HomeMy WebLinkAboutAGENDA - 03/24/2009 - VILLAGE BOARD Next ORD: 3196 (3196)
Next RES. 14-09 (19-09)
Recess: 8 p.m.
AGENDA
REGULAR VILLAGE BOARD MEETING
March 24, 2009
7:00 p.m.
1. Call to Order
2. Pledge of Allegiance
Invocation (Pastor Isaac Siprian, First Baptist Church)
3. Approval of Minutes of March 10, 2009
4. Mayor and Board of Trustees' Report
5. Accounts Payable Warrant: March 24, 2009/$1,190,614.27
6. CONSENT AGENDA
A) Consideration to award a.balancing change order in the amount of$3,719.00 for eight (8)
Change Orders per MTI's memo to Elk Grove Village dated February 17, 2009.
(The February 17 memo provided for eight (8) change orders to four (4) different
contractors for various projects.
(A report from the-Chief of Police, recommending approval, is attached.)
B) Consideration to award a professional service contract to Sikich LLP of Aurora, IL to
perform the Village's annual audit in a total contract amount not to exceed $43,020.00.
(This contract was originally bid and awarded for auditing services beginning with
the 2007 Fiscal Year with the option to renew annually for up to four (4) additional years.
(This will be the third year of the contract.
(Sikich audits many municipalities with personnel specializing in governmental
accounting. They have demonstrated their commitment by providing a high level of
quality service with technically competent personnel.
(Their expertise is critical for the adoption of new accounting pronouncements issued
by the Governmental Accounting Standards Board (GASB) and they are highly regarded
in the industry.
(The General Fund, Water & Sewer Fund, Fire Pension Fund, Police Pension Fund,
Grove Mall Redevelopment TIF, and Devon/Rohlwing Redevelopment TIF will share the
cost of the Fiscal Year 2009 audit.
(A report from the Director of Finance, recommending approval, is attached.)
C) Consideration to renew a professional service contract to Avalon Petroleum Company of
Tinley Park, IL for one year in an amount not to exceed $471,000.00.
I
Agenda for VB Meeting 03-24-09 2
(Bids were open on February 17, 2009 for the purpose of supplying automotive and
diesel fuel.
(Utilizing the correct OPIS price index, Avalon Petroleum Company is the lowest
responsive and responsible bidder.
(The Village has had a favorable business relationship with Avalon Petroleum
Company for the past fifteen years.
(The contract period will be May 1, 2009 through April 30, 2010.
(A report from the Director of Public Works, recommending approval, is attached.)
D) Consideration to concur with prior authorization and award a professional services
contract to Ayers Associates of Madison, WI for color aerial photography and plammetric
mapping as part of the GIS Consortium purchasing agreement in an amount not to exceed
$97,620.00 from the Water/Sewer Fund.
(On April 8, 2008, the Village adopted a resolution accepting membership into the
GIS Consortium.
(The GIS Consortium (GISC) is a group of local communities that have worked
together to develop a cost-effective solution for implementing geographic information
systems (GIS) and related technologies.
(One of those cost-effective solutions is to purchase aerial photography in bulk
through the Consortium's 15 municipalities.
(The GIS Consortium Board of Directors appointed a Base Mapping Committee to
initiate a selection process for a photogrammetric mapping consultant. In the spring of
2008, that committee sent out a request for qualification and recommended back to the
Board of Directors a recommendation in the fall of 2008 to award a contract to Ayers
Associates.
(As part of the pricing agreement, Ayers will be flying all 15 communities at the
same time.
(With approval, Ayers will likely fly Elk Grove Village next week.)
E) Consideration of the following:
• To award a construction contract to Fountain Technologies Ltd. of Wheeling, IL for
the construction of a fountain as part of the Village Green rehabilitation project in the
amount of$416,183.00 from the Grove Mall TIF Fund;
• To award a construction contract to Lenny Hoffman Excavating Inc. of Wilmette, IL
for excavation and site utilities work in conjunction with the Village Green
rehabilitation project in the amount of $100,782.00 from the Grove Mall TIF Fund;
and
• To award a construction contract to C.A. Riley Electrical Construction Corporation of
Elk Grove Village, IL for electrical work performed as part of the Village Green
rehabilitation project in the amount of$296,000.00 from the Grove Mall TIF Fund.
(On October 14, 2008, the Village Board was presented with a proposal to
rehabilitate the existing Village Green. It was the recommendation'of the Village Board at
that time to proceed with the rehabilitation project.
(On February 10, 2009, the Village Board awarded a contract to MTI Construction
Services to manage the Village Green rehabilitation. As part of that contract, MTI is
ible f
responsor the pre-qualification and contract letting for this project.
Agenda for VB Meeting 03-24-09 3
(MTFs policy is to solicit a minimum of five (5) pre-qualified trade bidders for each
specialty discipline.
(For the excavation/site utility and electrical disciplines, MTI reached out to thirteen
(13) contractors. MTI received a total of three (3) bids from those contractors.
(For the fountain work, MTI reached out to five possible contractors and received
two (2) responses. Of those two, only one (1) submitted a bid.
(MTI has subsequently interviewed all three (3) contractors to verify that the scope
of work included in their proposal was in compliance.
(All work performed on the Village Green rehabilitation project will be paid for from
proceeds from the Grove Mall TIF Fund.
(A report from the Deputy Village Manager, recommending approval, is attached.)
F) Consideration of the following:
• To award a service contract to Lampignano & Son Construction Company of
Arlington Heights, IL as the lowest responsive and responsible bidder for concrete
maintenance in an amount not to exceed $428,000.00;
• To award a service contract to Arrow Road Construction of Mount Prospect, IL as the .
lowest responsive and responsible bidder for street resurfacing in an amount not to
exceed $879,528.00;
• To award a service contract to Arrow Road Construction of Mount Prospect, IL as the
lowest responsive and responsible bidder for street maintenance material in an amount
not to exceed S127,100.00.
(On March 9, 2009 three (3) formal, competitive bid openings were held for the 2009
Concrete Maintenance, Street Resurfacing, and Street Maintenance Materials Motor Fuel
Tax Projects.
(The estimated cost was $1,484,415.00 and the actual bids received came in at
$49,787.00, or 3.47% below the project estimate.
(Adequate funds for the these contracts are available in the Motor Fuel Tax Fund.
(A total of$15,000.00 of the street maintenance material contract will be paid for by
the General Fund for corporate costs.
(A report from the Director of Public Works, recommending approval, is attached.)
G) Consideration of the following:
• To waive the formal bidding process and accept the quotation received from Illinois
Lighting of North Aurora, EL for luminaires and poles;
• Approve the issuance of a purchase order to Illinois Lighting of North Aurora, IL for
forty(40) lights and poles in the amount of$75,960.00.
(Forty (40) new luminaires and poles are needed for the parking lot at the
Administration/ Public safety Building and for the proposed improvements on the Village
Green.
(The luminaire and pole manufacturers do not deal directly with the end consumer.
(Illinois Lighting is the local supplier for the Village's selected luminaires and poles,
and has provided exceptional customer service at the lowest cost for the Village's standard
lighting unit.
(Of the $75,960.00, thirty-three (33) lights will be paid for out of TIF funds in the
amount of$62,415.00.
Agenda for VB Meeting 03-24-09 4
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
H) Consideration to adopt Resolution No. 14-09 authorizing the Mayor and Village Clerk to
execute an agreement between the State of Illinois Department of Transportation (IDOT)
and the Village of Elk Grove Village for the improvement of traffic signals at the IL Route
72 (Higgins Road) and Arlington Heights Road intersection.
(This agreement provides for the construction of light-emitting diode (LED).traffic
and pedestrian signals at the intersection.
(This project is being funded entirely by the Illinois Department of Transportation
but because the work will be performed-within the Village, IDOT has requested that the
Village execute the Agreement.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
I) Consideration of the following:
• To adopt Resolution No. 15-09 (attached) authorizing entry into an amended
agreement for Northwest Central Dispatch System(NWCDS);'and . ' .
• To adopt Resolution No. 16-09 (attached) approving an Addendum of New
Membership in the-Northwest Central 9-1-1 System.
(NWCDS has proven to be successful in providing emergency communications
services to the Village of Elk Grove Village Police and Fire Departments.
(The City of Rolling Meadows has made application for membership in NWCDS.
(The NWCDS Board of Directors has unanimously recommended approval of the
membership request of Rolling Meadows.
(The City.of Rolling Meadows has made 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 Rolling Meadows.
(The addition of new members to the 9-1-1 . System requires approval of an
Addendum of New Membership.)
J) Consideration to adopt Resolution No. 17-09 authorizing the Mayor and Village Clerk to
execute a second amendment to the agreement between RedSpeed Illinois, LLC and the
Village of Elk Grove Village previously adopted by Resolution No. 50-07 and amended
by Resolution No. 22-08 for Traffic Law Enforcement System.
(This amendment requires RedSpeed Illinois, LLC to upgrade specific street lights to
LED standards at a 50% cost-sharing basis.)
K) Consideration to adopt Resolution No. 18-09 adopting the Official Zoning Map of the
Village of Elk Grove Village as of December 31, 2008.
(This resolution shall be in full force and effect from and after its passage and
approval according to law.)
Agenda for VB Meeting 03-24-09 5
L) Consideration to adopt Resolution No. 19-09 amending Resolution No. 9-09 and
Designating the Construction of the west bypass north connection "Alternate 203 —Option
D" as the locally preferred alternative and rejecting any plans to widen Busse Road.
(This Resolution supersedes the previous Resolution by requesting [DOT to reject
any plans for the widening of Busse Road.
(Elk Grove Village holds significant investment in terms of businesses, jobs,
property tax base, sales tax base, roadways, water mains, sewer infrastructure, and public
safety activities within the study area.
(Elk Grove Village has determined that one alternative is strongly preferred locally
and that preference is to be conveyed to the State of Illinois Department of Transportation
and United States Highway Department.)
M) Consideration to authorize the Village Manager to execute contracts renewing the
Village's health insurance programs as of May 1, 2009:
• To execute a contract with Blue Cross/Blue Shield to provide medical services and to
establish the Monthly Premium Rates for the Blue CrossBlue Shield Self-Insured
Medical PPO as follows:
Participation Level Monthly Premium Total
Employee Only $702.13
Employee Plus One Dependent $1,474.52
Employee Plus Two Dependents $1,604.29
Medicare Supplement Rates
One Person $411.15
Two Persons $822.30
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$67.68 per participant per month;
• To execute a new Blue Cross/Blue Shield High Deductible Plan to provide.medical
services and to establish the Monthly Premium Rates for the Blue Cross/Blue Shield
Self-Insured Medical PPO as follows:
Participation Level Monthly Premium Total
Employee Only $563.01
Employee Plus One Dependent $1,182.34
Employee Plus Two Dependents $1,286.40
Medicare Supplement Rates
One Person $329.69
Two Persons $659.38
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$67.68 per participant per month;
Agenda for VB Meeting 03-24-09 6
• To execute a contract with HMO Illinois to provide HMO medical benefits at the
following monthly rates:
Participation Level Monthly Premium Total
Employee Only $495.38
Employee Plus One Dependent $955.05
Employee Plus Two Dependents $1,471.10
d'
Medicare Supplement Rates
One Person S*& zq
Two Persons �3�• 8�
• To renew a contract with Guardian/First Commonwealth Dental HMO to provide
HMO Dental benefits at the following monthly premium rates:
Participation Level Monthly Premium Total
Employee Only $28.70
Employee Plus One Dependent $53.34
Employee Plus Two Dependents $80.29
• To establish the following Monthly Premium Rates for the Village's Self-Insured
Dental Plan:
Participation Level Monthly Premium Total
Employee Only $72.28
.Employee Plus One Dependent $151.78
Employee Plus Two Dependents $190.26
• To renew an agreement with HealthSmart (formerly American Administrative Group)
to administer the Village's Self-Insured Dental Plan at a cost not to exceed $5.20 per
.participant, per month, for Dental Claims;
• To renew a contract with Symetra Financial to provide Specific Stop Loss Re-
Insurance at a cost not to exceed $642,670.00;
• To renew the Flexible Spending Plan administered by HealthSmart at a cost of$4.65
per participant per month.
• To renew the COBRA Administration by HealthSmart at a cost of $1.75 per
participant per month.
• To renew a contract with Arthur Gallagher and Company no longer charging a
consulting fee.
Agenda for VB Meeting 03-24-09 7
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
a. No-Idle-Zone Ordinance
b. Adjudication of Certain Offenses
c. Business License Review
d. Environmental Evaluation of Facilities
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. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION—Trustees Lissner/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 Czamik
16. PLAN COMMISSION - Village Manager Rummel
17. ZONING BOARD OF APPEALS - Village Manager Rummel
a. 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 corner of the principal building located on
the adjacent single-family lot at 781 Penrith Avenue, Elk Grove Village, IL (PH 12-04
08).
Agenda for VB Meeting 03-24-09 8
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, Jacobsen,
Walsh (7), Knickerbocker, Boffice, Cavallini, Sammarco, Miller, Schmidt, Tromp