HomeMy WebLinkAboutAGENDA - 04/09/2013 - VILLAGE BOARD AGENDA Next ORD: 3335 (3337)
Next RES. 18-13 (21-13)
Recess: 6:00 p.m.
AGENDA
REGULAR VILLAGE BOARD MEETING
April 9, 2013
5:00 p.m.
1. Call to Order
2. Pledge of Allegiance
Invocation (Pastor Edward Pelrine, Queen of the Rosary Church)
3. Approval of Minutes of March 26, 2013
4. Mayor and Board of Trustees' Report
5. Accounts Payable Warrant: March 31, 2013 $ 563,280.69
April 9, 2013 $ 206,171.82
6. CONSENT AGENDA
A) Consideration to increase a landscape services contract to Sebert Landscaping Company
of Bartlett, IL to restore Village parkways affected by Village utility repairs in the
amount of$15,935 for a total contract amount of$59,725 from the Water/Sewer Fund.
(Sebert Landscaping Company has satisfactorily completed numerous landscape
construction and maintenance projects in the Village.
(On March 27, 2012, the Village Board approved a contract renewal with Sebert
Landscaping in an amount not to exceed $43,790.
(During the Summer and Fall of 2012, an increase in watermain repairs
necessitated restoring approximately 1,400 square yards of additional parkway sod.
(The additional work increased the amount by $15,935 to a total contracted amount
of$59,725.
(Adequate funds are available in the Water/Sewer Fund.
(A report from the Director of Public Works, recommending approval, is attached.)
B) Consideration to renew a professional service contract to Lechner & Sons of Mount
Prospect, IL for uniform, linen, and floor mat rental services in the amount of$27,990.
(The contract was approved on April 24, 2012 for two (2) years with an option for
an additional three (3) annual renewals beyond the initial term.
(Lechner & Sons has satisfactorily performed uniform, linen, and floor mat rental
services for the Village since July 2007.
(Adequate funds are budgeted in the proposed FY 2013-14 budget.
(A report from the Director of Public Works, recommending approval, is attached.)
C) Consideration to renew a professional service contract to Lauterbach & Amen, LLP of
Warrenville, IL to perform the Village's annual audit of financial statements in a total
contract amount not to exceed $32,150.
Agenda for VB Meeting 04-09-13 2
(The Village issued a Request for Proposal to audit the financial statements for the
fiscal year ending April 30, 2012 through the Illinois Government Finance Association
(IGFOA).
(Lauterbach & Amen, LLP was deemed to be the most responsive and responsible
bidder.
(This contract contains the option to renew for four (4) subsequent fiscal years.
(Lauterbach & Amen, LLP audits many municipalities with personnel specializing
in governmental accounting. They have demonstrated their commitment by providing
quality service with technically competent personnel.
(Adequate funds are budgeted in the FY 2013-14 proposed budget.
(The Library will retain the same auditor as the Village under a separate contract.
(A report from the Director of Finance, recommending approval, is attached.)
D) Consideration to renew a professional services contract to Johnny Rockets Fireworks
Display Corporation of Chicago, IL to design and produce fireworks displays in a
contract amount not to exceed $40,000.
(This is the second year of a five-year(5) contract with Johnny Rockets.
(The contract maintains a rate of$40,000 through 2016.
(The Village administers five fireworks displays each year including a display at
RotaryFest (the Saturday before Father's Day), Fourth of July, Thursday and Friday
displays as part of the Alexian Brothers Tour of Elk Grove Block Parties, and a display
at the Tree Lighting Ceremony (Friday after Thanksgiving).
(The company's performance over the past twelve (12) years has been satisfactory.
(The contract cost will be offset each year depending on the contribution of funds
by residents through utility billing for the July 4`h display.)
E) Consideration to award a professional service contract with SunGard Public Sector, Inc.,
of Lake Mary, FL for support and maintenance of our HTE software applications and
custom program modifications for the period from May 1, 2013 through April 30, 2014
in an amount not to exceed $44,944.
(The Village has used HTE software since 1990.
(SunGard has since acquired LITE, but their various applications remain well
integrated and continue to support a large majority of our requirements.
(Ongoing software support from HTE is critical to our continuing to use them as
they were intended.
(Most of the requested funds of$39,444 will provide product support and program
updates for the nine (9) HTE applications currently used by the Village.
(In recognition of the Village's financial situation, SunGard HTE has agreed to
maintain the cost for FY 2013.
(The remaining $5,500 portion of the requested funds will provide maintenance
and support of the custom modifications to the HTE software required by the Village for
a total contract amount of$44,944.
(A report from the Director of Finance, recommending approval, is attached.)
F) Consideration to award a landscape services contract to the lowest responsive and
responsible bidder Brancato Landscaping, Inc. of Elk Grove, IL for the 2013 Parkway
Turf Restoration in the amount of$133,000.
Agenda for VB Meeting 04-09-13 3
(On Wednesday, March 27, 2013, the Village opened sealed bids for the 2013
Parkway Turf Restoration. A total of six (6) contractors obtained bid documents, with
six (6) submitting bids.
(The lowest responsive and responsible bid was received from Brancato
Landscaping, Inc. of Elk Grove, IL in the amount of$133,000.
(This contract provides for site preparation, top soil, sodding and watering of
parkway areas damaged by tree removals and Village utility repairs.
(Brancato Landscaping, Inc. successfully completed several projects of similar
scope for the Village of Niles and the City of Berwyn.
(Adequate funds are available in the General Fund ($14,750), Water/Sewer Fund
($63,250) and the Recycling Fund ($55,000).
(A report from the Director of Public Works, recommending approval, is attached.)
G) Consideration to award a professional services contract to the lowest responsive and
responsible bidder J. Congdon Sewer Service, Inc. of Carol Stream, IL for the Kent
Avenue and Devon Avenue Watermain Improvement project in the amount of
$285,393.50 from the Water/Sewer Fund.
(On Monday, March 25, 2013, the Village opened sealed bids for the Kent Avenue
and Devon Avenue Watermain Improvement project. A total of five (5) contractors
obtained bid documents, with four(4) submitting bids.
(The lowest responsive and responsible bid was received from J. Congdon Sewer
Service, Inc. of Carol Stream, IL in the amount of$285,393.50.
(The project will include the replacement of the existing watermain along Kent
Avenue from Oakton Street to approximately 700 feet south of Oakton Street and along
Devon Avenue from Wasdale Avenue to Turner Avenue.
(The bid is approximately 18.3% lower than the Engineer's Estimate.
(J. Congdon Sewer Service, Inc. has successfully completed several projects for
communities including the Village of Tinley Park, Village of Villa Park, and Village of
Skokie.
(Adequate funds are available in the Water/Sewer Fund.
(A report from the Director of Public Works, recommending approval, is attached.)
H) Consideration to renew a gasoline and diesel fuel delivery contract to Avalon Petroleum
of Tinley Park, IL for one year in the amount of$493,000.
(The contract provided for four(4) annual renewals through April 30, 2014.
(The initial contract was competitively bid in 2009.
(This renewal confirms the fourth year, of a four-year contract with Avalon
Petroleum.
(The Village has had a favorable business relationship with the Avalon Petroleum
Company for over ten (10) years.
(The contract period will be May 1, 2013 through April 30, 2014.
(A report from the Director of Public Works, recommending approval, is attached.)
Agenda for VB Meeting 04-09-13 4
I) Consideration of the following:
• To award a purchase contract through the State of Illinois CMS Joint Purchasing
Contract to the lowest determined bidder, Wright Automotive of Hillsboro, IL for
the purchase of 7 Dodge Avenger inspector vehicles and 2 Ford Explorer vehicles to
be paid from the FY 2013-14 budget at a total cost of $173,496 from the Capital
Replacement Fund; and
• To award a purchase contract from the Suburban Purchasing Cooperative SPC Joint
Purchasing Contract to the lowest determined bidder, Currie Motors Ford of Frankfort,
IL, for the purchase of 2 Ford Interceptor Sport Utility Vehicles to be paid from the
FY 2013-14 budget at a total cost of$58,758 from the Capital Replacement Fund.
(The order cut-off date under the State Joint Purchasing Contract is April 15.
Delivery on the vehicles is 8 to 10 weeks. The Village is replacing 11-year-old vehicles
that have large V8 engines and high mileage with more fuel efficient vehicles that have
4 and 6 cylinder motors.
(Adequate funds have been budgeted in the Capital Replacement Fund and ICRC
Fund respectively for this purchase.
(A report from the Director of Public Works, recommending approval, is
attached.)
J) Consideration to authorize a professional service contract with Special Events
Management (SEM) of Chicago, IL to manage and produce the 2013 Alexian Brothers
Tour of Elk Grove bike race on August 2, 3 and 4, 2013.
(Special Events Management (SEM) has been managing and producing the
Alexian Brothers Tour of Elk Grove since its inception in 2006.
(Special Events Management (SEM) has performed the management and
production of the Alexian Brothers Tour of Elk Grove satisfactorily for the past seven
(7) years.
(The terms and conditions of the Agreement remain unchanged.)
K) Consideration of the following:
• To award a professional service contract to Gallagher-Bassett for the administration
of the Village's Self-Insured Liability Plan in an amount not to exceed $44,561; and
• To approve the Liability Insurance Premiums for FY 2013-14, submitted by Arthur
J. Gallagher Risk Management Services, Inc. at a premium level as determined for
the following coverage:
Agenda for VB Meeting 04-09-13 5
Workers' Compensation $80,615
General Liability Package $124,320
Liability
Auto Damage
Building/Contents
EMT/Paramedic Liability
Public Officials
Police Professional
Brokerage Service Fee $90,846
Property $93,801
Federal Flood Coverage $17,000
Excess Liability (HELP) $76,000
Fiduciary Liability/Pensions $8,047
Underground Storage Tanks $7,821
Crime, Money & Security $4,926
Total $503,376
(The contract with Gallagher-Bassett fluctuates based on the amount of claims
over a three-year period.
(This year's total premium renewal represents a decrease of $5,788 or (-1.0%)
compared to the current year's cost.
(High Excess Liability Pool (HELP) provides excess liability coverage in the
amount of$10 million in excess of our underlying $2 million coverage.
(Adequate funds are budgeted and available for this purpose.
(A report from the Director of Finance, recommending approval, is attached.)
L) Consideration to authorize the Village Manager to execute contracts renewing the
Village's health insurance programs as of May 1, 2013:
• To execute a contract with Blue Cross/Blue Shield to provide medical services and
to establish the Monthly Premium Rates for the Blue Cross/Blue Shield Self-Insured
Medical PPO as follows:
Participation Level Monthly Premium Total
Employee Only $950.55
Employee Plus One Dependent $1,996.23
Employee Plus Two Dependents $2,171.92
Medicare Supplement Rates
One Person $556.63
Two Persons $1,113.26
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$70.78 per participant, per month, $261,603 annually;
• To execute a Blue Cross/Blue Shield High Deductible Plan to provide medical
services and to establish the Monthly Premium Rates for the Blue Cross/Blue Shield
Self-Insured Medical PPO as follows:
Agenda for VB Meeting 04-09-13 6
Participation Level Monthly Premium Total
Employee Only $762.21
Employee Plus One Dependent $1,600.67
Employee Plus Two Dependents $1,741.55
Medicare Supplement Rates
One Person $446.35
Two Persons $892.70
• To execute an agreement with Blue Cross/Blue Shield for claims administration at a
cost of$70.78 per participant, per month;
• To execute a contract with HMO Illinois to provide base plan HMO medical benefits
at the following monthly rates:
Participation Level Monthly Premium Total
Employee Only $654.27
Employee Plus One Dependent $1,263.02
Employee Plus Two Dependents $1,939.36
Medicare Supplement Rates
One Person $527.85
Two Persons $1,055.70
• To renew a contract with Guardian Dental HMO to provide HMO Dental benefits at
the following monthly premium rates:
Participation Level Monthly Premium Total
Employee Only $32.30
Employee Plus One Dependent $60.04
Employee Plus Two Dependents $90.37
• To establish the following Monthly Premium Rates for the Village's Self-Insured
Dental Plan:
Participation Level Monthly Premium Total
Employee Only $72.28
Employee Plus One Dependent $151.78
Employee Plus Two Dependents $190.26
• To renew an agreement with HealthSmart (formerly American Administrative
Group) to administer the Village's Self-Insured Dental Plan at a cost not to exceed
$5.20 per participant,per month, for Dental Claims at $19,219 annually;
• To renew a contract with Symetra Financial to provide Specific Stop Loss Re-
Insurance at a cost not to exceed $935,294;
• To renew the Flexible Spending Plan administered by HealthSmart at a cost of$4.65
per participant, per month, adding $1.25 for a debit card;
Agenda for VB Meeting 04-09-13 7
• To renew a contract with Gallagher Benefit Services, Inc., who receive 3% of the
HMO premium from Blue Cross/Blue Shield, $6 per employee, per month of the
Blue Cross/Blue Shield Illinois PPO Admin Fee and a graded percentage on
premium volume from Hartford. Limitation of Liability has changed from an
unlimited amount to the aggregate liability under this Agreement, if any, of either
party to the other for claimed losses or damages shall not exceed $20,000,000. This
provision applies to the fullest extent permitted by applicable law. Such change is
still well above the market; and
• To renew the COBRA Administration by HealthSmart at a cost of $1.75 per
participant, per month.
M) Consideration of the following items for Fiscal Year 2013-14:
• To authorize a 2% market adjustment to non-union step and specific rate plan
positions;
• To authorize a 2% market adjustment to the merit pay plan positions;
• To continue the eligibility range for defined merit employees who are within 66% of
the pay range, funded at 2%;
• To adopt Ordinance No. 3335 amending wages by 2% for part-time positions of
Custodian, Porter, Health Code Enforcement Officer, Fire Inspector, and Water
Meter Reader; Temporary Part-Time Administrative Interns and Summer Seasonal
Employees; and School Crossing Guards of the Village of Elk Grove Village; and
• To adopt Ordinance No. 3336 (attached) amending the Position Classification and
Salary Plans: the Classification Plans: and Salary Range for, Merit Pay Plan
Positions, Step Pay Plan Positions, and Specific Pay Plan Positions of the Village
Code of the Village of Elk Grove Village.
(Ordinance No. 3335 and Ordinance No. 3336 will be available in the Village
Clerk's Office in the afternoon on April 9, 2013.)
N) Consideration of the following:
• To adopt Resolution No. 18-13 (attached) approving a Plat of Subdivision identified
as Prologis Park O'Hare Subdivision for property located at 2299 Busse Road; and
• To adopt Resolution No. 19-13 (attached) approving a Plat of Vacation identified as
Prologis Park O'Hare Subdivision for property located at 2299 Busse Road.
(This item was previously discussed at the March 26, 2013 Judiciary, Planning,
and Zoning Committee meeting.)
O) Consideration to adopt Resolution No. 20-13 (attached) determining the appropriateness
for Class 6B status pursuant to the Cook County Real Property Classification Ordinance
as amended February 15, 2006 for certain real estate located at 70 Gordon Street.
(The Law Offices of Sarnoff and Baccash, on behalf of John O'Keefe are seeking a
Class 6B for property at 70 Gordon Street.
(The applicant is seeking to purchase the building and utilize the building for
repair, warehousing, and distribution of equipment supporting the Applicant's various
McDonald's franchises.
Agenda for VB Meeting 04-09-13 8
(The applicant also intends to lease fifty percent of the building to Restaurant Fab
& Maintenance Inc, a metal fabricator and distributer of equipment utilized in
McDonald's restaurants.
(The subject property consists of a 5,400 square foot building on a 13,000 square
foot site.
(The applicant intends on spending approximately $60,000 in renovations to the
property which includes painting, updating the lighting, landscaping and remodeling the
offices.
(Eligibility requirements for Class 613 status are new construction, substantial
renovation or purchase of buildings that have been vacant for a period of time. This site
qualifies based on occupation of an abandoned building for more than twenty-four
months continuous vacancy with a purchase for value.
(Property approved for Class 6B status allows the owner of the property to have
the assessment level lowered for a period of twelve years. The assessment schedule is
10% of fair market value for ten years, then 15% in the eleventh year, and 20% in the
twelfth year. Industrial property is currently assessed at 25% of fair market value in
Cook County.
(A report from the Director of Business Development and Marketing,
recommending approval, is attached.)
7. REGULAR AGENDA
BOARDS AND COMMISSIONS
8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri
a, Water Meter Replacement Program
b. Environmental Evaluation of Facilities
c. Kathleen Way Storm Sewer Improvements
d. 2013 Street/MFT Program
9. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Lissner
10. PERSONNEL COMMITTEE—Trustee Franke
11. RECYCLING & WASTE COMMITTEE - Trustee Feichter
12. INFORMATION COMMITTEE - Trustee Prochno
a. Providing Information to Community
b. Committee for Smoke-Free Elk Grove
13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION— Trustees Lissner/Petri
a. Master Plan to Revitalize the Business Park
b. Railroad Crossings
14. YOUTH COMMITTEE - Trustee Franke
15. PARADE COMMITTEE - Trustee Czarnik
Agenda for VB Meeting 04-09-13 9
16. PLAN COMMISSION - Village Manager Rummel
a. PC Docket 12-8 — Public Hearing to consider a text amendment to Section 7E-3:A
pertaining to Special Uses in Industrial Districts to permit indoor teaching and training
facilities for a variety of sports and athletic disciplines. (PH 11-28-2012)
b. PC Docket 13-1 — Public Hearing to consider a petition for Special Use to permit a
financial institution in a B-3 zoning district and a financial drive-thru facility (ATM) in
a B-2 zoning district on the property located at 100-180 Biesterfield Road. (PH 4-17-13)
17. ZONING BOARD OF APPEALS - Village Manager Rummel
18. REPORTS OF OTHER BOARDS. COMMISSIONS & COMMITTEES
a. Cable Television Committee - Trustees Petri/Lissner
b. Health& Community Services Advisory Committee - Trustee Czarnik
c. Liquor Commission - Mayor Johnson
d. Special Events Committee - Mayor Johnson
e. Tour of Elk Grove Update—Mayor Johnson
19. REPORT FROM VILLAGE CLERK
20. UNFINISHED BUSINESS
VILLAGE BOARD
VILLAGE ATTORNEY
21. REPORT FROM VILLAGE MANAGER
22. NEW BUSINESS
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: Johnson, Czamik, Feichter, Franke, Lissner, Petri, Prochno, Rummel, Roan, Keegan (5),
Knickerbocker, Mikel, Pye, Sammarco, Schmidt, Tromp, Carey