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2013-04-29 - Village Board Committee of the Whole - Agenda Packet 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 April 29, 2013 at 6:30 PM 1. Welcome 2. Discussion A. Adoption of the 2012 Building Codes [GO TO] B. Core Services [GO TO] C. Lake County Sewer Irrigation Meter Program [GO TO] D. Hours of Operation -Village Hall [GO TO] E. Village of Buffalo Grove Facebook Page [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. Adoption of the 2012 Building Codes 2-A Overview A simulated burn presentation will occur at the beginning of the meeting to show the impact of sprinkler systems on fire spread in residential structures. Staff is recommending the adoption of the 2012 series of International Code Council (ICC) model building codes. The purpose of these codes is to establish the minimum requirements to safeguard the public safety, health and general welfare hazards to the built environment. These codes represent the model minimum standards for building construction throughout the United States as well as internationally. The attached power point presentation provides for a general overview of some of the substantial changes to the codes which may elicit a response due to their nature and/or conspicuousness of the change. Due to the volume of material encompassing all of the code changes, it could not be included in packet format. Any additional documentation desired is available by request. 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New in the 2012 edition of the IRC is the inclusion of the requirement for residential fire sprinklers in all new homes built after the adoption of the code. This provision has been an issue for a number of years in the code enforcement community. Resistance has begun to lessen and more communities (87 to date) have adopted single family dwelling sprinkler requirements. Most recently, the Village of Gurnee adopted the 2012 edition of the IRC. This provision has been the code since 2009, with alteration or deletion. We believe that three important factors must be considered as you contemplate your decision. 1. Occupant safety, In communities where residential sprinklers have been in place such as Prince George's County, Maryland there has,been 0 fire fatalities in homes protected with residential sprinklers. This is over a 15 year tin-ie period. Scottsdale, Arizona has similar statistics over 25 years! 2. Firefighter safety, Today's modern lightweight construction is proven to experience structural collapse under everyday fire loads far faster than older dimensional lumber, Underwriters Laboratories has just completed extensive:testing of floor assemblies and has,proven that lightweight construction, though strong and cost effective to install, does fail prematurely when exposed to fire. It is our firefighters that will continue to risk entering buildings under these potentially hazardous conditions. 3. Cost effective, Sprinkler systems today can cost less per square foot than the cost of carpeting. Although the national average as outlined in The Fire Protection Research Foundation handout is $1.61 per square foot the average in our area is closer to $2.35 per square foot. At a time when our resources are diminishing it seems like it is the best tirne to adopt a code that will allow us to continue to address our village's fire protection needs without having to add additional pressures to our staffing needs. The attached supplemental material will help explain the rationale for residential sprinklers. We hope the demonstration on Monday night will also visual show the benefits of residential sprinklers. We will be available to answer any questions you might have at the April 29, 2013 Cominittee of the Whole meeting. ol IU`Y11'(Il i.W'ir,1D,(1»'fU;U 1 ,°a'fjjol", lity MUNICIPALITIESIDISTRICTS WITH SINGLE-FAMILY HOME RESIDENTIAL FIRE SPRINKLER ORDINANCES FOLLOWING NFPA 13D N.. CITY DATE CON15TERCIAURESIDENTIAL SQUARE FEET 1 Lan Gmvc Munici a€il Aril,1988 0113D 2 13—ingtou Fire Protection District Se temper,1997 0113D ] Lake Damn on bcccmber,1997 0113D 4 wkdirio my.Irim 011313 p€us homes 5 Clarendon Hills Aupg.2000 20001M 6 V21ia cor13.,inemn ➢eeemher,2000 0113D 7 Parklvdge Much,200t 0113D 8 Wrst Dundee Au_wt,2001 4,000113D-.111-?remii new mn. 9 GIe¢side 2001 131313,000 s ogre f I 10 Haffm.n Fsmles Juy,2602 1,000 for all use s o &13D II GIrn EII March,2032 0113❑u 12 Round Inke Reach Much,2002 0113D 13 sir—cl June,2002 1,000 Camm—i,,1/13D 14 L.O—n I Park Au1.03 01A,E.Tl,I R 1,R2;2,000113D 15 Mount Pros ect ]hu"2003 0113D+condo conv—i.as&mf 1m 5 16 Bcrkcicy November 2003 A,E,H,P,R,9-WI3D 7 M,13,1-3000 ]7 Rollhta Mcadmve 2003 4,000 s vote feet 18 Matteson Fire De¢d t nt Jano. ,2004 011313 19 Countryside Fire Pn.IuIi.a bistrict March,20N 0113D 2O H.inky Fire N.1-ii—Distric( July,2004 0113D ' 21 North Maine Fire Protection T)Mrict July,2004 9101) 12 Indian Creek Countryside FPD) Feb00 0113D 23 Skokie October 2004 5,000113D 24 Lng Grove Firc Pmkdian District Novemhcr,2004 13D 25 Hickory Hills January,2005 0V13Df..fi-f¢miIyrebafit 26 Justice Febru ,2005 0113D 27 Des Plaines March,2005 011313 28 Libe i11c(Munici aliry) March,2005 14001131) 29 Sunny-1.FPD(171—nm.r) 2aau ,2005 13D 20 Bedf.rd Park Fire➢e orhnenl My,2005 OfDD 31 Rosrllc 11-08 13D 32 31.Ch.,ke !]...trysidt FPD August,2005 On Hold 33 Wk Foresl August,2005 91131)1+50%C.mmcnW 34 Lincolnxvod Oclabu,2005 5,00(0313 35 Libertyville Fire Pratcolion District November.2005 0113➢ 36 Bdd�cv W Novemher,2005 0l13D,ntf Harves, 37 River Forest March,2006 50661131)+50%sin le-Tamil 39 Glemwod June,2006 9113D+50%assessed valoalion refr.ftVmvncrshi changes 39 Palos Hills Angst,2006 0113DIA ariment 1.Condo 40 Vill.Park Augastlan.Mr,2006 I,SOO113D 4l Pros cct Hai hts Dcccmbcr,2006 0113D 42 Northbrook Febru ,2007 5,0001I3D los Torvnhoures 43 Helhvaod 3a¢ua ,2007 0f13D+50%Rcrr.fitA ort—nt to Condo 44 Lakc BUT March,2007 0113D,75%Additions 45 Lnke Zurich Ruml Fire Pralecli.n District Aril,2007 13D 46 Linwlnshirelltiveruroods Fbe Pmtcali.n District Ma,2007 131) 47 Ofland FPD 2007 Uainco omtcd No Wale,Sup I,5.000 4H Ili rwood Au—It,2007 0113D 49 Lisle-Woodrid eFPD October,2007 5,0005.ft. 50 Alsi OCraber,2007 0113D 51 Pnlatiue Ruml FFD November,2007 OA3D 52 Chico.Ride December 2007 W130 53 PI....nwiew FPD Janu¢ ,200H Sin k"itsubdivNi.n 54 Caun ua Clubliills Jan ,2008 0113❑ 55 Puk Forest Se tenrbcr,2008 0-13D 56 Ne1 ml T.w hi FPD(%V.&%vadh) bmary,M09 011313 57 Gree¢Oaks Febru ,2009 13D 58 RitTrside March,2009 13D 59 Palos Heiehts FPD June,2069 I31) 60 Lake Zurich Sc icmbcr,2009 1113 61 P¢l.s Fire Pmlectinn District Oanber,20D9 13Df5,000 fie Cresl Hitt Dcccmbcr,2009 0 s fl mmmcmial!ali 13D 63 Normal Jonu ,2010 13D 64 A.1ingt..Fire Pmrection Disuicl Aril,2010 1 I11) 65 Riverwoods Aril,2010 13D 66 Wilmcae May,2010 I3D11,i htweighl Canstrucrieu 67 Aurora M..2910 13D15A0t1 68 Poresl Park Ma,2010 0 5 Fi!13O 69 St Charlas tiny,MO 13D effecliw 2012 70 Oakrlrcok lams ,2011 13D 71 Pa1o9 Park March,2011 NFPA 13➢,5,0001 72 Schaumburg May,2011 13D,1,000 Sq Ft,High Rise M,.fiS A artmctLL 10 Condo 73 Ceolral Sackne FPD June,2011 0f13D,20091FC wilh Antendruents 74 Glencoe Jan,2012 0 s.ILA 31) 75 Flassmaor M_h,2012 13D 76 Norwood Park FPD Aril,2012 20091RC11CC/131311000 S.171. 77 Harvood Hei his Aril 2012 20091CCf1RG13DH 000 S Ft. 78 Na Idle April,2012 2069 IMARG131311000 S%Ft. 79 South Holland Aril,2012 2009 IRCJ13D 80 Manhmt FPD Aril,2012 130 8t Waod D.T. May.2012 13➢ 82 Gurnee June,2012 0113D 2012 IRC 83 Bloclsland My,2012 UD 94 Vnnron Hills I October,2012 I,000 s uam Ilt.03D Li ht—i hl Cn 11-ai.n12012 IRC Al}13E) AS Ei in 1Oct.her 2012 20121RCIFutarc Plats 86 H.mewo.d G.laber,2012 5,000 s.R. 87 Warren Waukegan FPD November,2012 1 0113D 2012 IRC &%AdminWATION 1 DOCUMFNTS1Cily Square Foot%13D Ordinance Towns 11.29.12.xis This liquid is flow fire designed to expand and break sprinI the tube at a certain ktemperature. The most common are designed to break at The typical sprinkler head consists of a 155 degrees. In the plug held in place by a trigger mechanism, average sized room The most common type of trigger is a glass a 5mm diameter ampule filled with a glycerin-based liquid that ampule will usually expands when heated. m break in about one ° m to one and a half minutes from contact with a heat A less commonly used type of source. Ampules as 1 trigger consists of two metal thin as lmm are plates held together by a solder manufactured fora - point. When the solder melts, faster response time. two spring arms pull the plates apart, releasing the plug. ...� � � The plug is Plug forced out by the pressurized Air bubble water behind it and allows for deflected away by a normal beveled edge.The W. expansion water sprays over of liquid the deflector plate Plug '` Spring which is designed to -4 arms Vacuum r sealed distribute it in an glass tube even pattern. Water will continue to flow Soldered plates Deflector until the main valve plate is shut off. How an uncontrolled How a sprinkler system fire spreads puts the fire out Smoke and toxic Even a small smoldering gases rise from fire acts like a heat engine the source of the fire. as it steadily increases They spread quickly the air temperature along the ceiling directly above it. and heat the air The hot air fans in the room. out across the ceiling, heating r up the nearest sprinkler head. '� r> The current of hot As soon as the trigger air forces a curtain of mechanism is heated deadly gases down to the required the walls, making temperature, it 155° escape more trips and the difficult. In a water is released. few minutes The immediate the air will cooling of the become so hot heat source that the entire usually prevents contents of the other sprinkler room will ignites t heads from spontaneously. activating. Often, This is known one or two as flashover and sprinkler heads usually occurs are enough to between 1,000 and control a fire. 1,500 degrees. SOURCES:Tyco Fire Products,Blaze,IJy Nicholas Faith JOURNAL GRAPHIC/TOM MURPHY R I --f * al Spr'*Inl( lers esiden 1, 0 When fire sprinklers alone are installed in a residence, the chances of dying P in a fire are reduced by %, when compared to a residence without sprinklers.* When both smoke alarms and fire sprinklers are present in a �f f �;�I,II iuquuuuuuu�uu�u hone, the rise of dying in a fire is reduced by 2%, when Fr compared to a residence without either.,* "MY r Using quick response sprinklers and approved piping, homes can be built or i even retrofitted include low-cost automatic sprinkler systems f connected to the °F, ' domestic water supply. Studies o Ia conducted by the U.S. Fire Adminis- tration (USFA) and r,. r the Building and e , F' Re search Laboratory at the National Institute of Standards and Technolog y (MIST). k III k 1 U.S.,Fire Administration w , : FEmA.,, For information and resources on this subject., visit www.usfa.dhs.gov/citizens/focu United States Fire Arlministrat; n U.S.Department of Homeland Security 500 C Street„SW w„ washingbin,D.C.20472 oa June 1,2009 i A Message from the United States Fire Administrator about Residential Fire Spriniders The U.S,Fire Administration has promoted research„development,testing,and demonstrations of residential fire sprinkler systems for more than 30 years. The research regarding residential fire sprinkler systems has indisputably demonstrated the following: ® Residential fire sprinklers can save the lives of building occupants. • Residential fire sprinklers can save the lives of fir e ghters called to respond to a home fire. • Residential fire sprinklers can significantly offset the risk of premature building collapse posed to firefighters by lightweight construction components when they are involved in a fire. ® Residential fire sprinklers can substantially reduce property loss caused by a fire. The time has come to use this affordable,simple and effective technology to save lives and property where it matters most —in our homes. In the past year,the National debate about the benefits of residential fire sprinklers passed a mai or milestone with the adoption of a change to the International Residential Code that will require fire sprinklers in all new construction. This code change survived rigorous scrutiny,during which all interested parties had ample opportunity to comment on the technical merits of the issue. Since then,parties who oppose this lifesaving technology have started a vigorous campaign to enact laws at the state level that will prohibit adoption of sprinkler requirements for new homes. I encourage every member of the fire service to stay abreast of this rapidly changing situation,and to be ready to voice any concerns that you have about proposed legislation to your respective state legislature. The Fire Sprinkler Initiative website has been established to provide a central clearing house for up-to-date information. Tog,on to the site at lulls.//l reggird lw.w°lC;ti_ti rtsw�w.c Via,; —stay vigilant and keel)the fire service community informed of developments in your area. Only by working together can we save lives. it is the position of the US.Fire Administration that all Americans should be protected fr~om death, injury, and property loss resulting from fire in their residence. All homes should be equipped with both sinoke alarms and residential fire sprinklers, and all fain lies should have and practice an emergency escape plan. The U.S. Fire Administration supports all efforts to reduce the tragic toll of fire losses in this nation, including the recently adopted changes to the International Residential Code that require residential fire sprinklers in all new residential construction. Glenn A. Gaines Acting Assistant Administrator U.S.Fire Administration www.ussaxerna.gov w Ai Wi M M ! 7 I I NJ f iva CA -j� all 06 u r g NJ /f . 5A w mg CEO No wd Ul a� �rv�om �n� LNSURANCE SERVICES OFFICE, INC. 4B Eves Drive, Suite 200,_Marlton,N1 08053 856-985-5600 FAX 800-955-2422 December 7, 2009 Mr. Anthony C. Apfelbeck Fire Marshal/Building Official City of Altamonte Springs 225 Newburyport Avenue Altamonte Springs, FL 32701 Dear Mr.Apfelbeck: As per your request to provide some clarity on the effect of deciding to not incorporate the new national building code 'requirement' of single-family residential fire sprinkler systems. ISO has a procedure that reduces the Needed Fire Flow for new subdivisions that might be built to code with NFPA 13D systems. The procedure is as follows: "Where all 1- and 2-family dwellings in an entire subdivision or other definable area are protected with a residential fire sprinkler system meeting the requirements of NF'PA 13D, "Installation of Sprinkler Systems for One- and Two-Family Dwellings and Mobile Homes", a reduction in the Needed Fire Flow may be appropriate, Where evidence is available from local fire or building officials, to document the installation of these systems according to the Standard, the Needed Fire Flow for such subdivisions or areas may be reduced to 500 gpm." Typically an action such as this would reduce the fire demand and tend to make it easier for the water system —supply works, main capacity and hydrant distribution to meet the lower fire demand. Therefore, the adoption of a model building code containing a residential sprinkler requirement would tend to improve or lower FSRS credit points or a given Public Protection Classification, all other things being equal. In addition ISO is in the process of drafting a revision to the FSRS that may include extra credit for adoption of a model building code with 1- and 2-family residential sprinkler requirements. The purpose the 130 Public Protection Classification (PPCT"^) Program is to gather information needed to determine a fire insurance classification that may be used in the calculation of property insurance premiums. it is not for property loss prevention or life safety purposes and no life safety or property loss prevention recommends#ions will be made. The Building Code Effectiveness Grading Schedule (BCEGS(M) is another community mitigation program administered by ISO. The BCEGS program gathers information on building code enforcement and adoption to develop a building classification similar to the PPC class. Insurers may use the BCEGS classification as a factor in their underwriting and rate making process. The residential BCEGS classification will be one class less favorable when the community decides to amend the adopted code by removing the residential sprinkler requirements. Additionally insurers use a Homeowners Policy Program Manual to determine the cost of homeowner insurance. This Manual is published by ISO, and approved by the Department of Insurance in each state including Florida. The manual allows an insurer to give up to an 8% discount for homes with residential fire sprinkler systems installed according to NFPA 13D. Sincerely, Hugh "Skip" H. Gibson, IV Manager— Community Hazard Mitigation Services Insurance Services Office, Inc. Office: (856) 985-5600 ext. 350 Cell: (609) 560-6804 Email: haibson iso.corn ry(A ¢p ror,+i�rtl'o rr, o i r r / r 5 w 1(Il ,/ a `r- y//fAfJt /lrrr,ir % /jr/,/ ifr 'l %f� ��OY'%; /,/ ,; (,; /i SG� ;,;✓ Ia,/ �1r ��1 i, �li // �� ,,2��', 'rr///// �r !r J J�/in' �%� � ��j �/.//, r /li/ rirri��/,///✓./�� /,. ��. ';�P�/i/,A� /�j. f/ :'i ;,,. ,,, ,r- ,✓/ ti� ;;, ,�„ ,�fi;'; ✓!r✓' %f r ;h1n%% �d✓`�///oi,+�u�l��, Jr,/�,vn��//J/��r�f.rrl„ /�, ii `i-"' y l��P;,,,,,,,11u!yir� �✓f, � -,,,r� ," �/', � � � /r/�/��1/i/ %/r/i,,, /i^/�5 1,�� f��r.;f ,r' / ✓, 0, m�,fjr.y.. v ,,r r, "ifi/i� s;,�p///r�/'l iki°,r✓yr r�/ii/01/�I/✓rl/%�i�j//w,,r/%1!��,y//S�l rI//ry%�/�)`/�l/rir�/i/�%//,li!'/,.!! //�//�fG%r/��',/0/��1rr r r�i,//ifei1l>i�r�t' /J'1'r':�/✓t"�(1,iP�r'/1'a/�)`,,,,� m �/�� "�,r � '-; '��11 �'�y� �',,;.:, I�l H✓,,fa k. ti<„ „„ fi ,�'';r r i 1/j ../ %///��r' !/�,,p�1!'i/ r/i� r � 4� ,,, a'+ rr :' ,ry ,,, �f^ '�, r�� ,,,. ,/,,;;, ��„ 5/ /r/r /�//p//F✓ „J,r�J"J�', �� l„l � 9�, ;j'q ��N ,,,� i 11V� �.e>y I ,,,, �'�'',',;,/. .�ynrr'%„;r ,,r` =:rP U';: r�1 ,,,,: ✓/ „//... %%/y�i///�/ ��;,i 14' /r� �l'J 5� °r;,��l;�, �m 2' ;��iN� ,,, r,� Iv, / 1,/fiNr � 9v, f l„ d r /�Jhi ��✓� �l� �i� � I r ,� ,,, JJ,.� �'"'�. .rv'✓, 6�'�.' Im�l?rU�:lal � �':�'s !.�." � �'; '��n,� ., 1� :�,,,.,�; u,��.�1,�� o1+,� !;:�"� l�J��,?�i ..' 'da;1r�.,,�, �e�`'`;'�. ,, I, r% THE FOUNDATIONFIRE PROTECTION RESEARCH oonlMulou�mi �aa,yrb�rl4..r..�re ad�;,�rq,;ro�:rwa�•R r�^�5,.�4�:dMmw"ll'?' I arum '��aau� 5Sr ml 7 ,>M" n ,� �° �'" Y7 �- , �' / ni A°� Assessr >< �; Horzrie fli j ,r 1 , 9 r f f' r uu� I I ✓, ��;,, / �11 uuuuuii� I U Fire Protection Research Foundation Home Fire Sprinkler Cost Assessment Final Report September 10, 2008 i Executive Summary Residential fire sprinkler ordinances have been adopted by several hundred United States communities for use in single-family dwellings. Such systems have been shown to provide significant life safety benefits, however the installed cost of these systems remains as a point of uncertainty and a potential barrier to broader adoption. Informal estimates of typical installation costs can vary widely and influence decision makers' views on the viability of sprinkler systems in new homes. Accordingly, the purpose of this study is to provide a national perspective on the cost of home fire sprinklers by developing data on installation costs and cost savings for ten communities distributed throughout the United States. The study also explores the range of insurance premium discounts which are available to homeowners with sprinkler systems in their houses. To obtain information on the cost of installing residential sprinkler systems, ten case study communities were selected: nine in the United States, and one in Canada. The ten communities offer diversity in terms of sprinkler ordinance status, geographic location, housing style, and sprinkler system variables such as the type of piping material and the water supply source (municipal or on-site). For each of these communities, three building plans were collected from builders and sprinkler installers, along with sprinkler system cost data and other related cost and system information. The term "sprinklered square feet" (sprinklered SF) reflects the total area of sprinklered spaces, including basements, garages, and attics when applicable. This term is used to better characterize the cost of sprinklers per unit of space which is covered by the system, especially since many of the homes have sprinklers in spaces beyond the normal living space, such as a garage. In terms of absolute costs, the total sprinkler system costs to the homebuilder ranged from $2,386 to $16,061 for the 30 houses. The cost of sprinkler systems to the homebuilder, in dollars per sprinklered SF, ranged from $0.38 to $3.66. This range represents the 30 different house plans, with the average cost being $1.61 per sprinklered SF. The low end of this range iii ($0.381sprinklered SF) represents a California house in a community with a long- standing ordinance, sprinklers in the attic and the garage (in addition to the living space), and some potential pricing benefits from a volume relationship with the sprinkler contractor. The high end of this cost range ($3.66/sprinklered SF) represents a Colorado house on well water and a system constructed with copper piping which utilized anti-freeze for freeze protection during the winter. These costs include all costs to the builder associated with the sprinkler system including design, installation, and other costs such as permits, additional equipment, and increased tap and water meter fees — to the extent that they apply. When accounting for any available credits given for the use of residential sprinklers (as was the case in Wilsonville, OR), the total sprinkler system costs to the builder averaged $1.49 per sprinklered SF. Variables associated with higher cost systems included extensive use of copper piping (instead of CPVC or PEX), an on-site water supply (instead of municipal water), local requirements to sprinkler additional areas like garages or attics, and higher local sprinkler permit fees. The cost data also support the concept that communities with sprinkler ordinances in effect for more than five years tend to experience market acceptance and increased competition leading to lower system costs. Credits or "trade-offs," which could include incentives like greater fire hydrant spacing in a community with sprinklers, were also investigated in each of the ten communities. While trade-offs may be used in communities as part of the zoning approval process for specific developments, just one of the ten communities had a credit or trade-off that applied to the houses which were analyzed. Wilsonville, OR, offers a credit of$1.21 per square foot of living space in an effort to partially offset the costs of sprinklers. As complementary data to the cost analysis, a survey of available insurance premium discounts for homeowners with sprinkler systems was conducted. For each of the ten communities where sprinkler cost data was analyzed, the average insurance premium discount (as a percentage) was obtained from five insurers with significant market share iv in the state. Discount savings percentages ranged from 0 to 10% among all companies and agencies surveyed, with an average premium discount of 7%. Related issues such as limits on the overall discount allowed for protective devices, sprinkler system requirements, and any potential insurance penalties for sprinklers were also explored. There were no instances discovered of insurance penalties or extra fees associated with the use of residential sprinkler systems due to concerns such as system leakage. Insurance quotes for a theoretical prototype house were also obtained for the nine United States communities and one Canadian community. Quotes were obtained with and without a sprinkler system in an effort to estimate the discount that may result from having a sprinkler system. Annual discount savings averaged $22, or 3.42% of the annual premium. The difference in this discount compared to the average percentage discount found in the survey is likely due to the disconnect between generally quoted ranges and the real discounts allowed on real policies. As sprinkler systems become more common in given areas and this discount becomes a more common topic in the consumer-insurance agent dialogue, it is anticipated that actual discounts would more closely track with general ranges. v Core Services 2-B Overview As a part of the Village Board approved strategic plan, staff was tasked with evaluating all of the Village's services and prioritizing the services based on the core function of local government. The goal of this document is for all to understand the services that we provide and how those services relate to the mission of the Village. This memo will review the philosophy used to put together the document and how staff will use this document to begin development of the budget for 2014. Attachments 4-25-13 Core Services.pdf Core Services.pdf Trustee Liaison Staff Contact Jennifer I Maltas, ....M.on.da...........A.......pri.1...2.9......20.1..3.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._B........................................................................................................................................................ Y, V�� L,ILL A m F" MEMORANDUM TO: Village President& Board of Trustees Dane C. Bragg, Village Manager FROM: Jennifer Maltas, Deputy Village Manager DATE: April 25, 2013 RE: Core Services Analysis Introduction As a part of the Village Board approved strategic plan, staff was tasked with evaluating all of the Village's services and prioritizing the services based on the core function of local government. The goal of this document is for all to understand the services that we provide and how those services relate to the mission of the Village. This memo will review the philosophy used to put together the document and how staff will use this document to begin development of the budget for 2014. Philosophy and Examples Staff has grouped the Village's service offerings into three categories titled Tier 1, Tier 2, and Tier 3 services. Tier 1 services are defined as services that are core to the mission of the Village of Buffalo Grove and services that as a municipality we are tasked with providing. Tier 2 services are defined as services that do not rise to the level of a core service, but they are supportive of or in line with the mission of the Village. Tier 2 services are extremely beneficial to have in order to be more successful in providing Tier 1 services. Tier 3 services are the "extra" services that are provided. These services are nice to have and do provide benefit to the community but they are not services that we must provide as a municipality. To illustrate the philosophy more clearly the Police Department will be used as an example. A Tier 1 service that the Police Department offers is emergency response. When there is a crime, the Police Department responds to ensure the life and safety of the community. This is a basic and core service that the Village provides. A Tier 2 service identified in the Police Department is the Police Social Worker Program. The Village is not required to have the program but it does provide a great deal of benefit to both the community and officers when dealing with a crime. The social workers assist people in working through the criminal justice process and assist officers in dealing with community members with mental illness or substance abuse problems. A Tier 3 service the Police Department offers is vehicle lock out assistance. Rather than asking residents to call a tow truck or other service, the Police Department will assist community members who are locked out of their car. Many communities will provide several phone numbers to a community member who is locked out of the car; however, the Buffalo Grove Police Department will go out and assist the person directly. - 1 - The type of analysis above was used to place all of the Village's service offerings into the three tiers. The placement of a program in a particular tier does not mean that the program is either desirable or undesirable; the placement simply categorizes our programs and services based on the Village's core mission. Next Steps Staff is seeking feedback from the Village Board on the prioritization of the services. Staff will use prioritization of services over the next year as we begin the budget process. During the budget process, services that are listed in Tier 1 or 2 will be evaluated from the perspective of efficiency and cost reduction/containment. Staff will analyze these services to see if there is a better or more cost efficient way to provide the service as well as determine whether we have the right resources to provide the services effectively. Staff will look at Tier 3 services in the same light; however, Tier 3 services is where staff will look to recommend large program changes or potentially program elimination as a means to balance the budget. After receiving feedback from the Village Board at the April 291h Committee of the Whole meeting, staff will begin to evaluate Tier 3 services more closely. At the July 291h Committee of the Whole meeting, staff will come back to the Village Board with an analysis of our Tier 3 services that takes into account the cost of the program (both direct costs and staff time) and the impact that program has in the community. As an example, a particular program may cost $5,000 but the program positively impacts 10,000 residents. On the other hand, a program may cost $10,000 but only impact 500 residents. This type of analysis will be used to make recommendations to the Village Board on the elimination or reduction of programs. If you have any questions about the attached prioritization prior to the meeting on Monday night, please let me know. - 2 - N N + E CA O m O O N O CLO p 'c N c '� Q 00 > m O tr 'a CLN O 0){A +� C C'J6 +� N u- w O Y aJ a) 'N c: Jill .,, V 1 O .0 ''' CA i O. a' O -a O +� aJ t +� N 3 c a � a CL 0) ` M y -a +� N Y '3 u N '^ N f° E is E w C Jcc C O cp6 .� C pia i C Co rNa do c m °c° Ln •° c c c °° aJ Z U aJ — m m m O ra C U Q. U +� m m m i m v.U �.- aJ — aJ C tl0+� O Q. 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S N N C ca -0 O U m 3 > s- N € Q > N •N N N '� N •� tl�.0 4- O O 'a C C N Oa tin C U a —O N C C 0 0 ro 0 0 0 a' N w a`t o C m m m U U W l.L C7 C7 _ _ _ _ J Z Z O d O€ Qd J Lake County Sewer Irrigation Meter Program 2-C Overview Staff will be discussing amending Title 13 of the Buffalo Grove Municipal Code to allow for irrigation meters as outlined in the memorandum from Scott Anderson. Attachments Irrigation Meters.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson, ....M.on.da...........A.......pri.1...2.9......20.1..3.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._C........................................................................................................................................................ Y, VI111LIAGE x, llllF DATE: April 24,2013 TO: Dane Bragg,Village Manager FROM: Scott Anderson,Finance Director RE: Irrigation Meters Recommendation: Staff is recommending that Title 13 of the Buffalo Grove Municipal Code be amended to allow for the installation of irrigation meters. Background: In 2011,the village changed Lake County sanitary sewer fees from a flat fee to a fee calculated on gallons of water consumed. Part of the decision to move to consumption billing, beyond the equity of the application, was the ability to offer customers a solution to mitigate bill spikes due to outdoor water usage.Absent ground water infiltration in the system,none of the water used outdoors is being treated by Lake County Public Works. The solution is the summer sewer service credit that is offered to all residential properties in Lake County. The credit caps all summer sewer charges so that the actual billing is to be no more than 110 percent of the average non summer month consumption. The cap is calculated by averaging the sewer use for the months of September though April (8 months) and adding an additional 10 percent. Example: Non summer month average 10,000 gallons Extension of cap @ 10% 1.000 gallons Total summer sewer cap @110% 11,000 gallons In the example above, the homeowner averages 10,000 gallons of water each bi-monthly billing cycle between the consumption months of September through April. For the summer months of May -August the most that resident will be charged for Lake County sanitary sewer service is 11,000 gallons. Although the credit does provide relief to those Lake County residents who water their landscape frequently there is the potential for large water utility bills for the month of September. Last year,September continued the hot and dry pattern of the summer. Usage in September is not capped and many residents saw a spike in sewer billing. One way to mitigate for the cost of outdoor water use that will be not be treated is through the installation of irrigation meters. Irrigation Meter Program: Irrigation meters would be offered to Lake County residents who own underground irrigation systems. The purpose of the meter is to measure the amount of water used outside of the home.The billing rate for that usage would only be for water. No Lake County sewer fees would be charged. Cook Count residents would not be a part of this program. Sanitary sewer fees are assessed through property taxes. There would be no financial benefit to install a second meter at those homes. The irrigation meter would be installed before the house meter. Staff is currently reviewing whether the meter would reside inside or outside of the home. If the meter is outside of the house (similar to the backflow preventer) both the backflow device and irrigation meter would need to be pulled in the winter and reinstalled for the summer.Listed below is a picture of what the plumbing might look like. Page 1 of 4 Meter Configuration M"ly rnove aI'Ne:°nOer°ouNaside 441 " PZ Backflo w mrmmuuum mmnomuwu uuuu uuum rrlt�c�tN,(�I f'reventer TO, OUTSIDE a IRRIGATIONSYSTEM � R a Gate or ball um oN FROM WATER MAIN If a Lake County resident was interested in a meter, they would contact the water utility department for the meter. It would be the customer's responsibility to create the opening for the meter, purchase the meter,and pay for the inspection.A village water utility employee would attach the meter in the opening. Estimates of costs are listed below. Omni 3/4" $300 $150 $100 $450 $1,000 Omni 1" $320 $150 $100 $450 $1,020 Omni 1 1/2" $850 $150 $100 $450 $1,550 Residential homes will be either Omni 3/4"or Omni 1". Commercial properties require an Omni 1 Y2".The radio box allows the water utility department the flexibility of conducting radio reads. The estimate for plumbing is for about 2.5 - 3 hours of work. Once the meter is installed, an inspector from building and zoning would need to review the connection. Pay Back Period: The decision for a customer to spend at least $1,000 on an irrigation meter will be dependent upon the potential savings and the time to recover the investment. For purposes of this evaluation, a consumption average of six households that have irrigation systems is calculated as 'average summer usage'. The impact of the summer sewer credit will be calculated at the present 110% and also 120% and 130%.The village has been assured by Lake County that the program will continue but there is a strong possibility that the cap rate will be increased.There are about 1,500 customers in the village with irrigation systems. The following results were tabulated: Page 2 of 4 A 51 8 9 10 11 $ 333.60 $ 327.20 $ 316.00 B 46 22 24 26 29 $ 174.40 $ 156.80 $ 139.20 C 37 13 14 16 17 $ 177.60 $ 167.20 $ 156.80 D 48 15 17 18 20 $ 252.00 $ 240.00 $ 228.00 E 43 14 15 17 18 $ 220.80 $ 209.60 $ 198.40 F 61 17 19 20 22 $ 334.40 $ 320.80 $ 307.20 *all gallons in thousands (1)May though August (2)September through April (3)Difference between Average Summer Consumption x$4 less Summer Cap x$4 The largest annual savings was customer F at $334.40. The savings represents how much more each customer's bill would have been absent the sanitary sewer service credit. The savings is generated over two billing cycles.The savings diminishes by about$14 with each 10%increase in the cap for customer F. The following table shows how long it would take to recover the estimated cost of$1,000 to install the meter measured in years. �m A 51 8 9 10 11 $80.00 11.36 10.42 9.62 B 46 22 24 26 29 $80.00 10.42 8.93 7.35 C 37 13 14 16 17 $80.00 11.36 9.62 8.93 D 48 15 17 18 20 $80.00 10.42 9.62 8.33 E 43 14 15 17 18 $80.00 11.36 9.62 8.93 F 61 17 19 20 22 $80.00 10.42 9.62 8.93 Average 10.89 9.63 8.68 The pay back period is calculated by subtracting the difference between the average non-summer usage times$4 from the summer cap usage time$4. Lake A customer illustrated; Average Non-summer Usage = 8*$4=$32 Summer Cap @ 110% = 9*$4=$36 Difference per billing cycle = $4 Two billing cycles = 2*$4=$8 September un-capped billing = $ 80 Meter Investment = $ 1,000 Pay back period = $1,000/$88 Years = 11.36 The Un-Capped September Usage is an assumption that the homeowner will use 20,000 gallons that month that will not be capped. Using the current 110% cap, the average time to recover the original investment would be 10.89 years. If the cap is raised to 120%the time moves to 9.63 years.A 130% cap will require 8.68 years to break even. Page 3 of 4 If the board agrees to offer this program, staff will present an amendment to Title 13 for Board approval, start to coordinate efforts to market,establish meter inventory,and develop spec sheets for plumbing.The irrigation meter is proposed to be made available to those with underground sprinkler systems. Page 4 of 4 Hours of Operation - Village Hall 2-D Overview Staff recommends that Village Hall hours be reduced on Monday evenings to 6:30 PM based on the findings in the attached report. Attachments Monday Evenings.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........A.......pri.1...2.9......20.1..3.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._D........................................................................................................................................................ Y, VIIIIIIAGE x, llllF DATE: April 19,2013 TO: Dane Bragg,Village Manager FROM: Scott Anderson,Finance Director RE: Monday Evening Hours Recommendation: Staff is recommending that village hail hours be reduced by one hour on Monday evenings to close at 6:30 pm.The proposal reflects actual customer service patterns documented over the last quarter. Background: Up until about ten years ago,the Village maintained Saturday morning hours to cater to those customers who could not transact business during the week. Ten years ago, Saturday hours were eliminated and Monday hours were extended to 7:30 pm. Monday evening hours are staffed by two employees (one from finance the other building and zoning). Although the workload does not justify paying overtime to two employees, there is an employee safety issue to working alone. Using Carol Lieber and Julie Kamka as an example, a Monday evening in which they are working results in six hours of overtime at a total cost of$511.74. One solution to overtime is to flex schedules (start at 11:00 am) for those working Monday evening,but with limited staffing and cyclical processing (accounts payable,utility billing,and payroll) it is difficult to shift those employees to the front counter.This does not account for scheduled vacations and sick time usage. Over the last ten years the amount of front counter traffic has lessened due to the elimination of the village vehicle sticker program and more access to forms on the website. With the recent addition of e-Services for water utility customers and the future addition of payment options for other fines and fees more customers will be going online versus getting in line. Data: Over the last three months (first quarter 2013), 118 customers were assisted on Monday evenings. 32%of those customers called village hail (38) and the remaining 80 were walk ins. The following is a distribution of the type of assistance provided to customers. Finance General Que wtioni w Coricernn w C'inn p antits 26 Building and Zoning General Qan.estnorns/Corncn.er°rns/Cornplainnts 23 Water Bill 21 Annirnal'Fag Purclnase 10 Real Estate Transfer Stannp 10 Metr°a Parking Pass 8 Recycling Drop off(sharps/(:FL bulbs) 7 Pay Rental Permit 6 Alarm Permit Renewal 2 Pay'I°ickr..Wt 2 Synnplronrlc Band Tickets 2 Rc:Wla.se'I°ofi:r..Wr°Carts/TAKE Stickr..Wr s 2 Page 1 of 2 About 42 percent of all activity is for general questions,comments or complaints directed to either finance or building and zoning. 18 percent of Monday evening customers are paying water bills. The village does have a 24 hour repository at the north side of the building for after-hours payments. The remaining 40 percent of transactions are listed below Water Bill. Listed below is a distribution of times customers are served in half hour increments. Hours of Operation Phone Calls Walk Ins 430-5 00 1.6 1.7 5:00 -5:30 0.3 1 530-6.00 0A 1.7 6:00 -6:30 0A 1,7 630-7.00 0.0 0.7 7:00 -7:30 0,0 0.3 The data is the average of the 12 reported Mondays. On an average Monday 9.8 customers will contact the village.There will be 2.7 phone calls and 7.1 walk-ins. By 5:30 pm, 65 percent of the customers have been assisted.By 6:30 pm,91 percent of all customers have been served. As the data presents, no phone calls are received between 6:30 pm and 7:30 pm and collectively there is one person on average that enters village hail. Staff believes that village hail can be closed on Monday evenings at 6:30 pm with little interruption to current customer service standards.The elimination of the last hour will save$170.58 per Monday($8,870 annually). As credit card processing grows and more applications are made available online the amount of over the counter transaction will continue to diminish. Page 2 of 2 Village of Buffalo Grove Facebook Page 2-E Overview Staff will be discussing the creation of a Village of Buffalo Grove Facebook page as outlined in the memorandum from Leisa Niemotka. Attachments Facebook a COW 4-29-13.pdf Trustee Liaison Staff Contact Leisa M Niemotka, ....M.o�n.d�a...........A.......pri.1...2.9......2�0.1..3.........................................................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._��........................................................................................................................................................ Y, April 26, 2013 To: Village President& Board of Trustees Dane C. Bragg, Village Manager From: Leisa Niemotka, Assistant to the Village Manager Re: Village of Buffalo Grove Facebook Presence Introduction The Police Department has recently expressed an interest in using social media for community outreach and crime prevention. If the Village Board supports the expansion of our communication tools to social media, the goal of Staff is to use Facebook as means to drive traffic to the Village website, to provide updates on special events, meetings, and other general community information. Logistics Civic Plus, the Village's website provider,will develop the Facebook page free of charge so that it directly interacts with the Village's website. Therefore, whenever the Police, Public Works, Fire, Building and Zoning update their News Flash or their calendar on the Buffalo Grove website, then those feeds are automatically posted to the Facebook page. So as up to date and current the Village website is—so will the Village Facebook be - and, in turn, the Mobile Application. Setting the page up this way saves staff time, because only one modality is continually updated (village website) and by using RSS feeds multiple other modalities are fed new content (Facebook, Mobile App). The page would not be set up as a public forum; instead it would be set up as a communication tool. We can limit that Fans who "Like" the Village of Buffalo Grove page cannot comment on the Facebook Page wall; however, Fans can comment on any posts that are made. For example, they 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. Examples of Use Anything that is posted to the Village website will feed the Facebook page. Some specific examples include: ■ Road closures or crime prevention information ■ Village Board meeting dates and times ■ Committee, Commissions and other Board meeting dates and times ■ Special events (i.e. Fireworks, Art Fest, BG Days, Band Concerts, Farmers Market, etc.) ■ Training opportunities (i.e. Citizen Police Academy, AED Classes, CPR Classes, etc.) ■ Utilities information —water bill info, HHW, document shredding, solid waste management events ■ Notices—EAB public information, trash toter program, FAQs regarding permits The Page Itself Below is an example of Village of Itasca's Facebook page using the Civic Plus feeds from their municipal website. p u u u I k I"vlv,I . I thdra,� Pir¢fll''liilll:P111clure 11k— I like v k, Village of Itasca,IL a Liked Message r1"hr �:rn 11:1111ght Slide t A L A f f t vmt A 11 A C.dcgia.:y ++��,��yy �, """' """"' ""' """" t,, ' Cann He&ko mr- re,-pili by a. Pam. 1'Mt)L 'r r..us rck 'slrv^'auoT-110," y le r.,n .]nk lxhr y ILSa•Wanvl"•If« y�alurnxall p t ',L111nCV0 in Hil rhrvnm pikes P^lap AC 'IF id 111A `rr gra m'.i gw,;k ra Y.L1 3tait rb and i II'Amre:iisfia, A U1111D MM 1 t.uin,IBerns M III ll of At r'aa.Al.. n+ V Sen pll ILea L £ mm¢.e ,:'Jo daiflyt C 6ptimm for AaHD dE Mkt onr 4h,-du. nllha.lrnul lhl I;1 ,.. rtac.dmdao May 8,2013 '.: „z!Q Illly , '. It,uturc^IW.rlf. Join us for scones,songs,rhymes and ImoreR Geaoed to ages 18 d Chaddick Runicipal eDevaopment A ro d.DePaul ui weruirty'- S,,Iff 6eM€.MCD niontha 3 years wrth an adtuit No registratioin Is required. Wednesdays,March 20 through May 8,10:00 10:30 a.m. ,36 fwrne wr mn pros. mien today. III O��nav�Ire ifxrtrllkr�r�fus��r '.:egid rpP,o 1nni we bMflle f + III IE9rterot*, f 7:nojrmkl'. Ciek the hatteu re,llfi mq Like Ccifflnolt 511,vie tY Zap" pp w IFast� free h pp g d ueturo§ 'N III ll of IIf 'a,rl.. rz tiil�ll ll f Af sr,r➢. rPo k iin ryllrc IM-enu�+40. rz rI n C"—d Mth mlder skmghos May 8,2013 The Village of Itasca seeks qualified and reliable applicants fop' oozy B ..e,pies ,n larefiles, Grab your Ivok'y fishing cabs and Iodu In the fishing action at the position of part time Meter Reader(appraahnately 24 to 32 Frappny Acrss fair auo Mint fishnig derby.Prizes,vlll be srsarded for hours per month).Appfkalnt 111wat Fro a—lalola tm wank t1i first 5 1-tfish caught and hlygest fish Ming your awn sgausplment and '', days of e—p 11 12 Irrvanth peo year,to read meters, bat. (III(^ d A note about the right side—On Facebook there is always ads on the right side. Facebook hosts these ads and there is no way to turn them off.The Village has no control over the ad content, however, It is commonly known and accepted that these ads do not affiliate with an individual Page. Next Steps With the consent of the Village Board, staff will approach Civic Plus regarding the creation of a Village of Buffalo Grove Facebook page. Further, staff will coordinate a refresher training for the current website content management software so that departments can update their individual pages more frequently— providing for more robust content.