2014-09-22 - Village Board Committee of the Whole - Agenda Packet VILLAGE OF VILLAGE OF
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BUFFALO GROVEKIP
6
Fifty Raupp Blvd
Buffalo Grove,IL 60089-2196
Phone 847-459-2500
Fax 847-459-0332
Village Clerk
Janet M.Sirabian
STATE OF ILLINOIS ) ss.
COUNTY OF COOK )
CERTIFICATE
I,Janet M. Sirabian, certify that I am the duly elected and acting Village Clerk of the Village of
Buffalo Grove, Cook and Lake Counties, Illinois. I further certify that the attached meeting
notice and agenda were posted inside the Agenda Board located outside the front door of the
Buffalo Grove Village Hall, 50 Raupp Boulevard, Buffalo Grove, Illinois at 11:00, A.M. on Friday,
September 19, 2014 and thereafter were continuously viewable from the outside until said
meeting and further were posted on the Village of Buffalo Grove's website for the purpose of
compliance with the Open Meetings Act.
Dated at Buffalo Grove, Illinois, this 19th day of September, 2014.
Vi age Clerk
C 'JUL^ /60444-41k___
By
a
VILLAGOF Fifty Raupp Blvd
Meeting of the Village of Buffalo Grove Buffalo Grove, IL 60089-2100
sa
o 6reur Board of Trustees Phone:847-459-2500
rouc
• Committee of the Whole
September 22, 2014 at 6:00 PM
1. Welcome
2. Discussion
A. Capital Improvement Plan
B. Pay for Performance
C. Tax Levy Recommendation
D.Administrative Adjudication
E. Sunset Provision on Utility and Home Rule Sales Taxes
F. Pavement Life Cycle Discussion
G.Water Service Repairs
H. Performance Contracting
I. Economic Development Plan Update
3. Executive Session
None.
4. Adjournment
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Ac( requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or participate
in this meeting or have questions about the accessibility of the meeting or facilitie4 contact the ADA
Coordinator at 459-2525 to allow the Village to make reasonable accommodations for those persona
Village Board of Trustees-Agenda Page 1
•
Meeting of the Village of Buffalo Grove Fifty Raupp Blvd
Buffalo Grove, I L 60089-2100
Board of Trustees Phone:847-459-2500
Committee of the Whole
September 22, 2014 at 6:00 PM
1. Welcome
2. Discussion
A. Capital Improvement Plan [GO TO]
B. Pay for Performance [GO TO]
C. Tax Levy Recommendation [GO TO]
D. Administrative Adjudication [GO TO]
E. Sunset Provision on Utility and Home Rule Sales Taxes [GO TO]
F. Pavement Life Cycle Discussion [GO TO]
G. Water Service Repairs [GO TO]
H. Performance Contracting [GO TO]
I. Economic Development Plan Update [GO TO]
3. Executive Session
4. Adjournment
The Village of Buffalo Grove,in compliance with the Americans with Disabilities Act,requests that persons with disabilities, who require certain
accommodations to allow them to observe and/or participate in this meeting or have questions about the accessibility of the meeting or facilities, contact
the ADA Coordinator at 459-2525 to allow the Village to make reasonable accommodations for those persons.
Capital Improvement Plan 2-A
Overview
Staff will present a review of the CIP requests received as part of the 2015-2019 Capital Improvement Plan.
Attachments
Trustee Liaison Staff Contact
Trustee Stein Michael K Skibbe,Public Works
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TO: DANE C. BRAGG, VILLAGE MANAGER
FROM: MICHAEL K. SKIBBE, DEPUTY DIRECTOR OF PUBLIC WORKS
SUBJECT: 2015-2019 CIP PLANNING DOCUMENT
DATE: 9/18/2014
CC: SCOTT D. ANDERSON
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
The attached 2015-2019 Capital Improvement Plan: 2015 Budget Cycle Preliminary Requests
document contains all projects identified as part of the update of the Village's Capital
Improvement Plan for the five-year period beginning January 1, 2015 and ending December
31, 2019. Pending Village Board approval, those projects identified for FY2015 will be
incorporated into the upcoming annual operating budget and will be reviewed again during
the formal budget presentation. The Capital Improvement Plan is intended to be a decision-
making tool for both staff and the Village Board to weigh the operational need for capital
requests against the ability of the Village to finance those projects. The Board's approval of
the CIP does not authorize spending until those projects are (1) approved for the current
year's budget (2) authorization is provided to staff to formally bid the project (3) the board
approves the bid (4) the bid is consistent with the budget and identified funding revenue is
available at the time of award.
Staff Review Process
Staff has reviewed each submittal. As a part of the review, each project is evaluated using a
CIP Evaluation Form (see attachment). The evaluation form measures, through numerical
ranking, the merits of a project relative to specific criteria. The sum of the individual scores is
then posted to establish a priority rating.
The highest possible score for any specific project would be 26. There are thirteen different
criteria upon which a project is reviewed. The intent of the grade is to provide a decision
guide for prioritizing projects. However, higher graded projects can still be deferred in lieu of
lower graded projects as outside factors like project timing and the most efficient use of
dollars in any given fiscal year ultimately drive final decisions within the budget cycle. Every
year each individual project is revisited and changes in priority made, as conditions warrant,
that reflect the current environment. In addition, the process will include a mid-year status
evaluation of each approved budgeted project in order to gauge construction progress and it
shall also serve to initiate the cycle for the next five-year program update.
Although 24 CIP requests were received for the 2015-2019 planning period, staff has elected
to place two projects on hold. The Public Service Center Expansion ($4,227,275) was not
Page 1 of 6
included in the planning document, while the Police Headquarter Jail Interlock Upgrade was
pushed back to FY2016.
Thus, there are a total of 22 projects noted over the plan period which include FY2015
expenditures. 19 of those are either a carry-over with a revised scope of work or continuation
from prior years, but 3 are new projects:
Carpet Capital Replacement Projects
HVAC BAS Implementation
Public Service Center Office Improvements
All projects identified for FY 2015 total $12,063,362 and are divided into six categories.
Buildings and Grounds Improvements
There are 6 projects in this category totaling $665,452 for FY2015. The Municipal Parking
Facility Maintenance program is ongoing, with a revised scope for FY2015 covering planned
maintenance at the Fire Station 425, Metra, both golf courses, Police, and the well house sites
1, 2, 6, and 7. The Replacement Antenna Tower at Fire Station 427 would replace a tower
that is undersized for the type and number of antennas currently needed.
While 2014 was the first year of implementation of a funding plan for Roof Capital
Replacement Projects, 2015 will be the first year of a similar long range plan for carpet
replacements under the Carpet Capital Replacement Projects item.
Also new for 2015 is a plan to upgrade controls and building automation systems within the
HVAC BAS Implementation project.
Finally, Public Service Center Office Improvements are planned to address the purchase and
installation of service counters for PW Operations on the first floor and PW Engineering and
Administration on the second level. New furniture and several pieces of fitness equipment
would also be purchased for the lower level training room and fitness area.
Emerald Ash Barer Response
The emergence of the Emerald Ash Borer in Buffalo Grove has necessitated a CIP program
which was originally funded in FY2013. To date, nearly 4,000 Ash trees have been removed
in-house and through an outside contractor. Approximately 3,000 Ash trees remain in the
Village's urban forest and this program will continue to address removal and replacement of
these trees. $1,500,000 is programmed in FY2015.
Street, Sidewalk & Bikepa.th Maintenance
Street maintenance and construction improvement programs total $5,907,000. One project is
the ongoing Annual Sidewalk/Bike Path Maintenance program. Work also continues on the
Weiland Road/ Prairie Road Street Improvement that will be reimbursed for 83% of eligible
Page 2 of 6
expenditures by the Lake County Department of Transportation. The Raupp Bridge
Reconstruction is planned for the 2015 construction season. Finally, in order to continue right
of way improvements to the Dundee Road Corridor, funding is being programmed for planted
median improvements over the next 5 years.
Within the Motor Fuel Tax Fund, the projects involve traditional maintenance and
rehabilitation of local streets based upon a defined service life that is designed to maintain
quality surface conditions and avoid more significant roadway rebuilds that would be the
result of pushing the maintenance schedules out further in time. The majority of work to be
performed during the 2015 construction season will be for the rehabilitation of street surface
and curb/gutter along various identified local streets. Those streets identified for work in
FY2015 are noted in the summary sheet for this category in the planning document. The
Annual Street Maintenance program is traditionally covered by the Village's percentage of
the State's Motor Fuel Tax, bond proceeds, and a portion of home rule sales tax.
Storm .t Management
In 2013 a program was introduced in the CIP to set up ongoing maintenance for the Village's
Storm Water System. Defects which are identified through our annual sewer televising
program are prioritized and scheduled for repair either through in-house PW staff or through
outside contractual assistance. Streambank stabilization activities are also included within
this CIP item. $200,000 is requested to be budgeted for FY2015.
Unlike the Water and Sewer Fund, the storm sewer system does not have a direct revenue
stream to fund these repairs. Significant financial planning will be necessary to address this
network as infrastructure continues to age. One possible alternative is to establish a Storm
Water Utility Fee within the Village.
Technology
Technology was a new category in the 2014 CIP planning document and continues to
recognize the Village's key goal of utilizing technology to provide efficient service in the
most cost effective means possible.
PW is also requesting funding for Public Works Software/Database Upgrades. Due to the
decreased size of an already lean Public Works Department, efficiencies in daily activities
need to be realized. The current Lotus Notes system of non-integrated databases is inefficient
because the same data is being entered multiple times in multiple locations. A software/
database upgrade from a company specializing in Public Works Computerized Maintenance
Management Systems (CMMS) would allow the technology to streamline processes for
everyone from the Resident looking to submit a service request, to a PW employee closing
out work orders, to a Supervisor tracking unit costs on the back end. The FY2015 cost would
be $126,970 for software, server, and hardware updates necessary for implementation.
The Village joined the GIS Consortium in 2013 and this program continues to be planned
within the CIP. Key expenditures for FY2014 included a vector flyover which will improve
accuracy of the Village's map system and set the groundwork for programs such as a Storm
Page 3 of 6
Water Utility Fee. To continue the base map dataset build out, a LiDAR flyover is planned
for FY2015 which will provide topographic data for the whole Village.
.ter Main . Sanitary Sewer Systems
Within the Water and Sewer system, projects total $3,461,000. Raupp Lift Station and
Camelot Lift Station rehabilitation projects are under engineering design and will move into
construction in FY2015. The total for the Lift Station Repair & Rehabilitation program is
$861,000 for 2014.
The other component of the Water and Sewer system requests includes Pump House Repairs
and Security Improvements and SCADA Improvements at $550,000 and $200,000
respectively. The Pump House Repairs and Security Improvements portion was begun in
FY2014 but construction and expenditures are planned to continue through FY2015 and are
programmed as such.
Finally in this category, $1,000,000 is requested for the ongoing Villagewide Water Main
Replacement program. Several water main rehabilitation projects have been on hold while
revenues were allowed to catch up following the water rate increase in FY2013. The priority
locations scheduled for FY2015 are proposed to use cutting edge water main lining
rehabilitation through the use of cured in place pipe (CIPP). The use of CIPP will reduce the
amount of money spent engineering the project up front, minimize the disturbance of the
neighborhood compared to open trench replacement, and provide a comparable service life to
new ductile iron pipe replacement.
CIP Planning Document
Included in the 2015-2019 CIP documents are tables that establish a historical reference point
on the progress of identified projects by showing the past five years of expenditures for each
program. In order to maintain adequate perspective on total project costs, projects requiring
multi-year funding are noted and the total estimated project costs through completion will be
listed along with the estimated costs to be incurred for the specific year. This shall not apply
to multi-year programs that have a different annual work element defined by specific
organizational needs, such as the maintenance projects.
The CIP Request Summary Table below shows totals by fiscal period for each proposed
project. The five-year summary shows that $45,041,615 is projected for Village capital
improvements through FY2019.
Page 4 of 6
2015 Budget Cycle
CIP Request Summary
2015 2016 2017 2018 2019
Buildings and Grounds Improvements
Carpet Capital Replacement Projects $32,452 $134,143 $76,895 $107,674 -
HVAC BAS Implementation $330,000 $330,000 $330,000 $330,000 $330,000
Municipal Parking Facility Maintenance $125,000 $125,000 $110,000 $90,000 $100,000
Public Service Center Office Improvements $80,000 - - - -
Replacement Antenna Tower FS#27 $26,000 - - - -
Roof Capital Replacement Projects $72,000 $156,000 $130,000 $300,000 $200,000
Subtotal $665,452 $745,143 $646,895 $827,674 $630,000
Emerald Ash Borer Response
EAB Ash Tree Replacement Program $1,500,000 $350,000 - - -
Subtotal $1,500,000 $350,000 $0 $0 $0
Street,Sidewalk&Bikepath Maintenance
Annual Street Maintenance $5,010,000 $5,000,000 $5,000,000 $5,000,000 $5,000,000
Dundee Road Median Improvements $40,000 $40,000 $40,000 $40,000 $40,000
Dundee Road Streetscape Improvement $90,000 - - - -
Raupp Bridge Reconstruction $392,000 - - - -
Annual Sidewalk/Bike Path Maintenance $325,000 $325,000 $325,000 $325,000 $325,000
Weiland Road/Lake Cook Road Improvements $50,000 $500,000 $500,000 $500,000 -
Subtotal $5,907,000 $5,865,000 $5,865,000 $5,865,000 $5,365,000
Storm Water Management
Storm Water System Upgrades and Repairs $200,000 $150,000 $150,000 $150,000 $150,000
Subtotal $200,000 $150,000 $150,000 $150,000 $150,000
Technology
Police HeadquarterJail Interlock Upgrade - $27,341 - - -
GIS Consortium $202,940 $183,032 $187,310 $192,566 $197,832
Public Works Software $126,970 $33,940 $38,840 $38,840 $38,840
Subtotal $373,440 $350,373 $237,310 $242,566 $247,832
Water Main&Sanitary Sewer Systems
Lift Station Repair&Rehabilitation $861,000 $530,000 $300,000 $300,000 $300,000
Pump House Repairs&Security Improvements $550,000 $220,000 $110,000 $110,000 $110,000
Scada Improvements $200,000 $100,000 $60,000 $20,000 $20,000
Villagewide Sanitary Sewer Replacement $850,000 $750,000 $100,000 $700,000 $100,000
Villagewide Water Main Replacement $1,000,000 - $700,000 - $750,000
Subtotal $3,461,000 $1,600,000 $1,270,000 $1,130,000 $1,280,000
Total $12,063,362 $8,954,456 $8,158,045 $8,204,080 $7,661,672
Grand Total 2015-2019 $45,041,615
Page 5 of 6
In closing, the Capital Improvement Plan will be presented for review, comment and
consideration by the President and Board of Trustees at the Committee of the Whole meeting
on Monday, September 22, 2014. Ideally, the Village Board will authorize staff to move
forward for formal acceptance of the plan update at a future Village Board Meeting in order to
permit integration of those first-year projects into the FY2015 budgets.
,'Ood:4
Michael K. Skibbe
Deputy Director of Public Works
Page 6 of 6
9/18/2014
2015-2019 Capital Improvement Plan
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2015 Budget Cycle
Preliminary Requests
VILLAGE OF BUFFALO GROVE
Public Works Department
Mike Skibbe, Deputy Director
Village of Buffalo Grove 1 2015-2019 CIP Planning Document
Table of Contents
Tableof Contents ..........................................................................................................................................................2
Capital Improvement Request Summary.......................................................................................................................3
Buildings&Grounds Improvements..............................................................................................................................4
Carpet Capital Replacement Projects........................................................................................................................6
HVACBAS Implementation.......................................................................................................................................7
Municipal Parking Facility Maintenance...................................................................................................................8
Public Service Center Office Improvements..............................................................................................................9
Replacement Antenna Tower—Fire Station 27 ......................................................................................................10
Roof Capital Replacement Projects.........................................................................................................................11
EmeraldAsh Borer Response.......................................................................................................................................12
EAB Ash Tree Replacement Program......................................................................................................................13
Street,Sidewalk& Bikepath Maintenance..................................................................................................................14
Annual Street Maintenance....................................................................................................................................15
Dundee Road Median Improvements.....................................................................................................................16
Dundee Road Streetscape Improvement................................................................................................................17
Raupp Boulevard Bridge Reconstruction ................................................................................................................18
Annual Sidewalk/Bike Path Maintenance...............................................................................................................19
Weiland Road/Prairie Road/Lake Cook Road Improvement...................................................................................20
StormSewer System....................................................................................................................................................21
Storm Water System Upgrades and Repairs...........................................................................................................22
Technology..................................................................................................................................................................23
Police Headquarters Jail Interlock Upgrade............................................................................................................24
GISConsortium........................................................................................................................................................25
Public Works Software/Database Upgrades...........................................................................................................26
Water Main&Sanitary Sewer Systems.......................................................................................................................27
Lift Station Repair&Rehabilitation Program..........................................................................................................28
Pump House&Security Improvements..................................................................................................................29
SCADAImprovements.............................................................................................................................................30
Villagewide Sanitary Sewer Replacement Program................................................................................................31
Villagewide Water Main Replacement Program.....................................................................................................32
CriteriaList and Scoring Matrix...................................................................................................................................33
Village of Buffalo Grove 2 2015-2019 CIP Planning Document
Capital Improvement Request Summary
The Capital Improvement Plan (CIP) is intended to be a decision-making tool for the Village Board and staff. The
operational need for capital expenditures must be weighed against the ability of the Village to finance these
projects. Capital improvement projects represent the equipment and infrastructure resources that all
municipalities need to provide resident and business services and generally provide future benefits with long
service life. A capital expenditure is incurred when the Village spends money to buy fixed assets or add value to an
existing fixed asset.
The Village Board's approval of the CIP does not authorize spending on the included projects. Each project must
still be accepted for the current year's budget. Projects must then go through the procurement process including
Board authorization to bid and Board award of bid. This insures that the project remains consistent with the
budget and that identified funding is available at the time of award.
Staff has reviewed each project and evaluated the project using the CIP Evaluation Form (see attachment). The
evaluation form measures, numerically, the merits of the project based on specific criteria. The sum of the
individual scores is then used to establish a priority rating. The highest possible score is 26. There are thirteen
criteria used to review projects. Each project is revisited yearly and changes in priority are made as current
conditions warrant. In addition, the process includes a mid-year status evaluation of each approved budgeted
project in order to gauge construction progress and initiate the cycle for the next five-year program update.
The proposed capital projects have no significant financial impact on current and future years' operating budgets.
Any additional maintenance will be minimal and there are no anticipated savings or revenues expected to result
from these projects. The non-financial impacts of these projects include improved access to bike paths, safer
streets, improved aesthetics, and improved customer service for residents. Projects identified for FY 2015 total
$12,063,362 and fall under six categories. The following chart illustrates each category's percentage as it relates to
funding the capital program for FY 2015.
2015 Capital Project Request by Category
Buildings and
Grounds
5°%
Technology` II
3%
Storm Sewer
System
2°%
Village of Buffalo Grove 3 2015-2019 CIP Planning Document
2015-2019 Capital Project Request Summary Table
2015 2016 2017 2018 2019
Buildings and Grounds Improvements
Carpet Capital Replacement Projects $32,452 $134,143 $76,895 $107,674 -
HVAC BAS Implementation $330,000 $330,000 $330,000 $330,000 $330,000
Municipal Parking Facility Maintenance $125,000 $125,000 $110,000 $90,000 $100,000
Public Service Center Office Improvements $80,000 - - - -
Replacement Antenna Tower FS#27 $26,000 - - - -
Roof Capital Replacement Projects $72,000 $156,000 $130,000 $300,000 $200,000
Subtotal $665,452 $745,143 $646,895 $827,674 $630,000
Emerald Ash Borer Response
EAB Ash Tree Replacement Program $1,500,000 $350,000 - - -
Subtotal $1,500,000 $350,000 $0 $0 $0
Street,Sidewalk&Bikepath Maintenance
Annual Street Maintenance $5,010,000 $5,000,000 $5,000,000 $5,000,000 $5,000,000
Dundee Road Median Improvements $40,000 $40,000 $40,000 $40,000 $40,000
Dundee Road Streetscape Improvement $90,000 - - - -
Raupp Bridge Reconstruction $392,000 - - - -
Annual Sidewalk/Bike Path Maintenance $325,000 $325,000 $325,000 $325,000 $325,000
Weiland Road/Lake Cook Road Improvements $50,000 $500,000 $500,000 $500,000 -
Subtotal $5,907,000 $5,865,000 $5,865,000 $5,865,000 $5,365,000
Storm Water Management
Storm Water System Upgrades and Repairs $200,000 $150,000 $150,000 $150,000 $150,000
Subtotal $200,000 $150,000 $150,000 $150,000 $150,000
Technology
Police HeadquarterJail Interlock Upgrade - $27,341 - - -
GIS Consortium $202,940 $183,032 $187,310 $192,566 $197,832
Public Works Software $126,970 $33,940 $38,840 $38,840 $38,840
Subtotal $329,910 $244,313 $226,150 $231,406 $236,672
Water Main&Sanitary Sewer Systems
Lift Station Repair&Rehabilitation $861,000 $530,000 $300,000 $300,000 $300,000
Pump House Repairs&Security Improvements $550,000 $220,000 $110,000 $110,000 $110,000
Scada Improvements $200,000 $100,000 $60,000 $20,000 $20,000
Villagewide Sanitary Sewer Replacement $850,000 $750,000 $100,000 $700,000 $100,000
Villagewide Water Main Replacement $1,000,000 - $700,000 - $750,000
Subtotal $3,461,000 $1,600,000 $1,270,000 $1,130,000 $1,280,000
Total $12,063,362 $8,954,456 $8,158,045 $8,204,080 $7,661,672
Grand Total 2015-2019 $45,041,615
Village of Buffalo Grove 4 2015-2019 CIP Planning Document
Buildings & Grounds Improvements
The Village is responsible for maintaining 23 structures within its corporate boundaries. Village buildings
and grounds must be maintained regularly to remain functional. Village facilities must also periodically
be upgraded to ensure efficient operations. Expenditures in this category historically include projects
that:
• Maintain the safety and appearance of Village owned property
• Maximize the life of facilities
• Maintain value of facilities through preventative maintenance before they become more
expensive to repair.
• Insure that any issues affecting health and safety of building occupants are promptly
addressed.
The Village's facilities include:
• Village Hall
• Public Service Center &Salt Dome
• Police Department
• Fire Station Admin, Stations 25, 26, & 27, Fire Training Facility and Classroom Trailer
• Pump Stations 1, 2, 6, &7
• BGGC &Arboretum Clubhouses, Halfway Houses, and Maintenance Buildings
• Train Station and Warming Shelters
• Youth Center
Village of Buffalo Grove 5 2015-2019 CIP Planning Document
Carpet Capital Replacement Projects
Category: Buildings & Grounds Improvements
Fund: Capital Projects- Facilities
Account Number: 150.75.560.30
Priority Score: 8
Initial Proposal Date: 2015
. ..."...... "' ' ' ........°""' Project Coordinator: Public Works
Summary: This category covers planned carpet replacements within Village facilities. On
average the carpet to be replaced will be 2 —4 years past the date it was scheduled
to be replaced. 2015 projects include Fire Station #27 ($10,276) and Police HQ Lower
Level ($22,176)
Prior to 2015, carpet replacements were budgeted on a year-by-year basis within the
operating budgets for each department. As we continue to move toward capital
reserves for Village owned buildings on the roof and HVAC side, it made sense to
program carpet replacements in the same manner through the Capital Improvement
Plan.
Budget Impact: This project is funded through the General Fund's operating revenues.
aMENIMM
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $32,452 $134,143 $76,895 $107,674 - $351,164
Equipment
Contingency
Sub-Total $32,452 $134,143 $76,895 $107,674 - $351,164
Village of Buffalo Grove 6 2015-2019 CIP Planning Document
HVAC BAS Implementation
Category: Buildings & Grounds Improvements
Fund: Capital Projects- Facilities
Account Number: 150.75.560.30
Priority Score: 14
i/ Initial Proposal Date: Ongoing
Project Coordinator: Public Works
Summary: This project will provide for Building Automation Systems (BAS) to be installed on the
various HVAC systems in all Village Buildings. This will allow for the control,
adjustment and modification of system settings from a remote location without
having to send a Maintenance Worker to the site.
Budget Impact: This project would be funded through the General Fund's operating revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 25,000
Construction $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $1,625,000
Equipment
Contingency
Sub-Total $ 330,000 $ 330,000 $ 330,000 $ 330,000 $ 330,000 $1,650,000
Village of Buffalo Grove 7 2015-2019 CIP Planning Document
Municipal Parking Facility Maintenance
Category: Buildings & Grounds Improvements
apt
Fund: Capital Projects- Facilities
Account Number: 150.75.560.40
i
Priority Score: 16
Initial Proposal Date: Ongoing
9a Project Coordinator: PW-Engineering
Summary: This program provides for the routine sealing, restriping, and reconstruction of
municipal lots. The 2015 planned maintenance includes lots at Fire Station #25,
Metra, Buffalo Grove and Arboretum Golf Courses, the Buffalo Grove Police Station,
and Reservoirs#1, 2, 6, and 7.
Budget Impact: This project is funded through the General Fund's operating revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$359,000 $48,000 $65,000 $74,100 $110,000 $656,100
Actual Expenditures $54,700 $50,000 $65,000 $67,000 $110,000 $346,700
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $125,000 $125,000 $110,000 $90,000 $100,000 $550,000
Equipment
Contingency
Sub-Total $125,000 $125,000 $110,000 $90,000 $100,000 $550,000
Village of Buffalo Grove 8 2015-2019 CIP Planning Document
Public Service Center Office Improvements
Category: Building and Grounds Improvements
Fund: Capital Projects- Facilities
Account Number: 150.75.560.30
� Priority Score: 13
Initial Proposal Date: 2015
Project Coordinator: Public Works
Summary: The overall scope of this project provides for the purchase and installation of service
counters for Public Works Operations on the first floor and Public Works Engineering
and Administration on the second floor. The current configuration does not provide
space for customers to review plans or other issues with staff and there is no physical
barrier between staff and the general public. This project includes the purchase of
new furniture for the secretarial staff at Public Service Center. The current furniture
is outdated and consists of a hodge-podge of re-purposed furniture from other
departments.
New furniture is also proposed for the PW lunch/training room including
tables and chairs. Finally, several pieces of cardio vascular fitness equipment,
dumbbell weights & rack, and some minimal cosmetic updates (walls, flooring,
lighting &A/V) would be performed to the fitness room.
Budget Impact: This project would be funded through the General Fund's operating revenues.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $80,000 - - - - $80,000
Equipment
Contingency
Sub-Total $80,000 $ 0 $ 0 $ 0 $ 0 $80,000
Village of Buffalo Grove 9 2015-2019 CIP Planning Document
Replacement Antenna Tower — Fire Station 27
1
Category: Information Technology
Fund: Capital Projects- Faciities
i
Account Number: 150.75.560.40
Priority Score: 21
Initial Proposal Date: 2012
Project Coordinator: PW-Engineering
Summary: This project will replace the antenna structure at Fire Station 27 that was installed in
1991. The current tower is undersized for line of sight transmission and the type and
number of antennas currently mounted, and is nearing the end of its useful life.
Budget Impact: This project is funded through the General Fund's operating revenues.
aMENIMM
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $4,000 - - - - $4,000
Construction $12,000 - - - - $12,000
Equipment $10,000 - - - - $10,000
Contingency
Sub-Total $26,000 $ 0 $ 0 $ 0 $ 0 $26,000
Village of Buffalo Grove 10 2015-2019 CIP Planning Document
Roof Capital Replacement Projects
Category: Buildings & Grounds Improvements
Fund: Capital Projects- Facilities
' Account Number: 150.75.560.40
y a Priority Score: 16
Initial Proposal Date: 2014
Project Coordinator: Building Maintenance
Summary: This category covers full roof replacements on Village owned buildings. For 2015,
work is planned to include Fire Station #27 ($49,000), Pump Station #6 ($21,000) and
Well House#1 ($2,000)
Prior to 2014 these projects were not programmed in the CIP. Maintenance and
repair work remains in the Building Maintenance operating budget within
Public Works, and is separate from these replacements. Replacement
projects were identified during the 2014 roof inspection reports prepared by
Industrial Roofing Services.
Budget Impact: This project is funded through the General Fund's operating revenues.
MENEM
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $225,000 $225,000
Actual $ 0 $ 0 $ 0 $ 0 $225,000 $225,000
Expenditures
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $72,000 $ 156,000 $130,000 $300,000 $200,000 $858,000
Equipment
Contingency
Sub-Total $72,000 $156,000 $130,000 $300,000 $200,000 $858,000
Village of Buffalo Grove 11 2015-2019 CIP Planning Document
Emerald Ash Borer Response
The Emerald Ash Borer (EAB) is a highly destructive, tree-killing insect that has been identified in the
Village of Buffalo Grove's urban forest. The unfortunate arrival of EAB will have a serious impact to
Buffalo Grove's environment and budget for several years. Over one third of the trees in Buffalo Grove's
urban forest are being removed. The Village began to prepare for the arrival of EAB in 2002 when it was
first discovered in the United States.
The purpose of this management plan is to manage EAB through the principles of Integrated Pest
Management (IPM). Through these principles, the Village can take a fiscally responsible approach to this
problem while limiting the hazards to our residents, property, and environment.
The Village of Buffalo Grove has been a Tree City USA for over twenty years. The trees in our urban
forest provide many social and economic benefits which are often overlooked. According to the USDA
Forest Service, some benefits of our trees include helping cool temperatures in summer, improving real
estate values, reducing storm water runoff, improving air quality, attracting wildlife, attracting shoppers
to commercial areas, and contributing to the overall sense of community pride. These social and
economic benefits are the reasons the Village of Buffalo Grove remains a desirable place to live and why
the Village continues to commit to the care and maintenance of its urban forest.
On October 15, 2012, the Village Board adopted the latest revision of the Emerald Ash Borer
Management Plan which planned for the removal and replacement of nearly 7,000 Village-owned Ash
trees over the following 4 years. The expenditures are being programmed in the Capital Improvement
Plan due to the size, scope, and specific time period of this natural disaster.
Village of Buffalo Grove 12 2015-2019 CIP Planning Document
EAB Ash Tree Replacement Program
Category: Natural Disasters
Fund: Capital Projects- Facilities
Account Number: 150.75.560.40
l , Priority Score: 22
Initial Proposal Date: 2013
Project Coordinator: Public Works
Summary: Over the next 2 years 2,000 remaining Ash Trees will need to be removed and 4,500
replaced due to Emerald Ash Borer infestation. The program will include tree
removals, stump grinding, parkway restoration, tree purchases and a continued
growing contract for 4,300 trees.
Budget Impact: This project will be funded from the revolving line of credit.
aMENIMM
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $1,000,000 $1,000,000 $2,000,000
Actual Expenditures $ 0 $ 0 $350,000 $522,978 $1,500,000 $2,372,978
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $1,500,000 $350,000 - - - $1,850,000
Equipment
Contingency
Sub-Total $1,500,000 $350,000 - - - $1,850,000
Village of Buffalo Grove 13 2015-2019 CIP Planning Document
Street, Sidewalk & Bikepath Maintenance
The Village roadway network is comprised of state, county, and municipal roadways. Each roadway
carries with it a function such as arterial, collector or local streets. The break-down is as follows:
Municipal Roadways 117.70 miles
State Roadways 8.95 miles
Cook County Roadways 7.25 miles
Lake County Roadways 10.82 miles
Total 144.72 miles
Municipal Roadways are evaluated every five years and recommendations for the next five years of
street projects are developed. The projects involve traditional maintenance and rehabilitation of local
streets based upon a defined service life. The defined service life is designed to maintain quality surface
conditions and avoid more costly roadway rebuilds. Due to funding issues, since 2008 not all streets
identified for maintenance have been repaired. Cuts in the program were necessary given the current
economic climate and funding limitation both internally, and from the State of Illinois. A bond issued in
2012 allowed for a large catch-up project in 2013. The majority of work to be performed during the
2015 construction season will be for the rehabilitation of street surface and curb/gutter along various
identified local streets.
The following streets were identified from the results of the 2013 pavement inspection program and are
scheduled for repair in 2014:
Fox Hill Drive 0.72 Alsace Court 0.06
Toulon Drive 0.18 Alsace Circle 0.19
Cherbourg Court S 0.10 Prairie Lane 0.13
Marseilles Circle 0.46 Newtown Drive 0.25
Cherbourg Drive 0.18 Hill Court East 0.05
Cherbourg Court N 0.06 Hill Court West 0.06
Raupp Blvd (near bridge) 0.06 TOTAL 2.50
The Village of Buffalo Grove recognizes the need to have a network of pedestrian and mixed-use paths
throughout the community. The Village currently maintains 224 miles of concrete sidewalks and
bikeways. The Village actively pursues grant funding to expand or improve the current system and has
created an ad-hoc bike path committee to develop suggestions for future improvements
Village of Buffalo Grove 14 2015-2019 CIP Planning Document
Annual Street Maintenance
Category: Street, Sidewalk & Bike Path Maintenance
Fund: Motor Fuel Tax
Account Number: 130.75.560.20
Priority Score: 19
I W11 Initial Proposal Date: Ongoing
Project Coordinator: PW-Engineering
" V ...... .....
Summary: The annual street maintenance and rehabilitation program is covered in each year's
CIP. In 2013 the Village completed a complete pavement evaluation study of all
Village streets. This study helped plan the next five years of street maintenance and
is reflected in the FY 2015 Projected Expenditures below. A small, pavement grinder
equipment attachment is proposed for purchase to allow Village crews to more
efficiently patch and repair Village streets($10k).
Budget Impact: The Village's percentage of the State's Motor Fuel Tax, bond proceeds, and a portion
of home rule sales tax fund this project.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$2,679,045 $1,750,000 $1,700,000 $5,950,000 $2,250,000 $14,329,045
Actual Expenditures $1,512,258 $1,207,750 $4,078,000 $5,934,000 $2,250,000 $14,982,008
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $ 500,000 $ 500,000 $ 500,000 $ 500,000 $ 500,000 $ 2,500,000
Construction $4,500,000 $4,500,000 $4,500,000 $4,500,000 $4,500,000 $22,500,000
Equipment $ 10,000 - - - - $ 10,000
Contingency
Sub-Total $5,010,000 $5,000,000 $5,000,000 $5,000,000 $5,000,000 $25,010,000
Village of Buffalo Grove 15 2015-2019 CIP Planning Document
Dundee Road Median Improvements
mill
Category: Street, Sidewalk & Bike Path Maintenance
Fund: Capital Projects-Streets
Account Number: 160.562.20
Priority Score: 7
Initial Proposal Date: 2013
Project Coordinator: PW-Engineering
Summary: This project would continue improvements to the street scape along the Dundee
Road corridor through the addition of landscaped medians.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $40,000 $40,000
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $40,000 $40,000 $40,000 $40,000 $40,000 $200,000
Equipment
Contingency
Sub-Total $40,000 $40,000 $40,000 $40,000 $40,000 $200,000
Village of Buffalo Grove 16 2015-2019 CIP Planning Document
Dundee Road Streetscape Improvement
Category: Street, Sidewalk& Bike Path Maintenance
Fund: Capital Projects- Facilities
Account Number: 150.75.560.10
Priority Score: 19
Initial Proposal Date: 2009
Project Coordinator: PW-Engineering
Summary: This project includes installation of sidewalk and multi-use path along the Dundee
Road corridor. The proposed sidewalk locations were selected to complete bike
routes already in place along Dundee Road, provide access to schools, heavy
commercial districts and numerous town parks.
This project was included on IDOT's August 3, 2012 Letting. Construction began in
2013 and the contractor failed to complete the work and was found in default by the
State of Illinois. It is anticipated that construction will be substantially complete in
2014 but restoration and project close-out will likely carry over into 2015.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
MENEM
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$650,211 $634,212 $101,013 $634,212 $0 $2,019,648
Actual $ 0 $ 0 $50,000 $ 60,000 $10,972.89 $120,972.89
Expenditures
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $90,000 - - - - $90,000
Equipment
Contingency
Sub-Total $90,000 - - - - $90,000
Village of Buffalo Grove 17 2015-2019 CIP Planning Document
Raupp Boulevard Bridge Reconstruction
Category: Street, Sidewalk & Bike Path Maintenance
Fund: Capital Projects- Facilities
Account Number: 150.75.560.30
Priority Score: 19
Initial Proposal Date: 2011
"s Project Coordinator: PW-Engineering
Summary: This project covers the evaluation and subsequent design and construction of needed
improvements to the Raupp Boulevard Bridge. Phase I design engineering was
completed in 2013 and Phase 11 was completed in 2014. Phase III Construction is
expected to begin in 2015. Significant funding (80%) is provided by the Highway
Bridge Replacement and Rehabilitation Program administered by the USDOT Federal
Highway Administration for the majority of the project.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $23,000 $32,000 $40,000 $40,000 $135,000
Actual Expenditures $ 0 $41,469 $6,272 $40,297 $40,000 $127,741
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $130,000 - - - - $130,000
Construction $366,000 - - - - $366,000
Equipment
Contingency ($104,000) - - - - ($104,000)
Sub-Total $392,000 - - - - $392,000
Village of Buffalo Grove 18 2015-2019 CIP Planning Document
Annual Sidewalk/Bike Path Maintenance
Category: Street, Sidewalk & Bike Path Maintenance
ti
Fund: General Fund
Account Number: 100.55.10.535.05
Priority Score: 20
i
Initial Proposal Date: Ongoing
Project Coordinator: PW- Engineering
Summary: Annual sidewalk and bike path maintenance and rehabilitation program. In FY 2015
new pedestrian facility improvements include repairing sidewalk in the north
and northeast sections of the Village.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$150,000 $150,000 $325,000 $100,000 $325,000 $1,050,000
Actual Expenditures $142,902 $149,964 $325,000 $108,000 $325,000 $1,050,866
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $325,000 $325,000 $325,000 $325,000 $325,000 $1,625,000
Equipment
Contingency
Sub-Total $325,000 $325,000 $325,000 $325,000 $325,000 $1,625,000
Village of Buffalo Grove 19 2015-2019 CIP Planning Document
Weiland Road/Prairie Road/Lake Cook Road Improvement
Cate or Street, Sidewalk & Bike Path Maintenance
�, 10, 19
Fund: Capital Projects- Streets
Account Number: 160.562.20
a� Priority Score: 25
Initial Proposal Date: 2008
Project Coordinator: PW-Engineering
Summary: Lake County Department of Transportation is to provide a percentage
reimbursement of the original full study cost after completion of the Weiland
Road/Prairie Road portion of the Phase II Study. The Cook County Highway
Department is paying 100% of the supplemental Phase I expenses which result from
expanding the study along the Lake Cook Road Corridor. The remaining expenditures
are being funded through an internal transfer from the General Fund.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$496,390 $335,633 $234,054 $100,452 $113,000 $1,279,529
Actual Expenditures $361,579 $136,255 $299,012 $100,000 $113,000 $1,009,846
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $50,000 $500,000 $500,000 $500,000 - $1,550,000
Construction
Equipment
Contingency
Sub-Total $50,000 $500,000 $500,000 $500,000 - $1,550,000
Village of Buffalo Grove 20 2015-2019 CIP Planning Document
Storm Sewer System
The Village of Buffalo Grove maintains a piped network of 180 miles of storm sewer, one storm water lift
station at Jackson Drive, and several miles of creeks and streams. While most periodic maintenance and
cleaning efforts are included in the Public Works Drainage Section operating budget, system repairs are
being included in the CIP due to the size and scope of necessary repairs.
Repair locations are identified through the annual Storm Sewer Televising program. The program allows
a televised inspection of 10%of the Village's storm sewers each year. Tapes are then reviewed by
Engineering staff and repair recommendations are grouped by point repair, sewer lining, or pipe
replacement.
In the past, most Storm Sewer repairs have been handled by in-house Public Works staff or in
conjunction with scheduled street maintenance. But, as infrastructure ages, the list of identified repairs
has increased. A contractual repair contract will be necessary and repairs will be addressed in order of
priority.
It is anticipated that the storm sewer system repair program will be an ongoing need.
Village of Buffalo Grove 21 2015-2019 CIP Planning Document
Storm Water System Upgrades and Repairs
t
Category: Storm Sewer
OIIII
Fund: General Fund
it uB uVV Vi01111� �{i�i I II
IIIII iIIVI,iIii,l"� `
Account Number: 100.55.25.560.40
u�Ildl'iri�htllli�li�n�l(��Illf�li ���1 Priority Score: 14
Initial Proposal Date: 2013
Project Coordinator: PW-Engineering
Summary: This program provides for storm sewer lining, point repairs, or replacements at
priority locations within the Village's storm sewer network as identified through the
Annual Storm Sewer Televising Inspection Program. The program also provides for
other storm water management system upgrades such as the stream bank
stabilization work along Kildeer Creek planned for 2015 with assistance from the IEPA
and Lake County SMC (IEPA 319 grant plus Village match of funding and labor).
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $200,000 $200,000 $400,000
Actual Expenditures $ 0 $ 0 $ 0 $200,000 $200,000 $400,000
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $200,000 $150,000 $150,000 $150,000 $150,000 $800,000
Equipment
Contingency
Sub-Total $200,000 $150,000 $150,000 $150,000 $150,000 $800,000
Village of Buffalo Grove 22 2015-2019 CIP Planning Document
Technology
The Village of Buffalo Grove's Information Technology(IT) staff is responsible for maintenance of local
and wide area networks that facilitate effective interdepartmental communication among Village offices
and facilities. The Village made a strategic move to join the Government Information Technology
Consortium (GovITC) in 2014. The employees of the Consortium who work in Buffalo Grove report to
the Deputy Village Manager and currently maintain the entire Village network including:
• 50 Virtual Servers
• 230+ Desktop and Mobile Workstations
• Approximately 100 Printers and Specialty Devices
The backbone of the Village's data systems is a redundant wide area network comprised of fiber optic
cable and secure wireless transmission. This network links the data systems of three fire stations, two
golf courses, Police headquarters, Public Works, and Village Hall.
Several technology upgrades are being requested which will modernize the way that departments
interact with the public and do business.
In addition to the Villagewide IT initiatives, Public Works is also requesting specific technology programs
for Geographical Information Systems (GIS) and Computerized Maintenance Management Systems
(CMMS).
Technology is a key part of the Village's vision and mission and that is reflected in this year's CIP
requests.
Village of Buffalo Grove 23 2015-2019 CIP Planning Document
Police Headquarters Jail Interlock Upgrade
Category: Technology
Fund: Capital Projects- Facilities
Account Number: 150.75.560.50
Priority Score: 10
Initial Proposal Date: 2014
Project Coordinator: Police
Summary: The door control interlock system for the jail has failed on several occasions. The
system and parts have not been manufacturer in more than 10 years causing
extreme difficulty in obtaining repair parts. This system is governed and inspected by
the Illinois Department of Corrections.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction - $27,341 - - - $27,341
Equipment
Contingency
Sub-Total $ 0 $27,341 $ 0 $ 0 $ 0 $27,341
Village of Buffalo Grove 24 2015-2019 CIP Planning Document
GIS Consortium
Category:Technology
OWNMEN
j/ Fund: Capital Projects- Facilities
Account Number: 150.75.560.50
' (30
Priority Score: 19
Initial Proposal Date: 2013
Project Coordinator: PW-Engineering
Summary: Joining the GIS Consortium gave the Village of Buffalo Grove access to staffing and
development tools through a cooperative, regional consortium. Savings over in-
house staff are realized as the Village only pays partial staff salaries sized to fit our
needs without bringing in our own set of employees. The expenditures laid out
below are based on the Remote Access Service GIS Consortium Model which
provides savings in hardware and software costs for the Village. For 2015, a LiDAR
flyover is being budgeted to increase accuracy of our base map topography data.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $152,997 $291,512 $444,509
Actual Expenditures $ 0 $ 0 $ 0 $152,997 $291,512 $444,509
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Program Staffing $131,946 $135,904 $139,981 $144,181 $148,506 $700,518
Layer Development $ 39,693 $ 30,681 $ 30,558 $ 31,475 $ 32,419 $164,826
Hardware - - - $ 100 - $ 100
Software $ 27,728 $ 12,728 $ 12,728 $ 12,728 $ 12,728 $ 78,640
Consortium Costs $ 3,573 $ 3,719 $ 4,043 $ 4,082 $ 4,179 $ 19,596
Sub-Total $202,940 $183,032 $187,310 $192,566 $197,832 $963,680
Village of Buffalo Grove 25 2015-2019 CIP Planning Document
Public Works Software/Database Upgrades
Category: Technology
--------------
Fund: Capital Projects- Facilities
by 9 fk aF. 8 o Y",N 'Y o IW,d5
Account Number: 150.75.560.50
Priority Score: 20
Initial Proposal Date: 2013
/ Project Coordinator: PW-Admin
Summary: Due to the decreased size of an already lean Public Works Department, efficiencies in
daily activities need to be realized. The current Lotus Notes system of non-
integrated databases is cumbersome and inefficient because the same data is being
entered multiple times in multiple locations. A software/database upgrade from a
company specializing in the public works sector would allow technology to
streamline processes for everyone from the Resident looking to submit a service
request, to a PW employee closing out work orders, to a Supervisor tracking unit
costs on the back end. Integration with GIS and the New World financial software is
considered a priority.
Budget Impact: This project is funded through an internal transfer from the General Fund's operating
revenues.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $ 0 $37,000 $37,000
Actual Expenditures $ 0 $ 0 $ 0 $ 0 $37,000 $37,000
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Hardware/Servers $ 10,500 - - - - $ 10,500
Software&Training $116,470 $33,940 $38,840 $38,840 $38,840 $450,000
Contingency
Sub-Total $126,970 $33,940 $38,840 $38,840 $38,840 $460,500
Village of Buffalo Grove 26 2015-2019 CIP Planning Document
Water Main & Sanitary Sewer Systems
The Village of Buffalo Grove's oldest water main was constructed in 1929 with the majority,
approximately 50%, of water main put into place between 1983 and 1996. Currently, the water main
system has 181 linear miles of water main and has a replacement value of approximately $773 million.
Other water system features include:
• 2,475 Hydrants
• 1,900 Valves
• 4 Pump Houses with storage reservoirs and back-up deep wells
Due to the relatively young age of the water system, between 1993 and 2007 the only capital expense
was $229,527 for the St. Mary's Pkwy water main replacement. In the five year period between 2008
and 2013, there was $1,997,566 in capital expenses related to water system replacements and
improvements.
The Village of Buffalo Grove's sanitary sewer system is a combination of gravity lines, force mains, and
lift stations. There are 134.20 miles of gravity sewer and 5.07 miles of force main. Currently, there are
12 sanitary sewer lift stations in operation (6 in Cook County and 6 in Lake County).
All municipal waste is conveyed through Village owned and maintained sanitary sewer mains. The
wastewater is then routed to either Lake County Public Works or Midwest Water Reclamation District
(Cook County).
Expenditures in this category historically include repairs and reliability enhancements to the water and
wastewater systems.
Village of Buffalo Grove 27 2015-2019 CIP Planning Document
Lift Station Repair & Rehabilitation Program
Category: Water Main & Sanitary Sewer
Fund: Water & Sewer Fund
Account Number: 170.55.36.560.70
Priority Score: 21
p Initial Proposal Date: 2001
Project Coordinator: Public Works
Summary: This program provides for continued repair work and emergency generator
replacement at the Raupp Lift Station ($297,300), a conversion of the Camelot Lift
Station ($460,000) and will complete other required work identified at other lift
stations, such as condition evaluations, pump repairs, cathodic protection system
renovations, maintenance lift repairs, and contractual interior painting.
Budget Impact: This program is funded by the Water&Sewer Fund Reserves.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$300,000 $300,000 $300,000 $780,000 $530,000 $2,210,000
Actual Expenditures $133,455 $290,000 $48,898 $ 976 $200,000 $ 673,329
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $ 60,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 180,000
Construction $760,000 $500,000 $270,000 $270,000 $270,000 $2,070,000
Equipment
Contingency $ 41,000 - - - - $ 41,000
Sub-Total $861,000 $530,000 $300,000 $300,000 $300,000 $2,291,000
Village of Buffalo Grove 28 2015-2019 CIP Planning Document
Pump House & Security Improvements
Category: Water Main & Sanitary Sewer
Fund: Water & Sewer Fund
p Account Number: 170.55.35.560.60
Priority Score: 19
Initial Proposal Date: 2010
Project Coordinator: PW-Engineering
Summary: This program incorporates pump house repair projects identified in the 2008
Comprehensive Water Study Update and improvements identified in the federally
mandated vulnerability study.
In 2014, various repairs including building and roof structural repairs, access hatch
security improvements, and various other pump house improvements are scheduled
to be underway with expenses rolling into 2015. Moving forward, an improved
electrical feed to station 7 and well maintenance at sites 1 & 2 are being
programmed at this time.
Budget Impact: This program is funded by the Water&Sewer Fund Reserves.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $600,000 $600,000 $610,318 $550,000 $
Actual Expenditures $ 0 $ 0 $ 0 $ 17,209 $300,000 $
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering $ 50,000 $ 20,000 $ 10,000 $ 10,000 $ 10,000 $ 100,000
Construction $500,000 $200,000 $100,000 $100,000 $100,000 $1,000,000
Equipment
Contingency
Sub-Total $550,000 $220,000 $110,000 $110,000 $110,000 $1,100,000
Village of Buffalo Grove 29 2015-2019 CIP Planning Document
SCADA Improvements
Category: Technology
Fund: Water & Sewer
Account Number: 170.55.35.560.60
f
Priority Score: 16
Initial Proposal Date: 2012
Project Coordinator: Public Works
Summary: Implement recommended improvements as detailed in the SCADA System Master
Plan. The main goal for 2015 is to reestablish reliable radio connections to the well
and lift station sites for control and telemetry purposes. Work also continues to
update software and hardware within the SCADA system in order to update security
and alarming functionality, and replace key components which are no longer
serviceable due to manufacturer obsolescence.
Budget Impact: This program is funded by the Water&Sewer Fund Reserves.
a
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2013 TOTAL
$ 0 $ 0 $ 0 $77,000 $85,800 $162,800
Actual Expenditures $ 0 $ 0 $ 0 $ $129,042 $
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction
Equipment $200,000 $100,000 $60,000 $20,000 $20,000 $400,000
Contingency
Sub-Total $200,000 $100,000 $60,000 $20,000 $20,000 $400,000
Village of Buffalo Grove 30 2015-2019 CIP Planning Document
Villagewide Sanitary Sewer Replacement Program
Category: Water Main & Sanitary Sewer
�"'��uutlilVul rl N(��t��r �d�, u��9i�Ihl��ful@II@u(�uulu�l�ull�'�� Fund: Water & Sewer Fund
r uB uuV Iu01111 i��{�� i�III
( Account Number: 100.55.25.560.40
IIII I i�lul,ilii�i �
y
Priority Score: 14
Initial Proposal Date: 2012
Project Coordinator: PW-Engineering
Summary: This program provides for sanitary sewer lining, point repairs, or replacements at
priority locations. The locations are identified through the Annual Sanitary Sewer
Televising Inspection Program and from reviewing maintenance and flushing reports.
Two major interceptors are in need of lining, BG Road, completed in 2014 and Old AH
Road which is planned for 2015 ($600k) and both interceptor's manholes need to be
lined to protect the manholes. The sanitary force main from the Linden Avenue Lift
Station is scheduled for replacement in 2015 ($125k). The annual sewer televising
program is planned to review approximately 10% of the total Village's sanitary sewer
system ($100k) every year and additional smoke testing is planned for 2016($50k).
Budget Impact: This program is funded by the Water&Sewer Fund Reserves.
Estimated
Budgeted Amount FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $650,000 $ 0 $700,000 $1,350,000
Actual Expenditures $ 0 $ 0 $650,000 $ 0 $700,000 $1,350,000
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $850,000 $750,000 $100,000 $700,000 $100,000 $2,500,000
Equipment
Contingency
Sub-Total $850,000 $750,000 $100,000 $700,000 $100,000 $2,500,000
Village of Buffalo Grove 31 2015-2019 CIP Planning Document
Villagewide Water Main Replacement Program
Category: Water Main & Sanitary Sewer
� Fund: Water & Sewer Fund
Account Number: 170.55.35.560.60
Priority Score: 14
M
Initial Proposal Date: 2012
Project Coordinator: PW-Engineering
Summary: This program provides for water main replacements at priority locations in older
portions of the Village as identified through the Water Service Interruption Reports.
Locations have been identified on Cambridge (Anthony to Dundee) and along Buffalo
Grove Road (Bernard to Golfview) as well as various locations throughout the village
are proposed to be rehabilitated using cured-in-place-pipe (CIPP) in 2015. A total of
approximately 4,500 lineal feet is included.
Budget Impact: This program is funded by the Water&Sewer Fund Reserves.
aEMENOM
Estimated
Budgeted Amount
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 TOTAL
$ 0 $ 0 $ 0 $160,000 $1,376,000 $1,536,000
Actual Expenditures $ 0 $ 0 $ 0 $153,150 $1,376,000 $1,376,000
Expense Category FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 TOTAL
Land
Engineering
Construction $1,000,000 - $ 700,000 - $ 750,000 $2,450,000
Equipment
Contingency
Sub-Total $1,000,000 - $ 700,000 - $ 750,000 $2,450,000
Village of Buffalo Grove 32 2015-2019 CIP Planning Document
Criteria List and Scoring Matrix
Project is inconsistent with Village's Project is consistent with Village's Project is directly consistent with
Consistency with Comprehensive Plan or does nothing Comprehensive Plan but does little the Village's Comprehensive Plan
Village Goals and 1 to advance Strategic Goals to advance Strategic Goals and advances the Strategic Goals 0, 1, of 2
Plans
Project would have no impact on Project would increase public Project addresses an immediate,
Public Health and 2 existing public health and/or safety health and/or safety but is not an continual safety hazard or public 2
Safety �'jk 1.k �:b€ �,
concerns urgent,continual need or hazard health and/or safety need
Project is not mandated or otherwise Project would address anticipated Project required by federal,state,
Mandates or other required by intergovernmental mandates,other legal or local mandates,grants,court
Legal Requirements 3 agreement,judgment,or court order requirements,or orders and judgments;required as 0, 1, of 2
intergovernmental agreements a part of an intergovernmental
agreement
Project not related to maintaining an Project would maintain existing Project would address deficiencies
Maintains or existing standard of service standard of service or problems with existing services
Improves Standard 4 or will establish new service 0, 1., or 2
of Service
Project would benefit only a small Project would benefit a large Project would benefit the entire
Extent of Benefit 5 percentage of citizens or particular percentage of citizens or many community 0, 1, of 2
neighborhood or area neighborhoods or regions
Project is not related to other Project linked to other projects in Project is essential to the success of
Relation to Other projects in the Capital Improvement the Capital Improvement Plan other projects identified in the
Projects 6 Plan already underway but not essential current Capital Improvement Plan 0, 1., or 2
to their completion
Project has no public support or Project has been identified by the Project has strong technical and
Public Perception of established voter appeal;is not residents as a need in the strong political support,project was
Need 2 identified by the community as a community but lacks strong suggested or demanded by the 0, 1, of 2
need support community
Project would have no impact on the Project would result in savings by Project would result in significant
efficiency of service eliminating obsolete or inefficient savings by increasing the efficiency
Efficiency of Service 8 services or facilities of the performance of a service or 0 1 or
reducing the on-going cost or
service of a facility
Project would discourage or directly Project would have no impact on Project would directly result in
prevent capital investment,decrease capital investment,tax base, capital investment,increased tax
Supports Economic 9 the tax base,decrease valuation,or valuation,or employment base,increased valuation,or 1 of 2
Development decrease job opportunities improved job opportunities
Project would have a negative effect Project would not effect the Project would improve the
Environmental 10 on the environmental quality of the environmental quality of the Village environmental quality of the Village 2
Quality Village ��jk � or
Project is unable to proceed due to Minor obstacles exist,project is not Project is entirely ready to proceed,
Feasibility of Project 11 obstacles(land acquisition, entirely ready to proceed no obstacles exist 0, 1, of 2
easements,environmental)
If deferred,the increase in project If deferred,the increase in project If deferred,the increase in project
Opportunity Cost 12 costs would be less than the rate of costs would be equal to inflation costs would be greater than the 0, 1., t:'t,l` 2
inflation rate of inflation
Project would significantly increase Project would neither increase or Projects would decrease debt
debt service,installment payments, decrease debt service,installment service,installment payments,
Operational Budget personnel or other operating costs payments,personnel,or other personnel or other operating costs
Impact 13 M :�.M 4f"
p or decrease revenues operating costs or revenues or increase revenues
TOTALSCORE @:,b'taI
Village of Buffalo Grove 33 2015-2019 CIP Planning Document
Pay for Performance 2-B
Overview
Based on direction and ongoing discussions with the Village Board regarding compensating and rewarding
the Village's non-represented employees, staff has developed the attached pay for performance plan.
Highlights of the proposed pay for performance plan include: (1)the creation of a system of formally
evaluating the performance of employees based on the attainment of established Village-wide, departmental
and position specific goals; (2)moving employees through their respective pay ranges based solely on the
level of their individual performance; (3) rewarding employees who perform at the "exceeds expectations"or
"outstanding"level by providing a faster means to progress in their salary range; and (4) improving the
performance of underperforming employees via a formal performance improvement plan. It is anticipated
this plan will become effective January 1, 2015.
Attachments
Trustee Liaison Staff Contact
Trustee Berman Arthur Malinowski,
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VILLAGE OF
BUFFALO 0
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2015 Compensation Policy/Pay For Performance Plan
Compensation Pool
Staff has reviewed the proposed compensation pool and updated allocations for base wages,
compensatory time payouts, overtime, step/range movement and pay for performance items. Based on
the revised amounts, the proposed total compensation pool is expected to increase 3.41 percent year-over-
year, down from the original projection of a 3.95 percent increase. A comparison of 2015 (proposed) and
2014 (budgeted) amounts for each category is shown below:
Represented 2014 2015 % Change %of Total
Base Wage $9,087,316 $9,374,439 3.2% 40.9%
Comp Time Payout $42,296 $43,380 2.6% 0.2%
OT $930,000 $942,250 1.3% 4.1%
Step $100,800 $85,283 -15.4% 0.4%
Total I S10,160,4121 S10,445,3521 2.8% 45.6%
Non-Represented
Base Wage $11,688,718 $11,980,936 2.5% 52.3%
OT $320,000 $290,000 -9.4% 1.3%
Range Movement $172,250 0.8%
PFP $37,050 0.2%
Total $12,008,718 $12,480,236 3.9%
Grand Total $22,169,130 $22,925,588 3.4% 100%
The pie chart below shows the allocation of the various compensation types by category for 2015,
aggregated for represented and non-represented employees:
Allocation of Funds by Category-2015 Compensation
U Comp Time Payout
o OT n Base Wage
u Comp Time Payout
_.W H Step/Range �I&OT
*Step/Range
*PFP
M PFP
WW1 Base Wage
Page 1 of 3
Salary Ranees
This spring the Village conducted a comprehensive analysis of all non-represented salary ranges. The
salary ranges were reviewed to ensure competitiveness with comparable municipalities and equitable to
similar positions inside the organization. To that end, the Village surveyed the same comparable
communities used by the Police and Fire unions to complete the analysis. Both union contracts set the
member's salary at the number three position of the comparable communities. The new non-represented
ranges are based on the communities' number three position such that they are consistent with union and
non-union employees. Additionally, the Village consolidated pay ranges to simplify the pay scale,partner
like positions and maximize the growth potential for our employees. The Village will initiate a three-year
cycle to review and amend pay ranges to maintain comparability, internal equity and competitive salaries
for current and future employees.
Evaluation Process
Starting in May 2015, the Village will conduct electronic employee evaluations for all employees. Both
represented and non-represented employees will be evaluated, but only non-represented employees that
are within their range will be eligible for merit increases. To ensure tested and consistent evaluation
standards across the board, staff will employ the NeoGov evaluation system.NeoGov will:
1. Track our employees' performance throughout the year, culminating in the mid-year
review.
2. Track an employee's core competencies.
3. Track progress against their annual goals and tasks.
4. Compare employees across the department, classifications, and like positions to ensure a
normal distribution of scores.
5. Allow for multiple self-evaluations and check-ins throughout the year.
Using these tools, the system will give management staff greater oversight over the evaluation/pay for
performance program, ensure that any performance pay is not an automatic raise and ensure fairness via a
normal distribution of scores and pay adjustment.
On an annual basis, the management staff will use the evaluations to determine an employee's annual
potential salary adjustment based on a pre-determined merit schedule. These evaluations will be held in
May and June with any salary adjustment to take effect in July. There is no guaranteed annual general
wage or merit increase, as any pay increase will be driven by the Village's ability to pay and the
employees' actual performance against goals. If an employee scores below average they will not be
awarded an increase and will be placed on a formal performance improvement plan.
If a salary adjustment is warranted for an employee at the time of his/her evaluation, the formal approval
process for the increase will be as follows:
1. A memorandum,with a copy of the proposed evaluation, should be sent to the Director of
Human Resources and should detail the specifics and justification for the request;
2. This memorandum should include the amount requested;
3. The Human Resources Director shall review the request and make a recommendation to
the Village Manager;
4. Should the Village Manager or designee approve the request, the effective date of the
merit increase will be July 1 of that year.
Page 2 of 3
Pay For Performance
Based on the results of the aforementioned annual evaluation, the employee will receive a rating of
1("Unacceptable"), 2 ('Needs Improvement"), 3 ("Fully Meets Expectations"), 4 ("Exceeds
Expectations"), and 5 ("Outstanding"). Employees that score at 3, 4 and 5 will be eligible for an increase.
. Employees that score a 1 or 2 will not receive an increase and will be put on a formal performance
improvement plan which will include both a written improvement plan and additional mandatory
evaluations. Non-represented employees at the top or above their range will not be eligible for merit
increases.
The performance pay matrix will be based on two components: 1) the compa-ratio and 2) annual increases
that staff deemed financially sustainable and internally equitable for non-represented employees. The
compa-ratio is the ratio of the employee's actual pay rate to the midpoint, classified by quartile, for the
respective pay range and is used primarily to compare an individual's rate of pay to the mid-point of the
pay range. The goal of this system is to get employees to midpoint of their salary quicker because the
midpoint is considered to be the appropriate rate for a fully qualified employee. The annual salary
increase slows at each successive quartile after an employee reaches the midpoint. Salary increases
following the midpoint require more effort and achievement from an employee.
Under the proposed program, a solid performing employee who fully meets expectations will move
through his/her range in 10 years, an employee who performs above average will achieve range maximum
in 7 years and an exceptional employee will achieve range maximum in 5 years.
Based on a preliminary analysis of eligible employees, 57 employees are currently eligible for increases.
Four (4) of the employees are scheduled to reach range maximum within one year. An estimated
distribution of the remaining employees based on a reasonable spread of scores is as follows:
Expected Distribution
of Evaluation Scores -2015
Ranking No. of Employees
Fully Meets Expectations 30
Exceeds Expectations 16
Outstanding 7
Total 53
Based on a normal distribution, it is expected that 23 employees will be able to reach "exceeds
expectations" and "outstanding" scores, whereas the majority of employees (30) will qualify for range
movement increases under the "fully meets expectations" criteria. Using these estimates, it is projected
that range movement for employees fully meeting expectations will total $172,250 and merit increases
beyond that will be $37,050 for a total of$209,300,which represents less than one (1)percent of the total
compensation expenditures contemplated in 2015.
The estimate for merit increases does not take into account any benefit that may be extended for high
performers currently at the top of their pay ranges. This concept is not scheduled for consideration by the
Board at this time,nor is an amount earmarked within the compensation pool.
Future Actions
With Board concurrence, staff anticipates presenting a final pay-for-performance policy for approval on
October 20. Staff seeks comments on the revised plan as proposed.
Page 3 of 3
Tax Levy Recommendation 2-C
Overview
In conjunction with the development of the FY 2015 Village Budget, staff is currently working on a
recommendation for the FY 2014 Property Tax Levy(collected in 2015). The result of the proposed
increases would result in a tentative levy of$14,857,335 or 0.13 percent growth. The first hurdle in the
process is the truth in taxation report. If the Village's tax levy request exceeds the prior year's tax extension
(less debt service levies)by more than 5 percent the Village must publish for, and conduct a public hearing.
Using the amounts above,the increase would be under 2.2 percent. The reason for the difference in the
percentage increases is that the debt service levies are not part of the calculation for levy growth for truth in
taxation purposes.
Attachments
2014 Tax Levy-Prehminary.pdf
Trustee Liaison Staff Contact
Trustee Ottenheimer Scott D Anderson,
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TO: DANE C. BRAGG
FROM: SCOTT D ANDERSON
SUBJECT: FY 2014 PRELIMINARY PROPERTY TAX LEVY
DATE: 9/18/2014
In conjunction with the development of the FY 2015 Village Budget, staff is currently working on a
recommendation for the FY 2014 Property Tax Levy(collected in 2015).
The current year's levy (2013 Tax Levy) is $14,633,082 and was an increase of 1.9 percent from the
previous year's levy request.The components of the change were;
• Corporate Levy +3.5%
• Special Purpose/IMRF -2.4%
• Public Safety Pensions +1.0%
• Debt Service - .6%
The tentative levy request is$14,857,335.The components of the change are;
• Corporate Levy +3.0%
• Special Purpose/IMRF -1.6%
• Public Safety Pensions +2.5%
• Debt Service -26.9%
For the FY 2015 Budget the following levy requests are proposed.
Corporatebevy
Historically the amounts requested to support the core functions of government are based on
inflationary growth values published by American City & County as the Municipal Cost Index (MCI).
This index is then added to the previous year's levy request. The MCI is a blended index that factors
for the Consumer Price Index, Producer Price Index, and other relevant inflationary indices applied to
how municipalities traditionally acquire goods and services. For the year ending July, 2014, the cost
index is 2.4 percent. This inflation growth will generate an additional $189,853 in property tax
revenue for general fund core service operations.
In addition to the increase for inflation, staff requests an additional .6 percent to help reduce the
current deficit in the General Fund. In conjunction with the property tax increase, staff continues to
review methods to increase revenue (local adjudication program and local debt recovery initiative)
and decrease expenditures. The additional .6 percent would result in nearly $48,000 of additional
revenue.
Debt Service
Last year's debt service requirement was $1,101,513. After the approval of a $200,000 tax
abatement the net property tax supported debt service amount was $901,513. Next year's debt
service is $804,813. The existing line of credit is due November 191", 2015. Amounts due on the line
Page 1 of 4
will need either to be paid off, the line refinanced, or a take out financing will need to be structured.
The later two options will not have a budgetary impact in 2015. Options will be presented next year
in anticipation of the credit line expiration. The following is a summary of the Village's debt position
through FY 2030. Additional debt issuance is projected to occur by FY 2016 to refinance the EAB line-
of-credit.
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Debt Service Schedule by Fiscal Year
1,200,000
1,000,000
800,000
2010A
600,000 -- -� --
2010B
400,000
2012
200,000
ti� ti� ti� tiA A ti� ti� ti� titi titi ti'' ti� tih ti� ti ti� ti 3�
Pensions
Both the Police and Fire Pension Fund annual required contributions are being calculated by the
Village's independent actuary. The Illinois Municipal Retirement Fund (IMRF) reports that the
employer portion of the pension will decrease 2.1 percent in 2015. The current year's levy for IMRF
and employer FICA and Medicare cost was$1,558,030.The request for FY 2015 will be approximately
$1,537,616 a reduction of 1.3 percent.The net decrease is$20,414.
The Firefighter Pension Levy will remain unchanged for FY 2015 at $2,174,632. The estimate for the
Police Pension Levy will be 5 percent growth resulting in a levy amount of$2,192,400. Staff should
receive the final police pension actuarial study within the next several weeks. The total additional
required amount for all pension levies is estimated to be$83,986.
E N
Over the last three years the equalized assessed value of property in Buffalo Grove has dropped 17.4
percent from $1.89 billion to $1.56 billion. Staff anticipates another year of decline in the range of
2.5 to 4 percent as the last wave of property value appeals are meted out. The decline in EAV, and
the unequal distribution of those declines, has put much pressure on the tax rate and resulting
property tax liabilities. Below is a graph depicting the growth, and decline, of EAV over the last ten
years;
Page 2 of 4
Equalized Assessed Valuation
2,000,000,000 ���yiiiiiiiiiiiiiiiiii�iilyyyyyyyyrr,�yyy yyyyyyyyyyyyr�yyy��yyy yyyyy//////��y� yyyyyyy
1,500,000,000
1,000,000,000
500,000,000 - -
0
2005 2006 2007 2008 2009 2010 2011 2012 2013 2014
Cook County WTotalEAV ULakeCouty
Impact
The result of the increases noted above would result in a tentative levy of$14,857,335 or .13 percent
growth. The first hurdle in the process is the truth in taxation report. If the Village's tax levy request
exceeds the prior year's tax extension (less debt service levies) by more than 5 percent the Village
must publish for, and conduct a public hearing. Using the amounts above, the increase would be
under 2.2 percent. The reason for the difference in the percentage increases is that the debt service
levies are not part of the calculation for levy growth for truth in taxation purposes. At this point in
the process, staff anticipates the tax levy to resemble the table below;
Estimated Distribution of 2013 Property Tax Cook County Cook Lake County Lake Total 2014 Total 2013
Levy Prior to Tax Abatement Consideration Levy* County Levy* County Levy Request Levy Request
Rate Rate
With Estimated Assessed Valuation 23.08% 1 76.92% 1 100.00% 100.00%
Tax Levies:
Corporate 557,804.16 0.1505 1,859,024.97 0.1634 2,416,829.13 2,346,436.05
Street and Bridge 174,984.15 0.0472 583,179.42 0.0513 758,163.57 736,081.14
Street Lighting 59,326.18 0.0160 197,719.65 0.0174 257,045.83 249,559.06
Police Protection 131,565.62 0.0355 438,476.07 0.0385 570,041.70 553,438.54
Fire Protection 940,797.15 0.2538 3,135,447.01 0.2756 4,076,244.16 3,957,518.60
ESDA 3,138.95 0.0008 10,461.36 0.0009 13,600.31 13,204.19
Crossing Guard 12,913.27 0.0035 43,036.76 0.0038 55,950.03 54,320.42
Sub-Total:Corporate 1,880,529.49 0.5073 6,267,345.25 0.5509 8,147,874.73 7,910,558.00
IMRF/Social Security 354,881.77 0.0957 1,182,734.23 0.1040 1,537,616.00 1,562,879.00
Corp. Purpose Bonds Facilities(2010A) 91,979.57 0.0248 306,545.43 0.0269 398,525.00 695,725.00
Corp. Purpose Bonds Facilities(2010B) 62,030.50 0.0167 206,732.50 0.0182 268,763.00 268,263.00
Corp. Purpose Bonds Facilities(2012) 31,740.77 0.0086 105,784.23 0.0093 137,525.00 137,525.00
Police Pension 506,005.92 0.1365 1,686,394.08 0.1482 2,192,400.00 2,088,000.00
Fire Pension 501,905.07 0.1354 1,672,726.93 0.1470 2,174,632.00 2,174,632.00
Total 3,429,073.09 0.9250 11,428,262.65 1.0045 14,857,335.73 14,837,582.00
The components of the levy are distributed as follows;
Dollar Percentage
2014 Request 2013 Request Change Change
Corporate 8,147,874.73 7,910,558.00 237,316.74 3.00%
Special Purpose-IMRF 1,537,616.00 1,562,879.00 (25,263.00) -1.62%
Pension 4,367,032.00 4,262,632.00 104,400.00 2.45%
Debt Service 804,813.00 1,101,513.00 (296,700.00) -26.94%
Total 14,857,335.73 14,837,582.00 19,753.74 0.13%
Page 3 of 4
One of the strategic goals set forth in FY 2013 was to present a tax levy that represents no more than
11 percent of the total property tax bill.That goal is attained in the current year's tax levy.
Property Tax Distribution - 2014
County of Lake
7% Buffalo Grove
11%
Township& Forest
III 11M
Preserve
/ 4%
Library
3%
Schools
69% Park District
6%
The levy numbers are still tentative and will be further refined as the independent actuaries provide
the police pension levies and the FY 2015 Budget process is completed.
Page 4 of 4
Administrative Adjudication 2-D
Overview
Staff will provide an update regarding the Village's administrative adjudication program. Currently,
the program is on pace to meet its January 1 implementation goal. Included in this update is the
status of the hearing officer contract, adjudication ticket creation, implementation of specialized
software, formulation of a marketing/public education plan, local debt recovery program and the
adoption of an updated ordinance.
Attachments
Admin Ad j September COW Final.pdf
Trustee Liaison Staff Contact
Trustee Trilling
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MEMORANDUM
DATE: September 18, 2014
TO: President Jeffrey Braiman and Trustees
FROM: Steven Casstevens, Chief of Police
Evan C. Michel, Public Safety Management Analyst
SUBJECT: Administrative Adjudication Update
Introduction
The Village Board established Administrative Adjudication as one of the 2014 goals for the
Village and the Police Department. These Administrative Hearings allow for the settlement
of a wide range of municipal ordinance violations. The municipality benefits from this
process though expedited resolutions, reduced litigation expenses, and increased fine
recovery. Currently, the village solely adjudicates administrative vehicle tows. A full
Administrative Adjudication program provides substantial benefit to the residents and Village
of Buffalo Grove. For the citizens of the Village, it provides a locally controlled, less
expensive and more convenient method for the resolution of local ordinance violations. The
Village likewise, benefits from the increased recovery of fines and fees, reduced off-site time
for officers and staff to attend hearings, and expedited problem resolution for many lesser-
impact violations.
The transition from exclusively adjudicating administrative vehicle tows, to adjudicating
parking tickets, ordinance violations, non-moving traffic violations and various building and
zoning violations is well underway. There are multiple ongoing tasks, including:
• Hearing Officer Contract
• Adjudication Ticket Creation
• Implementation of Specialized Software
• Formulation of a Marketing/Public Education Plan
• Local Debt Recovery Program
• Adoption of an Updated Ordinance
Hearing Officer Contract
The Village Code allows the Village Manager to appoint a Hearing Officer. Buffalo Grove
currently utilizes the services of Melissa Wach to hear Administrative Tow cases. Due to the
expanded scope of a Full Administrative Adjudication program, a second/back-up Hearing
Officer is necessary. Staff attended fifteen other municipalities' adjudications to observe
hearing officers in action. Likewise, Chief Casstevens conferred with others in the field to
gather best practices. The results of this research yielded many qualified officers. David
Eterno, the current Hearing Officer for Lincolnwood, Cary, Des Plaines, as well as many
other surrounding suburbs, was selected to backup Ms. Wach. Village Counsel is presently
Page 1 of 3
drafting a new contract for Mrs. Wach and Mr. Eterno, which would be executed upon
approval of the expanded administrative adjudication program by the Board.
Adjudication Ticket Creation
Village staff is working with our ticket vendor to develop a new Adjudication Ticket.
Currently, the Village issues unique tickets for parking, nonmoving traffic, and local
ordinance violations. This proposed ticket will streamline the adjudication process and will
utilize one ticket format for all violations enumerated in the updated village ordinance. Staff
is presently awaiting the delivery of a proof from PF Pettibone & Co. Once staff approves the
proof, the new tickets will be printed and delivered.
Implementation of Specialized Software
Staff participated in an in-depth demonstration of the New World Community Development
module's ability to facilitate the administrative hearing process. There were major
functionality issues that required staff to evaluate other software options. A request for
proposals was released on August 21. Three companies responded to our request:
Tyler Technologies
Tyler's Incode Court Case Management solution is a fully integrated, graphical application
that provides document management, cash bond management, and probation tracking. The
program meets all of our basic business requirements through its standard offering except for
integration with New World. Their response provided a detailed implementation plan but
refused to provide a schedule of dates.
MSI
Municipal Ordinance Violation Enforcement (MOVE) is e-government software, which
allows municipalities to issue, track, and adjudicate a wide variety of local ordinance
violations in an efficient, automated process. MOVE is designed to streamline the entire task
cycle from issuing the violation, assessing late fees/penalties through the court hearing,
finding, decision and order. The majority of the village's basic needs are met; however,
customization is needed for integration with New World. MSI had the ability to go live by
1/6/15.
Dacra
The Dacra Municipal Suite's Tick-IT is a ticketing and adjudication program for police
agencies. It can manage parking, tow, compliance, and animal tickets. The system can
automatically assign hearing dates docket as well as follow-up documentation. It meets all of
our required needs and has the ability to integrate with New World without any
customization. Dacra's standard implementation process takes an average of eight weeks to
complete.
Staff is currently conducting in person interviews with Dacra and MSI during the week of
September 15. Once these interviews are completed, a decision will be reached. An
authorization of purchase will be brought before the board on October 6, 2014.
Formulation of a Marketing/Public Education Plan
The Adjudication program will be announced via the village website and press release during
early November. This announcement will be accompanied by a new page on the website.
These pages will include a schedule of hearing dates and answers to commonly asked
questions. A new email address has been created to prove residents with a singular point of
Page 2 of 3
contact regarding the adjudication program. These initiatives will be supplemented with an
informational brochure, which will be located at both Village Hall and the Police Station.
Local Debt Recovery Program
The Finance Department has submitted the required documentation to the State Comptroller's
Office for inclusion in the Local Debt Recovery Program. Staff is now waiting for the State
to activate the program.
Adoption of an Updated Ordinance and Fee & Fine Schedule
The Village currently has two ordinances pertaining to Administrative Adjudication: Ord. No.
2004-46, which established Local Adjudication in 2004 and Ord. No. 2004-45, which allows
for Administrative Vehicle Tows. Counsel has completed a review of the relevant sections of
the Buffalo Grove Municipal Code and will submit an ordinance for approval at the October
6, 2014 village board meeting.
Summar of Pen
din Actions
Adoption of an Present the Board of Trustees with an ordinance that
Updated reflects the expanded scope of the hearing system and a October 6
Ordinance Table of Offenses that will be adjudicated
Update Fee and Update the current Fee and Fine Schedule to reflect the October 6
Fine Schedule expanded scope of the program
Select Software Select and contract a vendor to supply the village with October 6
Vendor software to manage the adjudication process
Create Create a ticket that will be issued for all violations
Adjudication November
Tickets detailed in the revised ordinance
Formulation of publish an article in the Village News,pages on the October thru
a Marketing
Plan website, and informational brochures January
Contracting of
a Hearing Contract and appoint Hearing Officers, execute November
Officer agreement for services
Implementation Records staff will be trained on the program once the October thru
of Specialized necessary database and documents are built December
Software
Test Hearing Perform a dry run of a hearing to ensure the process is December
Process ready to go live
Begin issuing The Police and Building and Zoning Department will
Adjudication begin issuing Adjudication Tickets for adjudicable January 1, 2015
Tickets offenses on January 1, 2015
Hold First Hold hearing to adjudicate all outstanding Adjudication February 2015
Hearing Tickets
Page 3 of 3
Sunset Provision on Utility and Home Rule Sales Taxes 2-E
Overview
On January 5, 2004,the Village Board adopted Ordinance No. 2004-16 amending Chapter 3.40 of the
Municipal Code to increase the Home Rule Sales Tax by .5%to 1.0%. Within the recitals of the ordinance
was a requirement that by January 2006 and each January thereafter, a review is to be undertaken to
determine if the rate should remain at the current level.
On December 21, 2009, the Village Board adopted Ordinances No. 2009-89 and No. 2009-90 adding
Chapters 3.65 Municipal Gas Use Tax and 3.66 Electricity Use Tax to the Municipal Code. Within the
recitals of the ordinances was a requirement that by January 15th, 2011 and each January thereafter, a
review is to be undertaken to determine if the tax should be retained, amended, or repealed for the
subsequent year.
During the development of the FY 2015 budget, anticipated revenues of$4.2 million are estimated to be
collected through these three revenue sources representing 11 percent of General Fund revenues. As staff
continues to work towards presenting a balanced budget in November 2014, it is imperative that these
revenues are not diminished in order to continue providing the same level of services to the community.
Attachments
Trustee Liaison Staff Contact
Trustee Ottenheimer Scott D Anderson,
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Pavement Life Cycle Discussion 2-F
Overview
Village Engineer Darren Monico will provide a presentation on the 10 and 20 year planning horizon for
street maintenance projects.
Attachments
Road Funding Presentation.pdf
Trustee Liaison Staff Contact
Trustee Stein Darren Monico,
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TO: DANE C. BRAGG,VILLAGE MANAGER
FROM: DARREN MONICO,VILLAGE ENGINEER
SUBJECT: ROAD FUNDING LIFE CYCLE PRESENTATION
DATE: SEPTEMBER 15, 2014
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
History of Road Life Cycle
In the past the Village of Buffalo Grove has generally been able to maintain its network of
streets by providing sufficient funding for the normal maintenance and replacement
requirements of the road system through state Motor Fuel Tax revenues and a portion of
the home rule sales tax. At times, additional funding was secured through the issuance of
general obligation bonds to make up for certain funding gaps.
The Village currently maintains just under 118 miles of roads. The vast majority of the roads
were built in conjunction with the subdivisions and as they have reached the end of their
expected life cycles they have placed a significant burden on the Village's budget. On the
positive side a large portion of the roads were built with a thick cross section of material and
can be maintained with simple resurfacing projects for several more decades. On the
negative side, several neighborhoods were built with a base material called pozzolanic, or
"poz," throughout the 1970's and early 1980's which has proven to be poor road material
that degrades over time, causing base failure. Poz is found throughout the Chicagoland
region and is a common problem for neighboring towns. To replace poz the project requires
reconstruction of the road which costs approximately four times more than a resurfacing
project. Due to limited records, staff believes that the Village has up to 26 miles of
pozzolanic left to reconstruct.
Road to sets
The reconstruction cost for the entire roadway system is approximately $160 million in
today's dollars. Unlike water main or sanitary sewer, it is uncommon for a road to outlast its
expected life cycle by more than a few years. Using 2014 dollars, about 6.5 miles of roads
would need to be improved each year at approximately $4.5 Million per year to maintain an
18 year life cycle. This uses certain pavement strategies to extend the life cycle of roads
while balancing resurfacing projects with reconstruction projects. Currently, recurring
revenues dedicated for the annual street maintenance program are $1.7 million, leaving a
net annual deficit of$2.8 million. The service life of the roads varies from 8 to 15 years for a
resurface project to 15 to 25 years for a reconstruction project and is heavily dependent on
several variables such as weather, drainage and traffic volume. Staff estimates that the
Village has approximately 30 miles of roads that will need reconstruction versus 88 miles of
roads that will need to be resurfaced in their next life cycle as shown on the following chart.
Street Lane Maintenance - 20 Years
by Mileage
L III
The chart below shows how many miles of roads were repaved since 1978 and how much
was spent approximately each year. The chart also shows the average pavement rating of
the road system.
YEAR TOTAL MILES OF COST AVERAGE YEAR TOTAL MILES OF COST AVERAGE
MILES ROADS PAVEMENT MILES ROADS PAVEMENT
IMPROVED CONDITION IMPROVED CONDITION
1978 57.46 1.10 $110,000 1997 112.15 4.94 $1,662,000 78
1979 57.46 1.07 $175,000 1998 112.40 1.20 $450,000
1980 59.77 0.40 $135,000 1999 112.40 3.09 $1,100,000
1981 60.76 - 63 2000 113.43 5.32 $1,050,000
1982 62.87 2.04 $300,000 2001 113.51 6.20 $1,230,000
1983 63.92 14.53 $1,316,000 2002 113.93 3.42 $1,075,000 80
1984 67.90 8.36 $1,300,000 2003 113.93 5.53 $1,516,000
1985 70.63 6.23 $1,176,000 2004 114.48 6.95 $1,801,000
1986 77.65 3.78 $725,000 80 2005 115.31 8.59 $2,231,000
1987 89.75 0.47 $198,000 2006 117.41 8.25 $2,024,000
1988 95.02 0.85 $362,000 2007 117.50 8.23 $2,675,325
1989 102.99 1.13 $425,000 2008 117.50 6.58 $2,518,000 80
1990 104.08 1.07 $445,000 2009 117.70 4.94 $2,049,000
1991 104.64 1.70 $650,000 2010 117.70 4.42 $2,465,709
1992 105.91 1.76 $429,000 78 2011 117.76 2.90 $1,250,000 77
1993 106.77 2.96 $753,000 2012 117.76 6.47 $3,785,000
1994 109.06 3.48 $1,050,000 2013 117.76 10.85 $5,634,000 84
1995 113.81 2.17 $656,000 2014 117.76 2.75 $2,000,000 82
1996 111.60 3.51 $980,000 2015 117.76 2.5 $1,700,000 80
2015 is only shown as estimated at this time
In 2012 the Village issued $6 million in debt and was able to resurface almost 17.5 miles of
roads which greatly reduced the inventory of streets needing improvement. At the time of
the issuance, staff discussed with the board that street funding will continue to be a
significant issue moving forward and the 2012 bond issue allowed time to assess the
situation and develop a funding plan.
With these roads completed, the overall condition of the Village's roads is above average
however there are several poz neighborhoods that are in need of reconstruction that will be
difficult to complete within the next few years at the current funding levels.
At the 2012 Pavement Preservation Presentation during the Committee of the Whole, the
complete poz picture was not yet determined and recent pavement core testing has given
staff a better understanding of how much poz remains in the Village streets. In addition,
several past attempts at recycling poz in place have resulted in streets that need to be
reconstructed again as the poz was not removed and has continued to fail. This is very costly
as these roads have to be reconstructed instead of just resurfaced. However, the recycled
poz strategy was improved in 1996 and staff does not anticipate that problem continued
after 1996. Future road projects as well as the current Auburn Lane reconstruction project
will be removing poz completely and are using a revised cross section to build a stronger
road while reducing costs over traditional reconstruction projects.
In reviewing the last 10 years of roadway evaluations since 2004 the Village is only about 2
miles behind schedule on an 18 year life cycle.
Future Road Program
At the current funding levels and with several poz neighborhoods still left to improve, the
Village can expect to be approximately 14 miles behind on an 18 year life cycle by 2017.
Continuing these funding levels through 2024 will put the program approximately 42 miles
behind schedule.
The cost for resurfacing one mile of roadway in the Village is approximately $.5 Million and
the cost for reconstructing one mile is substantially more at $1.8 Million.
Looking forward to 10 years of maintaining a consistent life cycle, the Village will have
approximately 53 miles of roads to resurface and 12 miles to reconstruct at a cost of $51.6
million when three percent inflation is considered. Based on current funding this will leave a
funding gap of $32.5 Million. This is shown in the pro forma chart shown at the end of this
memo.
In the same scenario looking forward 20 years the Village will have approximately 106 miles
of roads to resurface and 24 miles to reconstruct at a cost of $121 Million when three
percent inflation is considered. Based on current funding this will leave a funding gap of
$76.3 Million and is also shown in the pro forma chart.
Expected Street Reconstruction Costs 10& 20 Year Planning IHouri on
Planning Dili/ veday Deconstruct Total Cost Funding, Surplus/
Horizon (mi.) (mi.) Available Deficit
2015-2024 53 12. $5 1,600,000 $1.9,1.00,000 $32.,500,000
2025-2034 53 12 $60,500,000 $22,350,000 $38,150,000
2015-2034 106 2.4 1.2.1,000,000 $44,700,000 $76,300,000
The figure below shows the amount of miles the Village has improved in the past 10 years
versus how many miles of roads would normally be completed in an 18 year life cycle. It also
shows how many miles of roads would be left to improve if current funding levels continue
when compared to this life cycle.
Street Miles Completed vs. 18 Year Life Cycle
2004-2024
50
40
30
20
10
0
IIIIIIIIIII IIIIIIIIIII
ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti
-10
IIIIIIIIIII Sum of Yearly Miles Completed
IIIIIIIIIIII Sum of Yearly Miles Behind
The long term goal of the Village is to build and maintain roads with sufficient cross sections
so that future work includes a majority of resurfacing projects with limited reconstruction
projects. A resurfacing only road program with 6.5 miles of road can be accomplished for
approximately $3.2 million per year in 2014 costs. Again, recurring revenues only cover 56.3
percent of the required maintenance. An additional $1.4 million annual shortfall is projected.
Impact on Municipal Debt & ,ra.x bevies
Finance staff factored debt issuance as an option to maintain street pavement ratings within
the current range. Factoring in the deficits in mileage maintained in future years, debt
issuances would be contemplated in the following years and amounts:
Year Amount "Term
201 $10,000,000 15 years
2020 $1.5,000,000 15 yeaff's
2023 $10,000,000 15 years
2026 $1.5,000,000 15 yeaff's
2030 $15,000,000 15 years
2034 1.5,000,000 15 yews
Total $80,000,000
..........................................................................................................................................................................................................................................................................................................................................................................
As shown in the table, the Village would need to issue approximately$80 million over the 20
year life cycle to keep the street system on an 18 year rotation for mill/overlay, as well as to
reconstruct poz streets. Without an additional funding source from which to abate debt
service payments, the tax levy would need to sustain the full load of payments. A basic
analysis of this type of debt issuance would have the following impacts on the tax levy and
associated tax bills for residential properties:
Nanning Debt (Issued IIncrease to "Tax IIncrease to
IHorizon "Tax Levy $300,000 (Residential
Property ($/yearr)
2015-2024 $35,000,000 202. $198.80
20252034 $45,000,000 2.07.3 $2.05.10
..........................................................................................................................................................................................................................................................................................................................................................................
As shown, the issuance of debt to fund the street program would have the effect of doubling
the current tax levy within the first 10 years, and tripling it by 2026, absent any increases to
fund general operations or pension benefits.
Conclusion
.
Much like the process used to develop the Water & Sewer Fund pro-forma cash flow, the
planning of street reconstruction projects shows a major deficit in both the 10 and 20 year
planning horizons. Using current revenue streams dedicated to street maintenance, the
Village will face an $80 million deficit in the street program by 2034. The street program
does not have a dedicated user charge to offset expenses like other enterprise funds
operated by the Village.
Staff believes that the Village Board will need to explore alternate funding options in the
near future to meet strategic plan goals related to infrastructure maintenance, financial
condition and to meet quality of life objectives for residents.
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Water Service Repairs 2-G
Overview
Staff will discuss the feasibility and the desire of the Board to assume the maintenance of water services
from the main up to and including the B-Box, as well as possible program enhancements to the Public Utility
Financing Program.
Attachments
Trustee Liaison Staff Contact
Trustee Stein Michael J Reynolds,
....M.on.da...........Se......ptem.be.r..2.2......2.0.1.4..........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._G.......................................................................................................................................................
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hi
MEMORANDUM
TO: Dane Bragg, Village Manager
FROM: Mike Reynolds, Director of Public Works
DATE: September 22, 2014
RE: Water Service Maintenance Responsibility—Follow-Up
Pursuant to the Board discussion at the July 28 h COW meeting, staff has conducted additional
research and surveyed communities in response to the Board's questions. As previously
discussed, staff does have some concerns regarding a program of this nature because public
funds will be expended to maintain private infrastructure. The following memo provides
background information and options for the Village Board to consider.
Survey Inf ormation
Based upon the initial survey of 30 surrounding communities, it was determined that the majority
of the communities (23 out of 30) use the Village's current approach to maintain the water
service from the main up to and including the b-box. The information gathered is presented on
the attached spreadsheet. It should be noted that data collection in the communities that do have
programs to assist residents is not consistent so it is difficult to determine costs for a potential
program in Buffalo Grove using this data.
Additionally Building & Zoning reports that the number of plumbing permits issued each year is
typically around 200. Based on experience the Building & Zoning Staff estimates that there are
approximately 15 to 20 water service repair permits issued each year. Staff contacted two local
plumbing contractors to get quotes on water service line repairs. Both contractors related that
there were too many variables involved to provide general cost information. Based upon Village
experience and the information provided by the survey respondents, staff has attempted to
estimate the cost of potential programs.
Options
Based on the additional information that staff was able to obtain, below are three options to
address water service line repairs.
Option 1
Keep the current system in place whereby homeowners are financially responsible to fix their
private service lines. This would be consistent with past Board action and have no impact on the
Village, fiscally or operationally.
- 1 -
Option 2
Offer financial assistance for residents. Typically service repairs can cost between $2,000 and
$4,000 per occurrence depending on its location. Complete service line replacements can cost
$130.00 per foot or higher depending on the site conditions. Staff has identified two alternatives
for the Board to consider.
Alternative 1: Provide coverage for a portion of the repair.
Under this alternative, the property owner would remain responsible for the entire repair. The
Village would provide a funding stipend of 50% of the repair cost with a reimbursement cap of
$2,000. Given the number of permits for repairs noted above, the worst case cost of this option
could be $50,000 (25 x $2,000) in any given year. The water fund does not have the funds to
support a new program at this time; therefore a water rate increase beyond what has already been
approved would be required. Staff estimates that a $0.035 per 1,000 gallon rate increase (.67%)
would fund this option. Should the Board choose this option, staff would recommend rescinding
the Private Utility Financing Program (LURFP) for water service repair/replacement projects
(see alternative 2 below).
Alternative 2: Expand the LURFP loan limits.
Under this alternative, the property owner would remain responsible for the entire repair. This
funding alternative would provide financial relief to property owners by increasing the loan
limits from the current $5,000 per occurrence to $10,000 per occurrence, subject to budgeted
funds. While this limit will not cover every scenario, it will provide access to capital for the
majority of repairs. Based on the repair volume discussed above and the upfront costs of
expanding the program, year 1 costs are estimated to be between $100,000 (20 x $5,000) and
$250,000 (25 x $10,000). Each loan will be paid back in 3 years.
Option 3
Transfer the maintenance responsibility of water services from the main up to, and including the
B-Box to the Village. Based on the experience reported by other communities, this effort would
require an estimated 300-400 labor hours to accommodate at a cost of approximately $40,000-
$50,000 per year. An amendment to Section 13.04.120 of the Village Code would be required.
This additional responsibility could be absorbed into staff's normal work schedules through a
reduction in work in some other area or overtime would be necessary to maintain the same levels
of service as currently exist. Most water service line repairs are not an emergency, but some
may require overtime. It is hard to estimate the true impact on services as the number of repairs
will fluctuate and water line service repairs are emergency repairs rather than routine
maintenance.
Recommendation
It is staff's preference to maintain our current program and require homeowners to be responsible
for their private service line. However, if the Village Board would like to provide assistance to
residents, staff recommends proceeding with the loan program in option 2, alternative 2.
Ultimately the property owner would still be responsible for maintaining their private service
line and the Village would provide the property owner an option to fund the project through a
revolving loan program in which the Village would recapture its investment.
- 2 -
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Performance Contracting 2-H
Overview
The Village of Buffalo Grove is the lead agency in a Performance Contracting Municipal Partnering
Initiative,the goal of which is to negotiate with an Energy Services Company(Siemens)which is capable of
providing comprehensive energy management and energy related capital improvement services.
Staff will recap the Performance Contracting project to date and present information on the recently
completed Industrial Grade Audit(IGA)
As the Village Board may recall,the performance contracting project includes services and improvements
which will allow the Buffalo Grove to:
1. incur no initial capital cost;
2. achieve significant long term savings/revenue enhancements which are measured and verified;
3. obtain an annual savings guarantee which will be equal to or greater than the total annual project costs;
4. finance the project through an installment payment arrangement over an extended contract term.
Projects staff are recommending that the Village Board consider include: Water meter replacement and
automated reading systems, water system SCADA improvements, and street lighting improvements.
Attachments
Sept 2014 Board Presentation.pdf
Trustee Liaison Staff Contact
Trustee Stein Brett Robinson,
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Village of Buffalo Grove �1 1 liN
Water Meter— AMI - Project Summary
The Village of Buffalo Grove will be implementing an Energy Performance Contract with Siemens
Industry to execute an Automatic Metering Infrastructure (AMI) Water Meter System conversion. The
following is the scope of work.
Installation of a Sensus Flexnet AMI System including:
• Replacement of water meters with new units. All necessary auxiliary equipment such as curb
stops, lids,nuts,boxes,bolts, and gaskets to be provided as required;
• Retrofit of meters installed during the testing phase of the project;
• Installation of fixed based AMI system;
• Download of billing account data from the billing system;
• Installation of meter endpoints;
• Programming of meter endpoints;
• Installation of system software;
• Capture and recording of GPS coordinates for each meter location;
• Upload of all critical billing account data into the billing system;
• Training & administrative support prior to project completion to ensure a functional system;
• Commissioning/verification of the system.
The table below shows the meter quantities that Siemens proposes to install during the implementation
phase of this project.
Scope of WorkQuantity
5/8" x 3/4" Sensus 1PERL Meter 1,934
5/8" x 3/4" Sensus 1PERL Retrofit- Test Meters 26
3/4" Sensus iPERL Meter 8,244
3/4" Sensus 1PERL Retrofit- Test Meters 38
1" Sensus 1PERL Meter 912
1" Sensus 1PERL Retrofit- Test Meters 5
1.5" Sensus R2 OMNI 397
2" Sensus R2 OMNI 264
2" Sensus C2 OMNI 2
3" Sensus C2 OMNI 63
4" Sensus C2 OMNI 26
6" OMNI Meter; 510M/520M Transmitter Only 5
Total 11,916,
NOTE: There are approximately 3,770 accounts without a meter size designated in the billing software
database. The majority of these accounts are coded as residential. Therefore,the 3,770 were distributed
over the 5/8"through 2" sizes based on the proportions they represented in the rest of the data provided
by the Village. (Siemens)will make sure to address this difference and the potential for different sizes
needed during construction in our contract with the Village.
Sieuens Industry,Inc—Building Technologies Division Phone:(847)803-2700
585 Slawin Court Fax:(847)803-2733
Mount Prospect,IL 60056
Village of Buffalo Grove �1 I liN
As part of this project development effort, a propagation study was conducted in order to design the fixed-
based system of antennas that will collect meter readings and transmit them to the computer system that
processes them. The AMI system was designed around one main antenna to be mounted at strategic
locations in the Village. The best fit locations for the Village of Buffalo Grove are the following:
• Fire Station 27—Existing Tower
• Arboretum Golf Club or nearby
The propagation study is a simulation of the performance of the system and is influenced by the
geographical location of the transmitters and receivers, and the topography of the area.
Sieuens Industry,Inc—Building Technologies Division Phone:(847)803-2700
585 Slawin Court Fax:(847)803-2733
Mount Prospect,IL 60056
Village of Buffalo Grove
Water Systems, Pumping & SCADA Project Summar
The Village of Buffalo Grove will be implementing an Energy Performance Contract with
Siemens Industry to execute needed enhancements to the existing SCADA system. The
SCADA system allows the Village to monitor and control the operation of assets related to
the domestic water distribution system. The following is the scope of work.
SCADA Software Upgrade
• The current SCADA system is out of date. User interface is rudimentary and
software support is no longer available. System capabilities are limited. The
following improvements will be implemented:
o Upgrade SCADA software to latest version
Enhance Alarm Capabilities
• Alarms are generated locally. Remote notification is not available. The following
improvements will be implemented:
o Implement improved alarm notification including multiple platform delivery
(email, text, phone), detailed alarm information (time, type, severity) and
notification escalation chain
o Implement system change log history
Electronic Pump Station Operator Rounds
• Operator rounds are currently recorded manually on paper and re-entered into a
digital format for archival and reporting. The following improvements will be
implemented:
o Provide (2) portable electronic devices with data entry software
o Provide network and syncing capability to central data repository
Upgrade SCADA Network Connection
• Poor reliability and data transfer speed compromise the ability of the SCADA system
to transfer information between the SCADA command center and remote facilities.
The following improvements will be implemented:
o Upgrade existing SCADA server network connection to redundant
broadband/radio communications.
o Upgrade remote stations with redundant broadband/radio communications.
Expected project duration: 90 days
Included deliverables:
1. Training materials
2. Hardware cut sheets and documentation
3. Alarm classification matrix
4. Personnel notification tree
5. Detailed network map (IP data, frequencies, etc.)
Siemens Industry,Inc—Building Technologies Division Phone:(847)803-2700
585 Slawin Court Fax:(847)803-2733
Mount Prospect,IL 60056
Village of Buffalo Grove '
Street Lighting Project Summar
The Village of Buffalo Grove will be implementing an Energy Performance Contract with
Siemens Industry to execute needed street lighting improvements throughout the
municipality. The following is the scope of work.
Replace street lights with Light Emitting Diode (LED) technology
• Replace the Village's specified existing HID fixtures with more efficient, low
maintenance LEDs and install photocells where necessary to integrate with the
existing control system.
o (1,436) total number of fixtures/poles
o Replace gas lamps with Solar LEDs that output between 700-12001umens.
o Replace all high pressure sodium cobra heads and shoe boxes with Cree, RAB
or similar LED fixtures.
Eydstinq Systems Proposed Systems
Lamp
Quantity Pole Type elretrofit Manufacturer p Lamp Lamp Product Code Wattage
First-Light 700-
33 Decorative Pole Gas Lamps Solar LED IPL-PTM-BZ-T5-43K-04 1200
Lumens
1m132...... ..jC2ncrete p.olelShoebox 10OW HPS CREE BXSPR-A-0-2-F-C-U-S 42W
fi8... mCnct PolelBox side 10OW HPS RAB ALED5T52N 59W
Window
..............26............... .Concrete PolelCobr a ahead 100W HPS CREE BXSPR-A-0-2-F-C-U-S 42W
26 Cncrt PolelLongneckmmmmmmm m10OW HPS CREE BXSPR-A-0-2-F-C-U-S 42W
Cobra _
61 Concrete Poles/Oval 10OW HPS CREE _ BXSPR-A-0-2-F-C-U-S 42W
................................................................................................................................
29 Concrete PolelShoebox 150W HPS .CREE BXSPwA 0 3 G A U Z ( PD 1H4 Z 53W
24 Decorative Po�le/Parking 175W Merc Vap RAB ALED5T52N 59W
23 Cylindrical Luminaries 250W HPS RAB ALED5T78N 90W
12 Concrete olelShoebox 250W HPS CREE OS -A-DA-3ME-A-40K-UL-BZ 9 112W
Cnct Pole/Box-side 1 Window 250W HPS RAB ALED5T78N 90W
1 Cnct PolelLongneck 250W HPS CREE BXSP-A-0-2-H-A-U-Z Q 106W
Cobra
Expected project duration: 165 days
Included deliverables:
1. Detailed lighting photometric layouts
2. Construction of any desired mock-up examples for review
3. Pre and Post electrical energy measurements (M&V)
4. Applicable DCEO grant applications
Siemens Industry,Inc—Building Technologies Division Phone:(847)803-2700
585 Slawin Court Fax:(847)803-2733
Mount Prospect,IL 60056
VDU ,, AG1,, OF
ESPC Project Components
Water Meters: $ 7,166,379
Sensus Water Meters, various sizes 11,842
510M Smartpoint Transmitters SP T/C (note A) 11,916
Smartpoint Collector 1
Street Lights $ 1,222,189
SCADA System Improvements $ 174,138
Total ESPC Project Components $ 8,562,706
note A: The Village has already updated some water meters and does not need new ones installed.
Those water meters will require installation of Smartpoint Transmitters,which is why
the number of transmitters is higher than the number of water meters.
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Economic Development Plan Update 2-I
Overview
At the last Committee of the Whole meeting, staff requested from the Village Board direction on the
development of an economic development plan. As a result of the discussion, staff was asked to put together
more detail and examples of the type of approaches that would be used for economic development. President
Braiman has appointed Trustees Trilling and Berman to work with staff on the development of a formal
economic development action plan with Trustee Terson serving as the alternate.
The attached document uses the Dundee Road corridor as an example of different economic development
strategies for the area. You will notice that the document reviews three approaches. The first is the
Village's current approach to economic development in this corrdior. An enhanced approach is
contemplated in the second column and an accelerated approach in the third. As you read across the
columns, you will notice that the Village becomes more active with the intent of accelerating
development/redevelopment in the corridor.
Staff is seeking the Village Board's feedback on the different approaches and programs such that staff can
develop an action plan for economic development Village-wide. Upon receiving feedback and direction
from the Village Board, staff will begin to formulate the plan with the appointed Trustees.
It should be noted that the options shown by category in the attached table are not mutually exclusive.
The Village Board may choose various options from each approach to craft an economic development
strategy that is responsive to the Village's strategic plan goals.
Attachments
Economic Development Approaches.pdf
Trustee Liaison Staff Contact
Trustee Terson Jennifer I Maltas,
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