HomeMy WebLinkAboutAGENDA - 03/27/2012 - VILLAGE BOARD AGENDA Next ORD: 3293 (3294)
Next RES. 13-12 (14-12)
Recess: 8:00 P.M.
AGENDA
REGULAR VILLAGE BOARD MEETING
March 27, 2012
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 13, 2012
4. Mayor and Board of Trustees'Report
5. Accounts Payable Warrant: March 27, 2012 $ 763,749.47
6. CONSENT AGENDA
A) Consideration to award a contract to Dixon Engineering of Yorkville, IL for technical
services related to the cleaning and painting of the West Elevated Water Tank located at
1411 Hawthorne Lane in the amount of$20,422 in the Water/Sewer Fund.
(Dixon will develop technical specifications and contract documents, perform
project administration, weld inspection, surface preparation, paint inspection and a one
year warranty inspection.
(Dixon Engineering has served as the Village's sole source for water reservoir
inspections, specifications and related engineering services since the late 1980's.
(Dixon is familiar with the Village's water system.
(Adequate funds are available in the Water/Sewer Fund.
(A report from the Director of Public Works, recommending approval, is attached.)
B) Consideration to renew a landscape services contract to Sebert Landscaping Company of
Bartlett, IL for the 2012 Turf and Landscape Bed Maintenance—Business Park Contract
in an amount not to exceed $41,477 from the Industrial/Commercial Revitalization
Fund.
(This renewal confirms the second year, of a four-year contract extension with
Sebert Landscaping Company of Bartlett, IL.
(The initial contract was competitively bid in 2011.
(The contract provided an option of four (4) annual renewals through February 28,
2015.
(Sebert Landscaping Company has satisfactorily completed landscape maintenance
services for the Village's residential beds and has installed the landscaping at the
Charles J. Zettek Municipal Complex.
(The contract period will be April 1, 2012 through February 28, 2013.
(The contract with Sebert Landscaping Company allows for the vendor to request an
increase based upon the Consumer Price Index (CPI) to allow for increases in cost. The
contractor requested no CPI adjustment.
(Adequate funds are available in the ICRC Fund.
} Agenda for VB Meeting 03-27-12 2
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
C) Consideration to renew a landscape services contract to Sebert Landscaping Company of
Bartlett, IL to provide turf restoration of damaged parkways throughout the Village in an
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.
(This renewal confirms the third year, of a four-year contract extension with Sebert
Landscaping Company.
(The initial contract was competitively bid in 2010.
(The contract provided for four(4) annual renewals through April 30, 2015.
(Sebert Landscaping Company has satisfactorily completed numerous landscape
construction and maintenance projects in the Village.
(The contract with Sebert Landscaping Company allows for the vendor to request an
increase based upon the Consumer Price Index (CPI) to allow for increases in cost. The
contractor requested no CPI adjustment for this renewal.
(The contract period will be from May 1,2012 through April 30,2013.
(Adequate funds are available in the General Fund ($5,790) and the Water/Sewer
Fund ($38,000).
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
D) Consideration to renew a landscape services contract to Sebert Landscaping Company of
Bartlett, IL for the 2012 Turf and Landscape Bed Maintenance—Residential Contract in
an amount not to exceed $77,243 from the General Fund.
(This renewal confirms the second year, of a four-year contract extension with
Sebert Landscaping Company.
(The initial contract was competitively bid in 2011.
(The contract provided for four(4) annual renewals through February 28, 2015.
(Sebert Landscaping Company has satisfactorily completed landscape maintenance
services for the Village's residential beds and has installed the landscaping at the
Charles J. Zettek Municipal Complex.
(The contract with Sebert Landscaping Company allows for the vendor to request an
increase based upon the Consumer Price Index (CPI) to allow for increases in cost. The
contractor requested no CPI adjustment for this renewal.
(Several newly constructed landscaped medians are added to this contract at an
agreed upon price of$100 per month during 8 months of active maintenance, for a total
price increase of$800 from the previous year's contract amount of$76,443.
(The contract period will be from April 1, 2012 through February 28,2013.
(Adequate funds are available in the General Fund.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
E) Consideration to renew a Street Light Maintenance Service Contract to Lyons & Pinner
Electric, of La Grange, IL for maintenance of the residential street lights in an amount
not to exceed $66,649.60.
Agenda for VB Meeting 03-27-12 3
(The contract provided for four(4)annual renewals through April 30,2014.
(The initial professional services contract was competitively bid in 2009.
(The Village has had excellent service from Lyons & Pinner Electric who has
agreed to the contract renewal with no economic adjustments.
(The contract amount of $15,000 has been allocated for accident repair damage.
These expenses are typically recovered from the responsible party's insurance company.
(The contract period will be May 1,2012 through April 30, 2011
(Adequate funds are budgeted in the proposed 2012-13 budget.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
F) Consideration to authorize the purchase of a total of 15 Panasonic Toughbook CF-31
ruggedized laptops and associated docking stations for the Fire Department apparatus
from the State Contract awarded to CDS Office Technologies of Addison, IL for a total
cost of$69,105 to be paid from the Capital Replacement Fund.
(The Toughbooks will be utilized in the Fire Department apparatus and will
replace the existing non-ruggedized units currently being utilized.
(Laptops were previously replaced over a four-year cycle, but this approach has led
to difficulties due to having to use and maintain laptops of different generations.
(Due to the new mobile CAD program being introduced by Northwest Central
Dispatch later this spring, the Fire Department delayed purchasing laptops in fiscal 2010
and 2011 in order to upgrade all laptops at the same time and thus be able to utilize the
new technology.
(A report from the Acting Fire Chief, recommending approval, is attached.)
G) Consideration of a request to award a professional services contract to the lowest
responsive and responsible bidder Western Remac of Woodridge, IL for the Regulatory
Sign Enhancement Program (Phase 1) in the amount of $141,060 from the
Industrial/Commercial Revitalization Fund.
(On March 6, 2012 the Village opened sealed bids for the Regulatory Sign
Enhancement Program (Phase I). A total of three (3) contractors obtained bid
documents, with three (3) submitting bids.
(The project consists of the fabrication and installation of approximately 500
regulatory signs within the Business Park. The existing signs are old, wom, faded and
fail to meet current Federal guidelines for signage.
(The signs will have a black backing and will be mounted on a black post witha
black cap.
(The boundary area for the first phase of the sign installation project is I-90 to the
north, Elmhurst Road to the east, Landmeier Road to the south and Arlington Heights
road to the west.
(Western Remac has completed several sign projects for the Village including the
Business Park Gateway Signs.
(The bid for this project is 7.3% below the Engineer's Estimate.
(A report from the Acting Director of Engineering and Community Development,
recommending approval, is attached.)
Agenda for VB Meeting 03-27-12 4
H) Consideration to renew a fuel delivery contract to Avalon Petroleum Company of Tinley
Park, IL for one year in an amount not to exceed $490,000.
(The contract provided for four(4)-annual renewals through April 30,2014.
(The initial contract was competitively bid in 2009.
(This renewal confirms the third year, of a four-year contract with Avalon
Petroleum Company.
(The Village has had a favorable business relationship with the Avalon Petroleum
Company for over ten (10) years and Avalon Petroleum has agreed to the contract
renewal with no economic adjustments.
(The contract period will be from May 1, 2012 through April 30, 2013.
(A report from the Director of Public Works,recommending approval, is attached.)
I) Consideration to authorize the Village Manager to execute contracts renewing the
Village's health insurance programs as of May 1, 2012:
• 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 $851.06
Employee Plus One Dependent $1,787.29
Employee Plus Two Dependents $1,944.59
Medicare Supplement Rates
One Person $498.37
Two Persons $996.72
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$68.93 per participant, per month, $248,148 annually;
• To execute a 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 $682.43
Employee Plus One Dependent $1,433.13
Employee Plus Two Dependents $1,559.27
Medicare Supplement Rates
One Person $399.63
Two Persons $799.24
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$68.93 per participant, per month;
:f Agenda for VB Meeting 03-27-12 5
• 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 $621.74
Employee Plus One Dependent $1,200.20
Employee Plus Two Dependents $1,839.75
Medicare Supplement Rates
One Person $501.68
Two Persons $1,004.47
• 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 $31.36
Employee Plus One Dependent $58.29
Employee Plus Two Dependents $87.74
• 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 at $18,408 annually;
• To renew a contract with Symetra Financial to provide Specific Stop Loss Re-
Insurance at a cost not to exceed$810,000;
• To renew the Flexible Spending Plan administered by HealthSmart at a cost of$4.65
per participant, per month, adding $1.25 for a debit card;
• To renew, a contract with Gallagher Benefit Services, Inc. They are getting paid
from % of premium from Blue Cross/Blue Shield and Hartford; and
• To renew the COBRA Administration by HealthSmart at a cost of $1.75 per
participant; per month.
J) Consideration to award a contract through the Illinois Central Management Services
(CMS) Joint Purchasing Program for the purchase of 2,200 tons of bulk road salt for the
2012-2013 winter season at a maximum cost of$67.25 per ton.
(The Village Board authorized the purchase of 4,300 tons of road salt on March
23, 2011 through the Illinois Central Management Services (CMS) Joint Purchasing
Program.
(The terms of this contract require purchasing 100% of the awarded amount.
Agenda for VB Meeting 03-27-12 6
(Based on the low salt use this past winter season, the Village anticipates
stockpiling nearly 2,600 tons of salt for next season in the new salt storage facility at
1000 Oakton Street and the small dome at the IDOT yard along Biesterfield Road at I-
290.
(CMS is currently preparing bids for the 2012-13 Road Salt Joint Purchasing
Program.
(The Village has the option to renew its current contract through CMS at a cost not
to exceed 5% over the current rate of$64.04 per ton.
(The contract allows for the purchase of 100 to 120 percent of the designated
tonnage.
(Bid prices next.season are not expected to be lower than current pricing, as a
result of rising transportation costs.
(The purchase of the 2,200 tons of road salt will provide sufficient quantity for an
above-average season.
(Adequate funds have been budgeted for this project in the FY 2013 budget.
(A report from the Deputy Director of Public Works, recommending approval, is
attached.)
K) Consideration to increase the Emergency Management Agency Fund in the amount of
$5,000 for the purpose of accepting the Illinois Emergency Management Agency Urban
Area Security Initiative (UASI) grant funds for the purchase of various CERT
equipment.
(The purchases will include asset tracking devices, portable radio microphones,
and a quick set-up shelter, as well as funds needed for recruitment and training purposes.
(Once invoices are paid by the Village, the Illinois Emergency Management
Agency will reimburse the Village for up to $5,000.
(A report from the Acting Fire Chief,recommending approval, is attached.)
L) Consideration to increase the Emergency Management Fund in the amount of$5,000 for
the purpose of accepting a grant from the National Association of County and City
Health Officials (NCCCHO) for the,establishment of a Medical Reserve Corps Program
(MRC).
(The MRC is a technical unit comprised of local persons in the medical field who
can be called upon to assist the Village in the event of a disaster or similar incident to
provide medical attention to those in need of assistance.
(Items to be purchased include fire rehabilitation supplies and various types of
medical supplies, as well as funds for recruitment and training of the MRC volunteers.
(A report from the Acting Fire Chief,recommending.approval,is attached.)
M) Consideration to adopt Ordinance No. 3293 (attached) amending Chapter 23
Pawnbrokers of Title 3 Business and License Regulations of the Village Code of the
Village of Elk Grove Village by including Precious Metal Sales Dealers in Chapter 23
and increasing the license fee from $100 to $1,000,
(Businesses which deal in the sale and purchase of precious metals are currently
not covered in Chapter 23 of Title 3.
Agenda for VB Meeting 03-27-12 7
(The Ordinance retitles Chapter 23 of Title 3 from Pawnbrokers to Pawnbrokers
and Precious Metal Sales Dealers.
(The Ordinance modifies the existing language to require dealers in precious
metals to comply with the existing language for pawnbrokers and to require the purchase
and utilization of a computer system that provides the Police Department with
documentation of all goods transacted by the business.)
N) Consideration to adopt Resolution No. 13-12 (attached) supporting the application for
funding under the Illinois Community Development Block Grant (CDBG) Ike-Disaster
Recovery Program.
(The Resolution authorizes the Village to apply to the State of Illinois for a
$750,000 CDBG grant to plan for modifications to the Busse Dam.
(This Resolution Will authorize the Mayor and Village Clerk to apply for said grant
on behalf of the Village while providing all information and documentation for a grant
submittal to the State of Illinois.)
7. REGULAR AGENDA
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE -Trustee Petri
a. Water Meter Replacement Program
b. Environmental Evaluation of Facilities
c. 2012 Street Resurfacing Program
d. Biscayne Bay Storm Sewer Improvements
e. Kathleen Way Storm Sewer Improvements
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
a. Street Solicitation at Village Intersections
10. PERSONNEL COMMITTEE—Trustee Franke
11. RECYCLING &WASTE COMMITTEE - Trustee Feichter
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. Lighting of Rohl wing Road from Biesterfield Road to Devon Avenue
d. Lighting of Meacham Road from Nerge Road to Biesterfield Road
14. YOUTH COMMITTEE - Trustee Franke
15. PARADE COMMITTEE- Trustee Czarnik
Agenda for VB Meeting 03-27-12 8
16.PLAN COMMISSION - Village Manager Rummel
17. ZONING BOARD OF APPEALS -Village Manager Rummel
a. ZBA Docket 12-1 (Continued)—Public Hearing to consider a petition for a fence variation
for the property located at 31 John F. Kennedy Boulevard. (PH 3-15-2012)
18. REPORTS OF OTHER BOARDS. COMMISSIONS & COMMITTEES
a. Cable Television Committee- Trustees Petri/Lissner
b. Health& Community Services Advisory Committee- 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
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, Balling, Pye, Sammarco, Schmidt, Tromp, Carey
ADDENDUM
TO
REGULAR VILLAGE BOARD AGENDA
March 27, 2012
7:00 P.M.
6. CONSENT AGENDA(continued)
O) Consideration to recognize "The Friends of Cycling in Elk Grove" as the duly
recognized cycling organization in Elk Grove Village.
(The Friends of Cycling in Elk Grove addressed the Village Board at the March
13, 2012 Village Board meeting asking for the support of the Village to work towards
Elk Grove Village becoming a Bicycle Friendly Community.)
P) Consideration to adopt Ordinance No. 3294 (attached) amending an Exhibit A of an
Annexation Agreement approved by the Village Board on May 6, 1975 to provide for a
new clubhouse facility and pool for the Hamilton Court Apartments located north of
Nerge Road and east of Rohlwing Road.
(Hamilton Court Apartments desires to build a new and improved clubhouse
facility with a new swimming pool in the open area of Hamilton Court.
(The existing pool area will be altered to be utilized for other purposes.
(The annexation agreement that incorporated the site plan expired in 1985, which .
allows the Village Board to amend this agreement without a Public Hearing before the
Plan Commission.)
c: Johnson (2), Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan,
Knickerbocker, Balling, Pye, Sammarco, Schmidt, Tromp, Keegan (7), Carey