit and Connection($75).
(It has been past practice of the Village Board to grant fee waivers for
governmental and non-profit organizations.)
H) 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 five feet (5')
on the northeast part of the ten foot (10')public utility easement at 939 David Lane.
(The property owners are seeking a variation to construct a shed within a
public utility easement. ComEd, Nicor Gas, AT&T, 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.)
I) Consideration to grant a variation from the Village Code, Section 8-12B-1-1D,
"Easements", to permit the construction of a garage which will encroach four feet
(4') into a ten foot (10') public utility easement on the north side of the lot at 934
Carswell Court.
(The property owners are seeking a variation to construct a garage within a
public utility easement. ComEd, Nicor Gas, AT&T, 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.)
J) Consideration to waive the formal bidding process and award a purchase contract to
Shore Galleries of,Lincolnwood, IL for the purchase of 60,000 rounds of carbine
.223 ammunition in an amount of$11,623.00.
(The specific description is Federal, American Eagle .223 REM cal., 55 grain,
FMJ A#AE223 at a price of $193.72 per thousand rounds, which reflects State
contract#4013902.
(Most other suppliers cannot handle the quantity we need and/or have limited
inventory.
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(Shore Galleries has been a major supplier for the Police Department's past
ammunition requests over the years and regards the Police Department as a preferred
customer.
(Reports from the Chief of Police & Director of Finance, recommending
approval, are attached.)
K) Consideration to award a service contract to SKC Construction, Inc. of West Dundee,
IL for crack sealing of Village streets in an amount of$20,000.00.
(The Northwest Municipal Conference (NWMC), through their Joint
Purchasing, opened bids and received four responses. The crack sealing contract was
awarded to SKC Construction, Inc. who was the lowest responsive and responsible
bidder.
(The NWMC program allows the Village to obtain exceptional pricing under
this agreement by added volume of joint municipal participation.
(A report from the Director of Public Works, recommending approval, is
attached.)
L) Consideration to award a service contract to D.A.S. Enterprises, Inc. of Elk Grove
Village, IL to haul and dispose of non-toxic debris from Village properties in the
amount not to exceed $126,000.00.
(The bid was opened on Tuesday, June 5, and a total of three bids were
submitted.
(Upon review of the bids submitted, D.A.S. Enterprises, Inc., was determined
to be the lowest responsive and responsible bidder.
(The Director of Public Works was able to contact 3 of 5 listed references and
received positive response from those contacted.
(Adequate funds are budgeted in the General and Water/Sewer Funds for this
purpose.
(A report from the Director of Public Works, recommending approval, is
attached.)
M) Consideration of the following:
• to award a blanket purchase contract on an as needed basis to the lowest
responsive and responsible bidder, Koz Trucking, Inc. of Medinah, IL to furnish
the following in the amount not to exceed $16,544.75:
a) 1,000 tons of CA-6, Grade 8 limestone at $13.00 per ton,not to
exceed $13,000.00.
b) 100 tons of CA-6, 3" limestone at a delivered unit cost of$16.00 per
ton, not to exceed $1,600.00.
C) 70 tons of#4 sand at$12.00 per ton, not to exceed $840.00
d) 46 tons of 1 %2"washed gravel at$16.00 per ton, not to exceed
$736.00; and
e) 25 tons of 3/4"crushed gravel at$14.75 per ton, not to exceed
$368.75; and
Agenda for VB Meeting 07-17-07 5
to award a blanket purchase contract on an as needed basis to the lowest
responsive and responsible bidder, Beverly Materials of Elgin, IL to famish the
following in the amount not to exceed $42,840.00:
a) 3,000 tons of CA-6, Grade 9 gravel at $13.75 per ton, not to exceed
$41,250.00; and
b) 150 tons of#2 torpedo sand at$10.60 per ton, not to exceed
$1,590.00.
(Bid documents were obtained by three potential bidders, of which three
submitted bids. The bid document was designed to allow the line items to be
awarded individually.
(Upon review of the bids submitted, Koz Trucking, Inc. and Beverly Materials
bid the exact same amount for the grade 9 gravel. A coin toss was selected as a
determining factor.
(Koz Trucking, Inc. was determined to be the lowest responsive and
responsible bidder for the Grade 8 gravel, 3" limestone, #4 sand,' I %" washed stone
gravel, and 3/4"crushed gravel.
(In addition, Beverly Materials was found to be the lowest responsive and
responsible bidder for the Grade 9 gravel and#2 torpedo sand.
(Earth Inc. was found to be the lowest responsive and responsible bidder for
topsoil and the hauling and disposal of non-toxic debris but refused the opportunity
to extend the contract.
(Adequate funds are budgeted in the General and Water/Sewer Funds for this
purpose.
(A report from the Director of Public Works, recommending approval, is
attached.)
I) Consideration to waive the formal bidding process and award a service contract to
Enviro-Test/Perry Laboratories, Inc. of Willowbrook, IL for analytical testing of the
water supply and water distribution system in the amount of$16,547 from the Water
& Sewer Fund.
(In order to determine the most cost-effective testing service, written
quotations were received from two IEPA approved laboratories and compared to the
State's price.
(Enviro-Test/Perry Laboratories, Inc. has satisfactorily performed similar
testing for the Village in previous years.
(Adequate funds have been budgeted and are available in the Water & Sewer
Fund account for this expense.
(A report from the Fire Chief, recommending approval, is attached.)
O) Consideration to award a purchase contract to Science Diving & Environmental Co.
of Ann Arbor, MI for the purchase of a Kongsberg Circular Sonar System in the
amount of$44,395 from the Foreign Fire Insurance Fund.
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Agenda for VB Meeting 07-17-07 6
(This machine will be purchased through Science Diving & Environmental
Co.,the sole authorized vendor of the circular sonar units in the Midwest.
(The Finance Department solicited two additional quotes to ensure that the
pricing offered was competitive.
(Fire Departments have experienced the loss of lives while attempting rescues
that involve "blind" underwater searches. This device will increase the safety of the
Fire Department's Dive Team.
(Adequate funds have been budgeted for this item under the 2008 Foreign Fire
Insurance Board budget.
(Reports from the Director of Finance and Fire Chief, recommending approval,
are attached.)
P) Consideration to waive the formal bidding process and award a service contract to
Kidde Fire Trainers of Fair Lawn, NJ for servicing the Fire Department's
Symtron/Kidde fire simulation units at a cost of$10,500.
(Kidde Fire Trainers is the manufacturer of this complex system and has been
providing annual preventative maintenance since the system's installation in the
Oakton Fire Training facility in 2001.
(Adequate funds have been budgeted and are available for this expense.
(Reports from the Fire Chief and Director of Finance, recommending approval,
are attached.)
Q) Consideration to waive the formal bidding process and award a purchase contract to
5-Alarm Fire & Safety Equipment, LLC, of Fort Atkinson, WI for the purchase of a
Hurst Telescoping Ram Set for the Tower Ladder truck at a cost of$16,500.99 from
the Foreign Fire Insurance Fund.
(The Fire Department is standardized with Hurst tools so that they can operate
together as a single system.
(The exclusive northern Illinois dealer of Hurst equipment is 5-Alarm Fire &
Safety Equipment, LLC.
(Adequate funds have been budgeted and are available for this expense.
(A report from the Fire Chief,recommending approval, is attached.)
R) Consideration to award a purchase contract off the State of Illinois joint purchase
program to German Bliss Equipment of Princeville, IL for a Polaris 6x6 all-terrain
vehicle (ATV) in the total amount of$11,115.99.
(These vehicles are offered on the State of Illinois joint state purchase program
available to all local municipalities under Contract #4014148.
(Spare wheels & tires, a poly roof, and a brush guard are included in the total
cost.
(This vehicle will aid 'in reaching an emergency location that an ambulance
cannot maneuver.
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(Adequate funds are budgeted in the Foreign Fire Insurance Board budget for
this purpose.
(A report from the Fire Chief, recommending approval, is attached.)
S) Consideration to increase the Fiscal Year 2007-2008 General Fund budget to cover
the expense to be incurred for the Assistance to Firefighters Grant from Federal
Emergency Management Agency (FEMA) in the amount of $61,160, for the
purchase of personal protective gear and safety equipment.
(The increase is needed for accounting purposes to cover the expense for the
purchase of additional personal protective gear and safety equipment.
(The expenses incurred for the additional protective gear is fully reimbursed at
a rate of 90%by the FEMA grant funds.
(A report from the Fire Chief, recommending approval, is attached.)
T) Consideration to award a service contract to Tasty Catering of Elk Grove Village, IL
to provide catering services for the Tour of Elk Grove sponsor dinner on Friday,
August 10, 2007 in an amount not to exceed $13,000, from the Industrial
/Commercial Revitalization Fund.
(Village Board approval is required as the contract exceeds $10,000.
(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.)
U) Consideration to concur with the prior authorization to award a professional service
contract to the following organizations:
• Meridian Industrial of Lake Bluff, IL as the lowest responsive and responsible
bidder for demolition work of the existing Police Station for the Administrative
and Public Safety Complex in an amount of $283,258.00 from the Capital
Project Fund, less any applicable credit;
• Lorig Construction Co. of Des Plaines, IL is the lowest responsive and
responsible bidder for sheet piling work to be done for the Administrative and
Public Safety Complex in an amount of $317,500.00 from the Capital Project
Fund;
• To authorize MTI Construction Services, LLC of Elgin, IL to solicit proposals
and award a contract for the relocation of the Biesterfield Fire Station's sanitary
sewer in an amount not to exceed $95,000 from the Capital Projects Fund; and
• To assign the Demolition and Sheet Piling contracts to MTI Construction
Services for administration, management, coordination, scheduling and other
responsibilities required for the construction of the Administration & Public
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Agenda for VB Meeting 07-17-07 8
Safety Complex in accordance with the Demolition and Sheet Piling contracts
awarded by the Village of Elk Grove Village.
(MTI solicited and received ten (10) pre-qualification packages for trade bidders
to perform demolition and sheet piling work for the new Administration and Public
Safety Complex. The Village received four(4) bid proposals for Phase I work
(Upon review of the submitted bids by the Village and MTI, it was determined
that Meridian Industrial was the most responsive and responsible bidder for
demolition work and that Lorig Construction was the most responsive and
responsible bidder for sheet piling.
(Included in the bid amount for demolition was $95,000 for the relocation of the
Biesterfield Fire Station's sanitary sewer. MTI believes that they can obtain this
service for a lower cost.
(Therefore, they are requesting approval to apply the credit towards the
Demolition trade award and solicit Site Utility trade companies to bid this work.
(A report from the Chief of Police, recommending approval, is attached.)
V) Consideration to reject the construction bid from Lyons Electric Company of
LaGrange, IL, for the Rohlwing Road/Biesterfield Road Pedestrian Signal Project in
the amount of$58,899.60.
(On Tuesday, July 3, the Village opened sealed bids for the Rohlwing
Road/Biesterfield Road Pedestrian Signal Project in the amount of $58,899.60.
(The project consists of the installation of pedestrian signals at the existing
intersection.
(Two (2) contractors obtained bid documents and one (1) contractor submitted
a bid. The bid was received from Lyons Electric Company in the amount of
$58,899.60.
(The Engineer's estimate of cost for the project was $26,740 and several
individual bid items were exorbitant.
(It appears that the abundance of electrical work in neighboring communities
may have caused the low response. The Director of Engineering & Community
Development will rebid the project this fall.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
W)Consideration to adopt Resolution No. 41-07 (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 951 Nicholas.
(Beltrami Enterprises currently owns a facility at this site and intends to
construct an addition onto their existing building.
(Beltrami Enterprises will invest approximately$300,000 into the facility.
(This addition will create 4 additional full time employment opportunities and
2-3 part time employment opportunities.
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Agenda for VB Meeting 07-17-07 9
(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 substantial renovation to an existing building.
(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, recommending
approval, is attached.)
X) Consideration to adopt Resolution No. 42-07 (attached) authorizing the Mayor and
Village Clerk to execute a Letter Center Agreement between Federal Express and
the Village of Elk Grove Village.
(The agreement shall be for a three-year period, effective January 1, 2008.
(Federal Express agrees to pay the Village of Elk Grove an annual fee of
$3,575 for the installation of eleven (11) Letter Centers in rights-of-way.
(The per box fee is $325. The Village has standardized agreements for all
carriers at this per box rate.)
Y) Consideration to adopt Resolution No. 43-07 (attached) authorizing the retainage of
Bond Counsel and a Financial Advisor for the sale of approximately $30,000,000 of
General Obligation Bonds to cover associated with the construction of the Village of
Elk Grove Village's new Administration and Public Safety Complex.
(At the June 19, 2007 Committee of the Whole, Staff was directed to seek
General Obligation Bonds for the construction of the Administration and Public
Safety Complex.)
(Professional services were selected on a competitive basis.
(A report from the Director of Finance, recommending approval, is attached.
Z) Consideration to adopt Resolution No. 44-07 (attached) approving the Plat of
Subdivision identified as Elk Grove Theatre subdivision (1040-1050 Arlington
Heights Road.
(This item was discussed at the August 15, 2006, Village Board meeting under
the Plan Commission report.
AA) Consideration to adopt Ordinance No. 3131 (attached) establishing a local gaming
commission and establishing rules and regulations for Off-Track Betting Facilities in
the Village.
(This ordinance will amend the Chapter 3, Liquor Control, of Title 3 Business
and License Regulations by adding a new section titled, 3-3-13 Off-Track Betting
Facilities.)
Agenda for VB Meeting 07-17-07 10
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
a. Single-Family Rental Housing Regulations
10. PERSONNEL COMMITTEE-Trustee Feichter
a. Health Insurance
11. RECYCLING& WASTE COMMITTEE
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
a. PC Docket 07-1 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) (cont'd. to August 2007 —
TBA)
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 corner of
the principal building on the adjacent single-family lot at 1810 Baltimore Drive.
(PH 7-05-07)
Agenda for VB Meeting 07-17-07 11
b. ZBA Docket 07-3 — Request for a variation that would allow replacement of an
existing fence that would extend approximately twelve (12) feet beyond a line
extended from the nearest front corner of an adjacent single-family residential lot
at 1715 Biesterfield Road. (PH— August 2, 2007)
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
£ Bike Race Update—Mayor Johnson
g. Administrative/Public Safety Complex Construction—Mayor Johnson
19. ORDINANCES RESOLUTIONS AND COMMUNICATIONS - Village Clerk
20. UNFINISHED BUSINESS
VILLAGE BOARD
VILLAGE ATTORNEY
a. Prepare a Gaming Ordinance
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, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan,
Boffice, Cavallini, Cech,Knickerbocker, Miller, Schmidt, Tromp, Jacobsen, Walsh
(6)