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HomeMy WebLinkAboutAGENDA - 11/18/2014 - VILLAGE BOARD AGENDA �v�GgOV E �yefxr'^PTIOYAL coM�Jr� AGENDA REGULAR VILLAGE BOARD MEETING November 18, 2014 7:00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (Pastor Stephen Somogye, Shinnyo-En USA Temple) 3.APPROVAL OF MINUTES OF October 28, 2014 4. MAYOR&BOARD OF TRUSTEES' REPORT 5.ACCOUNTS PAYABLE WARRANT: October 31, 2014 $ 186,740.42 November 18, 2014 $2,371,474.74 6. CONSENT AGENDA a. Consideration of a request(attached) from the Elk Grove Park District to waive permit fees in the amount of$40 to install a sanitary sewer cleanout at the Al Hattendorf Center, 225 Elk Grove Boulevard. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Director of Community Development, recommending approval, is attached.) b. Consideration of a request(attached) from School District 214 to waive permit fees in the amount of$16,155 for the construction of a synthetic turf athletic field at Elk Grove High School, 500 W. Elk Grove Boulevard. (It has been past practice of the Village Board to grant fee waivers for governmental and non-profit organizations. (A report from the Director of Community Development, recommending approval, is attached.) c. Consideration of a request (attached) from the Kenneth Young Center for a one-time Community Outreach Sponsorship in the amount of$7,500. Page 1 of 8 (The Kenneth Young Center serves the Elk Grove community with a variety of programs including: senior services, mental health services, youth prevention services, and workplace training programs. (The $7,500 Community Outreach Sponsorship funds shall be strictly utilized to provide services to residents of Elk Grove Village only.) d. Consideration of a request to award a professional service contract to St. Aubin Nursery of Kirkland, IL for parkway tree planting as part of the Emerald Ash Borer Program in the amount of$78,000 from the Recycling Fund. (On March 13, 2012, the Village Board adopted Ordinance No. 3291 amending agreements with St. Aubin Nursery for tree harvesting and planting as a result of the Emerald Ash Borer infestation. (The agreement provided for a tree planting cost of$130 per tree until 2016. (A total of 600 Ash trees need to be replanted from Fall 2014 through the end of the current fiscal year at a cost of$78,000. (Sufficient funds are available in the Recycling Fund. (A report from the Director of Public Works, recommending approval, is attached.) e. Consideration of a request to award a professional service contract to U.S. Digital Designs of Tempe, AZ for the removal and replacement of the dispatch alerting systems at Fire Stations 8, 9, and 10 in the amount of$50,672 from the Capital Projects Fund and $39,000 from the Foreign Fire Fund for a total amount of$89,672. (The current alerting equipment at Fire Stations 8, 9, and 10 are past their operational life. (In April 2013, Northwest Central Dispatch System (NWCDS) selected U.S. Digital Designs to be the manufacturer and installation coordinator of all core alerting equipment installed in NWCDS member fire stations. (Northwest Central Dispatch has provided the Village with an equipment upgrade proposal through U.S. Digital Designs. (The new system selected by NWCDS improves alerting reliability, provides redundancy, ensures that heart-saver pre-alert tones are initiated and complies with NFPA requirements for dual link technology. (This proposal is to install at the outlying stations the equivalent equipment that was installed at Fire Station 7 last year. The equipment at Fire Station 7 has been well received by all Fire Department staff. (Adequate funds are budgeted in the Capital Projects Fund ($50,672) and the Foreign Fire Fund ($39,000) for a total amount of$89,672. (A report from the Fire Chief, recommending approval, is attached.) f. Consideration to award a professional services contract to Plante Moran of Southfield, MI for consulting services in the implementation of the Tyler Enterprise Resource Planning (ERP) system in an amount not to exceed $146,640 split between the Capital Replacement Fund and Water/Sewer Fund. Page 2 of 8 (Plante Moran was previously selected as the Village's vendor of choice to provide consulting services in the evaluation of replacement business information systems based on their knowledge of municipal ERP vendor offerings and their experience in assisting other communities with similar projects. (Since that time Plante Moran assisted Village staff with gathering and organizing our requirements, evaluating the results of the RFP responses, and refining the terms of the Tyler contract to meet the requirements of both parties. (Plante Moran is also experienced in providing assistance with ERP project management responsibilities such as contract compliance. (The role of project manager typically requires 1/2 a full time equivalent(FTE)for the duration of the project. While the amount requested will only provide Plante Moran's assistance for 6 hours/week, given their experience with similar projects we expect that will be adequate to supplement the efforts of the Village's internal project manager. (Funds have been budgeted in the Capital Replacement Fund (50%) and Water/Sewer Fund (50%). (A report from the Director of Information Technology, recommending approval, is attached.) g. Consideration to award a professional services contract with Civiltech Engineering of Itasca, IL for design engineering on various drainage improvements throughout the Business Park in the amount of$863,492 from the 2013 GO Bond Series Account from the Water/Sewer Fund. (A proposal was solicited to perform professional design engineering services for the 2015 drainage improvement program. (These improvements are scheduled to begin in the spring of 2015 and continue into the early part of 2016 with a total estimated construction cost of$13.5 million. (The proposal from Civiltech Engineering, Inc. of Itasca, IL is to develop contract plans, specifications, and complete permitting tasks for the various improvements to the existing storm water ditches and culvert drainage systems. (Adequate funds are available in the 2013 GO Bond Series Account 501-3304-481.85-04. (A report from the Director of Public Works, recommending approval, is attached.) h. Consideration to award a purchase contract to Tyler Technologies of Yarmouth, ME for the service installation and software purchase of the Munis ERP (Enterprise Resource Planning) in the amount not to exceed $935,000 from the Capital Replacement Fund and Water/Sewer Fund. (The Village has been using Sungard's HTE business application software since 1990. Over time, the system's inability to easily link to external databases and accommodate a more mobile and e-government world have made it difficult to improve service to residents and increase employee productivity. (An RFP was distributed to twelve (12) vendors in February, 2014. Three (3) responses were received and the two vendor finalists were invited onsite to demonstrate their products. (Following the demonstrations, the selection committee determined Tyler Technologies and their Munis ERP to be the best fit for the organization. Page 3 of 8 (Implementation of this product will improve customer service and increase employee productivity by enhancing its process efficiencies. (This project will require two to three years to fully implement. (Funds have been budgeted in the Capital Replacement Fund (50%) and Water/Sewer Fund (50%). (A report from the Director of Information Technology, recommending approval, is attached. i. Consideration to award a professional service contract to the lowest responsive and responsible bidder Insituform, Inc. of Orland Park, IL for Residential CIPP (Cured In Place Pipe) Sanitary Sewer Rehabilitation in the amount of$3,087,373.30 from the Water/Sewer Fund. (On Tuesday, November 4, 2014, the Village opened sealed bids for the Residential CIPP Sanitary Sewer Rehabilitation project. A total of seven (7) contractors obtained contract documents, with six (6) submitting bids on the project. (The lowest responsive and responsible bid was received from Insituform Inc., of Orland Park, IL in the amount of$2,355,226.30. (The project includes the installation of 98,020 feet of CIPP Liner 8 inch, 10 inch, 12 inch, and 15 inch sanitary sewer mains, the cleaning, preparation and collateral work necessary to complete the project. (The Public Works Department is recommending that the Village exercise the right to increase quantities and add the installation of 32,360 feet CIPP Liner 8 inch, 10 inch, 12 inch, and 15 inch sanitary sewer mains, the cleaning and preparation and collateral work necessary to complete the project and increasing the total for the project to $3,087,373.30 (Adequate funds are available in the Water/Sewer Fund Account 501-3303-481-8504. (A report from the Director of Public Works, recommending approval, is attached.) j. Consideration of the following: • Reverse the transfer of funds in the amount of$750,000 from the Motor Fuel Tax Fund back into the General Fund as previously authorized by the Village Board through the Fiscal Year 2015 budget process; • Transfer funds in the amount of$750,000 from the General Fund to the Capital Projects Fund; and • Increase the Fiscal Year 2015 Capital Projects Fund in the amount of$750,000. (The Village Board previously authorized the transfer of$750,000 from the General Fund into the Motor Fuel Tax (MFT) Fund to be used for road improvement projects. (Funds allocated within the MFT Fund carry specific State requirements including Illinois Department of Transportation (IDOT) approval for such work. (The reallocation to the Capital Projects Fund removes that approval requirement and helps to streamline the process. (It is anticipated that this transfer of funds will be used for the purpose of resurfacing Biesterfield Road, from Rohlwing Road to Meacham Road, during the 2015 calendar year.) Page 4 of 8 k. Consideration to concur with the 2014 combined Village and Library property tax levy determination of$23,759,972 minus the proposed abatement of$2,454,720 for a net levy of$21,305,702. (This will be the eighth consecutive year that the Village Board is holding the line on property taxes. The non-pension portion of the Village tax levy is down ($4,493) from last year while the pension portion is up $186,752 for a total Village increase of 1%. The pension levy amount would have been higher except for the $4 million in electric use tax annual estimate and the $1.3 million collected in the prior year dedicated to the unfunded liabilities in the three pension funds, which will have pension funds actuarially funded in 15 years. (The Library request is up $30,113 or .63% from last year. (A report from the Director of Finance, recommending approval, is attached.) 1. Consideration to adopt Resolution No. 49-14 (attached) authorizing the Mayor to execute a Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook County Class 6B Property Tax Exemption status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 2200 Arthur Avenue. (The Law Offices of Liston and Tsantilis, on behalf of their client DCT 2200 Arthur LLC (Applicant), are requesting a Cook County Class 6B Property Tax Exemption for property located at 2200 Arthur Street. (The Applicant intends on purchasing the existing building and demolishing it in order to construct a new 112,862 square foot building. (The existing building is approximately forty-nine years old, vacant, and according to the Applicant is functionally obsolete. (The Applicant plans on completing the new construction by the third quarter of 2015. (The Applicant estimates that the total cost for construction will be $12 million. (The Applicant estimates that the new building when occupied by an industrial user will create fifty to one-hundred jobs. (The eligibility requirements for 6B status are new construction, substantial renovation or buildings that have been vacant for a period of time. (This site meets the eligibility requirements set forth by Cook County in the Class 6B Eligibility Bulletin as it involves new construction. (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 issuing a Letter of Receipt, is attached.) 1-e VVIO v'vIJ� �6M �S✓?4t UNN i. Consideration to adopt Resolution No. - 4 (attached) authorizing the Mayor to execute a Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook County Class 6B Property Tax Exemption status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate Page 5 of 8 located at 751 Pratt Boulevard. (The Law Offices of Sarnoff& Baccash, on behalf of VK 751 Pratt LLC (Applicant), is seeking a Cook County Class 6B Property Tax Exemption for 751 Pratt Boulevard. (The Applicant intends on purchasing the building and leasing it to Cozzini Brothers Incorporated to use it for its operation consisting of corporate headquarters, light assembly, remanufacturing, warehousing, and distribution of industrial cutlery, slicers, and food processors. (Cozzini currently leases approximately 31,921 square feet in DesPlaines. Due to business expansion, Cozzini intends to relocate its entire workforce to Elk Grove Village bringing seventy-two (72) full time jobs and two (2) part time jobs to the area. Additionally, Cozzini plans to hire ten to twenty (10-20) additional full time jobs within the first three years of operation. (The subject property consists of an approximately 53,000 square foot building that has been 100% vacant since July of 2014. (The Applicant has allotted approximately $700,000 to rehabilitate the building for their use. (Planned improvements include: Update and install new landscaping; Sealcoat and restripe parking lot; Loading dock on north end of building brought up to code; Remove and replace both front concrete walks; Remove tree on east side of building causing concrete to buckle; Remove curb stops behind building; Install new facade element and signage (new entry canopy clad in aluminum, new entry& wing wall clad in aluminum, new backlit sign); Interior demolition; Install energy efficient warehouse lights; Renovate offices; Install 320 linear feet of floor drains & triple catch basins; Install warehouse exhaust; Install new electrical distribution; Fire and safety upgrades; Clean up rear of building including tent removal and drainage ditch clean out. (The eligibility requirements for 6B status are new construction, substantial renovation or buildings that have been vacant for a period of time. This site qualifies as it involves occupation of an abandoned building for less than twenty-four(24) months continuous vacancy with a purchase for value, special circumstances and significant rehabilitation. (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 issuing a Letter of Receipt, is attached.) sv -I�1 n. Consideration to adopt Resolution No. -14 (attached) amending Resolution 61-96, Resolution 6-09 and Resolution 60-09 and authorizing the Mayor and Village Clerk to execute a Third Amendment to the Ground Lease Agreement between the Village of Elk Grove Village and TV6-W LLC at property located at 1060 Oakton. (This amendment would extend the Ground Lease Agreement for 1060 Oakton between TV6-W and the Village of Elk Grove an additional five (5), five-year terms at the end of the tern expiring December 31, 2021. The new final Ground Lease Agreement expiration date will be on December 31, 2046. (The amendment would also permit TV6-W to sublease a portion of their existing lease Page 6 of 8 area at 1060 Oakton to Verizon Wireless for the purpose of installing cellular equipment and building an equipment shelter. (As part of the amendment, TV6-W would replace the chain link fence of the adjacent lease area of Sprint with a single board-on-board fence enclosing both the lease area of TV6-W and the lease area of Sprint. (The amendment would not necessitate the need for any additional ground space, excepting the enclosure of an additional 3' x 12' area between the existing Sprint lease area and the TV6-W lease area to create a single fenced enclosure. Equipment would not be installed into this space. (As part of the amendment, TV6-W would pay an additional $925 per month in rent with a 4%annual escalator. Additionally, for our consideration they have agreed to provide a one-time payment of$20,000. (The only other change to the existing Ground Lease Agreement would be the addition of penalties should the tenant decide to terminate the agreement prior to the final Ground Lease Agreement expiration date. (All other terms and conditions of the Ground Lease remain intact, including the annual 4% rent escalator.) 7. REGULAR AGENDA 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri 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 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 Page 7 of 8 17. HEALTH &COMMUNITY SERVICES ADVISORY COMMITTEE- Trustee Czarnik 18. LIQUOR COMMISSION - Mayor Johnson 19. SPECIAL EVENTS COMMITTEE- Mayor Johnson 20. MID-SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson 21.AIRPORT UPDATE 22. PLAN COMMISSION -Village Manager Rummel 23. ZONING BOARD OF APPEALS-Village Manager Rummel 24. REPORT FROM VILLAGE MANAGER 25. REPORT FROM VILLAGE CLERK 26. UNFINISHED BUSINESS 27. NEW BUSINESS 28. PUBLIC COMMENT 29.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. Page 8 of 8