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HomeMy WebLinkAboutAGENDA - 03/28/1995 - VILLAGE BOARD AGENDA Next ORD: 2416 (2418) Next RES: 17-95 (20-95) Recess: 9 P.M. AGENDA Regular Village Board Meeting March 28, 1995 Elk Grove village 1 . Call to Order 2 . Invocation (Rev. Thomas G. Smith, Deacon, Saint Nicholas Episcopal Church) 3. Approval of Minutes of March 14, 1995 4 . President 's Report 5. Accounts Payable Warrant : March 28, 1995 6. CONSENT AGENDA A) Consideration to concur with the Village President 's reappointment of the following individuals to Village Boards and Commissions: Board of Health - 4 year term Dr. Charles Boyajian Police & Fire Commission - 3 year term Gayle B. Bantner, Chairman Plan Commission - 3 year term Paul Ayers Richard Guzzardi Charles Henrici John Meyers David Paliganoff Zoning Board of 8225- 5 year term Anthony Inzerello, Chairman Robert Phillips Police Pension Board - 2 year term Alan Ambrose B) Consideration to award a professional service contract to Goldstein & Associates to perform full actuarial valuations of the Police and Fire Pension Funds for IS Agenda for VB Meetin•03-28-95 -2- fiscal year 1996 at a total cost not to exceed $6,000. (The Governmental Accounting Standards Board (GASB) ) requires full actuarial studies for public pension plans every other year. The last valuation performed in Elk Grove Village was in 1994, therefore one is required in fiscal year 1996. (Illinois State Statutes permit a municipality to retain an enrolled actuary (other than the State Department of Insurance) to perform pension valuations which are used to determine annual property tax levy requirements. (Independent actuaries are preferred over the Department of Insurance as they use current data and develop assumptions which are unique to each pension fund in each municipality. (in 1993, the Village received four professional service proposals from independent actuaries. Goldstein & Associates provided the lowest cost proposal at a guaranteed not to exceed amount of $6,000 per study through 1998. The actuarial valuation performed in 1994 was of high quality and met Village requirements. (The total cost of $6,000 will be split evenly between each pension fund. (A report from the Director of Finance, recommending approval, is attached. ) C) Consideration of the following: -- To approve the Balancing Change Order for Phase III of the Drainage Improvement Project for a net decrease of $56, 801 .55; and -- To approve the Final Pay Estimate of $21 ,939 . 63 for this project . (The Village Board awarded the Phase III Drainage Improvement Project to Down & Dirty, Inc. on April 26, 1994 . The project is complete and has been reviewed by the Engineering & Community Development Department . (The project was completed at a total cost of $710,200. 70 which is 7. 4% below the contractors ' bid price of $767,002 .25 . (A report from the Director of Engineering & Community Development, recommending approval, is attached. ) D) Consideration of the following: -- To waive the formal bidding process; and -- To award a purchase contract to Environmental Agenda for VB Meetin•03-28-95 -3- Safety Group, Inc. , Clarendon Hills, I1 . , for the purchase of 10 sets of Fire Gear clothing in an amount not to exceed $9,970. (In FY '90-91 , the Fire Department began standardizing on Fire Gear structural firefighting clothing. Fire Gear, Inc. has supplied clothing to the Fire Department previously and was the only company that met the bid specifications at that time. Environmental Safety Group, Inc. is the area dealer of Fire Gear brand clothing. (The 10 sets of Fire Gear being purchased will be issued to the two (2) new firefighters, one. (1) reinstated employee, and seven (7) existing personnel . Each set costs $997. 00. (Reports from the Purchasing Agent and the Fire Chief, recommending approval, are attached. ) E) Consideration to adopt RESOLUTION NO. 17-95 (attached) amending the fee schedule for the sale of public documents. (In 1982 the Village Board adopted a resolution which set the selling price for a Village Zoning Ordinance at $30. 00. With the recent recodification of the Zoning Ordinance, the number of pages has increased thus making it more expensive to reproduce. (This ordinance sets the sale price for Zoning Ordinance at $50. 00. A memo from the Village Clerk, recommending approval, is attached. ) F) Consideration to adopt RESOLUTION NO. 18-95 (attached) in support of House Bill 2189 for a Metropolitan Airports Authority and Senate Bill 1124 for a ban on new runways at O'Hare Airport . (House Bill 2189 and Senate Bill 1124 are legislation currently pending in the Illinois General Assembly which seek to impose more control over the expansion of activities at O 'Hare Airport . The Suburban O 'Hare Commission and numerous local legislators have voiced their opinion in favor of this legislation and are seeking our support through the passage of this resolution. ) G) Consideration to adopt ORDINANCE NO. 2416 (attached) amending the position classification, and salary plan of the Village of Elk Grove Village, authorizing the creation of a temporary firefighter position. (With the retirement of a Fire Lieutenant effective May 4, a firefighter will be promoted Agenda for VB Meetin•03-28-95 -4- to fill that position. This ordinance will create a temporary vacancy in the firefighter position, allowing the Fire and Police Commission to hire a new firefighter at approximately the same time. This allows the Village to orient and train the new person so the new firefighter will be ready for the Fire Academy on May 15. (When the Lieutenant vacancy is filled, the temporary firefighter position will lapse. ) H) 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 $7,200 for FY 1995-96: Payroll/Personnel $2,400 Utility Billing $3,450 Occupational Licenses 1_1 ,350 TOTAL $7,200 (This is the last year of a five year contract awarded to HTE, Inc. , in June of 1991 . The Village retains the right to terminate the contract at the end of each fiscal year. (The maintenance service includes upgrades to each system and unlimited phone support . The price for this year is identical to FY 1994-95 . (A report from the Director of Finance, recommending approval, is attached. ) I) 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 Operations at an hourly rate of $70 for a total cost not to exceed $140,000 from the FY 1995-96 Budget . (The current contract with ITG expires April 30, 1995 . By utilizing ITG the Village has successfully trained and managed in-house staff and stabilized Village computer operations. (The hourly rate represents a 2 .9% increase from the current rate of $68 . The contract contains provisions to extend the contract annually, if desired by the Village Board. Sufficient funds have been included in the FY 95-96 budget . (A report from the Director of Finance, recommending approval, is attached. ) J) Consideration of the following: -- To increase a service contract with Ambassador Office Equipment, Schaumburg, IL Agenda for VB Meetin�03-28-95 -5- for FY 94-95 in an amount of $2,360 for a total service contract not to exceed $6, 608; and -- To award a service contract to Ambassador Office Equipment, Schaumburg, IL for FY 95-96 for the maintenance of seven (7) Village-owned Canon copiers in an amount not to exceed $7,232 . (In FY 94-95, the Village issued a purchase order to Ambassador Office Equipment for the maintenance of seven copiers in an amount of $4,248 based on a rate of $. 0118 per copy. Due to an underestimate in the number of copies made, this contract now exceeds $5,000 and therefore requires Village Board approval for the increase. (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 five years and has performed satisfactorily. In addition, they are the area authorized dealer for Canon equipment . (Reports from the Purchasing Agent and Director of Finance, recommending approval, are attached. ) K) Consideration to award a contract to the lowest responsive and responsible bidder, Mankoff Equipment, Inc. , Mundelein, IL for the Phase II and III of the Underground Storage Tank Compliance Plan in an amount not to exceed $109,967. (The final phase of the project consists of the removal and disposal of three (3) abandoned tanks at 666 Landmeier, the Norge Lift Station, and Shenandoah Lift Station and the upgrade of six (6) fuel storage tanks, three (3) each at 666 Landmeier and at 1635 Biesterfield. (The Village will be reimbursed for the pro-rated share of the costs related to fuel usage by other governmental agencies which amounts to $10, 414 .37. This amount was based on the fuel used by these agencies relative to the total fuel usage at the 666 Landmeier Road facility and at 1635 Biesterfield. (Reports from the Purchasing Agent and the Director of Public Works, recommending approval, are attached. ) L) Consideration to award a contract to the lowest responsive and responsible bidder, Allied Asphalt Paving, Des Plaines, IL, for street milling and Agenda for VB Meetin*03-28-95 -6- resurfacing on a not-to-exceed unit cost basis as follows: 9 -s "t^^ _ a'�' x-• Und Pnu g - Compara6 e,. . ,= QTY . . UNIT jDESCRIPIION '� e,. a ,�_RY 95196 Prrcrng =s �e a, d... ,.. „i vl"�r.,i .�.».z,.:� ,. `s . .eb.,„,e.i is:c= siFYa94M5 30.724 Sq.Yd. BiNminu¢Concrere Surface Removal(Panial .72 .58 Width 1 1/2- 65,137- Sq.Yd. Binuui000s Concrete Surface Removal(Full .62 1.15 width 1 1/17 18,515 Sq.Yd. Area RefteNve Crack Control TreamKnt .58 58 12,745 Ton Bituminous Concrete Surface Course.Mia.C - 2435 74.10 2.00o Ton Leveling Binder 74.05 24.10 15,047 Gal. Bimmimus Prime Coat Material .75 33 - 100 Ton Prime Coat Aggegate 1.00 and at a total cost not to exceed $445,470.92 from the MFT Fund. (Sufficient funds have been appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and the Director of Public Works, recommending approval , are attached. ) M) 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: : p Qtg Oust ,,,DestrtpGOnr � ]?ncmg Pridng 3,000 Tons Bituminous Concrete Course 15.99/rFon $16.00/Ton 1,000 - Tons Bituminous Surface Conse 1839/fon 18.25/1'on 500 Gala Emulsified Asphalt SS-1 220/Gal 2.25/Gal and at a total cost not to exceed $50, 430 from the MFT fund and $17,000 from the General Fund for a total cost of $67,430. (Allied Asphalt Paving was determined as the lowest 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 appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and Director of Public Works, recommending approval, are attached. ) Agenda for vB Meetin*3-28-95 46 N) Consideration to award a contract to the lowest responsive and responsible bidder, GEM Construction, Wood Dale, IL, for sidewalk, curb, gutter, and driveway removal and replacement on a not-to-exceed unit cost basis as follows: 15.000 .. Sq.R - - 5'PCC SldcwaJk - 205 190 17.000 Sq.R 8'PCC Sidewalk 2.15 .' - .' 210 200 Sq.Yd. 5'PCC Driveway Payment 18.&1 100 •_: Sq.Yd_ 8'POC Driveway Pav®at ... 2100 >-� =`1750. 6.000 Ln.R Combination Come Cuff&Gmla(0) - 730 - 6.00 5,000 1a FL Combination Cm Cmb&Gua,,(M) 7M 5.87 30AM Sq.R Sidewalk Removal . 40 37 300 Sq.Yd. Driveway Pavmem Rmoval - 5.00. - 325' 11A00 la.R CmbinaWn Com&Gu=Rmoval 2W 280 .8,750 :5 Sq.FL PC Caoaem Sidewa&5'Special 2.87. .:.. and at a cost not to exceed $183, 672 . 50 from the MFT Fund, $28,000 from the Capital Projects Fund, and $7,500 from the Water and Sewer Fund for a total cost of $219, 172 .50. (Sufficient funds have been appropriated through resolution and are available for this purpose. (Reports from the Purchasing Agent and Director of Public Works, recommending approval , are attached. ) O) Consideration to award a contract to the lowest responsive and responsible bidder, Carpet and Tile, Inc. of Elk Grove, IL to furnish all labor, equipment, and materials necessary to install ceramic tile in the shower and locker room of Fire Station #8, 666 Landmeier Road, at an amount not to exceed $5,800. (The existing ceramic floor and wall tile is the original tile that was installed when Station #8 was constructed and has currently deteriorated to a point of disrepair. The newly installed the is necessary for health and safety measures. (In FY 94-95 $2,500 was budgeted for the bathroom floor and $3,000 for the shower area . The actual prices for the work being done are $2, 180. 40 and $3, 619 . 60 respectively. Sufficient funds from another account will be transferred to accommodate this expense. (Reports from the Purchasing Agent and the Fire Chief, recommending approval , are attached. ) P) Consideration of the following regarding the Agenda for VB MeetinP03-28-95 -8- disposition of surplus recycling containers: -- To sell two (2) , 22-foot roll-off containers to the highest bidder, Browning Ferris, at a price of $250 each, for a total selling price of $500; -- To donate three (3) , 2 yard recycling dumpsters and fourteen (14) 64 gallon toters to the Elk Grove Park District; -- To donate one (1) 2 yard recycling dumpster to Conant High School; and, -- To authorize the Village Manager to sell the remaining 60 individual 2 yard recycling dumpsters at a negotiated selling price. (With the new multi-family refuse contract with Waste Management, the following Village-owned recycling containers were no longer of use and declared surplus by the Village Board: 2, 22-foot roll-off dumpsters; 64, 2 yard recycling dumpsters; and 71 , 64 gallon recycling toters. (At the November 15, Committee of the Whole meeting, the consensus was to donate any surplus containers to any sister governmental agency requesting them. The Park District and Conant High School were the only governmental agencies requesting the recycling containers. (After that, the Village bid for sale the remaining items. Only one bid was received and that was for the 22-foot roll-off dumpster. (There is little interest in the 2 yard recycling dumpsters. They were developed for use under a first generation recycling program and no longer function under today 's 3rd or 4th generation recycling programs. The scrap value for these units is $10 or $12 each. Prior to selling these dumpsters for scrap, Village staff will attempt to market these units and negotiate a better sale price for them. The Village Manager will be authorized to approve the sale of these items. (The surplus recycling containers were purchased from State Grant Funds. The proceeds on the sale of these items will return to the Village Recycling Fund. ) Q) Consideration to authorize the payment of $9596. 87 to O. C. Tanner Sales Company, Salt Lake City, UT for supplying employee service awards to be presented at the 1995 Annual Awards Banquet on April 21 , 1995. (Because the total cost of the items purchased exceeds $5,000, Village Board approval is required. Agenda for VB MeetinP03-28-95 • -9- Sufficient funds are budgeted and available for this expense. ) R) Consideration to adopt ORDINANCE NO. 2417 (attached) granting a variation of Section 8-4-3-1D of the Municipal Code to permit two non-illuminated temporary free-standing signs for the Huntington Chase Townhome Development (Lexington Homes) . (This item also appears under the Unfinished Business of the Village Attorney on this agenda . ) Agenda for VB Meetin•03-28-95 -10- 7. REGULAR AGENDA A) Consideration to adopt RESOLUTION NO. 19-95 (attached) extending the agreement for the development of the Illinois International Convention Center for a period of thirty-six (36) months. (This item appeared on the Unfinished Business section of the Village Board Agenda and was discussed at the 3/14/95 Committee of the Whole meeting. ) B) Consideration of a request from the Rotary Club of Elk Grove Village (attached) for a donation of $7,500 for the 111995 Rotaryfest and Taste of Elk Grove Village. " (This item was previously discussed at the 3/14/95 Committee of the Whole meeting. The Village donated $4,000 during the 1994-95 Fiscal Year for this event . The Rotary Club desires to use the additional funds to upgrade its entertainment and add fireworks. ) Agenda for VB MeetinP03-28-95 -II- . BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE- Trustee Tosto a. Banyon Drive b. Sidewalk lowering at Arlington Heights Road and Shelley 9.JUDICIARY, 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 10. PERSONNEL COMMITTEE- Trustee Petri a. 1995-1996 Health Care Renewal 11 . RECYCLING COMMITTEE- Trustee Chernick 12. PLAN COMMISSION - Village Manager Parrin a. GTE Airfone Special Use Permit (PH I-IB-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) 13 . ZONING BOARD OF APPEALS- Village Manager Parrin a. 590 Sycamore - Variation to permit an existing swimming pool to encroach into the sideyard property. (PH 1-9-95) . b. 2700 Greenleaf - (GTE Airfone) - Variation to permit a structure to encroach in a required side yard. (PH 4-I8-95) c. Gullo Property - zoning variation (PH 3-29-95) 14 . REPORTS OF OTHER BOARDS, COMMISSIONS & COMMITTEES a. Cable Television Committee - Trustees Petri/Rettberg b. Community Service Board - Trustee Czarnik 15. ORDINANCES, RESOLUTIONS AND COMMUNICATIONS 16. UNFINISHED BUSINESS a . Pending Action by Village Board: 1 . At the 10/11 /94 Village Board meeting, a resolution approving of a revised smoking policy was TABLED. 2 . At the 2/28/95 Village Board meeting a motion to totally ban smoking in all Village facilities by 7/1/95 was TABLED. 3 . At the 2/28/95 Village Board meeting a resolution extending the agreement for the development of the Illinois International Convention Center for a period of 36 months was deferred for Committee of the whole discussion, Agenda for VB Meeti#03-28-95 -12- b. Pending Action by Others: C. Pending Action by Village Attorney: 1 . At the 2128/95 Village Board meeting the Village Attorney was directed to prepare a Resolution re: Smoking Policy. 2 . At the 3114195 Village Board meeting the Village Attorney was directed to prepare an ordinance granting a sign variation to Lexington Homes to permit the placement of 2-non-illuminated temporary free-standing signs, with a 3 year limitation. 17. REPORT FROM VILLAGE MANAGER 18. NEW BUSINESS 19. 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, Parrin, Rummel, Boffice, Cech, Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker, Niehaus, Smith (2)