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HomeMy WebLinkAboutAGENDA - 04/09/1996 - VILLAGE BOARD AGENDA Next ORD: 2474 (2482) Next RES. 23-96 (25-96) Recess: 9 p.m. AGENDA Regular Village Board Meeting April 9, 1996 Elk Grove Village 1. Call to Order 2. Invocation (Rev. David F. Stein, Evangelical Lutheran Church of the Holy Spirit) 3 . Approval of Minutes of March 26, 1996 4. President's Report 5. Accounts Payable Warrants: April 9, 1996 6. CONSENT AGENDA A) Consideration of a request from the Elk Grove Rotary Club to waive all licenses, fees, permits and sign variances associated with the 1996 Rotaryfest being held at Elk Grove High School from June 26 through June 30. (The Rotary Club is requesting that the Village Board waive the following fees associated with their annual Rotaryfest: liquor license, carnival license, food service licenses, fire hydrant deposit and connection, and water usage in the amount of $2, 740. It has been the past practice of the Village Board to waive these fees for the Rotary Club. (In addition, the Rotary Club has requested advance variations from the Village sign ordinance to allow portable signs advertising the event. At this time the Rotary does not know where the signs will be located or what they look like, however, due to the Village's relationship with the Rotary and their past cooperation to relocate signs, approval is recommended. ) (A report from the Administrative Assistant, recommending approval, is attached.) B) Consideration to accept the donation of a passive alcohol detector from Nationwide Insurance, for use by the Police Department. (The passive alcohol detector will be used by patrol officers in conjunction with field sobriety Agenda for VB Meng 4-9-96 2 tests. The passive alcohol detector unit is roughly the size of a cellular telephone and can produce blood alcohol results within 30 seconds. The unit would not take the place of the in-station breathalyzer tests currently used by the Police Department; however, it will assist in establishing probable cause in DUI offenses. (Nationwide Insurance has been donating alcohol detectors to various agencies since 1990. A total of 1, 500 similar units are currently being used in the United States. (A report from the Chief of Police, recommending approval, is attached. ) C) Consideration to authorize a public hearing before the Village Board to discuss the issuance of Industrial Revenue Bonds for use in conjunction with the construction and development of Rainbow Fish House, Inc. , 901 Chase Avenue. (The Village of Hoffman Estates has agreed to cede their FY 1995-96 industrial revenue bond (IRB) allocation for the development of Rainbow Fish House in Elk Grove Village. IRB guidelines require that a public hearing be held in the community where the bonds are to be utilized, therefore, a hearing before the Village Board is required. (The Public Hearing has been scheduled for 7:45 p.m. on April 23, prior to the Village Board meeting. The bond ordinance would be subsequently adopted by the Village Board if approved at the public hearing. ) D) Consideration to increase a professional services contract with Visual Edge, Arlington Heights, IL for the development and printing of the economic development brochures in the amount of $1, 781 for a total contract amount not to exceed $31, 046. 00. (The Village Board originally awarded this low- proposal contract through the RFP process on July 25, 1995. Under the contract, Visual Edge provided creative art production, professional photography, writing, and printing of 6, 000 brochures with inserts. (The increase to the contract is necessary due to costs incurred for additional color production and for changes made after the final proof due to the area code changes. ' (sufficient funds are available for this expense through a budget transfer. �• Agenda for VB Mep ng 4-9-96 3 (A report from the Economic Development Officer, recommending approval, is attached. ) E) Consideration to renew a professional services contract with the lowest responsive and responsible bidder, Gilio Landscape Contractors, Arlington Heights, IL, for grass mowing and maintenance of 5 state and county right-of-ways on a bi-weekly basis in an amount not to exceed $11, 982. (Following the completion of the Elk Grove Boulevard/Reverend Morrison Enclosure Project and the Fire Administration building in 1995, a greater amount of personnel time was devoted to maintain those areas. As a result, a private contractor is utilized to maintain the State & County rights-of-way. (I.D. O. T. and Cook County only provide minimal maintenance at their locations. Traditionally, the Village has assumed additional responsibility for these locations as a service to residents. The rights of way to be cut include Meacham Road, Nerge Road, Rohlwing Road, Arlington Heights Road, and "Little" Higgins. (Last year the contract was awarded to Gilio Landscapers, formerly known as Jaclynn, Inc. , with a one-year renewal option at the low-bid rate of $991 per cycle. There are approximately 12 mowing cycles per year. This amount also includes litter clearing at each location. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) F) Consideration to award a professional services contract to the lowest responsive and responsible bidder, McGuire Electric Corporation, Lake Zurich, I1 for electrical installation of gas-fueled auxiliary generators at two (2) sanitary pumping facilities in a contract amount .not to exceed $7,273. 00. (The FY 1995-96 budget contains funds for the installation of replacement gas fueled auxiliary generators for the Nerge and Shenandoah Lift Stations. Bid specifications were provided to eight (8) potential vendors of which three (3) responded. (Upon review of the bids and the bidders qualifications, it was determined that McGuire Electric Corporation had the lowest responsive and responsible bid. Agenda for VB Meeting 4-9-96 4 (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) G) Consideration to adopt the following Budgets for the FY 1996-97: General $22, 395, 808 Civil Defense 47, 217 Water & Sewer 7, 990, 374 Recycling/Municipal Waste 992, 300 Systems Asset Seizure 92, 434 Motor Fuel Tax 869, 300 Municipal Purpose 5, 000 Capital Projects 3, 023,200 Capital Replacement 877, 420 Industrial/Commercial Revitalization S 1 . 800, 000 $38, 093, 053 (The above amounts include wage and salary adjustments for FY 96 - 97. (The FY 1996-97 General Fund Budget represents a 5. 3o decrease over the previous fiscal year. overall, all funds amount to a decrease of 1 . 9 (A report from the Director of finance is attached. ) H) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road Construction, Mt. Prospect, IL for street milling and resurfacing on a not-to-exceed unit cost basis as follows: Qty Unit DescriptionUnit .. Pricing ` FY: 9G/97 22,112 Sq.Yd. Bituminous Concrete .80 Surface Removal (Partial Width 1 1/2- 99,S95 Sq.Yd. Bituminous Concrete .83 Surface Removal (Full Width 1 1/2") 13,338 Ton Bituminous concrete 25.35 Surface Course, Mix C 2,000 Ton Leveling Binder 25.35 15, 874 Gal. Bituminous Prime Coat .55 Material 100 Ton Prime Coat Aggregate 1.00 Agenda for VB Mee•g 4-9-96 5 and at a total cost not to exceed $498, 002. 45 from the MFT Fund. (Sufficient funds have been previously appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and the Director of Public Works, recommending approval, are attached. ) I) Consideration to award a contract to the lowest responsive and responsible bidder, Fortis Construction, Bloomingdale, IL for sidewalk, curb, gutter, and driveway removal and replacement on a not- to-exceed per unit cost basis as follows: " Qty::'' UnYt"- ➢escriptibs.'. _ Unit : FY u 'f'-Pricing ' FY-96/97 45, 000 Sq.Ft. 5" PCC Sidewalk 2.10 15, 000 Sq.Ft. 8" PCC Sidewalk 2.25 200 Sq.Yd. 5" PCC Driveway 19.40 Pavement 100 Sq.Yd. 8" PCC Driveway 20.40 Pavement 3,000 Ln.Ft. Combination concrete 7.35 Curb & Gutter (B) 5,000 Ln.Ft. Combination Concrete 7.00 Curb & Gutter (M) 60, 000 Sq.Ft. Sidewalk Removal .40 300 Sq.Yd. Driveway Pavement 3.60 Removal 8,000 Ln.Ft. Combination Concrete 2.00 Curb/Gutter Removal and at a cost not to exceed $224, 200. 00 from the MFT Fund and $8, 100. 00 from the Water and Sewer Fund for a total cost of $232, 300. 00. (Sufficient funds have been previously appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) J) Consideration to award a contract to the lowest responsive and responsible bidder, Allied Asphalt Paving, Des Plaines, IL, to furnish bituminous paving materials on a not-to-exceed unit cost basis as follows: Agenda for VB Meeting 4-9-96 6 Qty" ',Unit. , Description _ ,' Unit, v °-Pricing, 1 FY 96/97•• 4,000 Tons Bituminous Concrete 15.90/Ton Course 1,0o0 Tons Bituminous 18.25/Ton Surface Course Soo Gals Emulsified Asphalt SS- 2.20/Gal 1 and at a total cost not to exceed $62, 950 from the MFT fund and $20, 000 from the General Fund for a total cost of $82, 950. (Allied Asphalt Paving was determined as the lowest bidder after the hauling charge was calculated into the bid prices. The hauling charge is the cost incurred by the Village to pick up the materials at the vendor's location. The hauling charge is based on the mileage for that trip. (Sufficient funds have been previously appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) K) Consideration to increase a professional service contract with the lowest responsive and responsible bidder, Bartlett Heating and Air Conditioning, Mt. Prospect, IL to furnish and install equipment to improve the HVAC system in the Police Department in the amount of $13, 000 for a total amount not to exceed $144, 597. - (The original contract was awarded to Bartlett Heating and Air Conditioning at the August 22, 1995 Village Board meeting. Bartlett's bid proposal was based upon specifications prepared by the Village's consultant, Patrick Engineering, and was recommended for approval upon review by the Public Works Department. (The scope of the work entails the replacement of 2 condensing units; installing duct work, testing and balancing the system, and electrical work. Several changes have occurred in the contract which have resulted in the need to increase the contract amount. Specifically, the need for larger refrigerant piping, • o Agenda for VB Meeting 4-9-96 7 conflicts with duct work, and a newly identified backdraft conflict. (To date, no approval for extra work has taken place. However, extra work may be necessary due to the aforementioned difficulties. Therefore, an increase in the amount of $13, 000 to be used as a contingency fund is being requested so that the project may proceed without delay and be completed prior to the end of the fiscal year. (The increased size of the refrigerant piping is being reviewed by the consultant and Village staff to ensure a fair price is paid for the work. (A report from the Director of Public works, recommending approval, is attached. ) L) Consideration to award a professional services contract to the lowest responsive and responsible proposer, Ameritech, Inc. , Hoffman Estates, IL for the purchase and installation of a phone system for the Municipal Complex; including voice mail, recabling, training, and software upgrades for the Public works and Fire Department phone systems in an amount not to exceed $115, 633, including the trade-in value of $3, 500 for the existing Northern Telecom PBX System. (The FY 1995-96 budget includes funds for the purchase of a new phone system for the Municipal Complex. Request for Proposals (RFP) were prepared by the Village's consultant, Indaplex, Inc. , and supplied to potential vendors of which ten (10) responded. Upon review by the consultant and Village staff it was determined that Ameritech, Inc. , had submitted the lowest responsive and responsible proposal . (The overall contract price of $119, 133 includes voice mail capabilities, recabling of the Municipal Complex, training, and software upgrades for the existing Public Works and Fire Department phone systems. The new phone system will be compatible with all new area code changes, and will allow direct dial options for Village employees. (The equipment and the software upgrades will be purchased with Capital Replacement funds. The recabling and training will be paid for out of the General Fund. (The Information Systems committee has reviewed this issue and recommends approval . ) • Agenda for VB Meeting 4-9-96 g M) Consideration of the following items with an effective date of April 22, 1996: • To authorize a 3. 50 value increase to non-Union Step Pay Plan positions; • To authorize a 3. 5% value increase to Specific Rate Pay Plan positions; • To authorize a 0s to 3.5o increase for Merit Salary personnel based on individual performance, including a merit pool of $44, 725 for Merit Salary personnel with Merit increase of 0% to 1 . 50 for Merit employees based on individual performance; • To authorize a Range Movement Pool of $18, 515 for Merit Salary personnel with range movements of 09 to 2. 00 for Merit employees (funded at a rate of 0. 50 of Merit salaries) ; • To continue the non-Union Merit Employee Management Enhancement Program that consists of of $400, $500, $575, and $650 to four (4) respective group classifications of Merit Salary personnel on November 1 of 1996, and $1, 000 for the Village Manager, effective May 1, 1996, or as otherwise approved by the Village Board. • To continue a Longevity Program for Full Time non-union General Step Pay Plan employees who have completed the following years of service as of November 1, 1996 in accordance with the following schedule: 10 yrs. service to 15 yrs. service $150. 00 16 yrs. service to 19 yrs. service $250. 00 20 yrs. plus service $350. 00 • To authorize the assignment of an annual salary of $95, 000 for the Village Manager; and • To authorize one additional annual floating holiday for use by non-union village employees for use effective May 1, 1996. Agenda for VB Meeting 4-9-96 9 N) Consideration of the following: • To adopt Ordinance No. 2474 (attached) amending the hourly rate for Custodial personnel; • To adopt Ordinance No. 2475 (attached) amending the hourly rate for Summer employees; • To adopt Ordinance No. 2476 (attached) amending the hourly rate for School Crossing Guards; • To adopt Ordinance No. 2477 (attached) amending wages for Water Meter Readers; • To adopt Ordinance No. 2478 (attached) amending the hourly rate for village Interns: • To adopt Ordinance No. 2479 (attached) amending the classification and salary plans; the classification plan; and the salary range for Merit Pay Plan positions and the Step Pay Plan Rates for General Step Pay Plan positions of the Municipal Code. O) Consideration to adopt RESOLUTION NO. 23-96 (attached) accepting Letter of Credit No. 1138-02 from Midwest Bank and Trust Company in the amount of $19, 870, expiring June 18, 1997 to guarantee the construction of public improvements related to the Louis Sanfilippo Subdivision. (This letter of credit guarantees the completion of sanitary sewer and storm sewer installation related to the construction of the Louis Sanfilippo Subdivision. The Village Attorney has reviewed the letter of credit and finds it acceptable. (A report from the Director of Engineering & Community Development, recommending approval is attached. ) P) Consideration to adopt RESOLUTION NO. 24-96 (attached) accepting Letter of Credit No. 1114, from American Chartered Bank in the amount of $15, 500, expiring June 18, 1997 to guarantee the construction of public improvements related to the Better Living Subdivision #2. (This letter of credit guarantees the completion of sanitary sewer installation related to the construction of the Better Living Subdivision #2. The village Attorney has reviewed the letter of credit and finds it acceptable. Agenda for VB Meeting 4-9-96 10 (A report from the Director of Engineering & community Development, recommending approval, is attached. ) Q) Consideration of the following: -- to adopt ORDINANCE NO. 2480 (attached) amending Title 7, Chapter 2, Section 7-2-5-2 Wastewater Use and Service Charges Village Code of the Village of Elk Grove Village; and -- to adopt ORDINANCE NO. 2481 (attached) amending Title 7, Chapter 2, Section 7-2-5-3, Rates and Charges for Property Outside Village of the Village Code of the Village of Elk Grove Village. (These ordinances will establish the sewer rates as follows: Date Within Village Outside Village May 1, 1996 $. 39 $.59 May 1, 1997 . 42 . 63 May 1, 1998 . 45 . 68 (The sewer rate for customers outside the Village is charged at one and one-half times the rate for customers within the Village. The proposed rates structure will maintain the relationship between customers inside and outside Village boundaries. (This item was discussed at the December 13, 1994 committee of the Whole Meeting. The last sewer rate increase was in 1984 . This sewer rate increase is expected to account for necessary improvements and reconstruction to the sewer system through the year 2000. (A report from the Director of Finance is attached. Agenda for VB Meeting 4-9-96 11 7. REGULAR AGENDA A) Consideration to grant a request (attached) from the Elk Grove Village Fire Department for sign variations to post an illuminated monument sign at the Fire Administration Building, 901 Brantwood Avenue, as follows: ITEM PROPOSED PERMITTED BY VARIATION REQUESTED ORDINANCE Illuminated 1 1 None Monument Sign Area of Monument 75 Sq.Ft./Face 39 Sq.Ft./Face 36 Sq.Ft./Face Sign 150 Sq. Ft./Total 78 Sq.Ft.Total 72 Sq.Ft./Total 92e Increase width of 15 Ft. 10 FT. 50% Increase Monument Sign Total Area of 150 Sq.Ft. 45 Sq.Ft. 105 Sq.Ft. Identification 233e Increase Signs in Residential District (The Director of Engineering & Community Development has reviewed this request and recommends approval of the requested variations due to the significant setbacks from the residential streets and the substantial amount of information that must be displayed on the sign. The sign will be set back 23 feet from Rev., Morrison Boulevard and 24 '9" from Brantwood Avenue. (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) B) Consideration to award a contract to the lowest responsive and responsible bidder, Vincent Sign Corp Inc. , Bensenville, IL to furnish and install one 15' x 5' monument sign for the Fire Administration Building in an amount not to exceed $6, 610. (The FY 1995-96 budget includes funds for the purchase of signage at the Fire Administration Building. Bid specifications were provided to five o Agenda for VB Meeting 4-9-96 12 (5) potential bidders, of which four (4) responded. Upon review, it was determined that Vincent Sign Corporation, Inc. , was the lowest responsive and responsible bidder. Vincent Sign Corporation has supplied materials to the Village in the past to our satisfaction. (The Northwest Suburban Joint Action Water Agency (,7A WA) occupies the second level of the Fire Administration Building and has agreed to provide 1/3 of the cost of the sign ($2, 203.23) . JAWA has seen the sign design and has no objections. ) 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 a. New Phone System 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. 801 Beisner - Variation request to permit two structures on one lot (PH 3/19/96) Agenda for VB Meeting 4-9-96 • 13 C. 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 17. UNFINISHED BUSINESS - a. Pending Action by Village Board: None b. Pending Action by Village Attorney: None 18. REPORT FROM VILLAGE MANAGER 19. NEW B SINE 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) ADDENDUM to Regular Village Board Agenda April 9, 1996 6. CONSENT AGENDA (continued) R) Consideration of the following to be effective May 1, 1996 through April 30, 1997: a. To renew an agreement with Gallagher Bassett to administer the Village's Self-Insured Medical and Dental plans at a cost of $19. 00 per participant per month for medical claims and $6. 67 per participant per month for dental claims; b. To renew a contract with Lloyds of London to provide Specific Stop Loss Coverage at a cost of $265, 740; C. To renew a contract with Lloyds of London to provide Aggregate Stop Loss Coverage at a cost of $19, 433; d. To renew a contract with Arthur Gallagher and Company for consulting service at a cost of $5, 000; e. To renew a contract for Cost Care Consultation Services through Gallagher Bassett at a cost of $5. 00 per participant per month; f. To establish premium rates equal to 85% for the Village and 150 of the total premium for an individual employee; an employee plus one (1) dependent; and an employee plus two (2) or more dependents participating in the Village self- insured Health Care Plans as follows: 2 CONTRTBUTTONS Village Employee Bi-Weekly Monthly Monthly Employee Contributions Contributions Contributions Medical Employee Only $I84.39 $ 32.54 $ 15. 01 Employee & 1 387.23 68.33 31.54 Dependent Employee + 2 421.31 74.35 34.32 Dependents Dental Employee Only $ 27.25 $ 4.81 $ 2.22 - Employee +1 57.21 10.10 4. 66 Dependent Empl-oyee + 2 71.23 12. 66 5. 84 Dependents g. To renew the Flex Spending Plan administered by Gallagher. Bassett at a cost of $5. 45 per participant per month; h. To establish premium rates equal to 85% for the Village and 150 of the total premium for an individual employee; an employee plus one (1) dependent; and an employee plus two (2) or more dependents participating in the HMO Illinois Health Maintenance Organization Plans as follows: CONTRTBUTIONS Village Employee Bi-Weekly Monthly Monthly Employee Contributions Contributions Contributions Medical Employee Only $152.11 $ 26. 85 $ 12. 40 Employee & 1 293.24 51. 75 23. 89 Dependent Employee + 2 451. 66 79. 71 36. 79 Dependents , 3 To establish premium rates equal to 85% for the t Village and 15% of the total premium for an individual employee; an employee plus one (1) dependent; and an employee plus two (2) or more dependents participating in the First Commonwealth Dental Care Plan as follows: Village Employee Bi-Weekly Monthly Monthly Employee Contributions Contributions Contributions Dental Employee Only $ 15.10 $ 2. 66 $ 1.23 Employee +1 28. 05 4.95 2.28 Dependent Employee + 2 41.82 7.38 3.41 Dependents j . To continue the Employee Hospital Bill Audit Program. _ k. To establish a Procedure Code Payment Analysis Program administered by Gallagher Bassett at a cost of $.50 per employee per month. 1 , To establish a Medicare Supplemental Rate Program with monthly rates as follows: Village Plan $ 86. 00/person hfilo Illinois Plan $168.25/person 1k C: Gallitano (2) , Chernick, Czarnik, Johnson, Lissner, Petri, Rettberg, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker, Niehaus, Smith (2)