HomeMy WebLinkAboutAGENDA - 02/28/2017 - Village Board Agenda .1
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AGENDA
REGULAR VILLAGE BOARD MEETING
February 28, 2017
7:00 PM
1.CALL TO ORDER
2.PLEDGE OF ALLEGIANCE
INVOCATION
3.APPROVAL OF MINUTES OF FEBRUARY 14,2017
4.MAYOR&BOARD OF TRUSTEES'REPORT
5.ACCOUNTS PAYABLE WARRANT: FEBRUARY 28,2017 $ 1,194,720.10
6.CONSENT AGENDA
a. Consideration to award a contract for furnishing Hot-Mix Asphalt Materials with Plote
Construction Inc. of Hoffman Estates, IL for the 2017 MFT Hot-Mix Asphalt Material
Purchase Contract in the amount of$83,075.00 from the Motor Fuel Tax Fund(MFT)and
the Water&Sewer Fund.
(On Tuesday,February 14,2017 the Village opened sealed bids for the 2017 MFT Hot
Mix Asphalt Material Purchase contract.
(Five(5)contractors obtained bid documents and two(2) submitted bids.
(The lowest responsive and responsible bid adjusted for mileage cost was received from
Plote Construction Inc.of Hoffman Estates, IL.
f (Funds for the project have been allocated in the MFT and the Water& Sewer Fund.
e Director of Public Works has recommended approval.)
Consideration to award a contract to the lowest responsive and responsible bidder, Builders
Land,Inc.of Arlington Heights, IL for the 2017 Interior Renovations at the James P.Petri
�V Public Works Facility in the amount of$81,936 from the Capital Projects Fund.
(On Thursday,January 19, 2017 the Village opened sealed bids for the 2017 Interior
Renovations at the James P. Petri Public Works Facility.
(A total of seven(7) contractors submitted bids on the project.The bid tabulation is
attached.
(The project includes the conversion of a conference room into office space and hallway,
relocating doors and reconfiguring the copier/mail area.
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(The lowest responsive and responsible bid was received from Builders Land, Inc. of
Arlington Heights, IL.
(Adequate funds are available in the Capital Projects Fund.
(The Director of Public Works recommends approval.)
c. Consideration of the following:
• remove the bid item "Topsoil Furnish and Place, 6"(Modified)"to reduce the total
awarded bid by$23,000; and
• award a construction contract to the lowest responsive and responsible bidder,
Mondi Construction of West Chicago, IL for the 2017 Village-Wide Concrete
Replacement Program in an amount not to exceed$545,009.75.
(On Tuesday,February 14, 2017,the Village opened sealed bids for the 2017 Village-
Wide Concrete Replacement Contract.
(Fourteen(14)contractors obtained bid documents and seven(7)submitted bids, see bid
tab for contractors bid prices.
(The lowest responsive and responsible bid was received from Mondi Construction of
West Chicago, IL.
(This bid is approximately 13.5 percent higher than the Engineer's Estimate.
(It should be noted that this bid is over the amount appropriated for MFT use approved by
the Board on December 13,2016.This overage is covered in the request for additional
appropriation of MFT funds as part of this agenda with 7 bids, lower pricing is not
anticipated to be achieved.
(Removal of the bid item "Topsoil Furnish and Place, 6"(Modified)"will reduce the total
awarded bid by$23,000. This work will be done in house at a fraction of the cost.
(Appropriated funds for the project are available in the MFT fund,Water/Sewer fund and
the PPCRP account.
(The Director of Public Works recommends approval.)
d. Consideration to award a contract to the lowest responsive and responsible bidder, Orange
Crush,LLC. from Hillside, IL for the 2017 Business Park Street Rehabilitation Project in
the amount of$738,197.91 from the BLF Fund.
(On Tuesday,February 14, 2017,the Village opened sealed bids for the 2017 Business
Park Street Rehabilitation Project.
(Four(4)contractors obtained bid documents and four(4)submitted bids.
(The lowest responsive and responsible bid was received from Orange Crush, LLC.of
Hillside, IL.
(Funds for the project have been allocated in the BLF budget.
(The Director of Public Works recommends approval.)
e. Consideration to award a contract to the lowest responsive and responsible bidder, Arrow
Road Construction Company of Mount Prospect, IL for the 2017 MFT Hot-Mix Asphalt
Resurfacing Contract in the amount of$1,058,275.10 from the Motor Fuel Tax Fund
(MFT).
(On Tuesday,February 14, 2017,the Village opened sealed bids for the 2017 MFT Hot-
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Mix Asphalt Resurfacing Contract.
(Six(6)contractors obtained bid documents and three(3) submitted bids.
(The lowest responsive and responsible bid was received from Arrow Road Construction
Company of Mount Prospect, IL.
(It should be noted that bid amount is over the MFT appropriated by the Village Board on
December 13, 2016.
(This overage is covered in the request for additional appropriation of MFT funds as part
of this agenda.
(The Director of Public Works recommends approval.)
f. Consideration to adopt Ordinance No. 3482(attached)amending the Position
Classification& Salary Plan of the Village Code of the Village of Elk Grove Village.
(The ordinance adds one temporary Police Officer position.)
Consideration to adopt Ordinance No. 3483 declaring the necessity and convenience of the
o� `conveyance of certain property located 1635 Biesterfield Road from the Elk Grove Park
S District to the Village of Elk Grove Village(Public Works West Garage Facility).
(The Elk Grove Park District is the owner of a parcel of land located at 1635 Biesterfield
Road for which it has no further use.
(It is necessary and convenient for the property to be conveyed to the Village of Elk Grove
Village for use in connection with owning and operating the existing Public Works Facility
located at 1635 Biesterfield Road.
(The Deed from the Elk Grove Park District to the Village of Elk Grove Village conveying
the Park District's interest in the property shall include provisions releasing and
terminating all rights pursuant to the Public Works Facility Agreement dated September
23, 1980, as well as the Agreement dated July 8, 2004, previously entered into by the
Village of Elk Grove Village and the Elk Grove Park District.)
h. Consideration to adopt Resolution No. 8-17(attached)authorizing the Maintenance of
Streets and Highways by a Municipality under the Illinois Highway Code and
appropriating an additional $162,000 from the Motor Fuel Tax Funds(MFT) for the 2017
Street Maintenance Program.
(On December 13, 2016,the Village Board approved a Resolution appropriating Motor
Fuel Tax(MFT)funds in the amount of$1,330,800 to be utilized for the 2017 MFT Street
Maintenance Program.
(The Village opened sealed bids on February 14,2017 for the 2017 MFT Street
Maintenance Program.
(These bids came in$162,000 higher then the original amount of funds appropriated.
(It is recommended that a Resolution appropriating additional Motor Fuel Tax(MFT)
funds in the amount of$162,000 to be utilized for the 2017 MFT Street Maintenance
Program.
(There are adequate funds in the MFT fund to cover this additional request.
(The Director of Public Works recommends approval.)
i. Consideration to adopt Resolution No. 9-17 (attached)authorizing the Mayor to execute a
Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook
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County Class 6B Property Tax Exemption status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15,2006 for certain real estate
located at 1125 Howard Street.
(The Law Offices of Crane and Norcross, on behalf of Aman Kapoor, Inc.(Applicant) is
seeking a Cook County Class 6B Property Tax Exemption for 1125 Howard Street.
(The Applicant intends to purchase the building and its related entity Prag International will
utilize the space for its operation of distribution and wholesale of Indian groceries.
(Prag International currently operates out of a building located in Elk Grove Village at
2353 Devon Avenue.
(Due to business expansion Prag is expanding and plans to relocate its entire staff of five
employees to the new building.They plan to hire an additional thirteen new employees
shorty after relocating.
(The subject property consists of an approximately 59, 181 square foot site.The building
has been vacant since August of 2016.
(The Applicant intends on spending approximately $162,000.00 to improve the building.
Improvements include; update the fagade, landscaping, and signage;repair all concrete
aprons and docks,replace and stripe all asphalt surfaces; install new outdoor lighting; and
general maintenance.
(The eligibility requirements for 6B status are new construction, substantial renovation or
buildings that have been vacant for a period of time.
(This site qualifies as it involves vacancy for less than twenty-four(24)months with a
purchase for value and significant rehabilitation with special circumstances.
(Property approved for Class 6B status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10%of
fair market value for ten years then 15%in the eleventh year and 20%in the twelfth year.
Industrial property is currently assessed at 25%of fair market value in Cook County.
(Upon approval,the Director of Business Development and Marketing will issue a Letter of
Receipt to the Applicant.The Letter of Receipt will allow the Applicant to file an
application with Cook County.Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
j. Consideration to adopt Resolution No.10-17 (attached)authorizing the Mayor to execute a
Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook
County Class 6B Property Tax Exemption status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15, 2006 for certain real estate
located at 1111 Chase Avenue.
(Panattoni Development Corporation (Applicant) is seeking a Cook County Class
6B property tax exemption for property located at 1111 Chase Avenue.
(The Applicant intends to tear down the existing two buildings and construct a new
133,000 square foot industrial building. The Applicant expects the construction costs to be
$12,000,000.00 to $13,00,000.00.
(The building will include a high image entryway,thirty-two foot ceilings, onsite truck
maneuvering,twenty exterior docks,and 100 automobile parking spaces. The speculative
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building will be marketed to industrial users such as manufacturing and logistics.
(The eligibility requirements for 6B status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves new
construction.
(Property approved for Class 6B status allows the owner of the property to have the
assessment level lowered for a period of twelve years. The assessment schedule is 10%of
fair market value for ten years then 15%in the eleventh year and 20%in the twelfth year.
Industrial property is currently assessed at 25%of fair market value in Cook County.
(Upon approval,the Director of Business Development and Marketing will issue a Letter of
Receipt to the Applicant.The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
7.REGULAR AGENDA
8.PLAN COMMISSION-Village Manager Rummel
a. PC Docket 17-1 -A Public Hearing for a Special Use Permit for the operation of a vehicle
maintenance and repair shop in an I-1 Industrial Zoning District for the property located at
865 Nicholas Boulevard. (PH 2-13-17)
9.ZONING BOARD OF APPEALS-Village Manager Rummel
10.HEALTH&COMMUNITY SERVICES-Trustee Czarnik
11.RECYCLING&WASTE COMMITTEE-Trustee Feichter
12.YOUTH COMMITTEE-Trustee Franke
13.BUSINESS LEADERS FORUMS-Trustees Lissner/Petri
a. Update Zoning Regulations
14.CABLE TELEVISION COMMITTEE-Trustees Lissner/Petri
15.INFORMATION COMMITTEE-Trustee Prochno
a. Providing Information to Community
16.PARADE COMMITTEE-Trustee Czarnik
17.PERSONNEL COMMITTEE-Trustee Franke
18.JUDICIARY,PLANNING AND ZONING COMMITTEE-Trustee Lissner
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a. Telecommunication Facilities
19.CAPITAL IMPROVEMENTS COMMITTEE-Trustee Petri
20.AIRPORT UPDATE
21.MID-SUMMER CLASSICS CONCERT SERIES UPDATE- Mayor Johnson
22.SPECIAL EVENTS COMMITTEE-Mayor Johnson
23.LIQUOR COMMISSION- Mayor Johnson
24.REPORT FROM VILLAGE MANAGER
25.REPORT FROM VILLAGE CLERK
26.UNFINISHED BUSINESS
27.NEW BUSINESS
28.PUBLIC COMMENT
29.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.
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ADDENDUM
REGULAR VILLAGE BOARD MEETING
February 28,2017
7:00 PM
6.CON�ENT AGENDA
�, aU onsideration to authorize the execution of a Venture Agreement with participating
� ,municipal partners to create the Next Level Northwest Business Accelerator to support the
° M growth and development of second stage businesses in Northwest Suburban Cook County.
(The municipalities of Elk Grove Village, Hanover Park,Hoffman Estates,Rolling
Meadows, and Schaumburg value business development as a method of increasing the
local tax base and growing the regional economy.
(The municipal partners will collaborate to create Next Level Northwest(NLNW)as a not-
for-profit corporation.
(The municipal partners agree that the transcendent purpose of NLNW is to grow the
regional economy, strengthen new business development, and increase the diversity of the
business base through which all participating communities can protect and advance the
economic prosperity of the region.NLNW is envisioned to serve as a regional
collaboration for business development in northwestern Cook and northern DuPage
Counties,as a business accelerator for Stage 2 businesses,and as a facilitator of continuing
education,development,and innovation.
(The start-up phase of the project will begin immediately upon signing of this document
and will run through August 31, 2017,or until formal notification of incorporation is
received from the State of Illinois and notification of 1023 approval (tax-exempt status)by
the IRS.
(The municipal partners are committing their respective municipalities to fund the start-up
of NLNW in accordance with the fee schedule of$15,000.00 each year for a period of
three years.
(The Director of Business Development& Marketing recommends approval.)
1. Consideration of the following:
• to award a professional services contract with Nicholas& Associates, Inc.of Mt.
Prospect, IL to act as Construction Manager and Constructor for design,
architectural drawings,trade bidding,permitting,and supervision of demolition and
construction of future Public Works Facilities; and
• to award a.professional services contract to Nicholas& Associates, Inc.of Mt.
Prospect, IL for Construction Management Services for the 2017 Interior
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Renovations at the James P. Petri Public Works Facility in the amount of$ 15,110
from the Capital Projects Fund.
(At the February 14,2017 Village Board meeting,the Village Board authorized the Elk
Grove 2025 Long Range Construction Program. As part of the Elk Grove 2025 program,
the Village will be modifying the Biesterfield Public Works Facility,replacing the James P.
Petri Public Works Facility,demolishing surplus and obsolete Well House buildings.
(Nicholas&Associates, Inc. has been selected by Village staff to serve as Construction
Manager and Constructor for a current and several proposed projectsforPublic Works
Facilities including the pre-construction and actual construction of the projects.
Nicholas&Associates will be partnering with Arcon Associates, Inc. as architects for the
projects.
(The master agreement provides for Nicholas&Associates to be compensated as a
percentage on the cost of work plus a fee.The fee structure varies based upon the value of
the project.The Village's Construction Management consultant has reviewed the structure
and determined it to be within the customary& usual charges for projects of this nature and
scope.
(There is currently one project that has been identified and is being awarded under this
agenda item,the construction management services for the 2017 Interior Renovations at the
James P. Petri Public Works Facility. The value of the renovation work is less than $
200,000 and in accordance with the fee schedule 16%(8%for Construction Management
and 8%for Architectural &Engineering services)plus the fixed general conditions and
reimbursable general conditions result in a professional services contract award of$
15,110.
(Adequate funds are available in the Capital Projects Fund.
(The Director of Public Works recommends approval.)
m. Consideration to award a professional services contract to MTI Construction Services of
Elgin, IL for the redevelopment of the Meacham Fire Station and Greenleaf Fire Station
including feasibility study, architectural drawings, trade bidding, permitting, and
supervision of demolition and construction in the amounts designated as follows:
Pre-construction services not to exceed$90,000 for both Fire Stations;
• 5.0%of the final project budget for construction services;
• 8.5%of the final trade budget for architectural services;and
* A General Conditions and Reimbursable budget of$550,000 for both Fire Stations.
(At the February 14,2017 Village Board meeting,the Village Board authorized the Elk
Grove 2025 long-range construction program. As part of the Elk Grove 2025 program, the
Village will be replacing both the Meacham and Greenleaf Fire Stations.
(This agenda item includes professional services associated with the pre-construction and
actual construction of these projects.
(MTI will be partnering with FGM Architects on both of these projects. FGM's services
will include a feasibility study,preparing utility relocation drawings,demolition drawings,
and construction drawings. FGM is an expert in construction related to municipal and fire
station facilities. FGM was the architect for the Administration& Public Safety
Complex.)
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n. Consideration to award a professional services agreement to HR Green of McHenry, IL to
provide owners representative and staff augmentation;plan check services for the Fire
Station and Public Works facility rehabilitation and construction projects associated with
Elk Grove 2025 with a fee and compensation schedule based upon project size as follows:
• $1,000 thru$200,000 at 5%;
$200,001 thru$1,000,000 at 4%;
• $1,000,000 thru$6,000,000 at 3%;and
a $6,000,001 thru$15,000,000 at 2.75%.
(HR Green will act as the Village's owner representative in order to ensure that the
projects are completed according to the Village's concepts,planning documents,and
approved permit contract documents;within the approved project budget and schedule;and
meeting the Village's adopted building codes and ordinances.
(HR Green will be responsible for assisting and representing the Village with advising on
the coordination of three primary phases: Pre-Construction Phase; Construction Phase;and
Commissioning—Post Construction/Project Closeout Phase.
(Project assistance will include the Public Works Fleet Rehabilitation project at 1635
Biesterfield Road, Meacham Fire Station#10 reconstruction at 676 Meacham Road, Public
Works Administration and Operations Facility at a location to be determined, and
Combined Fire Station and Training Tower at location to be determined.
(The fee and compensation will be based upon the various project size using the
construction managers final approved budgets, not including contingency, Construction
Management,Architect&Engineering fees, and other soft costs.)
o. Consideration to adopt Ordinance No. 3484(attached)amending Chapter 3,General
Traffic Provisions, of Title 6 of the Village Code by providing for permits for overweight
or over-dimension vehicles traveling on Village streets.
(The Village currently issues permits for overweight and oversized vehicles to trucking
companies requesting one. The companies have had to apply for separate permits in each
municipality along their route,which could, in some instances, be quite burdensome.
(An independent company, Oxcart Permit Systems, LLC, has agreed to process permits
with the applicable municipalities for a fee to be paid by the trucking company and a
permit fee,which would also be paid to the Village.
(This ordinance will amend Chapter 3 to facilitate overweight and oversized permits
through Oxcart.
(The Police Chief recommends approval of this ordinance.)
p. Consideration of Ordinance No. 3485 amending Ordinance 3449 as it pertains to the hours
of operation and the sale of beer or ale produced off-premises.
(This Ordinance is amending the retail sale of beer or ale produced oft-premises to be
permitted and extending the hours for the tasting morns at microbreweries.)
q. Consideration of the following:
• To adopt Ordinance No. 3486 authorizing the establishment of Tax Increment
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Financing "Interested Parties"Registry and adopting registration rules for such
Registry; and
• To adopt Ordinance No. 3487 authorizing the Eligibility Study for certain property
to determine eligibility of the property for Tax Increment Financing.
(The Village is exploring the creation of a tax increment-financing district for the purpose
of implementing portions of the Higgins Road Corridor to determine if it qualifies as a
redevelopment project area as that term is defined in the Act.
(A tax increment-financing district would assist in creating an attractive environment that
encourages new development and increases the tax base of the study area.
(A tax increment-financing district would assist in reducing or eliminating those conditions
that qualify the study area as a conservation area while maintaining the economic vitality
of the study area.
(A tax increment-financing district would further assist in the creation of an environment
that will preserve or enhance the value of properties within and adjacent to the study,
improving real estate and sales tax base for the Village and other taxing districts that have
jurisdiction over the study area.)
r. Consideration to adopt Ordinance No. 3488 amending Title 3,Chapter 2, Section 3-2-8.
Simplified Municipal Telecommunications Tax,of the Village Code of the Village of Elk
Grove Village, by increasing the Simplified Telecommunications Tax by 1%for a total
Simplified Telecommunications Tax Rate of 6%.
(The Village Board authorized the increase of the Simplified Telecommunications Tax in
the amount of I%, for a total tax rate of 6%,at the February 14 Village Board meeting as
part of the Elk Grove 2025 long rage construction program.
(The 1% increase will be earmarked for the Capital Projects Fund.)
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.
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