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HomeMy WebLinkAboutAGENDA - 04/25/2000 - VILLAGE BOARD Next ORD: 2746 (2752) Next RES. 12-00 (14-00) Recess: 9 p.m. AGENDA REGULAR VILLAGE BOARD MEETING April 25, 2000 1. Call to Order 2. Invocation (The Reverend Rodney L. Pickett, Pastor, Wesleyan Community Church) 3. Approval of Minutes of April 11, 2000 4. President and Board of Trustees ' Report S. Accounts Payable Warrant: April 25, 2000 6. CONSENT AGENDA A) Consideration of a request from La Magdalena Restaurant to erect a temporary tent on the west side of their building for outdoor activities during the Cinco de Mayo celebration on Friday, May 5, 2000. (La Magdalena requests this temporary structure for the day of May 5, 2000 over an outdoor seating area accommodating no more than ten tables. Village Board authorization is needed for special events. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) B) Consideration of a request from Tapalpa Restaurant, 770 Arlington Heights Road, to erect a temporary tent enclosing the deck on the east side of the restaurant from Thursday, May 4, through Saturday, May 6. (The proposed tent will be located around the existing outdoor seating area and will not take up any required parking spaces on the site. The Department of Engineering & Community Development has reviewed this request and does not anticipate any zoning problems or other detrimental effects on surrounding properties. This activity is similar to other seasonal displays or events that have previously been approved. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) C) Consideration to authorize a public hearing before the Plan Commission to hear the petition of Pre-Finish Metals to allow the construction and operation of a Day Care facility, in an industrial zoned district. Agenda for VB Meeting 04-25-00 2 (Pre-Finish Metals has petitioned the Village to construct a Day Care Center near its manufacturing facility at 2200 Pratt Boulevard. (This requires consideration of a text amendment to the Zoning Ordinance to add "Day Care Center" as an allowable Special Use in the I-1 and I-2 Industrial zoning districts. (In addition, this requires the issuance of a Special Use permit to Pre-Finish Metals if the text amendment is approved, and approval of a Special Location -Plan to allow off-site employee parking because a building addition is planned which would displace approximately 76 existing parking spaces. (If approved, a public hearing will be scheduled in accordance with the Plan Commission's schedule. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) D) Consideration to authorize a public hearing before the Plan Commission to hear the petition of Krispy Kreme Doughnuts to annex land and expand an existing building on Devon Avenue to operate a doughnut production and retail facility. (Krispy Kreme Doughnuts is the contract purchaser of two contiguous properties on Devon Avenue, one of which is zoned B-2 General Business, the other being in unincorporated Cook County. Krispy Kreme intends to annex the unincorporated property under the B-2 zoning district and resubdivide into one lot. (A text amendment to the Zoning Ordinance will need to be considered to allow the production, distribution, and sales of food products as a Special Use in the B-2 zoning district. (If approved, a public hearing will be scheduled in accordance with the Plan Commission's schedule. ) E) Consideration to authorize a public hearing before the Plan Commission to hear the petition of Walter Mulica, contract purchaser of a building at 2201 Estes Avenue, for a Special Use Permit to operate a meat processing plant in an I-2 Industrial zoning district. (The petitioner is proposing to acquire the above- referenced property for the purpose of operating a U.S.D.A. approved meat processing plant. The Zoning Ordinance includes food processing as a permitted Special Use in I-2 Industrial districts. (If approved, a public hearing will be scheduled in accordance with the Plan Commission's schedule. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) Agenda for VB Meeting 04-25-00 3 F) Consideration of the following: • to approve the Balancing Change Order for the Rohlwing Road and Cosman Road Bituminous Sidewalk Improvement Project for a net decrease of $2,554; and • to approve a Final Pay Estimate of $2, 605.17 for this project. (The contractor for this project, Brother's Asphalt Paving, Inc. , has completed all work related to the above- referenced project. The Department of Engineering & Community Development has inspected and accepted the improvements. (The project was completed at a total cost of $35,339, which is 6. 7% below the bid price of $37, 893. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) G) Consideration to award a professional service contract to Earth Tech for the Phase 1 Engineering Studies for the Streambank Stabilization of Salt Creek from Arlington Heights Road to Devon Avenue in a total amount not to exceed $28,550. (Phase 1 Engineering Studies include the preparation of a project development report identifying recommended stabilization techniques and adjacent property impacts along the Creek. (Proposals were solicited from ten engineering firms, of which eight responded. Upon review of the proposals, Earth Tech was determined to have submitted the lowest cost proposal, and to have the project experience needed for this project. (Sufficient funds are budgeted and available for this purpose. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) H) Consideration to renew a professional service contract with HBK Water Meter Service, Inc. , Rolling Meadows, Illinois for the water meter readings for the Village's industrial/commercial accounts for the period May 1, 2000 through April 30, 2001 at a total contract not to exceed $15, 500. Agenda for VB Meeting 04-25-00 4 (HBK is the firm currently under contract with the Village since November 1997. The contract is based on unit prices to read 2,200 inside and outside meters, and the cost for postcard readings during the next fiscal year. (The Public Works Department has been satisfied with HBK's service over the past two years. In addition, by continuing to outsource the meter reading services, the proposed costs remain significantly lower than having Village personnel perform the work. (Reports from the Director of Public Works and the Purchasing Agent, recommending approval, are attached. ) I) Consideration to renew an existing service contract with Dustcatchers, Inc. , Chicago, IL to provide linen and floor mat services in a total contract amount not to exceed $20, 705. (This contract was awarded with options to renew for three additional 12-month periods through the end of FY 01/02. Dustcatchers has provided satisfactory service to the Village for the past four years. (This contract represents no cost increase from last year. (Sufficient funds are budgeted and available for this expense. (Reports from the Director of Finance, Fire Chief, and Director of Public Works, recommending approval, are attached. ) J) Consideration to award a maintenance and time-and-material contract to the lowest responsive and responsible bidder, Lyons/Pinner Electric Companies, Lyons, IL for maintenance of traffic signal and streetlight equipment in a total contract amount not to exceed $23, 632. (Bid specifications were provided to seven potential bidders, of which three responded. Upon review, Lyons/Pinner Electric was determined to be the lowest responsive and responsible bidder. Lyons/Pinner had provided these services in the past and was the contractor which installed the pre-emption system. (The contract covers maintenance and repair of eight Village-owned traffic signals and 153 overhead lights. Repair and damage service calls are included as needed. (Sufficient funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) • s Agenda for VB Meeting 04-25-00 S K) Consideration of the following: • to waive the formal bidding process; and • to renew a service contract with Chicago Communication Services, Inc. , Arlington Heights, IL to maintain the Village's radio communication equipment in a total amount of $30, 056.40. (Chicago Communications has maintained the Village's radio equipment since 1982 and has provided reliable and responsive services. (The total cost represents a $7, 738.20 decrease from last year's contract. (Sufficient funds are budgeted and available for this purpose. (Reports from the Director of Finance, Fire Chief, Chief of Police, and Director of Public Works, recommending approval, are attached. ) L) Consideration of the following: • to waive the formal bidding process; and • to award a rental agreement to Cintas Uniforms, Schaumburg, IL for Public Works uniforms for the period May 1, 2000 through April 30, 2001 in a total amount not to exceed $16,920. (Cintas Uniforms was awarded a three-year rental contract in Fiscal Year 99/00 for the provision of Public Works uniforms. The agreement included an option to renew the contract for an additional three-year period with no increase in cost. (The Public Works Department finds Cinta's response time and replacement policy satisfactory and requests approval to renew their contract for Fiscal Year 2000/2001. (The contract amount includes anticipated costs for 100 lost or damaged uniforms; it remains at the same unit cost as when last bid in FY 96/97. (Sufficient funds are budgeted in the FY 2000/2001 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) M) Consideration of the following: • to waive the formal bidding process; and Agenda for VB Meeting 04-25-00 6 • to award a contract to HTE, Inc. , Lake Mary, FL for technical support and maintenance of the Village's HTE software applications for the period May 1, 2000 through April 30, 2001 in a total contract amount not to exceed $22, 854. (HTE, Inc. supports the financial software utilized for numerous functions, including payroll, water billing, business licensing, accounting, and purchasing. (Sufficient funds are budgeted and available for this purpose. (A report from the Director of Finance, recommending approval, is attached. ) N) Consideration of the following items with an effective date of May 1, 2000. • to authorize a 3.59. value increase to Non-Union Step- Pay Plan positions; • to authorize a 3.5o value increase to Specific Rate Pay Plan positions; • to authorize a Oo to 4.5o merit increase range for Non- Union Merit Salary personnel based on individual performance; • to authorize a Range Movement Pool of $33,339 ($31, 647) for General Fund and $1, 692 for Water & Sewer) for Merit Salary personnel with range movements of Oo and 20 for Merit Employees, funded at a rate of 0. 750 of Merit Salaries; • to establish an annual compensation of $119, 600 for the Village Manager and $117, 600 for the Village Attorney; • to adopt Ordinance No. 2746 (attached) amending the classification and salary plans; the classification plan; and the salary range for Merit-Pay Plan positions and the Step-Pay Plan Rates for General Step-Pay Plan positions of the Municipal Code; • to adopt Ordinance No. 2747(attached) amending wages for Residential Water Meter Readers; • to adopt Ordinance No. 2748 (attached) amending the wage rates for School Crossing Guards; 0 Agenda for VB Meeting 04-25-00 7 • to adopt Ordinance No. 2749 (attached) amending the hourly rates for part-time non-union custodial personnel. • to adopt Ordinance No. 2750 (attached) amending the hourly rates for Village Interns; • to increase the longevity program payments for non- union step-pay plan employees by $25 for each eligibility level: 10-15 years -- $225 16-19 years -- $325 20 years plus -- $425 O) Consideration to adopt Ordinance No. 2751 (attached) amending Section 6-4-1:B, "No Left Turns" and Section 6-4- 5-3:A "Prohibited and Restricted Areas" of the Village Code. (During Police operations, it was determined that existing signs posted near the intersection of Winston Drive and Cosman Road were not included in the Village Code. In order to continue enforcing these restrictions, the amendments to the Code are needed. (A report from the Chief of Police, recommending approval, is attached. ) P) Consideration of the following: • to waive the formal bidding process; and • to award a blanket purchase contract to Kale Uniforms, Inc. , Chicago, IL, for Police Department uniforms for the period May 1, 2000 through April 30, 2001 in an amount not to exceed $38, 000. (Kale Uniforms has provided quality uniforms in the past and is the only known source available at this time for Police Department uniforms. Past attempts to locate alternative sources for these uniforms have proven ineffective. (The contract includes the purchase and/or replacement of uniforms and accessories on an as needed basis. (Reports from the Director of Finance and Chief of Police, recommending approval, are attached. ) Q) Consideration to award a contract to the lowest responsive and responsible bidder, Commercial Electronic Systems, Inc. , Joliet, IL to furnish and install an Edwards Systems Technology fire alarm system in the Municipal Building and Agenda for VB Meeting 04-25-00 8 Police Department, at a total contract amount not to exceed $37, 650. (The existing fire alarm system in the Municipal Building and Police Department requires replacement. (Bid specifications for this project were provided to eight potential bidders, of which three responded. Upon review of the bids submitted, Commercial Electronic Systems, Inc. , (CES) was determined to be the lowest responsive and responsible bidder. (Sufficient funds are budgeted in the FY 00/01 Budget for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) R) Consideration of the following: • to award a contract to the lowest responsive and responsible bidder, Koz Trucking and Sons, Inc. , Medinah, IL to furnish and deliver 3,500 tons of CA-6 Grade 9 gravel at a delivered unit cost of $8.94 per ton, for a total contract not to exceed $31,290, 00; and • to award a contract to the lowest responsive and responsible bidder, Marcott Enterprises, Inc. , Elmhurst, IL to furnish and deliver 1, 000 tons of CA-6 Grade 8 limestone, 300 tons of CA-6 3" limestone, and 150 tons of #2 torpedo sand at delivered unit costs of $8. 04 per ton, $8.99 per ton, and $6. 99 per ton, respectively, for a total contract not to exceed $11, 785.50. (Bid specifications were provided to fifteen potential bidders, of which eight responded. Upon review of the bids submitted, Marcott Enterprises, Inc. was determined to be the lowest bidder in all but one category, in which Koz Trucking & Sons, Inc. was the lowest bidder. (The Village has contracted with both vendors in the past, and both have provided acceptable services and materials. (Sufficient funds are budgeted for this purpose in the FY 00/01 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) S) Consideration to award a contract to the lowest responsive and responsible bidder, Team Mechanical, Wheeling, IL to provide maintenance of heating, ventilation, and air conditioner systems at all Village facilities in a total contract amount not to exceed $43, 670. 16. Agenda for VB Meeting 04-25-00 9 (Bid specifications were provided to thirteen potential bidders, of which six responded. Upon review of the bids submitted, Team Mechanical was determined to be the lowest responsive and responsible bidder. (This contract will cover HVAC maintenance at all Village facilities through FY 00/01. This contract includes service of the Public Works Landmeier facility and the Biesterfield Fire Station until renovation work commences. A cost for serving those buildings during and after renovation will need to be negotiated when the scope of service can be determined. (Sufficient funds are budgeted for this purpose in the FY 00/01 Budget. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) T) Consideration to renew a professional service contract with Just Networks, Inc. , Schaumburg, IL, to provide computing network technical support services for the period May 1, 2000 through April 30, 2001 in a contract amount not to exceed $87, 852. (Just Networks has provided technical support services for the Village's local and wide area networks for the past seven years, and has provided reliable and knowledgeable services. (Sufficient funds are budgeted and available for this purpose. (A report from the Director of Finance, recommending approval, is attached. ) U) Consideration of the following: • to award a contract to the lowest responsive and responsible bidder, Thomas Industrial Coatings, Inc. , Pevely, MO, to repair and repaint the elevated water tank at Pratt and Tonne for a total contract amount not to exceed $157, 812; and • to award a contract to Dixon Engineering, Lake Odessa, MI to provide full-time inspections and contract administration services for this project in a total contract amount not to exceed $18, 870. (Bid specifications for this project were provided to thirteen potential bidders, of which seven responded. Upon review of the bids submitted, Thomas Industrial Coatings, Inc. was determined to be the lowest responsive and responsible bidder. (Dixon Engineering has served as tank consultant to the Village in the past and has demonstrated the knowledge Agenda for VB Meeting 04-25-00 10 of structural steel maintenance needed to accomplish this project. (Sufficient funds are budgeted for this purpose in the FY 00/01 Budget. (Reports from the Director of Finance and Public Works, recommending approval, are attached. ) V) Consideration to increase an existing contract with Martam Construction, Inc. for the construction of the 1999 Village Drainage Improvements Project from $223, 978 to $239, 642. (Marcam Construction, Inc. was awarded the contract for this project in June 1999. Site specific adjustments were made throughout this project, which resulted in increased landscaping and fence removal and replacement costs. These adjustments were made to minimize conflicts and maximize customer satisfaction. (The increase of $15, 664. 00 represents a 7o increase over the bid price. (Sufficient funds are available in the Capital Projects Fund to transfer for this expense. (A report from the Director of Engineering & Community Development is attached. ) W) Consideration of the following: • to waive the formal bidding process; and • to award a contract to Ambassador Business Solutions, Inc. , Schaumburg, IL to furnish and deliver one Canon Image Runner 210 and one Canon Image Runner 400 networked digital copier at a total cost not to exceed $19,347, including the trade-in value of $498 for an existing IBM Model 50 copier. (The FY 00/01 includes funds to purchase two copiers to replace an existing IBM Model 50 copier, which is 13 years old and is experiencing repeated breakdowns. (The networked digital copiers take advantage of the latest copier technology and offer copy, print, and fax features to improve office productivity. In addition, the annual maintenance costs will decrease from the current amount of $4,500 to $1,500. (The Village began standardizing on Canon copiers in 1993. Finance, Administration, and Information Systems staff reviewed and demonstrated these models and found them to be efficient and user friendly. (Sufficient funds are budgeted and available for this expense. Agenda for VB Meeting 04-25-00 11 (A report from the Director of Finance, recommending approval, is attached. ) X) Consideration of the following: • to approve the Liability Insurance Premiums for FY 2000/01, submitted by Arthur J. Gallagher & Company, at a premium level as determined for the following coverage: FY 2000/01 Worker's Compensation Excess $ 25, 834 General Liability Package 240,234 Includes: Auto Damage Building/Contents EMT/Paramedic Liability Public Officials' Liability Police Professional Liability Boiler & Machinery 11, 837 Federal Flood Coverage 8,357 Excess Liability (HELP) 73, 874 Community Nurse/Clinics 6,100 Fiduciary Liability-Pension Funds 4,405 Underground Storage Tanks 3,390 Public Official Bond (1997-2001) - 0 - $374, 031 and, • to award a professional service contract to Gallagher Bassett for the administration of the Village's self- insurance liability plan in an amount not to exceed $51, 188. (This year's premium renewal represents the same limits and deductibles that were negotiated last year. The insurance premiums for FY 2000-2001 represent an increase of 8. 60 or $29, 425 from last year due to an increase in the Village's property base and insurance market demands for higher premiums. (The contract with Gallagher Bassett to administer our self-insured liability program represents a 1.3o decrease over the previous year (from $51, 835 to $51, 188) . This decrease is due to a decrease in the number of projected claims next year based on an average of prior years. (Sufficient funds have been budgeted and are available for this expense. Agenda for VB Meeting 04-25-00 12 (A report from the Director of Finance, recommending approval, is attached. ) Y) Consideration to authorize Fire Lieutenant Richard J. Keyworth to attend the 2000 Hazardous Materials Response Teams Conference from June 1, 2000 through June 4, 2000 in Hunt Valley, MID for a total amount not to exceed $1,110. 00. (Sufficient funds are budgeted for this purpose in the FY 00/01 Budget. ) Z) Consideration to adopt Resolution No. 12-00 (attached) appropriating funds in the amount of $112, 600 for the construction of Bus Stop Improvements on Lively Boulevard: Project No. M-7003 (867) Section 99-00040-00-SW. (This resolution appropriates the Village's 30% share of improvement costs for this project, totaling $93, 000, plus $19, 600 for construction engineering costs which will be reimbursed to the Village. The project includes the construction of seven bus stop shelters, 1, 745 sq. ft. of brick pavers around the shelters, and replacement of 17,300 sq. ft. of public sidewalk. The project area is Lively Boulevard between Devon Avenue and Oakton Street. (This project is funded through the ICRC program. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) AA) Consideration to adopt Resolution No. 13-00 (attached) determining the appropriateness for Class 6(B) status pursuant to the Cook County Real Property Classification Ordinance as amended January 1, 2000 for certain property located at 2200 Pratt Boulevard. (Pre-Finish Metals is planning an addition to its building valued at approximately $1.5 million. (The 6(B) property tax incentive allows a property tax assessed valuation reduction from 36o to 161-- of the fair market value for a ten-year period. The Class 6(B) status applies to substantial new construction. (An additional fifteen new jobs will be created as a result of this addition. (A report from the Economic Development Officer, recommending approval, and a written request from the petitioner's representative, are attached. ) Agenda for VB Meeting 04-25-00 13 7. REGULAR AGENDA None BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Feichter a. Landmeier Public Works Facility Improvements b. Sidewalk/Street Light Improvements C. West Side Garage Improvements d. Salt Creek Improvements e. Fire Station 7 Renovations/Improvements 9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner a. Wireless 9-1-1 Surcharge b. Neighborhood Preservation and Maintenance Ordinance C. Residential Ground Coverage Restrictions 10. PERSONNEL COMMITTEE - Trustee Petri a. Wellness Program 11. RECYCLING & WASTE COMMITTEE - Trustee Czarnik a. Solid Waste Contract 12. INFORMATION COMMITTEE - Trustee Dill a. Web Site Enhancement b. New Trustee Orientation 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri 14. YOUTH COMMISSION - Trustee Prochno 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. Gullo Annexation & Resubdivision; Landmeier, Higgins & ,Touhy (PH 2-02-00) b. Nextel Communications, 570 E. Higgins Road, Special Use Permit - wireless telecommunications (PH 4-19-00) C. Nextel Communications, 1751 Greenleaf Avenue, Special Use Permit, wireless telecommunications (PH 4-19-00) 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. ZBA Docket 00-6, 549 Oak Street - construct a 20' x 22' detached garage which would be located approximately 3' from the side lot line (continued to 4-20-00) b. ZBA Docket 00-7, 737 Fargo Avenue, 875 Fargo Avenue - construct a covered walkway which would connect 2 existing buildings (PH 4/20/00) Agenda for VB Meeting 04-25-00 14 C. ZBA Docket 00-8, 581 Oxford Circle - allow construction of an attached garage addition that would encroach 1. 6 feet into the required 9.5 foot sideyard (PH 5-18-00) 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Community Service Board - Trustee Czarnik C. Liquor Commission - President Johnson d. Millennium Committee - President Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD a. At the February 8, 2000 Village Board meeting a first reading was held on an ordinance approving the Devon/Rohlwing Redevelopment Plan and Project. b. At the February 8, 2000 Village Board meeting a first reading was held on an Ordinance designating the Devon/Rohlwing Redevelopment Project area. c. At the February 8, 2000 Village Board meeting a first reading was held on an Ordinance adopting Tax Increment Financing for the Village of Elk Grove Village, Cook and DuPage in connection with the Designation of the Devon/Rohlwing Redevelopment Project area. VILLAGE ATTORNEY None 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, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, Walsh (8)