HomeMy WebLinkAboutAGENDA - 07/16/2019 - Village Board Agenda / AddendumAGENDA
REGULAR VILLAGE BOARD MEETING
July 16, 2019
5:00 PM
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. APPROVAL OF MINUTES OF JUNE 18, 2019
4. MAYOR & BOARD OF TRUSTEES' REPORT
5. ACCOUNTS PAYABLE WARRANT: JUNE 30, 2019 $ 5,704,585.45
JULY 16, 2019 $ 1,130,990.74
6. CONSENT AGENDA
a. Consideration of a request from the Prairie Lake School, located at 404 E. Devon Ave., to
waive FY 2019-20 business license fees in the amount of $100.
(The Prairie Lake School is seeking a waiver of FY 2019-20 business license fees related
to the school's resale of food.
(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 Finance, recommending approval, is attached.)
b. Consideration of a request from the Prince of Peace United Methodist Church, located at
1400 Arlington Heights Road to waive business license fees for the annual Pumpkin Patch
and PumpkinFest in the amount of $300.
(Prince of Peace United Methodist Church is requesting a waiver for a general retail
license fee ($100) for its Annual Pumpkin Patch event to be held from October 3, 2019
through October 31, 2019, as well as a temporary food caterers license fee ($100), and a
one -day carnival license fee ($100) for its Annual PumpkinFest to be held on October 13,
2019.
(It has been past practice of the Village Board to grant fee waivers for governmental and
non-profit organizations.
(The Director of Finance recommends approval.)
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c. Consideration of a request from St. Julian Eymard Catholic Church, 601 Biesterfield
Road, to waive permit fees for the replacement of a 1 VAC rooftop unit in the amount of
$340.
(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.)
d. Consideration of a request from Sterling Education D/B/A Prairie Lake School, 408 E
Devon Avenue, to waive permit fees for site work in the amount of $1,317.
(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.)
e. Consideration of a request from AMITA Health Alexian Brothers Medical Center to
waive permit fees in the amount of $12,255 for the following:
• Parking lot resurfacing at 800 Biesterfield Road in the amount of $5,577;
• Parking lot resurfacing at 935 Beisner Road in the amount of $6,678.
(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.)
f. Consideration of a request from School District 54 to waive permit fees for site work at
Adolph Link Elementary School, 900 W Glenn Trail in the amount of $13,573.
(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.)
g. Consideration to award a two-year, professional services contract to Altura
Communication Solutions of Downers Grove, IL for support of the Village's Avaya phone
system and ancillary programs at an annual cost not to exceed $27,434.
(With the help of Altura Communication Solutions, the Village of Elk Grove
implemented our Avaya telephone system and ancillary programs back in 2006.
(Vendor partner technical support of the system is critical as our internal staff has neither
the knowledge nor expertise to support the system's more advanced functions.
(Information Technology staff and the Village's phone consultant determined that Altura
Communication Solutions provided the most responsible and responsive proposal.
(The Director of Information Technology recommends approval.)
h. Consideration to waive formal bidding requirements and concur with the emergency
authorization by the Village Manager to award a professional service contract to John Neri
Construction Co, Inc. of Addison, IL to provide an emergency pipe and valve repair on
Busse Rd in the amount of $65,750 from the Water & Sewer Fund.
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(Proposals were requested from three contractors to provide emergency pipe and valve
repairs on Busse Road.
(Due to the complexity of this repair, the Village decided it would be best to have an
outside contractor who specializes in underground utilities perform the work.
(The lowest responsive and responsible quote was received from John Neri Construction
Co, Inc. of Addison, IL.
(Adequate funds are available in the Water & Sewer Fund.
(The Director of Public Works recommends approval.)
i. Consideration to award a purchase through the HP NASPO Value Point contract to
Heartland Business Systems of Little Chute, WI for the purchase of fifteen (15) Getac
Fully Rugged Tablets and related accessories for our Fire Department vehicles in an
amount not to exceed $70,393.76.
(The Fire Department's current year budget contains funding to replace the laptops in their
vehicles in anticipation of Microsoft discontinuing support for the Windows 7 operating
system in January 2020.
(After much research, field testing of a demonstration Getac tablet was conducted during
April -May, 2019 to ensure it would accommodate the Department's current and future
demands.
(The Getac A140 Fully Rugged tablets are available through HP NASPO Value Point
contract MNNVP-133.
(The Fire Chief recommends approval of this request.)
Consideration to concur with prior Village Board authorization and award a professional
services contract to HR Green of McHenry, IL for engineering/bidding services,
construction observation and project management services related to the demolition and
restoration of the former Motel 6 located at 1601 Oakton Street in an amount not to exceed
$78,820 from the Busse/Elmhurst TIF.
(HR Green, Inc. submitted a proposal to provide the necessary engineering/bidding,
construction observation and project management services for the demolition and site
restoration of the former Motel 6 site located at 1601 Oakton Street.
(HR Green, Inc. has successfully provided consulting services to the Village for the
construction management of the two new fire stations, two Public Works facilities, the
Beisner Road R.O.W. Storm Sewer Replacement, Higgins Road watermain extension, as
well as several other projects.
(Additionally, HR Green is providing similar services related to the former Elk Grove
Hotel site located across the street from this site.
(The Deputy Village Manager recommends approval.)
k. Consideration to increase a professional services contract to Patrick Engineering Inc. of
Lisle, IL for design engineering of a multi-user path and sidewalk widening project along
Biesterfield Road from David Lane to Michigan Lane in the amount of $91,842 for a total
contract amount of $229,878 from the Capital Projects Fund.
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(A professional service contract was awarded to Patrick Engineering Inc. of Lisle, IL for
replacement of the existing street name signs with LED illuminated street name sign and
ADA accommodations along Meacham Road.
(Staff solicited a proposal from Patrick Engineering to add design -engineering services for
sidewalk improvements along Biesterfield Road.
(The first location is the widening of the existing 4-foot sidewalk to an 8-foot wide multi-
user path on the north side of Biesterfield Road from Home Avenue to Michigan Lane.
(The second location is widening and relocating the existing 4-foot sidewalk on the south
side of Biesterfield Road from David Lane to West Glenn Trail.
(Adequate funds are available in the Capital Project Fund.
(The Director of Public Works has recommended approval.)
1. Consideration of a request from Meet Chicago Northwest Convention Bureau for payment
of annual dues for FY 2019-20 in the amount of $107,999.75.
(The annual dues rate is based on 10% of the 4% hotel/motel taxes collected.
(The Village collected $1,619,996 in hotel/motel tax revenues in FY 2018-19, an increase
of $56,230 or 3.5% from the prior year.
(Compared to last year, this year's distribution to the Meet Chicago Northwest increased
by $3,748.67.)
in. Consideration to award a professional service contract to the lowest responsive and
responsible bidder Water Well Solutions, of Elburn, IL for the Well House Number 8
Rehabilitation project in the amount of $194,956 from the Water & Sewer Fund.
(On Wednesday, July 3, 2019 the Village opened sealed bids for Well House Number 8
Rehabilitation project.
(A total of four (4) contractors obtained contract documents, with three (3) submitting
bids.
(The lowest bid was received from Midwest Well Services, Inc. of Waupun, WI.
(Midwest Well Services submitted a bid without a signed copy of Addendum #l.
(The Addendum was issued during the bid proposal process and its inclusion was
explicitly called out as a requirement of a complete bid.
(The Village's consultant, Engineering Enterprises, who created the Well House Number
8 Rehabilitation project bid specifications recommended disqualifying Midwest Well
Services, Inc. bid and award the lowest and most responsible bidder, Water Well
Solutions of Elmhurst, IL.
(Adequate funds are available in the Water/Sewer Fund.
(The Director of Public Works recommends approval.)
n. Consideration to award a purchase contract through the Suburban Purchasing Cooperative
(SPC) Joint Purchasing Contract to Standard Equipment Company of Chicago, IL for the
purchase of a Vactor 2100i combination sewer cleaning truck in an amount not to exceed
$400,000 from the Water & Sewer Fund.
(In the FYI budget, funds were allocated to replace unit 829, a 2002 Vactor Sewer
Cleaner, due to age, engine hours and excessive repair costs.
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(The Department held equipment demonstrations for three trucks that are available from
joint purchasing contracts the Village utilizes. After evaluating each truck, and considering
feedback from operators, staff finds the Vactor truck meets or exceeds the necessary
requirements.
(The Vactor 2100i combination truck is available through the Suburban Purchasing
Cooperative (SPC) Joint Purchasing Contract to Standard Equipment Company of
Chicago, IL. Total cost with all required equipment, minus the trade-in of the Village's
existing unit, is $400,000. Sufficient funds are available in the Water/Sewer fund.
(The Director of Public Works recommends approval.)
o. Consideration to increase a professional service contract with
Civiltech Engineering, Inc. for the I-290/I1, Route 53 & Biesterfield Interchange
Improvement Phase I Engineering Tier Two by $603,929 for a total contract amount of
$780,148 from the Capital Projects Fund.
(A proposal was solicited from Civiltech Engineering, Inc. of Itasca, IL for Phase I
Engineering Services the I-290/I1 Route 53 and Biesterfield Road Interchange
Improvement project.
(The Phase I Study will be broken into a two-tier approach.
(The goal of the first tier is to further develop and evaluate the conceptual plan based on a
topographic survey of the area to identify potential impacts to the Forest Preserve.
(In addition, a full traffic study and structural inspection of the existing bridge will be
performed to identify the full scope of the project before advancing into the full
environmental impact study and plan development.
(Civiltech Engineering, Inc. has successfully completed design of various transportation
improvements throughout not only the Village but also northern Illinois and are qualified
to perform the proposed scope of services.
(The Director of Public Works has recommended approval.)
p. Consideration to award a contract to the lowest responsive and responsible bidder, Arrow
Road Construction of Elk Grove Village, IL for the 2019 Residential Street Rehabilitation
Project in the amount of $615,788.97 from the General Fund.
(On Tuesday, July 2, 2019, the Village opened sealed bids for the 2019 Residential Street
Rehabilitation Project.
(This project will provide pavement patching, milling and resurfacing of the HMA surface
course, removal and replacement of dilapidated sidewalks and curbs, and installation of
detectable warnings on 1.3 miles of Village residential streets.
(The lowest responsive and responsible bid was received from Arrow Road Construction
Company of Elk Grove Village, IL. Arrow Road Construction has successfully completed
projects for the Village in the past, including the recent Village MFT resurfacing
programs.
(The Director of Public Works recommends approval.)
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q. Consideration of the following items related to the closing of the Fiscal Year 2019 Budget
and amendments to the adopted Fiscal Year 2020 Budget:
• Amend the Fiscal Year 2020 Budget for the carryover of bond proceeds and
outstanding encumbrances from the Fiscal Year 2019 Budget for a total amount of
$25,247,252;
• Increase the Fiscal Year 2019 Devon-Rohlwing TIF Fund budget in the amount of
$56,000 to cover costs associated with the expense of a higher than expected
developer note payout;
• Increase the Fiscal Year 2019 Busse -Elmhurst TIF Fund budget in the amount of
$2,366,800 to cover costs associated with the expense of TIF eligible capital
projects;
• Increase the Fiscal Year 2019 Higgins Road TIF Fund budget in the amount of
$12,561,000 to cover costs associated with the expense of TIF eligible capital
proj ects.
(This is the twentieth year that the Village has rolled unfilled purchase orders for goods
and services into the new fiscal year budget. The amount of outstanding purchase orders
and general carryover requests from the Fiscal Year 2019 Budget totals $25,247,252.
(Unexpended 2013 General Obligation Bond proceeds are being carried forward in the
amount of $3,286,216 which includes earnings previously unbudgeted.
(The majority of items being carried forward are ongoing or planned fixed and operating
capital projects in the Water/Sewer Fund and Capital Projects Fund.
(Increasing the budget at this time ensures that the Village's financial operations remain
compliant with Illinois budgetary statutes and generally accepted accounting principles.
(The Director of Finance recommends approval.)
Consideration of a request to hold a Public Hearing before the Plan Commission to
consider a Petition for a Special Use Permit to operate a drive-thru restaurant at 1400
Busse Road.
(1400 Busse LLC has petitioned the Village for a special use permit for the purpose of
operating a drive-thru Jimmy John's restaurant as part of a new, multi -tenant building.
(The date for a Public Hearing has not been established.)
s. Consideration of a request to hold a Public Hearing before the Plan Commission to
consider a Petition for a Special Use Permit to make updates to the existing drive-thru
restaurant at 630 Meacham Road.
(Tri-City Foods has petitioned the Village for a special use permit to make updates to the
existing drive-thru Burger King restaurant, including the addition of a second drive-thru
lane.
(The date for a Public Hearing has not been established.)
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t. Consideration to adopt Ordinance No. 3618 amending Title 3, Chapter 2, Section 6 of the
Elk Grove Village Municipal Code to include the business of online travel companies.
(Online travel companies such as Expedia and Orbitz collect estimated taxes and fees from
a customer at a rate not reflective of local taxes.
(The amendment to the Hotel/Motel Tax broadens the definition of those subject to the tax
to include online travel companies, subsequently capturing additional tax revenues owed
to the Village.)
u. Consideration to adopt Ordinance No. 3619 amending Sections 3-3-6 and 3-1-6 of Title 3,
Liquor Control by adding a Class WBM Wine and Beer Kit Making License.
(The addition of the Wine and Beer Kit Making License will authorize the operation of a
wine and beer kit making facility, which will sell wine and beer kits to on -premise
customers and assist them in the wine and beer making process subject to certain
conditions.)
v. Consideration to adopt Resolution No. 38-19 authorizing execution of an
intergovernmental police service assistance agreement to join the DuPage Metropolitan
Emergency Response and Investigation Team (MERIT).
(The Elk Grove Village Police Department investigates serious felony crimes in the
DuPage County portion of Elk Grove Village.
(An investigations task force for serious felony crimes occurring in DuPage county has
been created to work with the DuPage County States Attorney.
(The Chief of Police recommends approval to participate in the MERIT taskforce
with DuPage County States Attorney to prosecute crimes in the DuPage County portion of
Elk Grove Village.)
w. Consideration to adopt Resolution No. 39-19 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 July 27, 2018 for certain real estate located at 820
Nicholas Boulevard.
(The Law Offices of Samoff & Baccash, on behalf of Young Ai Choi (Applicant) is
requesting a Cook County Class 6B property tax exemption for 820 Nicholas Blvd.
(The Applicant intends to purchase the building for light assembly, maintenance,
distribution, and warehousing of consumer electronics. The Applicant currently leases
space in DesPlaines and due to business growth needs to expand. The Applicant will
relocate its workforce to the site and plans to have six to ten employees within the next
three years.
(The Applicant plans to spend approximately $75,000 to $150,000 to improve the
building. This includes fagade, parking lot, landscaping, and sigh improvements.
The subject property consist of an approximately 24,050 square foot site with an
approximately 10,000 square foot building. The building has been vacant since
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January 2018.
(The eligibility requirements for 613 status are new construction, substantial renovation or
buildings that have been vacant for a period of time. This site qualifies as it involves
vacancy for less twenty-four (24) months with a purchase for value, special
circumstances, and significant rehabilitation.
(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.
(Upon approval, the Director of Business Development and Marketing will issue a Letter
of Receipt to the Applicant. The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
x. Consideration to adopt Resolution No. 40-19 authorizing Release/Retention of Executive
Session minutes of the Village of Elk Grove Village from July 2017 through
December 2017.
(As required by the Illinois Open Meetings Act, the Village has kept written minutes of all
Executive Sessions.
(This Resolution allows the release of minutes from July 2017 through December 2017.
(The Village Clerk recommends approval.)
7. REGULAR AGENDA
a. Consideration to approve sign variations for Lou Malnati's, 1050 E. Higgins Road.
(Variations are required to allow a multi -faced sign in excess of ninety (90) square feet
with an overall height in excess of eighteen (18') feet.
(The Director of Community Development recommends approval.)
8. PLAN COMMISSION - Village Manager Rummel
a. PC Docket 19-6 - A Public Hearing for a petition submitted to resubdivide and
rezone from R-3 to I-1 on property located at 202-224 E. Devon Avenue for the
construction of a light industrial building. (PH 07-08-19)
b. PC Docket 19-7 - A Public Hearing for a petition submitted to resubdivide from one lot to
two lots in a B-5 Town Center Shopping District for property located at 905 Elk Grove
Town Center to operate a quick serve restaurant with drive -through. (PH 07-29-19)
PC Docket 19-8 - A Public Hearing for a petition submitted for a proposed annexation,
resubdivision and rezoning to I-1 Restricted Industrial District for property located on
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Roppolo Drive, Richard Lane and Landmeier Road to construct a Light Industrial
Facility. (PH 08-05-19)
9. ZONING BOARD OF APPEALS - Village Manager Rummel
10. YOUTH COMMITTEE - Trustee Franke
11. BUSINESS LEADERS FORUMS - Trustee Schmidt
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
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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.
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ADDENDUM
REGULAR VILLAGE BOARD MEETING
July 16, 2019
5:00 PM
6. CONSENT AGENDA
y. Consideration of a request to hold a Public Hearing before the Plan Commission to
consider text amendments to Section 2-2 and 3-6:13 of the Elk Grove Zoning Ordinance
regarding principal structures.
(The proposed text amendments will define and clarify requirements for principal
structures.
(The date for the public hearing has not yet been established.)
z. Consideration to adopt Resolution No. 41-19 authorizing the Mayor to execute a Letter of
Receipt stipulating the terms of an agreement for an application seeking a Cook County
Class 7B Property Tax Exemption status pursuant to the Cook County Real Property
Classification Ordinance as amended July 27, 2018 for certain real estate located at the
northwest corner of the Elk Grove Technology Park.
(The Shapra Group 11, LLC (Applicant) is applying for a Cook County 7B property tax
exemption.
(The Applicant intends to construct a new hotel development at the northwest corner of the
Elk Grove Village Technology Park.
(The four story hotel will have approximately eighty five rooms, cost approximately $10
million to construct and will create twenty to twenty five new jobs. The hotel will provide
an ideal venue for Tech Park tenants to host clients, vendors, and visitors. It is estimated
that the development will be provide a steady stream of revenue to the Village through
motel room tax and sales tax.
(Branding of the hotel is slated to be avid by Inter -Continental Hotels Group.
(The Class 713 incentive is available to any real estate used primarily for commercial
purposes.
(Projects that qualify for the Class 713 incentive will receive a reduced assessment level of
ten percent ( i u%) of fair market value for the tirst ten years, titteen percent (15"%) for the
eleventh year and twenty percent (20%) for the twelfth year. Without this incentive,
commercial property would normally be assessed at twenty-five percent (25%) of its
market value.
(This site qualifies as it involves new construction.
(Upon approval, the Director of Business Development and Marketing will issue a Letter
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of Receipt to the Applicant. The Letter of Receipt will allow the Applicant to file an
application with Cook County. Final approval is at the discretion of the Village Board and
contingent with the Applicant completing the improvements stated in their application.
(The Director of Business Development and Marketing recommends issuing a Letter of
Receipt.)
aa. Consideration to adopt Resolution No. 42-19 authorizing an advisory referendum
regarding policy determination and future direction for the Village.
(The Resolution will be available in the afternoon on Tuesday, July 16, 2019.)
ab. Consideration to adopt Resolution No. 43-19 authorizing an advisory referendum
regarding policy determination and future direction for the Village.
(The Resolution will be available in the afternoon on Tuesday, July 16, 2019.)
ac. Consideration to adopt Resolution No. 44-19 authorizing an advisory referendum
regarding policy determination and future direction for the Village.
(The Resolution will be available in the afternoon on Tuesday, July 16, 2019.)
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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