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HomeMy WebLinkAboutAGENDA - 07/15/2008 - VILLAGE BOARD Next ORD: 3179 (3181) Next RES. 36-08 (39-08) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING July 15, 2008 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance Invocation(Pastor Hwa Young Chong, Prince of Peace United Methodist Church) 3. Approval of Minutes of June 17, 2008 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: June 30, 2008/$ 772,993.91 July 15, 2008 / $2,182,022.42 6. CONSENT AGENDA A) Consideration to concur with prior authorization of a request from the Elk Grove Lions Club to waive the fee for use of a fire hydrant for non-firefighting purposes for their 4th of July celebration in the amount of$75.00. (The fee to be waived is for the Fire Hydrant Deposit and Connection($75.00). (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Deputy Village Manager, recommending approval, is attached.) B) Consideration of a request (attached) from the Queen of the Rosary Parish to waive permit fees for the renovation of the front steps of the Church at 750 Elk Grove Boulevard in the amount of$153.00. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Director of Engineering and Community Development, recommending approval, is attached.) C) Consideration of a request from the School District 59 Education Foundation to authorize the hosting of a circus event and provide associated fee waivers for the Kelly Miller Circus at the Lutheran Church of the Holy Spirit for an event to be held on Friday, September 19 and Saturday, September 20, 2008 in the amount of$375.00. Agenda for VB Meeting 07-15-08 2 (The School District 59 Education Foundation receives a portion of the proceeds from the ticket sales for the circus. (The Foundation is planning to hold the circus at the Lutheran Church of the Holy Spirit, and is planning two (2)performances on two(2) days. (The Kelly Miller Circus operates a one-ring circus under a big top tent. Shows will be scheduled at 4:30 p.m. and 7:30 p.m. on both Friday and Saturday. The circus will arrive and set up on Thursday, September 18, 2008. (The operating Departments reviewed the request and have no objections. (The District 59 Foundation is a non-profit organization. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (The Village is waiving a 3-day circus license fee ($300.00) and a Fire Hydrant Deposit and Connection fee($75.00).) (A report from the Assistant to the Director of Finance, recommending approval, is attached.) D) Consideration of a request from the Salvation Army (attached) to waive the Village's vehicle sticker fee for the period of May 1, 2008 through April 30, 2009 in the amount of$845.00. (The Salvation Army is seeking a waiver of two (2) Passenger Vehicle stickers ($40.00), one (1) Class B sticker ($40.00), nine (9) Class D/F stickers ($585.00), and two (2) Class H/J/K stickers($180.00) for a total waiver of$845.00. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Assistant to the Director of Finance, recommending approval, is attached.) E) Consideration to allow the placement of five (5) tables with a total of fourteen (14) chairs on the walkway in front of Jimmy John's restaurant to accommodate outdoor seating in front of the restaurant between April 1, 2008 and October 31, 2008 at the Elk Grove Town Center. (The Village has occasionally permitted similar requests for food establishments located in shopping centers. (Jimmy John's is located at 920 Elk Grove Town Center. (Staff has reviewed the proposal to ensure that there will be no detrimental effects on the immediate area and that the petitioner will properly maintain the site for cleanliness and trash. (If at any time Jimmy John's fails to meet the requirements of the Village, the special permission will be rescinded. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) Agenda for VB Meeting 07-15-08 3 F) Consideration to concur with prior authorization from the Liquor Commissioner, of a request from Queen of the Rosary (attached), to waive the temporary Class D Liquor License and all other associated fees for the annual Parish Picnic in the amount of $2,100.00. (The Parish Picnic was held on Sunday, June 29, 2008. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Village Clerk, recommending approval, is attached.) G) Consideration to award the following construction contract changes for the Administration and Public Safety Complex: • To increase an existing contract with J&E Duff, Inc. in the amount of$74,830.00 to provide concrete and stone work at various pedestal sign locations as part of the landscape plan; and • To amend various contracts as specified in memorandum issued by the construction manager, MTI, dated May 30, 2008 and June 24, 2008 as a change order to various sub trades in the balance amount of$34,185.98. (Funds for the contract with J&E Duff, Inc. are included in the landscaping budget for the Administration and Public Safety Complex. (The remaining changes include items deleted from the contract and additional work required due to unforeseen conditions. (A report from the Chief of Police, recommending approval, is attached.) H) Consideration to increase the professional service contract awarded to RAI Concrete, Inc. of West Chicago, IL for the Private Participation Concrete Replacement Program in an amount of$51,000.00 for the total program cost of$137,243.00. (The bid was originally awarded to RAI Concrete, Inc. of West Chicago, IL on April 8, 2008. (RAI Concrete, Inc. of West Chicago, IL was determined to be the lowest responsive and responsible bidder. (A total of 82 residents participated in the self-funded private driveway apron program at a total cost of$106,926.39. (The increase is being recommended to cover the increase in self-funded private driveway aprons. (A report from the Deputy Director of Public Works, recommending approval, is attached.) I) Considerations to award a construction contract to Trine Construction Corporation of West Chicago, IL for the 2008 Drainage Improvement Project in the amount of $209,852.00 from the Capital Projects Fund. Agenda for VB Meeting 07-15-08 4 (Bid documents were submitted by eight (8) potential bidders and upon reviewing, it was determined that Trine Construction Corporation was the most responsive and responsible bidder. (Trine Construction Corporation has completed work for the Village of Glen Ellyn and the Village of Lombard. Both government agencies were pleased with the work performed by Trine Construction Corporation and they are highly recommended. (The Engineer's estimate of cost for the project was $238,045.00. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) J) Consideration of the following: • To authorize Police Sergeant Matthew FioRito to attend the Northwestern University Center for Public Safety's School of Police Staff and Command from October 6, 2008 to December 12, 2008 at an estimated cost of$4,000.00; and • To authorize Police Sergeant Nicholas Olsen to attend the North East Multi- Regional Training Program of Streamwood, IL between September 15, 2008 and January 23, 2009 at an estimated cost of$3,900.00. (Northwestern University provides a 10-week training program for law enforcement employees entering management and supervisory positions. Elk Grove Village has standardized on sending its Police Sergeants to this training program.) (Sergeant Olsen will attend the program through the Streamwood Police Department, which will enable him to provide supervision on the P shift during his time away.) K) Consideration to adopt Resolution No. 36-08 (attached) authorizing the release/retention of Executive Session minutes of the Village of Elk Grove Village Board. (As required by the Illinois Open Meetings Act, the Village has kept written minutes of all Executive Sessions. (This resolution allows the release of seventeen(17) sets of minutes dated January 2007 through June 2007. (A report from the Village Clerk, recommending approval, is attached.) L) Consideration to adopt Resolution No. 37-08 (attached) authorizing the Mayor and the Village Clerk to amend the executed memorandum of understanding (Resolution No. 21-06) between the Village of Elk Grove Village and the Heart of a Marine Foundation. (The previous agreement required that funds provided to the Heart of a Marine Foundation could only be utilized by residents of Elk Grove Village, Arlington Heights, Schaumburg, Rolling Meadows, Itasca, Wood Dale, Bensenville, Des Plaines, or Mount Prospect. Agenda for VB Meeting 07-15-08 5 (Section 2 will be amended to allow military personnel residing in the State of Illinois or receiving medical attention in the State of Illinois, to be eligible to receive funds.) M) Consideration to adopt Resolution No. 38-08 (attached) supporting the City of Chicago's bid for the 2016 Olympic and Paralympic Games. (The City of Chicago is one of four final candidate cities to host the 2016 international competition. (The city, counties and other municipalities in the metropolitan Chicago region are anxious to serve the Olympic movement by embracing and celebrating the Olympic Games. (Hosting the Games in the heartland of the country will provide a unique opportunity to enhance the development of Olympic sports in the Midwest and across the nation. N) Consideration to adopt Ordinance No. 3179 (attached) adopting regulations for development in special flood hazard areas and rescinding Ordinance No. 2785 which established and amended the floodplain regulations of the Village of Elk Grove Village. (Ordinance No. 2785, Regulations for Development in Special Flood Hazard Areas was originally approved by the Mayor and Board of Trustees in October 24, 2000 as required by the Federal Emergency Management Agency (FEMA). (A recent re-mapping of the floodplain within the Village by FEMA again requires a revision of our current floodway and floodplain regulations to continue our eligibility in the National Flood Insurance Program. (Suspension from this program will prohibit residents from purchasing flood insurance, should they desire. (The large document is available in the Village Clerk's office to review. (A report from the Director of Engineering and Community Development, recommending approval, is attached.) O) Consideration to adopt Ordinance No. 3180 (attached) amending Title 3, Chapter 3, Section 3-3-7 number of licenses of the Village Code of the Village of Elk Grove Village by decreasing the number of class "A"Liquor Licenses. (The number of Class "A" Liquor Licenses will be decreased from thirty-two (32) to a total of twenty-nine (29).) • Agenda for VB Meeting 07-15-08 6 7. REGULAR AGENDA A) Consideration to approve a sign variation for the Christus Victor Lutheran Church, 1045 Arlington Heights Road. Item Proposed Permitted by Variation Requested Ordinance I double-faced sign Constructed between brick pillars 72" maximum Addition 12" in height internally illuminated that measure 84" in height 56 square feet per face, 112 total 45 total square Additional 67 square square footage footage feet, 248% increase (Christus Victor Lutheran Church is requesting permission to upgrade their existing wood identification sign with a new internally illuminated sign with changeable copy faces. (Variations are necessary for the additional one-foot (1') in sign height, and the additional sixty-seven(67) square feet of total sign area. (The Department of Engineering & Community Development agrees that the proposed sign is more aesthetically appropriate and is a more durable design than the existing sign. (It will be set back six feet(6') from the sidewalk along Arlington Heights Road. (A report from the Director of Engineering & Community Development, recommending approval, 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 Road/Oakton Street Landscaping b. Improvements to Street Signs c. Devon Avenue & Arlington Heights Intersection Improvements Agenda for VB Meeting 07-15-08 7 d. Landmeier&Arlington Heights Road Intersection Improvements e. Oakton Street&Arlington Heights Road Intersection Improvements f. 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 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 None. 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 July 15, 2008 7:00 p.m. 6. CONSENT AGENDA (continued) P) Consideration to approve the following change orders for the new Administration & Public Safety Complex: • Carroll Seating of Elk Grove Village IL for the addition of six (6) specialized secure storage units in an amount not to exceed$22,815.00. • Floyd Steel Erectors, Inc of Wood Dale, IL for additional rebar at the north wall in an amount not to exceed$3,100.00. • ME Duff, Inc. of West Chicago, IL to extend the entrance wall precast stone work an additional seven feet(T)in an amount not to exceed$6,160.00. • Wood Dale Electric of Wood Dale, IL to supply electric feeds to the firing range and to an uninterrupted power supply separate disconnect in an amount not to exceed$39,162.00. (All of the contractors have existing trade contracts to work on the new Administration&Public Safety Complex. (Carroll Seating was requested to provide additional secure storage units, for the armory and evidence areas combination locks and foot drawers. (Floyd Steel will weld the rebar to the steel deck for additional strength as requested by the construction engineer. (J&E Duff will extend the parapet stone wall located on the south side of the building per the final exterior design. (Wood Dale Electric will supply power to the gun range, which was bid after the original electrical bid. Wood Dale Electric will also supply a separate disconnect to the uninterrupted power supply. The budget included$50,000.00 for this work. (A report from the Chief of Police, recommending approval, is attached.) Q) Consideration to award a construction contract to the most responsive and responsible bidder Wampach Woodworking of Elgin, IL for the millwork and carpentry to renovate the Council Chambers in the amount of$159,424.00. (MTI solicited and received six (6) pre-qualification packages for carpentry trade bidders. The Village received one (1) bid proposal for the work from Wampach Wordworking. r Addendum 07-15-08 2 (The bidder was subsequently interviewed to verify that the scope of the work included in their bid proposal was in compliance with the plans, specifications, and contract documents. (In addition, Wampach is already on-site as they were previously awarded the finished millwork contract for the new Administration&Public Safety Complex. (MTI is still reviewing the remaining bid documents. This contract needs to be awarded in advance of the remaining contracts due to the lead-time needed by the carpenter to complete the project within the designated time frame. (MTI has indicated that a preliminary review of all the bids show that the project will come in on budget. (A report from the Deputy Village Manager, recommending approval, is attached.) c: Johnson (2), Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallini, Cech, Miller,Knickerbocker, Schmidt, Tromp, Jacobsen, Walsh(7)