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HomeMy WebLinkAboutAGENDA - 03/26/2013 - VILLAGE BOARD AGENDA Next ORD: 3335 (3335) Next RES. 15-13 (18-13) Recess: 8:00 P.M. AGENDA REGULAR VILLAGE BOARD MEETING March 26, 2013 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 12, 2013 4. Mayor and Board of Trustees' Report 5. Accounts Payable Warrant: March 26, 2013 $ 442,674.20 6. CONSENT AGENDA A) Consideration of a request (attached) from Mid America Japanese Club to waive business license fees inthe amount of $135 for the Japan Festival to be held at Elk Grove High School in June. (It has been past practice of the Village Board to grant fee waivers for goverinrtental and non-profit organizations. (A report from the Deputy Director of Finance, recommending approval, is attached.) B) Consideration of a request to increase the Federal Asset Seizure Fund in the amount of $11,100 for the purchase of two laptops and related equipment for the recent vehicle purchases. (The Village Board approved the purchase of a Ford Explorer and Dodge Charger for the patrol fleet in Fiscal Year 2013 to evaluate which vehicle to choose to replace the Ford Crown Victoria. (The Police Department requires the purchase of two laptops and related equipment in order to utilize these vehicles in the field as soon as possible. (The Police Department budgeted for the replacement of all laptop computers for the patrol fleet in Fiscal Year 2014. (The purchase of 2 laptops in the Federal Asset Seizure Fund will reduce the quantity of laptops needed to be purchased in the next fiscal year. (A report from the Chief of Police, recommending approval, is attached). C) Consideration to award a professional services contract with Peters & Associates of Oakbrook Terrace, IL for advanced technical support of the Village's computer networks for the remaining Fiscal Year 2013 in the amount not to exceed $28,050. (Peters & Associates has provided the Village high-quality network support services for the past 5 years. (The contract would provide advanced technical support for the Village's computer networks three days per week through April 30, 2013. Agenda for VB Meeting 03-26-13 2 (Adequate funds are available in the General Fund. (A report from the Director of Finance, recommending approval, is attached.) D) Consideration to renew a professional service contract to Powell Tree Care, Inc. of Elk Grove Village, IL for the 2013 Parkway Tree Maintenance Program in the amount not to exceed $98,257. (The renewal confirms the second year, of a four-year contract with Powell Tree Care, Inc. of Elk Grove Village, IL. (The contract provides trimming of approximately 2,500 parkway trees throughout the Village, as well as tree and stump removal services. (The contract provided for four (4) annual renewals through April 30, 2016. (It is recommended that the contract be renewed under the current contract conditions with no economic adjustments for a one-year (1) period from May 1, 2013 through April 30, 2014. (Powell Tree Care, Inc. has successfully completed parkway tree trimming for the past seven(7) years and has provided quality service to the Village. (A report from the Director of Public Works, recommending approval, is attached.) E) Consideration of the following: • To purchase an additional 1,000 tons of Bulk Rock Salt from the State of Illinois Joint Purchase Contract in the amount of$64,040; and • To award a contract from the State of Illinois Joint Purchase Contract, for the purchase of 2,800 tons of Bulk Rock Salt for the FY 2013-14 winter season at a maximum cost of$70 per ton. (The Village Board authorized the purchase of 2,200 tons of road salt on March 27, 2012 through the Illinois Central Management Services (CMS) contract. (The Village has the ability to purchase additional salt under the current contracted price of$64.04 per ton until April 30, 2013. (The numerous snow and ice events in February and March resulted in the Village utilizing 4,128 tons of salt during the FY 2012-13 winter season. (The terms of the FY 2013-14 contract require purchasing 100% of the awarded amount with the option to purchase up to 120%. (CMS is currently preparing bids for the FY 2013-I4 Road Salt Joint Purchasing Program. (The contract allows for the purchase of 100 to 120 percent of the designated tonnage. (The Village intends to purchase 2,800 tons of Bulk Rock Salt in FY 2014. (Bid prices are not expected to be lower than current pricing as a result of rising transportation costs. (Adequate funds are available for the purchase of 1,000 tons of Bulk Rock Salt in the General Fund in FY 2013. (Adequate funds have been budgeted for this project in the FY 2014 budget. (A report from the Director of Public Works, recommending approval, is attached.) F) Consideration to award (attached) a professional services 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 $145,797 from the Industrial/Commercial Revitalization Fund. Agenda for VB Meeting 03-26-13 3 (In April of 2008, the Village Board entered into an agreement to join the GIS Consortium (GISC), which is a group of twenty-two (22) 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 seven (7) other GIS staff members who are located off site. (The Village's contract with MGP will run from May 1, 2013 to April 30, 2014. (A report from the Deputy Village Manager, recommending approval, is attached.) G) Consideration to award a professional service contract to the lowest responsive and responsible bidder Copenhaver Construction of Gilberts, IL for the 2013 Crosswalk Rehabilitation Project in the amount of $250,687 from the Residential Enhancement Fund. (On Thursday, March 14, 2013, the Village opened sealed bids for the 2013 Crosswalk Rehabilitation Project. A total of four (4) contractors obtained bid documents, with four (4) submitting bids. (The lowest responsive and responsible bidder was received from Copenhaver Construction of Gilberts, IL in the amount of$250,687. (The project will include the removal and replacement of the existing brick paver crosswalks at various intersections along J.F. Kennedy and Elk Grove Boulevards. (The bid is approximately 3.9 percent lower than the Engineer's Estimate. (Copenhaver Construction has successfully completed several projects of similar size and scope for communities including Arlington Heights, Schaumburg, and Naperville. (Adequate funds are available in the Residential Enhancement Fund. (A report from the Director of Public Works, recommending approval, is attached.) H) Consideration to adopt Resolution No. 15-13 (attached) approving a Plat of Easement for public sidewalk on the south side of Biesterfield Road between Martha Street and existing sidewalk west of Beisner Road. (In conjunction with the construction of the Alexian Brothers Hospice Facility at 901 Martha Street, a new public sidewalk will be constructed along Biesterfield Road between Martha Street and the existing sidewalk west of Beisner Road. (Due to the configuration of the intersection of Biesterfield Road and Martha Street, a small easement is required for a new public sidewalk. (A report from the Director of Community Development, recommending approval, is attached:) Agenda for VB Meeting 03-26-13 4 1) Consideration to adopt Resolution No. 16-13 (attached) detennining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 951 Nicholas Boulevard. (The Law Offices of Liston & Tsamilis, on behalf of Spencer investment Group, LLC is seeking a Class 6B for property at 951 Nicholas Boulevard. (The applicant is seeking to purchase the building and lease it to Perma-Seal Basement Systems, Inc. Perma-Seal Basement Systems, Inc. is a waterproofing, plumbing and foundation-repair service provider. (The subject property consists of a 17,380 square foot building that has been vacant and unused since October 2009. (Penna-Seal Basement Systems, Inc. will utilize the building for warehousing and distribution of its products and materials. (Perma-Seal Basement Systems, Inc. is currently located in Downers Grove, Rosemont, and Hammond, IN, and they intend to move 25 full time positions from Rosemont to Elk Grove and transfer 5 full time and 5 part time employees from the Downers Grove location. (The applicant intends on spending approximately $35,000 in renovations to the property. (Eligibility requirements for Class 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This site qualifies based on occupation of an abandoned building for more than twenty-four (24) months continuous vacancy with a purchase for value. (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.) J) Consideration to adopt Resolution No. 17-13 (attached) authorizing the village of Elk Grove Village to participate in the Vantagepoint payroll deduction Individual Retirement Account (IRA) Program through ICMA Retirement Corporation (ICMA- RC). (This program will allow employees to contribute into an individual retirement account (IRA) plan through a payroll deduction for retirement purposes. (Any fees and expenses will be the responsibility of the IRA account holders. (The Village currently provides its employees the opportunity to participate in the ICMA-RC 457 and ICMA-RC Retiree Health Savings Plans.) Agenda for VB Meeting 03-26-13 5 7. REGULAR AGENDA A) Consideration to approve a sign variation for the Alexian Brothers Medical Center at 901 Martha Street. Item Proposed Permitted by Variation Ordinance Requested Freestanding Monument Sign 80 square ft/ 45 square ft Additional 40 square feet per side 7 ft height /6 ft height 35 square ft/ (double-sided, illuminated) 1 ft height (Variations are necessary to allow for the height of the sign to be seven (7) feet instead of six (6) feet and to exceed the 45 square foot requirement. (The Department of Community Development believes that the sign is necessary to assist patients and their families in easily identifying the facility. (A report from the Director of Community Development, recommending approval, is attached.) BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Water Meter Replacement Program b. Environmental Evaluation of Facilities c. Kathleen Way Storm Sewer Improvements d. 2013 Street/MFT Program 9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner 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. Master Plan to Revitalize the Business Park b. Railroad Crossings 14. YOUTH COMMITTEE - Trustee Franke IS. PARADE COMMITTEE - Trustee Czarnik 16. PLAN COMMISSION - Village Manager Rummel a. PC Docket 12-8 — Public Hearing to consider a text amendment to Section 7E-3:A pertaining to Special Uses in Industrial Districts to permit indoor teaching and training facilities for a variety of sports and athletic disciplines. (PH 11-28-2012) Agenda for VB Meeting 03-26-13 6 17. ZONING BOARD OF APPEALS - Village Manager Rummel 18. REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Lissner b. Health & Community Services Advisory Committee - Trustee Czarnik 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, Czarnik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Keegan (5), Knickerbocker, Mikel, Pye, Sammarco, Sclunidt, Tromp, Carey