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2013-09-30 - Village Board Committee of the Whole - Agenda Packet VILLAGE OF Fifty Raupp Blvd MUMS Meeting of the Village of Buffalo Grove Buffalo Grove, IL60089-2100 LP Grout Board of Trustees Phone:847-459-2500 Committee of the Whole September 30, 2013 at 6:30 PM 1. Welcome 2. Discussion A. Resolution Opposing the Upper Des Plaines River and Tributaries Report and Assessment B. Audit - Management Letter and Report on Internal Controls C. Fund Balance Policy Reporting FY 2012 D. Fees and Fines E. Sunset Provision on Home Rule Sales Tax F. Preliminary FY 2013 Property Tax Levy Discussion G.2014-2018 Capital Improvement Plan Initial Report H. FY 2014 General Fund Budget Status Update I. 20 Year Pro-Forma for Water Fund - Annual Update J. Review of Centralized Purchasing Program K. Recommendation For E-Services L. Communications Policy M.Pay for Performance N. Bi-Montly Metra Parking Pass Fee Increase Discussion 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 facilities, 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 September 30, 2013 at 6:30 PM 1. Welcome 2. Discussion A. Resolution Opposing the Upper Des Plaines River and Tributaries Report and Assessment [GO TO] B. Audit- Management Letter and Report on Internal Controls [GO TO] C. Fund Balance Policy Reporting FY 2012 [GO TO] D. Fees and Fines [GO TO] E. Sunset Provision on Home Rule Sales Tax [GO TO] F. Preliminary FY 2013 Property Tax Levy Discussion [GO TO] G. 2014-2018 Capital Improvement Plan Initial Report [GO TO] H. FY 2014 General Fund Budget Status Update [GO TO] I. 20 Year Pro-Forma for Water Fund - Annual Update [GO TO] J. Review of Centralized Purchasing Program [GO TO] K. Recommendation For E-Services [GO TO] L. Communications Policy [GO TO] M. Pay for Performance [GO TO] N. Bi-Montly Metra Parking Pass Fee Increase Discussion [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. Resolution Opposing the Upper Des Plaines River and 2-A Tributaries Report and Assessment Overview Staff recommends approval of the attached resolution opposing the conversion of the Didier Property and Hoffmann Property to a 550-acre foot reservoir, as outlined in the Upper Des Plaines River and Tributaries, Illinois and Wisconsin Integrated Feasibility Report and Environmental Assessment, published by the United States Army Corps of Engineers on September 3, 2013. The resolution, if approved, will be forwarded as a comment for the permanent record to be attached to the study. Staff is also working with Lake County, the Buffalo Grove Park District and Aptakisic-Tripp District 102 to solidify positions on the proposal. Comments on the plan will be accepted until October 2, 2013. Interested parties may submit comments as follows: 1. Online at the project website; 2. Mailed to: U.S. Army Corps of Engineers, Chicago District, 231 S. LaSalle Street, Ste. 1500, Chicago, IL 60604,ATTN: Peter Bullock; or 3. E-mailed to UDPR&TAusace.arfny.mil. Excerpts of the plan summary and concept drawing, extracted from the plan, are attached with the draft resolution. Attachments ACSR08 Plan Summary.pdf Plate 17 ACSR08 Reservoir Concept Plan.pdf Trustee Liaison Staff Contact Trustee Stein Dane C Bragg, ....M.o�n.d�a...........S�e......pte�m.be.r..3.0......2.0.1..3...........................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._�....................................................................................................................................................... Y, RESOLUTION NO. 2013 - A RESOLUTION IN OPPOSITION TO CERTAIN ELEMENTS OF THE UPPER DES PLAINES RIVER AND TRIBUTARIES, ILLINOIS AND WISCONSIN INTEGRATED FEASIBILITY REPORT AND ENVIRONMENTAL ASSESSMENT WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village has certain rights to plan for land use and development of extraterritorial areas within 1.5 miles of its corporate boundary (65 ILCS 5/11-12-6); and WHEREAS, the Village has a long history of exercising such rights through its 1973 Comprehensive Plan, 1986 Comprehensive Plan, 1992 Comprehensive Plan, 1998 Comprehensive Plan and 2009 Comprehensive Plan and supporting studies; and WHEREAS, the quality of life in the Village and its surrounding environs is enhanced by high- quality, well-planned land uses, transportation and infrastructure service; and WHEREAS; contained within the Village's 1.5 mile planning boundary is an area comprising approximately 93.1 acres and generally bound by Buffalo Grove Road to the west, Aptakisic Road to the south, Brandywyn Lane to the north and Prairie Road to the east; and WHEREAS, said property is presently used for agricultural and commercial purposes and is situated within unincorporated Lake County; and WHEREAS, the Village of Buffalo Grove, pursuant to its home rule and extraterritorial planning authority, has designated the future development of said property, commonly known as the Didier Property and the Hoffmann Property, on the Future Land Use Map of the adopted Comprehensive Plan as low-density residential (78.7 acres), parks and open space (7.8 acres), commercial (3.8 acres) and utilities (2.8 acres) land uses; and WHEREAS, the Didier Property provides an oasis of sustainable local food, consistent with the Livable Communities theme of the GOTO 2040 Comprehensive Regional Plan published by the Chicago Metropolitan Agency for Planning (CMAP); and WHEREAS, the Village Board on August 19, 2013 took action to refer a concept plan to the Plan Commission for further review to develop the Hoffmann Property with low-density residential uses and in furtherance of the 2009 Comprehensive Plan; and WHEREAS, the United States Army Corps of Engineers (USACE) released the Upper Des Plaines River and Tributaries, Illinois and Wisconsin Integrated Feasibility Report and Environmental Assessment on September 3, 2013; and WHEREAS, contained within the report and assessment was a proposal to convert the Didier Property and the Hoffmann Property from its existing uses to a 550 acre-foot storage reservoir, so noted as Aptakisic Creek Reservoir(NED ACRS08), Buffalo Grove, (Plate 17) in the plan; and WHEREAS, the NED ACRS08 plan description contemplates the excavation of the site to a depth of 4.5 feet along with the addition of a berm levee structure around the perimeter of the Didier Property and Hoffmann Property with an above-grade height varying from six to twelve feet and spoil areas of ten and twelve feet in height; and WHEREAS, the NED ACRS08 project is included within the Full and NED plans of the report and assessment; and WHEREAS, the USACE has adopted a comment period on the plan, to be submitted to the Chicago District until October 2, 2013. NOW, THEREFORE, BE IT RESOLVED by the Village President and Board Trustees of the Village of Buffalo Grove, Cook and Lake Counties, Illinois, as follows: Section 1: That the proposed conversion of the Didier Property and Hoffmann Property to a 550 acre-foot reservoir would have a deleterious effect on the subject property, adjoining properties, the essential character of the locality and the community as a whole. Section 2: That the Upper Des Plaines River and Tributaries, Illinois and Wisconsin Integrated Feasibility Report and Environmental Assessment proposal to develop project ACRS08 is in conflict with the Village of Buffalo Grove's 2009 Comprehensive Plan and the Future Land Use Map. Section 3: That the Village of Buffalo Grove does not support, in whole or in part, the conversion of the Didier Property and the Hoffmann Property into uses other than those uses designated and contemplated in the adopted 2009 Comprehensive Plan, or the 1998, 1992, 1986 or the 1973 comprehensive plan documents. Section 4: That the Village of Buffalo Grove encourages the United States Army Corps of Engineers, the Lake County Stormwater Management Commission and the Metropolitan Water Reclamation District to consider alternative flood mitigation measures and locations in lieu of the Didier Property and Hoffmann Property. Section 5: That the Village Manager is hereby authorized and directed to submit this resolution as a comment to the United States Army Corps of Engineers for the Upper Des Plaines River and Tributaries, Illinois and Wisconsin Integrated Feasibility Report and Environmental Assessment. AYES: NAYES: ABSENT: PASSED: 12013 APPROVED: 12013 APPROVED: Village President ATTEST: Village Clerk Section 10 Combined Plans DRAFT August 2013 Aptakisic Creek Reservoir (NED ACRS08),Buffalo Grove (Plate 17) Aptakisic Creek reservoir will provide approximately 550 acre-feet of storage on the Aptakisic Creek tributary to the mainstem Des Plaines River, reducing flood stages downstream of the reservoir within the tributary and downstream of the confluence of Aptakisic Creek along the mainstem. The 94 acre site is located at Aptakisic Road and Buffalo Grove Road. The reservoir will be excavated to a depth of 4.5 feet deep providing capacity for 25 %to 1% annual chance of exceedance flood events. The bottom elevation varies between 676 and 682 ft NAVD88. A levee around the reservoir will be constructed to establish a top elevation of 688 ft NAVD88. The levee will be constructed from impervious material excavated for the reservoir, covered with six inches of topsoil and seeded. Stormwater is pumped into the reservoir from Aptakisic Creek through a reinforced concrete pipe. A sluice gate at an existing ditch (bottom elevation 678.5 feet NAVD88)will prevent stored water from flowing to the creek. After an event, the sluice gate will be opened allowing water to drain into the ditch. The remaining water will removed through a pump station. Suitable material from the reservoir excavation will be used for construction of the levee surrounding the site. Excess material will be stored on the site in two spoil areas. The estimated height of the spoil areas are 12 and 10 feet with side slopes of 1 vertical to 1 horizontal and 1 vertical to 15 horizontal, respectively. The spoil piles will be covered with six inches of topsoil and seeded. Operations and Maintenance activities at the reservoir will include annual inspections and control of vegetation through mowing, trimming of trees and brush, and removal of any accumulated debris. As needed, the levee will be filled and/or repaired. The outlet pump station will also be regularly inspected and maintained, with reconditioning and rehabilitation as needed, approximately every 20 years. The pump station would have a 50 year life expectancy and may require replacement after that time. Gate structures would be inspected annually and repaired or replaced as needed, approximately every 20 years. This reservoir is included in both the Full and NED Plans. Costs associated with this site are identified in Table 10.4 at the end of this section. Granger Woods Floodplain Forest(CAP L05 Urban Alternative 8),Mettawa (Plate 38) Granger Woods Floodplain Forest will restore native plant communities of marsh, wet meadow, mesic and dry savanna, wet forest, flat woods and open woodland reestablished. Once agricultural practices cease, the hydrology, geomorphology will be naturalized. This will allow for the restoration and establishment of native plant and animal species over the 322-acre site. Once the non-Federal sponsor obtains rights to the lands for restoration, heavy agricultural practices should cease and a light farming operation could be implemented. Agricultural fields U.S.Army Corps of Engineers 233 Zipper Des Plaines River and Tributaries,IL& WI Chicago District Integrated Feasibility Report and Environmental Assessment 0 H Z t] Z W w o a � Uw N Z I.- U w F N Z LLJ U) W¢ ZF ovwi Q ..� Z KZZ Q zJ0=F Wp¢ �0 ��wa �_j Q o O¢HF¢ w W L) W J NWT m Z0p00� 0 O W¢ Wff J O z u �wzH> LU �U za�a �LJJW< ¢ o¢OU L Do>Ll Q W Q� LUO� a��w W'W Jm > F� � 'ow ¢ ©d ��a5oteWzz o NU NJ�UZ O ZWIoW ZZW¢ OZW OWO O¢W LJ W LLJ 2H LU ZUW �n w>LL 0o I U� mw ¢W Q�¢ ¢V UGO¢W ] WFZZown F aU Z CD U IL FO U coQ �¢W cq< - ¢ Q a,WNW X QUm Z N� }z QFZZQF oxo G Z Z �> �of II W II ¢¢ >¢¢¢W m ¢LL ¢ ¢ WX YY u WOz CD3 z =Q � zW m m fro< Do �w ¢FWO¢W JW¢-¢ U IL F W x � U WU)5= F — W 0OFWww F WmU)zWH >¢ OW¢FU]0 FOwU� _¢ �l�nu�uulws" Ilutitimu„� Old ;w �I �u»ry /r v�✓ vuurm�mar�a�tf� �l � 1, ry r � I0W I w i o I� p iK ,u� ' G r `wN pp��p'I I,II J R ommi iKoo 1�dV��M�191��o�umza»,ruwy�u�auH ilAl A,,, mr IV— LOA w, v •� � I mmN, Ura � o Audit- Management Letter and Report on Internal 2-11 Controls Overview The Village's independent auditors,Wolf&Company LLP,have completed their review of the FY 2012 audit and management controls. Staff will review the findings of their review with the Board. The first report, dated June 28, 2013 is the SAS 114 Board Communications letter. The intent of the letter is to make the board aware of any significant audit findings. Reviewed within the context of significant audit findings are issues related to (1)the qualitative aspects of accounting practices, (2) difficulties encountered in performing the audit, (3) corrected or uncorrected misstatements, (4) disagreements with management, (5) management representations, (6) management consultations with other independent accounts and (7) other audit findings or issues. A hard copy of the letter and report will be distributed under separate cover. Attachments Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........Se......pte.m.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._B........................................................................................................................................................ Y, Fund Balance Policy Reporting FY 2012 2-C Overview The General Fund Unassigned Fund Balance is the previous years' accumulated fund equity available for future spending. Annually, the Village's Fund Balance Policy is reviewed at the conclusion of the independent audit for the relevant fiscal period. This review incorporates the fiscal activities ending December 31, 2012 and fund balance totals reported in the audited Comprehensive Annual Financial Report. Balances are reported to ensure the compliance with the Policy. Attachments Fund Balance Review FY 2012.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._C........................................................................................................................................................ Y, VIIJL/A,CI*VIE OF` )) VLJ I,T A L TO: Dane C. Bragg, Village Manager FROM: Scott D. Anderson, Finance Director DATE: September 17, 2013 RE: General Fund—FY 2012 Fund Balance Policy Review Purpose: The General Fund Unassigned Fund Balance is the previous years' accumulated fund equity available for future spending. Annually,the Village's Fund Balance Policy is reviewed at the conclusion of the independent audit for the relevant fiscal period.This review incorporates the fiscal activities ending December 31, 2012 and fund balance totals reported in the audited Comprehensive Annual Financial Report. Balances are reported to ensure the compliance with the Policy Policy Reporting: #1 - Cash and investment reserves are to be maintained at a level equal to 25% of the operating budget beginning as of January 1 of any fiscal period. Net cash and investments on January 1, 2013 totaled $17.2 million to support the approved General Fund budget for FY 2013 of$29.8 million (less public safety pension transfers). The balance available is$9.8 million above the policy minimum of$7.4 million. $7 million of the cash and investment balance is currently committed to capital reserve funds for vehicles and technology acquisitions. #2 - Unassigned Fund Balance will equal, at a minimum, 25% of the subsequent year's General Fund Budget. As of January 1, 2013 the unassigned fund balance was $9.98 million. That balance exceeded the Policy minimum of $7.4 million by $2.58 million. Unassigned fund balance is 34.5 percent of the current year's budget. The unassigned fund balance is anticipated to increase by $19,636 in the FY 2013 budget. The growth of the reserve percentage has been more of a factor of expenditure reduction than strong revenue growth. One of the strategic goals set forth in FY 2013 was to strive to attain 35 percent unassigned fund balance levels. The level has been nearly reached at the conclusion of FY 2012. Although the current fund balance percentage now exceeds the formal policy target it is staff's opinion that the policy should not be amended. Staff will continue to work towards attaining, and maintaining, the 35 percent threshold. Listed below is a chart of unassigned fund balance totals since FY 2003. The policy minimum was lowered to 25 percent (from 35%) effective for FY 2009 to better reflect the current state of the economy. Unassigned Fund Balance General Fund $25,000,000 20 000 000 ..................................................................................................................................................................................................................................................................................................................................................................................... 15 000 000 ........ „..:...................... $10,000,000 IIIIIIIIIIIIIIIR"r" $5,000,000 $0 02-03 03-04 04-05 05-06 06-07 2007 2008 2009 2010 2011 2012 Unassigned Fund Balance �uuuuuuuuuuuuuuuuuuuu�Policy Minimum Fund Balance Staff will update this report after the annual audit concludes for FY 2013. Fees and Fines 2-D Overview Village staff presented a series of fee and fine recommendations at the July 29 Committee of the Whole meeting. Based on Board discussion and feedback, an ordinance was scheduled for adoption by the Village Board on September 9. At the request of Trustee Stein,the item was deferred to the October 7 Village Board meeting pending further discussion of specific fees at the September 30 Committee of the Whole meeting. Staff has compiled the following responses to inquiries received to date concerning the proposed fine and fee increases. 1. What exactly is the violation of a selling a vehicle on the street and have we ticketed for it? "The violation is for posting a vehicle for sale on the vehicle and parking it on the street - Municipal Code Section BG-11-1311 of Title 10, Traffic. BGPD has issued two tickets to date for this violation in 2013 and issued two violations in 2012." 2. How many tickets do we typically write in a year for pushing snow into the street? "In 2012 and 2013, no citations have been issued for pushing snow on the roadway." 3. How many tickets do we typically write in a year for blocking the sidewalk? "In 2013, 39 citations have been issued for blocking the sidewalk. In 2012,five citations were issued (although the Chief of Police believes the actual number may be higher based on the coding used in the database)." 4. What would trigger an amended permit fee? "After a permit has been reviewed, approved and issued, an amendment fee would be charged when revisions are made to a previously approved construction plan which, based upon the changes, would require an additional review of two or more disciplines (i.e both an electrical review and a plumbing review)" 5. Why is the residential zoning variation fee being increased from $75.00 to $125.00? "On average, the $75.00 fee currently charged does not cover the expenses incurred by the Village. In many cases the current fee does not cover the required publication, let alone the required mailings, staff time and Village Attorney review. The increase will bring this fee closer to covering the actual cost incurred by the Village." Attachments Fee and Fine Recommendation Spreadsheetpdf Trustee Liaison Staff Contact Trustee Berman Dane C Bragg, ....M.o�n.d�a...........S�e......pte�m.be.r..3.0......2.0.1..3...........................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m.........�._��........................................................................................................................................................ Y, 2013 FEE FINE RECOMMENDATIONS lie 'IIJJ»J 1/////ofiaD J J / /J / Commercial Solicitor Permit License Fee -$50, Per Solicitor- VBG does not charge for a Commercial -$0 $15 $45.00 Soliciting License (for profit door-to- door solicitation). VBG's fees are below average. The Illegal Dumping/Burning- $50/$55/$75 $60.00 Village typically issues warnings and $20/$25/$45 does not have much activity in this area. 1 warning last year. VBG's fees are below average. The Weeds &Grass Violations- Village typically issues warnings first $20/$50/$70 $50/$55/$75 $55.00 prior to issuing a ticket. 2 tickets issued last year. VBG does not have a specified fine for Trespass Violation -$0 $60/$65/$85 $60.00 Trespassing, historically staff gives warnings. 2 warnings last year. Admin. Bail Fee -$0 $20.00 (as allowed by state law) $20.00 We do not currently charge this fee. Admin Tow Fee See Chief Casstevens memo for more (DUI Impound Fee) -$500 $500.00 $500.00 information. Parking Violation Currently $25/$50/$75 $25/$48/$67 Parking fines in most communities $20/$25/$45 double if not paid on time. Animal Violations- 1st violation -$50/$55/$75 Many communities step up the fines $20/$25/$45 (for each 2nd violation -$75/$80/$100 $51/$81/$95 after the first violation to ensure the offense) 3rd violation -$100/$105/$125 issue is taken care of due to problems with dangerous animals. Fingerprint/Background Resident-$20 The Village currently does not charge a Check by Public Request- $20.00 Nonresident-$25 fee.$0 2013 FEE FINE RECOMMENDATIONS 'IIJJ»J 1/////ofiaD J J / /J / Records Check for Visa N/A- not found in other Based on Tier 3 services costing, this Immigration -$0 $15.00 codes amount will recoup our costs associated with providing this service. No Valid Alarm Permit-$0 $20/$45/$45 $50/$75/$100 Based on False Alarm Report and Fine Survey,VBG is below avg. False Alarms within 1 year First -$0 First -$0 First -$13 Second-$0 Second-$75 Second-$18 Third-$75 Third-$125 Third-$75 Fourth-$75 Fourth-$175 Fourth-$75 Fifth-$75 Fifth-$200 Fifth-$112 Sixth-$100 Sixth-$200 Sixth-$128 See fee and fine memo for more Seventh-$100 Seventh-$200 Seventh-$138 detail. Eighth-$100 Eighth-$200 Eighth-$141 Ninth-$100 Ninth-$200 Ninth-$158 Tenth-$150 Tenth-$250 Tenth-$184 Eleventh-$150 Eleventh-$250 Eleventh-$223 Twelfth-$150 Twelfth-$250 Twelfth-$261 Thirteenth-$200 Thirteenth-$250 Thirteenth-$264 Direct contract costs have increased to Storm and Sanitary Sewer —$1.50/foot, plus costs of Television Inspections- $2.50/foot N/A administration which could involve $1/foot several hours of staff time in the field and during office review of tapes. 2013 FEE FINE RECOMMENDATIONS 'IIJJ»J 1/////ofiaD J J / /J / Driveway&Apron Review- VBG fees are below average. The $25 $50.00 $50.00 current fee does not cover staff time. An administrative fee of$50.00 and any plan review fees will be Permit Cancellation Fee-$0 $50.00 N/A deducted from the refunded amount. This applies to all permits including those with a cost of less than $50.00. Any revisions to plans that have been issued will require an Amended Plans -$0 $50.00 N/A Amendment Form and be charged plan review fees of$50 per type of review. Currently charging this fee; Modifications to Existing $50.00 N/A however, it is not spelled out Duct Work- $0 clearly in the code. RPZ Installation/ $50.00 N/A Currently charging this fee under Replacement- $0 plumbing. Clarification to the code. Fences: First 100 Lineal 0 First 10 lineal ft.=$35 Each Ft.=$20 Each Addt' 100 a ea lineal 5 $5 $35.00 VBG's fees are below average. Lineal Ft.= $5 Currently there is a different fee for primary structure and non Residential Zoning $125.00 N/A primary structure, the proposal is Variations - $75.00 to make the fees the same as the workload for both types of variances is the same. $2,OOO.00 Initial Escrow Deposit for Recoverable $250.00 to $1,500.00 initial Petitions for some approvals do not deposits would be allowed require an extensive review, so Costs for Petitions N/A based on staff projection of recoverable costs are often less than Pertaining to Titles 14, 16 Village costs. $2,000.00 and 17 2013 FEE FINE RECOMMENDATIONS 'IIJJ»J 1/////ofiaD J J / /J / Spitting-$20/$25/$55 NSA Outdated fine that is not used. No Village Sticker- $20/$25/$45 .IIL.IIIIIIIIIII"� "III"IIIIIC. Fine-$50 VBG does not require village stickers. Sunset Provision on Home Rule Sales Tax 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%effective July 1, 2004. 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. For the reasons noted below, staff recommends the continuation of the additional .5%in 2014 • Total Home Rule Sales Tax received in fiscal year 2012 was $3,177,985 or$1,461,277 less than the peak received in FY 2006. • 20 percent of the home rule sales tax will be transferred to the Motor Fuel Tax Fund to supplement state shared revenue allocated to the annual street maintenance program. • The Village's current revenue profile is not generating any operating surpluses that can be reinvested into reserves for future capital needs. With the board's concurrence,the FY 2014 revenue budget will include 1.0%Home Rule Sales Tax. Attachments Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._E........................................................................................................................................................ Y, Preliminary FY 2013 Property Tax Levy Discussion 2-F Overview In conjunction with the development of the FY 2014 Village Budget, staff is currently working on a recommendation for the FY 2013 Tax Levy (collected in 2014). Key dates are the truth in taxation determination report presented on November 4th and the tax levy presentation on December 2nd. The attached memorandum outlines staffs recommendation and assumptions in preparing the 2013 levy for Board review and approval. Attachments 2013 Tax Levy-Preliminary.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._F......................................................................................................................................................... Y, OF TO: DANE C. BRAGG FROM: SCOTT D ANDERSON SUBJECT: FY 2013 PRELIMINARY PROPERTY TAX LEVY DATE: 9/19/2013 In conjunction with the development of the FY 2014 Village Budget, staff is currently working on a recommendation for the FY 2013 Property Tax Levy(collected in 2014). The current year's levy (2012 Tax Levy) is $14,201,796 and was an increase of 1.16 percent from the previous year's levy request.The components of the change were: • Corporate Levy +1.5% • Special Purpose/IMRF +2.0% • Public Safety Pensions +1.38% • Debt Service -3.88% For the FY 2014 Budget the following methodologies are contemplated. 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 August, 2013, the cost index is 1.7 percent. This inflation growth will generate an additional $129,931 in property tax revenue for general fund core service operations. In addition to the increase for inflation, staff requests an additional 1.3 percent to help reduce the current deficit in the General Fund. In conjunction with the property tax increase, staff has implemented and increased other revenues, reduced staffing, and is evaluating a series of program and services eliminations (deemed as Tier 3 expenditures) as explained in a memorandum by Deputy Manager Maltas.The additional 1.3 percent would result in nearly$100,000 of additional revenue. A proposed Corporate Levy of three percent would result in a three-year average growth of 1.39 percent per annum. Debt Service Last year's debt service requirement was $1,321,300. In December 2013, the final principal and interest payment will be made on the 2003 bonds. After the approval of a $419,000 tax abatement the net property tax supported debt service amount was $902,300. Next year's debt service is $1,101,513. It is staff's intention to abate approximately $200,000 of that levy to maintain level debt service. There will be no growth in the debt service levy. The following is a summary of the Village's Page 1 of 4 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 f p 600,000 400,000 _ 200,000 ti� LO y`y ti'l. ti''' y0, ti� ti� tit ti� ti� �O LO LO LO LO LO LQ LO LO LO LO LO LO LO LO LO LO LO 2012 u2010B w2010A Pensions Both the Police and Fire Pension Fund annual required contributions are being calculated by the Village's independent actuary. Staff has received notification from the Illinois Municipal Retirement Fund (IMRF) that the employer portion of the pension will increase .07 percent in 2014. The current year's levy for IMRF and employer FICA and Medicare cost was $1,600,793. The request for FY 2014 will be approximately$1,558,030 a reduction of 2.7 percent. The net decrease is$42,763. For purposes of this analysis the public safety pensions are estimated to increase by 5 percent. Staff should receive the final report and recommendations within the next several weeks. Applying five percent growth nets additional levy amounts of $107,991 and $100,187 for the Police and Firefighter's Pension Funds, respectively. The total additional required amount for all pension levies is estimated to be$165,415. 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 four 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 1,800,000,000 Al 1,600,000,000 1,400,000,000 1,200,000,000 1,000,000,000 800,000,000 600,000,000 400,000,000 200,000,000 Impact The result of the increases noted above would result in a tentative |evy, after abatements, of $14,764,027 or 2.8 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 (leoo debt service levies) by more than five percent the Village must publish for, and conduct a public hearing. Using the amounts above, the increase would be under three percent. At this point in the process, staff anticipates the tax levy(less abatements)to resemble the table below; The components of the levy are distributed as follows; Dollar Percentage 2013 Request 2012 Request Change Change Corporate 7,872,343.05 7,643,051.50 229,291.55 3.00% Special Purpose-IMRF 1,558,030.00 1,600,793.10 (42,763.10) -2.67% Pension 4,432,141.35 4,221,087.00 211,054.35 5.00% Debt Service 901,513.00 902,301.00 (788.00) -0.09% Total 14,764,027.39 14,367,232.60 396,794.79 2.76% Over forty-two percent of the proposed growth in the levy is due to employer pension obligations. Staff continues to monitor legislative movement in Springfield for substantive pension reform. Until reform is passed, employer's pension obligations will continue to drive most of the growth in the tax levy requests. 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 was attained in the current year's tax levy. Property Tax Distribution - 2013 County of Lake 7% �.,�,�m,�,, Buffalo Grove y„ 11% Township& Forest 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 and fire pension levies and the FY 2014 Budget process is completed. Page 4 of 4 2014-2018 Capital Improvement Plan Initial Report 2-G Overview Staff will provide an update on the 2014-2018 Capital Improvement Plan by providing an overview of the preliminary requests received during the 2014 budget cycle. A full report is attached. Attachments 2014 CIP Summary Memo.pdf 2014 CIP Request Report(091913).pdf Trustee Liaison Staff Contact Michael J Reynolds,Public Works ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._G....................................................................................................................................................... Y, ti 1,� TO: DANE C. BRAGG FROM: MICHAEL K. SKIBBE SUBJECT: 2014-2018 CIP PLANNING DOCUMENT DATE: 9/19/2013 CC: SCOTT D. ANDERSON ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ The attached 2014-2018 Capital Improvement Plan: 2014 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, 2014 and ending December 31, 2018. Pending Village Board approval, those projects identified for FY2014 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 is available. 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. 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 22 CIP requests were received for the 2014-2018 planning period, staff has elected to place one project on hold. The PSC Expansion ($4,227,275) was not included in the planning document. Page 1 of 6 Thus, there are a total of 21 projects noted over the plan period which include FY2014 expenditures. 13 of those are either a carry-over with a revised scope of work or continuation from prior years, but 8 are new projects: Finance Department Office Redesign Replacement Antenna Tower FS 427 Roof Capital Replacement Projects Dundee Road Median Improvements Audio/Visual Council Chambers Automated Parking Meters ERP Software—Community Development Public Works Software All projects identified for FY 2014 total $9,308,204 and are divided into six categories. Buildings and Grounds Improvements There are 4 projects in this category totaling $425,000 for FY2014. The Municipal Parking Facility Maintenance program is ongoing, with a revised scope for FY2014 covering planned maintenance at the Public Service Center, Fire Station 426, Pace/Metra, and 4 well houses. The Finance Department Office Redesign will allow for the consolidation of the Finance and Building and Zoning retail operations. The Replacement Antenna Tower at Fire Station 427 would replace a tower that is undersized for the type and number of antennas currently needed. Finally, this is the first year that a funding plan for Roof Capital Replacement Projects is budgeted within the CIP at$225,000 for FY2014. 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 2,000 Ash trees have been removed in-house and through an outside contractor. Approximately 5,000 Ash trees remain in the Village's urban forest and this program will continue to address removal and replacement of these trees. $1,000,000 is programmed in FY2014. Street, Sidewalk & Bikepa.th Maintenance Street maintenance and construction improvement programs total $3,676,000. 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 expenditures by the Lake County Department of Transportation. The Raupp Bridge Reconstruction is planned for the 2014 construction season. Finally, in order to continue right of way improvements to the Dundee Road Corridor, funding is being programmed to begin 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 Page 2 of 6 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 2014 construction season will be for the rehabilitation of street surface and curb/gutter along various identified local streets. Those streets identified for work in FY2013 are noted in the summary sheet for this category in the planning document. Engineering is currently working to update the 5 year street maintenance forecast after having completed a village-wide rating of streets in 2013 with the help of Infrastructure Management Systems road testing. 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 Water 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 inhouse 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 FY2014. 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 is a new category in this year's CIP planning document and recognizes the Village's key goal of utilizing technology to provide efficient service in the most cost effective means possible. There are three new, single year projects proposed including Audio/Visual upgrades to the Council Chambers, Automated Parking Meters/Fare Boxes at Metra, and ERP Software for Community Development modules within the New World financial software package. 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 FY2013 cost would be $37,000. Page 3 of 6 The Village joined the GIS Consortium in 2013 and this program continues to be planned within the CIP. Key expenditures for FY2014 include a vector flyover which will improve accuracy of the Village's map system and set the groundwork for programs such as a Storm Water Utility Fee. .ter Main . Sanitary Sewer Systems Within the Water and Sewer system, projects total $3,350,800. An IEPA Wastewater Pollution Control Loan is currently being lined up to fund the Lift Station Repair & Rehabilitation project for repairs and upgrades at Old Treatment Plant and Cambridge on the Lake Lift Stations. Raupp Lift Station and Golfview Lift Station rehabilitation projects are under engineering design and will move into construction in FY2014. The total for the Lift Station Repair& Rehabilitation program is $530,000 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 $85,800 respectively. The Pump House Repairs and Security Improvements portion will begin in FY2013 but construction and expenditures are planned to continue through FY2014 and are programmed as such. Finally in this category, $1,645,000 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 FY2014 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 2014-2018 CIP document 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 $39,229,748 is projected for Village capital improvements through FY2017. Page 4 of 6 2014 Budget Cycle CIP Request Summary 2014 2015 2016 2017 2018 Buildings and Grounds Improvements Finance Department Office Redesign $70,000 - - - - Municipal Parking Facility Maintenance $110,000 $168,000 $81,000 $107,000 $90,000 Replacement Antenna Tower FS#27 $20,000 - - - - Roof Capital Replacement Projects $225,000 $32,500 $203,100 $362,600 - Subtotal $425,000 $200,500 $284,100 $469,600 $90,000 Emerald Ash Borer Response EAB Ash Tree Replacement Program $1,000,000 $1,000,000 $350,000 - - Subtotal $1,000,000 $1,000,000 $350,000 $0 $0 Street,Sidewalk&Bikepath Maintenance Annual Street Maintenance $3,000,000 $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 Raupp Bridge Reconstruction $198,000 - - - - Annual Sidewalk/Bike Path Maintenance $325,000 $325,000 $325,000 $325,000 $325,000 Weiland Road/Lake Cook Road Improvements $113,000 - - - - Subtotal $3,676,000 $5,365,000 $5,365,000 $5,365,000 $5,365,000 Storm Water Management Storm Water System Upgrades and Repairs $200,000 $100,000 $100,000 $100,000 $100,000 Subtotal $200,000 $100,000 $100,000 $100,000 $100,000 Technology Audio/Visual Council Chambers $76,000 - - - - Automated Parking Meters $60,000 ERP Software-Community Development $225,000 - - - - GIS Consortium $258,404 $170,247 $177,717 $182,490 $187,490 Public Works Software $37,000 $5,000 $5,000 $5,000 $5,000 Subtotal $656,404 $175,247 $182,717 $187,490 $192,490 Water Main&Sanitary Sewer Systems Lift Station Repair&Rehabilitation $530,000 $530,000 $300,000 $300,000 $300,000 Pump House Repairs&Security Improvements $550,000 - - - - Scada Improvements $85,800 $103,400 $66,000 - Villagewide Sanitary Sewer Replacement $540,000 $530,000 $700,000 - $700,000 Villagewide Water Main Replacement $1,645,000 $700,000 - $700,000 - Subtotal $3,350,800 $1,863,400 $1,066,000 $1,000,000 $1,000,000 Total $9,308,204 $8,704,147 $7,347,817 $7,122,090 $6,747,490 Grand Total 2014-2018 $39,229,748 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 30, 2012. 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 FY2014 budgets. Michael K. Skibbe Civil Engineer Page 6 of 6 9/19/2013 2014-2018 Capital Improvement Plan 00 � m i 91, �llllJllllfl�lUt�ll/1����1 f,G�uf�lljlllrllllrllllll00lllllrl101���!JI rulld,l �,�� ���h����n��Ih����ll«,i�bd�� i 2014 Budget Cycle Preliminary Requests VILLAGE OF BUFFALO GROVE Public Works Department Mike Skibbe, Civil Engineer Village of Buffalo Grove 1 2014-2018 CIP Planning Document Table of Contents Tableof Contents..........................................................................................................................................2 Capital Improvement Request Summary......................................................................................................3 2014-2018 Capital Project Request Summary Table....................................................................................4 Buildings &Grounds Improvements.............................................................................................................5 Finance Department Office Redesign.......................................................................................................6 Municipal Parking Facility Maintenance...................................................................................................7 Replacement Antenna Tower Fire Station#27.........................................................................................8 Roof Capital Replacement Projects...........................................................................................................9 Emerald Ash Borer Response...................................................................................................................... 10 EAB Ash Tree Replacement Program...................................................................................................... 11 Street, Sidewalk& Bikepath Maintenance.................................................................................................12 Annual Street Maintenance.................................................................................................................... 13 Dundee Road Median Improvements..................................................................................................... 14 Raupp Boulevard Bridge Reconstruction................................................................................................ 15 Annual Sidewalk/Bike Path Maintenance............................................................................................... 16 Weiland Road/Lake Cook Road Improvement........................................................................................ 17 StormSewer System...................................................................................................................................18 Storm Water System Upgrades and Repairs........................................................................................... 19 Technology..................................................................................................................................................20 Audio/Visual Council Chambers..............................................................................................................21 AutomatedParking Meters.....................................................................................................................22 ERP Software—Community Development.............................................................................................23 GISConsortium.......................................................................................................................................24 Public Works Software/Database Upgrades...........................................................................................25 Water Main &Sanitary Sewer Systems......................................................................................................26 Lift Station Repair& Rehabilitation ........................................................................................................27 Pump House Repairs &Security Improvements.....................................................................................28 SCADAImprovements.............................................................................................................................29 Villagewide Sanitary Sewer Replacement Program................................................................................30 Villagewide Water Main Replacement Program ....................................................................................31 Criteria List and Scoring Matrix...................................................................................................................32 Village of Buffalo Grove 2 2014-2018 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 2014 total $9,308,204 and fall under six categories. The following chart illustrates each category's percentage as it relates to funding the capital program for FY 2014. 2014 Capital Project Request by Category Buildings and Grounds 5% f Technology 7% Storm Sewer System 2°% Village of Buffalo Grove 3 2014-2018 CIP Planning Document 2014-2018 Capital Project Request Summary Table 2014 2015 2016 2017 2018 Buildings and Grounds Improvements Finance Department Office Redesign $70,000 - - - - Municipal Parking Facility Maintenance $110,000 $168,000 $81,000 $107,000 $90,000 Replacement Antenna Tower FS#27 $20,000 - - - - Roof Capital Replacement Projects $225,000 $32,500 $203,100 $362,600 - Subtotal $425,000 $200,500 $284,100 $469,600 $90,000 Emerald Ash Borer Response EAB Ash Tree Replacement Program $1,000,000 $1,000,000 $350,000 - - Subtotal $1,000,000 $1,000,000 $350,000 $0 $0 Street,Sidewalk&Bikepath Maintenance Annual Street Maintenance $3,000,000 $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 Raupp Bridge Reconstruction $198,000 - - - - Annual Sidewalk/Bike Path Maintenance $325,000 $325,000 $325,000 $325,000 $325,000 Weiland Road/Lake Cook Road Improvements $113,000 - - - - Subtotal $3,676,000 $5,365,000 $5,365,000 $5,365,000 $5,365,000 Storm Water Management Storm Water System Upgrades and Repairs $200,000 $100,000 $100,000 $100,000 $100,000 Subtotal $200,000 $100,000 $100,000 $100,000 $100,000 Technology Audio/Visual Council Chambers $76,000 - - - - Automated Parking Meters $60,000 ERP Software-Community Development $225,000 - - - - GIS Consortium $258,404 $170,247 $177,717 $182,490 $187,490 Public Works Software $37,000 $5,000 $5,000 $5,000 $5,000 Subtotal $656,404 $175,247 $182,717 $187,490 $192,490 Water Main&Sanitary Sewer Systems Lift Station Repair&Rehabilitation $530,000 $530,000 $300,000 $300,000 $300,000 Pump House Repairs&Security Improvements $550,000 - - - - SCADA Improvements $85,800 $103,400 $66,000 - Villagewide Sanitary Sewer Replacement $540,000 $530,000 $700,000 - $700,000 Villagewide Water Main Replacement $1,645,000 $700,000 - $700,000 - Subtotal $3,350,800 $1,863,400 $1,066,000 $1,000,000 $1,000,000 Total $9,308,204 $8,704,147 $7,347,817 $7,122,090 $6,747,490 Grand Total 2014-2018 $39,229,748 Village of Buffalo Grove 4 2014-2018 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 2014-2018 CIP Planning Document Finance Department Office Redesign Category: Building and Grounds Improvement Fund: Capital Projects- Facilities Of Account Number: 150.75.560.30 �- Priority Score: 14 1 71 Initial Proposal Date: 2014 Project Coordinator: Finance/Building and Zoning Summary: This project will increase the usable office space in the Finance Department and allow for the consolidation of Finance and Building & Zoning retail operations. The redesign of the office is the first step in moving towards a centralized call center using a 311 model. Budget Impact: This project is funded through the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $40,000 - - - - $40,000 Equipment $30,000 - - - - $30,000 Training Sub-Total $70,000 $ 0 $ 0 $ 0 $ 0 $70,000 Village of Buffalo Grove 6 2014-2018 CIP Planning Document Municipal Parking Facility Maintenance Nil Category: Buildings & Grounds Improvements 7� Fund: Capital Projects - Facilities ' " Account Number: 150.75.560.40 Priority Score: 16 Initial Proposal Date: Ongoing Project Coordinator: PW-Engineering i Summary: This program provides for the routine sealing, restriping, and reconstruction of municipal lots. The 2014 planned maintenance includes lots at the Public Service Center, Fire Station#26, Metra, and Reservoirs#1, 2, 6, and 7. Budget Impact: This project is funded through the General Fund's operating revenues. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $43,000 $359,000 $48,000 $65,000 $74,100 $589,100 Actual $47,327 $54,700 $50,000 $65,000 $67,000 $284,027 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $110,000 $168,000 $81,000 $107,000 $90,000 $556,000 Equipment Contingency Sub-Total $110,000 $168,000 $81,000 $107,000 $90,000 $556,000 Village of Buffalo Grove 7 2014-2018 CIP Planning Document Replacement Antenna Tower Fire Station #27 Category: Information Technology Fund: Capital Projects- Facilities Account Number: 150.75.560.50 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 the type and number of antennas currently mounted. Budget Impact: This project is funded through the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $4,000 - - - - $4,000 Construction $12,000 - - - - $12,000 Equipment $4,000 - - - - $4,000 Contingency Sub-Total $20,000 $ 0 $ 0 $ 0 $ 0 $20,000 Village of Buffalo Grove 8 2014-2018 CIP Planning Document Roof Capital Replacement Projects Category: Buildings & Grounds Improvements Fund: Capital Projects- Facilities Account Number: 150.75.560.40 d Priority Score: 16 Initial Proposal Date: 2014 Project Coordinator: PW-Engineering Summary: This category covers full roof replacements on Village owned buildings. $32,000 is planned for the Public Service Center and $193,000 for Village Hall in 2014. Prior to 2014 these projects were not programmed in the CIP. Maintenance and repair work remains in the Building Maintenance budget within Public Works, and is separate from these replacements. Replacement projects were identified during the 2012 roof inspection reports prepared by Industrial Roofing Services but deferred in 2013. Budget Impact: This project is funded through the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $225,000 $32,500 $203,100 $362,600 - $823,200 Equipment Contingency Sub-Total $225,000 $32,500 $203,100 $362,600 - $823,200 Village of Buffalo Grove 9 2014-2018 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 in jeopardy. 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 planed 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 10 2014-2018 CIP Planning Document EAB Ash Tree Replacement Program Category: Natural Disasters j / lit' 1� %���e��/� ff Fund: Capital Projects - Facilities Account Number: 150.75.560.40 r � Priority Score: 22 Initial Proposal Date: 2013 A ....................................... .. - Project Coordinator: Public Works- Operations Summary: Over the next 3 years 4,500 remaining, Ash Trees will need to be removed and replaced due to Emerald Ash Borer infestation. The program will include tree removals, stump grinding, parkway restoration, 2,700 tree purchases and a growing contract for 4,300 trees. Budget Impact: This project will be funded from the revolving line of credit. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $ 0 $ 0 $ 0 $ 0 $1,000,000 $1,000,000 Actual $ 0 $ 0 $ 0 $350,000 $800,000 $1,150,000 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $1,000,000 $1,000,000 $350,000 - - $2,350,000 Equipment Contingency Sub-Total $1,000,000 $1,000,000 $350,000 $ 0 $ 0 $2,350,000 Village of Buffalo Grove 11 2014-2018 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 2014 construction season will be for the rehabilitation of street surface and curb/gutter along various identified local streets. The following streets are scheduled for repair in 2014 pending the latest results of the 2013 Pavement Evaluation late in 2013: Foxford Drive 0.33 Millcreek Drive 0.81 Daulton Drive 0.24 Stanford Lane 0.16 Butternut Drive 0.13 Ashford Court 0.03 Dunstan Drive 0.16 Beacon Court 0.03 Blue Ash Drive 0.28 Hickory Avenue 0.03 Kingston Drive 0.22 Carriageway Drive 0.33 TOTAL 2.75 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 12 2014-2018 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 Initial Proposal Date: Ongoing Project Coordinator: PW-Engineering . I 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 2014 Projected Expenditures below. 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. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $2,300,000 $2,679,045 $1,750,000 $1,700,000 $5,950,000 $14,379,045 Actual $2 243,128 $1,512,258 $1,207,750 $4,078,000 $5,934,000 $14,975,136 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $300,000 $425,000 $425,000 $425,000 $425,000 $2,000,000 Construction $2,700,000 $4,575,000 $4,575,000 $4,575,000 $4,575,000 $21,000,000 Equipment Contingency Sub-Total $3,000,000 $5,000,000 $5,000,000 $5,000,000 $5,000,000 $23,000,000 Village of Buffalo Grove 13 2014-2018 CIP Planning Document Dundee Road Median Improvements oil 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. 111191111 Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 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 14 2014-2018 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 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 is scheduled to be completed in 2013 with Phase 11 ready to begin in 2014. Significant funding (80%) is provided by the Highway Bridge Replacement and Rehabilitation Program administered by the USDOT Federal Highway Administration. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. 111191111 Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $23,000 $32,000 $40,000 $95,000 Actual $ 0 $ 0 $41,469 $6,272 $40,000 $87,741 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $90,000 - - - - $90,000 Construction $900,000 - - - - $900,000 Equipment Contingency ($792,000) - - - - ($792,000) Sub-Total $198,000 $ 0 $ 0 $ 0 $ 0 $198,000 Village of Buffalo Grove 15 2014-2018 CIP Planning Document Annual Sidewalk/Bike Path Maintenance � Category: Street, Sidewalk & Bike Path Maintenance . Fund: General Fund Account Number: 100.55.10.535.05 Priority Score: 20 Initial Proposal Date: Ongoing Project Coordinator: PW- Engineering Summary: Annual sidewalk and bike path maintenance and rehabilitation program. In FY 2014, a sidewalk grinder machine is being requested to provide better quality temporary repairs to displaced sidewalk squares. New pedestrian facility improvements include a new crosswalk across Deerfield Parkway at Green Knolls Drive and a sidewalk/multi-use path along Krause Drive to connect residents to a proposed Vernon Township bike path. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. 111191111 FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $150,000 $150,000 $150,000 $325,000 $100,000 $875,000 Actual $148,926 $142,902 $149,964 $325,000 $108,000 $874,792 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $315,000 $325,000 $325,000 $325,000 $325,000 $1,615,000 Equipment $10,000 $10,000 Contingency Sub-Total $325,000 $325,000 $325,000 $325,000 $325,000 $1,625,000 Village of Buffalo Grove 16 2014-2018 CIP Planning Document Weiland Road/Lake Cook Road Improvement Category: Street, Sidewalk & Bike Path Maintenance N Fund: Capital Projects -Streets Account Number: 160.562.20 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. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $640,000 $496,390 $335,633 $234,054 $100,452 $1,806,529 Actual $356,448 $361,579 $136,255 $299,012 $100,000 $1,253,294 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $113,000 - - - - $113,000 Construction Equipment Contingency Sub-Total $113,000 $ 0 $ 0 $ 0 $ 0 $113,000 Village of Buffalo Grove 17 2014-2018 CIP Planning Document Storm Sewer System The Village of Buffalo Grove maintains a piped network of 180 miles of storm sewer and one storm water lift station at Jackson Drive. 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 5%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 18 2014-2018 CIP Planning Document Storm Water System Upgrades and Repairs Category: Storm Sewer Fund: General Fund �mi i N u`uvul yeti V(��N� I I III@��IIIV�I IlUluq i Account Number: 100.55.25.560.40 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 2014 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. 111191111 FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $ 0 $ 0 $ 0 $ 0 $200,000 $200,000 Actual $ 0 $ 0 $ 0 $ 0 $200,000 $200,000 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $200,000 $100,000 $100,000 $100,000 $100,000 $600,000 Equipment Contingency Sub-Total $200,000 $100,000 $100,000 $100,000 $100,000 $600,000 Village of Buffalo Grove 19 2014-2018 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 division currently maintains: • 13 Servers • 220+ Desktop and Mobile Workstations • Almost 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 strengthen both the distribution and maintenance of data throughout the Village. 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 20 2014-2018 CIP Planning Document Audio/Visual Council Chambers Category:Technology I' -INC I """MI `�_ Fund: Capital Projects- Facilities � ' , a' Account Number: 150.75.560.50 n4' I �=-7 Priority Score: 21 Initial Proposal Date: 2012 Project Coordinator: OVM - Information Technology Summary: This project will upgrade the Audio Visual equipment currently available in the Chambers. It will allow for a bigger video screen for the audience and computer monitors for the elected officials. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $25,000 - - - - $25,000 Equipment $51,000 - - - - $51,000 Contingency Sub-Total $76,000 $ 0 $ 0 $ 0 $ 0 $76,000 Village of Buffalo Grove 21 2014-2018 CIP Planning Document Automated Parking Meters Category:Technology y . Fund: Parking Lot (Metra) i ` J% Account Number: 120.81.535.20 Priority Score: 12 Initial Proposal Date: 2014 Project Coordinator: Finance Summary: The proposed project would replace antiquated fare boxes with electronic boxes that would accept credit payments and provide a printed receipt to commuters. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 -T $ 0 Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction Equipment/Software $60,000 - - - - $60,000 Training Sub-Total $60,000 $ 0 $ 0 $ 0 $ 0 $60,000 Village of Buffalo Grove 22 2014-2018 CIP Planning Document ERP Software — Community Development Category:Technology Fund: Capital Projects- Facilities I Account Number: 150.75.560.50 ,I IIVNu o+V�ynh,pi9�4Nu���V P Iu 'YII�V°iY ih Po @ iir.'p�I I'�' �iy M1I;y��; Priority Score: 15 iPCYI�IVV1� IIuIIIII�IIi' I III���iI III Initial Proposal Date: 2014 Project Coordinator: Finance/Building & Zoning Summary: In FY 2011, The Village contracted with New World Systems to replace existing financial software. Financial modules (finance, utility billing, account payable, payroll, and cashiering) were implemented in FY 2012-2013. The last component of the ERP system will be the addition of a community development module. This module will replace the current property management database and will integrate with the GIS initiative. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 MM 0. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction Equipment/Software $150,000 - - - - $150,000 Training $75,000 - - - - $75,000 Sub-Total $225,000 $ 0 $ 0 $ 0 $ 0 $225,000 Village of Buffalo Grove 23 2014-2018 CIP Planning Document GIS Consortium Category:Technology far j// Fund: Capital Projects - Facilities i r4*in Account Number: 150.75.560.50 I 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 2014, a vector flyover is being budgeted to increase accuracy of our base map data. Budget Impact: This project is funded through an internal transfer from the General Fund's operating revenues. 111191111 Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $152,997 $152,997 Actual $ 0 $ 0 $ 0 $ 0 $152,997 $152,997 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Staffing/Engineering $128,846 $132,711 $136,693 $140,794 $145,017 $684,061 Vector Flyover/ $115,111 $25,053 $29,943 $30,558 $31,475 $232,140 Layer Development Equipment $14,447 $12,482 $11,082 $11,139 $11,011 $60,161 Contingency Sub-Total 1 $258,404 $170,247 $177,717 $182,490 $187,490 $976,362 Village of Buffalo Grove 24 2014-2018 CIP Planning Document Public Works Software/Database Upgrades Category: Technology Fund: Capital Projects - Facilities r j Account Number: 150.75.560.50 Priority Score: 20 Initial Proposal Date: 2013 Project Coordinator: PW-Admin ww.w.w. 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 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. 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. 19111 Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 Actual Expenditures $ 0 $ 0 $ 0 $ 0 $ 0 $ 0 �,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Training&Startup $12,000 - - - - $12,000 Construction Equipment $25,000 $5,000 $5,000 $5,000 $5,000 $45,000 (Software) Contingency Sub-Total $37,000 $5,000 $5,000 $5,000 $5,000 $57,000 Village of Buffalo Grove 25 2014-2018 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 Road water main replacement. In the previous five year period since 2008, there has been $1,997,566 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 26 2014-2018 CIP Planning Document Lift Station Repair & Rehabilitation �i Category: Water Main & Sanitary Sewer Fund: Water & Sewer Account Number: 170.55.36.560.70 Priority Score: 21 .. Initial Proposal Date: 2001 Project Coordinator: Public Works Summary: This program provides for permanently installed standby emergency generators at the Raupp, OTP and Cambridge on the Lake Lift Stations and will complete other required work identified at other lift stations, such as condition evaluations, cathodic protection system renovations, maintenance lift repairs, and contractual interior painting. Budget Impact: This program is funded by the Water&Sewer Fund Reserves. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $300,000 $300,000 $300,000 $300,000 $780,000 $1,980,000 Actual $669,606 $133,455 $290,000 $48,898 $780,000 $1,921,959 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $30,000 $30,000 $30,000 $30,000 $30,000 $150,000 Construction $500,000 $500,000 $270,000 $270,000 $270,000 $1,810,000 Equipment Contingency Sub-Total $530,000 $530,000 $300,000 $300,000 $300,000 $1,960,000 Village of Buffalo Grove 27 2014-2018 CIP Planning Document Pump House Repairs & Security Improvements Category: Water Main & Sanitary Sewer J Fund: Water & Sewer Account Number: 170.55.35.560.60 Priority Score: 19 1 Initial Proposal Date: 2010 Project Coordinator: PW-Engineering t 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 2013, various repairs including building and roof structural repairs, access hatch security improvements, and various other pump house improvements are scheduled to be underway. Moving forward, fencing installations for site security and improved electrical feed to station 7 are being programmed at this time. Budget Impact: This program is funded by the Water &Sewer Fund Reserves. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $600,000 $600,000 $610,318 $1,810,318 Actual $ 0 $ 0 $ 0 $ 0 $500,000 $500,000 Expenditures Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $50,000 - - - - $50,000 Construction $500,000 - - - - $500,000 Equipment Contingency Sub-Total $550,000 $ 0 $ 0 $ 0 $ 0 $550,000 Village of Buffalo Grove 28 2014-2018 CIP Planning Document SCADA Improvements Category: Technology Fund: Water& Sewer %e Account Number: 170.55.35.560.60 Priority Score: 16 Initial Proposal Date: 2012 Project Coordinator: Public Works Summary: Implement recommended improvements as detailed in the SCADA System Master Plan. The numbers also include rain gauge upgrades in 2013. Budget Impact: This program is funded by the Water&Sewer Fund Reserves. Estimated Budgeted Amount FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 TOTAL $ 0 $ 0 $ 0 $ 0 $77,000 $77,000 Actual $ 0 $ 0 $ 0 $ 0 $77,000 $77,000 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction Equipment $78,000 $94,000 $60,000 - - $232,000 Contingency $7,800 $9,400 $6,000 - - $23,200 Sub-Total $85,800 $103,400 $66,000 $ 0 $ 0 $255,200 Village of Buffalo Grove 29 2014-2018 CIP Planning Document Villagewide Sanitary Sewer Replacement Program Category: Water Main & Sanitary Sewer Fund: Water& Sewer �mi i N u`uvul yeti V(��N� I I III@��IIIV�I IlUluq i Account Number: 170.55.36.560.70 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. Two major interceptors are in need of lining in the next two years, BG Road ($370,000 in 2014) and Old AH Road ($530,000 in 2015). Budget Impact: This program is funded by the Water&Sewer Fund Reserves. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $ 0 $ 0 $ 0 $650,000 $ 0 $650,000 Actual $ 0 $ 0 $ 0 $414,180 $ 0 $414,480 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering Construction $540,000 $530,000 $700,000 - $700,000 $2,470,000 Equipment Contingency Sub-Total $540,000 $530,000 $700,000 $ 0 $700,000 $2,470,000 Village of Buffalo Grove 30 2014-2018 CIP Planning Document Villagewide Water Main Replacement Program Category: Water Main & Sanitary Sewer Fund: Water& Sewer �- Account Number: 170.55.35.560.60 r Priority Score: 14 y 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 Raupp Blvd (Golfview to Mohawk), Patton Drive (Bradley to Stillwell), and Cambridge (Anthony to Dundee) and are proposed to be rehabilitated using cured-in-place-pipe (CIPP) in 2014. A total of approximately 6,500 lineal feet is included. In addition, approximately 16 services are proposed to be transferred to a newer water main located along Buffalo Grove Road (Bernard to Golfview) in 2014. Budget Impact: This program is funded by the Water&Sewer Fund Reserves. FY 2009 FY 2010 FY 2011 FY 2012 Estimated TOTAL Budgeted Amount FY 2013 $ 0 $ 0 $ 0 $0 $160,000 $160,000 Actual $ 0 $ 0 $ 0 $0 $160,000 $160,000 Expenditures ,. Expense Category FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 TOTAL Land Engineering $45,000 $45,000 Construction $1,600,000 $700,000 - $700,000 - $3,000,000 Equipment Contingency Sub-Total 1 $1,645,000 $700,000 $ 0 $700,000 $ 0 1 $3,045,000 Village of Buffalo Grove 31 2014-2018 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, :J, 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 0, 1, or�,2 Safety 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, '.J, 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, .J, 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, .J, 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 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, .J, 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 13 M .J.M of"2 Impact or decrease revenues operating costs or revenues or increase revenues TOTALSCORE @:,b'taI Village of Buffalo Grove 32 2014-2018 CIP Planning Document FY 2014 General Fund Budget Status Update 2-H Overview The FY 2014 Budget development cycle was formally initiated on June 17th in conjunction with the Five Year Operating Forecast, although the management of an anticipated deficit has been a year long process. All department directors have submitted their preliminary operating budgets. Strategies to reduce the nearly $2 million dollar deficit have included staffing reductions, service modifications, expenditure cuts, new revenues sources, increased taxes, fees and fines. Those strategies were highlighted during the July 29th Committee of the Whole Meeting. The FY 2014 Budget will have substantive changes from last year's budget as the Village moves towards a program based budget. The biggest change is the closing of the Illinois Municipal Retirement Fund (IMRF). The IMRF Fund accounted for all employer obligations for the payment of pensions, FICA and Medicare. As a stand alone fund the expenditures were not allocated to departments. As a more representative, and transparent, method of reporting the cost of providing services, those employer obligations (and related revenues) have been shifted to the General Fund and distributed among the operating departments based upon actual liabilities incurred, or expected to incur. The second significant change is the allocation of the Intergovernmental Risk Management Agency (IRMA) premium and related deductible charges to departments based on the last five years of experience. Past practice was to charge the entire amount against the Human Resources Budget. The same change will occur with unemployment payments. The third, and less significant change, is that all health insurance premiums will be charged on a per capita basis. This helps to smooth out budget spikes in individual departments (especially smaller ones) where a change in the level of coverage could cause a significant percentage increase. Attachments FY 2014 Budget Progress.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3 Discussion 'sc uss.'.o.n...._...Ite.m........2._H........................................................................................................................................................ Y, OF TO: DANE C. BRAGG FROM: SCOTT D ANDERSON SUBJECT: PROGRESS UPDATE - FY 2014 GENERAL FUND BUDGET DATE: 9/20/2013 Status: The FY 2014 Budget development cycle was formally initiated on June 171" in conjunction with the Five Year Operating Forecast, although the management of an anticipated deficit has been a year long process. All department directors have submitted their preliminary operating budgets. Strategies to reduce the nearly $2 million dollar deficit have included staffing reductions, service modifications, expenditure cuts, new revenue sources, increased taxes, fees and fines. Those strategies were highlighted during the July 291"Committee of the Whole Meeting. The FY 2014 Budget will have substantive changes from last year's budget as the Village moves towards a program based budget. The biggest change is the closing of the Illinois Municipal Retirement Fund (IMRF). The IMRF Fund accounted for all employer obligations for the payment of pensions, FICA and Medicare. As a stand alone fund the expenditures were not allocated to departments. As a more representative, and transparent, method of reporting the cost of providing services, those employer obligations (and related revenues) have been shifted to the General Fund and distributed among the operating departments based upon actual liabilities incurred, or expected to incur. The second significant change is the allocation of the Intergovernmental Risk Management Agency (IRMA) premium and related deductible charges to departments based on the last five years of experience. Past practice was to charge the entire amount against the Human Resources Budget. The same change will occur with unemployment payments. The third, and less significant change, is that all health insurance premiums will be charged on a per capita basis. This helps to smooth out budget spikes in individual departments (especially smaller ones)where a change in the level of coverage could cause a significant percentage increase. In the development of the preliminary budget the following actions have been, or intended to be, taken, Staffing Reductions The following staff positions have been eliminated through attrition or restructuring: • Deputy Building Commissioner(1) • Part time clerk(1) • Police sergeants (2) • Battalion chief(1) • Deputy fire marshall (1) • Part time police court officer(1) Page 1 of 4 • Part time community service officer—Metra (1) • Civil Engineer(1) Staff Restructuring The following departments have restructured staffing to generate efficiencies in service delivery: • Consolidated customer service counter- Finance and Building&Zoning. • Metra parking lot enforcement will be conducted by the police department. • Redeploy dedicated overweight truck enforcement officer. Expenditure Reduction The following expenditures have been reduced in the proposed budget: • Eliminate annual fee to OMNI Youth Services. • Reduce crossing guard hours by 25 percent. • Eliminate overtime hours for the Police bike patrol duties. • Renegotiated Chamber of Commerce Contract for Buffalo Grove Days. • Bid ambulance billing service—lower fee. New Revenue The following revenues have either been approved, or will be recommended for approval: • Administrative bail fee. • Charge for background checks and fingerprint requests. • For-profit solicitor fees. Increased Taxes, Fees and Fines • Administrative tow program expansion. • Ambulance billing rates. • Driveway permit fee. • Parking violation fees. • False alarm billing fees. • Property tax levy increased 1.3 percent beyond inflation increase (3%total) After applying these recommended changes the tentative budget is as follows. Page 2 of 4 Annual Budget byOrganization Percentage 2013 Adopted 2014Departnment Increase from Budget Request FY2013Budget Fund:znn General Fund Revenue 100 General Fund $34,009'551.00 $37,217,361.00 ox»% Revenue Totals $34,009'551.00 $37,217,361.00 ox»% Expenditures 100.10 General Fund,Legislative $133'450.00 $178,725.00 »»y»% 100.15 General Fund'nfficeof the Village Manager $799'500.00 $1'042'995.00 »oxs% 100.20 senera|Fund'Lega| $zuo'sso.00 $zuo'sso.00 0.00% 100.25 General Fund'mformadonTechnology $793'808.00 $839'410.00 5.74% 100a0 senera|Fund'Finance $1'068,254.00 $1'239'115.00 15y9% 100a5 General Fund'HumanResources $1'047,134.00 $416,002.00 -60.27% 100x0 senera|Fund'Fim $7,872'324.00 $10,275'250.00 »osz% 100x5 senera|Fund'po|ice $9'268,234.00 $12'340,023.00 33.14% 100s0 General Fund'eui|ding&Zoning $1'084,118.00 $1'184,960.00 9a0% 100s5.05 General Fund'pub|icwmrk`'eui|dingServices $1'018,654.00 $1'105'893.00 8s6% 100s5.10 General Fund'pub|icwmrk`'s/mets $1'272'822.00 $1'780,915.00 »oyz% 100s5.15 General Fund'pub|icwmrk`'xdministradon $402'759.00 $413'776.00 2.74% 100s5.20 General Fund'pub|icwmrk`'Fomstry $1'126,658.00 $1'369'393.00 21s4% 100s5.25 General Fund'pub|icwmrk`'orainage $492'664.00 $579'790.00 17a8% 100s5a0 General Fund'pub|icwmrk`'centra|Garage $1'318,953.00 $1'481'349.00 12a1% 100a0 senera|Fund'sngineering $702'012.00 $733'914.00 4.54% 100a5 General Fund'sme,genm Management Agency $73'680.00 $75'431.00 2a8% 10070.40 General Fund'Transfermon-nperadng,senera| $317,605.00 $870,519.00 174.09% Government 10070x5 General Fund7ransfermon-nperadng,pub|ic $4,221'087.00 $0.00 -100.00% Safety 10070s0 General Fund'Transfermon-nperadng,pub|ic $686,549.00 $1'358,512.00 97.88% Works Revenue Totals: $34'009'551.00 $37'217'361.00 ox»% Expenditure Totals $33'989'915.00 $37'575'622.00 10s5% 5urp|us/(Deflcit) $19'636.00 ($358'261,00) 1924.51% The tentative FYZU14General Fund Budget is $37,575,6ZZ offset by $37,Z17,361 in revenue. The large percentage increases are due to the closing of the IMRF Fund which add additional $1,558,029 in revenue and expenditures. The Police and Firefighter Pension expenditures are now shown within the police and fire department budgets. For purposes of analysis, if the |MRF transfers, additional capital reserve and project funding is removed in order to compare against last year's budget the growth in expenditures is 1.2 percent. Page 3vf4 The deficit at this point in budget development is $358,261. Staff will present a series of strategies to address the deficit at the September 301"Committee of the Whole Meeting. Categorical options that will be discussed will include: • Reducing capital reserve contributions; • Tier III service reductions; • Increasing the property tax levy higher than 3 percent; and • Staffing reductions. Page 4 of 4 20 Year Pro-Forma for Water Fund - Annual Update 2-I Overview Each year of the proforma update, staff reviews the financial condition of the fund to determine the adequacy of current rates. The rate is set by ordinance to increase in FY 2014 by 30 percent and adjust by 4 percent annually thereafter. There are no changes recommended with this update. A factor to consider in future years is the institution of a minimum facility charge to customers. Presently, all revenue is derived from the consumption of water. The wholesale cost of water represents approximately one-third of the Water Fund budget. Vacant properties and extremely low water users may not be paying an appropriate amount for the costs associated with the maintenance of system infrastructure. Staff will provide a more detailed analysis of this concept in the latter half of FY 2014. Attachments 20 year water proforma-2013.pdf 20 year pro forma 2013 -chart.pdf Trustee Liaison Staff Contact Scott D Anderson, ....M.o�n.d�a...........S�e......pte�m.be.r..3.0......2.0.1..3...........................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._��............................................................................................................................................................ Y, VHULAGE or M F IVY"A 4,0 g���IIU`�k�N„Ro-" n TO: Dane C. Bragg, Village Manager FROM: Scott D. Anderson, Finance Director DATE: September 14, 2013 RE: FY 2013—Water Fund 20 Year Pro Forma Annual Update System Status Update: Proposed in FY 2012, a series of water rate increases were adopted for calendar years 2013 and 2014 with the institution of an automatic inflationary increase (4%) beginning in 2015. The intent of water rate increases was to align the true cost of the utility system (operating, capital, depreciation, and reserve costs)with the rate assessed to water customers. A review of the audited 2012 Water Fund Performance produces the following; • Operating deficit in the fund of$170,371. • With depreciation of assets the deficit grows to$1,237,810. • Adding in the transfer back to the General Fund for services performed on behalf of the fund the total deficit is$2,112,978. • Total gallons billed were 1.29 billion (proforma estimate—1.31 billion). • The ending cash and investment balance is$3.7 million The deficit was anticipated in the budget. The rate increase in the current year (FY 2013) was $1.05 moving the water rate to$4.05/1,000 gallons. In FY 2014, the rate adjusts to $5.26/1,000 gallons. Rate and Consumption History: The Village has had a history of low user rates in comparison to the communities in the region; in fact, the Village maintained a combined water and sewer rate of$1.80/1,000 gallons for a period of twenty three years (1983-2005). One significant reason leading to this period of rate stability was due to the age of the water and sewer infrastructure. During the peak growth decades of the 1980's and 1990's, developers donated approximately 53 percent of the water and sewer system assets. Through a combination of minimal capital expenses, receipt of building fees, coupled with a period of growing water consumption, the Water Fund was able to generate strong cash reserves to allow for a strategy of pay-as-you-go financing for future infrastructure repair. Funding for future infrastructure replacement (funding depreciation) was never a component of the rate structure. FY2003 began a pattern of declining water usage. In 2002, 1.63 billion gallons of water were metered with an average monthly consumption rate of 7,906 gallons. In 2012, 1.29 billion gallons were metered with an average residential monthly consumption of 6,300 gallons. The following chart shows the average residential monthly water consumption since 1990. Page 1 of 5 Average Monthly Usage - Residential 10,000 9,00 5,00 4,00 N M Ln lD r� 00 0) O . 1 N M Ln lD r� 00 01 O . 1 N dl dl dl dl dl dl dl dl O O O O O O O O O O � � � dl dl dl dl dl dl dl d O O O O O O O O O O O O O .--I N N N N N N N N N N N N N The outlier in FY 2005 was drought induced. If that year is removed from the analysis, a fairly linear decline begins after FY 2002 and plateaus in FY 2010. Even with the decline, the Water Fund was able to cover its operating expenses and generate a small surplus each year until 2006. A rate recommendation was made to increase the rate by 33 percent to $2.40/1,000 gallons effective January 1, 2007. The increase stabilized the fund but did not start building additional cash reserves for future capital construction. A second rate increase of 25 percent to $3.00/1,000 was implemented for 2010. Again the increase helped to ensure that water sales would offset operating expenditures. The next increase was to $4.05/1,000 or 35 percent in FY 2013 and begins the process of developing a fully loaded water rate that will fund operating, capital and infrastructure reserve demands. The drop in water consumption appears to have reached bottom in 2010. The reason for the decline is likely due to a confluence of factors. Economic conditions have led to more vacant homes or more judicious use of water. The region has had a series of mild summers that has tempered the demand for outdoor irrigation water. The final factor is the institution of energy efficient appliances. For the planning of this pro-forma, it is estimated that the current fiscal year will close at 1.3 billion gallons sold and will carry forward through the next twenty years. Although there will be an increase in total consumers over the next two decades, continued conservation efforts will likely counterbalance that growth. One factor that has not been integrated into this analysis is any potential impact of replacing worn out meters in homes. As these devices start to fail and are replaced, there is the potential for more accurate (higher) reads. Staff is looking at performance contracting for the replacement of water meters with multiple municipalities to create economy of scale within the region. Water Fund Financials: During the rapid expansion years of the water system, the Water and Sewer Fund was able to amass a cash balance that allowed for a reserve to address infrastructure maintenance and improvement. Due to the relative age of the system, over a fifteen year span (1993-2007) the only capital expense was $229,527 for the St. Mary's Road water main replacement. Since 2008, $2.6 million in infrastructure repairs and improvements has been spent. In FY 2013, it is anticipated that another$2 million will be invested in system infrastructure. In last year's report, staff introduced the need to segregate 'Working Cash' in the analysis. Working cash represents 25 percent of operating expenses. Once the working cash balance reaches the 25 percent threshold, remaining funds are then allocated as the 'net reserve' that is available for capital Page 2 of 5 and infrastructure spending. At the end of FY 2012, working cash is $1.076 million and the net reserve is $2.18 million. Those funds support an enterprise system valued at $.5 billion. In FY 2013 and FY 2014, the Water Fund is anticipated to end the year in deficits of $376,716 and $204,171 respectively. The impact of the rate increases over the next two years will not begin repairing cash balances until FY 2015. The following chart shows the impact of the current rate structure (with 4% inflationary increases after FY 2014) on the fund's cash position. Current Rate's Impact on Cash Reserves $20,000,000 $18,000,000 $16,000,000 $14,000,000 $12,000,000 r o l $10,000,000 .. $8,000,000 i $6 000 000 % ' $4,000,000 $2,000,000 uuuuuuuuu � $p ti3 y� tih ti� ti1 ti� ti� LO Ly L'L L05 LR Lh ti(0 ti1 ti� ti9) '�� '�N LO ti0 ti0 ti0 ti0 ti0 ti0 LO LO LO LO LO LO LO LO LO LO LO LO " Total Cash mmmWorking Cash Minimum The Water Fund remains in a precarious financial position for the next few years. Any significant unanticipated repairs could deplete the working cash and reserve balances and require the use of debt financing through internal or external sources. Water and Sewer System Assets: The utility system consists of 181 linear miles of water and sewer main. The value of the water main alone in today's dollars is approximately $200 million. The service life of the infrastructure ranges from 50 years for cast iron main to 75 years for ductile iron. The replacement cost of the entire system (water and sewer main, lift stations) at the end of the twenty year study, inflated at 3 percent per year, is$700 million. The assumption used for replacing any future water mains is that on any given year where sections of the system have reached the end of their useful life 25 percent of the system will be replaced. For instance, water main constructed in 1962 has a replacement cost of about $372,000; we then forecast $94,000 in replacement or repairs to occur in the anticipated replacement year. This cost estimate compensates for the improbability that the entire section will be replaced. The estimates reflect rolling replacements where in certain instances only sections are repaired. Staff is testing innovative methods of repairing main, such as main lining, whereby there is less construction interruption and lower cost of repairs. Another factor for consideration is that the replacement cost includes a curb-to-curb street reconstruction. About 50 percent of that expense will be charged to the Capital Projects Street Fund or the Motor Fuel Tax Fund. Within the straight line depreciation calculation beginning with the oldest main constructed in 1929, the first replacement should have occurred in 1979. Approximately $10 million in water mains have Page 3 of 5 'expired' but have not needed to be repaired. Estimating the actual asset life at times is more abstract than qualitative. Pipe that is ensconced in stable soil and subjected to consistent water pressure may have a service life that may double an engineering estimate, and conversely, weak soils or pressure fluctuations may reduce the life by many years. The following chart shows the pattern of construction of water main since 1929. Water Main Construction in linear feet 80,000 60,000 40 000 _ ............................................................................................................................................................ 20,000 _ .. . 0 M 00 O N iD 00 O N 't tD 00 O N `t tD 00 O N `t iD 00 O N `t tD 00 O N U) lD lD lD lD t, P, P, P, t\ 00 00 00 00 00 Ol Ol Ol Ol al O O O O O r-1 rA r-I r-I 1-1 1--1 -1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-1 r-I N N N N N N During the thirteen years spanning 1983-1996, almost 50 percent of the water system was constructed. Fortunately during those years, the more resilient ductile iron was used. The cost of that original installation was paid by developers as specified within development agreements. The age distribution of the water main leads to the cost estimates to replace the system noted in the graph presented below, Projected Infrastructure Replacement .............................................................................................................................................................................................................................................................................................................................................................................................................................................. $90,000,000 ......... ......... ......... ......... ......... $80,000,000 0 $70,000,000 $60,000,000 $50,000,000 ..., $40,000,000 '... $30,000,000 $20,000,000 O $10,000,000 '� ..................� j ........................ % ................. . ................ . ................ O O O O O O O O N M Ln lD r� 00 Ol O O O O O O O O Replacement costs begin to ramp up in the 2060s and 2070s as main installed during the peak construction years reaches seventy years of age. Page 4 of 5 Water main is only one component of the delivery system. Other assets include the sanitary sewer main, lift stations, and booster stations. The sanitary sewer mains have roughly the same total mileage as the water main. The service life of the sewer mains should be significantly higher than water mains as they are not subjected to pressure. Since the Village does not treat waste there are no treatment facilities to fund. For the purpose of the pro forma, the FY 2013-2017 Capital Improvement Plan was added to the calculation. Beyond 2017, a flat amount is budgeted each year to address sanitary sewer system and lift station repairs. Water Rate Recommendations: Each year of the proforma update, staff reviews the financial condition of the fund to determine the adequacy of current rates. The rate is set by ordinance to increase in FY 2014 by 30 percent and adjust by 4 percent annually thereafter.There are no changes recommended with this update. A factor to consider in future years is the institution of a minimum facility charge to customers. Presently, all revenue is derived from the consumption of water. The wholesale cost of water represents approximately one-third of the Water Fund budget. Vacant properties and extremely low water users may not be paying an appropriate amount for the costs associated with the maintenance of system infrastructure. Staff will provide a more detailed analysis of this concept in the later half of FY 2014. 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I N __1Io --;,ILn 1_� C;�J I I I Ln -41 Lm I o I r, IO 10 N oo IOl N rn w a) go 0 1 00 ro 100 M 100 10 �4 Ln r, OI w o1w 0 10 en M Im Cl I Ln LM Ln I Ln MIN 10 F�I I r,4 010 1 Ln 10 Ln I r- I w rron I a) Ch Ln IN Ln I 10 r, 0) Lr Lr�0,� r<, q Lr� _z' 16 r.4 ch IM C-4 I r, I�t LM ro I r.4 00 �f o 11 or%,�'P�� WIC WIC Irn o Lm I r.4 �10 I I N M10 Lm loo RV I r, 00 ooloo -Zf 10) Irn r.4 I Io6 ZF I_�Cl 0) N pwv -�0) N Lm N z '11,4- N OD o t I I 0 oo I rn N Ir, Ln 1 00 ro JLn Io a) 0 a) SO 10 ro IN a) Ln t NI Irn o Irn lo lo N oo Iw Lm 118 oo I Ln Lm � 10 Lm I Irn o Irn I Ln lo M loo Im c�.z I a) �IN c, 10 Ln ti r, ,6 r<,00 r<,'I i 6 rn w oo N CN 6 Nl" n r.4 N r, C-4 a) �t N F, a) 00 'D ro 00 r, 00 'D a) Ln rn 0 m N u, rl r.4 "t. c_�' L Lm N Review of Centralized Purchasing Program 24 Overview A brief overview of the Centralized Purchasing program activities to date and a description of planned future activities is attached. The Village Board approved an increase in the spending authority of the Village Manager from $15,000 to the statutory limit of$20,000 on March 4, 2013. At the time,the Village Board requested a six-month review of the impact of the changes to the policy. Attached below is a summary of invoices paid between $15,000 and $20,000 since March 4. $198,643 in invoices were presented for payment, of this total, $112,700 (56 percent)was for professional services related to legal, engineering and audit services and 17 percent were paid under the Village Manager's expanded authority. Attachments Procurement Presentation.pdf Invoices between 15k and 20k.pdf Trustee Liaison Staff Contact Brett Robinson, ....M.o�n.d�a...........S�e......pte�m.be.r..3.0......2.0.1..3...........................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._�.......................................................................................................................................................... Y, VI111LIAGE x, llllF DATE: September 19,2013 TO: Dane Bragg,Village Manager FROM: Brett Robinson,Purchasing Manager RE: Centralized Purchasing Program Competitive Process: Staff has begun the practice of increasing the number of services that are obtained through a competitive procurement process. In the last 12 months in addition to items and services normally procured through a Bid or RFP process staff has also sought proposals or bids on many items for Buffalo Grove Days,ambulance and fire billing as well as mosquito control services. Municipal Partnering Initiative: As in years past the Village of Buffalo Grove has been involved in the North Shore Municipal Partnering Initiative for items such as crack sealing and hydrant painting. This year Buffalo Grove has taken the lead on a fleet maintenance and management study as well as an energy performance contracting project. Successes: Office Supplies are now purchased through a single Vendor using an online procurement process with oversight by the Purchasing Manager. By using this method of procurement employees are empowered to select the items they need and order them immediately. The Purchasing Manger receives notice of each order, reviews the order makes substitutions where practicable and approves each order. All goods are delivered to the requested facility free of charge. A single monthly invoice is processed, reducing time spent processing payment. While overall costs for office supplies are trending only slightly less, staff time spent in ordering supplies, retrieving supplies, managing inventory and accounts payable has been significantly reduced. Both the Tree Removal and Tree Planting contracts were renegotiated this past spring due to an opinion promulgated by the Illinois Department of Labor allowing this work to be done at non-prevailing wage rates. Both of the renegotiated contracts should result in a savings of$397,500 over the life of the contracts. Review of$15,000-$20,000 Purchases: Please see the attached spreadsheet showing all purchases in the$15,000 to $20,000 range since the beginning of 2013. Only 17% of the total dollars spent in this range were authorized by the Village Manager,all other purchases were authorized by Village Board Action. Future: Staff will be seeking to apply the Office Supply model to Maintenance and Repair Operation (MRO) supplies. This will allow staff to reduce the number of vendors and begin building stronger relationships and negotiate better pricing with those vendors that do prove to be good partners. Depending on the volume of MRO purchases staff will look into Vendor Managed Inventory as a potential solution for stock keeping. As stated above Staff will continue the practice of increasing the number of services/products acquired through a competitive procurement process.This fall staff will start work on evaluating the costs of service sourcing(i.e.Snow and Ice Removal Services) and begin seeking RFPs/Bids for similar services. Page 1 of 1 0 O N I LD W j h l0 m ti ti M I,, C, a L<'Y f Y 0 [O [O C, C, V C, rl q uY q 4J N uY [O [O 0 q a, q m IN 10 x c, t'r, [V1 [a 0 0 a, C, m 4J 4'J C, a uY 4�J 4"J q l0 L<'Y uY 10 1 uY 10 [h [l0: L<'Y "" L<'Y C, 00 of 10 -t rV xi U, Cz [m [m fr, X I'"^. 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"^ [ a c-" cx f o Q .Iv rli ry cu cu cu [m o Cx ' `lv ry Y " F- F-- F F € €N F-- f✓x 3 4J C,"I IN IN IN IN [l0 [l0 !-,t p III IN m (0 cl IN IN IN IN €m €m .Y .Y .Y lfS t0 w cS cS cS : i-o: *a *a *a *a -c , , s , , i s i s Ci Ci Ci Cim _ j > rli ``v' ``v' µ`ru ``v' ``v' [> [> rli >' >' > l7 Recommendation For E-Services 2-K Overview Staff will present an outline of next steps in deploying electronic services at the meeting. A memo with background information will be provided under separate cover. Attachments Trustee Liaison Staff Contact Jennifer I Maltas, ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._K....................................................................................................................................................... Y, Communications Policy 2-L Overview As part of the village's overall strategic plan, an overhaul of village communication strategy is currently underway. It is the recommendation from the Village Manager's office that all village communications resources be utilized in a deliberate, centralized and standardized fashion. To that end,the Village Board is being asked to accept the attached Communications Policy for use by staff as a guideline document. This document more clearly define uses and standards for all Village of Buffalo Grove communication modalities. Items of note are: Access procedures for outside organizations. The current practice allows outside organizations fairly liberal access to village communications modalities -particularly if the message is relevant to Buffalo Grove residents. The result is that, in some instances (like in the E-News)the Village's message gets lost. This Communications Policy clarifies and defines more clearly outside access to village communications modalities. It does not eliminate access -it merely provides clearer definitions as to when and how the village will communicate messages that we do not own. The e-news will be re-vamped in the next six months with the central focus on village business and activities. Recommendation of the elimination of the Cable Committee. The cable committee has not had a purpose for deliberation in several years. This policy shifts the decision making regarding BGTV programming is to the Office of the Village Manager. It is intended that the Village Manager or designee will continue to keep the full board appraised in the case of any major programming changes. Defined structure for potential future forays into social media. Currently the village does NOT have a presence on any social media site. However, volunteers have set up and manage Facebook pages regarding village sponsored events (i.e. Farmers Market, BG Days) and though the sites are not managed directly by staff they do have a reflection on the village. The parameters outlined in this policy allow for a more clearly defined approach to social media if and when the board desires. Village committees will receive this policy and be expected to conform to the parameters it defines. Attachments 2013 Communications Policy.pdf Trustee Liaison Staff Contact Dane C Bragg, ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.�scuss.�.o.n...._...Ite.m........�._�........................................................................................................................................................ Y, G q Village of Buffalo Grove Communication Policy September 2013 Village of Buffalo Grove Communication Policy 1 . INTRODUCTION ui iii odLJe ,,qj! Communication Modalities The Village of Buffalo Grove is committed to delivering information to the public that is clear, timely, and that promotes two-way communication between Village officials, residents, business owners and stakeholder groups. The fundamental purpose of the Village's print and electronic publications, including the village newsletter, web site, electronic newsletter, cable access channel, news releases, signage, bill sinserts, and others, is to communicate public information pertaining to municipal services, policies, and activities, and to enhance engagement between the Village and the community's stakeholders. The Village of Buffalo Grove has an overriding interest in and expectation to determine the Village's message as distributed in the various communication outlets at its disposal. These include: 111MIENNEEM W...yb „w iiry Electronic Constant Village We site: .� . .� ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Social/Networking Presence Electronic Constant ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Village E-News Service Electronic Weekly/As Needed ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Village Mobile Application Electronic Constant ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Village Newsletter Paper Bi-monthly ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Buffalo Grove Television: Broadcast Constant Channel 6 (Comcast), Channel 99 (ATEtT) It is the policy of the Village to ensure that certain standards are met when disseminating information through these communication modalities. The administration guidelines outlined below apply to content that is created for all communication channels. 2. ADMINISTRATION Use Policy I Communication Modalities Objectives 1. Through balanced informative content, communication modalities will be used to help residents learn more about Village programs, services, and about important issues facing the Buffalo Grove area. 1 Village of Buffalo Grove Communication Policy 2. To serve as an information center (but not an emergency notification medium) regarding updates to local emergency situations; for example, weather, fire, and crime. 3. Access to village communication modalities is limited to local, regional, state and federal taxing bodies only, except as provided for specific outside groups. Content Posting Policy ■ The Village Manager or designee has the right to review all messages, proposed and/or completed, to determine compliance with this Policy. Any message under consideration may be accepted as presented, denied, or given conditional approval. The Village Manager or his designee reserves the right to edit, modify, condense, prioritize or clarify for content. ■ Content should be timely,of general interest to the public and reflect the Village's programs, services, initiatives or areas of responsibility. ■ Content will be approved by the Village Manager's office prior to posting. ■ Content should be a resource to the public on information about the community and provide useful information to residents, businesses, visitors, and potential businesses and residents. ■ Village departments will be responsible for ensuring the accuracy and timeliness of all content provided for posting. ■ All content will comply with all American with Disabilities Act (ADA) requirements. Inappropriate content includes: ■ That which directly or indirectly endorses any person or organization not directly associated with the Village of Village of Buffalo Grove. ■ Commentary or personal opinions. ■ Language or material that profane, offensive or obscene in context depicts or describes, in terms patently offensive, sexual or excretory organs or activities. ■ Photographs, music, video or graphics not having the written permission of the copyright holder or proof of being royalty-free. 2 Village of Buffalo Grove Communication Policy ■ Content in support of or opposition to political campaigns or ballot measures. ■ Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation. ■ Information that may tend to compromise the safety or security of the public or public systems. ■ Content that violates a legal ownership interest of any other party. Consistency ■ To allow viewers to navigate easily through content on any village communication modality -- authors must follow the established page layouts, navigation link placement, use of graphics, font styles, etc., as may be prescribed by the Village Manager or his designee from time to time. ■ Employees granted permission to use Village communication modalities are responsible for complying with applicable federal, state, county and Village laws, ordinances, regulations, and policies. This includes adherence to established laws and policies regarding copyright or plagiarism, records retention, the Illinois Freedom of Information Act, the Illinois Open Meetings Act, the First Amendment of the United States Constitution, and privacy and information security policies and protocols established by the Village. Outside Groups The first priority of all communication modalities owned and operated by the Village is the dissemination of Village news and information. Partnership with organizations within the community may be permitted at the sole discretion of the Village Manager and content may only be allowed if the partner entity meets one or more of the following criteria: ■ Having a charter or other official recognition by a parent state or national organization that designates it a Village of Buffalo Grove chapter. ■ An organization(s) that serves Village of Buffalo Grove businesses or residents; or a regional/local event that benefits Buffalo Grove businesses or residents. ■ Official committees of the Village of Buffalo Grove. 3 Village of Buffalo Grove Communication Policy ■ A governmental partner; quasi-governmental agency or entity serving Village residents. ■ An organization of Village of Buffalo Grove businesses whose purpose is to support and encourage business within the Village. Non-municipal community news, as defined in the following bullet points, may also be included in the Village's publications to further foster community interest and involvement. Information regarding non-municipal community news shall only be published if one of the following criteria is met: ■ The Village is a co-sponsor of the program or event, or the organization sponsoring the program or event receives direct financial support from the Village; Examples: Buffalo Grove Days, the Art Festival, etc. ■ The information is intended to inform residents of services and programs of other governmental agencies or utilities serving the greater Buffalo Grove community; Examples: o Lake/Cook County o Waste Management/ComEd/Comcast/ATEtT o School Districts o The Park District o Library Districts Emergency Procedures Emergency programming for all communication modalities is to be originated by the Office of the Village Manager, Police, Fire, Public Services or other emergency personnel and authorized only by the Village Manager or designee. Only trained personnel are allowed access to broadcast an authorized emergency bulletin. Under no circumstances will access to any communication modality for emergency communication be granted to anyone who does not have the proper authority to initiate procedures. Restrictions In particular, the Village of Buffalo Grove will not allow any programming on any communications channel containing the following: 1. Paid advertising material in which commercial appeals for funds are made. Grants for programming purposes shall not be considered as advertising. Paid advertising material includes, but is not limited to, advertising by or on behalf of a candidate for public office or program material made available without charge by persons, corporations, or institutions, which have a commercial 4 Village of Buffalo Grove Communication Policy interest in the subject matter. This provision shall not prevent the identification of persons or institutions providing grants or contributions to underwrite the cost of programs unrelated to the commercial interests of the donor. 2. Copyrighted material, unless clearances for use has been obtained, and written proof of such clearance can be presented. 3. Programming which is prohibited by applicable federal, state or local laws. 3. VILLAGE WEBSITE ui ur°q d LJCJ ui www.vb .or The Village's website is and will remain the primary communications tool for the Village of Buffalo Grove. No department, division, committee, or official entity governed by the Village of Buffalo Grove can establish a site on the Internet that is independent from the Village's primary site without the express written permission of the Village Manager. Only pages maintained by the Village are official. The Village is not responsible for the information contained on linked pages. 4. SOCIAL MEDIA Staindaiids I Use of Social Media Sites To address the fast-changing landscape of the Internet and the way residents communicate and obtain information online, Village of Buffalo Grove departments may consider using social media tools to reach a broader audience. Only social media accounts maintained by the Village are official. The Village is not responsible for the information contained on linked pages. There would be no public forums, no ability for the public to post. The Village of Buffalo Grove will limit that Fans who "Like" the Village of Buffalo Grove social media site page cannot comment on the official wall. Fans can, however, comment on any posts that are made. For example, on Facebook, fans will be able to comment on any of the calendar or news flash items that feed over from the village website. This is a Facebook policy that cannot be turned off. 5 Village of Buffalo Grove Communication Policy Standards 1. To provide a high level of quality, consistency, usability and value to our social media communications, the following standards must be followed: ■ The Village of Buffalo Grove's website (www.vbg.org) will remain the Village's primary and predominant internet presence. The best, most appropriate uses of social media tools fall generally into two categories: ■ As channels for disseminating time-sensitive information as quickly as possible (example: emergency information), but not emergency notification. ■ As marketing/promotional channels, which increase the Village's ability to broadcast its messages to the widest possible audience. ■ Content posted to Village of Buffalo Grove social media sites will be available on the Village's main website. Any information posted on social media pages will first be placed on the Village website and on the Village calendar. ■ Content posted to social media sites should contain links directing users back to the Village's official website for in-depth information, forms, documents or online services necessary to conduct business with the Village of Buffalo Grove. ■ On any Village social media site, a disclaimer will be placed that indicates that the Village of Buffalo Grove's official website is the Village's primary and predominant internet presence. 2. Of those social media sites selected for use, the Village will use a single account with the Village logo. Additional accounts may be considered after review and approval by the Village Manager. 3. The office of the Village Manager will monitor social media use and must review and approve all content prior to posting. Content will be reviewed for appropriateness, quality, consistency with overall Village message and branding, priority, goals, etc. 4. Department specific content review and approval may be delegated to that department, which may allow that department to work independently from the Village social media accounts. 6 Village of Buffalo Grove Communication Policy 5. Department approvers/content providers must have that department director's approval before being considered by Village Manager's staff for delegation of this responsibility to that department. 6. Department social media administrators must comply with this protocol and may not establish more liberal procedures or practices without the review of the Village social media administrator and approval of the Village Manager. 7. Department social media administrators must provide a monthly update as to its social media usage. This is to be reported within the department's monthly report document. 8. Employees granted permission to use these outlets are responsible for complying with applicable federal, state, county and Village laws, ordinances, regulations, and policies. This includes adherence to established laws and policies regarding copyright or plagiarism, records retention, the Illinois Freedom of Information Act, the Illinois Open Meetings Act, the First Amendment of the United States Constitution, and privacy and information security policies and protocols established by the Village. 9. Employees representing the Village via social media outlets must conduct themselves at all times as representatives of the Village of Buffalo Grove. 10. Content posted to social media sites by Village staff shall not include any of the following: ■ Content in support of or opposition to political campaigns or ballot measures. ■ Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation. Content that is offensive, profane or obscene is also not allowed. ■ Conduct or encouragement of illegal activity. ■ Information that may tend to compromise the safety or security of the public or public systems. ■ Content that violates a legal ownership interest of any other party. 11. Users and visitors to social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication of useful, factual information regarding public events and information. Village of Buffalo Grove Communication Policy 5. Village E-News Service/Mobile Application Staindaiids I Village E-News/Mobile Application The village e-news services and the mobile application are both designed for the express purpose of driving traffic to the Village website. Municipal news from the Village of Buffalo Grove shall always take first priority. The Village of Buffalo Grove reserves the right to edit any messages submitted for publication by other organizations. PUSH notifications are at the sole discretion of the Village Manager's Office. 6. Village Newsletter Staindaiids I Village Newsletter The Village's print publications shall be used to provide objective information to the public concerning municipal services, priorities, policies, and programs to achieve the overall goal of providing clear and timely information to all stakeholder groups. 7. BGTV Staindaii ds I BGTV Access Policy BGTV is a Government Access Channel, as outlined in the Federal Cable Communications Act of 1984, created for the dissemination of government-related information to the viewing public. Access to the channel is limited to local, regional, state and federal taxing bodies only. Other requesting parties will be referred to the local public access channel. A. BGTV Bulletin Board Procedures 1. All Village departments may submit public service messages to be displayed on BGTV during non-programming hours. All messages must be submitted in writing, and must be submitted at least five working days prior to the requested start date. Messages submitted by a Village department must be approved by the Village Manager or designee. 8 Village of Buffalo Grove Communication Policy 2. Messages are inputted by the Village staff and appear on the TV screen a "page" at a time. Messages should be concise, and should contain basic information concerning what, when, where, and how. Messages should be limited to approximately eight brief lines. If necessary, staff will edit the message to improve readability, to make it fit on one page, or to insure the message is grammatically correct. 3. All submitted messages must be accompanied by the name and phone number of a contact person, and whether or not that information is to appear in the message. Submissions should include desired start and end dates. 4. No classified ads or commercial messages will be allowed. 5. Submission of a public service message request does not in any way guarantee its appearance on BGTV. Suitability for this channel and compliance with this Policy will be determined by the Village Manager or designee. The date of input and the length of run of any message will be determined by staff availability and channel capacity. 6. In the case that channel capacity is at a peak, messages will be carried a maximum of three days each, and on a first-come, first-served basis, with the following priorities: ■ Public service notification messages, originated by Police, Fire, Public Works or the Office of the Village Manager; ■ Announcements ordered by the Corporate Authorities; ■ Announcements ordered by the Village Manager; ■ Announcements submitted by Village Department Directors; ■ Announcements submitted by Village Commissions, Committees or Boards. B. Event Coverage Procedure To request taped coverage of an event for replay on BGTV, the applicant must contact the Office of the Village Manager. Because the Village does not employ production staff, nor own production materials, the Village will contact the preferred videographer. It shall be the applicant's responsibility to pay videography and production costs incurred, including, but not limited to, all admittance fees, artwork and graphics, union or other professional association fees, clearance fees, royalties and permission fees. A request to cover a special event originating from any Village department must be approved by the Village Manager or designee. Completed programs and all work footage shall be the sole property of the Village of Buffalo Grove. The Village reserves the right to retain all video tapes and slides of 9 Village of Buffalo Grove Communication Policy locally produced events, programs and meetings for up to one calendar week after which tapes and images may be recycled and all original content erased. If there is a request for longer retention, a written request should be made one week prior to the event and submitted to the Village Manager. Tapes of meetings shall not be considered official records of said meetings and therefore there shall be no liability for erasure or omissions. C. Village Hall, Council Chambers/Control Room Usage Procedures Video equipment in Village Hall Council Chambers/Control Room may only be used by trained personnel, with the permission of Village Manager or designee. Programming on BGTV will have the following programming categories, listed by scheduling priority: A. Emergency May consist of taped or bulletin board programming, shown at any time, as emergency dictates. The purpose of this programming will be to inform residents of emergencies, and to instruct viewers in evacuation, detour, notification and escape procedures. In the case of an emergency, regularly scheduled programming may be interrupted or canceled. The content and scheduling of any emergency programming shall be approved by the Village Manager, Incident Commander, EMA Director, or designee. B. Broadcast of Village of Buffalo Grove Board Meetings Taped coverage of Board meetings of the Village of Buffalo Grove Corporate Authorities are replayed on BGTV. Meetings take place on a biweekly basis, or as otherwise necessary. Meetings are aired gavel-to-gavel without editing or editorial comment, and may be rebroadcast. C. Broadcast of Meetings of Village of Buffalo Grove Commissions, Committees and Boards Taped coverage of meetings of Village Commissions, Committees and Boards may be aired periodically based on staff and equipment availability. Meetings are aired gavel- to-gavel without editing or editorial comment and may be rebroadcast. D. Village of Buffalo Grove Programming Includes programs and series produced or obtained by the Village of Buffalo Grove. Programs will be directly related to Village issues or Village government sponsored programs and services. Programs will be informative in nature. The Village Manager or his designee will review program topics, budget and scheduling before production of programming for BGTV. 10 Village of Buffalo Grove Communication Policy E. Buffalo Grove Taxing Bodies and Quasi-Governmental Entities Programming Includes programs and series produced or obtained by taxing bodies located in Buffalo Grove and Buffalo Grove quasi-governmental entities including nonprofit educational institutions. Programs will be directly related to Village issues or local taxing bodies or quasi-governmental sponsored programs and services. Programs will be informative in nature. Examples of Buffalo Grove taxing bodies are Buffalo Grove School Districts, Buffalo Grove Park District, Wheeling and Vernon Township government. Examples of quasi-governmental entities are Solid Waste Agency of Northern Cook County, Northwest Central Dispatch, and the Northwest Water Commission. F. County, Regional, State and National Governmental Programming Includes programs and series produced or obtained by county, regional, state and national governments. Programs will be directly related to Village of Buffalo Grove issues or governmentally sponsored programs and services available to Buffalo Grove residents. Programs will be informative in nature. G. Other Government Related Programming Other government related programming from outside sources may be telecast on BGTV. Such programming will be screened for compliance with this Policy, and is subject to approval by the Village Manager or designee for scheduling on BGTV. Programs will be directly related to Village issues or governmental sponsored programs and services. Programming developed by any individual or entity not an official branch of the Village of Buffalo Grove may be allowed if the event or program to be taped or shown is co-sponsored by the Village of Buffalo Grove or other Buffalo Grove governmental bodies. Examples of additional eligible sources of other government programming include International City/County Management Association, National Fire Prevention Association, and the Regional Transit Agency. H. BGTV Bulletin Board Alpha-numeric is a bulletin board style service used to display Village government related messages and images to the public. Message content and decisions on message suitability will be governed by this Policy and is subject to approval by the Village Manager or designee. Political Broadcasts Declared candidates for any elective public office, political incumbents and persons advocating any cause, viewpoint or policy, proposed or otherwise, will not be eligible to appear on BGTV without approval from the Corporate Authorities. 11 Village of Buffalo Grove Communication Policy Candidate forums, candidate debate/discussions, and "town hall" meetings are subject to approval by Village Manager and his designee. The Village of Buffalo Grove will make every effort to ensure that any appearance by any political candidate or incumbent on BGTV will abide by these restrictions, and will tailor such appearances so as to minimize the fact of their candidacy. 8. Village Identity Staindaiids I Village Logo, Insignia Ft Official Seal Consistent use of the Village logo, insignia and official seal is important because it shapes the institutional image of the organization. Uniform use of the logo helps to create a strong visual identity for the Village of Buffalo Grove. A strong visual identity helps to generate greater public awareness and recognition of the Village of Buffalo Grove and our services. Generating name recognition happens through the consistent, frequent, and repeated use of the logo over time. For this reason, despite the various preferences of our staff, it is critical that all employees use the Village graphic identity uniformly and consistently as defined by the Office of the Village Manager. 9. Village Photos Staindaiids I Village Photos Permission to use Village of Buffalo Grove photographs is granted for the following limited uses: Photos may be printed from a web browser for personal, non-commercial uses. Photos may be downloaded/copied electronically from a web browser for personal, non-commercial uses, with the following limitations: 1. Photos may not be altered in any way, including resizing or cropping. 2. Photos cannot be posted on the Internet on personal, commercial, or other sites, without explicit permission from the Village of Buffalo Grove. Photos may not be sold or used in any way for profit or commercial purposes, including use in commercial or professional websites or printed materials. Photos may not be used to suggest endorsement by the Village of Buffalo Grove for a product or service. Requests for alternate formats or additional uses/rights should be sent to the Office of the Village Manager. 12 Pay for Performance 2-M Overview Based on Village Board direction and ongoing discussions regarding compensating and rewarding Village employees, staff has developed the attached policy concerning a pay for performance plan for non- represented employees. 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 specific Village-wide and departmental priorities; (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"far exceeds expectations" level by providing a faster means to progress in their salary range; and (4)improving the performance of underperforming employees via established criteria. It is anticipated this policy will be implemented effective January 1, 2014. Attachments 2013 Pay For Performance Plan-Draft.pdf Trustee Liaison Staff Contact Arthur Malinowski, ....M.on.da...........Se......ptem.be.r..3.0......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._M....................................................................................................................................................... Y, : 'i � VILLAGE OF �Iull BUIIIII FFALO GROVE FN'ty Riupp �flvd �,Iulf(i�o Cirove, IL 00089 2190 Niotie 847 459 25 17 F,ix 847 459 7900 EMPLOYEE PERFORMANCE COMPENSATION AND EVALUATION Purpose: The Village of Buffalo Grove is motivated to develop and implement a performance management initiative to achieve a more productive and focused relationship between compensation of Village staff and the Village's strategic plan/goals, rather than the historical focus based largely on tenure. A need has been identified for increased sensitivity, accountability and greater staff focus on Village-wide priorities, strategic planning and critical success factors and how those factors translate into an established employee financial "recognition" system. When a pay for performance system functions properly: (1) Outstanding performers will receive the greatest rewards, to acknowledge their superior contributions and to motivate them to continue high performance; (2) Average performers will receive substantially smaller raises, which may encourage them to work harder to achieve larger raises in the future; (3) Poor performers will receive no increase, which is intended to persuade them to improve their performance or leave the organization. Scope: The policy will include guidance to both supervisors and all Village staff regarding the administration of performance appraisals and how these appraisals will be used to determine performance based movement through established salary ranges. Other than where specifically mentioned, this policy shall apply to all non-represented employees of the Village of Buffalo Grove. Policy: Ongoing Evaluation of Employees It is the intent of the Office of the Village Manager that employee development be an ongoing process practiced by all department heads and supervisory personnel in their normal supervisory and managerial relationships with their employees. Employee development shall encompass continued evaluation and discussion of employee performance through informal discussions, training and formal evaluations. Employees should receive continuous guidance, feedback and information from their supervisors in order to understand progress against goals and how to improve and to grow in their jobs through increased knowledge and experience. This function will generally be performed orally or through actual demonstration to the employees. Therefore, employees should never be surprised by the content of their annual evaluation. Page 1 of 5 Written information may be distributed for training purposes or may be placed in the individual's department personnel file to provide a continuous formal record of the employee's development. Supervisory personnel should maintain a memorandum record of an employee's progress. Acts of significant progress or excellent performance, as well as disciplinary actions, should be formally written and placed in the individual's Village personnel file. The memorandum record will enable the directors or supervisory personnel to consider an employee's development and performance throughout a period of evaluation, rather than focusing on the most recent events. The formal documentation of significant actions will insure that proper consideration is given to these actions in the future in terms of possible promotions or disciplinary situations. Formal Evaluation Process Non Probationary Employees A formal evaluation using a form developed jointly by the department and the Director of Human Resources will be required at least annually — generally on the anniversary date of the employee's original hire date or the anniversary of the date of last promotion. To ensure consistency and normalization of evaluation scores, all supervisors will receive training on the proper evaluation of employees. The purposes of employee evaluations are to: 1. take a personal/professional inventory; 2. align individual work plans with departmental and organizational objectives; 3. Identify strengths; 4. Identify development of skills for current position and/or future advancement; 4. Identify areas that need improvement; 5. Outline and agree upon a practical improvement program (if warranted); 6. Provide a history of development, progress in meeting goals and functioning in primary and secondary areas; 7. Provide guidance for pay decisions; and 8. Give the employee an opportunity to make comments regarding the evaluation to be placed in the employee's personnel file and used for further discussion with the supervisor and next level of management. If an employee is below "meets expectations", the employee will be scheduled for an interim evaluation in 90 days or more frequently, if warranted, and no merit increase will be awarded. A performance improvement plan will be developed with the employee and the employee's immediate supervisor detailing a plan for improvement. If performance has not improved, the matter will be forwarded to the Director of Human Resources for review and recommendation to the Village Manager or designee. Further action, up to and including dismissal, will be considered. Following completion of the performance review by the supervisor and before providing the review to the employee, the evaluation shall be sent to the Village Manager or designee for review. The review is intended to ensure that evaluations are fair and consistent across departments. After the Village Manager or designee approves the review, the review shall be discussed with the employee. All employees have an opportunity to respond to their review orally to their supervisor and in writing to the file. All responses provided by the employee will be considered a part of the evaluation process and attached to the document. Page 2 of 5 Formal Evaluation Process New Employees & Promotions New hire employees or individuals promoted into a new position, while receiving continuous feedback, should receive an oral evaluation on a monthly basis. A brief overview of this evaluation should be documented for the employee's personnel file and used to develop formal evaluations. The first formal evaluation for a probationary or promoted employee should take place after six months in the position. Additionally, a second formal evaluation shall take place on the one year anniversary of hire or promotion. If the appraisal "meets expectations" the probationary period will cease. If not, the Village has the option to either demote, terminate, or extend the employee's probationary period. If the probationary period is extended, generally not to exceed an additional three months, a specific set of performance improvements should be outlined in addition to setting formal appraisal dates which will be established and communicated with the employee. The supervisor may extend the probationary period an additional three months with the concurrence of the Village Manager or designee. Performance Improvement Plan Should an employee receive a "needs improvement" mark or below on their performance appraisal, a performance improvement plan will be developed with the employee and the employee's immediate supervisor. The plan will set specific performance targets and deadlines for improvement that is clear to both the employee and the employee's supervisor. The employee's supervisor shall review progress on the plan on a regular basis. If performance has not improved, the matter will be discussed with the Director of Human Resources. Further action, up to and including dismissal, will be considered. Use ofAnnual Evaluations Evaluations will be used to determine an employee's annual salary adjustment. 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. Aside from any general wage increase given in the year, all non-represented employees must be below the top of their range to receive a performance based salary adjustment at their time of their performance review. With the exception of the general wage increase, all salary adjustments will be based strictly on the employees' performance and there is no set amount of time in which an employee will move through the pay range. An employee may never reach top pay based upon the level of their actual performance. The intent of the pay for performance plan is to: I. Reward employees who perform at the "exceeds expectations" or "far exceeds expectations" level by providing a faster means to progress in their salary range; 2. Provide a means for employees who consistently perform above the "meets expectations" level to move through their respective pay range in seven years or less; and 3. Provide incentives to employees who perform at the "meets expectations" level to improve performance. Based on the Village's ability to pay, as determined solely by the Village Manager or his designee, the Village Manager or his designee shall determine on an annual basis the salary increase pool and salary increase schedule. Page 3 of 5 On an annual basis, the Village Manager shall establish a salary increase schedule based on both employee performance and the Village's ability to fund the program. An employee's total annual increase may be limited by applicable pension law. All evaluations must be reviewed and approved by the Village Manager or his designee prior to the evaluation being discussed with the employee. If a merit increase is requested for an employee at the time of their review, the formal approval process for the increase will be as follows: • 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; • This memorandum should include the amount requested. • The Human Resources Director shall review the request and make a recommendation to the Village Manager. • Should the Village Manager or designee approve the request, the effective date of the merit increase will be the date of the employee's anniversary requiring a performance appraisal. The Village Manager may allocate resources for merit increases by employee, or for merit pools by department, functional area, job classification or service group, at his sole discretion and subject to the availability of funds. One-time Performance Bonus A one-time, out-of-range merit bonus may be recommended for employees who have demonstrated outstanding performance and initiative. This bonus shall vary based on individual circumstances and the employee's position level in the organization, and will be paid in a lump sum. Merit bonuses are intended to: • Acknowledge or recognize exemplary or outstanding accomplishments over and above normal job responsibilities; • Recognize a program modification or service level enhancement; i.e., the Village saved money or increased a service level at no cost; • Recognize a one-time accomplishment of a special project; and • Recognize a special contribution to the overall betterment of the organization. Merit bonuses are not meant to be used simply to supplement or increase the base salary. Non-represented non-exempt employees are eligible for up to $2,500 in merit; Non-represented supervisory employees are eligible for up to $3,500 in merit; and Department/Division Heads and Deputy Department/Division Heads eligible for up to $5,000 in merit. If a one-time performance bonus is requested for an employee, the formal approval process for the bonus will be as follows: Page 4 of 5 • A memorandum, with the justification for the performance bonus should be sent to the Director of Human Resources; • This memorandum should include the amount requested. • The Human Resources Director shall review the request and make a recommendation to the Village Manager. • Should the Village Manager or designee approve the request, the bonus will be provided to the employee as soon as practical based on the payroll deadlines. Promotions Although not directly tied to an annual performance evaluation, when an existing employee is promoted, they will generally receive a 5.0%promotional pay increase upon the effective date of their promotion. Establishment ofPay Ranges The maximum and minimum limitations of the pay range will be reviewed and established each year during the annual budget review and will be based upon an evaluation performed by the Director of Human Resources utilizing various types of market data, with approval of the Village Manager. It shall be a goal to evaluate the market competitiveness of each position at a minimum every four years. The pay range of a specific position shall be considered "competitive" against the comparable municipal market for similar job functions in like positions. The Director of Human Resources may also establish alternate pay ranges for positions engaged in managed competition, municipal partnering or regional service consortia. Based on the market competitiveness of a specific position, the general wage increase awarded to employees many not simultaneously be applied to their pay range and therefore not move the pay range for any given position. Represented Employees Represented employees will move through their pay ranges as specified in the collective bargaining agreements. It shall be a goal of the Village to negotiate a pay system with all represented groups that incorporates employee performance. Conflict with Other Village Documents Where a conflict occurs between this document and the Village Personnel Manual or Departmental rules and/or procedures, this document shall prevail. Where a conflict occurs between this document and a collective bargaining agreement, the collective bargaining agreement shall prevail. Authority to Amend This Policy The Village Manager or his designee may make changes to this policy, without prior notice to employees, including ceasing this policy, at any time where a legitimate business need exists, in his sole estimation. Page 5 of 5 Bi-Montly Metra Parking Pass Fee Increase Discussion 2-N Overview Staff is recommending an increase in the cost of the bi-monthly commuter parking pass for the Metra Parking Lot. The proposed Increase would be $10 and would increase the current fee to $60 (20%). The recommendation runs concurrently with the intention of the Village to replace the manual fare boxes with automated collection systems. These recommendations seek to remedy two issues at the parking lot, service delivery and fund performance. Attachments Biweekly pass.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson, Finance &GS ....M.on.da...........Se......ptem.be.r..2.3......2.0.1..3...........................................................................................D.'sc uss.'.o.n...._...Ite.m........2._N........................................................................................................................................................ Y, TO: Dane C. Bragg, Village Manager FROM: Scott D. Anderson, Finance Director DATE: September 17, 2013 RE: Fee Increase— Bi-monthly Parking Pass Recommendation: Staff is recommending an increase in the cost of the bi-monthly commuter parking pass for the Metra Parking Lot. The proposed Increase would be $10 and would increase the current fee to $60 (20%). The recommendation runs concurrently with the intention of the Village to replace the manual fare boxes with automated collection systems. These recommendations seek to remedy two issues at the parking lot, service delivery and fund performance. Service Delivery: Commuters have two methods of paying for parking at the Metra parking lot. Daily parkers may pay a per day fee of $1.75 or elect to purchase a bi-monthly parking pass for $50. Staff encourages the purchase of parking passes as a convenience to the commuter and a way to minimize some of the weaknesses of the antiquated fare boxes. The limitations of the existing fare boxes are (1) it is difficult for the parking enforcement officer to determine exactly how much money was inserted into each parking stall slot (2) no receipt is issued to the commuter, (3) there is no audit listing printed of parked spaces and fees paid, and (3) cash controls are compromised with the lack of locked cash receptacles within the fare box. Because of the inherent weaknesses of the fare box, staff discounted the bi-monthly parking pass from $60 to $50 in 2004 to encourage participation in the pass program. The discount was effective in growing the number of passes issued.The downside is that the effective daily rate of pass holder is $1.17 versus $1.75 daily payer (assuming 43 business days in a two month cycle). The discount is 34 percent. Metra Parking Revenue $200,000 $150,000 $50,000 $0 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Bimonthly Pass Revenue Ld Daily Parking Revenue With the installation of an automated fare box system the commuters benefit by now having the option to pay by cash or credit. The need to carry exact change is eliminated. Commuters will be issued a receipt as proof of payment. The automated fare box systems will also allow commuters to phone-in missed payment from the train. The benefits to the Village include more efficient enforcement of the parking lot, improved cash controls, and reduced need to offer discounted bimonthly passes. The responsibility of enforcement of the parking lot will shift to the police department and one part-time position will be eliminated. Revenue increased less than one percent each year on average over the last twelve years. The intention of the parking pass needs to be repositioned as an object of convenience, still offering a discount off of the daily parking fee. A return to the FY 2003 parking pass fee of$60 would result in an effective daily rate of$1.40 versus$1.75 daily fee (20 percent discount). Fund performance: The amount of revenue collected though parking at the Metra Station offsets the cost of maintaining the depot, parking lot and payment of the land lease with Commonwealth Edison. Revenue increased less than one percent each year on average over the last twelve years. Below is a history of fund balance in the Parking Lot Fund. Parking Lot Fund - Fund Balance 400,000 ... 350,000 300,000 250,000 200,000 150,000 100,000 50,000 0 . 2004 2005 2006 2007 2008 2009 2010 2011 2012 The reduction in the cost of the bi-monthly parking pass in FY 2004 is evident. More commuters opted for the deep discount of the parking pass. The average number of parking passes sold each cycle was 140 in FY 2004. In FY 2013,the average jumps to 302 for a 116 percent increase. Working from an assumption that an increase of$10 in the parking pass will result in the loss of 10 percent of pass holders, an additional $16,320 in revenue will be generated from the sale of passes. Those who opt to return to paying for parking on a daily basis will spend 20 percent more each day on parking fees. The potential risk may be losing commuters who utilize the Buffalo Grove Metra Station due to the deeply discounted parking pass fee. Given the cost of fuel, staff is not certain this would be a large amount of customers. The Parking Lot Fund has not covered the cost of operations, through the parking fee structure, since FY 2004. The fund has an audited reserve balance of$144,075. Those funds, in part, will be used to fund the automated parking meters. The chart below shows the last ten year of revenues and expenditures for the Parking Lot Fund, Metra Parking Lot - Performance 250,000.00 200,000.00 150,000.00 100,000.00 50,000.00 0.00 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Revenue a Expenditures The automated meters will be a significant capital outlay because the Village cannot just purchase one unit. Because of the flow of traffic and the need to process transactions quickly, multiple stations are required. It is anticipated the return on the investment based upon the increased pass fees, stricter enforcement, and staff time reductions will be approximately two years. The combination of the automated parking meters and the efficiency those machines will bring to collections and enforcement, as well as the adjustment of the bimonthly parking pass to a better retail price point,will help to stabilize the fund. Fund balance levels will be difficult to replenish to levels noted ten years ago.The revenue structure, even with the increase, is static and the largest cost of the parking lot is the lease payment. That payment is 73 percent of expenses and has a three percent escalator each year. If the board is amenable to the increase in the bimonthly pass, an ordinance will be presented for adoption on October 71".The increase will be effective for the pass period beginning January 1, 2014. The board provided authorization to request proposals for automated parking meters during the August 191" board meeting.