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HomeMy WebLinkAboutAGENDA - 08/20/2002 - VILLAGE BOARD AGENDA Next ORD: 2904 (2906) Next RES. 38-02 (40-02) Recess: 9: 00 P.M. AGENDA REGULAR VILLAGE BOARD MEETING August 20, 2002 1. Call to Order 2. Invocation (Rev. David T. Stein, Pastor of Evangelical Lutheran Church of the Holy Spirit) 3 . Approval of Minutes of July 23, 2002 4. Mayor and Board of Trustees ' Report 5. Accounts Payable Warrant: July 31, 2002: $ 236, 432.37 August 20, 2002: $1, 094, 007. 62 6 . CONSENT AGENDA A) Consideration of a request (attached) from Alexian Brothers Medical Center to host an outdoor health fair on Saturday, September 7, 2002 from 10:00 a.m. to 2:00 p.m. on their parking lot located north of the hospital . (Alexian Brother Medical Center's Department of Women and Infant Services plans to host this event to promote their staff and services. This event is open to the public. A 60' by 100' tent will be erected on the parking lot. (Village Board authorization is required for a public outdoor event. Staff has reviewed parking and potential neighborhood impact, and reports no objections. (A report from the Director of Engineering & Community Development, recommending approval, is attached) . B) Consideration to award a professional service contract to Visual Edge Corporation for the production of the following marketing items including a trade show advertisement, Shop Elk Grove booklet, and graphic panel for trade shows at a total cost not to exceed $23, 000 from the ICRC Fund. (Visual Edge produced the Village's award-winning economic development brochure, and the same graphic style was used in the production of the ICRC's CD-ROM video. For consistency, the same graphics and designs will be utilized in the trade show graphic panel, the Shop Elk Grove Booklet, and trade magazine advertisement. (The ICRC budgets $100, 000 each year for marketing purposes. Under the Shop Elk Grove campaign, Visual Edge will survey all businesses in Elk Grove and identify retail operations available to the public. This booklet i Agenda for VB McOng 08-20-02 • 2 will be mailed to every household and business in the village. (The Trade Show panel will be an update to the existing trade show booth that the Economic Development Officer uses to promote the Village. In addition, the Village advertises in three magazines geared toward expanding businesses. Visual Edge will produce a new advertisement for those publications under this program. (A report from the Economic Development Officer, recommending approval, is attached) . C) Consideration to authorize payment of $76,237 in dues to the Greater Woodfield Convention and Visitor's Bureau (GWCVB) for FY 2002-2003. (The GWCVB serves to promote and attract business for hospitality and tourism agencies in the northwest suburban area, including Elk Grove. The bureau markets the Greater Woodfield area through advertising, networking, and participating in local and national trade shows. ) (The dues amount is based on a percentage of revenues generated by the hotel/motel tax. ) D) Consideration of the following: • To waive the formal bidding process; and • To award a sole source contract to W.S. Darley & Company, Melrose Park, IL to furnish and deliver ten sets of Morning Pride Firefighting Turnout Gear at unit price of $1, 397. 00 for a total amount not to exceed $13, 970. 00. (The FY 2002/2003 Budget includes funding for the acquisition of 10 sets of turnout gear for the Fire Department. This would be the third year of a four-year program to replace the Fire Department's protective gear. (In FY 2000/2001, proposals were solicited from four manufacturers, and Morning Pride was selected as the preferred manufacturer. The Fire Department is standardized on Morning Pride turnout gear. The exclusive dealer of this equipment is W.S. Darley & Co. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) n Agenda for VB Meng 08-20-02 • 3 E) Consideration to renew an existing contract with Powell Tree Care, Elk Grove Village, IL, for the annual high- branch pruning and trimming of parkway trees in a contract amount not to exceed $75, 000. 00 for the period November 1, 2002 through April 30, 2003 . (The FY 02/03 Budget includes funds for high-branch parkway tree trimming at a contract price of $25. 00 per tree. The contract includes 3, 000 parkway trees. (The contract with Powell Tree Care was bid and awarded for the period November 1, 2000 through April 30, 2001 with the option to renew annually up to two additional one-year periods. This would be the final renewal period for this contract. (The Public Works Department reports that this contractor has performed satisfactorily and recommends renewal of the contract. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached) . F) Consideration to renew an existing contract with Holiday Designs, Inc. , Streamwood, IL for FY 02/03 holiday lighting services in a total amount not to exceed $27, 571 . (Holiday Designs was awarded this contract in the last fiscal year, with the option to renew up to four additional one-year periods. This work includes decorating the grounds of the Municipal Complex, parking lot, and Village Green with lights. (This company provided responsive and responsible service last year, and the contract amount reflects a decrease from last year's contract of $28, 200 which included the purchase of extension cords, timers, and other accessories that can be reused this year. (Adequate funds are budgeted and available for this purpose. (Reports from the Director of Public Works and Director of Finance, recommending approval, are attached. ) G) Consideration to concur with prior authorization to increase the existing contract with Martam Construction to provide the following at their low bid, per unit pricing. • To add brick crosswalks at the the intersections of Rohlwing/White Trail and Victoria/Elk Grove Boulevard; and Agenda for VB McOing 08-20-02 • 4 • To increase the width of the brick crosswalks from six- feet to ten-feet wide at the following intersections: 1 . Biesterfield/Wellington (four legs) 2. Biesterfield/Beisner (four legs) 3 . Across Biesterfield and across Kennedy at Arlington Heights Road (two legs) 4. Across Oakton Street at Arlington Heights Road (one leg) 5. Across Oakton Street at Evergreen Street (one leg into Rupley School) 6. Rohlwing at White Trail (one leg) 7. Biesterfield/Michigan/Wise Intersection (four legs) . (Currently, the brick crosswalks at the aforementioned locations were slated to be six-feet wide. The six-foot wide crosswalk is standard for 25 m.p.h. streets. The ten-foot wide crosswalks are recommended to improve their visibility on higher speed limit streets including the 30 m.p.h. Oakton Street and 40 m.p.h. on Biesterfield and Rohlwing Roads. (After intersection analysis, brick paved crosswalks are recommended by the Village's consultants for the crossing at Queen of the Rosary School on Elk Grove Boulevard/Victoria, and at Rohlwing/White Trail for access to the pedestrian Community Bridge. (The cost of the wider crosswalks will be $20, 000 to $30, 000 based on cost per square foot. A report on this item was previously distributed. This item formalizes Village Board authorization to proceed with this work)• H) Consideration to extend the low bid street lighting contract to J.F. Edwards Construction Company, Geneseo, IL, to complete Phases 3, 4, and 5 of the Residential Street Lighting contract, increasing the contract amount in the amount of $1, 046, 390 for a total contract amount not to exceed $1, 666,265 from the Residential Enhancement Fund. (On July 8, 2002, the Village Board awarded J.F. Edwards the contract for Phase 2 of the streetlighting program. J. F. Edwards has agreed to extend their low bid pricing awarded in Phase 2 of the street lighting program through the remainder of the project. (Subject to availability of materials, J.F. Edwards expects to complete the streetlight installation by December 15, 2002. The lights will be energized using Com Agenda for VB McQing 08-20-02 5 Ed's existing electrical cable. J. F. Edwards will install new duct and cable by October 15, 2003. (Adequate funds are budgeted and available for this purpose in the Residential Enhancement Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) I) Consideration to authorize the Village Manager to execute a Letter of Intent to award a contract to the lowest responsive and responsible bidder for the median, gateways, schools, and entryway landscaping project to be funded by the Residential Enhancement Fund, subject to the lowest apparent bidder submitting a price less than the projected budget amount of $1, 400, 000. (This landscaping project involves the installation of landscaping at school sites, boulevard medians, entryway signs, and public intersection "gateways". The bid opening for the project is scheduled for August 26. However, the next Village Board meeting is not until September 17. (Once the lowest responsive and responsible bidder is determined, this agenda item would authorize the Village Manager to execute a Letter of Intent to enter into a contract with the low bidder. The purpose of the Letter of Intent is to permit the low bid contractor to acquire the necessary performance bond, tag and purchase landscaping, mobilize crews and if possible, begin landscaping installation by the second week in September. (The Letter of Intent will not be executed if the lowest bid exceeds the amount budgeted for this purpose. In addition, the Letter will indicate that the contract is subject to Village Board approval on September 17. ) (The final contract will be awarded by the Village Board at the September 17 meeting. If the contract is not awarded by the Village Board, the landscape work will immediately cease and the Village will only pay for the work performed to that date. (This process is intended to allow the low bidder the opportunity to substantially complete the landscape improvement during this construction season. Otherwise, landscape installation would likely not begin until mid- October. (School Districts #54 and #59 have approved the landscape designs for their school properties. ) Agenda for VB Meoing 08-20-02 • 6 J) Consideration to award a professional service contract to Kreplin Coating Consultants, Inc. , Grayslake, IL to perform street light and traffic signal painting analysis, specifications, and inspection services in an amount not to exceed $30, 000 from the Residential Enhancement Fund. (Kreplin Coating provides a full Iine of professional services in preparation for painting streetlights and traffic signals. This firm analyzes pole material and condition, determines appropriateness of primers and paints, prepares necessary specifications for obtaining proposals, and inspects the painting process. (The industrial painting process is specialized, and utilizes paint similar to that used on water towers. The life span of this paint process is anticipated to exceed 10 years. (This work will include the tall light poles on Biesterfield Road and Village-owned traffic signals on Biesterfield at Beisner, Wellington, and West Glenn Trail, as well as the Village-owned traffic signal at Oakton and Evergreen. (As a second phase, the Village is working with IDOT concerning the painting of traffic signals on Biesterfield from I-290 to Rohlwing, and the Village will be working with Cook County regarding the painting of signals at Meacham and Arlington Heights Road. (Kreplin Coating has provided this professional service to other units of government including the Villages of Schaumburg, Barrington, Lake Forest, and Lake County. Reference checks resulted in very favorable recommendations. (It is anticipated that Kreplin Coating will have prepared specifications and obtained competitive quotations to award a painting contract at the September 17 Village Board meeting. The cost of this ' painting contract will be analyzed by the consultant. Funds for the consultant and painting contractor are included in the Residential Enhancement Fund. (The street banners along Biesterfield Road will need to be removed during the painting work. ) K) Consideration to adopt Ordinance No. 2904 (attached) granting a variation of Sections 3-7:D. 1 and 7-1 of the Zoning Ordinance pertaining to side yard setback requirements to permit the construction of an addition which will connect two existing buildings located at 1111 Chase Avenue and 1201 Chase Avenue (All Tile, Inc. ) (This item was discussed at the July 23 Village Board meeting and currently appears on the agenda under Unfinished Business of the Village Attorney. ) Agenda for VB McOing 08-20-02 • 7 L) Consideration to adopt Ordinance No. 2905 (attached) granting a Special Use Permit to allow drive-thru lanes on property within a B-2 General Business District and to amend a previously approved Annexation Agreement to permit a use which is not conducted within an enclosed structure and the screening of roof-top mechanical equipment with a material other than that of the principal structure. (This item was discussed at the July 23 Village Board meeting and currently appears on the agenda under Unfinished Business of the Village Attorney. ) M) Consideration to adopt Resolution No. 38-02 (attached) approving a Plat of Subdivision identified as First American Bank (Meacham Road) . (This item was discussed at the July 23 Village Board meeting and currently appears on the agenda under Unfinished Business of the Village Attorney. ) N) Consideration to adopt Resolution No. 39-02 (attached) releasing an Irrevocable Standby Letter of Credit No. 1291 in the amount of $240, 544.93 (accepted by Resolution No. 40-98) and accepting a Certificate of approval and Initial Acceptance; Deed of Conveyance/Bill of Sale; a Maintenance Bond No. 69366868 in the amount of $24, 055.,00 expiring August 20, 2004 guaranteeing public improvements at the Spruce Meadow Subdivision. (This item approves the documents required for accepting public improvements constructed at the Spruce Meadow Subdivision, including roads, watermain, sanitary sewer, storm sewer, sidewalk, parkway trees, and streetlights. (A report from the Director of Engineering & Community Development, recommending approval, is attached) . 7 . REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Salt Creek Improvements b. Street Repair Following Sewer Repairs C. Improvements/Renovations to Police Department Agenda for VB Ming 08-20-02 . 8 9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Dill a. Business Park Landscaping Maintenance b. Business Park Exterior Maintenance C. Vehicle Stickers For Handicapped 10. PERSONNEL COMMITTEE - Trustee Lissner 11. RECYCLING & WASTE COMMITTEE - Trustee Prochno a. Household Hazardous Waste 12. INFORMATION COMMITTEE - Trustee Feichter a. New Trustee Orientation b. Providing Information to Community 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri a. Higgins/Oakton Landscaping & Improvements b. Landmeier Public Works Facility Additional Landscaping C. Signage d. Improvements To Industrial Well Sites/Street Signs 14 . YOUTH COMMISSION - Trustee Prochno 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. PC Docket 02-7 - Garden 6 Joint Venture (Owners of Record) - Petition for Annexation, rezoning, Special Use Permit, zoning variation and subdivision of property for construction of a 14, 670 sq. ft. multi-unit office/accessory storage building and a free-standing sit down and drive through restaurant (Dunkin Donuts) on approximately 1. 87 acres located at the northwest corner of Devon Avenue and Ridge Avenue. (PH: 6-5-02) (cont'd. to 7-17-02) b. PC Docket 02-8 - Devon Commons Redevelopment (Rohlwing & Devon) - (Village of Elk Grove and Corrib Construction co- petitioners) . Petition for Rezoning from B-2 to B-3 and various zoning variations (PH: 8-21-02) 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. ZBA Docket 02-4 - Yellow Transport - Variation to allow an existing 10' tall electric fence at 2425 Arthur Avenue (P.H. 4-18-02) i1 d 3j o� Agenda for VB M*ng 08-20-02 9 b. ZBA Docket 02-6 - Krzysztof Szponer - Variation to construct a fence which will be located within the required front yard and extend beyond the nearest front corner of the principal building located on a residential lot located at 627 Meadow Court (PH: 8-22-02) C. ZBA Docket 02-7 - Lawrence J. Krivak - Variation to construct a fence which will be located within the required front yard and extend beyond the nearest front corner of the principal building located on a residential Iot located at 431 Vermont Drive (PH: 8-22-02) 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Community Service Board - Trustee Czarnik C. Liquor Commission - Mayor Johnson d. Special Events Committee - Mayor Johnson 19. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk 20. UNFINISHED BUSINESS VILLAGE BOARD VILLAGE ATTORNEY a. Direct the Village Attorney to prepare a Resolution and Ordinance approving a plat of subdivision First American Bank for re-subdivision of property into two lots, granting a Special Use Permit, and Amendment to Annexation Agreement (Thomas Schreiner, owner of record) for construction of a bank facility on property located on the east side of Meacham Road and south of Biesterfield Road b. Direct the Village Attorney to prepare an Ordinance granting a variation to All Tile, Inc. (Olympic Steel, Inc. ) for an addition to join two (2) existing buildings at 1111 Chase and 1201 Chase Avenue. (ZBA Docket 02-5) 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23 . ADJOURNMENT Agenda for VB Ming 08-20-02 10 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, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, Walsh (8) J ADDENDUM to Regular Village Board Agenda August 20, 2002 8:00 p.m. 6. CONSENT AGENDA (continued) (0) Consideration of the following: • To waive the formal bidding process; and • To authorize staff to accept written quotations to replace the boiler at the Municipal Building at a cost not to exceed $60, 000 from the Capital Projects Fund. (The boiler at the Municipal Building recently failed. In consultation with a mechanical engineer, replacement of this equipment is recommended rather than performing repairs, based upon the boiler's age, condition, and past maintenance history. (Two smaller boilers are recommended to improve the reliability and serviceability of this equipment, and some piping reconfiguration in the boiler room would be required to accomplish this installation. Cost estimates for the new units ranged from $32, 000 to $59, 750. (This boiler is the only source of heat for the building, and to ensure a timely installation, waiver of the formal bidding process is requested. (A report from the Director of Public Works is attached. ) C. Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, Walsh (8)