HomeMy WebLinkAboutAGENDA - 04/13/1999 - VILLAGE BOARD • qw
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AGENDA
REGULAR VILLAGE BOARD MEETING
April 13, 1999
1. Call to Order
2. Pledge of Allegiance
3. Approval of Minutes of March 23, 1999
4. President and Board of Trustees ' Report
5. Accounts Payable Warrant: April 13, 1999
6 . CONSENT AGENDA
A) Consideration of a request from the Boy Scouts of America
(attached) to hold a carnival in the Wal-Mart parking lot
from May 5 through May 9, 1999 and to waive all fees
associated with the carnival in a total amount of $625. 00.
(The Boy Scout carnival is being held as a fundraiser
to benefit the Northwest Suburban Council of the Boy
Scouts of America. A similar event was held at the Wal-
Mart location by the Boy Scouts in April of 1998 without
incident.
(The fees to be waived are a food service license
($100) , Business License ($100 per day) and Electrical
Inspection Fee ($25) , for a total fee waiver of $625. As
with similar requests, the carnival will close by 11:00
p.m. each night, with all carnival music being turned off
by 10:30 p.m. )
B) Consideration of a request from Momentum IMC, on behalf of
the Elk Grove Super Kmart, to host a "Kids Against Drugs
Race" in their parking lot at 600 Meacham Road on June 19
and June 20, 1999.
I Q�IRS
(This item was previously approved on t February 23,
1999 Village Board Agenda. However, Kmart a ues e
that the date be changed from June 12 and 13, 1999 to the
aforementioned dates. This change of dates will coincide
with a celebrity appearance at the store. All other
aspects of the event will stay the same.
(A report from the Director of Engineering & Community
Development is attached. )
C) Consideration of a request (attached) from the Elk Grove
Park District to waive engineering and building permit
fees for construction of a skate park at Audubon Park in
the amount of $14, 645.
Agenda for VB Meeting 04-13-99 2
D) Consideration to award a service contract to the lowest
responsive and responsible bidder, Gambino Landscaping,
Arlington Heights, IL for parkway sod restoration at a
unit price of $3. 00 per square yard, with a total
contract amount not to exceed $12, 000.
(The FY 1999-00 budget contains funds for a private
contractor to perform parkway sod restoration throughout
the Village. Notice was provided to 21 bidders, of which
(4) responded. Upon review of the bids submitted, it was
determined that Gambino Landscaping had submitted the
lowest responsive and responsible bid for complete site
work which includes installation of sod as well as gravel
and black soil.
(By awarding this contract, the Village will be able
to use Gambino Landscaping for sod restoration work on an
as needed basis, thereby freeing up Public Works
employees for other duties.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached.)
E) Consideration to renew a professional service contract
with HBK Water Meter Services, Inc. , Arlington Heights,
Illinois for the water meter readings for the Village's
industrial/commercial accounts for the period May 1, 1999
through April 30, 2000 at a total contract not to exceed
$15, 000.
(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 year. 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. ) .
F) Consideration to increase the Village's current contract
with Gerard Printing for printing of the Villager and
Business Matters newsletters in a total contract amount of
$2, 791.85.
(The Village printed the Spring 1998 newsletter in May
after the start of the fiscal year. Then, due to the
branch collection program, the Village printed its Spring
newsletter in March. This resulted in 4 newsletters when
3 were budgeted in the fiscal year.
Agenda for VB M•i• 04-13-99 sp 3
G) Consideration of the following:
• to waive the formal bidding process; and
• to award a single-source purchase contract to the
Environmental Safety Group, Willowbrook, IL for the
purchase of eleven (11) sets of firefighting clothing
in an amount not to exceed $11,484. 00
(The Fire Department has standardized on Fire Gear
brand structural firefighting clothing. Environmental
Safety Group is the regional distributor for Fire Gear
equipment. All eleven (11) sets will be purchased to
replace existing equipment.
(Sufficient funds are budgeted and available for this
expense.
(Reports from the Fire Chief and Purchasing Agent,
recommending approval, are attached. )
H) Consideration of the following:
• to award a purchase contract to Sierra Computer
Systems, Inc. , for the purchase of Permits Plus
Software with five additional user licenses in a total
contract amount not to exceed $15,225; and
• to award a professional services contract to Sierra
Computer Systems, Inc. , for software maintenance,
training and support for the new software.
(In 1994 the Village purchased a permit and inspection
software program called Permits-EL from Sierra Computer
Systems, Inc. This program has served the Department of
Engineering and Community Development in tracking permits
and inspections since its implementation. Permits-EL is
not a windows program, nor is it Y2K compliant.
(After an extensive search of windows based Permit and
Inspection software it is the recommendation of the
Engineering & Community Development Department that the
Village should upgrade to Permits Plus, the windows
version of Permits-EL. The advantages of upgrading are
Y2k compliance and maintenance of the data entered over
the past years.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
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Agenda for VB Meeting 04-13-99 4
I) Consideration to award a professional services contract to
the lowest responsive and responsible bidder, Jaclynn
Inc. , Gilio Landscaping, Arlington Heights, IL for grass
mowing and maintenance of State and County right-of-way on
a bi-weekly basis and 5 Village roadways and property
sites on a bi-weekly basis in an amount not to exceed
$22, 752. 00 from the FY 1999 budget.
(Following the completion of the Elk Grove
Boulevard/Reverend Morrison Enclosure Project and the Fire
Administration building in 1995, a greater amount of
personnel time was devoted to maintain Village right-of-
way areas. As a result, a private contractor is utilized
to maintain the State and County rights-of-way.
(I.D.O.T. and Cook County only provide minimal
maintenance at their locations. Traditionally, the
Village has assumed additional responsibility for these
locations as a service to residents. The right-of-way to
be cut under the contract include Meacham Road, Nerge
Road, Rohlwing Road, Arlington Heights Road, Devon Avenue,
and "Little" Higgins Road.
(The Village roadway and property sites to be cut
include Wise Road, the West Side Garage, Meacham Fire
Station #10, Biesterfield Road and the Fire Administration
Building. )
J) Consideration to award a service contract to the lowest
responsive and responsible bidder, Chicago Aerial Survey,
Des Plaines, IL for aerial mapping services in an amount
not to exceed $54,925.
(Part of the Industrial/Commercial Revitalization
Program includes aerial mapping of the Business Park for
the planning and design of revitalization projects.
(Proposals were distributed to three firms of which
two responded. Chicago Aerial Survey has recently
completed similar projects for the Villages of Schaumburg
and Arlington Heights. Their services will include an
aerial flight of the Business Park, development of an
orthographic aerial image, and preparation of topographic
mapping.
(Sufficient funds are budgeted in the 1999/2000 ICRC
Budget for this purpose.
(A report from the Director of Engineering and
Community Development, recommending approval, is
attached. )
K) Consideration to award a service contract to Genco
Industries, Inc. , Crestwood, IL for the replacement of
rails and base elbows at the Nerge Road and Rohlwing Road
lift stations in a total contract amount not to exceed
$23, 735.
Agenda for VB Meeting 04-13-99 S
(Since the type of repair is specialized work, only
two qualified contractors submitted bids. After review,
it was determined that Genco Industries submitted the
lowest responsive and responsible bid. Genco Industries
has provided work for the Village in the past and the
Public Works Department was satisfied with the performance
of work.
(Reports from the Director of Finance and Director of
Public Works, recommending approval, are attached. )
L) Consideration to enter into a production agreement
(attached) between the Village of Elk Grove Village and
Third Millennium Inc. for utility billing outsourcing for
fiscal year 1999/2000 in a total contract amount not to
exceed $24, 075.
(The production agreement will require Third
Millennium Inc. to print the monthly water bills/late
notices, provide OCR coding and deliver them to the post
office. The quoted price is based on an average annual
usage of 84, 000 bills/notices.
(Sufficient funds are budgeted and available for this
expense.
(A report from the Director of Finance, recommending
approval, is attached. )
M) 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, 1999 through April 30, 2000 in an
amount not to exceed $37,200.
(Kale Uniforms has provided quality uniforms in the
past and is the only known source available at this time
for Police Department uniforms. Pastattempts 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.)
N) Consideration to authorize the Village Manager to execute
a 5-year labor agreement with the Operating Engineers
Local 150 Labor Union representing certain classifications
of Village employees in the Department of Public Works.
Agenda for VB Meeting 04-13-99 •� 6
(The Operating Engineers Local 150 represents certain
classifications of employees in the Village's Public Works
Department. The Village and the Operating Engineers have
reached a tentative agreement on all items. The term of
the contract will be 5 years. The union membership voted
to ratify the agreement on April 1. Authorization for the
Village Manager to execute the agreement will allow the
agreement to take effect at the start of the 1999-00
Fiscal Year. )
O) Consideration of the following:
• to waive the formal bidding process; and
• to renew a service contract with Chicago
Communications Service, Inc. , to maintain Motorola
radio and Mobile Data Terminals (KDT's) equipment for
the Police, Fire and Public Works Departments in the
total amount of $37, 794. 60
(Chicago Communications has maintained the Village's
radio contract since 1984, and has maintained the
Motorola KDT equipment for Motorola directly.
(The total cost represents an increase of 8* over last
year's contract. The total cost is more than last year
due to equipment no longer under warranty being added to
the contract.
(Sufficient funds are budgeted and available for this
expenditure.
(Reports from the Director of Finance, Fire Chief,
Chief of Police, and Director of Public Works,
recommending approval, are attached.)
P) 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, 1999 through April 30, 2000 in a total amount
not to exceed $16, 920.
(Cintas Uniforms was awarded a three-year rental
contract in Fiscal Year 96/97 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
1999/2000.
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Agenda for VB Meeting 04-13-99 7
(The contract amount includes anticipated costs for
10-percent lost or damaged uniforms.
(Sufficient funds are budgeted in the FY 1999/2000
Budget.
(Reports from the Purchasing Agent and Director of
Public Works, recommending approval, are attached. )
Q) Consideration to concur with Assistant Village Manager's
prior authorization for Kurt M. Barbour, Sheara Bernstein,
and Kenneth Jordan to attend Basic Recruit Training at the
College of Du Page Suburban Law Enforcement Police Academy
from April 12 to June 25, 1999 in a total amount not to
exceed $6, 435. 00
(Advance authorization was required to allow the
Police Officers to start the class prior to the April 13
Village Board meeting.
(Sufficient funds are budgeted and available for this
expense. )
R) Consideration to renew a professional service contract to
Just Networks, Inc. , to provide computing network
implementation and support services on an annual basis
from May 1, 1999 through April 30, 2000 in an amount not
to exceed $82, 875.
(This contract was originally recommended by the
Information Systems Committee and is required to continue
the development of the Village's local and wide-area
networks. Just Networks has been providing quality
service to the Village for over 6 years. They are also
familiar with our current network and hardware
capabilities.
(Sufficient funds are budgeted and available for this
expense.
(A report form the Director of Finance, recommending
approval, is attached. )
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Agenda for VB Meeting 04-13-99 8
S) Consideration to adopt the following Budgets for the FY
1999-00.
General $26, 896,572
Emergency Management 72, 417
Water & Sewer 8,901, 938
Recycling/Municipal Waste Systems 1, 098,300
Asset Seizure 95, 622
Motor Fuel Tax 1, 127,338
Municipal Purpose - 0 -
Capital Projects 3, 892,526
Capital Replacement 1,451,220
Industrial/Commercial Revitalization 5,182,371
Grove Shopping Center 150, 000
Redevelopment Fund
Foreign Fire Insurance Fund 276,380
$49,144, 684
(The above amounts include wage and salary adjustments
for FY 1999-00.
(The FY 1999-00 General Fund Budget represents a 6. 0*
decrease over the current fiscal year, not including
carryover items from the FY 1998-99 budget.
(A report from the Director of Finance is attached. )
T) Consideration of the following:
• To award a purchase contract to the lowest responsive
and responsible bidder, Altec Industries,
Indianapolis, IN, to furnish and deliver one (1) 1999
aerial lift basket and sign truck combination in an
amount not to exceed $125, 820, including a 5-year
transmission warranty and a 7-year engine warranty;
• To declare the 1990 Ford F-450 sign truck as surplus
property; and
• To reject all bids for one (1) 1999 ,3/4 ton, 4-wheel
drive pickup truck with snow plow and reject all bids
for one (1) 1999 1-ton, 4-wheel drive dump truck with
snowplow.
(Bids were provided to twenty-one (21) potential
bidders of which four (4) responded. Since the lowest
bid did not provide a trade-in price for the Village's
current sign truck, the Public Works Department requests
that the vehicle be declared surplus and will be sold
through the bidding process at a later date.
(The bid specifications for the other two vehicles
requested that both vehicles provide a gross vehicle
weight rating of 15, 000 lbs. This feature is no longer
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Agenda for VB Meeting 04-13-99 9
installed during the manufacturing of 4-wheel drive
trucks. Therefore, the bidders supplied quotes based on
upgrading the trucks to meet the specifications. This
resulted in the bids being higher than expected. The
Public Works Fleet Services Superintendent will rewrite
the specifications with a lower weight rating and the
trucks will be re-bid.
(Reports from the Purchasing Agent and Director of
Public Works, recommending approval, are attached. )
U) Consideration to adopt the following ordinances:
• Ordinance No. 2681 (attached) consenting to the
Transfer of Control of the cable television franchise
from Media One of Northern Illinois, Inc. , to TCI of
Northern New Jersey, Inc; and,
• Ordinance No. 2682 (attached) consenting to the Change
of Control of the cable television franchise from TCI
of Northern New Jersey, Inc. to AT&T Corporation.
(These ordinances together authorize the transfer of
the cable television franchise from Media One to TCI and
from TCI to AT&T. In addition, they authorize the Village
to enter into an agreement with TCI and AT&T. This
agreement was prepared by our cable television consultants
and it preserves the Village's rights under Federal,
State, and Local law. In addition , it requires the cable
companies to refund our out-of-pocket costs for review of
the franchise transfer. TCI and AT&T have consented to
this agreement.
(Media One will change ownership to AT&T within the
next 90 days. AT&T has retained the existing upper
management of Media One as well as local service
technicians. We anticipate a continuation of strong
customer service and responsiveness as a result. AT&T is
deemed to be legally, technically, and financially
qualified to operate a cable company, so the Village
cannot deny the transfer of ownership.
(A report from the Assistant Village Manager,
recommending approval, is attached. )
V) Consideration to adopt Ordinance No. 2683 (attached)
amending Section 4 of Ordinance No. 2130 pertaining to the
IDOT Maintenance Facility connection to the Municipal
Sanitary Sewer System.
(This Ordinance amends Ordinance No. 2130 which
annexed the IDOT Maintenance Facility into the Village.
Under Section 4 of the original ordinance, IDOT was
required to connect to the Village's sanitary sewer upon
Agenda for VB Meeting 04-13-99 10
the failure of their septic system. Under the revised
Section 4, IDOT will be required to immediately connect to
the sanitary sewer system once the sewer is extended to
the proximity of Martha Street and Biesterfield Road.
(This Ordinance amendment will allow IDOT to utilize
their septic system until sanitary sewer becomes available
for connection purposes. This item was discussed at the
March 23 Committee of the Whole meeting. )
W) Consideration to adopt ORDINANCE NO. 2684 (attached)
amending Title 3, Fire Protection Code of Title 5 of the
Village Code of the Municipal Code of the Village of Elk
Grove.
(This ordinance adopts the 1996 Edition of the BOCA
National Fire Prevention Code in its entirety with minor
amendments and/or deletions that were deemed necessary for
the control of fires within Elk Grove Village. Most of
the changes the deviate only slightly from the previous
code as the majority of changes are Chapter and Section
changes to align the numerical sequencing between Village
ordinance and the BOCA code.
(There is, however, one significant change to the
ordinance in Section 5-3-7. The section establishes a $50
fee for failure of occupants to correct fire code
violations on the first re-inspection unless the inspector
determines the violation(s) could not have been corrected
in a timely manner. Likewise, if subsequent re-
inspections are required, violators are subject to
additional fees of $100 for the second, $150 for the third
and $500 for the fourth or more re-inspections. .
(The BOCA National Fire Prevention Code provides
standardized regulations which are adopted by local
governments throughout the country for application in
their communities.
(A report from the Fire Chief, recommending approval,
along with a synopsis of the code amendments, is
attached. )
X) Consideration to adopt ORDINANCE NO. 2685 (attached)
amending Title 6, Chapter 4, Section 6-4-5-4:B (Fire
Lanes) of the Village Code of the Village of Elk Grove
Village by adding designated fire lanes for the Elk Grove
Town Center (900-1050 Arlington Heights Road) .
(Fire lanes are requested for the areas surrounding
Town Center buildings.
(A request from Scott Krafthofer, agent of Hamilton
Partners, for the establishment of fire lanes, is
attached.
H
Agenda for VB Meeting 04-13-99 I1
(The Fire Department approves of the fire lane
locations. A report from the Fire Chief recommending
approval, is attached. )
Y) Consideration of the following items with an effective
date of April 19, 1999:
• To authorize a 3.5 value increase to non-Union Step-Pay
Plan positions;
• To authorize a 3.5$ value increase to Specific Rate Pay
Plan positions;
• To authorize a 0t to 5.3-t increase for Merit Salary
personnel based on individual performance;
• To authorize a Range Movement Pool of $32,168 ($30,544
for Corp. and $1, 614 for Water & Sewer) for Merit
Salary personnel with range movements of 01t to 20 for
Merit employees, funded at a rate of 0. 758 of Merit
salaries;
• To establish an annual salary of $112, 000 for the
Village Manager and $109, 000 for the Village Attorney
with a one-time $3, 000 merit award for each position
respectively;
• To adopt Ordinance No. 2686 (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. 2687 (attached) amending wages
for Residential Water Meter Readers;
• To adopt Ordinance No. 2688 (attached) amending the
wage rates for School Crossing Guards;t
• To adopt Ordinance No. 2689 (attached) amending the
hourly rates for custodial personnel;
• To adopt Ordinance No. 2690 (attached) amending the
hourly rate for Summer employees;
• To adopt Ordinance No. 2691 (attached) amending the
hourly rates for Village Interns.
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Agenda for VB Meeting 04-13-99 12
7. REGULAR AGENDA
A) Consideration of a request from Espresso Brewery Co.
(attached) to permit outdoor seating for 20 people in the
area in front of the main entrance to the east.
(Espresso Brewery has requested a permit to allow
outdoor dining at their restaurant in the Elk Grove Town
Center. In accordance with the B-5 Business District
requirements, requests for outdoor dining are to be
reviewed by the Village Board based on specific criteria,
including aesthetics, compatibility with neighboring uses,
impact on the entire shopping center and the benefit
derived from the outdoor use.
(The Department of Engineering and Community
Development has reviewed this request and believes that
the outdoor seating area will not detract from the
aesthetic environment of the Town Center and will be
compatible with the adjacent uses. In addition, the
outdoor dining will benefit the restaurant from increased
capacity and more choices of dining environment.
(A report from the Director of Engineering & Community
Development, recommending approval, is attached. )
BOARDS AND COMMISSIONS
8 . CAPITAL IMPROVEMENTS COMMITTEE - Trustee Feichter
a. Landmeier Public Works Internal and Facade Improvement
b. Sidewalk/Street Light Improvements
C. Undergrounding of Electrical Lines
d. Cosman Road Asphalt Path
e. West Side Garage Improvement
f. Salt Creek Improvements
g. Fire Station 7 Renovations/Improvements
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
a. Wireless 9-1-1 Surcharge
b. Adult Use Zoning Ordinance
C. Biesterfield Corridor Signage Restrictions throughout the
Village
10. PERSONNEL COMMITTEE - Trustee Petri
a. Wellness Program
b. Personnel Rules & Regulations
11. RECYCLING & WASTE COMMITTEE - Trustee Czarnik
a. Scavenger Licenses
Agenda for VB Meeting 04-13-99 13
12. INFORMATION COMMITTEE - Trustee Dill
a. Cable TV System Upgrade
b. Y2K Compliance Project
13. INDUSTRIAL/COMMERCIAL
REVITALIZATION COMMISSION - Trustees Lissner/Petri
a. Parking Stall Size Requirements
14. YOUTH COMMISSION - Trustee Prochno
a. Teen Dance
15. PARADE COMMISSION - Trustee Czarnik
16. PLAN COMMISSION - Village Manager Parrin
a. Cambridge Homes Annexation & Rezoning at southeast
intersection of Biesterfield and Meacham for the development
of 63 single-family homes and establishment of 7 acres of
commercial property (PH: 2-17-99 and 3-3-99)
b. Moloney Coachbuilders Special Use Permit (PH: 4-7-99)
C. Microtel Motel Special Use Permit at northwest intersection of
Commerce Drive and Higgins Road (PH: 4-21-99)
d. Metricom Special Use Permit (PH: 5-5-99)
17. ZONING BOARD OF APPEALS - Village Manager Parrin
a. Gullo Property - Variation for reduction in required parking
stall size for proposed industrial development on Touhy Avenue
(PH 9-9-98)
b. 250 Victoria Lane - Variation for front yard setback on corner
lot property (PH 3-18-99)
C. 933 Jackson Circle - Variation for installation of 8' high
fence along rear property line (PH 4-21-99)
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
19. ORDINANCES RESOLUTIONS AND COMMUNICATIONS - Village Clerk
20. UNFINISHED BUSINESS -
a. Pending Action By Village Board
None
b. Pending Action by Village Attorney
None
21. REPORT FROM VILLAGE MANAGER
22. NEW BUSINESS
23. ADJOURNMENT
Agenda for VB Meeting 04-13-99 14
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, Vadopalas, Korn, Boffice,
Cavallini, Cech, Englebrecht, Ingebrigtsen, MacArthur,
Madden, Knickerbocker, Smith (2)