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HomeMy WebLinkAboutAGENDA - 04/12/1994 - VILLAGE BOARD AGENDA 1 Next ORD: 2355 (2356) Next RES: 17-94 (19-94) Recess: 9 P.M. AGENDA Regular Village Board Meeting April 12, 1994 Elk Grove Village 1 . Call to Order 2 . Invocation (Dr. David Stein) Evangelical Lutheran Church of the Holy Spirit 3 . Approval of Minutes of March 22, 1994 4 . President 's Report 5. Accounts Payable Warrant 6. CONSENT AGENDA A) Consideration to hold a public hearing before the Village Board on an annexation agreement from Lexington Homes to develop a 48 . 6 acre parcel at the southeast corner of Biesterfield and Rohlwing Roads for 344 residential units on May 10 at 7:45 p.m. (A report on the Lexington Annexation Agreement was previously distributed. ) B) Consideration of a request (attached) from PRP Wine International , Inc. , to hold a one-day Warehouse sale on Saturday, April 16, 1994 from 10 a .m. to 4 p.m. at 1701 Howard Street . (Permission has been granted for previous one-day warehouse sales for this company. No problems have been experienced as a result of those sales. (A report from the Director of Engineering and Community Development recommending approval is attached. ) C) Consideration of a request (attached) from Alex Jenkins, 570 Ruskin Drive, for a variation from Section 8-8A-3A1 of the Municipal Code to permit a driveway and driveway apron to be constructed of brick Agenda for VS McOling 4-12-94 • -2- pavers. (The Municipal Code requires driveways in residential areas to be constructed of either concrete or asphalt and driveway aprons to be constructed of concrete. (The petitioner is proposing to replace the concrete driveway and driveway apron with brick pavers. (The petitioner will be required to submit proof that the brick pavers will be able to support the weight of vehicles using the driveway prior to the issuance of permits for the work. Jenkins has agreed to pay for all removal and replacement costs associated with any necessary repairs should the Village require access to the apron. (A report from the Director of Engineering and Community Development, recommending approval, is attached. The Village Board has granted similar requests in the past . D) Consideration to award a professional service contract to Dixon Engineering, Lake Odessa, Michigan, to provide full time and periodic inspections of the cleaning, painting and disposal of material for reservoirs 9 and 11 in an amount not to exceed $24,900 from the Fiscal Year 1994-95 Budget . (On March 22, 1994 the Village Board awarded a contract to Craftsmen Painting Services to clean and paint reservoirs 9 and 11 . This contract will provide the necessary full-time inspections of reservoir 11 . The inspections are needed to ensure specifications are met as well as the proper handling and disposal of materials. Since a portion of the inspections will occur this fiscal year it is necessary to award the contract now, with payment from next year 's budget upon completion of the majority of the work. (Dixon Engineering was awarded a contract on January 25, 1994 to ensure that the bid specifications for this project met technical standards. As such they recommended the awarding of the project contract to Craftsmen Painting Services. Due to their recent involvement with this project and the high 'quality of their work it is recommended that the contract be awarded to Dixon Engineering. (Sufficient funds are included in the FY '94- '95 proposed budget for these expenditures. (A report from the Director of Public Works recommending approval is attached. ) E) Consideration to authorize the Village Clerk to attend the 48th Annual International Institute of Municipal Clerks from May 21 to May 27, 1994 in Anchorage, Alaska at a cost not to exceed $1 ,962, - to be paid from the 1994-95 Fiscal Year budget . Agenda for VB Meeting 4-12-94 -3- (By registering now, we will receive a $60 discount on registration fees. (Sufficient funds are included in the FY '94- '95 proposed budget for these expenditures. ) F) Consideration to hold a public hearing before the Village Board on April 26 at 7 :45 p.m. for the proposed 1994-95 Fiscal Year budget . (The Village Board discussed the proposed budget .at a special Committee of the Whole meeting held on March 15, 1994 . ) G) Consideration of a request (attached) from the Elk Grove Park District to waive the Village 's 1994-95 Vehicle license fees as follows: 10 passenger vehicles @ $20 ea. $ 200 13 Class B vehicles @ $40 ea . 520 8 Class D, F vehicles @ $65 ea . 520 3 Class H, J, K vehicles @ $90 ea . 270 1 Class L, N, P, Q vehicle @ 105 ea . 105 $1 , 615 (It has been the past practice of the Village to waive license fees for other governmental agencies. (A report from the Director of Finance is attached. ) H) Consideration to award a contract to the lowest responsive and responsible bidder, Arrow Road, Mount Prospect, Illinois, for street milling and resurfacing on a not-to-exceed unit cost basis as follows: ' Unit Friung `.Comparative TY UNIT DESCRII'I'ION-• FY 9495, '. I�Ertcm Q B 65,129 Sq. Yd. Bituminous Concrete Surface Removal(Partial .58 .30 Width 1 1/2" 11,552 Sq. Yd. Bituminous Concrete Surface Removal(Full 1.15 .85 Width Special 32,803 Sq. Yd. Bituminous Concrete Surface Removal(Full .65 .85 Width 1 12") 15,758 Sq. Yd. Area Reflective Crack Control Treatment .58 .55 15,233 Ton Bituminous Concrete Surface Course 24.10 23.50 2,300 Ton Leveling Binder 24.10 23.50 I 8,500 Gal. Bituminous Prime Coat Material .53 .60 100 Ton Prime Coat Aggregate 1.00 20.00 12.00 4,(1(10 Ln.Ft. Combination Curb&Gutter 12.30 i Agenda for VB Meeting 4-12-94 -4- and at a cost not to exceed $557, 871 . 51 from MFT Funds. (The contract is $36, 409 below original budget estimates . (Reports from the Purchasing Agent and Director of Public Works, recommending approval are attached. ) I) Consideration of the following: -- to declare the following list of items surplus equipment; and k Year Make Model Body V. I .N. Min.Pr ice 1 . 1951 Chrysler Windsor 4-door 70919730 200.00 . ,. . 2. 1970 Miller AC/DCWeld 500 AMP. 70-558727 400.001 3. 19B1 Lincoln Mark VI 2-door 1MR9P95F88Y648564 1000.00! 4. 1983 Ford Econoline Van 1FDEE14FXDHb56016 1000.001 5. 1984 Chevrolet E1Caminc 2-door ISEEWBO96ER139402 1200.001 6. 1984 Chevrolet Impala 4-door 101AL6969EX155501 600.00 7. 1985 Chevrolet Caprice 4-door 1GlSN69H1FX135552 1200.001 B. 1986 Chevrolet Caprice 4-door 1Gl3N69H3GX16672e 1400.001 9. 1987 Chevrolet Caprice 4-door ISIBL5164HX200052 1100.001 10. 1988 Chevrolet Caprice 4-door 1G1BL516X5A156468 1500.00 11 . 1990 Chevrolet Caprice 4-door IGlOL5472LA126940 1800.00: 12. 1990 Chevrolet Caprice 4-door 1G131_5470LA126595 1800.001 13. 1990 Chevrolet Caprice 4-door 1G1BL54771LA125928 1800.001 14. 1990 Chevrolet Caprice 4-door 1GIOLS477LA126979 1800.00 15. 1990 Chevrolet Caprice 4-door 1G1S15473LA127045 1800.00 16. 1990 Chevrolet Caprice 4-door 1G19L5475LA126186 1800.00 17. 1990 Chevrolet Caprice 4-door lGlBL5471LA126329 1800.00 18. 1990 Chevrolet Caprice 4-door IGIOL5473LA126947 1800.00 19.UNKN Honda HS 80 snow blow SA 1-1-17490 100.00 20. 1975 Joy Air Comp R-175 2560 400.00 -- to authorize the Village Manager to approve the final sale amount of each item, subject to the high bid price exceeding the minimum price listed for each item. (Once the vehicles are declared surplus they will be sold through a sealed bid process. In the past, the Village has treated the sale of vehicles in the aggregate, rather than separately. This required the Village Board to accept the highest bid on the vehicles. This policy has caused problems in the past with respect to the sale of surplus property. (Because the 'sale amount in the aggregate must be approved by the Village Board it can take several weeks from the time of sale until the Village Board can take action at a regularly scheduled Board meeting. The Village holds a bid deposit from each bidder until after the sales are approved by the Village Board. We have received complaints from bidders that the length of gime it takes for the Village to refund their 10% cash deposit is excessive, resulting in fewer bids. (The process can be expedited by allowing the village Manager to approve the sale amount for each item. Under current Villaqe policy, the Village Agenda for VB Me9ing 4-12-94 • -5- Manager can approve the sale of surplus property of less than $5,000. (If any bids do not meet the minimum sale price the equipment will be stored and held for the next surplus sale. (The sale proceeds from Items 1 , 3 and 4 will be deposited in the Asset Seizure Fund. Proceeds from Item 2 will go into the Water/Sewer Fund. Proceeds from other items will go into the General Fund. (Reports from the Director of Finance and Director of Public Works recommending approval are attached. ) J) Consideration to award a professional .service contract to Freidman, Eisenstein, Raemer and Schwartz to perform the FY 1993-94 Annual Audit in an amount not to exceed $18,000. (Pandolfi, Topolski and Weiss has conducted the Annual Audit since 1991 . (Request for Proposals (bids) were recently sought from nine firms that are associated with the Illinois Government Finance Officers Association to provide independent auditing services. Each firm submitted a cost proposal and technical proposal for work on the Annual Audit . The selection process narrowed to three firms that were ranked in terms of price, technical specifications, and references from other agencies that have employed these firms. Freidman, Eisenstein, Raemer and Schwartz ranked number one with respect to meeting these qualifications. (The total fee of $18,000 will be shared by the General Fund, Water/Sewer Fund and the Library. The Library will reimburse the Village for their pro-rata share of $1 ,260. (The audit fee will increase a minimum of $1 ,000 per year if the Village exercises its option to retain the firm in future years. (The average annual fees for Freidman and Associates during this 5-year time period is $20, 000. This amount is slightly higher than two other firms, but it is believed the recommended firm will provide the highest quality service at the lowest price. (A report from the Director of Finance recommending approval is attached. ) K) Consideration to award a professional service contract to Precision Systems Concepts (PRC) , Schaumburg, IL to conduct an audit of the Data Processing activities in an amount not to exceed $16, 660. (The audit is being done to review that Data Processing policies, procedures, and practices Agenda for VB Melling 4-12-94 • to ensure current policies are being followed and to make recommendations for improvements if needed. (Request for Proposals were issued to six firms . Of the six, two firms met the technical skills . and support specifications. Interviews were then conducted with the two firms to determine their methodology and ability in completing the audit . Of the two firms, PRC demonstrated the technical knowledge and governmental experience with our HTE software system. In addition, PRC will be able to customize their audit to best review our procedures and techniques. In comparison, the second firm was unable to provide any proof as to their ability to perform the audit nor were they willing to customize the audit to our operations. (while PRC is $4,572 over the second firm 's bid price it is believed that PRC will perform at a much higher level of quality and provide results that will be meaningful to our specific operations. (PRC is willing to begin the audit on April 13, 1994 and provide a final report by May 13 . (Sufficient funds are available in this fiscal year budget . (A report from the Assistant Director of Finance, recommending approval, is attached. ) L) Consideration to award a professional service contract to Integrated Technology Group (ITC) , IL for one full-time consultant to supervise and manage the Village 's Data Processing Operations at an hourly rate of $68 for a total cost not to exceed $136, 000 from the FY 1994-95 Budget. (The current contract with ITG expires April 30, 1994 . By utilizing ITG, the Village has had success in training in-house Data Processing Staff, managing dally operations and stabilizing Village computer operations. (The FY 1994-95 budget contains funds for one full-time consultant due to the proposed elimination of the Data Processing Supervisor position also included in the FY 1994-95 budget . Our current contract with ITG provides for those supervisory duties and will continue to do so with this contract . (The hourly rate represents a 4 . 6% increase from the current fiscal year rate ($65) . The contract contains provisions to extend the contract annually if so desired by the Village Board. (The Department of Finance, ITG and the Village Attorney have reviewed the agreement and find it acceptable. (A report from the Director of Finance, recommending approval, is attached. ) Agenda for VB Meeting 4-12-94 0 -7- M) Consideration to adopt RESOLUTION NO. 17-94 (attached) authorizing the Village President to execute an amendment agreement between the Village of Elk Grove Village and the Suburban Bus Division (PACE) of the Regional Transportation Authority (Dial-A-Ride) . (The amendment provides for the continuance of our current PACE subsidy formula for Dial-A-Ride services at $2 .50 per trip or 75% of deficit for the entire 1994 calendar year. This is the same formula the Village has been operating under since the inception of the program) . N) Consideration to adopt RESOLUTION NO. 18-94 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended January 1 , 1990 for certain real estate owned by SBCO Properties, L.L. C. , 1313 Lunt Avenue, Elk Grove Village, Illinois. (SBCO plans to renovate the building at 1313 Lunt Avenue which has been vacant for over five years. The company manufactures equipment for confectionery companies. (The tax incentive allows a property tax assessed valuation reduction from 36% to 160 of fair market value for an eight-year period. The Class 6 (B) status applies to building renovation of this building. (SBCO plans to create 23 jobs and add $750, 000 to the property tax base as a result of this renovation. (Attached is a report from the Economic Development Assistant recommending approval and a letter from SBCO requesting the Class 6(B) status. ) O) Consideration to adopt ORDINANCE NO. 2355 authorizing the village President to execute an agreement with the Illinois Bell Telephone Company for the use of public right-of-ways. (The agreement is a standard agreement negotiated by IBT and the Northwest Municipal Conference (NWMC) and Illinois Municipal League (IML) . The agreement follows the same terms and conditions as the previous agreement and is retroactive to 111 /91 . (A report on this item was previously distributed. ) Agenda for VBMAing 4-12-94 • -8- 7. REGULAR AGENDA A) Consideration of a request (attached) from Alexian Brothers Medical Center, 800 Biesterfield Road, for a sign variation as follows: Permitted Variance Item Proposed Ordinance Request Size of exempt 114 sq.ft. 4 sq. ft. 110 sq.ft. 2,7500 increase (Signs that provide direction or instruction are permitted if they are 4 square feet or less in area . The petitioner is requesting a sign variation to allow a sign area of 114 sq. ft . (2, 750% increase from Ordinance) . (The proposed sign identifies the location of the emergency room and chest pain center at Alexian Brothers Medical Center. The petitioner believes that because of the sign 's importance in identifying an emergency room a larger sign is needed. It is not anticipated that the sign will have any impact on traffic. (A report from the Director of Engineering and Community Development recommending approval is attached. ) B) Consideration of a request (attached) from Old Town Medical Associates, 901 Biesterfield Road, Suite 306, Woodland Square for a sign variation as follows: PERMITTED BY VARIATION ITEM PROPOSED ORDINANCE REQUESTED wall sign One One None Area of [•7a11 Sign 6 sq.ft. 2 sq. ft. 4 sq. ft. 200% Increase (The sign will be used to identify the Old Town Medical Associates Suite in the development . (The proposed wall sign is comparable in size to other wall signs at Woodland Square. The size and location of the sign will not be detrimental to any neighboring premises. (A report from the Director of Engineering and Community Development recommending approval, is attached. ) C) Consideration of a request (attached) from Tom Jardine, 581 Dogwood Trail for a driveway variation from Section 8-8A-3A4 of the Municipal Code as follows: Agenda for VB Meting 4-12-94 -9- Variation Request Permitted by Ordinance Requested 31 foot width 20 ft. 11 ft. of driveway at property line 35 foot width 26 ft. 9 ft. of driveway at curb (The petitioner is requesting the variation to accommodate the parking of six vehicles owned by his family. Variations of this nature have been granted in the past . (There is adequate space to accommodate the variation without adversely affecting the drainage on this property. The Director of Engineering and Community Development recommends approval of this request . (A report from the Director of Engineering and Community Development is attached. ) Agenda for VB MAing 4-12-94 -10- BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE- Trustee Tosto a . Grid Bus System 9 . JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Czarnik a . Parental Responsibility Ordinance 10. PERSONNEL COMMITTEE- Trustee Petri 11 . RECYCLING COMMITTEE- Trustee Chernick a . Industrial & Commercial Recycling b. Scavenger Franchise Renewal 12. PLAN COMMISSION - Village Manager Parrin a . Zirko Farm - Annexation and Zoning PH 2-16-94 b. Manor Healthcare Corporation -- Annexation, Zoning, Special Use Permit PH 4-20-94 13 . ZONING BOARD OF APPEALS— Village Manager Parrin a . 85 Shelley Court - Variation to construct a garage that would encroach between 2 to 11 feet into the required rear yard area (PH 3-30-94) 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 bV Village Board: 1 . At the 218194 Village Board Meeting the first reading of an ordinance took place that would require all industrial and commercial scavengers to offer a recycling program to their clients. b. Pending Action by Others: C. 1 . At the 3-22-94 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 . 17. REPORT FROM VILLAGE MANAGER 18. NEW BUSINESS Agenda for VB Meeting 4-12-94 -11- 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, Soffice, Cech, Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker, Rummel, Farrell , Smith (2) lk ADDENDUM to Regular Village Board Agenda April 12, 1994 6. CONSENT AGENDA (continued) P) Consideration of the following to be effective May 1 , 1994 through April 30, 1995 : 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 $250, 785; C. To renew a contract with Lloyds of London to provide Aggregate Stop Loss Coverage at a cost of $26,998; d. To renew a contract with Arthur Gallagher and Company for consulting services 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 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 Village self-insured Health Care Plans as follows: Addendum for Agenda * VB Meeting 4-12-94 is - 2 - CONTRIBUTIONS Village Employee Bi-Weekly Monthly Monthly Employee Medical Contributions Contributions Contributions Employee Only $184.39 $ 32.54 $ 15.01 Employee & 1 Dependent 387.23 68.33 31.54 Employee + 2 Dependents 421.31 74.35 34.32 Dental Employee Only $ 27.25 $ 4.81 $ 2.22 Employee + 1 Dependent 57.21 10.10 4.66 Employee + 2 Dependents 71.23 12.66 5.84 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 15% of the total premium for an individual employee; an employee plus one (I ) dependent; and an employee plus two (2) or more dependents participating in the HMO Illinois Health Maintenance Organization Plans as follows: CONTRIBUTIONS Village Employee Bi-Weekly Monthly Monthly. Employee "Medical Only Contributions Contributions Contributions Employee Only $139.54 $24.63 $11.37 Employee + 1 Dependent 269.02 47.07 21.72 Employee + 2 Dependents 414.36 73.12 33.75 i . To establish premium rates equal to 85% for the 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 Dental Only Contributions Contributions Contributions Employee Only $15.10 $2.66 $1.23 Employee + 1 Dependent 28.05 4.95 2.28 Employee + 2 Dependents 41.82 7.38 3.41 • Addendum for Agenda # VB Meeting 4-12-94 • - 3 - j . To establish an Employee Hospital Bill Audit Program. Q) Consideration to grant a temporary waiver to the 15-mile residency requirement for Police Officer John Otzwirk until September 30, 1994 . (Officer Otzwirk is having a home built within the residency limit and will be ready to occupy it in September. However, the officer 's current home within the residency limit was recently sold and his family would like to reside with relatives outside the 15-mile residency limit . ) . R) Consideration to authorize the payment of $9,225.30 to O.C. Tanner Sales Company, Salt Lake City, Utah for supplying employee service awards to be presented at the 1993-94 Annual Banquet in May, 1994 . (Because the total cost of the items purchased exceeded $5,000, Village Board approval is required. Sufficient funds are budgeted and available for the expenditure. c: Gallitano (2) , Chernick, Czarnik, Johnson, Petri, Rettberg, Tosto, Parrin, Boffice, Cech, Ingebrigtsen, Engelbrecht, MacArthur, Knickerbocker, Rummel, Farrell, Smith (2)