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Home My WebLink AboutAGENDA - 09/11/2007 - VILLAGE BOARD AGENDA Next ORD: 3135 (3137) Next RES. 49-07 (49-07) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING September 11, 2007 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance 3. Approval of Minutes of August 21, 2007 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: August 31, 2007 / $542,595.06 September 11, 2007 / $1,102,013.51 6. CONSENT AGENDA A) Consideration of a request from the Living Hope Church (attached), to waive permit fees for their Coffee & Commons Area remodeling project at 777 Meacham Road, in the amount of$340.50. (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 and Community Development, recommending approval is attached.) B) Consideration of a request (attached) from the Alexian Brothers Medical Center to waive pennit fees for their Storage Addition Project for the Medical Mall and Patient Bed Tower in the amount of$2,259.50. (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 and Community Development, recommending approval is attached.) C) Consideration of a request (attached) from Elk Grove High School to waive fees in the amount of$50 to hold their annual homecoming parade on Thursday, September 27, 2007. (The parade will take place on Thursday, September 27 at 6:00 p.m. Agenda for VB Meeting 09-11-07 2 (The parade route begins at the Elk Grove High School back parking lot and leads down Lions Drive crossing Elk Grove Boulevard, right down Middlebury Lane, left on Victoria Lane, left on Ridge Avenue, left on Tower lane, left on Elk Grove Boulevard, and finally a right back onto Lions drive and into the Elk Grove High School parking lot. (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 Finance, recommending approval, is attached.) D) Consideration to authorize Deputy Police Chief Dion Zinnel to attend the FBI National Academy in Quantico, VA from September 28, 2007 through December, 15 2007 at an estimated cost of$4,246.00. (The FBI National Academy is a hallmark of continuing education for Police executives around the world. (Deputy Chief Zinnel was selected on a competitive basis to attend this training. As the training exceeds $2,000, Village Board approval is required.) E) Consideration to concur with the prior authorization to award a construction contract to the following: • Neri Brothers Construction, Inc. of Itasca, IL for the site utility relocation for the Administration & Public Safety Complex in an amount not to exceed $346,000; and • Plaza Excavating of Dundee, IL for the excavation work for the Administration &Public Safety Complex in an amount not to exceed$531,040. (MTI solicited and received seventeen (17)pre-qualification packages for trade bidders to perform Phase II work for the new Administration and Public Safety Complex. The Village received seven (7) bid proposals for site utility relocation and two (2)bid proposals for the excavation. (Upon review of the submitted bids by the Village and MTI, it was determined that Neri Brothers Construction was the most responsive and responsible bidder for the site utility relocation and that Plaza Excavating was the most responsive and responsiblc bidder for the excavation work. (A report from the Chief of Police, recommending approval, is attached.) F) Consideration to authorize the following items to remediate the storm damage that occurred on August 2.3 and August 24, 2007: • To increase an existing contract with St. Aubin's Nursery of Kirkland, IL to provide an additional 160, 4" caliper parkway trees for planting this fall to replace parkway trees damaged during the storm in the amount of$79,680 for a total contract amount.of$1.54,380; Agenda for VB Meeting 09-11-07 3 • To concur with the Village Manager's emergency authorization to engage Powell Tree Care of Elk Grove Village, IL and Landscape Concepts of Grayslake, IL to assist in parkway tree clean-up and removal in an estimated amount of$100,000; and • To increase the General Fund by$250,000 to cover expenses associated with the storm clean-up and planting of new parkway trees. (The storms damaged over 300 parkway trees and will necessitate the removal of another 160 parkway trees. (Powell Tree Care and Landscape Concepts were hired on an emergency basis to remove trees and limbs from parkway trees damaged during the storm. Both firms continue to have crews working in the Village on high branch removal and large tree chipping and the amount of the total emergency contract is an estimate. (In addition, the Public Works Department experienced $50,000 in overtime costs during the clean-up and other Departments have experienced overtime costs during and after the storm events. (The budget increase will be utilized to ensure that Public Works has sufficient funds available for winter storm overtime activity this winter. (Following past storms, the Village has received funding of approximately 70% from FEMA. The Village will be filing a similar request due to this storm.) G) Consideration to increase the Fiscal Year 2007-2008 Recycling Fund budget to cover expenses to be incurred for the first year of a tree harvesting agreement with St. Aubin's Nursery of Kirkland, IL in the amount of$83,333.00. (The increase is needed for accounting purposes to cover the first annual installment. (A report from the Director of Finance, recommending approval, is attached.) H) Consideration to award a purchase contract off the Illinois State Contract Pricing to Landmark Ford of Springfield, IL for the purchase of one rear wheel standard 4- wheel drive pickup truck in the amount of$39,260.00 from the Capital Replacement Fund and one single rear wheel 2 wheel drive standard pickup tnick in the amount of $24,895.00 in the General Fund for a total of$64,245.00. (The Fiscal Year 2007/2008 Budget includes the replacement of two (2) pickup trucks. (These vehicles are currently on the State of Illinois Purchasing Contract through the lowest bidder, Landmark Ford of Springfield, IL. (Reports from the Fire Chief, Director of Finance, and Director of Public Works, recommending approval, are attached.) I) Consideration to award a service contract to Holiday Designs, Inc., of Plainfield, IL for the annual holiday lighting service in a total contract amount not to exceed $25,085.00. Agenda for VB Meeting 09-11-07 4 (In 2005, the Village went out to bid for holiday decorating services. Upon review of the submitted bids, Holiday Designs was determined to be the lowest responsive and responsible bidder. (This would be the third year of a five-year contract. (Holiday Designs has provided excellent service for the past seven years. (There is a reduction in price this year due to construction of the new Administration and Public Safety Complex. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached.) J) Consideration to award a professional service contract to HDR Engineering of Chicago, IL for design services for the Devon Avenue Sanitary Sewer Rehabilitation in an amount not to exceed $26,600 from the Water/Sewer Fund. (Due to traffic and utility conflicts the "jack & bore" method is most appropriate for the section requiring replacement. (The complexity of this method, both in distance and required precision, are outside of the Village's experience. (Due to their knowledge and familiarity with the sections to be rehabilitated HDR Engineering was asked to provide a proposal for design and development of specifications for bidding. (A review of HDR's proposal reflects an understanding of the project and elimination of some of the preliminary steps normally required in a project of this nature. (Their proposed costs have been reviewed and found to be fair and competitive for the services to be provided. (Adequate funds are budgeted and available in the Water& Sewer Fund. (A report from the Director of Public Works, recommending approval, is attached.) K) Consideration to adopt Ordinance No. 3135 (attached) granting a variation of section 3-7:13.3 of the zoning ordinance to permit the construction of a fence which would extend approximately twelve (12') feet beyond the line extended from the nearest front confer of the principal building location on the adjacent single-family lot for property located at 1715 Biestertield Road. (This item was discrnsscd at the August 21 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) L) Consideration to adopt Ordinance No. 3136 (attached) granting a variation of section 3-7:13.3 of the zoning ordinance to permit the construction of a fence which would extend approximately twenty three (23') feet beyond the line extended from the nearest front corner of the principal building location on the adjacent single-family lot for property located at 102 Buckingham Court. Agenda for VB Meeting 09-11-07 5 (This item was discussed at the August 21 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) 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 -Trustee Franke 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 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) Agenda for VB Meeting 09-11-07 6 17. ZONING BOARD OF APPEALS -Village Manager Rummel a. ZBA Docket 07-5 — Variation request to construct a fence extending twenty-seven feet beyond a line extended from the nearest front corner of the principal building located on the adjacent single-family residential lot on property located at 872 Maple Lane, Elk Grove Village, IL (PH 8-30-07) b. ZBA Docket 07-6 — Variation request to permit the construction of a structure to join two existing buildings and encroach into the ten foot (10') required side yard at each parcel located at 2101 Greenleaf Avenue and 2001 Greenleaf Avenue (PH 9-20-07) 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 h. Tree Removal and Replacement Program—Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD a. Proposed Signage for TOPA Restaurant, Elk Grove Town Center, which is carried over from the August 21 Regular Agenda. VILLAGE ATTORNEY a. Prepare an ordinance for a fence variation at 1715 Biesterfield Road. (ZBA Docket #07-3) b. Prepare an Ordinance to grant a fence variation at 102 Buckingham Court (ZBA Docket#07-4) 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. Agenda for VB Meeting 09-11-07 7 c: Johnson (2), Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallim, Cech, Knickerbocker, Miller, Schmidt, Tromp, Jacobsen, Walsh (6) Addendum to Regular Village Board Agenda September 11,2007 7:00 p.m. 6. CONSENT AGENDA(continued) M) Consideration to award a construction contract to Elliot Construction Corporation of Glen Ellyn, IL for Phase H Building Concrete work in an amount not to exceed$1,489,000.00. (MTI solicited and received five (5) pre-qualification packages for the concrete trade bidders. The Village received two (2) bid proposals for Phase II Building Concrete work. (The two (2) trade bidders that participated were subsequently interviewed to verify that the scope of work included in their bid proposal was in compliance with the plans, specifications and contract documents. (Upon review of the bid documents, it was determined that Elliot Construction was the most responsive and responsible bidder. (A report from the Chief of Police, recommending approval, is attached.) c: Johnson (2), Czarnik, Franke, Feichter, Lissner, Petri, Prochno, Rummel„ Roan, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp, Jacobsen, Walsh(6)