HomeMy WebLinkAboutAGENDA - 04/12/2011 - VILLAGE BOARD I
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AGENDA
REGULAR VILLAGE BOARD MEETING
April 12, 2011
7:00 p.m.
1. Call to Order
2. Pledge of Allegiance
Invocation(Pastor Edward Pelrine, Queen of the Rosary Church)
3. Approval of Minutes of March 22,2011
4. Mayor and Board of Trustees' Report
5, Accounts Payable Warrant: March 31, 2011 $ 578,936.80
April 12, 2011 $ 357,972.87
6. CONSENT AGENDA
A) Consideration to reschedule the August Village Board meeting by authorizing a regular
Village Board meeting to be held on Tuesday, August 9, 2011 at 7:00 p.m. and cancelling
the regular Village Board meeting previously scheduled for August 16, 2011.
(This action changes the single August Village Board meeting back to the 2nd Tuesday
in August. The August Village Board meeting will take place on August 9, 2011 at
7:00 p.m.)
B) Consideration of the following requests:
• To waive permit fees (attached) for the State of Illinois Capital Development Board's
maintenance facility located at 1101 Biesterfield Road in the amount of $9,000 to
disconnect their sanitary septic field and connect to the Village's sanitary sewer; and
• To waive permit fees (attached) for the Elk Grove Park District in the amount of$135 to
remove and replace concrete sidewalk and a loading dock at 140 Lively Boulevard.
(It has been the past practice of the Village Board to grant fee waivers for
governmental and non-profit organizations.
(A report from the Acting Director of Engineering & Community Development,
recommending approval, is attached.)
C) Consideration to grant a variation from the Municipal Code, Section 8-128-1-1D,
Easements, to permit the construction of a shed which will encroach three feet (3') into the
five-foot (5') public utility easement along the rear property line at 747 Galleon Lane.
(The property owners are seeking a variation to construct a shed within a public utility
easement. Comcast, AT&T, Nicor, and ComEd have written letters granting permission to
encroach upon the easement.
Agenda for VB Meeting 04-12-11 2
(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 Acting Director of Engineering & Community Development,
recommending approval, is attached.)
D) Consideration to award a landscape service contract to the lowest responsive and responsible
bidder Sebert Landscaping Company of Bartlett, IL for the 2011 Turf and Landscape Bed
Maintenance — Business Park contract in the amount not to exceed $41,477 from the
Industrial/Commercial Revitalization Fund.
(On Wednesday, March 30, 2011, the Village opened sealed bids for the 2011 Turf and
Landscape Bed Maintenance — Business Park contract. A total of five (5) contractors
obtained bid documents, with four(4) submitting bids.
(The contract provided for four (4) annual renewals through February 28,2015.
(The Village has had a favorable business relationship with Sebert Landscaping
Company and has satisfactorily completed landscape maintenance services for the Village's
residential beds and has installed the landscaping at the Charles J. Zettek Municipal
Complex.
(Adequate funds are available in the ICRC Fund.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
E) Consideration to award a contract to the lowest responsive and responsible bidder Arthur
Weiler, Inc. of Zion, IL for planting 165 deciduous trees in the Village parkways in an
amount not to exceed $44,860 from the Recycling Fund.
(On Thursday, March 31, 2011, the Village opened sealed bids for the 2011 Deciduous
Tree Planting program. A total of seven (7) contractors obtained bid documents, with three
(3) submitting bids.
(The lowest responsive and responsible bid was received from Arthur Weiler,Inc.
(The bid documents asked for submittals for 150 residential parkway trees. Due to the
attractive bid prices, the Village has increased the quantity to 165 trees.
(The program will be funded through the Recycling Fund.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
F) Consideration to award a contract to the lowest responsive and responsible bidder, Sebert
Landscaping Company of Bartlett, IL, to provide turf restoration of damaged parkways
throughout the Village in the amount not to exceed $43,790, of which $5,790 will be paid
through the General Fund and $38,000 will be paid from the Water/Sewer Fund.
(The contract provided for four (4) annual renewals through April 30, 2015.
(The Village has had a favorable business relationship with Sebert Landscaping
Company and has satisfactorily completed numerous landscape construction and
maintenance contracts in the Village.
(Adequate funds are available in the General Fund ($5,790) and the Water/Sewer Fund
($38,000).
(A report from the Director of Public Works, recommending approval, is attached.)
E
Agenda for VB Meeting 04-12-11 3
G) Consideration to award a contract to the lowest responsive and responsible bidder Arrow
Road Construction Company, of Mount Prospect, IL for the 2011 MFT Hot-Mix Asphalt
Material in an amount not to exceed $48,113.70, of which $15,000 will be paid from the
General Fund and $33,000 from the Motor Fuel Tax Fund.
(On Thursday, March 24, 2011, the Village opened sealed bids for the 2011 MFT Hot-
Mix Asphalt Material Purchase contract. A total of four (4) contractors obtained bid
documents, with two(2) submitting bids.
(The lowest responsive and responsible bidder was Arrow Road Construction
Company.
(Arrow Road Construction Company has satisfactorily supplied the asphalt paving
material to the Village for several years.
(Adequate funds have been budgeted for this project in the General Fund ($15,000) and
the Motor Fuel Tax Fund($33,030).
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
H) Consideration to renew a professional service contract to Peters & Associates of Oak Brook
Terrace, IL for advanced technical support of the Village's computer networks for the period
of May 1,2011 through April 30,2012 in an amount not to exceed $49,600.
(The requested amount would provide an average of three days per month of network
support during Fiscal Year 2011-12.
(The role of this consultant is to assist in supporting our Microsoft Server, Active
Directory, and exchange environments, and assist with accomplishing our Long Range
Technology Plan initiatives.
(Peters & Associates has provided high-quality implementation and support services to
the Village for over 3 years.
(As in the past, the requested support will only be used and billed on an as-needed
basis.
(A report from the Deputy Director of Information Technology, recommending
approval, is attached.)
I) Consideration to award a contract to the lowest responsive and responsible bidder Sebert
Landscaping Company of Bartlett, IL for the 2011 Turf and Landscape Bed Maintenance —
Residential contract in the amount not to exceed $76,443.
(On Wednesday, March 30, 2011, the Village opened sealed bids for the 2011 Turf and
Landscape Bed Maintenance — Residential contract. A total of four (4) contractors obtained
bid documents, with three(3) submitting bids.
(The contract provided for four (4) annual renewals through February 28,2015.
(The Village has had a favorable business relationship with Sebert Landscaping
Company and has satisfactorily completed landscape maintenance services for the Village's
residential beds and landscaping at the Municipal Complex.
(Adequate funds are available in the General Fund.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
J) Consideration to award a construction engineering services contract to Civiltech
Engineering, Inc. of Itasca, IL to provide construction engineering services for the
Agenda for VB Meeting 04-12-11 4
Wellington Avenue and Chelmsford Lane roadway reconstruction in the amount not to
exceed$150,796 from the Capital Projects Fund.
(Civiltech Engineering assisted with the engineering design and has satisfactorily
completed construction supervision for numerous Village projects.
(Adequate funds are budgeted and available from the Capital Projects Fund.
(A report from the Acting Director of Engineering & Community Development,
recommending approval, is attached.)
K) Consideration to renew a fuel delivery contract to Avalon Petroleum of Tinley Park, IL for
one year in an amount not to exceed$405,000.
(The contract provided for four (4)annual renewals through April 30, 2014.
(The Village has had a favorable business relationship with Avalon Petroleum
Company for over ten (10)years.
(The contract period will be May 1, 2011 through April 30, 2012.
(A report from the Director of Public Works, recommending approval, is attached.)
L) Consideration to award a construction service contract to the lowest responsive and
responsible bidder Arrow Road Construction Company, of Mount Prospect, IL for the 2011
MFT Street Resurfacing Program — Section B project in an amount not to exceed
$785,115.80 from the Motor Fuel Tax Fund.
(On Thursday, March 24, 2011, the Village opened sealed bids for the 2011 MFT
Street Resurfacing Program—Section B project. A total of eight (8) contractors obtained bid
documents, with seven(7) submitting bids.
(The lowest responsive and responsible bidder was Arrow Road Construction
Company.
(Arrow Road Construction Company has satisfactorily completed numerous projects
for the Village including last year's MFT program.
(Adequate funds have been budgeted for this project in the Fiscal Year 2011-12 MFT
budget.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
M) Consideration to authorize the Village Manager to execute contracts renewing the Village's
health insurance programs as of May 1,2011:
• To execute a contract with Blue Cross/Blue Shield 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 $799.10
Employee Plus One Dependent $1,678.17
Employee Plus Two Dependents $1,825.87
Medicare Supplement Rates
One Person $467.94
Two Persons $935.87
Agenda for VB Meeting 04-12-11 5
To execute an agreement with Blue Cross/Blue Shield for claims administration at a cost
of$67.22 per participant, per month;
To execute a Blue Cross/Blue Shield High Deductible Plan 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 $640.77
Employee Plus One Dependent $1,345.64
Employee Plus Two Dependents $1,464.07
Medicare Supplement Rates
One Person $375.23
Two Persons $750.45
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a cost
of$67.22 per Participant,per month;
• To execute a contract with HMO Illinois to provide base plan HMO medical benefits at
the following monthly rates:
Participation Level Monthly Premium Total
Employee Only $587.71
Employee Plus One Dependent $1,134.62
Employee Plus Two Dependents $1,739.01
Medicare Supplement Rates
One Person $474.23
Two Persons $949.52
• To renew a contract with Guardian Dental HMO to provide HMO Dental benefits at the
following monthly premium rates:
Participation Level Monthly Premium Total
Employee Only $30.45
Employee Plus One Dependent $56.59
Employee Plus Two Dependents $85.18
• 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;
Agenda for VB Meeting 04-12-11 6
• To renew a contract with Symetra Financial to provide Specific Stop Loss Re-Insurance
at a cost not to exceed$833,000;
• To renew the Flexible Spending Plan administered by HealthSmart at a cost of$4.65 per
participant, per month;
• To renew a contract with Arthur Gallagher and Company no longer charging a
consulting fee; and
• To renew the COBRA Administration by HealthSmart at a cost of$1.75 per participant,
per month.
N) Consideration to renew a professional service contract with Municipal GIS Partners of Des
Plaines, IL for support services in connection with Elk Grove Village's Geographic
Information System (GIS) in an amount not to exceed$141,627.
(In April of 2008, the Village Board entered into an agreement to join the GIS
Consortium (GISC), which is a group of seventeen (17) local .communities that work
together to develop a cost-effective solution for implementing Geographic Information
Systems (GIS) and related technologies.
(By collaborating, communities create GIS opportunities otherwise unavailable
because of complexity and cost. The mission of the Consortium is to create value by
managing cost and risk in a cooperative environment.
(The foundation of the Consortium is its innovative staffing approach. To address this
issue, the Consortium outsources staffing and shares these resources among its members.
(The GIS Consortium's contracted service provider is Municipal GIS Partners (MGP).
(Elk Grove Village is an 80% allocation member for support services. This provides
for an in-house GIS Specialist 4 days a week.
(In addition to the Specialist, Elk Grove Village shares the services and receives the
benefits of six (6) other GIS staff members who are located off-site.
(The Village's contract with MGP will run from May 1, 2011 to April 30, 2012.
(A report from the Deputy Village Manager, recommending approval, is attached.)
O) Consideration to authorize the second year of a three-year professional service contract with
Special Events Management (SEM) of Chicago, IL to manage and produce the 2011 Alexian
Brothers Tour of Elk Grove Bike Race on August 5, 6, and 7, 2011.
(In April of 2010, the Village Board authorized a three-year Agreement between the
Village and SEM to manage and produce the 2010, 2011, and 2012 Alexian Brothers Tour of
Elk Grove bike race.
(The terms and conditions of the agreement remain unchanged. This action authorizes
the second year implementation of the three-year contract.)
P) Consideration of Resolution No. 14-11 (attached) adopting an Identity Protection Policy for
the Village of Elk Grove Village.
(This item is a mandate from the Federal Government. The Policy is designed to limit
and protect social security numbers of customers and employees.)
Q) Consideration to adopt Resolution No. 15-11 (attached) determining appropriateness for
Class 6B status pursuant to the Cook County Real Property Classification Ordinance as
Agenda for VB Meeting 04-12-11 7
amended February 15, 2006 for certain real estate located at 901 Lively Boulevard.
(The Giovanni Gullo and Maria Gullo Family Limited Partnership (Gullo) is seeking a
Class 6B for the 15,776 square foot building located at 901 Lively Boulevard.
(Gullo intends to invest approximately $75,000 to reconfigure and rehabilitate the
property to allow 520 Machinery Sales LLC to move into the property.
(Gullo is seeking a Class 6B exemption with Special Circumstances based upon
occupation of an abandoned building with less than twenty-four continuous months of
vacancy, purchase for value, and substantial rehabilitation.
(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 qualifies for
6B classification with special circumstances based upon occupation of an abandoned
building with less than twenty-four continuous months of vacancy, purchase for value, and
substantial rehabilitation.
(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.
(A report from the Director of Business Development and Marketing, recommending
approval, is attached.)
R) Consideration to adopt Resolution No. 16-11 (attached) amending Resolution No. 61-96,
Resolution No. 6-09, Resolution No. 60-09, and authorizing the Mayor and the Village Clerk
to execute a Landlord/Lessor Consent to Assignment of Lease and Rents (Tower Assets
Newco VI, LLC) (1060 Oakton Street).
(Phis item provides consent to and approval of the assignment of lease and rents from
Tower Assets Newco VI, LLC to First Tennessee Bank National Association.)
S) Consideration of the following items for Fiscal Year 2011-12:
• To authorize a 2.25% market adjustment to non-union step and specific rate plan
positions plus I% equity adjustment;
• To authorize the same market adjustment plus equity adjustment to the merit pay plan;
• To authorize an increase in an amount of$25 to each category of Longevity allowances
to non-union step pay plan employees;
• To authorize an increase in an amount of $25 to each category of MEP allowances to
non-union merit pay plan employees;
• To adopt Ordinance No. 3259 amending wages for part-time Water Meter Readers and
School Crossing Guards; and amending the hourly salaries for temporary part-time
Custodian, Porter, Health Code Enforcement Officer, Cable Production Assistant,
Administrative Interns, Summer Employees, and Temporary Seasonal Employees; and
• To adopt Ordinance No. 3260 (attached) amending the Position Classification and Salary
Plan: the Classification Plan, and Salary Range or Merit Pay Plan Position and the Step
Pay Plan rates for general Step Pay Plan positions of the Village Code of the Village of
Elk Grove Village.
(Ordinance No. 3259 and Ordinance No. 3260 will be available in the Village Clerk's
Office on Tuesday evening.)
Agenda for VB Meeting 04-12-11 8
T) Consideration to allow the construction of a fence/barrier enclosing an outdoor eating area
for the purpose of serving alcohol by Coach's Corner at the Elk Crossing Shopping Center,
152-154 Biesterfield Road.
(The Village has occasionally permitted similar requests for food establishments
located in shopping centers, subject to meeting the criteria established for outdoor seating
areas.
(As proposed, the barrier would be constructed of a composite material measuring 42
inches in height (42") and approximately 32 feet (32') in width. It would extend
approximately 72 inches (72") from the front of the building.
(Staff has reviewed the proposal to ensure that there will be no detrimental effects on
the immediate area and that the petitioner will properly maintain the site for cleanliness and
trash.
(If, at any time, Coach's Comer fails to meet the requirements of the Village, the
special permission will be rescinded.
(A report from the Acting Director of Engineering & Community Development,
recommending approval, is attached.)
7. REGULAR AGENDA
A) Consideration to amend a sign variation for Alexian Brothers Medical Center located at 935
Beisner Road.
Item Proposed Permitted by Variation Requested
Ordinance
935 Beisner Road— 12 foot high(12'), 6 feet high(6), An additional 6 feet
Sign identifying the illuminated double- 45 square feet total. (6') and 143 total
Rehabilitation Hospital faced sign square feet.
with one panel measuring 94
providing directions. square feet per face/
188 square feet
total.
(The Village Board initially approved a sign variation for Alexian Brothers Medical
Center on September 28, 2010.
(Alexian Brothers Medical Center is seeking permission to amend the previously
approved variation for a free standing sign.
(The Mayor and Board of Trustees previously approved a ten-foot (10') high, 72 square
feet per face illuminated sign.
(Alexian Brothers Medical Center is seeking a variation that would allow a twelve-foot
(12')high, 94 square feet per face illuminated sign.
(The Department of Engineering & Community Development agrees that the proposed
sign would improve visibility and directional assistance for those entering the site.
(The proposed sign will not interfere with site lines for motorists.
(A report from the Acting Director of Engineering & Community Development,
recommending approval, is attached.)
Agenda for VB Meeting 04-12-11 9
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE -Trustee Petri
a. Water Meter Replacement Program
b. Environmental Evaluation of Facilities
c. Shadywood Lane Drainage Improvements
d. 2011 MFT and Build America Street Program
e. Crossen Avenue Storm Sewer Rehabilitation
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
a. No-Idle-Zone Ordinance
b. Business License Review
c. Class 6B Fee
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
13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION—Trustees Lissner/Petri
a. Landmeier Road &Arlington Heights Road Intersection Improvements
b. Master Plan to Revitalize the Business Park
c. Busse Road, Greenleaf Avenue &Pratt Boulevard Intersection Projects
d. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue
e. Lighting of Meacham Road from Nerge Road to Biesterfield Road
f. Biesterfield Road&I-290 Intersection
14. YOUTH COMMITTEE -Trustee Franke
15. PARADE COMMITTEE - Trustee Czamik
16. PLAN COMMISSION - Village Manager Rummel
.a. PC Docket 11-2 — Public Hearing to consider a petition for a text amendment to Section 713-
1-2-E Special Uses in the B-1 Business District on property locateddirectlywest of and
adjacent to the Devon Avenue Market Shopping Center. (PH 4-6-2011)
17. ZONING BOARD OF APPEALS - Village Manager Rummel
a. ZBA Docket# 11-1 —Public Hearing to consider a petition for a variation which would
permit the construction of a canopy to cover an exterior stairway leading to the lower level
of the building that would encroach approximately six (6') feet into the required twenty-five
(25')foot front yard, given the allowable twelve(12") inch overhang,the net request is for a
five (5') foot variation. The property is located at 2300 Pratt Boulevard, Elk Grove Village,
IL (PH 4-21-11).
Agenda for VB Meeting 04-12-11 10
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
d. Special Events Committee-Mayor Johnson
e. Tour of Elk Grove Update—Mayor Johnson
19. REPORT FROM VILLAGE CLERK
20. UNFINISHED BUSINESS
VILLAGE BOARD
VILLAGE ATTORNEY
a. Prepare the necessary documents for a Special Use Permit and Zoning Variation to replace
an existing light standard with a stealth wireless communications tower and new residential-
friendly lighting at 500 W. Elk Grove Boulevard. (PC Docket 411-1)
21. REPORT FROM VILLAGE MANAGER
22.NEW BUSINESS
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, Keegan (7),
Knickerbocker, Miller, Pye, Sammarco, Schmidt, Tromp, Carey