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AGENDA
REGULAR VILLAGE BOARD MEETING
April 23, 2013
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
INVOCATION (Pastor Stephen Somogye, Shinnyo-En USA Temple)
3. APPROVAL OF MINUTES OF April 9, 2013
4. MAYOR & BOARD OF TRUSTEES' REPORT
5. ACCOUNTS PAYABLE WARRANT:. April 23, 2013 $718,880.49
6. CONSENT AGENDA
a. Consideration to concur with prior authorization to allow At The Post located at 554-B
East Devon Avenue to host a temporary one-day outdoor Kentucky Derby event from
10:00 a.m. to 10:00 p.m. on Saturday, May 4, 2013.
(At The Post, 554-B East Devon Avenue, has made a request to host an outdoor Kentucky
Derby event on Saturday, May 4, 2013.
(Logistics of the event have been reviewed by Village Staff and no problems are
anticipated to zoning requirements for this event.
(A recommendation from the Director of Community Development, recommending
approval, is attached.)
b. Consideration to renew a purchase contract with Beverly Materials, LLC of Hoffman
Estates, IL to furnish and deliver gravel and sand and in the amount of$26,717.00, of
which $26,008.00 is from the Water/Sewer Fund and $709.00 is from the General Fund.
(The contract was approved on August 14, 2012 with the option of four (4) annual
renewals with a CPI economic adjustment.
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(Beverly Materials has satisfactorily provided sand and gravel materials to the Village and
has agreed to no economic increase.
(A report from the Director of Public Works, recommending approval, is attached.)
c. Consideration of a request to renew an HVAC maintenance service contract with Dynamic
Heating & Piping Company of Crestwood, IL in the amount of$67,880.00.
(This contract was approved on October 13, 2009 with an option for an additional four(4)
renewals beyond the initial term with a CPI economic adjustment.
(The term of this contract will be May 1, 2013 through April 30, 2014. This will be the
fourth and final annual renewal of this contract competitively bid in 2009. This renewal
includes an economic adjustment of 2.3%, there have been no other adjustments since this
contract was bid.
(Dynamic Heating & Piping has satisfactorily performed HVAC maintenance services for
the Village.
(Adequate funds are budgeted in the FY 2013-2014 budget.
(A report from the Director of Public Works, recommending approval, is attached.)
d. Consideration to award a construction contract to Superior Road Striping, Inc. of Melrose
Park, IL for thermoplastic pavement markings along Lively Boulevard from Higgins Road
to Devon Avenue in the amount of$43,134.
(Pavement markings on Lively Boulevard, from Higgins Road to Devon Avenue, need
replacement to maintain delineation of traffic lanes, stop bars, and crosswalks.
(The Department of Public Works recommends utilizing competitive bid prices obtained
through the Suburban Purchasing Cooperative (SPC), a joint purchasing program for local
government agencies.
(SPC awarded this year's contract to Superior Road Striping, Inc. of Melrose Park, IL,
who has successfully completed several projects for the Village.
(Adequate funds for the project are available in the FY 2013 General Fund.
(A report from the Director of Public Works, recommending approval, is attached.)
e. Consideration to increase an existing professional services contract with Crystal
Maintenance Services Corporation of Mount Prospect, IL for additional cleaning services
at the Municipal Complex in the amount of$7,271.00, for a total contract amount of
$42,594.00.
(On April 10, 2012 the Village Board approved a contract renewal with Crystal
Maintenance Services Corporation in the amount of$35,323.00.
(Crystal Maintenance Services Corporation has satisfactorily completed custodial services
for Village facilities.
(Additional cleaning services at the Municipal Complex were required due to a vacancy in
the part-time custodial position.
(The additional work increased the contract amount by $7,271.00 for a total contract
Amount of$42,594.00.
(Adequate funds are available in the Public Works Corporate account in FY 2013.
(A report from the Director of Public Works, recommending approval, is attached.)
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f. Consideration to award a contract off the State of Illinois purchasing contract to Hewlett-
Packard Corporation of Omaha, NE for the purchase of personal computers for the Police
Department in an amount not to exceed $52,376.00.
(The Information Technology staff is recommending that the Village Board approve a
contract with Hewlett-Packard Corporation of Omaha,NE in an amount not to exceed
$52,376.00.
(The contract is for the purchase of sixty-two (62) desktop and four(4)laptop personal
computers.
(Adequate fiords have been budgeted in the FY 2014 budget.
(A report from the Deputy Director of Information Technology, recommending approval,
is attached.)
g. Consideration to award a purchase contract off of the State of Illinois purchasing contract
to CDS Office Technologies of Addison, IL for the purchase of 26 Panasonic Toughbook
CF-31 ruggedized laptops and associated docking stations for the Police Department in the
amount of$143,234 from the Asset Seizure Fund.
(The Toughbooks will be utilized by the Police Department.to replace the 6-year-old
laptops currently being utilized.
(Included with this purchase will be new wireless modems and associated antennas for the
Police Department vehicles.
(A report from the Deputy Director of Information Technology, recommending approval,
is attached.)
h. Consideration to award a professional services contract to Peters & Associates of Oak
Brook Terrace, IL for advanced technical support of the Village's computer networks for
the period of May 1, 2013 through April 30, 2014in an amount not to exceed $60,480.
(The requested amount would provide an average of four days per month of network
support during FY 2014.
(Peters & Associates has provided high-quality implementation and support services to the
Village for over 5 years.
(As in the past, the requested support will only be used and billed on an as-needed basis.
(A report from the Deputy Director of Information Technology, recommending approval,
is attached.)
i. Consideration to award a service contract to Temple Display, LTD of Oswego, IL to
renew the Holiday Lighting and Decoration Services contract in the amount of $
52,556.00.
(This contract was approved on August 14, 2012 with an option for an additional four(4)
renewals beyond the initial term.
(The term of this contract will be May 1, 2013 through April 30, 2014. This will be the
first annual renewal of this contract competitively bid in 2012. This renewal includes no
economic adjustments.
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(Temple Display has satisfactorily performed Holiday Lighting and Decoration Services
for the Village in 2012.
(Adequate funds have been budgeted in the FY 2013-2014 budget.
(A report from the Director of Public Works, recommending approval, is attached.)
j. Consideration to reject bids for a High Pressure Breathing Air Compressor and Fill
Station.
(On April 1, 2013 the Fire Department opened bids for the purchase of a high pressure
breathing air compressor and fill station.
(Only one response was received and product materials that were provided indicated that
the item that was bid may not meet the needs of the department.
(The Fire Department is requesting to reject all bids and research alternatives for purchase
in the next fiscal year.
(A report from the Fire Chief, recommending to reject bid, is attached.)
k- Consideration of a request to renew the maintenance contract with Lyons & Pinner
Electric Company, Inc. of La Grange, IL for the Residential Streetlight Maintenance
Contract in the amount of$61,760.80 from the FY 2014 General Fund.
(The Village awarded a contract to Lyons &Pinner Electric Company for maintenance of
residential street lights on April 28, 2009.
(The contract provided for four(4) annual renewals through April 30, 2014.
(Lyons has provided excellent service throughout the contract periods.
(The residential lighting system was recently upgraded by Lyons &Pinner with new
lamps and photocells.
(The upgrades will result in a decrease in maintenance costs in the amount of$4,888.80
from the initial contract amount of$66,649.70 to $61,760.80.
(Adequate funds are available in the FY 2014 General Fund.
(A report from the Director of Public Works, recommending approval, is attached.)
1. Consideration of the following:
• To increase the FY 2013 maintenance contract with Lyons & Pinner Electric
Company, Inc. of La Grange, IL for the Arterial & Business Park Lighting
Maintenance Contract in the amount of$17,340.00 for a total contract amount of
$123,364.40 from the FY 2013 ICRC Fund; and
• To to a construction contract to Lyons & Pinner Electric Company, Inc. of La
Grange, IL for the Arterial & Business Park Lighting Maintenance contract in the
amount of$114,549.20 from the FY 2014 ICRC Fund.
(On April 10, 2012 the Village Board awarded a contract with Lyons &Pinner Electric
Company in an amount not to exceed $106,024.40 for maintenance of streetlights on
arterial roadways and in the business park , including funding for damage repairs due to
accidents caused by third parties and for JULIE locates.
(The contract provided for four (4) annual renewals.
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(Due to an increase in non-routine/emergency costs due to required underground utility
locates and several large dollar property damage repairs, an increase of$17,340 is required
for FY 2013.
(Lyons & Pinner has provided excellent service under this contract and has agreed to a FY
2014 contract renewal with no economic adjustments.
(This will be the second year of a five-year contract.
(An additional 148 streetlights are included in this year's contract that were not included in
the previous year.
(Subsequently, the Village is requesting approval of$114,549.20 for this contract year,
from May 1, 2013 to April 30, 2014.
(Adequate funds are available in the ICRC FY 2013 and FY 2014 funds.
(A report from the Director of Public Works, recommending approval, is attached.)
in. Consideration to adopt Resolution No. 21-13 (attached) adopting the FY 2013-14 budget
for the Village of Elk Grove Village, counties of Cook and DuPage, IL.
General Fund $47,179,206
Emergency Management Fund $121,861
Motor Fuel Tax.Fund $1,111,000
Recycling/Municipal Waste Fund $1,245,884
Asset Seizure Fund $175,929
Industrial/Commercial Revitalization Fund $5,070,856
Foreign Fire Insurance Fund $334,780
Cable Television Fund $416,285
Capital Projects Fund $1,147,340
Grove Mall Redevelopment - TIF $767,000
Devon/Rohlwing Redevelopment - TIF $689,180
Residential Enhancement Fund $92,750
Capital Projects Debt Fund $6,290,792
Water & Sewer Fund $17,075,027
Capital Replacement Fund $931,602
Firefighters Pension Fund $5,284,200
Police Pension Fund $4,284,000
Total $92,217,692
(The FY 2013-14 budget is reduced by -$41,934,066 or -30.00% less than the FY 2012-13
budget.
(The approved budget includes $5,889,659 for the Elk Grove Public Library, which
results in a total Village and Library expenditure of$98,107,351.
(A report from the Director of Finance, recommending approval, is attached.)
7. REGULAR AGENDA
a. Consideration of a request for the following sign variations for monument signs by
Prologis identifying the Elk Grove Business Park at the intersections of Devon
Avenue/Lively Boulevard, Mark Street/Katherine Way, and Lively Boulevard/Thomdale
Avenue.
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Item Proposed Permitted by Ordinance Variation
Monument Sign 30 feet wide 10 feet wide 20 feet -
(Devon/Livel )
Monument Sign 20 feet wide 10 feet wide 10 feet
(Mark/Katherine)
Monument Sign 15 feet wide 10 feet wide 5 feet wide
(Lively/Thomdale) 8 foot height 6 foot high 2 feet high
(The gateway signs will not identify a specified business on the premises.where the sign is
located which is not permitted by the Sign Ordinance.
(A report from the Director of Community Development, recommending approval, is
attached.)
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. CABLE TELEVISION COMMITTEE - Trustees Lissner/Petri
14. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION - Trustees
Lissner/Petri
a. Master Plan to Revitalize the Business Park
b. Railroad Crossings
15. YOUTH COMMITTEE - Trustee Franke
16. PARADE COMMITTEE - Trustee Czarnik
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17. HEALTH & COMMUNITY SERVICES ADVISORY COMMITTEE -Trustee Czarnik
18. LIQUOR COMMISSION - Mayor Johnson
19. SPECIAL EVENTS COMMITTEE - Mayor Johnson
20. TOUR OF ELK GROVE UPDATE - Mayor Johnson
21. 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
financiat 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 4-17-2013)
c. PC Docket 13-2 - Public Hearing to consider a petition for Special Use to permit the
operation of an automotive repair shop in an I-1 industrial District on the property located
at 220 Seegers Avenue. (PH 5-8-2013)
22. ZONING BOARD OF APPEALS- Village Manager Rummel
23. REPORT FROM VILLAGE MANAGER
24. REPORT FROM VILLAGE CLERK
25.UNFINISHED BUSINESS
26. NEW BUSINESS
27. PUBLIC COMMENT
28. 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.
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