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HomeMy WebLinkAboutAGENDA - 11/16/1999 - VILLAGE BOARD Next ORD: 2723 (2724) Next RES. 29-99 (30-99) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING November 16, 1999 1. Call to Order 2. Invocation (Father Arthur Fagan, Pastor, Queen of the Rosary Church) 3. Approval of Minutes of October 26, 1999 4. President and Board of Trustees ' Report 5. Accounts Payable Warrant: November 16, 1999 6. CONSENT AGENDA A) Consideration to authorize the payment of . $2, 000 to the Community Education Foundation of Township High School District 214 for the Fighting Back Program. . (Fighting Back: Communities Against Substance Abuse, is comprised of Elk Grove, Arlington Heights, Buffalo Grdve, Des Plaines, Mt. Prospect, Rolling Meadows, and High School District 214. Each community is requested to provide $2, 000- in funding on an annual basis. Fighting Back works to provide a regional drug-free environment through education and support of prevention and treatment agencies. Our social workers and Community Service office utilize the services of Fighting Back. (Funds for the donation are budgeted and available for this expense. (A report from the Chief of Police, recommending approval, is attached. ) B) Consideration of the following: • To authorize an unbudgeted capital purchase; and • To award a purchase contract to the lowest responsive quote, Atlas Outfitters, Oconomowoc, WI to furnish and deliver one Fortuna Water Rescue Craft in a total amount not to exceed $2, 975. 00 from the Foreign Fire Insurance Tax Fund. (The Foreign Fire Insurance Tax Board has recommended the purchase of a Fortuna Water Rescue Craft to improve response time, personnel safety, and winter operations associated with dam rescue and water rescue operations. The proposed water craft is lighter, more stable, and 00 Agenda for VB Sing 11-16-99 2 offers the ability for E.M.S. personnel to provide patient care in route to the shores. Atlas outfitters submitted the lowest of three quotations received. (Sufficient funds are available in the Foreign Fire Insurance Tax Fund for this purpose. (A report from the Fire Chief, recommending approval, is attached. ) C) Consideration to increase an existing contract with Genco Industries, Crestwood, IL for repairs and refurbishing of components of the Nerge Road and Rohlwing Grove Lift stations in the amount of $1, 695, thereby increasing the total contract amount from $23, 735 to $25, 430. (Genco Industries was awarded the contract to provide the labor and equipment needed to replace components of the Village's lift stations at Nerge Road and Rohlwing Grove. The majority of the contracted work was completed on time, however, it was determined that' unanticipated modifications to the Rohlwing Grove lift station are needed to accept the replacement parts requested by the Vi l 1 age. (Sufficient funds are available for this additional cost. (A report from the Director of Public Works, recommending approval, is attached.-) D) Consideration to award a contract to R.A. Adams, McHenry, IL, to furnish and deliver one hazardous material response trailer in a total contract amount not to- exceed $22, 605. (Bid specifications were provided- to nine (9) potential bidders, of which one (1) responded. After evaluating the bidder's qualifications, and contacting the other vendors, staff determined that this equipment is very specialized and not generally available in the marketplace. R.A. Adams is in substantial conformance with the specifications for this equipment. (Sufficient funds are budgeted and available in the Foreign Fire Insurance Tax Fund for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) E) Consideration to extend an existing contract with Avalon Petroleum, Tinley Park, IL to provide gasoline and diesel fuel for Village vehicles for the period December 1, 1999 through November 30, 2000 in a total contract amount not to exceed $175, 400. (Avalon Petroleum was awarded this contract for the period December 1, 1998 through November 30, 1999 with the option to annually extend the contact for five (5) one- Agenda for VB Aing 11-16-99 • 0 3 year periods. Per the terms of the contract, Avalon is requesting that it's unit price be increased by a percentage equal to the Chicago Area Consumer Price Index, which has increased 2. 7% from last year. The total contract amount is unchanged from last year. (The Village has maintained a relationship with Avalon for six years and has found their services to be satisfactory. (Sufficient funds are budgeted and available in departmental Automotive Fuel accounts. (Reports. from the Director of Finance and Director of Public Works, recommending approval, are attached. ) F) Consideration to award a professional services contract to Christian-Rope and Associates, Chicago, IL for preparation of preliminary design and contract plans for widening Devon Avenue from Busse Road to Elmhurst Road in a total contract - amount not to exceed $114, 621, from the ICRC Fund. (This project is part of the Industrial/Commercial Revitalization Program. The Village will prepare preliminary engineering studies, contract plans and documents, and acquire right-of-way at several side street corners. . Cook County will fund construction and construction engineering costs. (Proposals - were solicited from three (3) transportation planning firms. Upon review of the proposals submitted, Christian-Rope and Associates was determined to be the firm best suited 'for this project based on their extensive experience, and capability to complete these services by June, 2000. - (Sufficient funds are budgeted and available for this purpose. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) G) Consideration to increase an existing contract with Mario Gambino & Sons Landscaping for sod restoration services from $12, 000 to $181- 000. (Mario Gambino & Sons was the low bidder awarded the contract to provide these services. The original contract amount was based on past performance, which showed an average of 200 locations needing restoration work annually. To date in fiscal year 99/2000, a total of 287 locations have been restored, with additional work expected through April 2000. (Gambino & Sons will honor the same unit price of $3. 00 per square yard for the additional work. (Sufficient funds are budgeted and available for this purpose. Agenda for VB Sting11-16-99 4 9' (A report from the Director of Public Works, recommending approval, is attached. ) H) Consideration of the following: • To amend the Village's Purchasing Policy and Procedures to increase the purchase order dollar limit from $100 to $500; and • To increase the Petty Cash Fund from $100 to $150; and • To increase the Petty Cash checking account from $300 to $500. (As currently written, the Village's Purchasing Policy requires written purchase orders for any commodity or service exceeding $100. This amount was established nearly 20 years ago. An increase to the dollar limit to $500 would realize signficiant labor savings to the Village. Over the past year, a total of 580 purchase orders issued were valued between $100 and $500. (In addition, increases to the Petty Cash Fund and Petty Cash checking account are requested to improve the facilitation of small transactions. (A report from the Director of Finance, recommending approval, is attached. ) I) Consideration to adopt Resolution No. . 29-99 (attached) accepting a Certificate of Approval and Initial Acceptance, Deed of Conveyance/Bill of gale, Maintenance Bond No. 20001158 in the amount of $10, 000 expiring November 16, 2001 guaranteeing public improvemehts (watermain only) for O'Hare West Distribution, 2701-2801 Busse Road. (This resolution accepts the watermain improvements built by Center Point Properties for O'Hare West Distribution, 2701-2801 Busse, and a Maintenance Bond in the amount of $10, 000. (Village staff has inspected the improvements and finds them acceptable. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) J) Consideration to adopt Ordinance No. 2723, approving the Plat of Subdivision identified as Gullo's Wood Dale Oaks. (This ordinance approves the plat of subdivision for the Gullo annexation on Wood Dale Road, south of Devon Agenda for VB ling 11-16-99 • S Avenue as part of the previous annexation ordinance on this property. 7 . REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Feichter a. Landmeier Public Works Facility Improvement b. Sidewalk/Street Light Improvements C. West Side Garage Improvement 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. Biesterfield Corridor Signage Restrictions throughout the Village c. Neighborhood Preservation and Maintenance Ordinance d. Residential Ground Coverage Restrictions 10. PERSONNEL COMMITTEE - Trustee Petri a. Wellness Program b. Personnel Rules & Regulations 11. RECYCLING & WASTE COMMITTEE - Trustee Czarnik a. Scavenger Licenses 12. INFORMATION COMMITTEE - Trustee Dill a. Y2K Compliance Project b. Web Site Enhancement C. New Trustee Orientation d. Newsletter Design Revision 13 . INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Parking Stall Size Requirements 14. YOUTH COMMISSION - Trustee Prochno 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. P. C. 99-8 - Park Blvd. & Devon - Special Use & Rezone 104 unit attached single-family residential community (PH 11- 17-99) b. Gullo annexation & resubdivision; Landmeier, Higgins & Touhy (PH: TBA) Agenda for VB ling 11-16-99 • le 6 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. ZBA Docket 99-12 - 299 Laurel St. - Variation to construct a fence (PH 10-13-99) b. ZBA Docket 99-13 - 604 Bristol - Variation to construct closed fence (PH 11-03-99) C. ZBA Docket 99-14 - 700 Maple Court - Relief from requirement to provide two 9'x 19' parking spaces (PH 11-10-99) d. ZBA Docket 99-15 - 847 E. Higgins Road Canopy Over Service Area (PH 12-01-99) e. ZBA #99-16 - 567 Montego Drive - Addition/Increase Floor Ratio (PH 12.-01-99) 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 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 (2) ADDENDUM to Regular Village Board Agenda November 16, 1999 8:00 p.m. 6. CONSENT AGENDA (continued) K) Consideration to accept the Comprehensive Annual Financial Report (CAFR). for the Fiscal Year ended April 30, 1999. (The Comprehensive Annual Financial Report represents the findings of the annual audit as performed by the independent auditor, Freidman, Eisenstein, Raemer, and Schwartz (FERS) . (The CAFR was recently completed and distributed) . L) Consideration to .reject all bids submitted for the Landmeier Public Works and Biesterfield Fire Station remodeling projects. (FGM Architects has reviewed the bids submitted for the phase 1 (masonry, concrete foundation, and site preparation) work. FGM recommends rejecting all bids and rebidding the project as a whole. FGM found contractors have been busy due to the warm-weather and strong economy: As a result, contractors were not taking the time to bid on our smaller phase 1 project nor were they submitting pricing -normally associated with winter work. (Rejecting the bids now will allow the Village to rebid the project as a whole. The project was bid as phase 1 with the phase 2 work (electrical, mechanical, plumbing, landscaping, etc. ) set for bidding in mid- November. FGM believes that bidding both phases together, over a longer period of time, will result in more competitive bids with minimal disruption in the completion schedule for the project. ) (A report from the Director of Public Works and FGM Architects, recommending the above action, is attached) . ► Addendum 11/164, 2 M) Consideration to authorize Village Trustee Bart K. Dill and Samuel L. Lissner to attend the National League of Cities annual conference in Los Angeles, Ca from December 3 to December 5, 1999 at an estimated cost of $1, 146 per person. (The Village Board previously discussed this item at the October 26 Committee of- the Whole meeting) . N) Consideration to increase the FY 1999-00 General Fund Fire Department Budget in the amount of $162, 000. (With the Village and IAFF executing the new Fire contract on October 26, an increase to the Fire Department budget is necessary to fund the .wage schedule approved in the union contract. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, - Walsh (2)