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HomeMy WebLinkAboutAGENDA - 02/12/2002 - VILLAGE BOARD AGENDA Next ORD: 2874 (2874) Next RES. 9-02 (12-02) Recess: 9 P.M. AGENDA REGULAR VILLAGE BOARD MEETING _ February 12, 2002 1 . Call to Order 2. Invocation (Rev. Rodney L. Pickett, Pastor, Wesleyan Community Church) 3 . Approval of Minutes of January 22, 2002 4 . Mayor and Board of Trustees ' Report 5. Accounts Payable Warrant: January 31, 2002 / $104, 498. 91 February 12, 2002 / $599. 631.23 6 . CONSENT AGENDA A) Consideration to authorize a public hearing before the Village Board of Trustees to consider an Annexation Agreement between the Village of Elk Grove and Alexian Brothers Medical Center for the annexation, subdivision, and rezoning of approximately 8 acres of land located southeast of the intersection of Martha Street and Biesterfield Road. (A public hearing can be scheduled at 7:45. p.m. on Tuesday, February 26`h. ) B) Consideration to authorize a public hearing before the Plan Commission to consider the petition of the Chicago Northeast Illinois District Council of Carpenters Apprentice and Training Program (attached) for a text amendment to the Zoning Ordinance which would permit business and trade schools as Conditional Uses in the I-1 and I-2 zoning districts. (The Council of Carpenters occupied their building at 1256 Estes in the late 1980's. The Zoning Ordinance, as written, neither prohibits nor permits trade schools in industrial zoned districts. This petition intends to clarify the status of business and trade schools in the I- 1 and I-2 districts. (After review of the proposed text amendment, staff voiced no objections. (With authorization from the Village Board, a public hearing can be scheduled in accordance with the Plan Commission's schedule. ) C) Consideration to renew an existing contract with 5G's Enterprises, Inc. D/B/A Scotty's Lawn Care, Elk Grove Agenda for Okeeting 02-12-02 • 2 Village for turf and landscaping maintenance services for the period May 1, 2002 thru April 30, 2003 in a total contract amount not to exceed $68, 122. 18. (Scotty's Lawn Care currently provides grass cutting and landscaping services for selected locations throughout the Village. The existing contract includes the option to renew one additional year. (Scotty's has provided excellent service to the Village. An increase over last year's contract amount is due to the addition of two new locations for maintenance, and a CPI increase of 1 .20. (Adequate funds are budgeted in the General Fund and ICRC Fund for this purpose. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) D) Consideration of a request from the Rotary Club of Elk Grove Village (attached) for the following: • $15, 000 contribution to the 2002 Rotary Fest event to Lake place from June 12 to June 16, 2002; • to waive all permit and associated fees for this event; • to waive the permit fee for use of a fire hydrant for non-firefighting purposes; and • to authorize posting information about the event on rights-of-way in the Village. (It has been past practice for the Village Board to waive fees and provide services for this annual event. The fees requested to be waived are the Class D Liquor License ($2, 100) , Carnival License ($500) , Food Service License ($100) , and Fire Hydrant Deposit and Connection ($140) . (In 2001, the Village Board approved a request to begin making this contribution in February of each year as opposed to the past practice of making the contribution in May. The FY 01/02 Budget was adjusted to account for two contributions during the fiscal year; in May 2001 and February 2002. (Adequate funds are budgeted and available for this purpose. ) E) Consideration to increase an existing professional services contract to Kindergarden Drawing, Inc. (KDI) , Streamwood, IL, for pre-plan drafting and design services in the amount of $3, 500 for a total contract amount not to exceed $16, 527. ` Agenda for Peeting 02-12-02 3 (The Village Board awarded Kindergarden Drawing, Inc. this contract for computer-aided drafting and design services for the Fire Department's pre-plan drawings at the July 17, 2001 meeting in an amount not to exceed $13, 027. Pending invoices for this work through the end of this fiscal year necessitate an increase to the existing contract. (Adequate funds are available to transfer for this service. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) F) Consideration to enter into a production agreement (attached) between the Village of Elk Grove Village and Third Millennium Inc. , for vehicle license application outsourcing for Fiscal Year 2002/2003 in a total contract amount not to exceed $10, 095. (The production agreement with Third Millennium Inc. , covers laser imaging of the applications, bar coding, system initialization, and the preparation for mailing at a cost of $0.285 each. The quoted price is based on an average annual usage of 27, 000 bills/notices. (Sufficient funds are budgeted and available for this expense. This will be the fifth year of using this firm. The contract amount is 2$ greater than last year. (A report from the Director of Finance, recommending approval, is attached. ) G) Consideration to enter into a production agreement (attached) between the Village of Elk Grove Village and Third Millennium Inc. , for utility billing outsourcing for Fiscal Year 2002/2003 in a total contract amount not to exceed $22, 512. (The production agreement will require Third Millennium Inc. , to print the monthly water bills/late notices, provide OCR coding, and deliver them to them post office. The quoted price is based on an average annual usage of 84, 000 bills/notices. (Sufficient funds are budgeted and available for this expense. This will be the fourth year of using this firm. The contract amount is 2s greater than last year. (A report from the Director of Finance, recommending approval, is attached. ) H) Consideration to increase an existing contract with Earth, Inc. of Bensenville, IL for hauling debris from various Village sites in the amount of $20, 000. Agenda for Meeting 02-12-02 ¢ (Due to favorable weather in the month of January, the Department of Public Works has been able to clean one (1) mile of industrial ditches. Additionally, the Water Department has experienced numerous watermain breaks. As a result of the increased spoils, Public Works has utilized additional services from Earth, Inc. (This request will still allow Public Works to remain $13, 000 under budget for this work. (A report from the Director of Public Works, recommending approval, is attached. ) I) Consideration to award a contract to the lowest responsive and responsible bidder, United Rentals Highway Technologies, Villa Park, IL to fabricate and install street signs as part of the ICRC Street Sign Program 2002 in a contract amount not to exceed ,$11, 121. 00 from the ICRC Fund. (Bid documents were obtained by two contractors, both of which submitted bids. Upon review of the bids submitted, United Rentals Highway Technologies was determined to be the lowest responsive and responsible bidder. (New street name and number signs will be manufactured and installed along Tonne, United, American, Delta, Pan Am, and Pratt as part of this contract. (United Rentals has performed this work on past ICRC projects, as well as for the State of Illinois and other municipalities. (Adequate funds are budgeted and available for this purpose in the ICRC Fund. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) J) Consideration of the following: . To accept the improvements, close out the contract and release the contractor, A Lamp Contractors, Inc. of Schaumburg, IL for the improvements to the Tonne Road; . To approve the change orders in a net decrease of $64, 706. 05; and . To approve the final pay estimate of $919, 372.30. (A Lamp Contractors, Inc. has completed all punch list work for the Tonne Road Improvement. (The project's bid price was $984, 078.35 and construction was completed at a total cost of $919, 371 .20. Agenda for Meeting 02-12-02 5 (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) K) Consideration to increase an existing contract with Kale Uniforms, Chicago, IL for Fire Department uniforms in the amount of $8, 000 for a total contract amount of $28, 000. (Kale Uniforms was awarded this contract in the amount of $20, 000 for FY 01/02. Kale is the supplier of Fire Department uniforms and accessories for firefighters, paramedics, and administrative personnel . (Four new firefighters were recently hired, and equipping them will exceed the contract amount. (Adequate funds are available for this increase. (Reports from the Director of Finance and Fire Chief, recommending approval, are attached. ) L) Consideration to award a professional service contract to Earth Tech, Inc. for Phase IT Design Engineering services for the Salt Creek Streambank Stabilization Improvement Project in an amount not to exceed $89, 560 from the Capital Projects Fund. (The Village was successful in receiving an TEPA Section 319 Grant to cover 600 of the design and construction costs for this project. (Earth Tech, Inc. was the firm that prepared the preliminary study of Salt Creek. Earth Tech is knowledgeable of IEPA policies and has an excellent reputation in designing streambank stabilization programs. (Adequate funds are available for this purpose. The Village will be reimbursed 60% of the cost through the Section 319 grant, and the remaining 40°2. will be shared between the Village, Elk Grove Park District, and School District 214. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) M) Consideration of the following. • to waive the formal bidding process; and • to award a contract to Illinois Lighting, North Aurora, IL to furnish and deliver 1, 200 streetlights, poles, light bulbs and no more than 35 house side shields in a total contract amount not to exceed $1, 549, 045 from the Residential Enhancement Fund. Agenda for VOeeting 02-12-02 6 (The Residential Enhancement Program includes the installation of approximately 1, 200 residential streetlights to replace existing Com Ed lights. After evaluating numerous luminaries and poles, the selected model is the Promenade Series Model PRM4 V3 with 100 and 150-watt high-pressure sodium lamps. This luminaire is manufactured by Architectural Area Lighting of La Mirada, CA. (The 12-foot tall aluminum pole selected for mounting the luminaire is manufactured by Pemco Lighting Products of Wilmington, DE. (These manufacturers do not deal with end consumer, and quotations were obtained from four local suppliers. The lowest competitive quotation was obtained from Illinois Lighting, which includes a limited three-year warranty against defects to the luminaires and poles. (Installation of the new street lights will be handled under a separate contract. (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. ) N) Consideration of the following: • to approve the Balancing Change Order for the Lively Boulevard and Higgins Road Intersection and Howard Street Improvements at a net decrease of $5, 018.28; and • to approve a Final Pay Estimate of $223, 363 . 52 for this project. (The contractor for this project, Greco Contractors, Inc. , has completed all work associated with these roadway improvements. The Village Engineering division has inspected and accepted the improvements. (The project was completed at a total cost of $223, 363 .52, which is $5, 018.28 less than the bid price of $228, 381. 80. A report from the Director of Engineering & Community Development, recommending approval, is attached. O) Consideration to award a contract to the lowest responsive and responsible bidder, Patten Tractor and Equipment Company, Elmhurst, IL to furnish and deliver one 2001 Cat Model 246 Skid Steer Loader with Trailer and Backhoe for a total contract amount not to exceed $42,234. 00, including the trade-in value of $6, 000 for the Village's 1986 Bobcat. Agenda for Meeting 02-12-02 • 7 (Bid specifications for this equipment were provided to 16 potential bidders, of which four submitted bids. Upon review of the bids , submitted, Patten Tractor and Equipment was found to be the lowest responsive bidder. Their equipment was field tested by the Public Works Department and found to be satisfactory. (The total bid amount is $38, 676. 00 for the Skid Steer Loader and Trailer, and an additional $9, 558. 00 for a backhoe and attachments. (The Village's existing 1986 Bobcat will be traded in as surplus equipment at a value of $6, 000. (Adequate funds are budgeted and available for this purpose in the Water and Sewer Fund. (Reports from the Director of Finance and Director of Public Works, recommending approval, are attached. ) P) Consideration to adopt Resolution No. 9-02 (attached) authorizing the Mayor and Village Clerk to execute an agreement between the Village of Elk Grove Village and the Cook County Highway Department for the installation of an emergency vehicle pre-emption system at Devon Avenue and Ellis Street. (A new traffic signal is planned for installation at the intersection of Devon and Ellis as part of the ICRC project to widen Devon Avenue from Elmhurst Road to Busse Road. The Cook County Highway Department (CCHD) will fund the road construction and traffic signal installation. (The Village will be responsible for reimbursing the CCHD approximately $5, 000 in costs associated with installing an emergency vehicle pre-emption system on this traffic signal . Under this agreement the Village agrees to use Cook County's electrical contractor for any maintenance or repairs at this traffic signal . (Adequate funds are available in the ICRC Fund for this purpose. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) Q) Consideration to adopt Resolution No. 10-02 (attached) authorizing the Mayor and Village Clerk to execute the Public Works Emergency Mutual Aid Intergovernmental Service Agreement between the Village of Elk Grove Village and the Northeastern Illinois Mutual Aid Network (NIEMAN) . (NEIMAN was developed by municipal conferences to delineate roles and responsibilities for municipalities to provide one another with assistance in the event of a natural or manmade disaster. Public Works departments in the area have maintained mutual aid agreements since 1976. This agreement formalizes mutual aid among the members of the Northwest Municipal Conference, West Central Municipal Agenda for Meeting 02-12-02 0 g Conference, and South Suburban Mayors and Managers Association. (A report from the Director of Public Works, recommending approval, is attached. ) R) Consideration to adopt Resolution No. 11-02 (attached) authorizing the Mayor and Village Clerk to execute the Public Works Non-Emergency Mutual Aid Intergovernmental Service Agreement between the Village of Elk Grove Village and the Northeastern Illinois Mutual Aid Network (NIEMAN) . (NEIMAN was developed by municipal conferences to delineate roles and responsibilities for municipalities to provide one another with assistance in the event of a natural or manmade disaster. Public Works departments in the area have maintained mutual aid agreements since 1976. This agreement formalizes mutual aid among the members of the Northwest Municipal Conference, West Central Municipal Conference, and South Suburban Mayors and Managers Association. (A report from the Director of Public Works, recommending approval, is attached. ) 7 . REGULAR AGENDA A) Consideration of a request (attached) to grant a variation from the Sign Ordinance to permit the installation of a free-standing sign for Advantage National Bank at 75 East Turner Avenue. (The Village originally granted the variation to install the sign at the August 14, 2001 Village Board Meeting. (The sign setback originally identified on the approved plans and permit was in conformance with the Village's minimum code requirement, however due to field conditions and the location of underground utilities, the sign was erected 1 . 5 feet from the lot line instead of the required 5. 0 feet. (The location of underground utilities severely limits the options for the placement of the sign. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) Agenda for Meeting 02-12-02 0 9 BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. West Side Garage Improvements b. Salt Creek Improvements C. Street Repair Following Sewer Repairs d. Building Construction Processes 9. JUDICIARY PLANNING AND ZONING COMMITTEE - Trustee Dill 10. PERSONNEL COMMITTEE - Trustee Lissner - a. Performance Evaluation - Village Manager and Attorney 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. P. C. Docket 01-5 - N. W. corner Ridge & Devon Request for annexation, rezoning and subdivision for a proposed development of 2 lots for an 18, 000 square foot multi-unit office/accessory storage building and a free- standing, sit-down and drive-in restaurant. A Special Use permit is requested to permit a drive-thru use in a B-2 Zoning district (P.H. 09-05-01) (Continued to 10-17-01) b. P. C. Docket 02-1 - Pathway Senior Living/Alexian Brothers Public Hearing to consider rezoning, annexation and subdivision of 8 acres of property (Alexian Brothers; Owners of Record) and petition for a Special Use for construction of an Assisted Living facility and a Text Amendment related to Assisted Living facilities, reduction of required parking and height of structures at property located at the northeast corner of Martha Street and Lincoln Street. (PH 1-16-02) (Continued to 1-30-02) Agenda for Meeting 02-12-02 10 C. P. C. Docket 02-2 - Text Amendments - Sheds & Fences (PH 2-6-02) 17. ZONING BOARD OF APPEALS - Village Manager Parrin 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 a. ZBA Docket 01-23 - 612 Birchwood Avenue Request for a variance which would allow an existing detached garage and storage shed in the rear yard. [Pending JPZ Review of Zoning Ordinance. ] (PH 10-18-01) VILLAGE ATTORNEY 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, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, Walsh (8) ADDENDUM to Regular Village Board Agenda February 12, 2002 8:00 P.M. 6. CONSENT AGENDA (continued) S) Consideration to adopt Ordinance No. 2874, providing for the issuance of not to exceed $5, 850, 000 General Obligation Refunding Bonds, Series 2002, of the Village of Elk Grove Village, Cook and DuPage Counties, Illinois, and providing for the levy and collection of a direct annual tax sufficient for the payment of the principal of and interest on said bonds. (The Village Board approved refunding the outstanding 1994 general obligation bonds at the January 22, 2002 meeting. The Village has been advised that the bid opening and sale of the bonds is scheduled for February 21, 2002. (This item authorizes the sale to be awarded to the highest bidder immediately following the opening. (A report from the Director of Finance, recommending approval, is attached. ) (The ordinance document totals 50 pages and is on file in the Village Clerk's Office. ) C: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Knickerbocker, Mac Arthur, Schmidt, Vadopalas, Walsh (8)