2014-03-03 - Village Board Committee of the Whole - Agenda Packet 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,
February 28, 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 28th day of February, 2014.
fit it-412416k.A -
Ilage Clerk
1 01► k4
By
VILLAGE OF Meeting Village the Villa a of Buffalo Grove Fifty Raupp Blvd
�Uffalo Buffalo Grove, IL 60089-2100
Grour Board of Trustees Phone:847-459-2500
Committee of the Whole
March 3, 2014 at 6:30 PM
1. Welcome
2. Discussion
A. Pay for Performance
B. Storm Water Utility
C. Development Review Process Improvements
D. Merger of Board of Health and Blood Commission
E. Service Level Expectations Introduction
F. Administrative Adjudication Process
3. Executive Session
None.
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 facilitie4 contact the ADA
Coordinator at 459-2525 to allow the Village to make reasonable accommodations for those persons
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
March 3, 2014 at 6:30 PM
1. Welcome
2. Discussion
A. Pay for Performance [GO TO]
B. Storm Water Utility [GO TO]
C. Development Review Process Improvements [GO TO]
D. Merger of Board of Health and Blood Commission [GO TO]
E. Service Level Expectations Introduction [GO TO]
F. Administrative Adjudication Process [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.
Pay for Performance 2-A
Overview
Human Resources Director Arthur Malinowski will make a presentation to the Village Board concerning the
pay for performance program. A timeline and summary information will be provided under separate cover.
Attachments
Trustee Liaison Staff Contact
Arthur Malinowski,
Monday,
ond aY> March 10,
arc h .1..0......> 2014. . .................................................................................................................D.'s c u s s.'.o.n...._...Item : 2-A
Storm Water Utility 2-B
Overview
Public Works Director Mike Reynolds will make a presentation to the Village Board concerning the
stormwater utility concept,which provides capital funding specifically for stormwater infrastructure
management, replacement and improvement. This funding is set up much like the capital reserve for water
and sanitary sewer infrastructure,which is included in the Water& Sewerage Fund and generated by user
revenues.
Staff seeks direction from the Village Board to further pursue a stormwater utility fee.
Attachments
COW Memo.pdf
Storm Water Utility Presentation 3-3-14 3.pdf
Trustee Liaison Staff Contact
Michael J Reynolds,Public Works
Monday,
ond aY> March 10,
arc h .1..0......> 2014. . .................................................................................................................D.'s c u s s.'.o.n...._...Item. ........2._B........................................................................................................................................................
V IL,IILAC IIIr� � 11➢�` � �o
L�' 1 I➢�`I➢�`%,IIL43 C':ff�a �
MEMORANDUM
TO: Dane C. Bragg, Village Manager
FROM: Mike Reynolds, Director of Public Works
DATE: February 26, 2014
RE: Storm Water Utility Fee Presentation
Attached is the Storm Water Utility Fee presentation for the March 3, 2014 Committee of the
Whole meeting.
The presentation covers the basic rationale and components of a Storm Water Utility Fee and the
steps required to implement the program here in Buffalo Grove.
It is my recommendation that the Board approve the concept as presented and authorize staff to
proceed with the necessary steps to implement such a plan.
C: Jennifer Maltas, Deputy Village Manager
- 1 -
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Development Review Process Improvements 2-C
Overview
Over the last six months staff has been reviewing the development review process in order to make
it more efficient and business friendly. The attached memorandum outlines the areas where staff
believes that changes can be made to shorten the development review process and variance process
for both businesses and residents.
Attachments
Development Review Process Changes.pdf
Trustee Liaison Staff Contact
Jennifer I Maltas,
.....M.on.da............Marc h....1..0......> 20.1.4.................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._C........................................................................................................................................................
Y>
V IL,IILAC IIIr� � 11➢�` � �o
L�' 1 I➢�`I➢�`%,IIL43 C':ff�a �
MEMORANDUM
TO: Village President& Board of Trustees
FROM: Jennifer Maltas, Deputy Village Manager
CC: Dane Bragg, Village Manager
Brian Sheehan, Building Commissioner
Bob Pfeil, Village Planner
Darren Monico, Village Engineer
DATE: March 3, 2014
RE: Recommended Changes to the Development Review Process
Introduction
Over the last 6 months staff has been reviewing the development review process in order to make
it more efficient and business friendly. The following memorandum outlines the areas where
staff feels that changes can be made to shorten the development review process and variance
process for both businesses and residents.
Survey of Variance Process Participants
As a part of the review, staff surveyed petitioners who went through any kind of variance process
in the last three years. The main goal of the survey was to determine if we had any customer
service issues that needed to be addressed in the variance process. The survey revealed that
though the petitioners did not always agree with the outcome or the process itself, they were
generally happy with how they were treated.
The highest possible score on the survey was a 5. The following scores are of note:
• Staff members provided an organized review process —4.31
• Staff members answered questions in a timely fashion —4.31
• The purpose of each review level seemed logical and appropriate— 3.35
• Treated professionally and with respect by staff—4.62
• Treated professionally and with respect by ART—4.57
• Treated professionally and with respect by PC—4.55
• Treated professionally and with respect by ZBA —4.55
• Treated professionally and with respect by VB —4.29
• Treated professionally and with respect by permitting staff—4.48
• Treated professionally and with respect by inspection staff—3.89
• Review process was timely— 3.58
- 1 -
• Permit was issued in a timely fashion—4.04
• Satisfied with final outcome—4.04
Based on the scores, the Village's customer service is operating at a high level; however, the
process itself frustrates some petitioners. The survey asked for comments and suggestions,
which are addressed later in the memo.
Sign Code Changes
There are several sign code changes that staff is proposing. Under the current process, once
approved, leasing signs are reviewed by the Zoning Board of Appeals (ZBA) every 6 months.
Staff is proposing that, after the allowed time limit for a leasing sign has expired, the leasing sign
be reviewed and approved administratively by the Building Commissioner. Ownership would be
required to provide updated occupancy information in support of the need for the continuation of
the leasing sign and the signs would continue to be reviewed every 6 months by staff. Leasing
signs are often temporary and should not require extensive review. In larger centers where there
are always one or two vacancies, staff is proposing that the review of the sign every 6 months
again be done by the Building Commissioner. This would eliminate approximately fifteen
leasing sign status reviews a year that are handled by the ZBA. This was a suggestion made by
several petitioners who responded to the survey due to the time and cost associated with sending
someone to a ZBA meeting twice a year. Additionally, the ZBA has never denied the 6 month
extension.
The second recommended change is regarding deviation to shopping center criteria. Currently
deviations to shopping center criteria require review by the Appearance Review Team (ART)
and the ZBA. Staff is proposing that these deviations are reviewed and approved
administratively by the Building Commissioner. Since the sign code update, many of the
requests for deviations to the shopping center criteria meet the sign code but do not meet the
shopping center criteria because the center's criteria has not caught up with the sign code. Along
with this proposed change, staff plans to work with each center to update their criteria to meet
the new sign code so that many of the requested deviations would no longer be needed. This
would eliminate approximately six to ten deviation reviews a year by the ZBA and would speed
up the process of issuing the permit.
Finally, the sign code currently requires that the ZBA approve any copy changes to an existing
sign that was previously approved by variance. This includes signs where the structure, size and
location do not change, but only the copy changes. Staff is recommending that the sign code be
modified to allow these type changes through the normal permit process and eliminate the need
to appear before the ZBA. This would eliminate approximately 8-10 variance reviews by the
ZBA.
Combined Plan Commission and Zoning Board
Staff is recommending a merger of the Plan Commission and the Zoning Board into a Planning
& Zoning Commission (PCZ). In 2012, when the Village amended the sign code, the process
was changed such that the Plan Commission was tasked with reviewing sign code variances so
that a project that was going to the Plan Commission on another issue would not have to go to
the Zoning Board as well simply for sign review. The process has worked well thus far and has
streamlined the process for petitioners.
- 2 -
Staff is recommending that this is taken a step further and that the two commissions are merged
into one. With the changes to the code recommended above that will allow for administrative
approval the merged Commission would hear approximately an additional 15-20 cases a year.
These cases mostly represent simple fence variances (height or location) and setback
encroachments). Merging the two Commissions would allow for a more streamlined process as
there will not be two separate meeting schedules to manage, two separate public notices to
publish, and two separate Commissions for staff to manage. Additionally, with the
recommended changes above, there will be very few cases that need only ZBA approval.
In order to make this change, the Village Board would refer to the Plan Commission the code
amendments needed to implement a Planning and Zoning Commission. There are two options
for referral. The first is to refer to the Plan Commission the creation of a new Planning and
Zoning Commission. The second is to refer to the Plan Commission the absorption of the ZBA.
Staff is recommending a referral to the Plan Commission to create a new Planning and Zoning
Commission. This approach will allow the Village to set forth the number of members on the
new PCZ and allow for membership from both of the current Commissions. Some
Commissioners may want to participate and some may not.
Staff would work with the Plan Commission in the referral and review process to amend the code
to adopt the changes recommended in this memo that the Village Board is comfortable adopting.
With this approach, all the changes will be made at once and there will be a clear way forward.
Eliminate Referrals from Village Board to the Plan Commission
Staff is recommending eliminating routine referrals from the Village Board to the Plan
Commission and allowing petitioners to appear directly before the Plan Commission. This is a
common practice in most communities. Eliminating routine referrals will eliminate a step for the
petitioner and several weeks in the review process. In the past 5 years, there were 30 routine
requests for referrals, and all were referred to the Plan Commission. The referral has become a
matter of course. Most of these referrals are special uses that are allowed already in the
municipal code. Additionally, many of the questions that the Village Board asks during the
referral process are the responsibility of the Plan Commission. The Village Board often asks
questions about parking, traffic impact, and land use compatibility which the Plan Commission is
tasked with reviewing and providing within their recommendation to the Village Board. When
the Plan Commission completes their review and makes a recommendation to the Village Board
these issues are often already addressed. Further, the Village has a liaison program where Plan
Commission members can reach out to the Village Board if they need advice on a particular
project.
Staff proposes maintaining the ability to have a referral for pre-application discussions. In the
past 5 years there were 11 of these referrals and 3 were denied. These applications address
issues that are not consistent with the Comprehensive Plan, proposals that would require text
amendments of the Zoning Ordinance, or proposals that would be significant in terms of traffic
or compatibility with existing land uses. A good example of this Pulte development. Prior to
moving forward with the annexation, it was important to seek input from the Village Board
regarding the farmstead. Raising chicken and ducks on residential property is not within the
Village Code and is something that needed Village Board input. In these cases, staff will
- 3 -
maintain the ability to use the referral process to gain feedback so that the Plan Commission can
make appropriate recommendations to the Village Board.
Eliminate Separate ART Review
The Village Appearance Plan currently provides for an Appearance Review Team (ART) made
up of staff and Zoning Board/Plan Commission members. ART will review projects prior to the
matter being heard at the Plan Commission or the ZBA. ART is simply responsible for making
sure the appearance of the sign or structure is consistent with the area it is proposed, even if the
structure or sign is not compliant with Village codes. Though the intent of the review is
explained to petitioners and they are told that a favorable ART review does not mean their
project will be approved, it often creates a lot of confusion. Projects or signs will often get a
favorable review by ART but will then be denied by the ZBA. Staff is proposing that the ART
review take place as part of the Planning & Zoning Commission review in order to avoid any
confusion. Staff is also recommending that the administrative ART review remain an option and
not eliminated completely. Occasionally the Building Commissioner will request an
administrative ART review in order to add another set of eyes on a sign or a code issue that can
be approved administratively. The Building Commissioner would use ART as a tool for
additional review if needed.
Allow Recreational Uses in Industrial Districts
Over the last several years, the Plan Commission and Village Board has approved several
recreational uses in industrial districts. Currently they are only allowed with a special use. Staff
is recommending that recreational uses of up to certain size be allowed outright in the code.
Neither the Plan Commission nor the Village Board has had any issue with these uses. Limiting
the size should mitigate any potential parking issues that seem to be the main issue that may pose
a problem for this type of use. The Plan Commission is currently working on changes to the
code to address this issue and will recommend a size restriction to the Village Board.
Conclusion
The intent of the changes discussed above is to make the Village a friendlier place to do
business, while at the same time allowing for the proper review of projects. Staff,
Commissioners, and the Village Board have worked hard in the past to streamline processes and
it is important to build on those successes. If there is consensus from the Village Board
regarding the proposed changes above, staff will work with the Village Attorney, Plan
Commission, and ZBA to recommend a package of changes at a future Village Board meeting.
As stated earlier in the memo, the intent is to come before the Village Board with the changes at
one time so that implementation is easier and less confusing.
- 4 -
Merger of Board of Health and Blood Commission 2-D
Overview
Over the last several months, staff has been reviewing consolidating the Board of Health and the Blood
Commission in order to consolidate the group into one joint commission. The attached memo outlines the
proposed changes.
Attachments
BOH Blood Commission Memo_2014.pdf
Trustee Liaison Staff Contact
Brian P Sheehan,
Monday,
Ond aY> March 10,
arc h .1..0......> 2014. . .................................................................................................................D.'s c u s s.'.o.n...._...Item : 2-D........................................................................................................................................................
VIIIIIlluASE CHI 1WJ1RF`AL0 GROVE
TO: DAN E C. BRAGGY ,w
FROM: BRIAN SHEEHAN
SUBJECT: RECOMMENDED MERGER OF THE BOARD OF HEALTH AND THE BLOOD COMMISSION
DATE: 2/26/2014
Currently, the Blood Donor Commission has eight (8) members who attend both the
planning meetings and the blood drives. The Blood Donor Commission currently holds four
(4) planning meetings a year on the Wednesday prior to the quarterly blood drive. The
members also work as volunteers at the four (4) community blood drives each year, which
are held on Saturdays and are staffed by members of the Blood Commission.
The Board of Health currently has eight (8) members. The Board of Health currently meets
six(6) times a year on the third Thursday every other month. The Board of Health is charged
with the general oversight of the interests of the health of the Village residents and they
review other health matters as assigned them by the Village President and Board, most
recently the Smoking Ordinance and the Animal Control Ordinance. There is not an active
policy, or concern being addressed at this time
Staff is recommending that the two groups be merged into a single commission with the
responsibility of coordinating the Community Blood Drives as well as to be called upon to
handle any health related issues that may arise. Initially, the members of both groups who
desired to remain active would be combined into one single larger group. Through natural
attrition the commission's size would be reduced over time into a commission of up to ten
members to allow for some overlap and coverage for the blood drives. At first the joint
commission would be staffed by the current staff liaison's for both groups, but would be
scaled down to a single staff liaison after the initial start up phase.
The meetings would be held quarterly, with the ability to call a special meeting if issues arise
that warrant meeting outside of the quarterly timeframe. The meetings would follow the
current Blood Commission schedule of convening the Wednesday evening prior to the
Saturday blood drive.
If the Board is comfortable with moving forward on this recommendation, staff will make
the required Ordinance amendments for the Village Municipal Code and proceed with the
merger.
Page 1 of 1
Service Level Expectations Introduction 2-E
Overview
One of the goals listed in the Village Board approved strategic plan is to analyze all of the Village's
services to determine the current service level and the resources necessary to continue the service at
the current level. The attached memorandum is intended to be an introduction to this process and
what the Village Board can expect over the next two years as staff analyzes our service levels.
Attachments
Seivice Level Expectations Intro.pdf
Trustee Liaison Staff Contact
Jennifer I Maltas,
Monday,
ond aY> March 10,
arc h .1..0......> 2014. . .................................................................................................................D.'s c u s s.'.o.n...._...Item : 2-E........................................................................................................................................................
V IL,LA C III r� � 11➢�` � �o
L�' 1 I➢�`I➢�`%,IIL43 C':If�a �
MEMORANDUM
TO: Village President& Board of Trustees
FROM: Jennifer Maltas, Deputy Village Manager
DATE: March 3, 2014
RE: Service Level Expectations Introduction
Introduction
One of the goals listed in the Village Board approved strategic plan is to analyze all of the
Village's services to determine the current service level and the resources necessary to continue
the service at the current level. This memorandum is intended to be an introduction to this
process and what the Village Board can expect over the next two years as staff analyzes our
service levels.
Process to Identify Service Level Expectations
A service level expectation is simply the time one can expect a service to be completed. The
expectation is derived by the amount of resources the Village has dedicated to a particular
service. Staff will take each service the Village provides to determine the service level by
identifying the time it takes to complete each service, the staff necessary to complete the service,
as well as the equipment and commodities needed.
By identifying what the Village's current service levels are, the Village Board will be able to
clearly understand what resources are dedicated to each service and make decisions together with
staff about where to expend funds and place resources. At the end of the project, the Village
Board will have a listing from each department of the services the department to provides, what
level the Village is providing the service, and the dollars it takes to make it happen. After the
data is collected, the Village Board and staff will evaluate the services to determine if we need
more or less resources in a certain area to meet the priorities of the Village Board.
Examples
In order to demonstrate the information above with real examples I have worked with the Public
Works Department to provide the current service levels related to snow events.
Service # of Labor Labor Equip. Material
Service Level Routes Hrs Cost Cost Cost Total Cost
Salt Call
Out 4 hours 10 44 $1,631.16 $518.64 $2,495.00 $4,644.80
Plowing
Opening
Pass 4 hours 22 125 $4,221.69 $1,020.70 $0.00 $5,242.39
Plowing - 8 hours -
Clean Curb event end 22 200 $7,025.67 $1,590.00 $4,382.50 $12,998.17
- 1 -
As you can see by the chart above, it takes 4 hours complete a full pass of all Village streets
during a salting operation. In order to complete the pass in 4 hours (for example purposes OT is
not included), the Village needs $4,644.80 in resources which includes 44 labor hours. In order
to complete the opening pass during an event that requires plowing, the Village needs $5,242.39
in resources which includes 125 labor hours. Finally, in order for the streets to be clear, curb to
curb 8 hours following a snow event, the Village requires $12,998.17 per event including 200
labor hours.
The examples above show the baseline service level that we currently provide. At the end of the
process, each department will have a set of service levels and associated resources that can be
reviewed such that if resources are added to one service, that movement or resources could
change the level of another service. With a complete service level catalog, staff can provide
clear options to the Village Board regarding how to change service levels, if desired. Without
changing current costs, staff will be able to build upon the current level of service to create the
labor, equipment, and material needed to increase or decrease a service level and what impact
that has on other services.
Next Steps
Over the next two years, I will be working with one department at a time to build out their
service levels. Some services, such as snow operations, are already closely monitored and the
service level details are easy to develop. In some cases, staff has a good idea of what the service
level is but there is no empirical data to support the assumptions. It will take staff time to start
monitoring all of our service levels and collecting the data needed to build out a full set of
service levels.
It is staff s goal to have a draft listing of the Public Works Department's service level
expectations before the Village Board by the end of the year.
- 2 -
Administrative Adjudication Process 2-F
Overview
Administrative Adjudication was established as one of the 2014 goals for the Village and the Police
Department. The discussion will include a timetable of future actions, some of the expected benefits to the
Village as well as an overview of the process.
Attachments
Administrative Adjudication Memo Final.pdf
Trustee Liaison Staff Contact
Steven R Casstevens,
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MEMORANDUM
DATE: February 26, 2014
TO: President Jeffrey Braiman and Trustees
FROM: Steven Casstevens, Chief of Police
Evan C. Michel, Public Safety Management Analyst
SUBJECT: Administrative Adjudication
Overview of Administrative Adjudication
Administrative Adjudication Hearings serve as a locally controlled alternative to the Circuit
Court system. These 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.
The process is initiated through a Village official issuing a ticket, notice of violation, or a
complaint against an individual or business. This notice provides the violator the option to
either plead guilty and pay the fine immediately or contest the ticket though a hearing. The
Administrative Hearing Officer oversees the administrative hearing system and determines if
ordinance citation is valid. Hearing Officers are required by the State of Illinois to undergo
specific training. By law, the Village representative who issued the ticket is not required to
appear at the hearing. The ticket serves as a sworn affidavit and must properly cite several
key pieces of information, including the date, time, and location of the offenses, the
Ordinance violated, as well as the identity of the person named. The burden of proof differs
greatly from the traditional civil or criminal court. In an Administrative Hearing, the
municipality must only proves that the preponderance of evidence supports the issuance of the
notice of violation. After the Officer reviews the evidence and hears testimony from all
parties, a determination is made. If the individual is found to have committed the violation
fines, penalties, and costs may be imposed according to the guidelines set forth in the Village
Code. The Administrative Hearing Officer's decision is then provided to the individual at the
end of the hearing. The violator is entitled to an appeal through the Circuit Court if they
believe they did not receive their full due process.
Administrative Adjudication in Buffalo Grove
Administrative Adjudication was established as one of the 2014 goals for the Village and the
Police Department. The Village approved an ordinance establishing Local Adjudication in
2004 (Ord. 4 2004-46). The Board also passed a local ordinance adjudicating Administrative
Vehicle Tows in 2004 (Ord. 4 2004-45). However, this ordinance was specific to vehicle
impounding and did not address the adjudication of parking or other ordinance violations.
Page 1 of 5
Establishment of"Full" Administrative Adjudication
Full Administrative Adjudication provides substantial befit 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 municipal violations. The village likewise,
benefits from the increased recovery of fines and fees.
There are several tasks, which must be accomplished for the Village to establish the process
of full administrative adjudication. This will transition from only adjudicating administrative
vehicle tows, to adjudication parking tickets, ordinance violations, and non-moving traffic
violations as well as various building and zoning violations. The following is a list of
required tasks:
• Pass an updated Village Ordinance adopting the new text of 65 IL,CS 5/1-2.1-2, to
include a listing of all violations to be adjudicated with the associated fine structure.
• Redesign the parking/ordinance citation currently used by police officers, to include
language as required by law, as well as changing information from court appearances
to local hearings.
• Establish monthly Adjudication Hearing dates, using the Village Hall Board room, as
the law requires all hearings to be recorded.
• Developing Hearing and Notification forms
• Enter into an agreement with a Hearing Officer to preside over the monthly hearings.
• Establish a process to accept payments at each hearing (cash, credit card).
• Design a database to enter and track violations, which will be adjudicated, including
the establishment of a monthly Hearing Docket.
• Preform a public outreach campaign via e-news, the village website, and local
newspapers to educate the public regarding the adjudication system.
Time Table of Future Actions
Research Research similar municipalities to evaluate their adjudication
Comparable system as well as attend hearings and interview key officials to March 31
Systems ascertain best practices
Update Present the Board of Trustees with an ordinance that reflects April 14
Municipal Code the expanded scope of the hearing system
Revise Tickets Update tickets to include hearing information May 31
Develop and implement a public outreach plan to inform the
Public Outreach citizens of Buffalo Grove of the hearingsystem
November
Structure a Contract though the State of Illinois Comptroller's Office or a
Payment System private collection agency a method to secure monies owed to November
the village
Contract Post, Interview, and Hire an Administrative Adjudicator as well November
Officers as a Village Representative
Assess Assess the current capacity of records software to insure it has
Technology the ability to: Log Ticket Information, Generate Hearing November
Needs Notices, Create Dockets,Produce Decision Reports, Monitor
Payments, and Issue notices for Accounts Payable
Test Hearing Preform a dry run of an adjudication to insure the process is December 1
Process ready to go live
Hold First Hold hearing to adjudicate the previous months violations December 18
Hearin
Page 2 of 5
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Anticipated Fine Recovery
The current structure of prosecuting nonmoving traffic and ordinance violations is through the
Lake County Circuit Court system. This severely diminishes the total amount of fine
recovery from tickets issued by the Village of Buffalo Grove. Under the current system, the
Circuit Court only releases approximately 34% of fines back to the village. For example if an
offender chooses to make a counter payment or mail in the payment, the Village of Buffalo
Grove only recovers $40.50 of a $120 ticket. Similarly, if someone chooses court supervision
and traffic school the village still only receives $40.50. Conversely, if the violator goes to
court, and the judge does not grant supervision, and assesses the typical $20 fine, Buffalo
Grove obtains only $25 to defray the costs of a municipal prosecutor, a $2 fee for the e-
citation fund, and only $15 of the total $225 total fine.
However, through the Administrative Adjudication Hearing process the village would recover
the all of the money associated with a ticket. This recovery immensely benefits the Village of
Buffalo Grove's financial stability. The tables beginning on the following page demonstrate
the projected revenue to the Village of Buffalo Grove through based current fine structure as
well as the number of tickets issued in 2013.
Page 3 of 5
Parking Violation Fine Number of Tickets Projected Revenue
(2013) (with Ad in.
Adjudication)
Parking from 2-6am $25 1,021 $25,525
Fire Lane $25 353 $8,825
Improper Parkin $25 636 $15,900
Parking after Snow $25 43 $1,075
Handicapped Parkin $250 249 $62,250
Unpaid Train Fee $25 305 $7,625
TOTAL 2,607 S121,200
Number of Tickets Projected Revenue
Village Ordinance Violations Fine (2013) (with Ad in.
Adjudication)
Selling a Vehicle on Street $25 2 $50
Cat at Large $50 12 $600
No Cat Licenses $100 16 $1,600
Dog at Large $50 85 $4,250
No Dog Licenses $100 79 $7,900
No Rabies Tag $50 77 $3,850
Weeds Over 12in $50 5 $250
Grass Over 6in $50 26 $1,300
Garbage Out too Earl $20 5 $100
Misc. Violation $25 5 $50
Excessive Dog Barking $50 13 $650
Dumping Snow in Street $20 1 $20
Jaywalking $25 42 $1,050
Animal at Large second offence $75 6 $450
Trespass Warning $60 1 $60
Improper Cross $25 1 $25
TOTAL 376 $22,205
Number of Tickets Projected Revenue
Non Moving Traffic Violations Fine (2013) (with Ad in.
Adjudication)
Defective-No Brakes $120 1 $120
Defective- No Side/Rear/Windshield $120 5 $600
Motorcycle without Head Lamp $120 5 $600
One Head Lamp $120 143 $17,160
Expired Vehicle Registration $120 1 $120
Failure to Display Registration plate $120 72 $8,640
Failure to Aux Lamp $120 3 $360
Failure to Aux Lamp/ Oppos $120 27 $3,240
Fail to secure new registration $120 1 $120
Fail to Use Special Plates $120 1 $120
Flashing Light Violation $120 3 $360
Headlamp not meets regulation $120 7 $840
Page 4 of 5
Number of Tickets Projected Revenue
Non Moving Traffic Violations Fine (2013) (with Ad in.
Adjudication)
Illegal Use of Head Lamp $120 2 $240
Install Traffic Control Preempt $120 1 $120
Lighted Lamp Violation $120 343 $41,160
Vehicle Defects-No Muffler $120 6 $720
Vehicle Defects-No Bumper $120 2 $240
Vehicle Defects-No Horn Violation $120 3 $360
No Valid Registration $120 18 $2,160
No Valid Vehicle Registration $120 42 $5,040
No Valid Vehicle Registration/ $120 1 $120
No Windshield Wipers $120 1 $120
Obstructed Windshield $120 2 $240
Operation Vehicle on Expired $120 597 $71,640
Registration
Plate/Permit/Display Violation $120 4 $480
Registration Expiration $120 4 $480
Snow Ice Dirt Obstructing View $120 3 $360
Unsafe Tires $120 3 $360
Violate Lights and Lamp Act $120 7 $840
Wearing Headset while Driving $120 34 $4,080
Windshield Obstructed $120 321 $38,520
TOTAL 1,663 $199,560
Type of Violation Total Number of Total Projected
Tickets (2013) Revenue
(with Admin.
Aci"ud ation
Parking Violation 2,607 5121,200
Village Ordinance Violations 376 $22,205
Non Moving Traffic Violations 1,663 $199,560
TOTAL 4,646 $342,965
Conclusions
An expanded Administrative Hearing system, which allows for the adjudication of nonmoving
traffic and municipal ordinance violations, would benefit the Village of Buffalo Grove in
streamlining the process and capturing greater revenue. Likewise, it would provide a benefit to
residents in a more customer-friendly and convenient process and reduced overall fines. In order
to reach full adjudication several key procedures must be implemented or improved. These
enhanced processes can be completed by the initial hearing date of December 18, 2014. Through
the Administrative Adjudication Hearing process, the village would recover all of the money
associated with a ticket. Based on the level of violations issued in 2013, as well as the current
fine structure, the village could recapture as much as $343,000 in ticket revenue. If the Village
Board elected to impose a hearing fee, additional revenue may be realized through the program.
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