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Home My WebLink AboutAGENDA - 01/13/2009 - VILLAGE BOARD Next ORD: 3191 (3191) Next RES. 01-09 (03-09) Recess: 8 P.M. AGENDA REGULAR VILLAGE BOARD MEETING January 13, 2009 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance Invocation (Reverend Meghan Johnston Aelabouni, Christus Victor Lutheran Church) 3. Approval of Minutes of December 9, 2008 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: December 31, 2008/$879,120.31 January 13, 2009/$2,720,537.01 6. CONSENT AGENDA A) Consideration of a request from the following entities to waive the Village's annual Alarm License Fee for the period of January 1, 2009 through December 31, 2009: Requesting Entity Number of Alarms Total Waiver Request Elk Grove Public Library 1 25.00 School District 54 3 75.00 School District 59 7 175.00 Elk Grove Park District 9 225.00 Total 20 $500.00 (The regular Alarm License Fee is $25.00 per location. (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 Finance Director, recommending approval, is attached.) B) Consideration of a request from Queen of the Rosary (attached) to waive the temporary. Class A Liquor License and Food Caterer License for the annual St. Patrick's Day Dinner Dance to be held on Saturday, February 21, 2009 in the amount of$3,000.00. (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.) C) Consideration to award a professional services contract to Planning Resources, Inc. of Wheaton, IL for the design and construction documentation services for the Biesterfield Agenda for VB Meeting 01-13-09 2 and Leicester Water Feature in an amount not to exceed $34,195.00 from the Residential Enhancement Fund. (Planning Resources, Inc. was the landscape architect for the Village's Residential Enhancement Program construction project. (Planning Resources, Inc. has provided exceptional services throughout this project. (It is anticipated that the construction work will begin in the spring of 2009 and be completed this summer.) D) Consideration to concur with prior Village Board authorization and award a purchase contract to Morton International, Inc., a Morton Salt Division of Chicago, IL in the amount of $37,004.40 for the purchase of 360 tons of rock salt from the State CMS contract. (The Village's remaining salt supply is approximately 2,200 tons. Based on the salt usage for the period of January through March of 2008, a total of 3,300 tons of salt may be needed for the remainder of the 2009 season. (Morton Salt Division has indicated that they would extend their CMS purchasing contract price of$102.79 per ton for up to a maximum of 360 tons of rock salt. (Additional quotes were obtained and several vendors did not have salt available. (Numerous communities are conning low on salt supplies and it is not anticipated that the year-end salt pricing will approach this purchase price. (A report from the Deputy Director of Public Works, recommending approval, is attached.) E) Consideration to waive the formal bidding process and award a purchase contract to Hewlett-Packard Corporation of Omaha, NE in an amount not to exceed $37,866.00 for the purchase of forty-seven (47) desktop personal computers and monitors for the Police Department in the new Administration &Public Safety Complex. (This recommendation reflects the Village's standardization.on a hardware vendor Hewlett-Packard. '(Hewlett-Packard products have been proven to handle the demands of our increasingly sophisticated networks. (The number of units requested reflects the Long Range'Technology Plan direction that employee workstations are to be replaced every four(4) years. (The favorable price of these units is available to the Village by virtue of the three- year contract negotiated by the State of Illinois Central Management Services. (A report from. the Deputy Director of Information Technology, recommending approval, is attached.) F) Consideration to award a balancing change order in the amount of $41,247.00 for 13 Change Orders per MTI's memo to Elk Grove Village dated January 7, 2009. (The January 7 memo provided for thirteen change orders to seven (7) different contractors for various projects. (A report from the Chief of Police, recommending approval, is attached.) Agenda for VB Meeting 01-13=09 3 G) Consideration to award a professional services contract to SRBL Architects of Deerfield, IL for Architectural & Engineering Design, Construction Document Preparation, and Construction Administration for the rehabilitation of the Village Green and Fountain in an amount not to exceed $82,000.00 from the Town Center Tax Increment Financing Fund. (SRBL is the architect for the Village's new Administration & Public Safety Complex construction project. (SRBL has provided exceptional services during this project. (It is anticipated that the construction work will begin in March and be completed by the end of June. (SRBL presented the proposed Village Green rehabilitation to the Village Board at the October 14, 2008 Committee of the'Whole.) H) Consideration to adopt Resolution No. 01-09 (attached) authorizing the participation in the Northern Illinois Municipal Electrical Cooperative (NIMEC) and authorizing the Village Manager to approve a contract with the lowest cost electricity provider. (In November of 2006, Elk Grove joined the Northern Illinois Municipal Electric . Cooperative (NRV EC) to jointly purchase electricity from a third-party vendor in response to the deregulation of this industry. (In March of 2008, we obtained a contract to purchase electricity from Exelon for the period of June 2008 through May 2009. (NIlVIEC is preparing to seek competitive pricing for electricity for the period of June 1, 2009 through May 31, 2010. (A report from the Director of Public Works, recommending approval, is attached.) I) Consideration of the following: • Adopt Resolution No. 02-09 (attached) authorizing the Maintenance of Streets and Highways by a Municipality under the Illinois Highway Code and appropriating $1,469,415.00 from Motor Fuel Tax for the 2009 Street Maintenance Program; • Approval for the use of an additional $15,000.00 of General Corporate Funds from Fiscal Year 2009-2010 Budget for the 2009 Program; •. Approval for the 2009 Street Maintenance Program as recommended by the Capital Improvements Committee to resurface 6.70 miles of Village streets; and • Authorize Village staff to advertise and accept bids on work included in this program. (The Capital Improvements Committee approved staff's recommended program. (The total estimated cost of this program is $1,484,415.00. (Approval of this Resolution authorizes the Village to bid the 2009 MFT Program. (A.report from the Director of Public Works, recommending approval, is attached.) 7. REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri Agenda for VB Meeting 01-13-09 4 a. Lighting of Rohlwing Road from Biesterfield 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. INDUSTRIAUCOMMERUAL REVITALIZATION COMMISSION—Trustees L-issner/Petri a. Higgins Road/Oakton Street Landscaping b. Devon Avenue & Arlington Heights Intersection Improvements c. Landmeier& Arlington Heights Road Intersection Improvements d. Oakton Street& Arlington Heights Road Intersection Improvements e. Master Plan to Revitalize the Business Park f. Lighting Improvements on Busse Road from Touhy to Mark Street 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 # 08-11 —Public Hearing to consider a variation from the provisions-of the Elk Grove Village Zoning Ordinance No. 2410 to permit the construction of a five-foot (5') tall chain link type fence extending approximately seventeen feet (17') beyond a line extended from the nearest front corner of the principal building located on the adjacent single-family lot at 217 Wellington Avenue, Elk Grove Village, EL (PH 12-04-08 Continued to 01-08-09). b. ZBA Docket #08-12—Public Hearing to consider a petition for a variation to permit an existing six-foot (6') tall wood privacy fence extending approximately four feet (4') beyond a line extended from the nearest front.comer of the principal building located on the adjacent single-family lot at 781 Penrith Avenue, Elk Grove Village, IL(PH 12-04- 08). 18. REPORTS OF OTHER BOARDS,-COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Health & Community Services Board - Trustee Czamik c. Liquor Commission- Mayor Johnson d. Special Events Committee- Mayor Johnson Agenda for VB Meeting 01-13-09 5 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. UNFMSHED 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, Jacobsen, Walsh (7), Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp Addendum to Regular Village Board Agenda January 13, 2009 7:00 p.m. 6. CONSENT AGENDA (continued) J) Consideration to increase an existing purchase order with MTI Construction Services Inc. of Elgin, IL to include previously authorized items from the Owner Allowances & Contingency for the Administration & Public Safety Complex in the amount of $2,100,000.00 from the Administration & Public Safety Complex budget. (These funds were identified in the original construction budget, but the addition of these funds was never added to the purchase order with MTI. (Some of the construction items that are being funded include the new brick facade of the Biesterfield Fire Station, relocation of certain. utilities, relocation of existing elevator equipment, repair and replacement of existing irrigation system, and expansion of basement storage and ADA required upgrades to the existing Municipal Complex fire alarm system. (A report from the Chief of Police, recommending approval, is attached.) K) Consideration to award a contract to Oak Brook Mechanical of Elmhurst, IL to conduct repairs to the air handler units, control panel, and pump motors in the Administration & Public Safety Complex in the amount of$90,000.00 from the Capital Projects Fund. (On the weekend of September 13, 2008 the Administration & Public Safety Complex experienced flood damage as a result of the worst 24-hour storm in the history of the Village. (The flooding was the result of the building not being completely enclosed as well as the temporary pumps not being large enough to keep up with the flow of water that was entering the building. (The Village has qualified for reimbursement funds through FEMA's disaster declaration. In addition, the Village is exploring a claim through a private insurance carrier.) c: Johnson (2), Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Boffice, Cavallim, Cech, Miller, Knickerbocker, Schmidt, Tromp, Jacobsen, Walsh (7)