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Home My WebLink AboutAGENDA - 09/28/1999 - VILLAGE BOARD Next ORD: 2719 (2719) Next RES. 23-99 (24-99) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING September 28, 1999 1. Call to Order 2. Invocation (Rev. Angela Schenck, Pastor, Elk Grove United Presbyterian Church) 3 . Approval of Minutes of September 14, 1999 4 . President and Board of Trustees ' Report S. Accounts Payable Warrant: September 28, 1999 6 . CONSENT AGENDA A) Consideration of a request from Elk Grove High School to waive the Village's business license fee for the Homecoming Parade scheduled for Friday, October 1, 1999. (The total waiver amount requested is $S0. The Village Board has traditionally waived Village license fees for other units of government. (A report from the Director of Finance is attached. ) B) Consideration of the following: • To authorize the Village Manager to execute a lease agreement with Woodstock Harley Davidson for four (4) Police Package 2000 FLHPI motorcycles and one (1) spare 2000 FLHPI motorcycle at an annual cost of $400 plus a one-time cost of $7,320 for the purchase and installation of four (4) police lighting/siren packages; • To declare the Village's two (2) existing 1993 and 1994 police package Harley Davidson motorcycles as surplus property for the purpose of selling those vehicles; and, • To reject two (2) bids submitted on June 18, 1999 to the Village for the purchase of Harley Davidson Police Package motorcycles. (The lease agreement will operate on a year to year basis. The Village will have an option to purchase two (2) motorcycles should the lease ever be terminated or not renewed. The estimated fair market value for the sale of the existing motorcycles is $8, 000 to $10, 000 each. Agenda for VB MWeing 09-28-99 2 (A report from the Chief of Police, recommending approval, was previously distributed on August 26, 1999. The final provisions of the lease are being reviewed by the Village Attorney and finalized by Village staff with Woodstock Harley Davidson. Village Board authorization will allow the Village Manager to enter into the agreement once it is finalized. The motorcycles will not be utilized until Spring, 2000. (The Village budgeted $18, 500 for the acquisition of one (1) police package motorcycle. These funds will be utilized for the purchase of the lighting equipment for the four (4) newly leased motorcycles. ) C) Consideration to award a purchase contract to Xerox Corporation, Schaumburg, IL, to furnish one Xerox 264ST digital copier/printer at a total cost not to exceed $30, 490. (This machine will replace an existing ten-year old Kodak model 225 copier currently used by the Police Department. Proposals were received from six vendors, and after review of the proposals and compatibility with the Village's PC network, Xerox was determined to provide the most desirable equipment. (This machine experiences high-volume, 24-hour usage, and has the ability to be connected to the Police Department's network for additional use as a network printer. While this vendor did not submit the lowest cost proposal, the product offered will minimize maintenance costs due to its durability and modular construction. Information Systems staff has determined the 264ST to be compatible with the existing network. (Sufficient funds are budgeted and available for this purchase. (Reports from the Director of Finance and Chief of Police, recommending approval, are attached. ) D) Consideration to award a purchase contract to the lowest responsive and responsible bidder, St. Aubin & Brothers, Inc. , Kirkland, IL, to furnish and plant a total of two- hundred shade trees in a total contract amount not to exceed $41, 560. (Bid specifications were provided to eleven (11) potential bidders, of which four (4) responded. Upon review of the bids submitted, St. Aubin was determined to be the lowest responsive and responsible bidder. (The bid specifications included separate groupings of tree species, and St. Aubin submitted the lowest bid for both groupings. The bid amounts were based on an order of 150 trees though Public Works had budgeted for 200 trees. Agenda for VB Meeing 09-28-99 3 St. Aubin has extended its bid price to provide 200 trees as requested. (St. Aubin also provided the lowest price for furnishing trees for the Residential Tree Planting Program. Under this program, all tree orders and transactions take place between residents and the nursery at prices guaranteed by the contract with the Village. (Sufficient funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) E) Consideration to authorize Deputy Chief of Police Lawrence Hammar to attend the Commission on Accreditation for Law Enforcement Agencies conference in Atlanta, GA from November 16 through November 21, 1999 at a cost not to exceed $1, 461. 65. (Authorization will allow sufficient time for early registration, and a cost savings of $15. ) F) Consideration to adopt Resolution No. 23-99, authorizing the release and retention of executive session minutes of the Village of Elk Grove Village. (This resolution releases executive session minutes from 1989 through 1996. These items have been determined to no longer require confidential treatment. ) 7. REGULAR AGENDA A) Consideration of a request from Subway Sandwich Shop, Elk Grove Woods Plaza, to place three tables in front of the store for outdoor seating. (Subway Sandwich is seeking permission to place three tables in front of their store for a six-month period each year. The Village Zoning Ordinance dictates that all sales in B-1 zoning districts take place in enclosed buildings. (Permission for outdoor sales has been granted by the Village Board for Elk Grove Cyclery and occupants in industrially zoned districts. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) Agenda for VB Meed ng 09-28-99 4 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 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. Cable TV System Upgrade b. Y2K Compliance Project C. Web Site Enhancement d. New Trustee Orientation e. Newsletter Design Revision 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Parking Stall Size Requirements 14. YOUTH COMMISSION - Trustee Prochno I.S. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. Metricom Special Use Permit (PH: 5-5-99) 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. ZBA Docket 99-10 - 43 Evergreen variation to construct Garage (PH: 8-25-99) b. ZBA Docket 99-11 - 1101 Arthur - parking variation (PH 9-16-99) C. ZBA Docket 99-12 - 299 Laurel St. - Variation to construct a fence (PH 10-13-99) 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Community Service Board - Trustee Czarnik Agenda for VB Meeing 09-28-99 S C. Liquor Commission - President Johnson d. Millennium Committee - President Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS - a. ZBA Docket 99-9 Direct Attorney to prepare an Ordinance granting a variation to allow a front porch to encroach approximately 411" into the required 25' setback at property located at 599 Oak Street. 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 of September 28, 1999 8:00 P.M. 6. CONSENT AGENDA (continued) G) Consideration to award a professional services contract to Schirmer Engineering Corporation to prepare plans and specifications for the replacement of the fire alarm system at the Municipal Complex at a cost not to exceed $16,500. (The alarm system for the Police Department is over 29 years old and over 12 years old in the Municipal Building. The two systems were merged when the addition was constructed in 1986. (Parts of the system are obsolete and parts are difficult to acquire. There are excessive false alarms and component failures. (The professional services contract will be for the preparation of plans, bid specifications and pre- construction services. (Funds were included in the current budget for this service. A recommendation from the Director of Public Works is attached. ) H) Consideration to authorize the Boy Scouts of America to utilize a portion of the Kmart parking lot to sell Christmas Trees from November 26, 1999 through December 25, 1999. (Attached is a memorandum from the Director of Engineering & Community Development with the request from the Boy Scouts and a letter of permission from Kmart. ) I) Consideration to adopt Resolution No. 24-99, authorizing the Village President and Village Clerk to execute an amendment to Section Three of the Agreement between the Suburban O'Hare Commission and Elk Grove Village. 0 Addendum 9/28/9 2 (This amendment addresses Section Three of the Agreement, which dictates how members may be added or removed from membership with the Suburban O'Hare Commission (SOC) . (The amendment clarifies the existing SOC bylaws. In the past, a membership could only be dissolved for non- payment of dues. The amendment expands the loss of membership to include actions that are detrimental to the mission of SOC.) J) Consideration to adopt Ordinance No. 2719, granting a variation of Sections 3-6:D.1 and 7-1 of the Zoning Ordinance pertaining to required front yard setbacks on property located at 599 Oak Street, Elk Grove Village. (This ordinance will permit the construction of a second story addition to an existing house with a covered porch which will encroach approximately four feet, one inch into the required front yard setback. (This variation request was considered by the Village Board at the September 14th meeting. ) 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)