Village Board Meeting - December 17th, 2024

a. Consideration to approve the second quarter financial report ending October 31, 2024. (As part of the financial software system, staff has created quarterly financial reports comparing year to date numbers to the prior year. (The Director of Finance recommends approval.) b. Consideration of a request from Community Consolidated School District 59 to waive 2025 Alarm License Fees in the amount of $150. (It has been past practice of the Village Board to grant fee waivers to governmental and non-profit organizations. (The Deputy Finance Director recommends approval.) c. Consideration of a request to contribute dues to the Chicago Metropolitan Agency for Planning for Fiscal year 2025 in the amount of $1,423.51. (The Chicago Metropolitan Agency for Planning (CMAP) provides a regional approach toward the development of strategies pertaining to the growth in transportation, housing, economic development, and natural resources. (CMAP receives the majority of its funding through Federal sources which require a local match. (Adequate funds are budgeted in the General Fund.) d. Consideration of the following budget amendment related to the Fiscal Year 2024-25 Budget: • Amend the General Fund Budget in the amount of $5,000,000 to transfer to the Water Sewer 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.) e. Consideration of the following: • To award a professional services contract to Arthur J. Gallagher for the administration of the self-insured liability plan in the amount of $71,745.22; • To award a professional services contract to CCMSI for the administration of third party claims in the amount of $24,071.35; and • To approve the Liability Insurance Premiums submitted by Arthur J. Gallagher Risk Management Services (AJG) at a premium level as determined for the following coverage in the amount of $973,927.21: General Liability, Auto Liability, Public Officials Liability, Law Enforcement Liability, Property, Cyber, Environmental, and Fiduciary Pension Fund Insurance. (In September 2018, the Village joined the Suburban Liability Insurance Pool (SLIP) along with Buffalo Grove, Highland Park, and Hoffman Estates. (AJG solicited quotes and prepared a proposed insurance package for the policy period of December 31, 2024 to December 31, 2025. (AJG requested competitive bids to obtain optimal coverage at the lowest cost in the insurance market. (The Director of Finance recommends approval.) f. Consideration of a request for approval of the Closed Executive Session Minutes held on the following dates: October 24, 2023; November 14, 2023; December 12, 2023; January 9, 2024; January 23, 2024; February 9, 2024; February 27, 2024; March 12, 2024; March 19, 2024; March 26, 2024; April 9, 2024; April 23, 2024; May 14, 2024; May 28, 2024; June 18, 2024; July 16, 2024; August 13, 2024; September 10, 2024; September 24, 2024; October 8, 2024; October 22, 2024; and November 19, 2024. (This item requests Village Board approval for the subject minutes to be approved for the file.) g. Consideration to award professional service contracts to Accela, Inc. of San Ramon, CA for the following: • Migration of Accela on-premise services to Accela cloud-based services in the amount of $80,500; and • Maintenance and service of the software for a three (3) year period in the amount of $240,709.69. (In 2011, the Village Board awarded a contract to Accela, Inc. of San Ramon, CA for the development and implementation of new permit and inspection software. (Accela, Inc. will no longer support our on-premise services starting in 2026 which requires the Village to migrate to their cloud-based services. (The new contract period is from December 18, 2024 through December 18, 2027. (The contract amount reflects an incremental increase each year. (Funds will be budgeted for FY 2026 to cover the migration to cloud-based services and the first two (2) years of service. (The Director of Community Development recommends approval.) h. Consideration to award a professional services contract to Vertexone Brand of Houston, TX for support and maintenance of the WaterSmart software in the amount not to exceed $28,140.75 from the Water & Sewer Fund. (The Village originally awarded a contract to Vertexone Brand of Houston, TX for support and maintenance of the WaterSmart software on January 21, 2021. (The contract includes an online portal that allows Village residents and businesses to view their water usage and access an online payment system. Throughout the contract term, Vertex will provide continuous support and maintenance for the portal. (This $28,140.75 contract will cover a one-year renewal period of January 1, 2025 through December 31, 2025. (Funds have been budgeted in the Water & Sewer Fund. (The Director of Public Works recommends approval) i. Consideration to award a professional services contract to OpenGov Inc. of San Francisco, CA for support and maintenance of the Cartegraph OMS (Operations Management System) covering a three-year period for a total amount not to exceed $210,642.79 split between the Public Works General and Water & Sewer Funds. (The Village originally purchased the Cartegraph OMS (Operations Management System) software suite from Cartegraph Systems in April 2020. (Since the original adoption the Public Works Department has adopted use of the system across the Department to manage Village-wide assets and task management. (This $210,642.79 contract will be paid out over a three-year period from January 1, 2025 through December 31, 2027, with an annual expenditure of approximately $70,214 per year. (Funds have been budgeted in the Public Works General Fund (50%) and Water & Sewer Fund (50%). (The Director of Public Works recommends approval of this three-year contract.) j. Consideration to award a professional services contract to CivicPlus of Manhattan, KS for support and maintenance of the SeeClickFix Pro CRM software in the amount not to exceed $35,284.41 split between the General Fund and Water & Sewer Fund. (The Village originally purchased the SeeClickFix Pro CRM (Customer Relationship Management) software from CivicPlus in January 2022. (This $35,284.41 contract will cover a one year renewal period of January 1, 2025 through December 31, 2025. (Funds have been budgeted in the General Fund (50%) and Water & Sewer Fund (50%). (The Director of Public Works recommends approval.) k. Consideration to waive the formal bidding process and award a purchase contract to K- Tech Specialty Products of Ashley, IN for the purchase of up to 43,500 gallons of winter de-icing liquid “Beet Heet Super Severe” in an amount not to exceed $74,820. (The Public Works Department has been utilizing a product called “Beet Heet Super Severe” concentrate as its preferred winter de-icing liquid during the last several winter seasons. (During the 2020/2021 winter season, the Public Works Department began a full anti- icing program, which included applying Beet Heet concentrate to roads prior to a winter event to make it more difficult for snow and ice to adhere to roads. (This pre-treatment program reduced the use of rock salt during winter maintenance operations. (K-Tech is the sole source provider for the Beet Heet blend. (Funds are available in the General Fund. (The Director of Public Works recommends approval.) l. Consideration to award a professional services contract to Alvarez and Associates of Chicago, IL to provide strategic consulting and advocacy services to the Village in consulting with Cook County and other local agencies for the 2025 calendar year in the amount of $48,000. (The contract provides for Alvarez & Associates to assist with legislative monitoring and advocacy in matters involving Cook County and other local agencies, as well as to help identify and secure grants for critical Village infrastructure projects. (The Village Attorney recommends approval.) m. Consideration to award a professional construction engineering services contract to Michael Baker International of Chicago, IL to provide the necessary construction engineering services for the Wellington Avenue & Leicester Road over Lake Cosman culvert improvement project in the amount of $349,656 from the Capital Project Fund. (Michael Baker International submitted a proposal to provide the necessary construction engineering services for the Wellington Avenue & Leicester Road over Lake Cosman culvert improvement project. (This project will include the removal and replacement of the Wellington Avenue and Leicester Road culverts, water main, the adjacent roadway pavement, sidewalks, and other related work. (Michael Baker International is a reputable construction engineering service provider and is providing a resident engineer with a strong track record and over twenty (20) years of experience. (Adequate funds are available in the Capital Projects Fund. (The Director of Public Works recommends approval.) n. Consideration to award a professional services contract to Engineering Enterprises, Inc. of Sugar Grove, IL in the amount of $1,098,740 for construction engineering services for the pedestrian bridge across Arlington Heights Road from the Arlington-Higgins Redevelopment Fund. (A proposal for construction engineering services was solicited from Engineering Enterprises, Inc. of Sugar Grove, IL for construction oversight and documentation of the new pedestrian bridge across Arlington Heights Road, approximately 700 feet south of Higgins Road. (Engineering Enterprises, Inc. successfully assisted the Village with the design of the bridge, as well as other engineering design plans. (Adequate funds are budgeted and available in the Arlington-Higgins Redevelopment Fund. (The Director of Public Works recommends approval.) o. Consideration to award a construction contract to Lorig Construction Company of Des Plaines, IL for the Arlington Heights Road Pedestrian Bridge Project in an amount not to exceed $8,370,340 from the Arlington-Higgins Redevelopment Fund. (On Thursday, December 5, 2024, the Village opened sealed bids for the Arlington Heights Road Pedestrian Bridge Project. (The lowest responsive and responsible bid was received from Lorig Construction Company of Des Plaines, IL in the amount of $8,370,339.75. (Funds are budgeted and available in the Arlington-Higgins Redevelopment Fund. (The Director of Public Works recommends approval.) p. Consideration to remove and replace Ordinance No. 3872 amending Title 5, Chapter 3-1 and Chapter 3-2 of the Fire Prevention Code of the Municipal Code of the Village of Elk Grove Village with Ordinance No. 3877. (This Ordinance supersedes Ordinance No. 3872 by incorporating a few minor technical and grammatical changes. (The adopted codes provide standardized regulations which are adopted by local governments for application within their communities. (The Director of Community Development recommends approval.) q. Consideration to adopt the following: • Ordinance No. 3878 authorizing the Levy and Collection of Taxes for the Corporate and Municipal purposes of the Village of Elk Grove Village for the Fiscal Year beginning May 1, 2025, and ending April 30, 2026; and • Ordinance No. 3879 abating a portion of the 2024 Property Taxes levied for certain taxable General Obligation Bonds, Series 2017, of the Village of Elk Grove Village; and • Ordinance No. 3880 abating a portion of the 2024 Property Taxes levied for certain taxable General Obligation Bonds, Series 2017A, of the Village of Elk Grove Village; and • Ordinance No. 3881 abating a portion of the 2024 Property Taxes levied for certain taxable General Obligation Bonds, Series 2021, of the Village of Elk Grove Village. (The determination was included on the November consent agenda. (The 2024 Tax Levy will be collected in FY 2025-26. (The Village portion of the tax levy will decrease by 1.8%. (The Library portion tax levy increased by 4.2%. (The Director of Finance recommends approval.) r. Consideration to adopt Ordinance No. 3882 amending the Position Classification and Salary Plan of the Village of Elk Grove Village (Administrative Specialist-Fire Department; Administrative Specialist-Village Manager's Office; Deputy Fire Chief-Fire Department; and Police Records Analyst-Police Department). (This Ordinance removes one (1) Deputy Fire Chief in the Fire Department, removes (1) Administrative Specialist in the Fire Department and reassigns that position to the Village Manager's Office, removes one (1) Police Records Assistant in the Police Department and replaces it with one (1) Police Records Analyst in the Police Department.) s. Consideration to adopt Resolution No. 78-24 authorizing the Mayor and Village Clerk to execute a renewal of the 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 $192,258.60 from the BLF Fund. (The renewal provides for a one-year extension of the service agreement with MGP that will run from January 1, 2025 to December 31, 2025, and can be terminated at any time with 90 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 forty-seven (47) 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 a GIS Site Analyst 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 Director of Public Works recommends approval.) t. Consideration to adopt Resolution No. 79-24 authorizing the Mayor to execute a Joint Agreement between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village, and appropriate funds for construction engineering and construction match for the resurfacing of Landmeier Road from approximately 865 ft west of Busse Road to approximately 50 feet east of Cambridge Drive, not including the intersection of Busse Road and Landmeier Road project in the amount of $495,944.46 from the Busse- Elmhurst Redevelopment Fund. (The Village has secured funding for the Landmeier Road at Busse Road Intersection Improvement project through the Federal Highway Administration's Surface Transportation Program (STP) in the amount of $1,124,831. (The Joint Agreement for the Landmeier Road at Busse Road Intersection Improvement project must be executed by and between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village. (The Agreement provides funding for construction for the proposed roadway construction project. (A resolution appropriating funds for the full construction engineering and construction match costs ($495,944.46) must be adopted by the Village as a function of the execution of this Agreement. (Adequate funds are budgeted and available in the Busse-Elmhurst Redevelopment Fund. (The Director of Public Works recommends approval.) u. Consideration to adopt Resolution No. 80-24 authorizing the Mayor to execute a Joint Agreement between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village, and appropriate funds for construction engineering and construction match for the reconstruction of Tonne Road from Touhy Avenue/Elk Grove Boulevard to Landmeier Road project in the amount of $6,065,318 from the Capital Projects Fund. (The Village has secured funding for the Tonne Road Improvement project through the Federal Highway Administration's Surface Transportation Program (STP) in the amount of $3,500,000. (The Village has secured funding for the Tonne Road Improvement project through the Federal Highway Administration's Highway Safety Improvement Program (HSIP) in the amount of $1,853,184. (The Village has secured funding for the Tonne Road Improvement project through the Congressionally Directed Spending Program (CDS aka CPF) in the amount of $500,000. (The Joint Agreement for the Tonne Road Improvement project must be executed by and between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village. (The Agreement provides funding for construction for the proposed roadway construction project. (A resolution appropriating funds for the full construction engineering and construction match costs ($6,065,318) must be adopted by the Village as a function of the execution of this Agreement. (Adequate funds are budgeted and available in the Capital Projects Fund and Business Leaders Forum Fund. (The Director of Public Works recommends approval.) v. Consideration to adopt Resolution No. 81-24 authorizing the Mayor to execute an Intergovernmental Agreement with the County of Cook and the Village of Elk Grove Village for the reconstruction and maintenance of the Meacham Road Bridge and associated side path. (The proposed Intergovernmental Agreement (IGA) between the County of Cook and the Village of Elk Grove Village outlines the design, construction, and maintenance responsibilities for the Meacham Road Bridge and associated side path, which is being reconstructed by the County. (The proposed improvements will be constructed at no cost to the Village. (The Village agrees to maintain the new eight-foot wide concrete side path along the east side of Meacham Road. (The Director of Public Works recommends approval.) w. Consideration to adopt Resolution No. 82-24 to increase the appropriated funds to the Illinois Department of Transportation (IDOT) for the construction costs and construction match for the Wellington Avenue & Leicester Road Over Lake Cosman Culvert Improvement project in the amount of $470,271.40 for a total appropriated amount of $1,238,271.40. (On September 24, 2024, the Village Board approved a Joint Construction Agreement for the Wellington Avenue & Leicester Road Over Lake Cosman Culvert Improvement project between the Illinois Department of Transportation (IDOT) and the Village of Elk Grove Village. (As part of the Joint Construction Agreement, a resolution appropriating funds for the construction match was adopted by the Village. The total amount of funds appropriated by the Village was $768,000. (The lowest and responsive bid was submitted by Martam Construction Incorporated in the amount of $4,310,271.40, which was $470,271.40 more than the Engineer's estimate, bringing the total funds appropriated by the Village to $1,238,271.40. (Funds for the project are available in the Capital Projects Fund. (The Director of Public Works recommends approval.) x. Consideration to adopt Resolution No. 83-24 authorizing the Mayor and Village Clerk to execute a purchase and sale agreement between the Village of Elk Grove and Founders Asset Management, LLC (1650 Howard Street). (This property is being purchased for potential use for municipal purposes and/or future redevelopment. (There are no plans for redevelopment at this time.) y. Consideration to adopt Resolution No. 84-24 authorizing the Village Manager and Village Clerk to execute a Third Amendment to the Lease Termination Agreement with Mixx Hair Salon (53-55 Turner Avenue). (Adoption of this agreement amends the terms related to the early lease termination by Mixx Hair Salon previously adopted on April 11, 2024, as well as the First Amendment on September 24, 2024, and Second Amendment on November 19, 2024. (Due to permitting issues related to the tenant's relocation, the lease termination will be extended to January 3, 2025.) z. Consideration to adopt Resolution No. 85-24 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 1982 Lunt Avenue. (The Law Offices of Liston & Tsantilis, on behalf of their client C4T Properties, (Applicant) is seeking a Cook County Class 6B property tax exemption for property located at 1982 Lunt Avenue. (The Applicant, also known as Core4 Technologies, is the owner and occupant of the 15,000 square foot building. The Applicant is a manufacturers’ representative agency, which specializes in electrical, lighting, networking, security, and industrial products. (Core4 Technologies. needs more space to fit its growth plans. This facility will have two to three new full-time employees. (The Applicant will refurbish the building to increase its functionality and improve the interior, as well as the exterior aesthetics, at an estimated cost of $50,000. (Improvements include a new façade, a new garage door, resurfacing and striping of the parking lot, roof repairs, repairing the fence and updating with privacy slats. The Applicant will also clean out the rear drainage ditch. (The eligibility requirements for 6B status are new construction, substantial rehabilitation or buildings that have been vacant for a period of time. This site qualifies as it includes a purchase for value with a vacancy less than twelve continuous months, special circumstances, and substantial 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 & 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 on the Applicant completing the improvements stated in their application. (The Director of Business Development & Marketing recommends issuing a Letter of Receipt.)

a. Sustainability Plan