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HomeMy WebLinkAboutAGENDA - 08/09/1994 - VILLAGE BOARD AGENDA Next ORD: 2384 (2385) Next RES: 44-94 (45-94) Recess: 9 P.M. AGENDA Regular Village Board Meeting August 9, 1994 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 July 26, 1994 . 4 . President 's Report 5. Accounts Payable warrant: August 9, 1994 6. CONSENT AGENDA A) . Consideration of the following: -- To approve the request from Motorola (attached) for a half-marathon on certain Village roadways on Sunday, October 2, 1994; and -- To grant a sign variation to allow temporary information signs to be placed in Village parkways in conjunction with the Motorola Marathon. (At the .March 22, 1994 Committee of the Whole meeting the Village Board approved the Motorola Marathon subject to Motorola supplying barricades and traffic cones as the Police Department requires; notifying surrounding homeowners and businesses; and reimbursing the Village for any overtime incurred for police services. Motorola has agreed to these provisions. Surrounding residents and businesses will be notified through the mail . (The event will begin at 8:00 a.m. and last 4 hours. The route will begin going southbound Rohlwing, to White Trail, to Biesterfield, to Meacham and northbound Rohlwing to Schaumburg. (In addition, Motorola is requesting to place 1 Agenda for VB feting 8-9-94 -2- ft . 2-ft . square signs at various locations throughout the course to remind residents of possible slow traffic due to the race. The signs will be installed no more than one week prior to the event and be removed immediately following the event . (A report from the Police Chief recommending approval is attached. ) B) Consideration to appoint Mary Cortes to the Community Service Board. C) Consideration of a request from Screen Wear, 347 South Lively Boulevard, to hold a warehouse sale of screen printing and embroidery materials on August 10, 11 , and 12, from 11 :00 a.m. to 5:00 p.m. (This event will be identical to the warehouse sale which was held last year with Village Board approval . No parking and/or other problems have occurred in the past . (A report from the Director of Engineering and Community Development, recommending approval, is attached. ) D) Consideration to authorize the Village President to execute a Letter Center Agreement (attached) with United Parcel Service (UPS) for the placement of two (2) letter centers on Village rights-of-way for the period from August 9, 1994 to December 5, 1994 . (The agreement will allow 2 letter centers to be placed in Village right-of-ways for a four month period. Expiration will coincide with two existing agreements between the Village and UPS, which are due to expire in December of this year. UPS will now have a total of 16 letter centers. When all three UPS agreements expire on December 5, 1994 a single agreement will be considered for all UPS letter centers in the Village. (Under this agreement, UPS will pay the Village. $133 .33 (pro-rated from the .annual fee of $200 per letter center) . This fee is comparable to that paid by DHL and Federal Express for their letter centers. (A report from the Administrative Assistant is attached. ) E) " Consideration of a request (attached) from the Rotary Club of Elk Grove Village - to waive the $100. 00 hydrant meter deposit and the $40.00 connection fee for the provision of water at the Elk Grove RotaryFest to be held from August 10-14, 1994 . (At the 6-28-94 Village Board Meeting the 1 Agenda for VB #ting 8-9-94 • -i- Village Board waived fees incidental to the RotaryFest for Food ($100. 00) , beer and wine ($2,000) and carnival ($500. 00) for a total amount of $2, 600. 00. (The waiver of deposit and connection fees for water usage was not included at that time. (It has been the past practice of the Village Board to waive fees for not-for-profit organizations. The Village Board has waived the requested fees for the RotaryFest in the past. (Public Works has no objection to this request . A report from the Director of Public Works is attached. ) F) Consideration to award a contract to HTE to upgrade the payroll software in the Finance Department in an amount not to exceed $14,990. (HTE is the vendor of the Village 's Payroll Software. HTE will be discontinuing support for the current payroll software we utilize due to the low number of HTE customers using this system. HTE will upgrade our software to the most current version at no cost to us. The most current version is supported by HTE. (The $14,990 will provide for the training of staff on the new system and enhancing our custom modifications to the software, so that our modifications will operate on the upgraded version. (Funds are budgeted and available for this purpose. (A report from the Director of Finance recommending approval, is attached. ) G) Consideration of the following: -- To approve the final pay estimate to Metro Environmental Contractors, Inc. , Wheeling, IL, for Phase I of the underground storage tank project in an .amount of $10, 695 . 45; and -- To approve the Balancing Change Order for the removal of liquid waste from around the tank at the Municipal Complex for a net increase of $3,490. 00 from the contract price; and -- To approve the Balancing Change Order for the removal of a second tank at the Brummel Avenue Pump House for a 'net decrease of $1 ,231 .25 from the contract price. (The Village Board awarded the contract to Metro Environmental Contractors, Inc. , on March 22, 1994 for Phase I of the project, which included the upgrade of the Municipal Complex storage tank and the 1 Agenda for VB Meeting 8-9-94 • -4- removal of tanks at the Busse Road and Brumme1 pump houses. (Metro Environmental Contractors, Inc. , completed the project at a total cost of $28, 638. 75, which is $2,258 . 75 above the contract price. The additional cost was incurred due to the unanticipated removal of special liquid waste from around the storage tank at the Municipal Complex at a cost of $3, 490. However, the village will receive a credit in the amount of $1 ,231 . 50 for soil excavation anticipated, but not needed, at the Brummel Avenue Pumphouse. Therefore, the actual increase to the contract is only $2,258. 75. (The Village is being reimbursed for the pro-rated share of the costs related to fuel usage at the Municipal Complex by other governmental agencies. (A report from the Director of Public Works, recommending approval, is attached. ) H) Consideration to award a purchase contract to the lowest responsible and responsive bidder, Hoskins Chevrolet, Elk Grove, IL, for the purchase and installation of a 1995 Chevrolet 3/4 tone pick-up truck with plow in an amount not to exceed $23, 792 . 00, including the trade-in value of a 1986 Ford F-250 at $2, 665. 00. (Funds are budgeted and available for this purpose. (A report from the Purchasing Agent and Director of Public Works is attached. ) I) Consideration to award a contract to the lowest responsive and responsible bidder, Rossi Contractors, North Lake, IL, to haul and dispose of non-toxic debris in an amount not to exceed $7. 98 per cubic yard for a total contract price not to exceed $40,000. (Due to the large volume of debris collected by street sweeping, ditch cleaning and other general operations, an outside contractor is needed to remove debris at storage locations at Biesterfield and Landmeier Public Works facilities and Dierking Terrace facility. (Funds are budgeted and available for this purpose. (A report from the Director of Finance and Director of Public Works recommending approval, is attached. ) J) Consideration to award a contract to the lowest responsive and . responsible bidder, CBI-NaCon, Inc. , Plainfield, IL, to construct an elevated water tank in an amount not to exceed $726,400. Agenda for VB M•ting 8-9-94 • -5- (The 500,000 gallon elevated water tank will be constructed at the southeast corner of the Lexington Home development . The price includes a $19, 000 cost to construct a temporary gravel access road for construction equipment to access the water tower site. (Because Lexington does not plan to start construction until next spring the temporary roadway is necessary to start work now. This will allow the water tower to be operational by next summer. Staff is attempting to negotiate some form of compensation from Lexington for the roadway construction, if Lexington will be able to utilize the access road. (Funds are budgeted and available for this expenditure. (Reports from the Director of Finance and Director of Public Works recommending approval are . attached. ) K) Consideration to award a contract to the Cook County Treasurer for the reimbursement of Elk Grove 's portion of watermain installation in conjunction with Landmeier Road Reconstruction Project in an amount of $350,000. (At the February 22, 1993 Village Board meeting, the Village Board adopted Resolution No. 13-93 executing an agreement between Cook County and the Village for Landmeier Road improvements, including watermain replacement . Under the agreement the Village agrees to reimburse the County for this improvement that which is being performed on our behalf. Because a significant portion of the watermain will be replaced this calendar year it is recommended that Village Board authorization to expend funds for the watermain occur now. ) (Funds are budgeted and available for the replacement . (A report from the Director of Public Works recommending approval is attached. ) L) Consideration to award a professional service contract to Chapman and Cutler to perform an updated bond arbitrage rebate calculation and prepare a new opinion on the. Village 's arbitrage obligations in an amount not to exceed $1,000. (Due to the lower interest rates of the bond refundings of November, 1993 and January 1994, the bond yield used to calculate the Village 's arbitrage liability changed. Re-calculations must be made to determine the arbitrage amount due by the Village for payment to the IRS. (Chapman and Cutler will prepare a new opinion in time to meet the September 11 deadline for payment to the IRS. ) Agenda for VB Meeting 8-9-94 • -6- M) Consideration to adopt RESOLUTION NO. 44-94 (attached) authorizing the Village President and the Village Clerk to execute a contract with Waste Management Northwest for residential solid waste, yardwaste, and recycling service. (This item was discussed at the July 26 Committee of the Whole meeting. ) (The Village Attorney has reviewed the contract and finds the language acceptable. ) (The contract provides for a fixed rate fee for curbside residential refuse and recycling collection. The monthly increase for single-family homeowners will be 5 . 4%, from $14 . 15 to $14 . 92 . As this figure is fixed for 3 years, the annual increase amounts to 1 . 8e per year) . (In addition, the contract includes an extensive increase in the number of goods that can be recycled. The contract also includes single-family attached units. ) N) Consideration to adopt ORDINANCE NO. 2384 (attached) amending Title 1 , Chapter 8, Section 1-8-3, Tax Levy of the Village Code of the Village of Elk Grove Village. (The ordinance amends the Municipal Code to require that a certified copy of the Village 's tax levy ordinance be filed with the County Clerk no later than the last Tuesday in December. The current Municipal Code requires filing by the second Tuesday of December. This change will bring the village into compliance with Illinois State Statues. ) 7. REGULAR AGENDA A) Consideration of a request (attached) from Mark-It-Company, 941 Busse Road, for a sign variation as follows: ITEM PROPOSED PERMITTED BY ORDINANCE VARIATION REQUESTED Freestanding sign 1 I Clearance from the - ground to bottom of sign 5 112 ft. 10 ft. 4 1121 ft. (The petitioner is requesting to install a freestanding sign that has a 5 1 /2 foot clearance from the ground to the bottom of the sign. This is a variation as the bottom of the Agenda for VB Meeting 8-9-94 e -7- 0 sign would be 4 1/2 feet lower than the required 10 feet . This sign will be replacing an existing sign that has the same 5 112 foot clearance. (The Director of Engineering and Community Development recommends approval of the variation as it has not caused a problem in the past and it will not interfere in the line of sight of traffic. In addition, the lower sign is more visible to passing traffic. (A report from the Director of Engineering & Community Development recommending approval is attached. ) B) Consideration to grant a request (attached) from the Elk Grove Park District for a sign variation for the Pavilion Fitness Center, 999 Leicester Avenue as follows: ITEM PROPOSED PERMITTED BY ORDINANCE VARIATION REQUESTED Identification Sign 1 1 None Area of Identification sign 260 sq. ft. 45 ft. 215 sq. ft. (The Park District is in the process of constructing signage for the new fitness center. The proposed monument/identification sign would be located at the southwest corner of Biesterfield Road and Wellington Avenue. (The actual size of the sign is 65 sq. ft . on each side (excluding the posts, backs and other decorative features) , and will be illuminated. In comparison, the existing monument sign for the Municipal Complex is 68 sq. ft . on each side. (Staff recommends approval of the variation as the sign maintains the integrity of the new pavilion, gives the best line of sight for motorists, and clearly identified the fitness center pavilion to facilitate traffic flow. (A report from the Director of Engineering and Community Development, recommending approval, is attached. ) C) Consideration of the following: -- To authorize a Class A Liquor License for the Pavilion, 1000 Wellington, effective upon the opening of the Pavilion facility; and -- To waive license fees for the Elk Grove Park District Pavilion facility in the amount of $3, 175 for the following: Agenda for VB Meeting 8-9-94 -8- Restaurant, 0 - 2,500 sq. ft . (3 @ $200) $ 600 Vending Machines (3 R $25) $ 75 Class A Liquor License $2,500 TOTAL $3, 175 (At the 5-24-94 Village Board Meeting business license fees for the Park District 's Leisure Fitness Center were waived in the amount of $2, 875 for three vending machines ($75) , a snack-bar ($100) , a restaurant ($200) , and for a Class A Liquor License ($2,500) . These licenses are not transferable to the new facility due to the change of address and the need for inspection . Therefore, the Park District must obtain new licenses for the Pavilion Facility. (The current licenses will expire upon the closing of the Leisure Fitness Center. (A report from the Director of Finance is attached. ). . D) Consideration of a request (attached) from Mark-it Company for a sign variation at 1550 Higgins Road as follows: ITEM .PROPOSED PERMITTED BY ORDINANCE VARIATION REQUESTED Freestanding sign 1 1 None Clearance from the ground to bottom of sign 3 ft. 10 ft. 7 ft. (The petitioner is requesting to install a freestanding sign that has a 3 foot clearance from the ground to the bottom of the sign. This is a variation as the bottom of the sign would be 7 feet lower than the required 10 feet. This sign will be replacing an existing sign that has the same 3 foot clearance. (The Director of Engineering and Community Development recommends approval of the variation as it has not caused a problem in the past and it will not interfere in the line of sight of traffic. in addition, the lower sign is more visible to passing traffic. (A report from the Director of Engineering & Community Development recommending approval is attached. ) Agenda for VB Muting 8-9-94 -9- E) Consideration of the following: -- To award a contract to MTI Construction Services, Inc. for remodeling of the current Fire Administration Building at 901 Brantwood as follows: ITEM AMOUNT Sub-Trades (Revised Base Bid) $439,534 Asbestos Removal (First Floor Roof) 57, 195 Sprinkler System 79, 603 Security System & Cabling 18,874 Replace Second Floor Windows 17,000 Operable Windows (First & Second Floor) 7,486 Domestic Backflow Preventer 1 ,300 Professional Services/Reimbursables 15,958 $636, 870 in an amount not to exceed $636, 870; and -- To increase the Capital Projects Fund by $121 ,000 for this project . (A report was distributed to the Board on July 20, 1994 . (This item was discussed at the July 27 Committee of the Whole Meeting. (The settlement of the floor in a portion of the building is currently being reviewed to confirm whether floor jacking, in lieu of removal and replacement, is an acceptable alternate. If floor jacking works, the costs for floor removal could be reduced by $25,000 : $30,000. (Proposals are currently being obtained for floor jacking. The original $43,000 bid for the floor repairs has been removed for consideration. We are currently soliciting proposals for this work for future Village Board consideration. Quotations rather than bids are being sought in order to maintain the current construction schedule. ) Agenda for VB Meeting 8-9-94 -10- BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE- Trustee Tosto 9 .JUDICIARY PLANNING AND ZONING COMMITTEE - Trustee Czarnik a . . Parental Responsibility Ordinance 10. PERSONNEL COMMITTEE- Trustee Petri 11 . RECYCLING COMMITTEE- Trustee Chernick 12 . PLAN COMMISSION - Village Manager Parrin a . Nextel Special Use Permit (PH 8-3-94) 13. ZONING BOARD OF APPEALS- Village Manager Parrin a . 1591 Oregon Trail - Variation to park a recreational vehicle that would encroach into the required 6 foot distance between the structure and lot line (PH 8-9-94) . 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: b. Pending Action by Others: C. Pending Action by Village Attorney: 1 . At the 7-26-94 Village Board meeting the Village Attorney was directed to prepare an ordinance granting Nelson Marine a temporary variation to park boats on a gravel area, providing for a 4-year escrow agreement to accrue funds to pave the rear parking lot and conditional 50% forfeiture. 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, Boffice, Cech, Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker, Rummel, Farrell, Smith (2)