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HomeMy WebLinkAboutAGENDA - 08/19/2008 - VILLAGE BOARD AMENDED Next ORD: 3181 (3)184) Next RES. 39-08 (44-08) Recess: 8 p.m. AGENDA REGULAR VILLAGE BOARD MEETING August 19,-2008 7:00 p.m. I. Call to Order 2. Pledge of Allegiance Invocation (Pastor Stefan Potuznik, Christus Victor Lutheran Church) 3. Approval of Minutes of July 15, 2008 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: July 31, 2008/$ 566,303.55 August 19, 2008./$3,997,676.00 6. CONSENT AGENDA A) Consideration to concur with the prior authorization of the Liquor Commissioner to waive the fees for the following: • A temporary Class A Liquor License for the Queen of the Rosary's Royal Queen Star Line Dinner Dance held on Saturday, September 13, 2008; and • A temporary Caterers license in the amount of $100.00 for the Queen of the Rosary's Royal Queen Star Line Dinner Dance held on Saturday, September 13, 2008; and • A temporary Class A Liquor License for the Queen of the Rosary Parish's Men's Club to hold five (5) separate fundraising events. (The total amount being waived is $5,900.00. (The Men's Club fundraisers will be held on the following dates: August 22, 2008, November 1, 2008; January 10, 2009, March 6, 2009, and April 17,2009. (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.) B) Consideration of a request (attached) from the Elk Grove Village Public Library to waive permit fees for the parking lot reconstruction project at 1001 Wellington Avenue, in the amount of$4;908.00. (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 & .Community Development, recommending approval, is attached.) Agenda for VB Meeting 08-19-08 2 C) Consideration of a request (attached) from the Elk Grove Park District to waive permit fees for the HVAC replacement project at the Al Hattendorf Adult Center at 225 Elk Grove Boulevard, in the amount of$6,441.00. (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 & Community Development, recommending-approval, is attached.) D) Consideration to authorize payment in the amount of $16,704.00 for FY 08/09 membership dues to the Northwest Municipal Conference. .(Membership dues to the Northwest Municipal Conference are based on population and are assessed at a per capita rate of$0.481. The dues amount reflects an increase of$0.01876 per person over the previous year's rate.) E) Consideration to grant a variation from the Village Code, Section 8-1213-1-11), Easements, to permit the construction of a garage which will encroach two feet(2') into the ten-foot (10') public utility easement along the rear property line at 456 E. Elk Grove Boulevard. (The property owners are seeking a variation to construct a garage within a public utility.easement. Comcast, AT&T, Nicor Gas, and ComEd have written letters granting permission to encroach upon the easement. (The Engineering staff has field checked this location for conflicts with Village- owned utilities within the easement, found no Village-owned utilities in the easement, and have no indication that the Village will be utilizing this easement in the future. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) F) Consideration to award a purchase contract to DACRA software systems, of Des Plaines, IL for the purchase of the DACRA softtivare ticket/adjudication module in the amount not to exceed $25,000.00. (The Village Board adopted a Code Hearing Unit on June 17, 2008 to adjudicate ordinance violations. (In order to carryout the adjudication process, the purchase of a software.program is needed, which allows the Village to administer the program and maintain records as necessary. (The ticket/adjudication module is $20,000.00 and the .inspection module is $5,000.00. (The purchase of this program includes 30 hours of customization time. (Adequate funds are available in the Long Range Technology Plan. (A report from the Chief of Police, recommending approval, is attached.) Agenda for VB Meeting 08-19-08 3 G) Consideration to increase Purchase Order #018953 to Rai Concrete of West Chicago, IL to supply the Village with necessary concrete replacement due to the abundance of Water/Sewer repairs for a total Purchase Order in the amount of$167,243.00 to be paid from the Water/Sewer Fund. (The initial Purchase Order in the amount of$137,243.00 is currently $6,700.00 over budget. (This year the Village.has experienced an abundance of water repairs requiring the replacement of concrete. (A report from the Director of Public Works, recommending approval, is attached.) H) Consideration to award a construction contract to Chicagoland Paving Contractors, Inc. of Lake Zurich, IL for the Fire Stations #9 and #10 Parking Lot Resurfacing Project in the amount of$101,245.00 from the Capital Projects Fund. (Bid documents were obtained by eleven (11) potential bidders, of which nine (9) submitted bids. Upon review of the submitted bids, it was determined that Chicagoland Paving Contractors was the most responsive and responsible bidder. (Chicagoland Paving Contractors, Inc. has recently completed projects for the Palatine Park District, Roselle Park District, and Bethany Lutheran Church. All three organizations were pleased with the work performed by Chicagoland 'Paving Contractors, Inc. and highly recommend them. (The Engineer's estimate of cost for the project was $109,950.00. (A report from the Director of Engineering & Community Development, recommending approval, is attached.) n Consideration to approve an increase to the Fiscal Year Budget for the Devon/ Rohlwing TIF Fund in a total amount of$436,001.00. (This is necessary for accounting and.year-end reporting purposes. (Due to the increase in assessed value of the TIF, the Village received an additional $442,000.00 in property taxes. Per the agreement with the developer and the TIF.note issued, the Village must forward a portion of the property tax receipts to the developer. (The budget must be increased to cover the expense of this payment to the developer. (A report from the Director of Finance, recommending approval,.is attached.) 3), Consideration to approve a change order with Doherty Construction of Woodstock, IL for the new Administration & Public Safety Complex to add Tyvek vapor barrier sheets . and sealants to all exterior brick finishes in an amount not to exceed $14,545.00.. (This contractor has an existing trade contract to work on the new Administration &Public Safety Complex. Agenda for VB Meeting 08-19-08 4 (iiMTI has reviewed the aforementioned request and has verified that-the scope of work is in compliance with the plans, specifications, contract documents, unit prices, and current industry standards. (This addition would ensure that the building would have a clear sealant vapor barrier for years to come. (A report from the Chief of Police, recommending approval, is attached.) K) Consideration to waive the formal bidding process and award a construction contract to Fountain Technologies, Ltd. of Wheeling, IL for the design, installation, testing and maintenance of the fountain for the entrance to the new Administration & Public Safety Complex in an amount not to exceed $71,350.00. (MTI's policy is to solicit a minimum of five (5) pre-qualified trade bidders for each specialty discipline. (For this discipline, MTI reached out to four (4) additional contractors for the design, installation, testing and maintenance of the entrance fountain. MTI received no responses from those four(4) contractors. (MTI interviewed Fountain Technologies, Ltd. to verify that the scope of work included in their proposal was in compliance. In addition, Village staff also reviewed the scope of work to insure all items were addressed. (It is the opinion of MTI and staff that the formal bidding process should be waived, as this is a specialty item. (A report from the Chief of Police,recommending approval, is attached.) L) Consideration of the following: To concur with the prior . authorization and reject the previously submitted Landscape bids for the Administration&Public Safety Complex; and . To re-bid the Landscape contract for the Administration & Public Safety Complex. (Upon review of the submitted bids for the landscape work, it was determined that there were several inaccuracies in information contained in the plans, specification, and bid documents. These errors caused confusion for the bidders. (MTI has since clarified the plans, specification, and bid documents.and rebid the project.) M) Consideration to award FF&E contracts under the appropriate National; State, and/or local joint,purchasing contracts to supply and install furnishings, fixtures, and equipment associated with the new Administration & Public Safety Complex to the following firms: Manufacturer Gov't. Price Dealership Kimball Office $ 591,092 OEC Herman Miller $ 20,345 CID Hayworth $ 13,350 BOS OFS $ 120,790 BOS Knoll Led Lighting $ 9,395 CC Agenda for VB Meeting 08-19-08 5 (By placing the order in August from the appropriate national, state, and/or local joint purchasing contracts, the Village will avoid a 3% to 5% increase in costs scheduled for.September. (The orders are for various furnishings such as: chairs, desks, tables, filing cabinets, lighting fixtures, cubicles, and similar equipment in the Administration and Public Safety Complex. (The total order for FF&E is anticipated to be 17% below the budgeted estimate for the project. Several specialty items such as the nurse's station and lobby bench are not on the government purchasing contracts. The Village is bidding those items separately.) N) Consideration of the following: • To award a construction contract to Johler Demolition, Inc. of Elk Grove Village, IL for demolition work to be done as part of the Council Chambers renovation project in the amount of$21,110.00 from the Capital Projects Fund; • To award a purchase contract to International Decorators, Inc. of Wauconda, IL for the installation of acoustical wall panels as part of the Council Chambers renovation project in the amount of$18,910.00 from the Capital Projects Fund; • To award a purchase contract to Just Rite Acoustic, Inc. of Elk Grove Village, IL for the installation of a suspended acoustical ceiling as part of the Council Chambers renovation project in the amount of$10,200.00 from the Capital Projects Fund; and • To award a purchase contract to Carroll Seating Company, Inc. of Elk Grove Village, fL for the installation of seating as part of the Council Chambers renovation project in the amount of$53,902.00 from the Capital Projects Fund. (MTI solicited and received ten (10) pre-qualification packages for trade bidders. The Village received seven(7) bid proposals for renovation work. (The lowest bidders were subsequently interviewed to verify that the scope of work included in their bid proposals were in compliance with the plans, specifications, and contract documents. (The following were identified as the lowest responsive and responsible bidders: Johler Demolition, International Decorators, Just Rite Acoustic, and Carroll Seating. (The Village Board previously awarded the millwork contract at the July 15 Village Board meeting. (It is anticipated that work on this project will begin following the November Village Board meeting. (A report from the Deputy Village. Manager, recommending approval, is . attached.) O) Consideration to award a purchase contract to Advance Communications, Inc. of Michigan City, IN for the audio/visual equipment purchase and.installation in the new Administration &Public Safety Complex in an amount not to exceed $198,236.00. Agenda for VB Meeting 08-19-08 6 (MTI solicited six (6) pre-qualification packages from potential bidders, from which they received three (3) proposals for Phase VII work. (The lowest bidder was subsequently interviewed to verify that the scope of work included in their bid proposal was in compliance with the plans, specification, and bid documents. (Following the interviews, Advance Communications was determined to be the lowest responsive and responsible bidder. (Some of the work to be done as part of the audio/video contract includes . installing equipment in the Emergency Operations Center, Chernick Conference Room, information displays in the entry, and video monitors. (A report from the Chief of Police, recommending approval, is attached.) P) Consideration of a request to hold a Public Hearing before the Plan Commission to consider the petition of Mr. Matthew J. Keefe, President, K & K Diesel Repair Inc. for a Special Use permit to operate an automobile and truck repair garage in an I-1 Industrial District at 820 Nicholas Boulevard. (It is Mr. Keefe's intention to operate an.automobile and truck repair garage at 820 Nicholas Boulevard.) Consideration of a request to hold a Public Hearing before the Plan Commission to consider the petition of Mr. Raj N. Shah for a Special Use permit to operate a truck repair business in an I-1 Industrial District at 935 Lee Street. (It is Mr. Shah's intention to operate a truck repair garage at 935 Lee Street.) R) Consideration of a request to hold a Public Hearing before the Plan Commission to consider- the petition of Mr. 'Ray Shinkle, of Insite, Inc., Real Estate Consulting services, acting as agent on behalf of T-Mobile Central LLC, for a Special Use permit to develop a wireless telecommunication facility in accordance with Elk Grove Zoning Ozdinance No. 2410, Chapter 3, Section 3-5-B at 850 Wellington Avenue. (It is Mr. Shinkle's intention to build a wireless telecommunications facility at 850 Wellington Avenue..) S) Consideration to adopt Resolution No. 39-08 (attached) authorizing the destruction of audio recordings of closed meetings sessions (2006). (As required by the Illinois Open Meetings Act, the .Village has kept audio recordings of all closed meetings and gives permission to destroy those records after 18 months of the meeting date. (This resolution allows the destruction of twenty-three recordings of meetings dated January 2006 through December 2006 for which written minutes of those closed meetings have been approved. (A report from the Village Clerk, recommending approval, is attached.) Agenda for VB Meeting 08-19-08 7 T) Consideration of the following: • To adopt Resolution No. 40-08 (attached) appropriating funds in the amount of S 1,317,940.00 for construction and construction engineering for the Devon Avenue and Arlington Heights Road Intersection Improvement Project No. M-8003(569) Section No. 05-00050-00-CH. • To adopt Resolution No. 41-08 (attached) authorizing the Mayor and the Village Clerk to execute a joint agreement between the Village of Elk Grove Village and the Illinois Department of Transportation for the Devon Avenue and Arlington Heights Road Intersection Improvement Project No. M-8003(569) Section No. 05- 00050-00-CH. • To adopt Resolution No. 42-08 (attached) authorizing the Mayor and Village Clerk to execute a joint agreement between the Village of Elk.Grove Village and the County of DuPage for improvements to the Devon Avenue and Arlington Heights Road Intersection. (The Federal Highway Administration, acting through the Illinois Department of Transportation has agreed to fund portions of construction and construction engineering costs associated with the Devon Avenue and Arlington Heights Road Intersection Improvements.' (The joint agreement between the Village of Elk Grove Village and the Illinois Department' of Transportation provides -funding for construction and construction engineering for the proposed intersection improvements. _ (The joint agreement between the Village of Elk Grove Village and the County of DuPage provides for DuPage County funding participation in the design, right-of-way acquisition, construction and construction engineering of the proposed intersection improvements. (The Village has secured 70 percent Federal funding for the construction of this $4,489,988.00 project through the Surface Transportation Program. (A report from the Director of Engineering & -Community Development, recommending approval, is attached.) Ll) Consideration to adopt Resolution No. 43-08 (attached) authorizing the Mayor and Village Clerk to execute a participation agreement between the County of Cook and the Village of Elk Grove Village for the.Cook County Project Gold Shield (PSP3). (The County of Cook has been the recipient to Homeland Security Funds for First Responder equipment that is to be distributed to all municipalities within Cook County. (This equipment consists of two (2) mobile computers; one of which will be installed at the police information center and the other will be installed in a First Responder vehicle. Agenda for VB Meeting 08-19-08 8 (The Police Department will work closely with Cook County to insure that the equipment is properly installed in our vehicle_ (This equipment will be compatible with out software at Northwest Central Dispatch. (A report from the Chief of Police, recommending approval, is attached.) V) Consideration to adopt Ordinance No. 3181 (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 AIB Liquor Licenses. (Ordinance 2827 was passed on May 8, 2001. amending the Village Code, Classification of Liquor Licenses, by adding a new license classification titled Class A/B. (The classification was requested by the Cucina Roma Restaurant, which has since closed its business. (The license authorized restaurants to have a Class A Liquor License and to sell wine for consumption off the premises. (This Ordinance decreased the number of Class "A/B" Liquor Licenses from one (1) to zero (0).) W)'Consideration to adopt Ordinance No. 3182 (attached) amending position classification and salary plan of the Village of Elk Grove Village (Secretary-Fire Department and Secretary-Mayor). (This ordinance eliminates one full-time Senior Clerk in the Fire Department and one part-time secretary under the Mayor. (A full-time Secretary position is therefore being added to the Fire Department staff.) 7. REGULAR AGENDA A) Consideration to adopt Ordinance No. 3183 (attached) annexing certain property to the Village and rezoning the same in accordance with the Village's Comprehensive Plan and Zoning map. (The property located.at 2627 East Higgins Road in unincorporated Cook County, which property is less than sixty acres (60) in size and is wholly bounded by the Village of Elk Grove Village. (This property currently is not within the corporate limits of any municipality. (The Mayor and the Board of Trustees find and believe it to be in the best interest of the Village that said land and territory be.annexed to the Village and be zoned upon : annexation.) Agenda for VB Meeting 08-19-08 9 BOARDS AND COMMISSIONS S. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Lighting of Rohlwing Road from Biesterf eld Road to Devon Avenue b. Water Meter Replacement Program 9. JUDICIARY, PLANNING AND ZONING COMMITTEE -Trustee Lissner a. No-Idle-Zone Ordinance 10. PERSONNEL COMMITTEE - Trustee Feichter 11. RECYCLING & WASTE COMMITTEE - Trustee Franke a. No-Idle-Zone Ordinance 12. INFORMATION COMMITTEE-Trustee Prochno a. -Providing Information to Community b. Committee for Smoke-Free Elk Grove 13. INDUSTRIAUCOMMERCIAL REVITALIZATION COMMISSION-Trustees Lissner/Petri a. Higgins Road/Oakton Street Landscaping b. Improvements to Street Signs c. Devon Avenue& Arlington Heights Intersection Improvements 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 a. ZBA Docket 08-6 Public Hearing to consider a variation to install an.electric security perimeter fence on property located at 2395 Arthur Avenue, Elk Grove Village, IL (PH 07-31-08 -Public Hearing was cancelled.) b. ZBA Docket 08-7 Public Hearing to consider a variation as it pertains to permitted locations for flammable materials, fences, and outdoor storage in the I-2 General Industrial District. (PH 08-07-08-Continued to 08-21-08.) . 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 Agenda for VB Meeting 08-19-08 10 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 VfLLAGE 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 August 19, 2008 7:00 p.m. 6. CONSENT AGENDA (continued) X) Consideration of the following: • To concur with the prior authorization to waive the formal bidding process and award a purchase contract to Currie Motors of Frankfort, IL to supply four (4) new hybrid electric/gasoline vehicles in the amount of$110,950.00 to be funded by the Capital Replacement Fund; and • To increase the Capital Replacement Fund in the amount of$110,950.00. (Currie Motors is the supplier of hybrid vehicles obtained through the Suburban Purchasing Cooperative. As a result, Currie Motors will file the Federal Income Tax credits on the hybrid vehicles in the amount to $8,500.00 and return those funds to the Village. (In addition, Currie Motors was the only dealership capable of providing four (4) hybrid vehicles due to the demand for the hybrid units. (The Village is testing several different types of alternative fuel vehicles in an effort to reduce fuel consumption and eliminate reliance on fossil fuels, and the hybrids will become a part of that operational consideration. (By obtaining the vehicles now, Village staff will be able to consider their effectiveness for consideration as part of the .budget process for the budget that begins May 2009.) c: Johnson (2), Czamik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallim, Cech, Miller, Knickerbocker, Schmidt, Tromp, Jacobsen, Walsh(7)