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HomeMy WebLinkAboutAGENDA - 07/14/1998 - VILLAGE BOARD AGENDA Next ORD: 2652 (2653) Next RES. 30-98 (34-98) Recess: 9 P.M. AGENDA Regular Village Board Meeting July 14, 1998 Elk Grove Village 1. Call to Order 2. Invocation (Rev. Thaddeus Czarnecki, Deacon, Queen of the Rosary Parish) 3. Approval of Minutes of June 23, 1998 4. President and Board of Trustees' Report 5. Accounts Payable Warrant: July 14, 1998 6. CONSENT AGENDA A) Consideration to authorize payment of Suburban O'Hare Commission dues for fiscal year 1998-99 at a cost of $1 .20 per capita, for a total amount of $40, 114. 80. (The Suburban O'Hare Commission (S.O.C. ) represents a total of 13 municipalities on issues of O'Hare Airport noise and air pollution. Dues are paid on a quarterly basis. The first installment of S. O. C. dues ($10, 028. 70) is now due. (Sufficient funds are budgeted and available for this expense. (A report from the Director of Finance, recommending approval, is attached. ) B) Consideration to authorize the payment of $101,273 in dues to the Greater Woodfield Convention and Visitors ' Bureau (GWCVB) for FY 1998-99. (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 Village's share of funding is based upon 10% of the revenues generated from a 4% tax on hotel/motel occupancies. (A report from the Director of Finance is attached. ) Agenda for VB Meeting 7-14-98 2 C) - Consideration of the following: • to award a professional services contract to Triggi Construction, Inc. , West Chicago, IL for the removal and repair of sidewalk under the Village 's 1998 Sidewalk Improvement Project at a total contract amount not to exceed $21, 957.55, and • to transfer funds in the amount of $7, 000 from the 1998 Drainage Improvements Project account to fund additional construction work on Rohlwing Road as part of Sidewalk Improvement Project. (Bids were solicited from eight (8) potential vendors of which six (6) responded. Upon review of the bids submitted, Triggi Construction, Inc. , was determined to have submitted the lowest responsive and responsible bid. Triggi Construction Inc. performed similar work for the Village in 1997. (Funds in the amount of $15, 000 were originally budgeted for this project. To avoid relocating existing utility poles on Rohlwing Road, the sidewalk was relocated further east, which required additional grading, storm sewer and drainage structures not anticipated. These changes increased the cost of this project over the original estimate. Funds in the amount of $7, 000 are requested to be transferred from the 1998 Drainage Improvement project. Adequate funds remain in that account to construct proposed drainage improvements. - (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) D) Consideration to award a contract to the lowest responsive and responsible bidder, Martam Construction, Inc. , Elgin, IL for the 1998 Village Drainage Improvement Project in an amount not to exceed $162, 134 . 80. (Bid specifications were provided to twelve (12) potential bidders of which six (6) responded. Upon review of the bids submitted, Martam Construction, Inc. , was determined to have the lowest responsive and responsible bid. (The 1998 Project contains nine (9) locations where rear yard drainage will be improved. Agenda for VB Meeting 7-14-98 3 (Martam Construction, Inc. , was the contractor on the floodproofing improvements at the village's Fire Administration Building in 1992. Martam Construction, Inc. , performed well on the project and was determined to have the ability and experience to successfully complete this project. (A report from the Director of Engineering and Community Development, recommending approval, is attached. E) Consideration to award a service contract to the lowest responsive and responsible bidder, Neri Brothers Construction, Inc. , Medinah, IL for the 1998 Sewer Replacement Improvement Project in an amount not to exceed $111, 301 . 00. (Bid specifications were provided to ten (10) potential bidders of which eight (8) responded. Upon review of the bids submitted, Neri Brothers Construction, Inc. was determined to have the lowest responsive and responsible bid. (Neri Brothers Construction, Inc. was the contractor for the Ridge Avenue Watermain project in 1995. Neri Brothers Construction, Inc. performed well on the project and Village staff is confident that they have the ability and experience to successfully complete the required work. (A report from the Director of Engineering and Community Development, recommending approval, is attached. ) F) Consideration of the following: • to waive the formal _bidding process; and • to award a negotiated snowplowing contract to McKay Contractors, Inc. , Chicago, IL to provide snowplowing services for the 1998/99 winter season in an amount not to exceed $50, 000. (This contract represents the same terms and conditions as the contract negotiated with McKay for the 1997/98 winter season. McKay has provided this service to the Village satisfactorily for the past five years. (Over the past several years it has become difficult to obtain competitive bids from snowplowing contractors due to the amount of equipment contracted • • e Agenda for VB Meeting 7-14-98 4 by O'Hare Airport. The negotiated price with McKay is felt to be competitive in comparison to past contracts. (McKay will provide snowplowing equipment under this contract to the Village when requested. The equipment includes dump trucks with plows, endloaders, and supervisors in plow vehicles. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) G) Consideration of the following: • to waive the formal bidding process; • to award a purchase contract to Hastings Air Energy, Milwaukee, WI for the purchase of an exhaust system for the Oakton Fire Station at a total cost not to exceed $50, 490; • to award a purchase contract to Travis Sound Installation, Inc. , Palatine, IL for the purchase of a public address system for the Oakton Fire Station at a total cost not to exceed $6, 395. 75; and • to increase the fiscal year 1999 Capital Replacement Fund by $50, 490 for the purchase of an exhaust system for the Oakton Fire Station. (On February 18, 1997, bids were opened for the exhaust systems for three fire stations. At that time, the lowest responsive and responsible bidder was Hastings Air Energy. Since then, Hastings Air Energy's cost for installing the exhaust system at the Oakton Street Station have increased due to the size of the facility and the fact that it is new construction. Therefore, a waiver of the bidding process is being requested by the Fire Department in order to have the same exhaust systems installed in all four stations. (The Northwest Central Dispatch (NWCD) bid and awarded a contract to Travis Sound Installation for the purchase of a public address sound system. By using the NWCD's contractor, it enables the Village to receive the same unit prices and terms and conditions e • Agenda for VB Meeting 7-14-98 5 offered in the NWCD proposal while ensuring a competitively quoted price. (The aforementioned equipment was not included in the fiscal year 1999 budgets. At the April meeting of the Capital Improvements Committee, the consensus of the Committee was to charge the exhaust system to the Capital Replacement Fund. (Reports from the Director of Finance and the Purchasing Agent, recommending approval, are attached. ) H) Consideration to authorize the Director of Public Works to attend the 1998 International Public Works Congress & Exposition in Las Vegas, Nevada from September 14 through 17, 1998 in an amount not to exceed $1, 400. 00. (By Registrating before August 1, 1998 the Village will save $50. (Sufficient funds are budgeted and available for this expense. ) I) Consideration to authorize the Director of Engineering & Community Development to attend the 1998 International Public Works Congress & Exposition in Las Vegas, Nevada from September 14 through 17, 1998 in an amount not to exceed $1, 400. 00. (By Registrating before August 1, 1998 the village will save $50. (Sufficient funds are budgeted and available for this expense. ) J) Consideration to award professional service contracts to the following firms for consulting services to examine issues assigned by the preliminary development review team formed to review a potential Bears development: Kenig, Lindgren, O'Hara, Aboona, Inc. of Rosemont, Illinois for traffic and parking planning services in an amount not to exceed $15, 000; Agenda for VB Meeting 7-14-98 5 Finkel, Martwick & Colson of Chicago, Illinois for tax advice in a retainer amount of $15, 000; with professional fees of $300/hr. for senior partners, $200/hr. for junior partners and $60/hr. for paralegals charged against the retainer; and Baker & McKenzie of Chicago, Illinois for legal services on tax issues at hourly rates ranging from $240 to $375 per hour plus expenses. (Special Counsel Mary Riordan has requested retention of these firms to review various issues _ which may be submitted by the Bears during the due diligence period. There will be minimal costs incurred during the due diligence period. The conCracts, however, will obligate their services to the Village should any proposals be submitted to the Village by the Chicago Bears. (Fees associated with the utilization of these consultants will be paid by the Chicago Bears. ) K) Consideration to adopt RESOLUTION NO. . 30-98, requesting the Illinois Commerce Commission (ICC) to promulgate alternative maximum municipal utility tax rates for the use and consumption of electricity in the Village of Elk Grove Village. (The ICC is currently reviewing alternative rate structures, so that communities do not lose revenues when electricity prices decrease. At that time the tax basis will change to a consumption based tax. The Northwest Municipal Conference (NWMC) is encouraging both communities with and without electrical utility taxes to participate in the ICC's rate review. participation in the review will ensure that the Village, if it should ever elect to impose an electrical tax in the future, will be able to collect taxes based on information prior to the 15% rate reduction. (In order to participate in the ICC alternative rate structure review with the NWMC, municipalities must pass a corresponding resolution. The attached resolution does not require the Village to enact an electrical utility tax. (A report from the Director of Finance is attached. ) Agenda for VB Meeting 7-14-98 7 L) Consideration to adopt RESOLUTION NO. 31-98 (attached) authorizing the Village Clerk to execute a letter of understanding agreement between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village for use of a salt storage facility at Biesterfield Road and I-290. (This agreement allows the Village to use the IDOT facility at Biesterfield and I-290 to store salt in the existing salt dome. The agreement also allows IDOT to load Village trucks with salt when they are in operation at the facility. The Village agrees in turn to load State trucks on a back-up basis in emergency situations. The agreement will last one year and will be up for renewal on July 1st. A 120 day advance notice is required for termination of the agreement. (Upon execution of the Agreement, both parties agree to resolve operating details such as accounting of salt usage, coordination of salt delivery, site access and equipment storage. (The Village Attorney has reviewed the language and has no objections. A report from the Director of Public Works, recommending approval, is attached. ) M) Consideration to adopt RESOLUTION NO. 32-98 (attached) approving a grant of easement between. the Villages of Arlington Heights and Elk Grove and Northern Illinois Gas Company (NICOR) for emergency water connection on property that parallels the Northwest Tollway. (The pipeline connecting the water systems for emergency water supply to the Villages of Arlington Heights and Elk Grove Village must cross NICOR property that parallels Northwest Highway. Elk Grove Village and Arlington Heights will be grantees of the easement. The grant provides the Villages with a perpetual easement for the construction and maintenance of a sixteen inch pipeline in and across NICOR property. In addition, all review, preparation, and real estate fees have been waived by NICOR. (A report from the Director of Public Works, recommending approval, is attached. ) N) Consideration to adopt RESOLUTION NO. 33-98 (attached) authorizing the Village President and Village Clerk to execute a statement of understanding between the American Red Cross of Greater Chicago and Elk Grove Village. Agenda for VB M•ing 7-14-98 • 8 (A statement of understanding with the Red Cross was originally executed in 1966. This agreement is an update to the previous agreement. (The statement of understanding states that all requests for assistance from the Red Cross will be initiated by the Village and that both the Village and the Red Cross will provide disaster relief according to their existing policies. Furthermore, vehicles operated by or for the Red Cross which are properly identified as Red Cross vehicles will be authorized to enter a disaster site. (The Fire Chief, as the Village's Director of Emergency Services, has reviewed the Statement of Understanding and has no objections. A report from the Assistant to the Village Manager, recommending approval, is attached. ) O) Consideration to adopt ORDINANCE NO. 2652, granting a variation to Super 8 Motel to permit the construction of an addition to the existing motel which would encroach into the required rear yard of lot 1 and the required side yard of lot 2 on property located at 2951 Touhy Avenue. (This ordinance also appears under unfinished business of the Village Attorney. This issue was previously discussed at the June 23, 1998 Village Board Meeting. ) 7. REGULAR AGENDA None BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Feichter a. Landmeier Public Works Improvement b. Sidewalk/Street Light Improvements C. Undergrounding of Electrical Lines d. Cosman Road Asphalt Path e. West Side Garage Improvement f. Salt Creek Improvements Agenda for VB Ming 7-14-98 • g 9. JUDICIARY PLANNSNG AND ZONING OMMSTTEE - Trustee Lissner a. Wireless 9-1-1 Surcharge b. Taxi Cab Licensing Procedures C. Massage Parlor Ordinance 10. PERSONNEL COMMITTEE - Trustee Petri a. Communication b. Wellness Program C. Interest Based Bargaining 11 . RECYCLING & WASTE COMMITTEE - Trustee Czarnik a. Scavenger Licenses 12. INFORMATION COMMITTEE - Trustee Dill a. Cable TV System Upgrade b. FOIA Requests 13 . INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees Lissner/Petri 14, YOUTH COMMISSION - Trustee Prochno a. Use of Lions Club Donation . b. High School Event 15. PARADE COMMISSION - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Parrin a. Cellular One Antenna Requests - West Side Water Tower b. Nextel Antenna Request - West Side Water Tower C. ABMC Annexation & Rezoning d. Gullo Revised Site Plan e. Shinnyo-En Annexation (PH 7-1-98) 17. ZONING BOARD OF APPEALS - Village Manager Parrin a. 1850 Longboat Dr. - Front Yard Deck - Variation from front yard set back requirements (PH-7-8-98) 18. REPORTS OF OTHER BOARDS COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Community Service Board - Trustee Czarnik C. Liquor. Commission - President Johnson d. Camelot Committee - President Johnson 19, ORDINANCES RESOLUTIONS AND COMMUNICATION - Village Clerk 20, UNFINISHED BUSINESS - a. Pending Action By Village Board b. Pending Action By Village Attorney Agenda for VB Meeting 7-14-98 • 10 1 . At the 6/23/98 Village Board meeting, the Village Board directed the Village Attorney to prepare an ordinance granting a variation from the required setbacks to Super 8 Motel, 2951 Touhy Avenue. 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 he 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, Engelbrecht, MacArthur, Knickerbocker, Niehaus, Smith (2) i ADDENDUM to Regular Village BoardAgenda July 14, 1998 8:00 P.M. 6. CONSENT AGENDA (continued) P) Consideration of the following items: • To adopt ORDINANCE NO. 2653, amending the Position Classification and Salary Plan of the Village of Elk Grove by creating the position of Assistant Director of Community Revitalization; • To establish a salary range of $44, 182 to $62, 498 for the position; and • To adopt the 1998-99 recommended line-item distribution of previously budgeted Industrial/Commercial Revitalization Funds in the amount of $429, 775 for the Industrial/Commercial Revitalization Commission. (This ordinance amends the Position Classification and Salary Plan by creating the permanent authorized position of Assistant Director of Community Revitalization. (The Industrial/Commercial Revitalization Commission (ICRC) met on July 9 and voted to recommend the creation of the above position and budget. There _ are $7, 604, 720 in estimated funds available in the ICRC for FY 1998-99. The approved FY 98-99 ICRC budget is $7, 327, 050. These previously budgeted funds will be distributed into the line item categories recommended by the ICRC. The ICRC recommended line item categories total $429, 775. ) (Background information on the above recommendation was previously distributed on June 24, 1998. A copy of the ordinance will be distributed prior to the Village Board meeting. ) c: Johnson (2) , Czarnik, Dill, Feichter, Lissner, Petri, Prochno, Parrin, Rummel, Niehaus, Korn, Boffice, Cech, ; Engelbrecht, MacArthur, Knickerbocker, Smith (2)