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HomeMy WebLinkAboutAGENDA - 04/08/2008 - VILLAGE BOARD Next ORD: 3163 (3172) Next RES. 16-08 (20-08) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING April 8, 2008 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance Invocation(Pastor Stephen Somogye, Shinnyo-En Temple) 3. Approval of Minutes of March 25, 2008 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: March 31, 2008 /$538,569.87 April 8, 2008 / $608,173.17 6. CONSENT AGENDA A) Consideration of the following: • Award a purchase contract to American Signal Company of Atlanta, GA for the purchase of one portable Changeable Message Sign with an adjustable Solar Assembly and a combined adjustable vehicle hitch in an amount not to exceed $13,473.00; • Award a purchase contract to R.A. Adams Enterprises, Inc. of McHenry, IL for the purchase of one (1) Wells Fargo 24' trailer in an amount not to exceed $10,933.42; and • Award a purchase contract to High Technologies, Inc. of Villa Park, IL for the purchase of the following items in an amount not to exceed$4,550.94: 32 — Type 2 Barricades 50 — Type 1 Barricades 80 — Large Traffic Cones (orange) 8 — "Road Closed" Signs 100 — Sandbags (empty) • Increase the General Fund in the amount of$28,957.36. (The Police Department is requesting the purchase of the message board, the trailer, and the trailer equipment in the amount of$28,957.36. (The Cook County Urban Area Security Initiative (UASI) would like this equipment to be distributed geographically throughout Cook County, to be utilized during a regional catastrophic event. (The total amount of this equipment will be reimbursed by Homeland Security funds through the UASI and the Cook County Judiciary Advisory Council.. (A report from the Chief of Police,recommending approval, is attached.) Agenda for VB Meeting 04-08-08 2 B) Consideration to award a service contract to Best Quality Cleaning Inc., of Franklin Park, IL for custodial services at 666 Landmeier Road and 901 Brantwood in an amount not to exceed $33,564.00. (This contract was bid and originally awarded for the term of May 1, 2007 through April 30, 2008 with the option to renew annually for up to four (4) additional one-year extensions. (This is the first of four(4)possible renewals from the original contract. (The contract allows for the cost to be increased by the annual Chicago Area Consumer Price Index, although Best Quality Cleaning is not requesting an increase at this time. (Adequate funds are available for this contract in the Fire Department ($17,064.00) and Public Works ($16,500.00) Building Maintenance funds. (A report from the Director of Public Works, recommending approval, is attached.) C) Consideration to award a professional service contract to Sikich LLP of Aurora, IL to perform the Village's annual audit in a total contract amount not to exceed $41,635.00. (This contract was originally bid and awarded for auditing services beginning with the 2007 Fiscal Year with the option to renew annually for up to four (4) additional years. (This will be the second year of the contract. (Sikich audits many municipalities with personnel specializing in governmental accounting. They have demonstrated their commitment by providing a high level of quality service with technically competent personnel. (Their expertise is critical for the adoption of new accounting pronouncements issued by the Governmental Accounting Standards Board (GASB) and they are highly regarded in the industry. (The General Fund, Water & Sewer Fund, Fire Pension Fund, Police Pension Fund, Grove Mall Redevelopment TIF, and Devon/Rohlwing Redevelopment TIF will share the cost of the Fiscal Year 2008 audit. (Adequate funds are available in the 2008-2009 Budget. (A report from the Director of Finance, recommending approval, is attached.) D) Consideration to award a blanket purchase contract on an as needed basis to the lowest responsive acid responsible bidder, Beverly Materials of Elgin, IL, to supply and deliver the Grade 9 gravel and #2 torpedo sand to the Village in the amount not to exceed $44,707.50. (This contract was originally bid and awarded in 2006 with the option to extend the contract. (Beverly Materials has agreed to extend the contract with the stipulated adjustment for the CPI. (A report from the Director of Public Works, recommending approval, is attached.) Agenda for VB Meeting 04-08-08 3 E) Consideration to award a service contract to Sebert Landscaping, Inc. of Bartlett, IL to provide landscape bed maintenance in the amount not to exceed$48,902.00. (This contract was originally awarded for the period of April 1, 2006 through November 15, 2006. (This is the second of four(4)possible renewals from the original contract. (Sebert Landscaping has requested an increase of 4.7% based on the Chicago Area Consumer Price Index(CPI). (The contract requires landscape bed maintenance throughout the Village. (A report from the Director of Public Works, recommending approval, is attached.) F) Consideration to award a professional service contract to the lowest bidder, St. Aubin's Nursery of Kirkland, IL, for planting 150, 4" deciduous trees in the Village parkways in an amount not to exceed$73,200.00. (Bids were opened on March 18, 2008 and bids were obtained from five (5) contractors. (Upon review of the bids submitted, St. Aubin's Nursery of Kirkland, IL was determined to be the lowest responsive and responsible bidder. (The contract requires 75 deciduous trees to be planted this spring, and another 75 this fall for a total of 150, 4"trees. (The account payments will be split between the corporate account and the beautification account. (Private Property Tree Planting of 2 '/2" trees will be available to homeowners for the cost of$284.00. (A report from the Director of Public Works, recommending approval, is attached.) G) Consideration to award a professional service contract to the lowest bidder, RAI Concrete, Inc. of West Chicago, IL to pour aprons, curbs, and sidewalks as part of the Private Participation Concrete Replacement Program, in an amount of$86,243.00. (Bids were opened on February 28, 2008 and a total of ten bids were received. (Upon review of the bids submitted, RAI Concrete, Inc. of West Chicago, IL was determined to be the lowest responsive and responsible bidder. (Of the total estimated program cost of $86,243.00, $56,243.00 is estimated as self-funded by residents as part of the Private Participation Concrete Replacement Program(PPCRP). (A report from the Director of Public Works, recommending approval, is attached.) H) Consideration to award a service contract to Landscape Concepts Management of Grayslake, IL to provide annual turf and landscape maintenance throughout the Village in an amount not to exceed$115,066.28. Agenda for VB Meeting 04-08-08 4 (This contract was bid and originally awarded for the term of April 15, 2005 through November 15, 2005 with the option to renew annually for up to four (4) additional one-year extensions. (This is the third of four(4) possible renewals from the original contract. (This contract requires turf and landscape maintenance services for the Municipal Complex, Public Works facilities, Fire Stations, medians, and other public areas. (A provision was included in the specifications that allow the contractor to annually adjust the price utilizing the percentage increase in the Chicago Area Consumer Price Index. Landscape Concepts has requested the contract price to be adjusted by the CPI increase of 4.7%. (Reports from the Director of Public Works and Director of Finance, recommending approval, are attached.) I) Consideration to accept a 5-year, SAFER Grant funded through the Federal Government to hire five(5)additional Firefighters. (The Village anticipates a high turnover rate in the next 5 years due to a combination of existing openings, disability, and retirement. (Due to the lengthy process needed to train Firefighters and Paramedics, the Village must remain proactive to meet future staffing needs. (The additional five (5) Firefighters will carry the Village through the peak retirement years and help bridge the gap between retirements and hiring/training of new staff.) J) Consideration to approve the following change orders to: • Meridian Industrial of Lake Bluff, IL to perform additional demolition work at the construction site due to unforeseen conditions in the amount of $15,700.00, and removal of face brick due to existing building modifications in the amount of $6,700.00, for a total contract value of$305,658.00; • Fire Control Inc. of Wheeling, IL to install a clean agent system with spare fire suppression bottles in the Information Center, in the amount of $19,235.00, for a total contract value of$2,986,850.00; • J&E Duff of West Chicago, IL to modify the retaining wall brick due to final landscape design plans in the amount of $7,840.00, for a total contract value of $1,502,540.00; • Meadows Doors Inc. of Carpentersville, IL to install a dock leveler in the amount of $6,200.00, for a total contract value of$45,100.00; and • Neri Brothers Construction, Inc. of Itasca, IL to increase the storm trap capacity due to final approval from Metropolitan Water Reclamation District (MWRD) in the amount of$26,000.00, for a total contract value of$372,000.00. (All of the contractors have existing trade contracts to work on the new Administration & Public Safety complex. The five existing contracts are currently worth a total of$5,130,473.00. (The change orders represent a total increase of$81,675.00. Agenda for VB Meeting 04-08-08 5 (All of the existing contracts were awarded through appropriate purchasing protocol. (A report from the Chief of Police, recommending approval, is attached.) K) Consideration to reject all trade bidders for the elevator work required in the new Administration& Public Safety Complex and grant MTI the authority to directly solicit elevator firms. (MTI solicited five (5) potential bidders of which they received one (1) bid proposal for elevator work. (Upon review of the bid proposals, it was discovered that the specifications were not 100%complete. Therefore,the bid proposals have been rendered incomplete. (MTI recommends the rejection of this second attempt to re-bid the elevator work. (MTI is requesting the authority to directly solicit elevator firms as they can be assured that all specifications are met and the Village of Elk Grove receives a product that is functional and non-proprietary. (A report from the Chief of Police,recommending approval, is attached.) L) Consideration to increase the FY 2007-08 General Fund by $500,000.00 for transfer to the Legal Defense Trust Fund. (This budget increase is necessary to accomplish the Village Board authorized transfer at the March 25, 2008 Village Board meeting.) M) Consideration to adopt Resolution No. 16-08 (attached) amending Resolution No. 22-02 and Resolution No. 43-04 by approving a declaration of amendment to the VantageCare Retirement Health Savings Plan of the Village of Elk Grove. (The amendments are technical in nature to ensure the plan follows IRS Guidelines. Assets of the Plan shall be held in trust, with the Employer, for the exclusive benefit of Plan participants and their beneficiaries. (The assets of the Plan shall not be diverted to any other purpose prior to the satisfaction of all liabilities of the Plan.) N) Consideration to adopt Resolution No. 17-08 (attached) ceding the aggregate unused Industrial Revenue Bonds for the Village of Elk Grove Village to the Illinois Finance Authority for use within the corporate limits of Elk Grove Village. (The Village currently has a volume cap through the State of Illinois of $2,975,000.00 in Industrial Revenue Bond (IRB) financing for use in Elk Grove Village each year. If the Village does not determine a commercial industrial building use for the State to use the funds prior to May 1, 2008, the funds automatically turn over to the Illinois Finance Authority (IFA) for use in another community or capacity. (By ceding the Village's IRB fund to the IFA now, the Village can stipulate that its unused fund be distributed among Elk Grove Village companies seeking IRB funds. By doing so,project rankings and chances for funding improve for Village businesses. Agenda for VB Meeting 04-08-08 6 (A report from the Economic Development Coordinator, recommending approval, is attached.) O) Consideration to adopt Resolution No. 18-08 (attached) authorizing the Mayor and Village Clerk to execute an Agreement between Geographic Information System Consortium(GISC) and the Village of Elk Grove Village. (The GIS Consortium (GISC) is a group of local communities that have worked together to develop a cost-effective solution for implementing geographic information systems (GIS) and related technologies. (Formed in 1999, the GISC is a public entity that currently consists of 13 municipalities. (By collaborating, communities create GIS opportunities otherwise unavailable because of complexity and cost. The mission of the Consortium is to create value by managing cost and risk in a cooperative environment. (The foundation of the Consortium is its innovative staffing approach. To address this issue, the Consortium out sources staffing and shares these resources among its members. (As an 80% Allocation member, Elk Grove Village's membership fee will be $16,000.00. (The current GISC service provider is Municipal GIS Partners. The Village's contract with them will run from May 1, 2008 until April 30, 2009. (Membership into the GISC is on a competitive basis. (The item was discussed at the February 12, 2008 Committee of the Whole.) P) Consideration to adopt Resolution No. 19-08 (attached) replacing Resolution No. 4-08 adopted January 8, 2008 and determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 1420 Chase Avenue. (Cook Financial intends to purchase this property at 1420 Chase and renovate the building. (Cook Financial is an experienced operator of industrial real estate and intends to renovate three (3) adjacent buildings and later market these buildings to companies in an economically and functionally competitive state to industrial users. (The estimated investment in this property is approximately$1,000,000.00. (The new use will create approximately 15 full-time employment opportunities. (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies as the building will undergo substantial renovations and although vacant for approximately one year, has met the requirements for 6B classification under.Special Circumstances. (The 6B property tax incentive allows a property tax assessment reduction from 36%to 16% of fair market value for a twelve-year period. (A report from the Economic Development Coordinator, recommending approval, is attached.) Agenda for VB Meeting 04-08-08 7 Q) Consideration to adopt Ordinance No. 3163 (attached) granting a variation of Section 7B-3-4:A of the Zoning Ordinance pertaining to the location of fences in the required front yard for the property located at 1200 Busse Road. (This item was discussed at the March 25, 2008 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) R) Consideration of the following items for Fiscal Year 08-09: • To authorize a market adjustment to non-union step-pay-plan positions and a 3.5% rate increase for specific rate-pay-plan positions; • To authorize a market adjustment to the merit pay plan; • To authorize a 0% to 5% eligibility range for defined merit employees who are within the 66%of the pay range, funded at 4.00%; • To authorize an increase in an amount of $25 to each category of longevity payments for non-union step-pay plan employees; and • To authorize an increase in an amount of$25 to each category of MEP allowances to non-union merit pay plan employees. • To approve a salary for the Village Attorney of$181,000; • To adopt Ordinance No. 3164 (attached) amending wages for residential water meter readers; • To adopt Ordinance No. 3165 (attached) amending wages for school crossing guards; • To adopt Ordinance No. 3166 (attached) amending wages for Custodian, Porter, Public Works Industrial Meter Reader, Health Code Enforcement Officer, and Cable Production Assistant; • To approve a salary for the Village Manager of$152,592; • To adopt Ordinance No. 3167 (attached) amending the hourly salaries for temporary part-time administrative interns and summer employees; • To adopt Ordinance No. 3168 amending Chapter 6 Village Board of Trustees of Title 1 of the Village Code by amending the salary provisions of the Board of Trustees with respect to insurance; • To adopt Ordinance No. 3169 making various changes to Chapter 5 of Title 1 of the Village Code, currently titled Village President by renaming the title to Village Mayor and amending the salary provisions effective May 1, 2009; and • To adopt Ordinance No. 3170 amending the Position Classification and Salary plans: the Classification Plan: and Salary Ranges for Merit Pay Plan positions and the Step-Pay Plan Rates for General Step-Pay Plan Positions of the Village Code of the Village of Elk Grove Village. (Ordinances No. 3168, 3169 and 3170 will be available in the Village Clerk's Office on Tuesday evening.) Agenda for VB Meeting 04-08-08 8 7. REGULAR AGENDA A) Consideration to adopt Ordinance No. 3171 amending Chapter 6 Village Board of Trustees of Title 1 of the Village Code by amending the salary provisions of the Board of Trustees effective after the 2009 election. . (Ordinance No. 3171 is attached.) 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 10. PERSONNEL COMMITTEE - Trustee Feichter 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 Street Signs c. Lively Blvd. —Touhy to Devon d. Devon& Arlington Heights Intersection Improvements e. Landmeier& Arlington Heights Intersection Improvements f. Oakton&Arlington Heights Intersection Improvements g. Master Plan to Revitalize the Business Park 14. YOUTH COMMITTEE -Trustee Prochno 15. PARADE COMMITTEE - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Rummel 17. ZONING BOARD OF APPEALS - Village Manager Rummel Agenda for VB Meeting 04-08-08 9 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. Administration/Public Safety Complex Construction—Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD None. VILLAGE ATTORNEY a. Prepare an ordinance granting a variation to permit construction of a fence in the required front yard along Busse Road at 1200 Busse Road — Penske Truck Leasing (ZBA Docket#08-3) 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, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp, Jacobsen, Walsh(7)