AGENDA REGULAR VILLAGE BOARD MEETING

Transcription

1 AGENDA REGULAR VILLAGE BOARD MEETING March 8, :00 PM 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE INVOCATION (PASTOR MIKE GATES, LIVING HOPE CHURCH) 3. APPROVAL OF MINUTES OF FEBRUARY 23, MAYOR & BOARD OF TRUSTEES' REPORT 5. ACCOUNTS PAYABLE WARRANT: FEBRUARY 29, 2016 $1,775, MARCH 8, 2016 $ 977, CONSENT AGENDA a. Consideration to award a professional service contract to Ayers Associates Inc. of Madison, WI for aerial orthophotography and planimetric mapping updates as part of the GIS Consortium purchasing agreement in an amount not to exceed $63,211 from the Water/Sewer Fund. (Elk Grove Village has been a member of the GIS Consortium since (The GIS Consortium (GISC) is a group of local communities that have worked together to develop a cost-effective solution for implementing geographic information systems (GIS) and related technologies. (One of those cost-effective solutions is to purchase aerial photography/mapping in bulk through the Consortium s 23 municipalities. (The GIS Consortium Board of Directors appointed a Base Mapping Committee to initiate a selection process for a photogrammetric mapping consultant, and Ayers Associates was the selected vendor. (As part of the pricing agreement, Ayers Associates uses economies of scale to provide their services at a reduced price. (As part of this year s mapping program, Ayers Associates will produce updated aerial imagery of the Village and perform planimetric imagery updates within the Elk Grove Village community. (The Assistant Village Manager recommends approval.) b. Consideration to award a professional service contract with Suburban Concrete of Mundelein, IL for the 2016 Village-Wide Concrete Replacement Program in an amount Page 1 of 6

2 not to exceed $348,919. (On Tuesday, February 23, 2016, the Village opened sealed bids for the 2016 Village- Wide Concrete Replacement Contract. (This contract provides for rehabilitation of concrete sidewalk and curbs along Village roadways as part of the street resurfacing program. (With the favorable bid unit prices for PCC sidewalk, it is recommended to increase the contract in the amount of $45,000 to allow for more sidewalk removal and replacement throughout the Village. (The lowest and responsible bid was received by Suburban Concrete of Mundelein, IL to award the 2016 Village Wide Concrete Replacement Contract in an amount not to exceed $348,919. (The Director of Public Works recommends approval.) c. Consideration to award a professional service contract with Civiltech Engineering of Itasca, IL to provide the necessary construction engineering services for the Arthur Avenue Culvert Project in the amount of $519,352 from the Water/Sewer Fund. (Civiltech Engineering, Inc. submitted a proposal to provide the necessary construction engineering services for the Arthur Avenue Culvert Project. (The project includes for the removal of storm sewer, 1,772 feet of 78 culvert pipe removal, 2,424 feet of 7 W x 5 H box culvert installation, 1,489 feet of 60 culvert pipe installation, 1,388 feet of storm sewer installation, sanitary sewer and force main installation/bypass, pavement restoration, landscape restoration, and all incidental and collateral work necessary to complete the project. (The Director of Public Works recommends approval.) d. Consideration to award a professional service contract with Arrow Road Construction Company of Mount Prospect, IL for the 2016 MFT Hot-Mix Asphalt Resurfacing Contract in the amount of $1,040, from the Motor Fuel Tax Fund (MFT) and BLF. (On Tuesday, February 23, 2016, the Village opened sealed bids for the 2016 MFT Hot- Mix Asphalt Resurfacing Contract. Five (5) contractors obtained bid documents and four (4) submitted bids. (This contract provides milling, patching, and asphalt resurfacing on 4.63 miles of Village streets. (The lowest responsive and responsible bid was received from Arrow Road Construction Company of Mount Prospect, IL. This bid is 9.65 percent lower than the Engineer s Estimate. (This contractor has completed several projects for the Village including last year s MFT program. (It is recommended that a contract for the 2016 Hot-Mix Asphalt Resurfacing Contract be awarded to Arrow Road Construction Company in an amount not to exceed$1,040, (Sufficient funds for this contract are budgeted in the MFT and BLF accounts. (The Director of Public Works recommends approval.) e. Consideration to award a contract for furnishing Hot-Mix Asphalt Materials with Arrow Road Construction Company of Mount Prospect, IL for the 2016 MFT Hot-Mix Asphalt Material Purchase Contract in the amount of $94,040 from the Motor Fuel Tax Fund Page 2 of 6

3 (MFT) and the Water & Sewer Fund. (On Tuesday, February, 2016, the Village opened sealed bids for the 2016 MFT Hot-Mix Asphalt Material Purchase Contract. Four (4) vendors obtained bid documents and two (2) submitted bids. (This contract provides asphalt materials used by the Department of Public Works for residential and business park street patching operations. (The lowest responsive and responsible bid adjusted for mileage cost was received from Arrow Road Construction Company of Mount Prospect, IL. This bid is approximately 3 percent lower than the Engineer s Estimate. (This contractor has previously supplied asphalt materials to the Village and has successfully completed several projects for the Village including last year s MFT program. (It is recommended that a contract for the 2016 Hot-Mix Asphalt Material Purchase Contract be awarded to Arrow Road Construction Company in the amount not to exceed $94, (Sufficient funds for this contract are allocated in the FY 2017 budget through the Motor Fuel Tax (MFT) Fund and the Water & Sewer Fund. (The Director of Public Works has recommended approval) f. Consideration to award a construction contract to the lowest responsive and responsible bidder Swallow Construction Corporation of Downers Grove, IL for the Culvert Improvements - Arthur Avenue project in the amount of $5,555, from the Water/Sewer Fund. (On Tuesday, February 23, 2016 the Village opened sealed bids for the Culvert Improvements - Arthur Avenue project. (A total of six (6) contractors obtained contract documents, with four (4) submitting bids on the project. The bid tabulation is attached. (The project includes for the removal of storm sewer, 1,772 feet of 78 culvert pipe removal, 2,424 feet of 7 W x 5 H box culvert installation, 1,489 feet of 60 culvert pipe installation, 1,388 feet of storm sewer installation, sanitary sewer and force main installation/ bypass, pavement restoration, landscape restoration, and all incidental and collateral work necessary to complete the project. (The lowest responsive and responsible bid was received from Swallow Construction Corporation of Downers Grove, IL. (Adequate funds are available in the Business Park Infrastructure Bond Program Account. (The Director of Public Works recommends approval.) g. Consideration to authorize Elk Grove Village to participate with the municipalities of Hanover Park, Itasca, Roselle, and Schaumburg regarding the Commonwealth Edison plan to install high tension power lines along the Elgin-O'Hare Expressway on an equal share basis with the establishment of an Elk Grove budget amount of up to $100,000 for this participation. (Commonwealth Edison is seeking to install high tension power lines of up to 170 feet in height along the Elgin-O'Hare expressway. Elk Grove Village along with Hanover Park, Itasca, Roselle, and Schaumburg have participated in discussions with ComEd regarding Page 3 of 6

4 the impact of these power lines. (Elk Grove Village desires to be an equal share partner with the other 4 impacted communities on any studies or actions the communities may take to mitigate the impact of these power lines on the communities. (This agenda item will establish a budget of up to $100,000 for this participation activity subject to any costs being equally shared by the other participating municipalities.) h. Consideration to adopt Resolution No (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 Pagni Drive. (The Law Offices of Sarnoff & Baccash, on behalf of Steven Michael Properties, LLC (Applicant), is seeking a Cook County Class 6B Property Tax Exemption for Pagni Drive. (The Applicant intends on purchasing the building to house two businesses owned by the Applicant. One company is Print Management. Print Management is an industrial printer and will use one of the units for light assembly, warehousing, and distribution of printing materials. The other unit will be occupied by Access 1. Access 1 is a furniture distributor. (The Applicant is currently located in Schiller Park. Combined, the companies employ approximately ten (10) full time employees. Due to business expansion, the business owner intends to hire an additional eighteen employees between the two companies. (The subject property consists of an approximately 20,000 square foot building that has been 100% vacant since May 31, (The Applicant intends on spending $107,000 to refurbish both the interior and exterior of the building including: installation of metal paneling at entryway; paint all six window frames; seal coat and stripe parking lot; demolish and replace all landscaping per application packet; replace concrete apron and driveway on east side of the building to conform to ICRC standards; redesign west apron to conform to ICRC standards; replace front walks; and refurbish guard rail on east side of building. (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. (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. (The Director of Business Development and Marketing recommends issuing a Letter of Receipt.) i. Consideration to adopt Resolution No authorizing the Mayor and Village Clerk to execute an Advance Deposit Agreement between the Village of Elk Grove Village and Commonwealth Edison for the installation of a new transformer and switchgear to provide power to the Golf Road water level monitoring equipment associated with the Busse Woods Reservoir South Dam Modification Project. Page 4 of 6

5 (The agreement requires the Village to pay $51, for the installation of the new switchgear and transformer. (The switchgear and transformer are required in order to provide a consistent and reliable power source for the water level monitoring equipment associated with the Busse Woods Reservoir South Dam Modification Project. (The Director of Community Development recommends approval.) j. Consideration to adopt Ordinance No which authorizes the acceptance of a Contract and By-Laws document of the Intergovernmental Personnel Benefit Cooperative (IPBC) and authorizes membership in the IPBC. (This Ordinance will authorize the Village to enter into an Intergovernmental Personnel Benefit Cooperative. (Becoming a member of the IPBC will reduce the costs of administration and insurance purchases while maintaining the level of benefits and coverage currently offered to Village employees.) 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. BUSINESS LEADER FORUMS - Trustees Lissner/Petri a. Railroad Crossings b. Update Zoning Regulations 15. YOUTH COMMITTEE - Trustee Franke 16. PARADE COMMITTEE - Trustee Czarnik 17. HEALTH & COMMUNITY SERVICES - Trustee Czarnik 18. LIQUOR COMMISSION - Mayor Johnson Page 5 of 6

6 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 6 of 6

7 RESOLUTION NO. A RESOLUTION DETERMINING THE APPROPRIATENESS FOR CLASS 6B STATUS PURSUANT TO THE COOK COUNTY REAL PROPERTY CLASSIFICATION ORDINANCE AS AMENDED JULY 17, 2013 FOR CERTAIN REAL ESTATE LOCATED AT PAGNI DRIVE, ELK GROVE VILLAGE, ILLINOIS WHEREAS, the Village of Elk Grove Village desires to promote the development of industry in the Village of Elk Grove; and WHEREAS, the Cook County Assessor is operating under an ordinance enacted by the Cook County Board of Commissioners, and amended from time to time, the most recent amendment becoming effective as of July 17, 2013, which has instituted a program to encourage industrial and commercial development in Cook County known as the Cook County Real Property Classification Ordinance; and WHEREAS, in the case of abandoned property, if the municipality or the Mayor and Board of Trustees, finds that special circumstances justify finding that the property is "abandoned" for purpose of Class 6B, even though it has been vacant and unused for less than 24 months, that finding, along with the specification of the circumstances, shall be included in the resolution or ordinance supporting and consenting to the Class 6B application. Such resolution or ordinance shall be filed with the eligibility application. If the ordinance or resolution is that of a municipality, the approval of the Board of Commissioners of Cook County is required to validate such shortened period of qualifying abandonment, and a resolution to that effect shall be included with the Class 6B eligibility application filed with the Assessor; and WHEREAS, the Petitioner has applied for or is applying for Class 6B property status pursuant to said aforementioned ordinance for certain real estate located at Pagni Drive, in the Village of Elk Grove Village, Cook County, Illinois, with the Property Index Number , and has proven to this Board that such incentive provided for in said ordinance is necessary for development to occur on this specific real estate. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, Illinois: Section 1. That the request of the Petitioner to have certain real estate located at Pagni Drive, Elk Grove Village, Cook County, Illinois, identified by Property Index Number , declared eligible for Class 6B special circumstances status pursuant to the Cook County Real Property Classification Ordinance as amended July 17, 2013, is hereby granted in that this Board and the Village of Elk Grove Village, Illinois, has determined that the 1

8 incentive provided by the said Class 6B Tax Incentive Ordinance is necessary for the said development to occur on the subject property, legally described as follows: Lot 16 in Garlisch Subdivision Unit No. 14, being a Subdivision of part of the West ½ of the East ½ of Section 22, Township 41 North, Range 11 East of the Third Principal meridian, in Cook County, Illinois. Section 2: That the Special Circumstances as outlined by the petitioner are attached hereto as Exhibit "A" and made a part thereof. Section 3: That the Village of Elk Grove Village, Illinois hereby supports and consents to the Class 6B Application and approves the classification of the subject property as Class 6B property pursuant to the Cook County Real Property Classification Ordinance and the Class 6B tax incentives shall apply to the property identified as Permanent Real Estate Index Number Section 4: That the Mayor and Village Clerk are hereby authorized to sign any necessary documents to implement this Resolution subject to the petitioner completing the following conditions within twelve months of closing: a. Installation of new metal paneling b. New landscaping; c. Replace concrete drive and apron on east side of building according to ICRC standards; d. Redesign west side apron according to ICRC standards; e. Refurbish guard rail on east side of building and replace front walks. Section 5: That this Resolution shall be in full force and effect from and after its passage and approval according to law. VOTE: AYES: NAYS: ABSENT: PASSED this day of APPROVED this day of APPROVED: ATTEST: Mayor Craig B. Johnson Village of Elk Grove Village Judith M. Keegan, Village Clerk Class6B Pagni 2

9 RESOLUTION NO. A RESOLUTION AUTHORIZING THE MAYOR AND VILLAGE CLERK TO EXECUTE AN ADVANCED DEPOSIT AGREEMENT BETWEEN COMMONWEALTH EDISON COMPANY AND THE VILLAGE OF ELK GROVE VILLAGE NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, State of Illinois as follows: Section 1: That the Mayor be and is hereby authorized to sign the attached documents marked: ADVANCE DEPOSIT AGREEMENT a copy of which is attached hereto and made a part hereof as if fully set forth and the Village Clerk is authorized to attest said documents upon the signature of the Mayor. Section 2: That this Resolution shall be in full force and effect from and after its passage and approval according to law. VOTE: AYES: NAYS: ABSENT: PASSED this day of APPROVED this day of APPROVED: ATTEST: Mayor Craig B. Johnson Village of Elk Grove Village Judith M. Keegan, Village Clerk ComEdAdvanceDepositAgreement

10 WORKTASKNUMBER.: PL NUMBER: ADA NO.: NWA RIDER DE-DISTRIBUTION SYSTEM EXTENSIONS ADVANCE DEPOSIT AGREEMENT (ADA) COMMONWEALTH EDISON COMPANY, hereinafter referred to as the Company, and the following Depositor or Depositors, hereinafter referred to as the Depositors, DEPOSITOR 1: ELK GROVE VILLAGE LOCATED AT: 0 I 90, GOLF RD-600 FT W, ELK GROVE VIL, IL DO HEREBY AGREE ON THIS DATE 04/30/2016 as follows: 1. The Depositors herewith deposit with the Company, in advance, the total sum of $51,061.98, which is the amount by which the Company s estimated (Check total or prorata) x total / prorata cost of installed facilities needed to provide distribution capacity for standard service to a point adjacent to the property lines of the Depositors (the distribution system extension or extension ), as shown on the Exhibit A attached hereto, exceeds the cost of 250 feet of single-phase overhead line per Depositor, including any necessary delivery voltage transformer and its associated protective devices for each depositor. 2. If two or more Depositors are parties to this Agreement, such deposit is apportioned among them as follows: DEPOSITOR 1 $51, Such apportionment has been determined and agreed upon by such Depositors. 3. In consideration of such deposit, the Company will provide said extension in accordance with the requirements of 83 Illinois Administrative Code 410, Rider DE Distribution System Extensions ( Rider DE ), and the Company s standard policies and practices as they may be modified or superseded from time to time. The Company shall own such extension. 4. The Company shall make annual refunds for a period of up to ten years after the distribution extension to which this Agreement relates is energized and placed in service or until the amount of deposit is fully refunded, whichever occurs first, to the Depositors of the amount deposited in the following manner. a. By annually crediting to each Depositor 100% of the Distribution Facilities Charge (DFC) that the Company received from such Depositor based on the meter data used to register the quantities of the Company s service provided at the premises for which the deposit is made. 4. b. By crediting to the Depositors an amount equal to 100% (cumulatively in total of the annual DFC from the service provided to any additional customers who were not a party to this agreement and who are directly connected to the distribution system extension after such extension is energized and placed in service. If paragraph 2 is applicable, such credits for the DFC from the service provided to such additional customers will be made to the Depositors in the same proportions as the individual deposit amounts specified in this Agreement as compared to the sum of those individual deposit amounts except that (i) once an individual Depositor s deposit has been fully refunded, that Depositor s subsequent DFC will also be considered in the determination of annual refunds for other depositors thereafter, if any, in a manner similar to the approach described in this item 4b for additional customers and (ii) the additional refund amount that is attributed to the additional DFC from the customers added to the distribution system extension to which this Agreement relates and that of the individual Depositor that has received a full refund of its deposit, will be distributed to those remaining individual Depositors that have not yet received a full refund of their deposits, in the same proportions as the individual deposit amounts specified in this Agreement for those remaining Depositors as compared to the sum of those individual deposit amounts for those remaining Depositors (i.e. excluding the fully refunded individual deposit amount). c. If the deposit from paragraph 1 above is a prorata amount based only on the Depositor(s) expected demand load, all refunds will be made based solely upon the DFC from such Depositor(s). No additional refunds will be made based upon DFC from any additional customers who were not a party to this agreement and who are directly connected to the distribution system extension after such extension is energized and placed in service. d. If a Depositor moves from the service location covered by that Depositor s deposit, the Company will, unless otherwise notified by the execution of an Assignment of Agreement form, continue to make refunds to that Depositor on the basis of the annual DFC of the successor customer at the service location and any additional customers who are not a party to this

11 Agreement and are directly connected to the distribution system extension to which this Agreement relates. e. For purposes of this Section 4, DFC shall mean the Company s revenue received from the Depositor or such other additional customers that are not a party to this Agreement but are subsequently served from the distribution system extension to which this Agreement relates (collectively, customer(s) ) that is (or, in the case of customers served under a Company bundled service tariff, the portion of the Company s revenue received from the customer that would be) derived pursuant to the DFC assessed under Rate RDS or other successor rate to Rate RDS dealing with electric power and energy delivery services (as opposed to electric power and energy supply services). 5. Refunds shall in no event exceed the amount deposited and shall be made over a period not to exceed 120 months from the date the distribution system extension is completed, such date to be about 04/30/2026. If there is any portion of the deposit then unrefunded, it shall be retained by the Company. 6. Deposits shall not bear interest. 7. Any delays in or failure of performance by the Depositor(s) or the Company under this Agreement, other than payment of money according to the terms hereof, shall not constitute default under this Agreement if and to the extent such delays or failures of performance are caused by occurrences beyond the control of the Depositor(s) or the Company, as the case may be (herein, a force majeure ), including, but not limited to acts of God or the public enemy; expropriation or confiscation of facilities; compliance with any order or request of any governmental authority; act of war; rebellion or sabotage or damage resulting therefrom; fires, floods, explosions, accidents, riots, or strikes or other concerted acts of workers, equipment failures, or major maintenance outages, whether direct or indirect; or any causes, whether or not of the same class or kind as those specifically above named, which are not within the control of the Depositor(s) or the Company, respectively, and which by the exercise of reasonable diligence, the Depositor(s) or the Company are unable to prevent. 8. If a matter or item is addressed in Rider DE, as may be modified or superseded from time to time, but is not specifically addressed herein, the treatment of such matter or item as set forth in Rider DE shall apply. If a conflict exists or develops between the provisions of this Agreement and Rider DE, then the provisions of Rider DE shall prevail. This Agreement is void unless accepted within thirty (30) days from its date and is effective when accepted by the Depositors and approved by the Company ACCEPTED BY: Depositor ELK GROVE VILLAGE Signature: Acct. No.: Meter Nos.: 901 WELLINGTON AVE, ELK GROVE VILLAGE FOR THE COMPANY: Engineer/Representative: DAVID LOWRY Office/Phone No Approved by: MICHAEL WIDHALM CIPA AREA MANAGER Signature:

12 ORDINANCE NO. AN ORDINANCE AUTHORIZING THE ACCEPTANCE OF THE CONTRACT AND BY-LAWS DOCUMENT OF THE INTERGOVERNMENTAL PERSONNEL BENEFIT COOPERATIVE AND AUTHORIZING MEMBERSHIP IN THE IPBC BY A MUNICIPALITY WHEREAS, a number of Illinois municipalities and Sub-Pools have entered into an intergovernmental agreement and created the Intergovernmental Personnel Benefit Cooperative ( IPBC ); and WHEREAS, the IPBC has existed for several decades, and has provided benefit coverages for the officers and employees of many Illinois municipalities; and WHEREAS, Elk Grove Village wishes to become a Member of the IPBC; and WHEREAS, the obligation of membership requires the acceptance by the Corporate Authorities of the Contract and By-Laws document of the IPBC as an intergovernmental contractual obligation to which the Village will become bound; NOW, THEREFORE, BE IT ORDAINED by the Mayor and Board of Trustees of the Village of Elk Grove Village, Counties of Cook and DuPage, Illinois, in the exercise of its home rule powers, as follows: Section 1: Elk Grove Village, as of the starting date at which admission to membership was or is granted by the IPBC Board of Directors, shall become a Member of that intergovernmental cooperative. Section 2: The terms and conditions of that membership shall be such terms and conditions as were imposed by the Board of Directors of the IPBC in the acceptance motion, and the contractual obligations under the terms of the Contract and By-Laws of the IPBC as such document currently exists and as it may be amended in accordance with its terms. Elk Grove Village assumes such terms and conditions. 1

13 Section 3: The Mayor, or such other officer, as shall be authorized, is directed to execute any documents necessary to indicate the membership of the Village in the IPBC. Section 4: This Ordinance shall be in full force and effect upon its passage, approval and publication in pamphlet form, if required by law. VOTE: AYES: NAYS: ABSENT: PASSED this day of APPROVED this day of ATTEST: Mayor Craig B. Johnson Village of Elk Grove Village Judith M. Keegan, Village Clerk IPBCMembership_Ord 2