HomeMy WebLinkAboutAGENDA - 10/13/2009 - VILLAGE BOARD MEETING •
Next ORD: 3215 (3219)
Next RES. 54-09 (59-09)
Recess: 8:00 P.M.
AGENDA
REGULAR VILLAGE BOARD MEETING
October 13, 2009
7:00 p.m.
1. Call to Order
2. Pledge of Allegiance
Invocation (Senior Pastor Dr. Godfrey Catanus, Northwest Filipino Baptist Church)
3. Approval of Minutes of September 22, 2009
4. Mayor and Board of Trustees' Report
5. Accounts Payable Warrant: September 30, 2009/$ 534,164.57
October 13,2009/ $1,932,386.43
6. CONSENT AGENDA
A) Consideration to hold the Regular Village Board meetings at 7:00 p.m. in 2010 on the
second and fourth Tuesday of the month with the exception as follows:
• March- add March 16, 2010 Budget Meeting for Budget Purposes at 6:00 p.m.
• June - hold one Regular Village Board Meeting to convene on June 15
• July - hold one Regular Village Board Meeting to convene on July 13
• August - hold one Regular Village Board meeting to convene on August 17
• November- hold one Regular Village Board meeting to convene on November 9
• December - hold one Regular Village Board meeting to convene on December 14.
(This schedule follows the past practice of the Village Board to only hold one
meeting during the months of June, July, August,November, and December.)
B) Consideration to grant a variation from the Village Code, Section 8-1213-1-1D, Easements,
to permit the construction of a shed which will encroach four feet (4') into the ten foot
(10') public-utility easement along the rear property line at 1892 Gibson Drive.
(The property owners are seeking a variation to construct a shed within a public
utility easement. Comcast, AT&T, Nicor, Gas and Com-Ed 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.)
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Agenda for VB Meeting 10-13-09 2
C) Consideration to increase the Police Department's Fiscal Year 2009/2010 General Fund
expenditure budget in the amount of$17,510 due to a grant from the State of Illinois.
(The Police Department recently was awarded a State grant in the amount of$50,000
from the Illinois Department of Commerce and Economic Opportunity (DCEO).
(These funds are going to be used to increase officer safety, remote traffic safety and
improve overt and covert criminal investigations.
(The grant was awarded based upon the purchase of specific items that were outlined
in the grant. Although some of the items to be purchased with this grant are included in
the budget, the grant provides for the purchase of additional items that the Police
Department would not otherwise be able to purchase.
(To account for this grant properly, the budgeted General Fund revenues will also be
increased in the amount of$50,000.
(A report from the Chief of Police, recommending approval, is attached.)
D) Consideration to award a sole source purchase contract to Applied Concepts, Inc. of Plano,
TX for the purchase of twelve (12) Stalker II MDR radars without rear antenna assembly
in the amount of$22,776.
(The Stalker II MDR radars are the standardized radars for the Police Department.
(The Village has been awarded a $50,000 grant by the Illinois Department of
Commerce and Economic Opportunity.
(As part of the grant, the Village had requested twelve (12) radar devices at a unit
cost of$1;898, for a total cost of$22,776.
(Staff has determined that the Stalker II MDR radars exceed other radars that are
under the State contract when the total combination of features and options offered are
compared.
(In the United States, Applied Concepts, Inc. does not sell to distributors or resellers,
thus making any purchase a sole source bid.
(The radar units have the ability to work within the vehicle as well as outside the
vehicle and in moving and/or stationary mode. These features are not available with the
units on the State contract. In addition, these radars are more compatible with the
Village's existing laptops.
(A report from the Chief of Police, recommending approval, is attached.)
E) Consideration to renew a service contract to Holiday Design, Inc. of Plainfield, IL for
holiday decoration services around the Municipal Complex in an amount not to exceed
$32,455.
(This renewal confirms the final year, of a possible 4-year .contract extension
initiated with Holiday Design in 2005.
(Holiday Design, Inc. has performed various Village contracts in the past without
incident.
(The renewal rate includes the base amount plus additional charges that were
negotiated based upon the additional roofline on the new Administration and Public Safety
Complex and to decorate six (6) new street lights on the Village Green.
Agenda for VB Meeting 10-13-09 3
(Adequate funds are budgeted in the Village Board Special Events Fund to cover
these expenses.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
F) Consideration to award a Balancing Change Order in the amount of$40,322.11 to ten (10)
different contractors for various trades working on the new Administration and Public
Safety Complex.
(The August 28, 2009 memo provides for 26 Change Orders to ten (10) different
contractors for various projects.
(A report from Chief of Police, recommending approval, is attached.)
G) Consideration to award a maintenance contract with Dynamic Heating & Piping Company
of Crestwood, IL as the lowest responsive and responsible bidder for maintenance-services
on HVAC systems at various Village owned facilities for the period of November 1, 2009
through April 30, 2010 for a total contract amount of$42,722.
(On Thursday, September 17, the Village opened sealed bids for maintenance
services on the HVAC systems contract.
(A total of nine (9) contractors submitted bids.
(The low bidder, Dynamic Heating & Piping Company, meets all requirements and
qualifications in the specifications.
(This bid includes the option of four(4), 1-year annual renewals.
(Adequate fiinds are budgeted and available in the Public Works and Fire
Department's Service Agreement accounts.
(A report from the Director of Public Works, recommending approval, is attached.)
H) Consideration to modify the contract with Best Quality Cleaning, Inc., of Franklin Park, IL
to a 12-month period (May 1, 2009 through April 30, 2010).for custodial services at 666
Landmeier Road, 901 Brantwood Avenue, the Administration and Public Safety Complex,
and the Fleet Services Facility in an amount not to exceed $52,164.
(This contract was bid and originally awarded for the term of May 1, 2007 through
April 30, 2008 with the option to renew annually for up to four (4) additional 1-year
extensions.
(Based on the projected schedule to relocate the Fire Administration building, only a
six-month extension of the second-year contract renewal was recommended. This six-
month extension was approved.in March of 2009 for$16,782.
(Due to the current status of the building renovations, it is in the best interest for the
Village to extend the existing custodial contract with Best Quality for the full term of the
second year.
(The scope of Best Quality's services has been expanded to provide additional
cleaning services at the Municipal Complex and the Fleet Services Facility.
(A report from the Director of Public Works, recommending approval, is attached.)
Agenda for VB Meeting 10-13-09 4
I) Consideration of the following intersection improvements:
• to award a professional service contract to Civiltech Engineering, Inc. of Itasca, IL for
engineering services consisting of traffic studies and alternative geometric studies at
Busse Road and Pratt Boulevard in an amount not to exceed $55,327; and
• to award a professional service contract to Civiltech Engineering, Inc. of Itasca, IL for
engineering services consisting of traffic studies and alternative geometric studies at
Busse Road and Greenleaf Avenue in an amount not to exceed $56,647.
(The Industrial/Commercial Revitalization Commission (ICRC) has authorized the
implementation of Phase 1 engineering improvements at Busse Road intersections with
Pratt Boulevard and Greenleaf Avenue.
(The improvements will enhance traffic operations and reduce congestion.
(Civiltech Engineering, Inc. is recommended based on their knowledge of State,
County and Village design standards and successful design and construction engineering
services for numerous ICRC projects.
(Adequate funds are budgeted and available in the ICRC Professional Services
account.
(A report from the Director of Engineering and Community Development,
recommending approval, is attached.)
J) Consideration to award a services contract to OEC Business Interiors of Elmhurst, IL to
oversee the work and serve as the general contractor for the office space build-out of the
former Administration office area in the Charles J. Zettek Municipal Complex in an
amount not to exceed $100,000 from the Capital Projects Fund.
(As part of the relocation of the Administration office into the new Administration &
Public Safety Complex, the Department of Engineering & Community Development is to
be relocated to the main floor atrium, adjacent to the Finance Counter. In addition, once
the Departinent of Engineering & Community Development is relocated, Fire
Administration will relocate from the existing off-site location to the current space
occupied by Engineering & Community Development.
(The build-out of the former Administration office will include an expansion of the
existing counter to accommodate construction plans, the widening of three office spaces,
and the conversion of a storage closet into an office.
(OEC solicited bids for the work from three separate contractors, of which the lowest
bid to perform the work was $74,500. The request is for a total not to exceed contract in
the.amount of$100,000 for this work, with the additional funds to be set aside and serve
as a contingency should there be any unforeseen conditions.
(OEC Business Interiors oversaw the 2007 administrative office remodeling and
furniture installation for the Charles Zettek Municipal Complex. They were also involved
with the office furniture installation in the Administration& Public Safety Complex. OEC
has performed exceptional work for the Village in the past.
(A report from the Deputy Village Manager, recommending approval, is attached.)
K) Consideration to adopt Resolution No. 54-09 (attached) determining the appropriateness
for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as
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Agenda for VB Meeting 10-13-09 5
amended February 15, 2006 for certain real estate property located at 1150 Lively
Boulevard.
(Worsek & Vihon intends to purchase the 63,163 square foot facility in need of
significant renovations.
(Upon purchasing the property, Worsek & Vihon intend to invest between $400,000
and $500,000 into the property to repair existing defects and make tenant improvements to
meet the needs of an industrial user.
(Eligibility requirements for 6B status are new construction, substantial renovation or
purchase of buildings that have been vacant for a period of time. This building has met the
requirements for 6B classification under Special Circumstance because at the time of
purchase, the property will have been vacant for less than two years.
(The 6B property tax incentive allows a property tax assessment reduction from 36%
to 16%of fair market value for a 12-year period.
(A report from.the Deputy Village Manager, recommending approval, is attached.)
L) Consideration to adopt Resolution No. 55-09 (attached) determining the appropriateness
for Class C status pursuant to the Cook County Real Property Classification Ordinance as
amended May 15, 2007 for certain real estate property located at 2100 Busse Road.
(Gullo International Development acquired this property from Penske Trucking back
in December of 2007, and inherited the contamination as a result.
(There has been substantial remediation and corrective action work required on this
site in order to be granted a permit to redevelop or reoccupy the property by the Illinois
Environmental Protection Agency (IEPA).
(The cost for remediation and corrective action exceeded $185,000.
(Gullo International Development has also invested over $350,000 for repairs,
replacements, remodeling, and updating the facility to meet today's standards.
(Eligibility requirements for Class C status are real estate that will be used for
industrial purposes, due to contamination the site has undergone environmental testing and
remediation and has received a "no further remediation" letter.from the IEPA, and the
remediation costs total at least $100,000. This building has met the requirements for Class
C classifications.
(The Class C property tax incentive allows a property tax assessment reduction from
36% to 16%of fair market value for a 12-year period.
(A report from the Deputy Village Manager, recommending approval, is attached.)
M) Consideration to adopt Resolution No. 56-09 attached) deeming certain funds in the
Special Tax Allocation Fund for the Village of Elk Grove Village Town Center Tax
Increment Redevelopment project areas as "surplus" funds and direct the payment and
distribution thereof.
(The Grove Mall TIF District was established in 1998 for the development of the
Town Center site and is funded through property taxes paid by the property owners.
During the previous fiscal year, the Grove Mall TIF generated a surplus which is being
rebated to the appropriate taxing bodies based upon their proportionate share of property
tax levy.)
Agenda for VB Meeting 10-13-09 6
N) Consideration to adopt Resolution No. 57-09 (attached) authorizing the Mayor and Village
Clerk to execute a Memorandum of Agreement between the Village of Elk Grove Village
and TowerCo Assets LLC.
(This agreement will update our files making them consistent with the current tenant
TowerCo Assets LLC whom took over for Nextel West Corporation this year for the
cellular tower located at 1751 Greenleaf Avenue.)
O) Consideration to adopt Resolution No. 58-09 (attached) amending Resolution No. 50-09
determining the appropriateness for Class 6B status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15, 2006 for certain real estate
located at 1301 Estes Avenue.
(Resolution No. 50-09 was originally passed at the September 22, .2009 Village
Board meeting.
(The Special Circumstances attached to Resolution No. 50-09 required minor
modifications in order for it to be consistent with the application that is to be submitted to
Cook County.
(Eligibility requirements for 6B status are new construction, substantial renovation or
purchase of buildings that have been vacant for a period of time. This building has met the
requirements for 6B classification under Special Circumstances because at the time of
purchase, the property will have been vacant for less than two years.
(The 6B property tax incentive allows a property tax assessment reduction from 36%
to 16% of fair market value for a twelve-year period.
(An updated description of Special Circumstances is attached to the Resolution.
(A report from the Deputy Village Manager, recommending approval, is attached.)
P) Consideration to adopt Ordinance No. 3215 (attached) amending Ordinance Number 3208
of the Village of Elk Grove Village by deleting one (1) current position (Superintendant of
Fleet/Street) and adding one (1) new position (Public Works Deputy Director of
Infrastructure.)
(This amendment eliminates one position, the Superintendent of Fleet/Street
effective November 9, 2009.
(This amendment creates the position of Public Works Deputy Director of
Infrastructure.)
Q) Consideration to adopt Ordinance No. 3216 (attached) authorizing the Mayor and Village
Clerk to execute a real estate sales contract between the Village of Elk Grove Village and
Gullo International Development Corporation for the disposition of 321 Bond Street.
(321 Bond Street served as the Village's temporary Police Department while the new
Police Department was under construction. Currently, the Elk Grove Park District is
utilizing the building while the Park District is constructing its new maintenance facility.
The Park District will be utilizing 321 Bond Street through early 2011.
(The property is zoned 1-1 and is located north of Higgins Road in a light industrial
area. Gullo International was attempting to purchase 321 Bond Street when the Village
acquired the property for the temporary Police Department. Gullo International continues
Agenda for VB Meeting 10-13-09 7
to desire to purchase the building once the Park District has completed its new
maintenance facility and has vacated 321 Bond Street. Under the terms of the sale, the
Village will receive $32,000 guaranteed earnest money, and receive a total sale price of
$1,325,000 upon closing in March 2011. The property is essentially sold on an "As Is"
basis to Gullo International. A copy of the Real Estate contract is on file in the Village
Clerk's Office.)
R) Consideration to adopt Ordinance No. 3217 (attached) amending Chapter 4 Garbage and
Refuse and Chapter 5 Plants and Weeds of Title 4 Public Health of the Village Code by
establishing an administrative fee for services including monitoring, inspections,
corresponded, lien preparation and other expenses incurred by the Village with respect to
the enforcement of violations of said Chapters.
(The enforcement of these two Chapters often involves additional monitoring,
inspections, correspondence, lien preparation and other expenses when the above-
mentioned codes are violated.
(The existing penalty provisions are often insufficient to cover the administrative
costs and time incurred by the Village.)
S) Consideration to adopt Ordinance No. 3218 (attached) granting a variation of section 3-
7:13.3 of the zoning ordinance to permit the installation of a fence which will extend
approximately thirteen (13') feet beyond the nearest front corner of the principal building
located on the adjacent single-family lot for property located at 299 Brookhaven Drive,
Elk Grove Village, IL
(This item was discussed at the September 22, 2009 Village Board Meeting and
currently appears under Unfinished Business of the Village Attorney.)
7. REGULAR AGENDA
A) Consideration to approve proposed signage for Athletico in the Elk Grove Town Center.
(Athletico recently submitted drawings identifying new signage for their store in the
Elk Grove Town Center.
(The proposed signage shows an illuminated "ATHLETICO" sign totaling 22 square
feet. The sign is internally illuminated with text having a white face and blue outline.
(Centro NP Holdings, Inc., the current owner of Elk Grove Town Center, has
approved this proposed sign package for Athletico.
.(The total area of the proposed building signage complies with the allowable area
permitted by the Village's sign regulations.
(Section 7B-5-8 of the Elk Grove Zoning Ordinance requires all applications for sign
permits in the B-5 Town Center Shopping District to be forwarded to the Mayor and
Board of Trustees for final review and approval.
(A report from the Director of Engineering & Community Development,
recommending approval, is attached.)
Agenda for VB Meeting 10-13-09 8
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
c. Environmental Evaluation of Facilities
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
a. No-ldle-Zone Ordinance
b. Business License Review
10. PERSONNEL COMMITTEE - Trustee Franke
11. RECYCLING & WASTE COMMITTEE -Trustee Feichter
a. No-Idle-Zone Ordinance
12. INFORMATION COMMITTEE - Trustee Prochno
a. Providing Information to Community
b. Committee for Smoke-Free Elk Grove
c. Website Redesign
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
14. YOUTH COMMITTEE - Trustee Franke
15. PARADE COMMITTEE_- Trustee Czarnik
16. PLAN COMMISSION - Village Manager Rummel
a. PC Docket #09-2 — Public Hearing to consider a petition for the demolition of an
existing structure, subdivision of the property from one parcel into two and rezoning of
property located at 1400 Busse Road, Elk Grove Village, IL (Continued to 09-16-09).
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).
18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES
a. Cable Television Committee - Trustees Petri/Lissner
b. Board of Health& Community Services - Trustee Czamik
c. Liquor Commission- Mayor Johnson
Agenda for VB Meeting 10-13-09 9
d. Special Events Committee'- Mayor Johnson
e. Tour of Elk Grove Update—Mayor Johnson
19. REPORT FROM VILLAGE CLERK
20. UNFINISHED BUSINESS
VILLAGE BOARD
None
VILLAGE ATTORNEY
A. Prepare an Ordinance to grant a variation to permit the replacement of an existing fence
with a four foot (4') tall white vinyl picket fence that would extend approximately
thirteen feet(13') beyond the nearest front corner of the principal building located on the
adjacent single family lot at 299 Brookhaven Drive, Elk Grove Village, IL. (ZBA
Docket 09-4)
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, Miller, Sammarco, Schmidt, Tromp