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AGENDA
REGULAR VILLAGE BOARD MEETING
March 27, 2018
7:00 PM
1.CALL TO ORDER
2.PLEDGE OF ALLEGIANCE
INVOCATION (PASTOR ISAAC SIPRIAN, FIRST BAPTIST CHURCH)
3.APPROVAL OF MINUTES OF MARCH 13, 2018
4.MAYOR&BOARD OF TRUSTEES' REPORT
5.ACCOUNTS PAYABLE WARRANT: MARCH 27, 2018 $588,879.25
6.CONSENT AGENDA
a. Consideration of a request from Mikerphone Brewery located at 121 Garlisch Drive to
waive the fees associated for a temporary Class D liquor license ($2,100)and any
additional fees required for the Smells Like a Beer Fest on April 28, 2018.
(Mikerphone Brewery is partnering with the Village to raise funds at their annual charity
craft beer festival at 121 Garlisch Drive on April 28, 2018.
(The proceeds from this event will help fund the Elk Grove Youth Committee Scholarship
Program.)
b. Consideration to renew a professional service contract to Lauterbach & Amen, LLP of
Naperville, IL to perform the Village's annual audit in an amount not to exceed $34,750.
(This renewal extends the contract with Lauterbach &Amen, LLP to audit the financial
statements for the fiscal year ending April 30, 2018 with the option to renew for three
subsequent years.
(This second year represents a 1.9% increase from the previous year.
(Lauterbach&Amen,LLP audits many municipalities with personnel specializing in
governmental accounting. They have demonstrated their commitment by providing a high
level of quality service with technically competent personnel.
(Their expertise is critical for the adoption of new accounting pronouncements issued by
the Governmental Accounting Standards Board (GASB).
(Adequate funds are budgeted in the FY 2018-19 budget.
(The Library will retain the same auditor as the Village under a separate contract.
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(The Director of Finance recommends approval.)
c. Consideration to award a contract with Americana Landscape Group, Inc. of Elgin, IL, for
the 2018 Parkway Restoration contract in the amount of$43,845.00 from the Public Works
Land &Forestry and Water& Sewer budgets.
(On Thursday,March 1, 2018, the Village opened sealed bids for the Parkway Restoration
contract. Four(4) contractors obtained bids and four(4) bids were submitted.
(This contract provides the turf restoration of damaged parkways throughout the Village
including site preparation, topsoil and watering.
(The initial term of the contract is from April 1, 2018 through March 31, 2019,with the
option of four(4) annual renewals in one-year increments through March 31, 2023.
(The lowest responsive and responsible bid was received from Americana Landscape
Group, Inc. of Elgin, IL in the amount of$43,845.00.
(Funds for the project have been allocated in the Public Works Land &Forestry and Water
& Sewer accounts.
(The Director of Public Works recommends approval.)
d. Consideration to award a contract to Peters& Associates of Oakbrook Terrace, IL for the
purchase of a HP/Nimble Storage Area Network(SAN) appliance in an amount not to
exceed $52,059.
(The Village of Elk Grove's oldest Storage Area Network(SAN) is scheduled to be
replaced given that it will no longer be supported after August 2018.
(Like most organizations,the Village's data retention requirements have increased
significantly in the past several years.
(The Information Technology staff researched available technologies for meeting our disk
storage requirements and identified HP's Nimble solution as the SAN of choice.
(The Village's IT staff solicited three (3)proposals for the replacement SAN and
determined that Peters&Associates submitted the most cost-effective proposal.
(The Director of Information Technology recommends approval.)
e. To authorize a professional services contract to Esscoe, Inc. of Lake Zurich, IL to
install video security equipment around the exterior of the Municipal Building Complex in
the amount of$131,587 from the Capital Replacement Fund.
(The security cameras that provide coverage around the Municipal Building Complex have
become obsolete.
(In addition, the security coverage around many of the Village Hall entrances is
inadequate.
(Addressing these deficiencies will provide both increased security of Village assets and a
means for Village personnel to better identify the individuals involved in damage to or
theft of these assets.
(Taken together, the Municipal Complex parking lot and entrances comprise Phase Il of
our access control/video security initiative.
(Given their role as a leader in the local video surveillance marketplace as well as their
work on Phase I of our video security project, Esscoe, Inc. of Lake Zurich, IL is the
preferred vendor to implement the hardware and software required for Phase 11.
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(The design and proposal provided by Esscoe for Phase II of the project reflects their
many years of video surveillance experience as well as their strong knowledge of
our facility and environment.
(The Director of Information Technology recommends approval.)
f. Consideration to commit to the purchase of Bulk Rock Salt through the State of Illinois
Joint Purchase Contract for the purchase of 2,400 tons of Bulk Rock Salt for the 2018-19
winter season at a maximum cost of$51.62 per ton to be paid from the FY 2019 Budget in
an amount not to exceed $148,665.60.
(Illinois Central Management Services(CMS) is currently preparing bids for the FY 2019
Road Salt Joint Purchasing Program.
(The Village's current contract with CMS allows for the renewal of the contract for next
winter at a cost not to exceed ten percent(10%) over our current cost of$46.93 per ton.
(The CMS contract allows for the purchase of 80 to 120 percent of the designated tonnage.
(The Village intends to order 2,400 tons of Bulk Rock Salt in FY 2019.
(Adequate funds are budgeted in the FY 2019 proposed budget.
(The Director of Public Works recommends approval.)
g. Consideration to award a contract to the lowest responsive and responsible bidder,Arrow
Road Construction for the 2018 Business Park Street Rehabilitation Project in the amount
of$742,598.15 from the BLF Fund.
(On Thursday, March 15, 2018,the Village opened sealed bids for the 2018 Business Park
Street Rehabilitation Project.
(Six(6)contractors obtained bid documents and four(4) submitted bids.
(The lowest responsive and responsible bid was received from Arrow Road Construction
Company of Mount Prospect, IL.
(Funds for the project have been allocated in the BLF budget.
(The Director of Public Works recommends approval.)
h. Consideration to award a contract to the lowest responsive and responsible bidder,Arrow
Road Construction Company of Mount Prospect, IL for the 2018 MFT Hot-Mix Asphalt
Resurfacing Contract in the amount of$958,710.67 from the Motor Fuel Tax Fund (MFT).
(On Thursday, March 15, 2018,the Village opened sealed bids for the 2018 MFT Hot-Mix
Asphalt Resurfacing Contract.
(Five (5) contractors obtained bid documents and three (3) submitted bids.
(The lowest responsive and responsible bid was received from Arrow Road Construction
Company of Mount Prospect, IL.
(The Director of Public Works recommends approval.)
i. Consideration to approve the third quarter financial report ending January 31, 2018.
(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.)
j. Consideration of a request to hold a Public Hearing before the Plan Commission to
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consider a Petition submitted by McDonald's USA, LLC for a Resubdivision and Special
Use Permit to operate a drive-thru restaurant at 901 Meacham.
(The purpose of the Resubdivision and Special Use Permit is to create an outlot in the
existing shopping center and operate a drive-thru restaurant.
(A date for the Public Hearing has not been established.)
k. Consideration of a request to hold a Public Hearing before the Plan Commission to
consider a Petition submitted by CN Group 228 to Rezone the property at 228 E Devon
from R-1 to B-3.
(The purpose of the rezoning is to operate a specialty van dealership.
(A date for the Public Hearing has not been established.)
1. Consideration to adopt Resolution No. 15-18 authorizing the Mayor and Village Clerk to
execute a Farmers Market License Agreement between the Village of Elk Grove Village
and Elk Grove Farmers Market,NFP.
(This agreement allows for a Farmers Market to be held in the parking lot of the Municipal
Complex on Saturdays from June 2, 2018 through October 27, 2018.)
in. Consideration to adopt Resolution No. 16-18 (attached)authorizing the Mayor to execute
a Letter of Receipt stipulating the terms of an agreement for an application seeking a Cook
County Class 613 Property Tax Exemption status pursuant to the Cook County Real
Property Classification Ordinance as amended February 15, 2006 for certain real estate
located at 825 Nicholas Blvd.
(The Law Offices of Sarnoff& Baccash, on behalf of Source United LLC, (Applicant) is
seeking a Cook County Class 6B property tax exemption for 825 Nicholas Blvd.
(The Applicant intends to purchase the vacant property and use it for design, machining
and manufacturing of industrial parts.
(The Applicant currently leases space at 689 Chase Avenue in Elk Grove Village. Due to
business expansion, Source United will occupy the 34,200 square foot building moving its
operation including all ten employees with an additional ten hires over the next three
years.
(The Applicant intends on spending $100,000 to $150,000 improve the building.
Improvements include; fagade, landscaping and signage improvements, parking lot
repairs, interior build out and landscaping.
(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 vacancy for less than twenty-four(24)months with a
purchase for value, 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
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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.)
7.REGULAR AGENDA
a. Consideration to concur with prior authorization of a request from Brennan Investment
Group for sign variations at the Elk Grove Technology Park.
(Variations are necessary to allow signage in excess of forty five (45) square feet and
banner signs attached to free standing fencing.
(The proposed signage is needed to promote the development of the facility and attract
tenants/buyers.
(The Director of Community Development recommends approval.)
8.PLAN COMMISSION -Village Manager Rummel
9.ZONING BOARD OF APPEALS-Village Manager Rummel
a. ZBA Docket 18-3 -A Public Hearing for a variation of the Elk Grove Zoning Ordinance
2410 as it pertains to permitted locations of fences in residential zoning districts for
property located at 1450 James Way. (PH 04-12-2018)
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
a. Village MS4 National Pollutant Discharge Elimination System (NDPES) Permit Program
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update.
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
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
March 27, 2018
7:00 PM
6. CONSENT AGENDA
n. Consideration to award a contract to KFT Fire Trainer, LLC of Montvale,NJ for the
purchase of a natural gas-fueled live fire training system as part of the Training Tower
Construction Project, in the amount of$353,350 from the Capital Projects Fund.
(FGM is the Village's architectural firm for the Fire Training Tower Construction Project.
(FGM solicited and received pre-qualified RFP packages for a gas-fueled live fire training
system for the new training tower.
(Four vendors were pre-qualified to receive the RFP packages; all four vendors submitted
proposals.
(The RFP submissions were reviewed against a set of criteria including range of
equipment offered, maintenance and support response, understanding of the scope of
services requested, experience of the firm, and overall pricing structure.
(After discussion and review between FGM Architects and Fire Department staff, it was
determined that KFT Fire Trainer, LLC of Montvale, NJ proposed the greatest
combination of price, equipment, and maintenance abilities to best serve the operational
needs of the fire department and the training tower function.
(Adequate funds are available in the Capital Projects Fund.
(The Fire Chief recommends approval.)
7. REGULAR AGENDA
b. Consideration to adopt the following Ordinances and Resolutions pertaining to the
annexation of Maison Du Val Subdivision.
1. Resolution No. 17-18 authorizing the Mayor and Village Clerk to execute an
Annexation Agreement between the Village of Elk Grove Village and the
Designated Owners of Property to be Annexed to the Village (Meacham Grove,
Ltd., Emerald, Inc.).;
2. Ordinance No. 3548 annexing and rezoning certain territory to the Village of Elk
Grove Village subject to various conditions and granting variations of the Village
Code (Meacham Grove Ltd., Emerald, Inc.); and
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3. Resolution No. 18-18 approving the Final Plat of Subdivision identified as Maison
Du Val Subdivision.
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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