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HomeMy WebLinkAboutAGENDA - 06/17/2008 - VILLAGE BOARD Next ORD: 3173 (3175) Next RES. 30-08 (36-08) Recess: 8 p.m. AGENDA REGULAR VILLAGE BOARD MEETING June 17, 2008 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance Invocation (Senior Pastor Dr. Godfrey Catanus, Northwest Filipino Church) 3. Approval of Minutes of May 27, 2008 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: May 31, 2008 /$ 763,991.80 June 17, 2008 /$1,480,091.04 6. CONSENT AGENDA A) Consideration of a request from Township High School District 214 (attached) to waive the vending machine license fees for the period from June 1, 2008 through May 31, 2009 in the amount of$400.00. (District 214 is seeking a waiver of eight (8) vending machine licenses ($50) for a total waiver of$400.00. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Deputy Director of Finance, recommending approval, is attached.) B) Consideration of the following: • to waive business license fees for Prince of Peace Church for their annual Pumpkin Patch sale from September 26, 2008 to October 31, 2008 in the amount of$100.00; • to waive a temporary food caterers license in the amount of$100.00; and • to waive a one-day carnival license for PumpkinFest to be held on September 27, 2008 in the amount of$100.00. (Prince of Peace is seeking a waiver in the amount of$300.00. (It has been past practice of the Village Board to waive these fees for governmental and non-profit agencies. (A report from the Deputy Director of Finance, recommending approval, is attached.) Agenda for VB Meeting 06-17-08 2 C) Consideration to renew a professional services contract with Johnny Rockets Fireworks Display Corporation of Chicago, IL to design and produce fireworks displays in a contract amount not to exceed$35,200.00. (This renewal confirms the second year of a five-year contract extension initiated with Johnny Rockets in 2006. (An increase of 5%, to an annual total of $36,800 will take effect in the fourth year of the contract in 2010. (The Village administers three fireworks displays each year including a display at RotaryFest (Saturday before Father's Day), the Fourth of July display, and the display at the Tree Lighting Ceremony (Friday after Thanksgiving). (The company's performance over the past five years has been satisfactory. (The contract cost will be offset each year depending on the contribution of funds by residents through utility billing for the July 4`h display.) D) Consideration to approve the following change orders for the new Administration & Public Safety Complex: • Floyd Steel Erectors, Inc. of Wood Dale, IL for steel modifications in an amount not to exceed$3,645.00; • Doherty Construction, Inc. of Woodstock, IL for various modifications for a total balance of$3,858.00; e Admiral Plumbers, Inc. of Wheeling, IL for the installation of a new sanitary sewer line in an amount not to exceed $10,847.00; • Wampach Woodwork, Inc. of South Elgin, IL for modifications to the millwork in an amount of$11,205.00. (All of the contractors have existing trade contracts to work on the new Administration&Public Safety Complex. (Floyd Steel Erectors, Inc. was requested to provide additional steel bracing under the second story vault for the Village Clerk's Office. (Doherty Construction, Inc. had additions due to code requirements for an electrical room and dry wall soffit. (Admiral Plumbers, Inc. was contracted to connect the complex to an existing sanitary sewer line. However, upon excavation, that existing line was found to be in poor condition and was determined in need of replacement. (Due to a redesign for security purposes, Wampach Woodwork, Inc. was requested to replace an originally designed glass wall with a wood panel wall in the upper story public vestibule. (A report from the Chief of Police, recommending approval, is attached.) E) Consideration to award a maintenance contract with Lyons & Pinner Electric Company of LaGrange, IL as the lowest responsive and responsible bidder to maintain and repair � r r Agenda for VB Meeting 06-17-08 3 Village-owned traffic signals and street lights for the period of July 1, 2008 through April 30, 2009 for a total contract amount not to exceed $101,006.00. (On Tuesday, June 3, the Village opened sealed bids for the 2009 Street Lighting Maintenance Contract. (A total of three (3)contractors submitted bids. (Lyons & Pinner Electric has previously performed street lighting maintenance for the Village. (A report from the Deputy Director of Public Works, recommending approval, is attached.) F) Consideration of a request from the Woodfield Chicago Northwest Convention Bureau for payment of dues for Fiscal Year 2008/2009 in the amount of$104,391.00. (Woodfield Chicago Northwest Convention Bureau was previously known as the Greater Woodfield Convention and Visitors Bureau. (The annual dues rate is based on 10%of the 4% of hotel/motel taxes collected. (The Village collected $1,412,550.00 in hotel/motel tax revenues in Fiscal Year 2007-2008, an increase of$94,713.00, or 7% from the prior year. (The Village increased the hotel/motel tax from 5%to 6% in November 2007. (Compared to last year, this year's distribution to the Woodfield Chicago Northwest Convention Bureau increased by $7,519.00. (A report from the Director of Finance, recommending approval, is attached.) G) Consideration to award a purchase contract to KI of Chicago, IL to supply, deliver, and install certain furniture and equipment under the state and local low bid pricing contract for,the new Administration and Public Safety Complex in the amount of$216,303.03. (By awarding the contract now to KI, the Village will avoid a 3% increase that will take effect on July 1, 2008. KI was selected to provide specific cubicle, chair, and emergency operation center office furnishings for the new Complex. Funds are included in the budget for this equipment. The items are purchased from a standard government-pricing contract.) H) Consideration to award a professional service contract to Elmund & Nelson Co. of Elgin, IL as the lowest responsive and responsible bidder for the Meacham Road at Nerge Road Intersection Lighting Project in an amount of$284,914.60. (On Thursday, May 29, the Village opened sealed bids for the Meacham Road and Nerge Road Intersection Lighting Project. (Bid documents were obtained by four (4) potential bidders, of which three (3) submitted bids. Upon review of the submitted bids, it was determined that Elmund & Nelson Co. was the most responsive and responsible bidder. (The lighting project consists of the installation of twenty-six (26) poles at the intersection of Meacham Road and Nerge Road. (The Engineer's estimated cost for the project was $240,002.50. Agenda for VB Meeting 06-17-08 4 (Upon review, the bids received represented a fair and reasonable cost with recent cost increases of copper, steel and gasoline. (Elmund & Nelson Co. was highly recommended for construction and maintenance services by the Village of Huntley, the Village of Plainfield and the City of Joliet. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) I) Consideration to award a professional service contract to J. F. Edwards Construction Co. of Geneseo, IL as the lowest responsive and responsible bidder for the Local Street Lighting Improvements Project in the amount of$428,272.49. (On Thursday, May 15, the Village opened sealed bids for Local Street Lighting Improvements Project. (Bid documents were obtained by six (6) potential bidders, of which four (4) submitted bids. Upon review of the submitted bids, it was determined that J. F. Edwards Construction Co. was the most responsive and responsible bidder. (The Engineer's estimated cost for the project was $374,634.50. (The bids received were within 10 percent of each other and represents a fair and reasonable cost with recent cost increases of copper, steel and gasoline. (J. F. Edwards Construction Co. completed the installation of residential streetlights and unit duct for several of the phases for the Residential Enhancement Program. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) J) Consideration to award a professional service contract with Land Vision, Inc. of St. Charles, IL as the most qualified bidder for the ICRC Comprehensive Master Plan Update in an amount of$558,921.50. (Proposals were solicited from seventeen (17) potential consultants of which, the Village received three (3) responses from qualified consultants. (The review committee unanimously agreed that the team consisting of Land Vision (Lead Agent), Civiltech Engineering, Economics Research Associates, Rocky Mountain Institute, and Gary R. Weber Associates is the most qualified for this project. (The ICRC (Industrial/Commercial Revitalization Commission) authorized the execution of a contract with Land Vision, Inc. for the Comprehensive Master Plan Update on May 8, 2008. (Adequate resources for this expenditure are available in the ICRC fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) K) Consideration to approve an increase to the Fiscal Year 2009 Budget for the rollover of outstanding encumbrances from Fiscal Year 2008 Budget in a total amount of $39,030,961.00. Agenda for VB Meeting 06-17-08 5 (This is the ninth year that the Village has rolled unfilled purchase orders from the previous year into the new Fiscal Year budget. The amount of outstanding orders for goods and services from the Fiscal Year 2008 budget totals $39,030,961.00, for a total Fiscal Year 2009 budget of$119,316,628.00. (The majority of the increase is attributed to the construction of the new Administration and Public Safety Complex and major on-going projects in the Water/Sewer and ICRC Funds. (Increasing the budget at this time ensures that the Village's financial operations remain compliant with Illinois budgetary statutes and generally accepted accounting principles. (A report from the Director of Finance, recommending approval, is attached.) L) Consideration of the following: • to adopt Resolution No. 30-08 (attached) authorizing entry into an amended agreement for Northwest Central Dispatch System(NWCDS); and • to adopt Resolution No. 31-08 (attached) approving an Addendum of New Membership in the Northwest Central 9-1-1 System. (NWCDS has proven successful in providing emergency communication services to the Village of Elk Grove Village Police and Fire Departments. (The Village of Inverness has made an application for membership in NWCDS. (The NWCDS Board of Directors has unanimously recommended approval of the membership request of Inverness. (The Village of Inverness has made an application for membership in the 9-1-1 system. (The 9-1-1 System Board of Directors has unanimously recommended approval of the membership request of Inverness. (The addition of new members to the 9-1-1 system requires approval of an Addendum of New Membership. M) Consideration to adopt Resolution No. 32-08 (attached) ascertaining the prevailing rate of wages for work on Public Works projects. (The State of Illinois requires the Village to adopt this Resolution each year to determine the prevailing rate of wages for laborers performing construction of Public Works projects. (The rates are determined by the Illinois Department of Labor throughout Cook and DuPage counties.) N) Consideration to adopt Resolution No. 33-08 (attached) determining the appropriateness for Class 613 status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 1301 Estes Avenue. Agenda for VB Meeting 06-17-08 6 (Cloverhill intends to purchase and significantly renovate the current 125,000 square foot building. (The total investment in this project is estimated at roughly $15,000,000.00. (This project is expecting to create 20 full-time positions. (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This property qualifies as the building will undergo substantial renovations although vacant for less than two years, 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.) O) Consideration of the following: • to adopt Resolution No. 34-08 (attached) appropriating funds in the amount of $565,599.00 for construction and construction engineering of the Busse Road Lighting Improvements from Mark Street to Touhy Avenue Project No. M-8003 (960) Section No: 08-00053-00-LT; and • to adopt Resolution No. 35-08 (attached) authorizing the Mayor and Village Clerk to execute a joint agreement between the Village of Elk Grove Village and Illinois Department of Transportation for the Busse Road Arterial Street Lighting System from Mark Street to Touhy Avenue. (The Federal Highway Administration, acting through the Illinois Department of Transportation has agreed to fund portions of construction and construction engineering costs associated with this project in the amount of$1,315,980.00 through the Surface Transportation Program. (The Village has heretofore committed to contributing certain funds for the construction and construction engineering of said arterial street lighting improvements. (Adequate funds are available in the Industrial Commercial Revitalization Budget. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) P) Consideration to adopt Ordinance No. 3173 (attached) granting a variation of Section 3-7:13.3 of the zoning ordinance to permit the construction of a fence which would extend approximately twenty-two feet (22') beyond the line extended from the nearest front corner of the principal building located on an adjacent single-family lot for property located at 1958 Baltimore Drive. (This item was discussed at the May 27, 2008 Village Board meeting and currently appears as Unfinished Business under the Village Attorney.) Agenda for VB Meeting 06-17-08 7 Q) Consideration to adopt Ordinance No. 3174 (attached) amending Section 6-3-6-1 General Parking Regulations of the Village Code of Elk Grove Village to prohibit parking in Temporary No Parking designated areas. (In certain emergency situations, it may be necessary for the Police Department to designate Temporary No Parking locations to facilitate said responses. (Temporary No Parking locations are also necessary for certain Village functions such as the Annual Parade and the International Bike Race wherein the parking of vehicles on designated routes would be a detriment to the planned function. (If the owner of a vehicle parked in a Temporary No Parking location cannot be contacted,. it will be necessary for the Village to relocate any such vehicle to a designated relocation center. (A report from the Deputy Village Manager, recommending approval, is attached.) 7. REGULAR AGENDA 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 Road/Oakton Street Landscaping b. Improvements to Street Signs c. Lively Boulevard—Touhy Avenue to Devon Avenue d. Devon Avenue & Arlington Heights Intersection Improvements e. Landmeier& Arlington Heights Road Intersection Improvements f Oakton Street &Arlington Heights Road Intersection Improvements g. Master Plan to Revitalize the Business Park 14. YOUTH COMMITTEE - Trustee Prochno 15. PARADE COMMITTEE - Trustee Czarnik Agenda for VB Meeting 06-17-08 8 16. PLAN COMMISSION - Village Manager Rummel 17. ZONING BOARD OF APPEALS - Village Manager Rummel 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. Tour of Elk Grove Update—Mayor Johnson g. Administration& Public Safety Complex Construction—Mayor Johnson 19. REPORT FROM VILLAGE CLERK 20. UNFINISHED BUSINESS VILLAGE BOARD None. VILLAGE ATTORNEY a. Direct the attorney to prepare an Ordinance for a fence variation at 1958 Baltimore Drive, Elk Grove Village, Illinois (ZBA DOCKET#08-5). 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) Addendum to Regular Village Board Agenda June 17, 2008 7:00 p.m. 6. CONSENT AGENDA (continued) R) Consideration of the following: • to adopt Ordinance No. 3175 (attached) creating a code hearing unit for the purpose of operating a system of administrative adjudication of ordinance violations within the Village of Elk Grove Village. • to adopt Ordinance No. 3176 (attached) providing for the seizing and impounding of motor vehicles used in connection with illegal activities. • to adopt Ordinance No. 3177 (attached) amending Title 6 Police Department; Motor Vehicles and Traffic; Ordinance violations of the Elk Grove Village Code by adopting by reference various sections of the Illinois Vehicle Code regarding overweight vehicles. (The Village is a home rule municipality and may exercise power and perform any function pertaining to its government and affairs. (A system of administrative adjudication of municipal code violations has been created as a non-exclusive method of enforcing the various provisions of the Village of Elk Grove Village Code. (This establishes procedures for the seizure and impounding of motor vehicles used in connection with illegal activities and establishing administrative penalties for such violations. (As a result of the Administrative Adjudication System, it is necessary for the Village to amend various provisions of Title 6 to enable the Village to adopt by reference regulations regarding overweight vehicles and the registration of overweight vehicles. ) c: Johnson (2), Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallini, Cech, Miller,Knickerbocker, Schmidt, Tromp, Jacobsen,Walsh(7)