HomeMy WebLinkAboutAGENDA - 03/26/1996 - VILLAGE BOARD AGENDA s
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Next ORD: 2471 (2473)
Next RES. 21-96 (22-96)
Recess: 9 p.m.
AGENDA
Regular Village Board Meeting
March 26, 1996
Elk Grove Village
1 . Call to Order
2. Invocation (Rev. Thomas G. Smith, Deacon, St. Nicholas
Episcopal Church)
3 . Approval of Minutes of March 12, 1996
4. President's Report
5. Accounts Payable Warrants: March 26, 1996
6. CONSENT AGENDA
A) Consideration to award a professional service contract
to Interior Tropical Gardens, Union, IL, for the
maintenance of tropical plantings in the atrium of the
Municipal Complex from May 1, 1996 to April 30, 1997
at a cost not to exceed $7, 140.
(This low bid contract was originally awarded to
Interior Tropical Gardens for a one-year period
expiring April 30, 1996 with an option to renew
annually for up to four (4) additional one year
periods. The Village now has the option to renew this
contract for a one-year period from May 1 1996 to
April 30, 1997.
(Public Works has reviewed their work and found
them to provide a level of service above expectations.
The Village maintains the right to not renew the
contract if the service provided is found to be
unsatisfactory.
(The price for this year represents a 3% decrease
compared to FY 1995-96. Sufficient funds have been
budgeted for this expense.
(Reports from the Purchasing Agent and Director
of Public Works, recommending approval, are attached. )
B) Consideration to award a service contract to Bartlett
Heating and Air Conditioning, Wheeling, IL for the
annual maintenance of Village-owned heating,
ventilation, and air conditioning units at a total
cost not to exceed $30, 359.
Agenda for VB Meeting 3-26-96 2
(The existing contract with Bartlett Heating and
Air Conditioning will expire on April 30, 1996. This
contract was originally bid for a one-year period from
May 1, 1994 to April 30, 1995 with the option to renew .
annually up to four additional one-year periods. Over
the past two years Bartlett Heating has provided
excellent service in maintaining the HVAC units at
Village Hall, . 666 Landmeier, 1635 Biesterfield, Fire
Administration Building, and Fire Stations, #7, #8,
#9, and #10.
(This contract will cover the same buildings as
last year. The contract amount represents a 4. 09d
increase over last year.
(A report from the Purchasing Agent and the
Director of Public Works, recommending approval are
attached. )
C) Consideration to increase a purchase contract with
Folger's Flag and Decorating, Inc. of Blue Island, IL
to purchase decorative banners in the amount of
$5, 466.30 for a total contract amount not to exceed
$22, 451 . 50.
(At the March 12, 1996 Committee of the Whole
Meeting, it was the consensus of the Village Board to
purchase additional decorative banners for
installation on fourteen (14) new lightpoles installed
along Arlington Heights Road.
(This price includes six sets of banners; one set
each for the Spring, Summer and Fall seasons, one set
of 40th Anniversary banners, one set of holiday
banners, and one set of custom Elk Grove banners; and
(14) sets of hardware for the additional lightpoles.
There are a total of 84 additional banners being
purchased.
(The increase to the contract is approximately
$800 higher than previously indicated due to the
purchase of 14 additional 40th Anniversary banners
which were not included in the original estimate.
(The banners are being purchased under our
existing low bid contract, however, the contract needs
to be increased as it exceeds the amount previously
approved by the Village Board. )
D) Consideration of the following:
• to waive the formal bidding process; and
Agenda for VB Meeting 3-26-96 • 3
• to award a purchase contract to Wheeled Coach,
Inc. to furnish and deliver one ambulance for the
Fire Department in an amount not to exceed
$73, 125, from the FY 1997 budget including the
trade-in value of $16, 000 on ambulance unit A-
124 .
(The FY 196- 197 Fire Department budget contains
$95, 000 for the purchase of a replacement ambulance.
Wheeled Coach, Inc. , the low bidder on the most
recently purchased ambulance, has agreed to deliver
the identical ambulance at the same price of
$90, 089. 00. A recent inspection of the ambulance
being replaced indicated that its trade-in value is
$16, 000.
(The cost of the ambulance includes the base
price of $90, 089, plus $226 to adopt the vehicle's
lights to departmental specifications, and $351 for
one inspection trip to ensure the final quality of the
vehicle. Deducted from these costs are an $839
Performance Bond, $16, 000 for the trade-in and $702 in
airfare for (2) vendors' inspection trips, for a final
price of $73, 125.
(Purchasing a Wheeled Coach ambulance will keep
the ambulance fleet standardized, which also
simplifies maintenance and manufacturer's warranties.
(Reports from the Purchasing Agent, Fire Chief,
and Superintendent of Building and Fleet Services,
recommending approval, are attached. )
E) Consideration to authorize the payment of $7, 737. 14 to
O. C. Tanner Sales Company, Salt Lake City, Utah for
supplying employee service awards which will be
presented at the 1995-96 Annual Awards Banquet on May
17, 1996.
(Because the total cost of the items purchased
exceeds $5, 000, Village Board approval is required.
(Payment for the awards will come from this
fiscal year. Sufficient funds are budgeted for the
expenditure and are available. )
F) Consideration to renew a professional services
contract with HTE, Inc. , Orlando, FL for the
maintenance, support, and service of the payroll,
utility billing, occupational licenses, and cash
receipt software packages on the AS/400 as follows,
for a total cost not to exceed $9, 505 for FY 1996-97:
Agenda for VB Meeting 3-26-96 4
Payroll/Personnel $3, 360
Utility Billing $4, 725
Occupational Licenses .51 , 420
TOTAL $9, 505
(The maintenance service includes upgrades to
each system and unlimited phone support. The price
for this year represents a 32o increase over last
year.
The current contract with HTE, Inc. , which
expires on April 30, 1996 represents the last year of
a five-year contract in which the Village incurred no
increases to the contract for the entire five-year
period. Divided equally over the past five years this
year's increase represents an average annual increase
of 6.2%.
(A report from the Director of Finance,
recommending approval, is attached. )
G) Consideration to award a purchase contract to the
lowest responsive and responsible bidder, Lewis
Equipment Company, Prospect Heights, IL for the
purchase and delivery of one (1) 1996 Ford New Holland
675D Loader/Backhoe in an amount not to exceed
$47, 543, including the trade-in value of $8, 000 on one
(1) 1980 Ford 555 Backhoe.
(The FY 1995-96 budget includes funds for the
purchase of a new backhoe/loader for the Public Works
Department. Bid specifications were provided to five
(5) potential bidders of which three (3) responded.
(Upon review of the bid specifications it was
determined that the lowest bidder did not meet
specifications in several areas. In reviewing those
areas, the Fleet Superintendent has indicated that the
deviations are insignificant and would not impair the
performance of the vehicle.
(The purchase price includes the trade-in of an
existing 1980 Ford 555 valued in the amount of $8, 000.
(Reports from the Purchasing Agent and Fleet
Superintendent recommending approval, are attached. )
Agenda for VB Me ng 3-26-96 5
H) Consideration of the following:
• to award a contract to the lowest responsive and
responsible bidder, CSR Roofing, Oak Park, IL for
the replacement of roofs and related components
for Well Site #2 and Well Site #9 in an amount
not to exceed $102, 200; and
• to award a contract to the lowest responsive and
responsible bidder, Soumar Masonry, Elmhurst, IL
for the replacement of windows, doors, tuck
pointing and other related components for Well
Site #2 and Well Site #9 in an amount not to
exceed $17, 400.
(The FY 1995-96 budget contains funds for roof
replacement and building repairs to the Village's pump
houses. Bid specifications for this project were
supplied to eleven (11) potential bidders of which
five (5) responded. Upon review of the bids received
as well as the qualifications of the bidders, it was
determined that CSR Roofing and Soumar Masonry were
the most qualified vendors for each portion of the
project.
(CSR Roofing's contract for roof replacement
includes the bid amount of $97, 200 plus $5, 000 for
contingency funds for unforeseen damage during
repairs. Village Manager approval is required prior
to the utilization of contingency funds.
(Soumar Masonry's contract for building repairs
includes the bid amount of $15, 900 plus a $1, 500
contingency fund which also cannot be utilized without
the approval of the Village Manager.
(Funds in the amount of $100, 000 were budgeted
for this project. Sufficient funds are available
through budget transfers to complete the work.
(A report from the Purchasing Agent, recommending
approval, is attached. )
Agenda for VB Meng 3-26-96 6
I) Consideration to increase the FY 1996-97 General
Corporate Fund budget in the amount of $253, 620.
(The current budget needs to be increased to
address necessary and anticipated expenditures made by
the Village prior to the close of the fiscal year.
The General Fund increase is attributed to
unanticipated expenses incurred for legal services and
self-funded insurance.
(A memo on the budget increase was previously
distributed to the Village Board.)
J) Consideration to extend a professional services
contract with Integrated Technology Group (ITG) ,
Itasca, IL for supervision and training of their in-
house Data Processing staff, management of daily
computer operations, and stabilization of Village
operations.
(The Village's current contract with ITC expires
on April 30, 1996. Under the guidance of ITG the
Village's Data Processing activity has been well-
managed and the in-house staff well trained. The
overall performance of ITG has been outstanding.
(The proposed budget for FY 1996-97, includes
funds to renew the contract with ITG for a one-year
period. The new contract includes an hourly rate
increase from $70 to $72 (2. 8-) . The total amount of
the contract amounts to $144, 000 (2, 000 hours) .
(A report from the Director of Finance,
recommending approval, is attached. )
K) Consideration to adopt RESOLUTION NO. 21-96 (attached)
amending Resolution No. 26-92 by adding Harris Bank
and certain additional accounts thereto as designated
depositories authorized by the Village of Elk Grove
Village.
(This ordinance updates the Village's list of
designated depositories for Village funds by adding to
the list Harris Bank, formerly known as Suburban
National Bank) .
(A report from the Director of Finance is
attached. )
Agenda for VB Meeting 3-26-96 • 7
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L) Consideration to adopt ORDINANCE NO. 2471 (attached)
creating an Industrial/Commercial Revitalization Fund.
(At the 1/23/96 Village Board meeting, the
Village Board adopted Ordinance No. 2467, which
created a 3% telecommunications tax to be utilized for
funding the Village's commercial/industrial
revitalization program. According to the Ordinance,
the revenue from the telecommunications tax is to be
specifically earmarked for the purpose of funding the
revitalization program.
(This ordinance effectively creates the
Industrial/Commercial Revitalization Fund as a special
revenue fund to be kept separate from all other funds
to guarantee that telecommunications tax revenues will
be spent on their earmarked purpose as opposed to
other public services.
(A report from the Director of Finance is
attached) .
M) Consideration of the following:
• to adopt ORDINANCE NO. 2472 (attached) amending the
position classification and Salary Plan of the
Village of Elk Grove Village by creating a Network
Engineer position; and
• to increase the General Fund Corporate Budget in
the amount of $5, 000 to purchase a computer and
office furniture for the Network Engineer.
(This ordinance effectively creates the position
of Network Engineer whose responsibilities will be the
development, implementation, and operation of the
Village local and wide-area computer networks. The
addition of this position will improve the Village's
access to flow of information.
(Information on the Network Engineer Position was
previously distributed. )
7. REGULAR AGENDA
Agenda for VB Meeng 3-26-96 8
No Regular Agenda Items
BOARDS AND COMMISSIONS
B. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a. 5-year Capital Improvements Plan
b. Landmeier Public Works Noise Reduction Plan
C. Landmeier/Tonne Traffic Improvements
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)
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)
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 MeAt=g 3-26-96 9
17. FINT HED B INE -
a. Peonding Action by Village Board:
1 . At the 9/26/95 meeting, it was the consensus of
the Board to defer action on a request from the
Hampton Farms Townhomes for a variation to the
width of driveway aprons.
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)
ADDENDUM
to
Regular Village Board Agenda
March 26, 1996
6. CONSENT AGENDA (continued)
N) Consideration to adopt ORDINANCE NO. 2473
(attached) amending the Position Classification
and Salary Plan of the Village of Elk Grove
Village Fire Department.
(This ordinance creates the position of Plan
Reviewer/Fire Inspector and adds two additional
civilian Fire Inspectors to the Fire Department.
These changes will improve the Village's fire
inspectional services through the provision of
three full -time employees dedicated soley to plan
review and inspection duties.
(Sufficient funds for these positions have
been requested for the FY 1996-97 budget.
Authorization of the positions is requested at
this time so that hiring decisions can be made to
be effective with the start of the new fiscal
year. )
Q) Consideration to increase a purchase contract with
Folger's Flag & Decorating, Inc. of Blue Island,
IL to purchase decorative banners in the amount of
$674 . 90 for a total contract amount not to exceed
$23, 126. 40.
(This item is an addition to Consent Agenda
item 6 (C) . The purchase of twelve (12) additional
banners, one of each banner design, will enable
the Village to maintain a permanent surplus stock
of replacement banners which can be installed
immediately after existing banners are damaged.
As replacement banners are utilized new banners
will be supplied by Folgers under the existing 5-
year warranty.
(A report from the Administrative Assistant
is attached. )
c: Gallitano (2) , Chernick, Czarnik, Johnson, Lissner, Petri,
Rettberg, Parrin, Rummel, Boffice, Cech, Ingebrigtsen,
Engelbrecht, MacArthur, Knickerbocker, Niehaus, Smith (2)