HomeMy WebLinkAboutAGENDA - 04/25/1995 - VILLAGE BOARD AGENDA Next ORD: 2425 (2426)
Next RES: 28-95 (30-95)
Recess: 9 p.m.
AGENDA
Regular Village Board Meeting
April 25, 1995
Elk Grove Village
1 . Call to Order
2. Invocation (Rev. Rodney L. Pickett, Pastor, Wesleyan Community
Church)
3 . Approval of Minutes of April 11 , 1995
4 . President 's Report
5. Accounts Payable Warrant : April 25, 1995
6. CONSENT AGENDA
A) Consideration to authorize the Plan Commission to
hold a public hearing on a petition from North West
Housing Partnership and Shelter Development
Corporation for a text amendment to the zoning
Ordinance for a Special Use Permit and to construct
independent senior housing in an A-2 zoned district .
(The petitioner is proposing to create a
classification of "independent senior housing" as a
special use in an A-2 residential district . Under the
current Zoning Ordinance, "congregate senior housing"
is permitted as a special use in an A-2 district;
however, this provision requires the supply of meals
and other services to seniors which are not included
in the North West Housing Partnership development
proposal .
(A hearing date has not yet been established. )
B) Consideration to award a professional service
contract to the lowest responsive and responsible
bidder, Interior Tropical Gardens, Union, IL for the
maintenance of tropical plantings in the atrium of the
Municipal Complex from May 1 , 1995 to April 30, 1996,
at a cost not to exceed $7,390.
(The final year of the Village 's three-year
contract with the existing plant maintenance contractor
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is due to expire on May 1 , 1995 . Request for
proposals were solicited from seven companies with
Interior Tropical Gardens providing the lowest
responsive and responsible quote. Their quoted price
also represents a 25% decrease over the FY 1994-95
contract price.
(Public Works has reviewed Interior Tropical
Gardens ' credentials and found them to be sufficient
for the required work.
(The contract will be awarded for one year with
an option to renew annually for up to 4 more years.
The Village maintains the right to not renew the
contract if the service provided is found to be
unsatisfactory.
(Sufficient funds have been budgeted for this
expense.
(Reports from the Purchasing Agent and
Director of Public Works, recommending approval, are
attached. )
C) To authorize Police Sergeant Keith J. Briggs to
attend the "Supervision of Police Personnel" training
program at the Northwestern University Traffic
Institute in Evanston, 11, May 8 through May 19, 1995
at a cost not to exceed $1 ,062.
(This person was promoted to the rank of
Sergeant on April 10, 1995. The Supervision of Police
Personnel training program is provided to all
sergeants to enable them to perform in a management
and administrative capacity.
(Sufficient funds for this expenditure are
included in the FY 1995-96 budget . )
D) Consideration to authorize the payment of $7, 641 to
the Cook County Department of Highways for shared
traffic signal maintenance under the 1995 maintenance
contract .
(The annual bidding of this contract is
performed by the Cook County Department of Highways.
(The contract covers the Village 's share of
maintenance responsibility at 11 intersections.
(Sufficient funds are budgeted and available for
this expense.
(Reports from the Purchasing Agent and
Director of Public Works, recommending approval,
are attached.
E) Consideration of the following:
-- to waive the formal bidding process; and,
-- to renew a service contract with Decision
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Servcom, Inc. , formerly Decision Data Service,
Inc. , of Itasca, IL, to provide maintenance of
the IBM AS1400 system and related computer
hardware in an amount not to exceed $8,297.28 .
(The Village Board awarded the original contract
on a low bid basis to Decision Data Service, Inc. , for
the period of May 1 , 1993 to April 30, 1994 with the
option to extend the contract for (2) one-year
periods. This year would be the final one-year period.
(The base contract pricing for each unit is the
same as last year. However, the contract amount
represents a decrease of 9. 8% due to the fact that the
Village 's cash register is no longer included on this
contract .
(A report from the Purchasing Agent, recommending
approval, is attached. )
F) Consideration of the following:
-- to waive the formal bidding process; and
-- to award a sole source maintenance contract for
the period of May 1 , 1995 through April 30, 1996
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 1994-95.
(Reports from the Purchasing Agent, Police Chief
and Fire Chief, recommending approval, are attached. )
G) Consideration to authorize the payment of $12,202 to
the Northwest Municipal Conference for FY 1995-96 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 1995-96 Budget . )
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H) Consideration to award a professional service
contract to Friedman, Eisenstein, Raemer & Schwartz to
perform the FY 1994-95 Annual Audit in an amount not
to exceed $19, 615.
(Friedman, Eisenstein, Raemer, & Schwartz (FERS)
performed the Village 's audit last year. Their
technical knowledge and assistance in preparing the
Village 's comprehensive annual financial report (CAFR)
assisted the Village in receiving its 11th consecutive
Certificate of Achievement for Excellence in Financial
Reporting. Due to the quality of their work and their
familiarity with the Village, FERS is recommended for
the Village 's annual audit for FY 1995-96.
(FY 1995-96 represents the second year of a
5-year RFP agreement with FERS in which the audit fee
was to increase $1 ,000 each year. This year 's
increase is only $415 (2%) due to the fact that the
Library has chosen to enter into a separate contract
with FERS for expanded services. The Library will
continue to be reported in the Village 's CAFR as
required by law.
(A report from the Director of Finance,
recommending approval, is attached. The annual audit
will begin on a preliminary basis May 3, 1995. )
I) 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, 761 . 96.
(Chicago Communications has maintained the
Village 's radio contract since 1984 . Chicago
Communications maintains the radio equipment at 750 of
Motorola 's pricing while offering the same contract
terms and conditions.
(The contract price represents a 3.9% increase
over last year's price, due to the addition of (18)
MT-1000 radios which are now included on the contract
since their warranty has expired.
(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. )
J) Consideration to increase the professional service
contract with Rust Environment & Infrastructure,
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Schaumburg, IL for engineering design services for the
water storage tank in an amount of $1 , 482 . 75 for a
total cost not to exceed $30, 482 . 75 .
(At the May 10, 1994 Village Board meeting, the
Village awarded a professional services contract to
Rust E & I for the preparation of soil borings,
specifications, and watermain reinforcement work for
the . construction of the Village 's new water tower
along I-290.
(The original contract included an estimate for
soil boring work which was to be paid for by the
Village. The initial soil borings identified some
questionable soil on the property which required
additional borings to be performed to ensure that the
site could support the tower structure. Upon review
of the additional borings, the site was deemed
acceptable for a water tower.
(The increase in the contract amount is directly
attributed to the additional soil borings which were
performed.
(Reports from the Director of Public Works and
Finance Director, recommending approval , are
attached. )
K) Consideration of the following:
- to approve the .insurance Premiums for FY
1995-96, submitted by Arthur J. Gallagher &
Company, at a premium level as determined for the
following coverage:
FY 1996
Workers ' Compensation $ 38,841
General Liability Package 271 ,477
Includes:
Auto
Building/Contents
EMT/Paramedic Liability
Public Officials ' Liability
Police Professional Liability
Boiler & Machinery 10, 152
Federal Flood Coverage 4,955
. Excess Liability (HELP) 72, 606
Community Nurse/Clinics 7,371
Fiduciary Liability-Pensions 3, 869
Public Official Bond (1993-1997) - 0 -
$409,271
and;
-- to award a professional services contract to
Gallagher Basset Services for the administration
and supervision of the village 's self-insurance
plan in an amount not to exceed $49,277.
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(Last year the Village solicited competitive
quotes for insurance coverage from several companies.
The Village 's insurance administrator, Arthur J.
Gallagher & Company, reviewed those quotes in order to
supply the Village with the most favorable package.
This year 's premium renewal represents the same limits
and deductibles that were negotiated last year. The
insurance premiums , for FY '96 represent a decrease of
0. 17% from last year.
(The contract with Gallagher & Company to
administer our self-insured liability program
represents an 8% increase over the previous year (from
$45,482 to $49,277) . 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. During FY '94 - '95,
Gallagher was able to save the Village $32,445 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. )
L) Consideration to adopt RESOLUTION NO. 28-95
(attached) to postpone the acceptance of Continental
Cablevision of Northern Cook County 's Basic Tier Cable
Rates (FCC Form 1205) .
(The Village has received new rate forms from
Continental Cable as required by the FCC. The FCC
only gives 30 days to review the new rates. If the
review period is not extended, the rates automatically
go into effect .
(This resolution extends the effective date of
the rate forms for an additional 90 days. This will
allow enough time for the Cable Group to complete a
review of Continental 's request to determine if their
suggested rates are reasonable. )
. M) Consideration to adopt RESOLUTION NO. 29-95
(attached) authorizing the release/retention of
Executive Session Minutes of the Village of Elk Grove
Village.
(This resolution releases certain Executive
Session Minutes from meetings which have taken place
over the past several years. By law, the Village is
required to periodically review all Executive Session
Minutes to determine if they are eligible for public
review.
(A list of the minutes which are being released
will be distributed prior to the Board meeting. )
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N) Consideration to adopt ORDINANCE NO. 2425 (attached)
amending the position classification and salary plan
of the Village of Elk Grove Village and authorizing
the creation of a temporary firefighter position.
(The retirement of a firefighter is scheduled to
be effective June B. This ordinance will create a
temporary vacancy in the firefighter position,
allowing the Fire and Police Commission to hire a new
firefighter before the vacancy resulting from the
retirement . This action will permit the Village to
orient and train the new person and have that person
begin Fire Academy training which begins June 5.
(When the existing firefighter retires, the
temporary firefighter position will lapse. )
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BOARDS AND COMMISSIONS
7. CAPITAL IMPROVEMENTS COMMITTEE- Trustee Tosto
8 .JUDICI_ARY, PLANNING AND ZONING COMMITTEE - Trustee Czarnik
a . Parental Responsibility Ordinance
b. Communication Towers & Antennae
C. Ameritech Special Use Permit
d. Truck Parking on Turner Avenue
e. Hazardous Material response/reimbursement ordinance
9 . PERSONNEL COMMITTEE- Trustee Petri
10. RECYCLING COMMITTEE- Trustee Chernick
11 . PLAN COMMISSION - Village Manager Parrin
a . GTE Airfone Special Use Permit (PH 1-18-95)
b. Victoria In The Park -- Text Amendment -- Special Use
Permit (PH 3-15-95)
C. Gullo Property rezoning and site plan (PH 3-29-95)
d. Touhy-Higgins Resubdivision
12 . ZONING BOARD OF APPEALS- Village Manager Parrin
a. 2700 Greenleaf - (GTE Airfone) - Variation to permit
a structure to encroach in a required side yard. (PH
4-18-95)
b. Gullo Property - zoning variation (PH 3-29-95)
13 . REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES
a. Cable Television Committee - Trustees Petri/Rettberg
b. Community Service Board - Trustee Czarnik
14 . ORDINANCES, RESOLUTIONS AND COMMUNICATIONS
15. UNFINISHED BUSINESS
a . Pendinq Action by Village Board:
1 . At the 3/28/95 Village Board meeting
consideration to award a professional service
contract to Integrated Technology Group
(ITG) for one full-time- consultant to supervise
and manage the Village 's Data Processing Operated
at an hourly rate of $70. 00 for a total cost not
to exceed $140,000 from the FY 1995-96 Budget was
TABLED.
2. At the 4111195 Village Board meeting
consideration to ban the consumption of alcohol
in public buildings was TABLED.
b. Pending Action by Others:
C. Pending Action by Village Attorney:
16. REPORT FROM VILLAGE MANAGER
17. NEW BUSINESS
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18. 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, Petri,
Rettberg, Tosto, Lissner, Parrin, Rummel, Boffice, Cech,
Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker,
Niehaus, Smith (2)
ADDENDUM
to
Regular Village Board Agenda
April 25 1995
6. CONSENT AGENDA (continued)
0) Consideration of the following:
-- To increase - the FY '95- 196 Fire Department Budget
$47,400; and,
-- To award a contract to Popka Roofing Corporation,
Chicago Heights, IL, the lowest responsive and
responsible quoter, to remove and replace the
mansard roofing at the Fire Administration Building
with 3-dimensional laminated shingles at a total
cost not to exceed $47,400, which is $43,400 plus
$4,000 contingency.
(At the April 11 Village Board meeting, the
Village Board authorized competitive quotations to be
solicited to replace the leaking mansard roof.
(Three options were sought when soliciting
quotes: Wood shakes, 3-dimensional laminated (asphalt)
shingles, and a metal seam roof. The 3-dimensional
shingles were. the lowest item quoted. It is recommended
that those shingles be utilized.
(in addition, a contingency was included in
the proposal for replacing plywood underlayment if
necessary. The low quote was $43,400 plus $4,000
contingency to replace up to 100°% of the plywood. If
less than 1000 of the plywood needs to be replaced, then.
the cost will be lower than $4,000. The condition of
the existing plywood cannot be determined until the
current roof is removed.
(A report from the Fire Chief and Director of
Finance recommending approval is attached.
c: Gallitano (2) , Chernick, Czarnik, Johnson,
Petri, Rettberg, Tosto, Parrin, Boffice, Cech,
Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker,
Rummel, Niehaus, Smith (2)