HomeMy WebLinkAboutAGENDA - 04/23/1996 - VILLAGE BOARD AGENDA Next ORD: 2486 (2487)
Next RES. 25-96 (26-96)
Recess: 9 P.M.
AGENDA
Regular Village Board Meeting
April 23, 1996
Elk Grove village
1. Call to Order
i
2. Invocation (Rev. Rodney L. Pickett, Pastor, Wesleyan
Community Church)
3. Approval of Minutes of April 9, 1996
4. President's Report
5. Accounts Payable Warrants: April 23, 1996
6. CONSENT AGENDA -
A) Consideration - of a request (attached) from Jack
Coffman, Property Manager, for the Hampton Farms
Townhome Condominium Association, for a variation from
Section 8-8-1-3A. 4, paragraphs a. and b. of the
Municipal Code to permit the construction of driveways
which exceed a width of twenty (20') feet at the
property line and twenty-six (26') feet at the curb at
21 locations in Phase I of the Hampton Farms
subdivision.
(According to the Municipal Code, the maximum
allowable width of driveways at the property line and
curb are twenty (201) and twenty-six (26') feet
respectively. The petitioner is seeking a variation'
to construct driveways which exceed these widths at 21
locations in the Hampton Farms subdivision.
(When Centex constructed the Hampton Farms
subdivision in the 1980's they installed landscape
islands between the driveways of three and four car-
attached garages in order to meet the Village's
requirements for driveway width. Over the years the
cost of maintaining the landscape islands has proved
to be expensive due to damage from snowplowing and the
application of salt which adversely affects the
vegetation.
(This item was removed from the 9/26/95 Village
Board Agenda pending the Hampton Farms Townhome .
Association's review of brick pavers instead of
concrete. They have reviewed the issue and elected to
proceed with the request as originally submitted.
Agenda for VB Mee•g 4-23-96 • 2
(This item also appears under unfinished business
of the Village Board. )
B) Consideration to award a service contract to the
lowest responsive and responsible bidder, Decision
One, of Itasca, IL, to provide maintenance of the IBM
AS/400 system and related computer hardware in an
amount not to exceed $5, 499.
(Decision One was the only company to submit a
bid on this service. This company has provided for
the maintenance of the Village's AS/400 system for the
past three years to the satisfaction of the Village
Staff.
(A report from the Purchasing Agent, recommending
approval, is attached. )
C) Consideration of the following:
• to waive the formal bidding process; and
• to award a service contract to Ambassador Office
Equipment, Schaumburg, IL for FY 96 - 97 for the
maintenance of seven (7) Village-owned Canon
copiers in an amount not to exceed $7, 232.
(The contract negotiated for FY 95 - 96 was based
on the number of copies made in the previous year and
allows for an extra 20, 000 copies above the estimate.
In addition, Ambassador Office Equipment has agreed to
a reduced rate per copy of $. 0113 which is lower than
published Illinois State Contract Pricing.
(Ambassador Office Equipment has been servicing
the Village's Canon copiers for six years and has
performed satisfactorily. In addition, they are the
only area authorized dealer for Canon equipment.
(A report from the Purchasing Agent, recommending
approval, is attached. )
D) Consideration of the following:
• To waive the formal bidding process; and
• To award a sole source service contract to
Eastman Kodak in the amount of $8, 400 for
maintenance on the Police Department's Eastman
Kodak 2255 photocopier.
r � •
Agenda for VB Meeting 4-23-96 3
(Eastman Kodak is the only known source for
maintenance on this equipment. In addition, this
contract represents no increase from last year's
contract.
(Sufficient funds are budgeted and available for
this purpose.
(Reports from the Purchasing Agent and Police
Chief, recommending approval, are attached. )
E) Consideration to award a maintenance contract to the
lowest responsive and responsible bidder, Lyons/Pinner
Electric Companies, Lyons, IL, to provide maintenance
of Village-owned traffic signals and overhead street
lights for a period of May 1, 1996 to April 30, 1997,
in the amount of $10, 842.
(The contract covers maintenance of Village-owned
traffic signals at six intersections. In addition,
the contract includes the maintenance of ninety-two
(92) overhead street lights on Touhy, Elmhurst,
Biesterfield and Arlington Heights Road.
(In addition to the traffic signal maintenance,
the contract includes work on the pre-emption systems
on a time and materials basis once the equipment is no
longer under warranty.
(Reports from the Purchasing Agent and Director
of Public Works, recommending approval, are attached. )
F) Consideration to authorize the payment of $14, 916. 48
to the Illinois Department of Transportation for
shared traffic signal maintenance under the 1996 State
of Illinois maintenance contract.
(The annual bidding of this contract is performed
by the Illinois Department of Transportation.
(The contract covers the Village's maintenance
responsibility for (9) intersections shared between
the Village and State of Illinois.
(Sufficient funds are budgeted and available for
this purpose. Payments are made on a quarterly basis.
Reports from the Purchasing Agent and Director of
Public Works, recommending approval, are attached. )
Agenda for VB Meeting 4-23-96 4
G) Consideration of the following:
• To waive the formal bidding process; and
• To renew a 12-month maintenance agreement with
Hansen and Associates for maintenance on two IBM
Model 50 copy machines at a cost not to exceed
$8, 040.
(The Finance Department solicited proposals from
the only two know responsible firms capable of
maintaining this equipment.
(Hansen and Associates provided the lowest price
quote and has provided quality service to the Village
in the past.
(The contract price is identical to last year's
price per copy ($. 0061) . Sufficient funds are
budgeted and available for this purpose.
(A report form the Purchasing Agent recommending
approval is attached. )
H) To authorize payment to the Bureau of Testing
Services, Hillside, IL for the administration of
Police Officer exams in the amount of $8, 330.
(The Fire & Police Commission is currently in the
process of developing a Police Officer's list for the
next two years. On March 24, 1996 a total of 348
applicants took the written exam at a cost of $22. 50
per applicant ($7, 830) . In addition, there is a $500
administration fee for serving the exam and processing
the results.
(This item requires Village Board approval as it
is in excess of $5, 000) .
I) Consideration to award a professional service contract
to Northwest Community Hospital, Arlington Heights,
IL, in an amount not to exceed $9, 347 for required
"in-station" paramedic training.
Agenda for VB Meeting 4-23-96 5
(The training includes medical instructors coming
to Village fire stations on a regular basis to provide
state required training. The, program is only offered
through the Northwest Community Hospital EMS System,
of which the Village is a member.
(Sufficient funds are included in the FY 1996-97
Budget for this purpose.
(Reports from the Purchasing Agent and Fire
Chief, recommending approval, are attached. )
J) Consideration to renew a sole source maintenance
contract for the period of May 1, 1996 through April
30, 1997 to Motorola, Inc. , Schaumburg, IL, for the
maintenance of the KDT (Computer-sided dispatch)
equipment used by the Fire and Police Departments in
an amount not to exceed $10,256. 40.
(Motorola is the only source for spare parts,
repairs, and technical assistance for the mobile data
terminals (KDT Units) in the Police and Fire vehicles.
(The contract amount is identical to FY 1995-96.
(Reports from the Purchasing Agent, Police Chief
and Fire Chief, recommending approval, are attached. )
K) Consideration to authorize the payment of $12,202 to
the Northwest Municipal Conference for FY 1996-97
dues.
(This dues calculation is based upon $0. 365 per
capita rate. This amount is identical to FY 1994-95
dues.
(The Village has been a member of the Northwest
Municipal Conference (NWMC) since 1961 . The NWMC is
comprised of 35 municipalities and 5 townships with a
combined population of over 1 million. It provides
services on a regional basis, including joint
purchasing, legislative overviews, training and
education, government information and many other
services.
(Sufficient funds are budgeted for this purpose
in the FY 1996-97 Budget. )
L) Consideration to award a professional service contract
to Testing Service Corporation, Carol Stream, IL to
provide construction material engineering services
required for the 1996 MFT Program and Private
Participation Concrete Program in an amount not to
exceed $17, 250.
Agenda for--VB MAng 4-23-96 6
(Testing Service Corporation (TSC) provided
material engineering services for the same programs in
1994 and 1995. Their level of service was prompt and
professional, in addition, TSC is both pre-qualified
and recommended by IDOT.
(Requests for proposals were solicited from three
(3) firms of which only TSC responded. However, their
pricing is competitive with other firms surveyed.
(A report from the Director of Public Works,
recommending approval is attached. )
M) Consideration of the following:
• to waive the formal bidding process; and
• to award a blanket purchase contract to Kale
Uniforms, Inc. , Chicago, Illinois for Fire
Department uniforms for the period May 1, 1996
through April 30, 1997, in an amount not to
exceed $23, 050.
(Kale Uniforms has provided quality uniforms in
the past and is the only known source available at
this time for Police and Fire Department uniforms.
Past attempts to locate additional sources for these
uniforms have proven ineffective.
(The contract includes the purchase and/or
replacement of firefighter uniforms and accessories on
an as needed basis.
(This year's contract represents a 38e increase
from last year due to the need to purchase uniforms
for new firefighters which have recently been hired to
replace retiring employees.
(Reports from the Purchasing Agent and Fire Chief
recommending approval are attached. )
N) Consideration of the following:
• to waive the formal bidding process; and
• to renew a service contract with Chicago
Communications Service, Inc. , to maintain
Motorola radio equipment for the Police, Fire and
Public Works Departments in the amount of
$23, 958. 84 .
f •
Agenda for VD Meeting 4-23-96 7
(Chicago Communications has maintained the
village's radio contract since 1984. Chicago
Communications maintains the radio equipment at 75% of
Motorola's pricing while offering the same contract
terms and conditions.
(The contract price represents a 0. 8s increase
over last year's price, due to equipment additions and
deletions.
(Sufficient funds are budgeted and available for
this expenditure.
(Reports from the Purchasing Agent, Fire Chief,
Police Chief, and Director of Public Works,
recommending approval, are attached. )
O) Consideration to award the following contracts to the
lowest responsive and responsible bidders:
• To Berkeley Trucking, Elmhurst, IL for 3, 550 tons
of CA-6 Grade 9 gravel delivered at a unit cost
of $9.25 ton;
• To Nagel Trucking and Material, Batavia, IL for
100 tons of CA-6 3" limestone delivered at a unit
cost of $9.24/ton and .for 700 tons of CA-6 Grade
8 limestone aggregate delivered at a unit cost of
$8.24/ton; and
• To Old Dutch and Sand Co. , Elk Grove, IL for 150
tons of #2 Torpedo sand at a delivered unit cost
of $6. 35/ton;
for a total amount not to exceed $40, 482. I',
(The gravel, sand and limestone will be used to
restore various repair sites involving water lines,
storm sewers and inlets, and road restoration. It is
anticipated that this supply is sufficient for the 196
- 197 fiscal year.
(Reports from the Purchasing Agent and
Director of Public Works recommending approval
are attached. )
•
Agenda for—V73- Meeting 4-23-96 8
P) Consideration of the following:
• to approve the Liability Insurance Premiums for FY
1996-97 submitted by Arthur J. Gallagher & Company,
at a premium level as determined for the following
coverage:
FY 1996
Worker's Compensation $ 38, 841
General Liability Package 260, 453
Includes:
Auto
Building/Contents
EMT/Paramedic Liability
Public Officials' Liability
Police Professional Liability
Boiler & Machinery 11, 167
Federal Flood Coverage 4, 965
Excess Liability (HELP) 73, 057
Community Nurse/Clinics 51959
Fiduciary Liability-Pensions 3, 869
Underground Storage Tanks 3, 224
Public Official Bond (1993-1997) - 0 -
$401, 535
and:
• to award a professional services contract to
Gallagher Bassett Services for the administration
and supervision of the Village's self-insurance
liability plan in an amount not to exceed $51, 235.
(This year the Village solicited alternative
quotes for insurance coverage from several companies.
This year's premium renewal represents the same limits
and deductibles that were negotiated last year. The
insurance premiums for FY 96 - 97 represent a decrease
of 1 . 8°2. or $7, 516 from last year.
(The contract with Gallagher & Bassett to
administer our self-insured liability program
represents a 4o increase over the previous year (from
$49,277 to $51, 235) . This increase is due to the
anticipated number of claims and types of claims to be
handled during the fiscal year, based upon trends and
the prior year's history. Over the past few years
Gallagher has been able to save the Village an average
Agenda for--VB- Meeting 4-23-96 9
of $25, 000 through subrogation and managed care
services.
(Sufficient funds have been budgeted and are
available for this expense.
(A report from the Director of Finance,
recommending approval, is attached. )
Q) Consideration to concur with the Village Manager's
authorization to allow Police Officer Matthew J.
FioRito to attend Canine Unit Training in Denver,
Indiana from April 21 through May 24, 1996 at a cost
not to exceed $2, 130. 00
(Officer FioRito was selected for the Village's
newly created position of canine officer. The Police
Department acquired the dog on April 12, so that the
officer would become familiar with the animal prior to
the scheduled training program.
(Since the Canine Unit Training began prior to
the Village Board meeting, the Village Manager pre-
approved the Officer's attendance. This agenda item
will confirm the authorization by the Village Manager
since the training exceeded $1, 000 in cost. )
R) Consideration of the following:
• to rescind the acceptance of a bid proposal for
the 1996 concrete curb and sidewalk program from
Fortis Construction, Schaumburg, IL for failure
to meet bid specifications; and
• to award a contract to the lowest responsive and
responsible bidder, M & C Scavelli, Chicago, IL
for the 1996 concrete curb and sidewalk program
in an amount not to exceed $238, 173 .
(At the April 9, 1996 Village Board meeting, the
Village Board awarded the contract to Fortis
Construction under the bid specification that they
obtain a performance bond for 100% of the contract
price. However, due to the young age of the company,
no bonding company would guarantee such a high
contract amount.
(M & C Scavelli, as the apparent second lowest
bidder, becomes the lowest responsive and responsible
bidder. They can meet all of the specifications
required by the village.
Agenda for—VB Met ng 4-23-96 10
(A report for the Director of Public Works,
recommending approval, is attached. )
S) Consideration of a request (attached) from the Elk
Grove Park District to waive vehicle license fees as
follows:
6 Passenger vehicles @ $20 each $ 120
13 Class B vehicles @ $40 each 420
8 Class D, F Vehicles @ $65 each 520
3 Class H, J, K Vehicles @ $90 each 270
1 Class L, N, P, Q vehicle @ 105 each 105
$1, 535
(It has been the past practice of the Village to
waive vehicle license fees for other governmental
agencies.
(A report from the Director of Finance is
attached. )
T) Consideration of the following:
• to waive the formal bidding process;
• to award a service contract to Koz Trucking, of
Medinah, IL for the hauling of non-toxic debris
from the Public Works facilities in a total
contract amount not to exceed $27, 000.
(The Village Board awarded a debris hauling and
disposal contract to Rossi Construction, Northlake, IL
in May 1995. In November 1995, the contract with
Rossi was increased due to the large amount of debris
accumulated by the Village. However, Rossi
Contractors was not able to remove any more debris due
to wet ground conditions that prevent their trucks
from accessing their dump sites. Rossi had no further
contractual obligations to the Village.
(Due to the amount of debris currently collected
and its close proximity to adjacent residences, the
Public Works Department solicited (3) written
proposals from vendors that previously bid this type
of work for the Village. The lowest quote was
submitted by Koz Trucking of Medinah, IL.
(This service will be competitively bid for the
duration of the fiscal year in the near future.
Agenda for--VB Meeting 4-23-96 11
(Reports from the Director of Public Works and
the Purchasing Agent, recommending approval, are
attached. )
U) Consideration of the following:
• to waive the formal bidding process; and
• to extend a service contract to Illinois Building
Services, Inc. , Roselle, IL to provide general
housekeeping and sanitation services at the Fire
Administration and Landmeier Public Works
facilities from May 1, 1996 to April 30, 1997 at
a cost not to exceed $38, 000.
(This January, Public Works began using
contracted custodial services at the Fire
Administration Building and at the Landmeier Public
Works facility. Over the past three (3) months the
services provided by Illinois Building Services, Inc.
has exceeded Public Work's expectations. Their
employees do satisfactory work on daily tasks and
respond well to special requests for extra cleaning.
(The original purpose for switching to contracted
custodial service was for monetary reasons. Due to
the success of this trial period it is recommended
that the contract with Illinois Building Services,
Inc. (IBS) be extended through Fiscal Year 1996-97.
IBS provided the lowest quote when the project was bid
last year.
(Additional cost savings will be experienced
through the reduction of one (1) full-time and two (2)
part-time positions. An ordinance reducing the Public
Works Department authorized personnel will be prepared
for Village Board approval at the next board meeting.
(A report from the Director of Public Works,
recommending approval, is attached.
V) Consideration to adopt RESOLUTION No. 25-96 (attached)
authorizing the execution of a sewer and storm water
maintenance agreement between the Village of Elk Grove
and the Ostrom Family Limited Partnership (1501 Oakton
Street) .
(in order to develop vacant property at 1501
Oakton Avenue, Metal Impact Corporation was required
to install a storm sewer from their property south
through a neighboring property to connect to Village
Agenda for VB Meeting 4-23-96 12
storm sewer. Although the storm sewer was constructed
within an existing public utility easement, it is only
serving the property at 1501 Oakton. Under this
agreement, Ostrom Family Limited Partnership is
required to maintain the storm sewer as they are the
only users of it and it only benefits their property.
(A report from the Director of Engineering &
Community Development, recommending approval, is
attached. )
W) Consideration to adopt ORDINANCE NO. 2486 (attached)
authorizing the issuance and sale of $2, 363, 300 in
industrial development revenue bonds, series 1996, to
finance a loan to Rainbow Fish House, Inc. , so as to
finance the cost of acquisition, construction and
equipping of a manufacturing facility, authorizing the
execution and delivery of a loan agreement and an
indenture securing the bonds, and authorizing other
matters relative thereto.
(A public hearing before the Village Board on
this matter is scheduled for 7:45 p.m. prior to the
Village Board meeting. This ordinance authorizes the
use of Hoffman Estates IRB Bonds within Elk Grove
Village. )
7. RE ULAR AGENDA
A) Consideration of a request (attached) from Alexian
Brothers Medical Center for permission to hold a
temporary outdoor event with an 80 ft. x 80 ft. tent
located on their property at 800 Biesterfield Road on
Saturday, May 11. ..
(Alexian Brothers (ABMC) is hosting a Community
Education Fair on Saturday, May 11, from 10:30 a.m. to
2: 00 p.m. The 80 ft. x 80 ft. tent is necessary to
accommodate visitors, displays, and entertainment. In
addition, the tent will be used that evening in
conjunction with an event honoring the 30th
anniversary of the Medical Center.
(The tent will be located in the northeast corner
of the ABMC property in the parking lot east of the
hospital parking garage. The Department of
Engineering and Community Development has reviewed
this request and does not anticipate any zoning
conflicts. A map indicating the specific tent
location is attached.
Agenda for VB MeePing 4-23-96 13
(A report from the Director of Engineering &
Community Development, recommending approval, is
attached. )
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a. 5-year Capital Improvements Plan
b. Landmeier Public Works Noise Reduction Plan
C. Landmeier/Tonne Traffic Improvements
d. Commonwealth Edison Street Light Outages
9. JUDICIARY. PLANNING AND ZONING COMMITTEE - Trustee Rettberg
a. Communication Towers & Antennae
b. Ameritech Special Use Permit '
C. Rezoning of Nerge/Devon Property
d. Biesterfield Signage Regulations
e. Possible Annexations
10. PERSONNEL COMMITTEE - Trustee Czarnik
a. Communication
11 . RECYCLING & WASTE COMMITTEE - Trustee Johnson
12. INFORMATION SYSTEMS COMMITTEE - Trustee Petri
13 . PLAN COMMISSION - Village Manager Parrin
a. Victoria In The Park -- Text Amendment and Special Use
Permit (PH 3-15-95)
b. Wendy's Exel Rezoning (PH 10-4-95)
C. Mobil Text Amendment (PH 3-20-96)
d. Ameritech Water Tower Special Use Permit (PH 4/17/96)
e. Office Depot - Special Location Plan
14. ZONING BOARD OF APPEALS - Village Manager Parrin
a. Mobil Zoning Variation (PH 3/20/96)
b. Village on the Lake - Variation to permit reduction in
parking spaces (PH 4/11/96)
15. REPORTS OF OTHER BOARDS COMMISSIONS & COMMITTEES
a. Cable Television Committee - Trustee Petri
b. Community Service Board - Trustee Czarnik
16 ORDINANCES, RESOLUTIONS AND COMMUNICATIONS - Village Clerk
Agenda for VB Meeting 4-23-96 14
17. UNFINISHED BUSINESS -
a. Pending Action by Village Board:
At the 9/26/95 Village Board meeting, it was the
consensus of the Village Board to defer action on a
request from the Hampton Farms Townhomes for a variation
to the width of driveway aprons.
b. Pending Action b3�: Village Attorney,
At the 4/9/96 Village Board meeting, the Village
Board directed the Village Attorney to prepare an
ordinance permitting the construction of two
structures on one 10t at 801 Beisner Road.
18. REPORT FROM VILLAGE MANAGER
19. NEW BUSINESS
20. 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: Gallitano (2) , Chernick, Czarnik, Johnson, Lissner, Petri,
Rettberg, Parrin, Rummel, Boffice, Cech, Ingebrigtsen,
Engelbrecht, MacArthur, Knickerbocker, Niehaus, Smith (2)