HomeMy WebLinkAboutAGENDA - 11/13/2018 - Village Board AgendaAGENDA
REGULAR VILLAGE BOARD MEETING
November 13, 2018
7:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR MIKE GATES, LIVING HOPE CHURCH)
3. APPROVAL OF MINUTES OF OCTOBER 23, 2018
4. MAYOR & BOARD OF TRUSTEES' REPORT
S. ACCOUNTS PAYABLE WARRANT: OCTOBER 31, 2018 $ 2,711,540.37
NOVEMBER 13, 2018 $ 5,174,979.18
6. CONSENT AGENDA
a. Consideration of a request from Elk Grove Township to waive permit fees in the amount
of $42.00 for a storm sewer connection near Laurel Street.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Community Development recommends approval.)
b. Consideration of a request from Christus Victor Lutheran Church, 1045 S. Arlington
Heights Road, to waive permit fees in the amount of $769.60 for a roof replacement
project.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Community Development recommends approval.)
c. Consideration to concur with the 2018 combined Village and Library property tax levy
determination of $30,496,383 less the proposed abatement of $6,358,395 for a net levy
$24,137,988.
(This will be the 12th consecutive year that the Village Board is holding the line on
property taxes. The Village tax levy will remain flat or zero increase.
(The Library request is up $241,421 from last year.
(The Director of Finance recommends approval.)
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d. Consideration to award a contract to AVI Systems of Arlington Heights, IL, the low
bidder for the purchase of a PTZ Camera Package in an amount not to exceed $27,947.00
from the Cable Television Fund.
(On October 26, 2018, the Village opened sealed bids for the purchase of a PTZ Camera
Package.
(This system will be used to replace existing cameras used by EGTV staff to broadcast
meetings of the Elk Grove Park District Board.
(AVI Systems of Arlington Heights, IL submitted the low bid, with a cost approximately
40% lower than the Cable Production Coordinator's original estimate.
(This contractor has previously supplied production equipment to the Village.
(Sufficient funds for this purchase have been allocated and are available in the Cable
Television Fund.
(The Cable Production Coordinator recommends approval.)
e. Consideration to award a professional service contract to Engineering Resource Associates
of Warrenville, IL for Phase II Engineering Services for the water main replacement on
Tanglewood Drive from Greenbriar Street to Ridgewood Road including Tanglewood
Court in the amount of $28,875.16 from the Water and Sewer Fund.
(A proposal was solicited from Engineering Resource Associates of Warrenville, IL for
Phase II Engineering Services to develop contract plans and specifications for the water
main replacement on Tanglewood Drive from Greenbriar Street to Ridgewood Road and
Tanglewood Court
(Engineering Resource Associates have successfully completed design engineering
services on a number water main projects for the Village over the past few years.
(It is recommended that a professional Phase II Engineering Service contract be executed
with Engineering Resource Associates for the water main replacement on Tanglewood
Drive from Greenbriar Street to Ridgewood Road in the amount of $28,875.16.
(Adequate funds are available in the Water and Sewer Fund.
(The Director of Public Works has recommended approval.)
f. Consideration to award a purchase contract through the Houston -Galveston Area Council
(HGAC) joint purchasing cooperative to Equipment Management Company of Channahon,
IL for the purchase of Genesis Rescue Systems battery -operated extrication tools in the
amount of $37,408 from the General Fund.
(The current Fire Department budget includes funding for the purchase of a set of battery -
operated extrication tools to be placed on Quint 7 at the Biesterfield station.
(Genesis Rescue Systems extrication equipment was placed on Engine 8 during FYI and
has performed exceptionally well and proven very easy to use.
(Genesis Rescue battery -operated tools operate on commercially available batteries, and
have a lifetime material warranty.
(The local authorized Genesis Rescue Systems dealer is Equipment Management Company
of Channahon, IL.
(Equipment Management Company, Channahon, IL currently holds a competitively bid
joint purchasing contract through the Houston -Galveston Area Council (HGAC), of which
the Village is a member.
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(The Fire Chief recommends approval.)
g. Consideration to award a purchase contract through the Suburban Purchasing Cooperative
to Sutton Ford of Matteson, IL for the purchase of one Ford F-150 Police Responder in the
amount of $41,375.
(In the FYI budget, funds have been allocated to purchase a Police Responder Pickup
subsequent to the surplus and sale of three motorcycles.
(The 2018 Ford F-150 Police Responder is available through the Suburban Purchasing
Cooperative (SPC) Contract with Sutton Ford of Matteson, IL.
(Adequate funds are available in the General Fund.
(The Police Chief recommends approval.)
h. Consideration of a balancing change order for the following items related to budgeted fire
station construction and improvement projects within the Capital Projects Fund:
To award a contract to Lyons Pinner Electric of LaGrange, IL for the relocation
and installation of streetlights on Meacham Road in front of Fire Station 10 in the
amount of $27,300; and
To increase a contract with House of Doors of Brookfield, IL for the purchase of
three (3) additional overhead doors for Fire Station 7 in the amount of $33,305.
(MTI is the Village's construction manager for the fire station construction and
improvement projects.
(HR Green is the owner's representative for the fire station construction and improvement
projects.
(As part of the Station 10 project, it was necessary to relocate two streetlight poles.
(The Village was able to quickly contract with Lyons Pinner Electric of LaGrange, Illinois,
due to master pricing available per a current street light maintenance contract through the
Public Works Department.
(As part of the overhead door bid award for Station 8, funds were separately allocated for
new front bay doors for Station 7.
(Since the installation of the doors, it has been confirmed that the back doors are in worse
condition than previously determined.
(The Village was able to leverage quantity discounts on additional doors based on the
larger contracts previously awarded to House of Doors of Brookfield, Illinois for overhead
doors at both new fire stations as well as the front doors for Station 7.
(MTI, HR Green, and Village staff are in agreement with these project adjustments.
(Adequate funds are available in the Capital Projects Fund.
(The Fire Chief recommends approval.)
i. Consideration to award a purchase contract to Corporate Concepts of Lombard, IL for the
purchase, delivery, and installation of furniture, fixtures, and equipment (FF&E) for Fire
Stations 8 and 10 in the amount of $177,539.44 from the Capital Projects Fund.
(FGM is the Village's architectural firm for the Fire Station 8 and 10 Construction Projects.
(FGM provides interior design as part of the architectural services contract.
(Village staff and FGM staff have reviewed furniture, fixtures, and equipment options that
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meet the needs of the Department and that are compatible with the approved interior
architectural design.
(FGM consults with Corporate Concepts of Lombard, IL, a furniture sourcing firm that
coordinates the purchase, delivery, and installation of FF&E for its customers from various
manufacturers.
(Corporate Concepts coordinates with the general contractor, construction trades, and the
architect regarding site conditions, delivery schedules, and other factors that may affect
installation.
(Most of the proposed furniture, fixtures, and equipment is available for purchase from
GSA (Government Services Administration) contracts or joint purchasing contracts through
National IPA.
(Adequate funds are available in the Capital Projects Fund.
(The Fire Chief recommends approval.)
j. Consideration to waive formal bidding procedures and award a purchase contract to
Energenecs, Inc. of Saukville, WI to design and furnish two replacement SCADA and
Motor Control Centers for two water booster pump station control panels in the amount of
$295,480 from the Water & Sewer Fund.
(The electrical panels and controls for the water booster pumping stations have reached the
end of their useful lives and require replacement.
(These panels would replace existing Motor Control panels and SCADA panels at Pump
Station 2 (1231 Busse Road) and Pump Station 6 (1751 Greenleaf Avenue). The
components within the existing panels have exceeded their operational life and are
beginning to fail. Installation will be conducted as part of a planned maintenance
rehabilitation project for these stations.
(Energenecs is the successor firm of the Village's SCADA consultants and has performed
similar work to the Village's satisfaction in the past.
(The Village has standardized on Lift Station control panels designed and manufactured by
Energenecs.
(Adequate funds are available in the Water & Sewer Fund.
(The Director of Public Works recommends approval.)
k. Consideration to award a professional service contract to Entertainment Management
Group of Elk Grove Village, IL to manage and operate the 2019 Mid -Summer Classics
Concert Series in an amount not to exceed $435,000, of which $50,000 will be reimbursed
back to the Village by the Elk Grove Park District.
(As in years past, the Elk Grove Park District will be co -sponsoring the event, "Unity
Within The Community," and sharing in the overall contract expenses with the Village. As
such, the Park District will be reimbursing the Village $50,000.
(The concert series is funded by the I% Hotel/Motel Tax, Video Gaming revenue, Tobacco
License fees, a $50,000 donation by the Elk Grove Park District, and sponsorship
donations.
(The eleventh annual Mid -Summer Classics Concert Series will be held during the month
of July, with concerts taking place on Thursday, July 4, Tuesday, July 9, Tuesday, July 16,
Tuesday, July 23, and Tuesday, July 30.)
1. Consideration to approve the first quarter financial report ending July 31, 2018.
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(As part of the new financial software system, Staff has created quarterly financial reports
comparing year to date numbers to the prior year.
(The Director of Finance recommends approval.)
in. Consideration to adopt Resolution No. 47-18 authorizing the Mayor and Village Clerk to
execute a supplemental service agreement between the Village of Elk Grove Village and
Municipal GIS Partners of Des Plaines, IL for support services in connection with Elk
Grove Village's Geographic Information Systems (GIS) in an amount not to exceed
$162,892.20 from the Business Leaders Fund.
(The supplemental service agreement provides for a one-year contract extension with
MGP that will run from January 1, 2019 to December 31, 2019, and can be terminated at
any time with 30 days' notice.
(In April of 2008, the Village Board entered into an agreement to join the GIS Consortium
(GISC), which is now a group of thirty-five (35) local communities that work together to
develop a cost-effective solution for implementing Geographic Information Systems (GIS)
and related technologies.
(By collaborating, communities create GIS opportunities otherwise unavailable because of
complexity and cost. The mission of the Consortium is to create value by managing cost
and risk in a cooperative environment.
(The foundation of the Consortium is its innovative staffing approach. To address this
issue, the Consortium outsources staffing and shares these resources among its members.
(The GIS Consortium's contracted service provider is Municipal GIS Partners (MGP).
(Elk Grove Village is an 80% allocation member for support services. This provides for
an in-house GIS Specialist 4 days a week.
(In addition to the Analyst, Elk Grove Village shares the services and receives the benefits
of three other GIS staff members who are located off site.
(The Assistant Village Manager has recommended approval.)
7. REGULAR AGENDA
a. Consideration to approve a sign variation for Gladstone Group, Inc. at 390 E. Higgins
Road.
(Variations are necessary to permit a free standing sign which exceeds forty five (45)
square feet in area per side with a minimum clearance of less than ten (10') from the
ground to the bottom of the sign.
(The Director of Community Development recommends approval.)
8. PLAN COMMISSION - Village Manager Rummel
a. A petition submitted by CN Group 228, LLC for Rezoning from R-1 to B-3 for the
operation of an Automotive Dealer at 228 E. Devon Avenue. (Public Hearing to be
scheduled.)
b. A petition submitted by Yamazen, Inc. for a Special Use for the property at 111 Northwest
Point Boulevard to locate a corporate headquarters. (Public Hearing to be scheduled.)
c. A petition submitted by ComEd for the Annexation and Rezoning of the property at 1500
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and 1510 Midway Court. (Public Hearing to be scheduled.)
9. ZONING BOARD OF APPEALS - Village Manager Rummel
a. ZBA Docket 18-8 - A Public Hearing for variations of the Elk Grove Zoning Ordinance
No. 2410 as it pertains to detached accessory structures in residential zoning districts for
property located at 932 Victoria Lane. (Continued - Date to be determined.)
10. YOUTH COMMITTEE - Trustee Franke
11. BUSINESS LEADERS FORUMS - Trustee Petri
12. CABLE TELEVISION COMMITTEE - Trustee Lissner
13. HEALTH & COMMUNITY SERVICES - Trustee Czarnik
14. INFORMATION COMMITTEE - Trustee Lissner
15. RECYCLING & WASTE COMMITTEE - Trustee Feichter
16. PARADE COMMITTEE - Trustee Czarnik
17. PERSONNEL COMMITTEE - Trustee Franke
18. JUDICIARY, PLANNING AND ZONING COMMITTEE - Trustee Prochno
a. Telecommunication Facilities
19. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Czarnik
20. AIRPORT UPDATE
21. MID -SUMMER CLASSICS CONCERT SERIES UPDATE - Mayor Johnson
22. SPECIAL EVENTS COMMITTEE - Mayor Johnson
23. LIQUOR COMMISSION - Mayor Johnson
24. REPORT FROM VILLAGE MANAGER
25. REPORT FROM VILLAGE CLERK
26. UNFINISHED BUSINESS
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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.
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