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2012-04-30 - 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 30, 2012 at 6:00 PM 1. Welcome 2. Discussion A. Village Clerk's Week Proclamation [GO TO] B. Street Pavement Rating Presentation [GO TO] C. Financing Options for Capital [GO TO] D. Water Rate Discussion-Twenty Year Proforma [GO TO] E. Building and Zoning Rental Property Registration [GO TO] F. Fire Ambulance Billing Rates [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. Village Clerk's Week Proclamation 2-A Overview Communities throughout the world are celebrating April 29 through May 5, 2012 as Municipal Clerks Week. We recognize the accomplishments of our Village of Buffalo Clerk, Janet M. Sirabian. Attachments Municipal Clerks Weekpdf Trustee Liaison Staff Contact Jane L Olson,Office of Village Manager ....M.on.da...........A.......pri.1...3.0......20.1..2.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._A....................................................................................................................................................... Y, Municipal Clerks Week April 29 through May S, 2012 Whereas, The Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world, and Whereas, The Office of the Municipal Clerk is the oldest among public servants, and Whereas, The Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels, and Whereas, Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality,rendering equal service to all. Whereas, The Municipal Clerk serves as the information center on functions of local government and community. Whereas, Municipal Clerks continually strive to improve the administration of the affairs of the Office of the Municipal Clerk through participation in education programs, seminars, workshops and the annual meetings of their state,province, county and international professional organizations. Whereas, It is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk. Now, Therefore, I, Jeff Braiman, Village President of the Village of Buffalo Grove, do proclaim April 29 —May 5, 2012 as Municipal Clerks Week in Illinois, and further extend appreciation to Janet M. Sirabian and Municipal Clerk's for the vital services they perform and their exemplary dedication to the communities they represent. Dated this 19th day April, 2012. Street Pavement Rating Presentation 2-B Overview Village Engineer Dick Kuenkler, Public Works Director Greg Boysen and representatives of Infrastructure Management Services Dave Butler and Don Hardt will provide an update on the Village's pavement condition index as well as what-if scenarios for capital investment projections. Attachments Trustee Liaison Staff Contact Trustee Stein Dane C Bragg, ....M.o�n.d�a...........A.......pri.1...3.0......2�0.1..2.........................................................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._�B........................................................................................................................................................ Y, d � ®� d e � a � e m � d a d Y d yy d� � P J �� f�f ffirffrff ��j,,,, ,,, � ��' i/ t� o .......... ,,;, �� llllll�l��lll�� ,� ,ion, ry � � � � �:: ul . .';�� ,v,,,, � ' .�- � � � �� I,wd ..d �� .�� w.,,� �� f�f(l�` 1: �� - 2�.45�1 si �� lllilliii ��llllllllllllllllllllllllllll�ii�� ' 4iiii iiiii�� i h b P� �e the°v nag im ogectM1Me Y�condt ntomati6M1 • Assis[ the Village in establishing a pavement management report baud on ondi[ions • Develop arehabilitationanA budget plan 'w 1 uuuuuuilllVuuuuuuuuuuuuuuuuuuillllVuuuuuuuuuullllV N 1 �% i19� iYin,i M �N d4 There are 3 major components to any pavement management program. Field data collection includes inventory, surface condition surveys and deflection testing. Data is analyzed to determine existing condition, future performance, identify appropriate rehab strategies, determine costs and benefits. Software is used to generate reports and multi-year programs. Results are linked to the GIS to assist with annual street selection , staff access to data and presentations. IIIIIIIIIIIIIIIIIIIIII��""" '�W Al ljjj Al i The RST is equipped with 11 lasers, accelerometers, gyroscopes and inclinometers on the front bumper to measure surface conditions at traffic speeds. It also has advanced GPS, inertial navigation, distance measuring instruments, a touch screen- based rating system and 3 high resolution video cameras. This enables the RST to use a 3 prong approach for surface condition surveys. The lasers collect and measure what the 3 man crew can't see. The touch screen records what the raters can see and the GPS referenced video cameras are used for visible distresses that are difficult to record in real time. r a 4 ^ IC i m�Nr Ki 1�11 WY W2 W3 W4 W5 �' �I�Il�tlnu I��' �II�m��°Yy��"',�� i, I��IIII V��,uuuuuuuuuuuuumluuu�iii V w V V Deflection Basin Kk The Dynaflect applies a non-destructive 1,000 pound load to the pavement at 8 times per second and record the deflection in thousands of an inch at 1 foot interval away from the load. This provides valuable information to determine underlying problems,predict future performance and identify appropriate rehabilitation strategies. It's used in developing cost estimates and timing for multi- year programs. awrr�r�rr IIII r,a u u, 'lliiul The analysis combines 3 condition indices with environment factors (e.g. freeze- thaw) to calculate the overall condition number. Deflection Condition is a rating based on the maximum deflection and anticipated traffic loading. Surface Condition is the rating derived from roughness, rutting and distresses. Dynamic Condition is the layered analysis of the base and subgrade. I t undistuirbed sub grade , Rehabilitation strategies are selected based on a review of the total pavement section, not just the visible surface conditions. Surface, base, subgrade, curb & gutter, traffic, timing and cost benefit are considered in the selection process. © . . z ] , � � , � » ■ , a » . \ � - \ ~ ■, ■, ' T< /�� ! ■\<\ �; & * : ��i�, y : „d�'� � ■� � +, <+. r� /f f e J / , iN M, upn i I w r The following pictures are provided to help identify streets in the various condition ranges (40-100). Please note that the pavement condition numbers are derived from a combination of surface condition, maximum deflection, underlying layer analysis, traffic and other factors and are generally summarized on block to block test sections. Although the surface condition number for a certain block may match its pavement condition number, that is not always the case. It is difficult to look at surface condition (e.g. % cracking) and use it as an accurate measure to gage the pavement condition number. For example, pavement with a 72 rating could have many different looks because of various combinations of distresses (severity & extent), underlying support, traffic, etc. l a Illigllimi�l!g„ �� aan�� ,�iiipiillllllllliiillllllpliy �iilii! a xn-sa Lockwood Dr. 'w ��Illilii��llllllllllio � nii� I!; II�V��Illlllllllin ' .. �ii� vn-79 Twin Oak. 6lvd. 'w wIN IN ;\§ , \/�\f :� Financing Options for Capital 2-C Overview Staff recommends that the Village of Buffalo Grove take advantage of a favorable tax exempt municipal debt market to extend general obligation bonds to fund several important capital projects over the next few years. The total request is for a total of$12 million dollars in debt issuances. $6 million would be fixed general obligation bonds and $6 million as a variable line of credit. These debt issues would address both the annual street maintenance program and Ash Tree removal and reforestation. Attachments Trustee Liaison Staff Contact Trustee Berman Scott D Anderson, ....M.on.da...........A.......pri.1...3.0......20.1..2.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._C........................................................................................................................................................ Y, 13 L,J IF 16°AII 0 010VII';w" Wit TO: DANE C. BRAGG FROM: SCOTT D. ANDERSON SUBJECT: 2012 CAPITAL EXPENDITURES—DEBT OPTIONS DATE: 4/27/2012 Recommendation: Staff recommends that the Village of Buffalo Grove take advantage of a favorable tax exempt municipal debt market to extend general obligation bonds to fund several important capital projects over the next few years. The total request is for a total of $12 million dollars in debt issuances. $6 million would be fixed general obligation bonds and $6 million as a variable line of credit. These debt issues would address both the annual street maintenance program and Ash Tree removal and reforestation. Projects: Annual Street Maintenance Program The FY 2012-2016 Capital Improvement Plan includes $24 million in construction and engineering costs that would, if completed, raise the overall rating of Village pavement to a level of 80. A rating of 80 as defined by IMS (infrastructure Management Services) means that on average all streets have about ten to twelve years of service life before any rehabilitation is required. As the rating is an average, the spectrum of pavement condition ranges from 100 to less than 40. An 80, for the purposes of this discussion, has been the historic benchmark for the annual street maintenance program with Capital Improvement Plan funding to maintain that level. Several factors contribute to the decline in the average rating of pavement within the Village. The first factor is that the level of funding received through state shared Motor Fuel Tax receipts is declining. The tax is assessed on each gallon sold and is impacted by high fuels costs, as less miles are driven, and fuel efficient vehicles. The tax is distributed on a per capita basis and the reported population decline in the 2010 Census has another deleterious impact on receipts. Combined with declines in revenue are escalating costs of both construction and a growing annual scope of work. An assessment in 2011 places the pavement at a level of 77 or an average remaining life of 8 to ten years before rehabilitation. The 2009 pavement analysis identified a total $6.4 million in additional roadway funding will address sections of pavement that are rated less than 40 (12% of streets). Those streets have an average remaining life of less than three years and are at a high risk of requiring a total reconstruction with subgrade preparation. An optimal program will resurface about eight lane miles of roadway each year. The importance of not deviating too far from optimal maintenance schedules is that routine maintenance (resurfacing) can quickly degenerate into major repair (rebuilding). A rebuild of a roadway carries a cost of about six times routine maintenance. Of the $24 million budgeted within the 2012 through 2016 CIP, $1.7 in program expense was budgeted for 2012. Over the duration of the plan, $22.3 million will be partially funded through Motor Fuel Tax proceeds ($3.9 million) and transfers of 20 percent of Home Rule Sales Tax ($2.5 million). The funding shortfall over the next five years is $15.9 million. Recurring revenue will only pay for$.20 of each $1 of maintenance over the next five years. It is recommended that $6 million in street improvements be funded through the issuance of general obligation bonds. Although the issuance does not completely bring the street maintenance schedule up to targeted engineering standards, it would help to advance the program several years and avoid costly rebuilding of roadways. The strategy is to structure a debt issue that will advance the discussions of the street program about five years to allow time for the Board and staff to contemplate what is an acceptable pavement standard for the future. The level of funding will save several streets from entering pavement failure. As noted earlier, if those streets fail the $6 million in maintenance will turn into $36 million in reconstruction costs. The impact of the $6 million is to maintain, after five years, an average pavement rating of 72. The level of streets in the Very Poor category (rating 10-39) and Poor category (rating 40-59) are stabilized. Representatives from IMS Pavement Solutions will be at the Committee of the Whole Meeting on April 301" to discuss the process of evaluating streets, their findings, and recommendations for future projects. Emerald Ash Borer Reforestation The current inventory of Ash Trees is 7,300. Staff's assumption is that all trees are or will be infested over the next several years. The cost of just replacing all of the trees, using 2012 pricing, is $1.8 million. The additional costs associated with stump grinding and/or removal pushes the replacement cost closer to $4 million. There is the potential that the per unit cost will escalate as competing municipalities deplete local nursery inventories driving both opportunistic pricing and adding transportation costs as the purchase radius expands. The financing of this program is a bit more complicated due to the intermittent cash flow needs. Infested trees will be removed based upon the general health of the specimen and the perceived liability of a felled tree. The recommendation is that a line of credit be established. Staff recommends that the Village engage Speer Financial to obtain quotes from interested lenders to secure the most favorable interest rate. A line of credit will provide flexibility to 2 address reforestation efforts and will better match timing of payments. There is more interest rate risk in a line of credit versus a fixed issue. The LOC would be indexed to LIBOR plus a margin. The interest rate would likely be around one percent for the first dollars borrowed with subsequent rate adjustments, on a 30,60 or 180 day basis, during the life of the loan. There will also be a commitment cost for the unused portion of the LOC. It is estimated that the cost would be around twenty five basis points (.25 percent) or $2,500 per $1,000,000 of unused credit per year. For 2012, Public Works would embark on a public education campaign to explain to affected homeowners what to expect over the next several years. The draw on the credit line would begin earnest in 2013 and likely continue through 2015. Public Works is currently working with vendors to arrange for the designation of nursery stock and a commitment of inventory in an attempt to minimize municipal competition for trees. Debt Profile The Village entered 2012 with $7.2 million in outstanding general obligation debt. The following chart depicts the annual debt service payments through 2025. Debt Service Schedule by Fiscal Year 1,200,000 1,000,000 800,000 /.. 600,000 112010B GO Bonds 400,000 Ou2010A GO Bonds(Refunding) 200,000LA2003 GO Bonds 1 0 O�15 O�to, O� OHO O� (S' OHO OHO O�� O�� O�� ti ti ti ti ti ti ti ti ti ti ti ti ti ti The addition of $6 million in general obligation debt would produce the debt schedule below. The fixed rate assumption for the bonds is 3.5 percent. 3 Debt Service Schedule by Fiscal Year $6 Million GO Bond Issue 2,000,000 1,500,000 k2012 GO Bonds 1,000,000 I2010B GO Bonds 500,000 2010A GO Bonds �; '! 0 2003 GO Bonds N M � Ln lD I� 00 01 O --1 N M � Ln lD I� 00 01 O i I I I I I I .--I N N N N N N N N N N M O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N Given the Village's current revenue profile, all the debt would need to be property tax supported. An additional $6 million in debt would represent .7 percent of the total assessed valuation. The issuance of new bonds will require that the Village make a financial presentation to both rating houses (Moody and Standard & Poor's). In discussions with Speer Financial they do not believe the Village's AAA credit rating is at risk. With the additional $6 million dollars, the principal and interest payments have been structured to produce level debt service demands on the tax levy. The most challenging year will be 2013 due to the 2012 principal and interest payments rolling into 2013.The 2013 payment will reflect eighteen months of principal and interest. Staff would recommend diverting the home rule sales tax transfer to the annual street maintenance program to the Debt Service Fund for tax abatement (approximately $.4 million) and offsetting the transfer to the Motor Fuel Tax Fund with a corresponding line of credit draw. By 2015, it is anticipated that the line of credit will be fully expended and to reduce future interest rate risk staff would recommend a take out financing with General Obligation Bonds in 2015. As part of that issue, staff will review whether it would be prudent to refinance the 2010B bonds and wrap the outstanding principal with the line of credit. The chart below is the impact of an addition $6 million of debt beginning in 2015. For the purposes of the review, the 2010B are not being refinanced. 4 Debt Service Schedule by Fiscal Year $6 Million GO Bond Issue & $6 Million LOC Refinance 2,000,000 1,500,000 �vJ2015 GO Bonds 1,000,000 Ld2012 GO Bonds U2010B GO Bonds 500,000 W2010A GO Bonds 0 02003 GO Bonds Starting in 2016, the Village would maintain level debt service around $1.3 million per year through ZU3U and drop just below$1 million for ZU31'ZU33. In summary, staff is requesting the Village Board authorize the Village Manager to work with Speer Financial to go out tothe market and issue $6 million in general obligation bonds and establish a line of credit in the amount of$6 million. The market is still favorable for municipal borrowing and the request addresses critical infrastructure needs. The debt issue will allow for the Village to replace its entire inventory of Ash Trees in an expeditious manner. It will also protect the street maintenance program for the current duration of the five year Capital Improvement Plan and reduce the magnitude of future street funding decisions. Village of Buffalo Grove, Lake and Cook Counties, Illinois $6,000,000 General Obligation Corporate Purpose Bonds, Series 2012 **Preliminary--Wrapped Around Property Tax Supported Debt** Net Debt Service Schedule Date Principal Coupon Interest Total P+I Existing D/S Net New D/S 12/30/2012 - - 1,029,347.50 1,029,347.50 12/30/2013 335,677.22 335,677.22 1,136,787.50 1,472,464.72 12/30/2014 224,200.00 224,200.00 963,987.50 1,188,187.50 12/30/2015 224,200.00 224,200.00 667,287.50 891,487.50 12/30/2016 224,200.00 224,200.00 669,537.50 893,737.50 12/30/2017 224,200.00 224,200.00 673,787.50 897,987.50 12/30/2018 100,000.00 3.000% 224,200.00 324,200.00 676,937.50 1,001,137.50 12/30/2019 100,000.00 3.000% 221,200.00 321,200.00 670,362.50 991,562.50 12/30/2020 100,000.00 3.000% 218,200.00 318,200.00 683,212.50 1,001,412.50 12/30/2021 415,000.00 3.000% 215,200.00 630,200.00 269,712.50 899,912.50 12/30/2022 425,000.00 3.000% 202,750.00 627,750.00 271,725.00 899,475.00 12/30/2023 440,000.00 3.000% 190,000.00 630,000.00 268,265.00 898,265.00 12/30/2024 450,000.00 4.000% 176,800.00 626,800.00 269,385.00 896,185.00 12/30/2025 470,000.00 4.000% 158,800.00 628,800.00 270,010.00 898,810.00 12/30/2026 650,000.00 4.000% 140,000.00 790,000.00 - 790,000.00 12/30/2027 650,000.00 4.000% 114,000.00 764,000.00 764,000.00 12/30/2028 700,000.00 4.000% 88,000.00 788,000.00 788,000.00 12/30/2029 750,000.00 4.000% 60,000.00 810,000.00 810,000.00 12/30/2030 750,000.00 4.000% 30,000.00 780,000.00 780,000.00 Total $6,000,000.00 - $3,271,627.22 $9,271,627.22 $8,520,345.00 $17,791,972.22 6mmSeries 2012 1 SINGLE PURPOSE 1 4/24/2012 1 12:40 PM PublicSpeer Financial, Inc. • Page 1 Village of Buffalo Grove, Lake and Cook Counties, Illinois $6,000,000 General Obligation Corporate Purpose Bonds, Series 2012 **Preliminary--Wrapped Around Property Tax Supported Debt** Net Debt Service Schedule Date Principal Coupon Interest Total P+I Existing D/S Net New D/S 12/30/2012 - - 1,029,347.50 1,029,347.50 12/30/2013 335,677.22 335,677.22 1,136,787.50 1,472,464.72 12/30/2014 224,200.00 224,200.00 963,987.50 1,188,187.50 12/30/2015 224,200.00 224,200.00 667,287.50 891,487.50 12/30/2016 224,200.00 224,200.00 669,537.50 893,737.50 12/30/2017 224,200.00 224,200.00 673,787.50 897,987.50 12/30/2018 100,000.00 3.000% 224,200.00 324,200.00 676,937.50 1,001,137.50 12/30/2019 100,000.00 3.000% 221,200.00 321,200.00 670,362.50 991,562.50 12/30/2020 100,000.00 3.000% 218,200.00 318,200.00 683,212.50 1,001,412.50 12/30/2021 415,000.00 3.000% 215,200.00 630,200.00 269,712.50 899,912.50 12/30/2022 425,000.00 3.000% 202,750.00 627,750.00 271,725.00 899,475.00 12/30/2023 440,000.00 3.000% 190,000.00 630,000.00 268,265.00 898,265.00 12/30/2024 450,000.00 4.000% 176,800.00 626,800.00 269,385.00 896,185.00 12/30/2025 470,000.00 4.000% 158,800.00 628,800.00 270,010.00 898,810.00 12/30/2026 650,000.00 4.000% 140,000.00 790,000.00 - 790,000.00 12/30/2027 650,000.00 4.000% 114,000.00 764,000.00 764,000.00 12/30/2028 700,000.00 4.000% 88,000.00 788,000.00 788,000.00 12/30/2029 750,000.00 4.000% 60,000.00 810,000.00 810,000.00 12/30/2030 750,000.00 4.000% 30,000.00 780,000.00 780,000.00 Total $6,000,000.00 - $3,271,627.22 $9,271,627.22 $8,520,345.00 $17,791,972.22 6mmSeries 2012 1 SINGLE PURPOSE 1 4/24/2012 1 12:40 PM PublicSpeer Financial, Inc. • Page 1 Water Rate Discussion - Twenty Year Proforma 2-D Overview Staff recommends a series of water rate increases to be approved that at minimum will stabilize the working cash balance within the fund. A detailed recommendation is attached to this report. Attachments 20 year water proforma-April 30 COTW.pdf Option l.pdf Option 2.pdf Option 3.pdf Trustee Liaison Staff Contact Trustee Berman Scott D Anderson,Finance&GS ....M.on.da...........A.......pri.1...3.0......20.1..2.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._D........................................................................................................................................................ Y, VIHIJILAGE or M F IVY"A 4,0 GIIU`�k�N„Ro-" n TO: Dane C. Bragg, Village Manager FROM: Scott D. Anderson, Finance Director DATE: April 25, 2012 RE: Water Fund 20 Year Pro Forma/ Rate Recommendations Recommendation: Staff recommends a series of water rate increases to be approved that at minimum will stabilize the working cash balance within the fund. Three options will be presented within the report and are structured to achieve different funding goals Rate and Consumption Background: The Village has had a long history of consistently 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. Beginning in 2003, a pattern of declining water usage started. In 2002, 1.63 billion gallons of water were metered with an average monthly consumption rate of 7,906 gallons. In 2011, 1.3 billion gallons were metered with an average monthly consumption of 6,340 gallons. The following chart shows the average monthly water consumption since 1990. Average Monthly Usage - Residential 10,000 9,000 8,000 C 7,000 o „ c7 6,000 5,000 4 000 O 1 N M � Ln lD r� 00 dl O .1 N M � Ln (D I, 00 0) O 1 dl dl 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 dl dl dl O O O O O O O O O O O O i I I I .1 .-A .-A .-A .-A .-A N N N N N N N N N N N N Page 1 of 8 The outlier in FY 2005 was drought induced. Absent that year, a fairly linear decline began after FY 2002. 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 percent was approved for 2010. Again the increase helped to ensure that water sales would offset operating expenditures. The drop in water consumption appears to have reached bottom in 2009.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 1.31 billion gallons sold and will carry forward through the next 20 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. Water Fund Financials: During the high growth 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 2007 the following capital expenses will have occurred by the end of the current fiscal year; Johnson ...Drive ...lift ...stay.o.n.......................................................................................................240,88.6.... Linden Avenue lift station 402,153 Cambridge on the Lake lift station 160,049 Buffalo Creek water main 86,682 Arlington Heights water main 581,631 ............................................................................................................................................................................................................................................................... Reservoir#7 1,777,682 Security Improvements 640,000 Total $ 3,889,083 Until FY 2007, the Water and Sewer Fund maintained a cash and investment balance of approximately $10 million. That balance was accrued with the intention to cash finance capital projects in the future. As planned, those reserves are being used to pay for almost $4 million in infrastructure repairs and improvements. The following chart depicts the Water Fund's cash activity since 2002. Given the current trajectory of revenues and expense within the fund the resultant cash balance will be in a deficit by the third quarter of 2013. If the rates are not increased to stabilize the fund, the Village will need to establish an inter-fund loan transfer from the Corporate Fund to the Water Fund. This should only be considered as a worst case course of action. An enterprise fund by its very nature is intended to recover its cost of operations through user charges. The establishment of an inter-fund loan would be questioned by the bond rating agencies as a weakness of the fund and it would be extremely Page 2 of 8 important to eliminate the loan as quickly as possible. All options presented will all address the operating deficits and repair the fund cash reserves to varying degrees. Water Fund - Cash Balance $15,000,000 $10,000,000 W $5,000,000 ° $p ($5,000,000) o��o�....�o`0 .. 9 A % C� o ti ti 3 ... �% ti T T ti T IV T T TV TVti ti ti T T ($10,000,000) ($15,000,000) .... ($20,000,000) Working Cash -No rate increase The finance department has prepared a twenty year pro forma of the Water and Sewer Fund that factors for not only anticipated revenues and operating expenses but also capital expenditures that go beyond the revolving five-year Capital Improvement Plan. Water and Sewer System Assets: The first step in the process was to determine the replacement cost of the water main system. The system consists of 181 linear miles of main. The value of the main system 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 at the end of the 20 year study, inflated at 3% per year, is $773 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% of the system will be replaced. For instance, water main constructed in 1962 has a replacement cost of about$372,000; we then forecast that$94,000 in repairs. 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. 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 '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, shifting soils may reduce the life by many years. The following chart shows the pattern of construction of water main since 1929. Page 3 of 8 Water Main Construction in linear feet 80,000 60,000 40,000 20,000 0 M 00 O N iD 00 O N 'zt tD 00 O N Ict tD 00 O N iD 00 O N iD 00 O N Ln lD lD lD lD r� i\ i\ i\ i\ 00 00 00 00 00 M M M M M O O O O O -i r-i rA r-I r-I r-I rA r-I r-i r-i r-i r-i r-i r-i r-i r-i r-i r-i r-i vA r-I r-I N N N N N N During the thirteen years spanning 1983-1996, almost 50% of the water system was constructed. Fortunately during those years, the more resilient ductile iron was used. 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 j $70,000,000 $60,000,000 0 50 000 000 O 0 40 000 000 $30,000,000 ... $10 $20,000,000 000 O 000 no $ % 0 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. 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 2012-2016 Capital Improvement Plan was added to the calculation. Beyond 2016, a flat amount is budgeted each year to address sanitary sewer system and lift station repairs. Page 4 of 8 Water Rate Recommendations: The pro forma was developed around an annual consumption base of 1.31 billion gallons. Operating expenses were built upon the FY 2012 budgets and indexed for inflation. For operating expenses, 3 percent inflation is growth target.The same inflation was used to index the capital improvement plan maintenance program for the sewer system. As part of the analysis, a working cash threshold was established at 25% of the operating budget of the water and sewer fund net of pass through revenue/expenses activity related to Lake County Public Works. At minimum, the fund must strive to always have three months worth of expenses in the bank to ensure the Village meets its obligations to the Northwest Water Commission. The Water Fund had nearly $4.6 million in cash at the end of 2011. The working cash threshold is $1.1 million. The difference between the two is noted as net reserve over/(under) working cash and represents cash available for infrastructure repairs and improvements. It is anticipated the much of the $3.5 million difference will be used to complete the deep well construction at reservoir #7 and improvements to lift stations.The ending cash balance in 2012 is budgeted to be$1.8 million. The following options for water rate increases are proposed for Village Board consideration. A copy of the pro-forma for each option is attached to this narrative. The reference to combined water/sewer rate is for village water and sewer charges. It does not include Lake County sanitary sewer fees for system charges through the Metropolitan Water Reclamation District (Cook County). For all three options, another variable to consider is the timing of the first increase. Obviously, the sooner the increase to water rates the better. From a practical perspective some things to consider are, (1) an increase effective during the peak usage months (summer) will generate an immediate impact of the rate increase, (2) an increase this fall will be perilously close to the utility billing module being rolled out to the community with the perception that the new software/customer enhancements caused the rate increase, and (3) Lake County Public Works is conducting a formal rate study and will likely be making a recommendation to institute rate increases on sanitary sewer collection. OPTION 1 This option includes a 35 percent increase to the combined water rate the first year, 30 percent increase the second year and 3 percent increase every year thereafter. The final rate in 2031 will be 8.30 or a 170 percent increase. What is accomplished? A minimum working cash balance is maintained through the 20 year pro-forma. All anticipated infrastructure repairs are paid with fund reserves (pay-as-you go). No significant capital reserve is established beyond working cash balances. What isn't accomplished? A reserve for significant capital improvement (beyond maintenance) is not established. OPTION 2 This option is an effort to reduce the initial impact of the needed rate increases by developing a rate that will only cover operating expenses. Debt will be issued to cover all capital maintenance and improvements. Option 2 calls for a 20 percent increase the first year, 20 percent the second year, and 5 percent each year thereafter. A series of debt issues would occur in 2013 ($8,000,000), 2018 ($10,000,000) and 2022 ($22,500,000). The final rate in 2031 will be 10.37 or a 245 percent increase. Page 5 of 8 What is accomplished? A minimum working cash balance is maintained through the 20 year pro-forma. The first two year rate increases are reduced by 25 percent What isn't accomplished? A reserve for significant capital improvement (beyond maintenance) is not established. The end rate is$2.07, or 25 percent, more than option 1 at the end of the study. OPTION 3 This option includes a 35 percent increase in the first year and 30 percent the second year similar to option 1. This difference is a 4% annual adjustment thereafter. The final rate in 2031 will be $10.26 or 242 percent increase. What is accomplished? A minimum working cash balance is maintained through the 20 year forma. A capital reserve is developed that will allow for flexibility in responding to emergency repairs or capacity improvements. What isn't accomplished? This option addresses most of the issues regarding the rate deficiency. The chart below shows the impact of each option on the Water Fund's cash reserves. Rate Options and Related Impact on Cash Reserves $30,000,000 $25,000,000 $20,000,000 $15,000,000 0 �� ti� ti� tih ti� ti1 tiq ti� ti� titi ti� ti� tib, tih ti� ti� tiq tic 3� 3ti Option 1 ��,Option 2 ��mOption 3 __Working Cash Needs Comparative Rates Listed on each option pro-forma is a listing of combined water rates for the Northwest Water Commission communities (Arlington Heights, Palatine and Wheeling). For comparison purposes these Village have cost structures similar to Buffalo Grove and provide for a good basis for analysis. Currently these are the member rates; Page 6 of 8 Buffalo Grove $3.00/1,000 gallons Arlington Heights $5.05/1,000 gallons Palatine $4.80/1,000 gallons (resident) $10.83/1,000 gallons (tax exempt property) $13.34/1,000 gallons (extra-territorial) Wheeling $6.30/1,000 gallons Included in the chart below are the water rates of other communities. Each community had a rate increase for the current fiscal year. The chart below is a listing of water rates, not including local sewer rates, for other regional municipalities. All rates are reported per 1,000 gallons; Clarendon Hills 7.93 Lombard 4.68 ........ ........ ........ ........ ........ ........ ........ ........ ........ ...... Hinsdale 7.67 Park Ridge 4.67 Oakbrook Terrace 7.14 Wheeling 4.65 La Grange 7.07 Des Plaines 4.56 .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Rolling Meadows 6.36 Hanover Park 4.55 Winfield 6.26 Bloomingdale 4.40 Glen Ellyn 6.04 Hoffman Estates 4.38 Bensenville 5.95 Glencoe 4.37 Villa Park 5.95 Roselle 4.20 Lake Bluff 5.85 Downers Grove 4.18 Wood Dale 5.84 Itasca 4.11 Vernon Hills 5.69 Glendale Heights 4.06 Morton Grove 5.34 Arlington Heights 4.03 Schaumburg 5.32 Westmont 4.00 Grayslake 5.21 Carol Stream 3.88 Elk Grove Village 5.10 Woodridge 3.66 .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Niles 5.05 Northbrook 3.40 Glenview 5.00 Naperville 3.17 Oak Brook 4.99 Wilmette 3.17 Elmhurst 4.95 Palatine 3.15 Darien 4.90 Wheaton 3.12 Mount Prospect 4.87 Highwood 2.65 Lake Forest 4.79 Buffalo Grove 2.40 ........ ........ ........ ........ ........ ........ ........ ........ ........ ......... Libertyville 4.79 Highland Park 2.25 Willowbrook 4.79 Evanston 2.03 The average water rate is $4.73. Buffalo Grove rates are 49.9% less than that rate. The median rate is $4.74. The two communities that have a lower rate than Buffalo Grove access Lake Michigan water directly. If the Village had indexed its 1983 rate of$1.80 to inflation the rate in 2013 would have been $4.26. The rate recommended under both options 1 and 3 have a rate of $4.05 in 2013. Below is a comparison of the actual water rate versus indexed rate since 1983. Page 7 of 8 mnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn! Water Rates - Actual vs CPI Inflation 6.00 5.00 4.00 3.00 2.00 1.00 0.00 c` �O Oti O� Oh 01 O°� yy y3 yh ti4 ti0 ,y0 ,y0 ,y0 ,y0 ,y0 ,y0 ,LO ,y0 In Actual Rate 0Indexed Rate If the Village took the approach to index the water rate to inflation in 1983, the result would have been an additional $43.6 million in revenue. Staff believes that both options 1 and 3 provide a solution for working cash needs. Option 3 gives more flexibility for deviations in the pro-forma. There are no solutions that can delay a significant rate increase in the first two years.The Village must start imposing a rate that is, at minimum, similar to other NWWC members with similar expense profiles. The use of level (inflation) increases each year beyond the first two year is important to minimize future rate spikes and get customers accustomed to an annual rate increase. The impact of infrastructure maintenance costs and the related strain on the water and sewer fund is not unique to the Village of Buffalo Grove. All communities to varying degrees are challenged on how to maintain and protect their system assets. A proper rate structure is the first step to ensuring that the fund will have the resources available to maintain the integrity of the system. Page 8 of 8 w 00 rV .-I Mr, 00 Lm rn O M 00 to Ol O M to r! o O r! d' N M M M N Lm tD p Ln 0) M n O n N M n ^ c-1 ^! 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The purpose of the program is to provide for the registration and inspections of all rental properties within the Village. The program is established to protect the health, safety and welfare of the people in the community. It also seeks to: • Ensure that all rental units comply with the minimum housing standards regulated by Village ordinances; • To protect the character and stability of residential areas; • To correct and prevent housing conditions that adversely affect or are likely to affect the life, safety, general welfare and health, including physical,mental and social well being of persons occupying rental units; and • To preserve the value of land and buildings throughout the Village. Attachments Rental Housing Program Booklet 4-2012.pdf Trustee Liaison Staff Contact Carol C Berman,Building&Zoning ....M.on.da...........A.......pri.1...3.0......20.1..2.........................................................................................................................D.'sc uss.'.o.n...._...Ite.m........2._E........................................................................................................................................................ Y, Rental Housing Registration Program i w Ad , � r i i Ne t, April 30, 2012 VILLAGE OF BUFFALO GROVE PROPOSED RENTAL HOUSING REGISTRATION PROGRAM Description of the program Page 2 Legal Opinion from William Raysa Page 11 Communities Surveyed Page 17 Fees Survey Page 18 Proposed Application Page 19 Samples from other communities Inspection Checklist Page 26 Samples from other communities 1 VILLAGE OF BUFFALO GROVE RENTAL HOUSING REGISTRATION PROGRAM BACKGROUND The Rental Housing Program was originally proposed in April of 2011. The first presentation to the Village Board was at the Committee of the Whole meeting on September 19, 2011. PURPOSE OF THE PROGRAM The purpose of the program is to provide for the registration and inspections of all rental properties within the Village. The program is established to protect the health, safety and welfare of the people in the community. It also seeks to: - Ensure that all rental units comply with the minimum housing standards regulated by Village ordinances; To protect the character and stability of residential areas; - To correct and prevent housing conditions that adversely affect or are likely to affect the life, safety, general welfare and health, including physical, mental and social well being of person occupying rental units; and To preserve the value of land and buildings throughout the Village. WHAT IS THE RENTAL HOUSING PROGRAM? Owners of dwelling units that are not owner occupied would be required to file for a Rental Housing Registration Certificate from the Village of Buffalo Grove. All units that are occupied or available for rent must be registered. This registration provides the Village of Buffalo Grove ownership and contact information for each rental property in the community. This information is very important during times of an emergency or to follow up on code enforcement issues. This program is designed to ensure that all rental properties in the community are maintained to meet the standards of the Village Codes. HOW DOES THE PROGRAM WORK? Property owners who are seeking to rent their residential properties must complete a Rental Housing Registration Form with the Village of Buffalo Grove Building and Zoning Department. The application requires contact information of the owners, managers and 24 hors emergency contact information. In addition, a registration fee is assessed depending on the type of housing unit that is rented. Registrations are due July I" of each calendar year. 2 WHAT IS THE COST FOR A REGISTRATION? The annual fee for a single family home, condominium, townhome, row house, etc. is $75 per year. Apartment complexes are $150 per building plus $30 per dwelling unit. These fees include the initial inspection and one free inspection. Subsequent reinspection fees are $50 per inspection. If the annual registration fees are not paid by July 15t the fee shall be doubled if the applicable initial registration takes place not through voluntary and timely compliance, but as a result of enforcing a violation to our approved ordinance. WHO IS RESPONSIBLE FOR REPAIRS AND MAINTENANCE? The property owner is responsible for repairs and maintenance to the property regardless of any arrangements that have been made between the owner and the tenant. The property owner is also responsible to ensure that the property remains in compliance with Village Codes. INSPECTIONS The Building and Zoning Department will inspect 25% of all apartment complexes on an annual basis. All other residential rentals will be inspected annually. Additional inspections may be conducted based on a complaint from a tenant, owner or neighbor. These complaints will be treated on an individual basis and deal only with the issue addressed, unless it is time for the normal annual inspection. No fees will be assessed for this type of inspection. ACCESS TO THE PROPERTY All inspections will be scheduled. In the case of multifamily rental buildings the management company will be responsible to arrange access to the units that will be inspected. In the case of other rental properties (single family homes, condos, townhomes, etc.)the owner of the property is responsible for scheduling and obtaining access to the home. 3 RENTAL HOUSING PROGRAM RESPONSES TO QUESTIONS FROM TRUSTEES 1. During the C.O.W. meeting of September 191h a question was raised about legal obligations if illegal drugs or other contraband was discovered during the inspection. Please address this issue. Please refer to the attached opinion by William Rayso. In speaking with other communities on haw they handled this situation they al/noted that these were scheduled inspections and the residents do not leave things out that they do not want the inspectors to see. Staff recommends that any concerns that occur on an inspection be brought back to management for their determination on how to proceed with the issue. 2. In order for this to be a success we need registration compliance. There should be a meaningful fine for failure to register. The program will have a registration deadline. The fee shall be doubled if the applicable initial registration takes place not through voluntary and timely compliance, but as the result of enforcing a violation to our approved ordinance. 3. We need an accurate assessment of how many rental units exist. 1 cannot believe that our Building and Zoning Department can handle the additional work without adding staff. According to the Planning Department there are 1,420 multifamily rental units in the community. Local management companies were surveyed for the condominiums and townhomes units to determine how many of their units are actually used as rentals. A number of these buildings do not allow rental units (Cambridge-on-the Lake, Covington Manor, Delacourte, 351 Town Place, Chatham Place, Hidden Lake 5, Manchester Greens, Oak Creek I& II and Grove Terrace). However, in other buildings like Villa Verde one person owns 16 units. There is no way to exactly estimate the number of rentals in the community but it is estimated that there are currently approximately 2,000 total units. Due to concerns regarding staffing, staff has revised workload assumptions to inspect 25%of the multifamily units each year which will be approximately 355 plus an additional 600(single family, condos and townhomes)for a total of 955 units. Information is attached pertaining to inspection practices by other communities with similar programs. The 2010 Census states that there are 2,824 rental units in the community. (A copy of this report is attached). If the census numbers are correct and there are additional units that need to be inspected staff believes that this will not impair the department's ability to make the required annual inspections. Initially, the Village will need to work with the information at hand. As the program becomes known information on unaccounted for units will be gathered through capturing information during the property transfer, 4 complaints and from rental property owners who learn of the program and contact the Village. It may take several years before the Village has determined the program includes most of the rental properties. This will allow the time needed to fully implement the program. Initially, the program will concentrate on inspecting the rental units of record while at the some time capturing information on the additional rental units that were identified within the census data. The plan is to have all five members of the inspectional staff plus the Plan Examiner perform the inspections. When the multifamily rental units are inspected there will be multiple units inspected during the some visit, thus the time period per inspection for these units will be shorter. Following is an estimate of the impact of this program on the inspectional staff. Estimated average number of work days per inspector 231 (minus holiday and vacation time) Number of inspectional staff members available to perform 6 inspections Total number of days available for inspections 1,386 .Estimated number of rental properties to be 955 inspected annually Estimated number of inspections per inspector per day 0.69 Staff sampled two months to get a clear picture of the number of inspections that were scheduled. In June of 2011 there were 515 inspections scheduled and in November of 2011 there were 440. These inspections were performed by building, electrical and plumbing inspectors and normally did not include the Plan .Examiner, Health Inspector or Property Maintenance Inspector. These numbers do not reflect spot inspections, citizen's inquiries, emergency inspections etc. Based on these numbers, plus the addition of three other members of the B&Z staff that will perform inspections, it is believed that the program is manageable by the department. If staffing levels remain constant, this program can be added to current department programs without impacting the level of service currently being provided to the community. The addition of this program will add more responsibility to the inspectional and administrative staff but they are up to the task. The initial implementation of the program will take up more staff time but as the program develops it will be incorporated into the normal duties and responsibilities of the Building and Zoning staff. 5 4. How will the landlords be notified about this program? The first step is a mailing to all multi family apartment management companies notifying them of the new program, inspection guidelines and includes an invoice for their units. A notification will be sent to all townhome and condominium management companies notifying them of the program and asking them to send the names and addresses of the owners of the rental properties. The most difficult information to capture is that of single family homes. The plan is to notify the community about this new program and capture rental information by: - Publishing an article in the Village Newsletter - Posting a notice on Chanel 6 Utilizing Village E-news Posting a notice in the water bills Requesting that the Finance Dept. assist when water billing information changes to ask if this property is a rental or owner occupied bill - Notifying local real estate companies of the program and ask them to assist with any rental units they are managing Staff will work with Wheeling and Vernon Townships to see if information can be secured on which residences in the community are not getting Homestead Exemptions and other resources they may have that will identify homes that are being used as rentals properties. 5. What is the penalty if a landlord/property owner simply refuses to register? As with all property maintenance complaints, staff works with the owner to gain compliance. However, if the owner is uncooperative, the final step would be to take them to Housing Court. 6. The document references reinspection fees. Is this for reinspections that do not pass the first inspection? As with all our permit inspections, the first reinspection is included in the cost of the permit/license. After the initial reinspection, there would be a$50 charge for each time the inspector has to return. If an undocumented item comes up on any subsequent inspection, the reinspection fee would not apply to the first follow up inspection. 7. Are all properties subject to inspection each year? The proposal is to inspect all rental condominiums, townhomes and single family homes on an annual basis. Multi family units will have 25% of all units inspected annually. 8. What is the penalty if a property owner refuses an initial or subsequent inspection? Refer to response on question #5. 6 9. Why is this limited only to residential dwellings? Perhaps a modest fee for commercial properties would be an ideal way to generate more income to the Village. The commercial/industrial/office units are inspected annually by the Fire Prevention Bureau. The cost of these inspections has always been covered by their annual Business License. However, if anything that is of concern to the Fire inspectors come up during the annual inspection, the Fire Inspector will always bring it to the attention of the Building and Zoning Department for further investigation. This is one way the department often finds work done without a permit, new businesses coming in without the proper inspection and license, etc. 7 c o � ' � C o rn oID q v°ri ch ' o ark o> (1) 0 ,�, vm ro . , U ° ° 4 N —, u % ,. � — ai tz. c c (U M a n tys O ,� � � c �i C o air o �04 r3 � m © lSd� 6 G Aj a US as U �. LZ CL is3 [Y A m e 3 c: CZ p Q aY 41cz O CL "C f1. O ° CLQ1 C E2 _ •N >, �]. ar dr of Cl, LL u d � Z h A E�i e-• O d. � R � Z tsY r; d �CL E CL a �' 8 :11tl:llWAN QT-H1 General Housing Charaoterlsiins:2010 2010 Cemus Slll' maty File 1 NOTE:For information on con0dontiatily proloc€lan,nonsempling error,end definiilons,sea htlpalvnnv.ceirsus.goVlprod]cen20101daclsfl.pdf, Geography:Buffalo Grove village,1111nola "Nrinlhat_ hercanl OCCUPANCY STATUS Total hoUsing units 17.034 109.01 Occuplad housing unlls 16,206f 95.1 Vacant housing units 828 4,9I [TENURE Occupled housing units 16,200 10010 Ownc(occupled 113,382 82A Owned wish a mortgage or toah 10,424 64.3 € Own ad frae and clear 2,958 18,3 Renteroccupled 2,824! 17,4 I,+ACANCY STATUS Vocont housing units 828. 100,0 For real F 323i 39.01 Rented,nol occupled 27 3.3 For Sala only 1001 23.9I Sold,nol occupied 321 3.9 for seasonal,recreational,or occasional use 101 12.2 ! For mfgraloiyworkers 1i 0,1 j Other vacant 146 17.6 TENURE BY HISPANIC OR LATINO ORIGIN OF ' �OUSEHOLOER BY RACE OF HOUSEHOLDER Occupied hoUsing unlls 16,206 100.0 Owner•occupfed housing units 13,382ii 82.6 Not Hisponlo or Lolfno householder 12,080] 80.1 White alone householder 11,386 70.3 i Black or African American alone householder 83 0.5 Arnedcon Indian and Alaska Native alone 6 0.01 )householder Asian alone householder 1,420 8,8 ` Nelive Hawaiian and Other 11aclllo Islander aloha 8. 0.01 householder Somo Olhor Race alono householder ! 121 Two or Moro Races householder 771 0.5 Hispanic or Lellno howehatdw 393� 2.4I While alone householder 270• 1.7 i Black or African American alone housoholdor 3 010 j American Indian and Alaska Native alone 0l 010 �iouseholder Asian alone householder 3 0.0 I Nailvo Hawaiian and Otiiar Pociflc Islandar alone 0 0.0 householder Some Other Race alone householder 02 0.0 Two or Moro Races householder 13° 011 Ronlor•oceupled housing units 2,024 11.4 [Jot Hispania or Latino householder 2,072 10.6 Ylhlla alone householder 11005 11.6 j Clack or African American alone householder 85! 0.5 1 of 2 1210612011 9 Subjeol Numbor 2I.. peroon( 1 Amodcan Indlan and AlAa Nativo alone 010 householder Asian alone householder 666, 4.1 Native Hawaiian and Othor PacI to Islander alone 1 0.0 Householder i Some other Race alone householder 2 p 0 Two or More Races householder 20 0,2) Hispanto or Lalino householder 1521 0.9 Whtlo alano householder 87 0.5) Black or African American alone householder p 0.01 I American Indian and Alaska Notivo alone l 2 0,0 householder l [ Arlan alone householder 1 0,0 ( Nalive Hawallan and other Pacific Islander plane p 0.0 householder Some Other Race alone householder 61 0.3; I Two or More Races householder X Not applicable. Source,U.S.Census Bureau,20 W Census, Summary File 13 Tab#es H3,H4,Hs,and HGT1. 2 of 2 12/00/2011 10 RAYSA ZIMME FRMANN, I_..!-C ATTORNEYS AT 1, A W 22 S.WASWuaYON AVV, PAINt Moan,11.00000 Ti 847-260.6000 ti:a47-zoa•88M MEMORANDUM WtiYtiY,ftzr_tc,COFI To: Dane Bragg,V€Ilage Manager CC; Glilda Ncitkireh,Brian Shoolutn and Carol Berman Fronts William Raysn stud Brio Yo1al Rc; Mental Property Inspcetious—Duty to Repoil Crimes Bntc; November 8,2011 Xufi�od�tctioli At a recent Village of Buffalo Grove("Village") Colilnlittee of the Wholo meeting, a discussion was had regarding a proposal wherciu the'Village would begin conducting inspections of rental properties located within the Village to ensure compliance with (lie Buffalo Grove Municipal Code, You have requested all opiuioai as to the legal obligations if illegal drligs or other contraband is discovered during the inspecllon. Dmod oil Illinois 1mv,it is our opiliton that a Village official may report any suspccled crimbuil activities discovered during all inspection to the proper authorities, but [lie Village offlcial is ttltdorno legal duty or obligation to do so. Ali jyy The general rtila in the United States arid hi Illinois is that there is ilo duty to report a oditle,t There are,however,certain oxcoptions to this rule. if a drivel hits a pedestrian, the driver is under it duty to repail the accidont; police officers leave o duty to report crinlo based ail their service as liolicetlicli"; and doctors and solluol officials are required to report suspected ohild abuse.'' Thore is no duty under[he Illinois Crinlinal Code,however, requiring all individ0at to report suspected possession of illegal drugs or contraband, Rogardless of the relationship liotmon art offender and a person with knowledgo of the oflPoilder's collinlission of all ol'fotlse, that person is 1101 accountable for failing to ffirnish iliforniatiott to the police about [bo cormnimioll of all offense. Mather, an a£firmativo act, beyond (lit) more fitiluro to collie forward wifli iliforination, acid beyoud even all affirmative denial of knowledge of any b1fol-tilat€olt, is recltl€red to i 720 ILLS 5I5 I;720 JLCS 55-2. ;t ovnno,K v I101.Bd.Of rite Palicvniuti's/itt:it1ly lletiot'n Pund for Ceti„199111,2d 414,419(111, 20©2). i'��25 iLCS 5/4, 11 ,G,a1 m 3- RAYSA61571MMERMANN, L.LC ATTORNEYS AT LAW relider a person liable."' Thus,Illinois huposes tlo obligation oil all individual who has knowledge tllat ate offcitse has been cominitted to report the offender to the police.' 1'il the Donalson case the court also discussed the federal neisprisioil of felony statute which provides tilat'Whoever, leaving knowledge of the actual coiillllission of it felony cognizable by a court of the United States, conceal$ and does not as soon as possible make kno-,vn the same to some judge or other person ill civil or military authority, sluts be fined not more [hall $500 or imprisoned not more Illan three years, or 1)0(h' (18 US,C, §4). The court stated that"[ajlttough expressly requiring a persole having knowledgo of the Commission of an offuso to come forward witle information, tile statmlte leas been CODStrUed to requiro all affilllfativc act of conceabnent in addition to file MUM to 1101ify the aUtlloritlCS of the C011111liSSIOn Of it e17hlee."'! "Our attention has not bccn called to a shigic case in telly Anlekall jurisdiction directly holding that a perSOn CollmtllitS all 0ft'GE1Se by illCrely remaining silent Its l0 the COntntissiOil of ail o ffellse." Additionally, (lie Dollelson case contint.tes Willi tills Exallep1c, "Few, if nny, of us have not ridden ill autolnobiles driven by others nt a Speed ill excess of tile stall)tory limits, The driver tins conutiitted a misdemeanor. If we adoilt the sltlte's lnterpretation of Scotion 31-5, unless we have reported (lie offense to law enforcement officers, We are gkeilly of 11 Molly unless we stand ill all excmilpt relationship to tho drivel.. Surely (fie logislattirc ales not intend such a drastic result." Of course, this lack of it ditty to report suspected criminal activity does not extend to a Village offloial Nvlio knowingly conceals or destroys suspected illegal drags or contraband, A VlltagB ollteial 111ny ilG Cltal'ged lvith flee OffCnS6 OfOtlStE'uCtit]g jll9tice if lie or slke,"knowingly and With the intent to provent the apprehensiotl Or to obstruct the prosecution or defense of another," destroys, alters, Conceals or disguises any physical cvideilco of a orinlc°" To be clear, for lilt 111(lividual to conetnit (Ito crime of obstruction of justico by concealing evidence, it Would not be enough to simply not report a crime. Conceahneut tastes a physical act of hiding or placing out of sight (lie physical evidence of it crime — i.e., swallowing a bag of illegal drugs or driving a car away froth the crime scene, Teats, if a 'pillage official catillot proceed with an inspection n I'ea t v DmOson,45 Ill.App,act 609(4(h Dist. 1977);Peopio v.'t't_owas, 198 Ill,App,3d 1035 (Ist Dist. 1990). 1�eciuic y�klamttioEtd,214111,Ault,3d 125(Ill.App.M.3d Dist. 1991), `t 13ralfgn v.Utilted Starnes,73 V,2d 745(l plli C1r,Okla. 1934). 720ILCS 5131.4(a), 12 W fY'f 7`A r RAYSA(S ZIMMCFZMANN, I_..LC c ATTORNEYS AT LAW because snsl)Coled 010901 drags or C0lIIVaband Ilre 341110how prevcllting [lie VilllInc offtoi;11 from carryll.ig oat his q her dllties, 1110 ofticlal Should 11ol loliolt or move lliv colllF dmild bili should insteacl notify lllc proper milhoritics and oxit (lie rontlll dhvviling. [;onctuslali As stated above, therc is no ditty tuldor the illitiois criillinld Code 1'0t1114111b, 11 Village ofl'iciltl to 1•01)Orl suspeoted Criminal activities dispovered 4m.1liv, an Inspection, Thereforo, tho docision on whother to roport moll discovcl•ios m-o laic up to Illc illtlividwil inspeolor luld/or the CAM)lishecl-po[ley of file Village. tt r�Y.l1u;1,iUl)1�14stiS+).duo 13 MEMORANDUM To: Dane Bragg, Village Manager CC: Ghida Neukirch, Brian Sheehan and Carol Berman From: William Raysa and Eric Yehl Re: The Legality of Rental Property Inspections Date: October 19, 2011 I. Introduction At a recent Village of Buffalo Grove ("Village") Committee of the Whole meeting, a proposal was presented wherein the Village would begin conducting inspections of rental properties located within the Village to ensure compliance with the Buffalo Grove Municipal Code. You have requested an opinion as to whether the Village has the legal authority to conduct inspections of rental properties. Based on the Village's home rule authority and the International Property Maintenance Code, it is our opinion that the Village has the legal authority to conduct inspections of rental properties located within the Village to ensure compliance with the Buffalo Grove Municipal Code. II. Analysis Pursuant to its home rule authority, the Village has adopted by reference the 2006 Edition of the International Property Maintenance Code ("Maintenance Code"). The Maintenance Code applies to"all existing residential and nonresidential structures and all existing premises" located within the Village. Pursuant to the already enacted Maintenance Code, the Village has authority to enter property and perform inspections to ensure those properties are compliant with light, ventilation, space, heating, and sanitation requirements. A. International Property Maintenance Code Sections 103.1 and 103.2 of the Maintenance Code provide that the"department of property maintenance inspection if hereby created and the executive official in charge thereof shall be known as the code official,"and that the "code official shall be appointed by the chief appointing authority of the jurisdiction." Moreover, Section 103.3 of the Maintenance Code permits a deputy code official, inspectors and other employees to also be appointed. Under the duties and powers of the code official, Sections 104.3 and 104.4 of the Maintenance Code provide that the"code official shall make all of the required inspections, or shall accept reports of inspection by approved agencies or individuals," and that the"code official is authorized to enter the structure or premises at reasonable times to inspect subject to constitutional restrictions on unreasonable searches and seizures." 14 B. Permissible under the United States Constitution Both the provisions under the Maintenance Code and provisions similar to those proposed under the Rental Property Regulation Program have been upheld under constitutional scrutiny. Two key facts allowed the municipalities' ordinances to survive constitutional attack: notice was provided to the building owners and if the owners refused to allow such an inspection the municipality would seek a court order before entering the premises. In Mann v. Calumet City, 588 F.3d 949 (7th Cir, Ill. 2009), Calumet City adopted the 2006 Edition of the International Property Maintenance Code,which prohibited the sale of a house without an inspection to determine compliance with the city's building code. Residents of the city filed suit alleging that the provisions of the Maintenance Code violated their constitutional rights. The Seventh Circuit Court of Appeals held that the ordinance was constitutional. The court began by pointing out that the city's ordinance avoided invalidation under the Fourth Amendment by requiring that the city's inspectors obtain a warrant to inspect a house over the owner's objection. The court further determined that the ordinance was valid as drafted because the ordinance contained a notice provision, requiring the city to notify the owner of its intention to conduct the inspection. In Peoria Area Landlord Ass'n v. Peoria, 168 F. Supp. 2d 917 (7th Cir•. 111. 2001), the City of Peoria enacted registration and inspection ordinances that required all owners of non-owner occupied properties to register and submit to an inspection of the properties. The ordinance provided notice to the owner, set a date for inspection and provided that the city would seek an administrative search warrant if the owner refused to submit to an inspection. An association of landlords and members who owned rental property within the city, sued the city alleging that the ordinance violated their constitutional rights. The United States District Court upheld the ordinance as constitutional and dismissed the suit against the city. In so holding, the court noted "the important governmental interest in promoting public safety by protecting rental tenants from injuries resulting from housing code violations..." Based on the above Seventh Circuit precedent, the proposed regulations under the Village's Rental Property Regulation Program would be found constitutional. III, Conclusion Pursuant to the Buffalo Grove Municipal Code, the Village currently has the authority to conduct inspections of all property within the Village, including rental property. This part of the Buffalo Grove Municipal Code can be expanded or amended to allow for the specific procedures proposed under the Rental Property Regulation Program, or a separate Municipal Code section can be adopted to specifically cover the proposed fees and inspections for rental properties. Finally, so long as the Village ensures that the ordinance provides for notice to the rental property owners and requires the Village to seek a court order to inspect property where the 2 15 owner refuses to submit to an inspection, the type of ordinance proposed under the Rental Property Regulation Program would be constitutional and a valid use of the Village's home rule authority. R&Z1103.10011107523.doc 3 16 RENTAL HOUSING PROGRAM COMMUNITIES SURVEYED The following is a list of the communities that were surveyed. Some that responded that they did not have a program stated they had no rental properties in their community or that they were not home rule. YES No Addison Arlington Heights Aurora Barrington Franklin Park Bartlett Hanover Park Crystal Lake (but looking into a program) Highwood Deer Park (no rental properties) Lakemoor Gurnee Mt. Prospect Lake-ln-the-Hills Mundelein Lake Zurich Palatine Libertyville Prospect Heights Long Grove (no rental properties) Rock Island Morton Grove Rolling Meadows Streamwood Schaumburg Vernon Hills Streamwood Winnetka Wauconda Wheeling Wood Dale Research is available for all communities who stated they have programs. 17 FEES — OTHER COMMUNITIES Many communities have had programs like the one we are proposing in place for several years. The following is a list of communities and their current fee structure: Addison $100 per single family unit $50 per condo or townhome $50 per apartment plus a building fee ( price varies depending on number of units) Aurora Varies depending on the number of units 1 unit is $40 to over 100 units is $615 Franklin Park $25 per multifamily unit Hanover Park $100 per dwelling unit (2 year license) Highwood $100 per dwelling unit Lakemoor $100 per dwelling unit (single and multifamily units) Mt. Prospect $75 per single family unit $40 per multi-family unit Mundelein $35 per address plus $2.00 for each additional unit Palatine $70 per single family unit $20 per multi-family bldg over 6 units Prospect Heights $100 per unit (includes both single and multi-family) Rock Island $35 for 4 or less units on a parcel $110 for 5 or more units on a parcel Rolling Meadows Fees vary depending on the number of violations Base fees single family units $50 Base fees for multi-family units $20-30 Schaumburg $55 per dwelling unit Streamwood $100 per dwelling unit Wauconda $75 per dwelling unit Wheeling $50 per single family unit $50 per multifamily bldg. plus $10 per unit. Wood ©ale $150 per single family unit $150 per building plus $50 per unit for multi-family 18 VILLAGE OF BUFFALO GROVE Building and Zoning Department 50 Raupp Blvd Buffalo Grove, IL 60089 WWW.VBG.ORG (847)459-2530 Phone (847)459-7944 Fax RENTAL HOUSING REGISTRATION APPLICATION-2012 LOCATION INFORMATION Please Type or Print clearly and complete ALL.portions of the application Location Address: • Is there a property owners' association associated with this location? Yes No • Association Name + Do you rent other residential property in Buffalo Grove? Yes No How many? Please list additional location(s) here: TYPE OF PROPERTY Single Family Home Townhouse Condominium Unit (Apartment Complexes shall use a different form) PROPERTY OWNER INFORMATION: Street address is required (No PO Boxes allowed) Name: Address: City, State/Zip Code Business Phone Horne Phone Business Email LOCAL AGENT INFORMATION: Street address is required (No PO Boxes allowed) Name: Address: City, State/Zip Code Business Phone Home Phone Business Email EMERGENCY CONTACT INFORMATION: Name: Phone: Name: Phone: Itwe understand the issuance of this registration is conditional upon compliance with all Village Ordinances, State and Federal Law, and the results of any inspections required by ordinance at this time and any further time while in force. i/we have read this application and answered all questions in full and the information I/we have submitted in this application and answered all questions in full and the information 'l/we have submitted in this application is complete and truthful to the best of my knowledge. SIGNATURE DATE PRINT SIGNATURE: 19 VILLAGE OF BUFFALO GROVE Building and Zoning Department ` 50 Raupp Blvd Buffalo Grove, IL 60089 ' WWW.VBG.ORG (847)459-2530 Phone (847)459-7944 Fax RENTAL HOUSING REGISTRATION APPLICATION-2012 APARTMENT COMPLEXES LOCATION INFORMATION Please Type or Print clearly and complete ALL portions of the application Location Address: Location Name: Number of units in the building: PROPERTY OWNER INFORMATION: Street address is required (No PO Boxes allowed) Name: Address: City, State/Zip Code Business Phone Business Email LOCAL AGENT INFORMATION: Street address is required (No PO Boxes allowed) Name: Address: City, State/Zip Code Business Phone Business Email EMERGENCY CONTACT INFORMATION: Name: Phone: Name: Phone: COMMON ELEMENTS: Please check all that apply Club House Swimming Pool(s) Elevators Ground Signs (s) Underground Parking Facilities Fire Alarm Systems Common Laundry Facilities Other: 1/we understand the issuance of this registration is conditional upon compliance with all Village Ordinances, State and Federal Law, and the results of any inspections required by ordinance at this time and any further time while in force. I/we have read this application and answered all questions in full and the information I/we have submitted in this application and answered all questions in full and the information 1/we have submitted in this application is complete and truthful to the best of my knowledge. SIGNATURE DATE PRINT SIGNATURE: 20 NEIGHBORHOOD SERVICES DIVISION Jul 200 EAST WOOD STRE,61' • PALATINE, IL 60067-5339 Telephone (84-7) 202-6675 . Fax (847)776-4733 LATINLwwtv,palatillell.tts RENTAL DWELLING OPERATING LICENSE APPLICXVION NEW LICPNSE APPLICATIONS WILL NOT BE ACCEPTED UNLESS ACCOMPANIED BY RENTAL FEE PAYMENT PLFASE PRrlrr R P (For ofnca use only) TYPE OF RENTAL DWELLING; ( [Single Family House ( (]Condominium ( []TovmhoUse ([MUIII•Unit ( [Other ADDRESS OF RENTAL DWELLING UNIT NO.., NUMBER OF RENTAL UNITS TO BE LICENSED ([]Ownor(s)--List all norne(s)below(use reverse side of Ehls appllcallon If necessary) ([Corporal€on,Flrm,LLC or Partnership--List llama and narne(s)of all Members,Officers or Partners ([Trust--List name(s)of Trustee or Primary Beneficiary NAME(S) ADDRESS CITY STATE—ZIP (P•O,BOXES ARE HOT ACCEPTED) HOME:PHONE CELL PHONE WORK PHONE EMERGENCY PHONE(RFQuiREo) EMAIL ADDRESS LIST FIELOWALLDE Eb AgPNT(M FORSVRVICE OF VIOLAVONI)IFF98EHT THAN S Eb AROVEI AS REQUIREDIN CHAPIER 10,ARTICLE A CHANGE OFAOEN T MA YREQUIRU RECERTIFICATION IN THE CRIME FREE MULTI•HOUSI HO PROGRAM. ALL AGENTS FOR THIS PROPERTY MUST BE LISTED USE REVERSE SIDE OF APPLICATION IF NECESSARY NAME ADDRESS- CITY STATE—ZIP (P.O.ROXES ARE NOT ACCEPTED) HOME PHONE; CELL PHONE WORT(PHONE EMERGENCY PHONE(nEaumv)) THIS LICENSE APPLICATION REPLACES ANY APPLICATION CURRENTLY ON FILE FOR THIS PROPERTY I understand the Issuance of this 11eonso Is conditional upon compliance with all Village Ordinances,completion of the Crime Free Mull€-Housing Seminar,and the results of any Inspection of above promises at this limo or any subsequent Inspection while this license is In force. Required Slgnalure(s)of Ownot(s) Date Required Signalure(s)of Agenl(s) polo 1 f Incorporated In 1866 Council—Manager Governnlertt Since 1956 21 2 LIST BELOW ADDITIONAL.DESIGNATED AGENT(s)FOR SERVICE OF VIOLATION(IF DIFFERENT THAN LISTED ABOVE)AS REQUIRED IN CHAPTER 10,ARTICLE 14 ACHANGEOFAGENI'MAYREQUIR1=f? CERTIFICATIONINTHECRIMEFREEMULTWOUSINGPROGRAM. NAME ADDRESS CITY STATE ZIP (P.O.RoXesAAE-NOTACCEPTED) HOMEPHONE CELL PHONE WORKPHONE EMERGENCYPHONE ywou RCtl) REQUIRED SIGNATURE NAME ADDRESS CITY STATE ZiP (P.O.BOJ(ESARENOTACCEPFEn) HOMEPHONE CELL PHONE WORK PRONE EMERGENCYPHONE IREOUIR€O) REQUIRED SIGNATURE NAME ADDRESS CITY STATE ZIP . IP.O.BOMAR,NOTACCEPTEo) HOMEPHONE CELL PHONE WORKPHONE EMERGENCYPHONE JRECUIREb) REQUIRED SIGNATURE 22 VILLAGE OF WHEEELING WH �LYNG 2 Cotutttuulty Boulevard Wheeling,Illlttois 60090 RENTAL RESIDENTIAL PROPERTY LICENSE APPLICATION SINGLE FAMILY BUILDING or INDIVIDUAL UNIT Single family Bulldhng or Single Condominium Rental Unit (Plense Print or Type) Complex Nmue(if applicable) Building Address (Complete a separate form for each building) Property Tax Index Number(P,I,N,) OWNERSHIP INFORMATION Owner Name Address (P,0.Box is not acceptable) City,State,Zip Business PI►one t�`) Residence Pirrone ror prop erlles held In trust; Trustee Nome(s) Address(P,O,Box is not accep(able) City,State,Zip Business PhoneL_) Benetsoial Interest Holders)(Use addilional sheets if necessary) MANAGEMENT AGENT DW,ORMAI'ION(if other than owner) Property Management Flan _-- Contact Porson/Agent/Manager Address(P.O.Box is not acceptable) City,State,Zip Business Pirrone (_ } Emergenoy Phone CONTINUE 23 EMERGENCY CONTACT INFORMATION Emergency Contact Name Address(P.O.Box is not acceptable) City,State,Zip 24-Hour Emergency Phone EItTY`1*AT-IS'A*UNIT`OR I?.ltV,I'1 I t Y 1 ,}?�.?H yi MUL T i TIC' CONDOMINIUM,TOWNHOME DEVELOPMENT OR OTHER SIMILAR COLLECTIVE OWNERSHIP ARRANGEMENT,PROPERTY OWNER'S SIGNATURE BELOW INDICATES COfY ptIANCE�** The rental or lease of this unit or dwelling does not violate or Is otherivise in conformance with any rental or lease restriction and/or lhnitation estnblfshed by the condominium and/or homeowners' association or any other nppiicabie covenant, restriction,rule or regulation to which tine unit or dwelling is subject. All of(he informatibn provided in this Application Is true and correct to the best of my knowledge, Property Owner Date 404.4.E Area for sleeping purposes: Every room occupied for sleeping purposes by one oceupout shall contain at least 70 square feet of floor area, and every room occupied for sleeping purposes by more iltarn ono person shall.contain at least 50 square feel of floor area for each occupant thereof. 404.4.4 PrOd fed occupancy: Kitchens Quid non-lnaluftable spaces sltdil not be occupled for sicepiag purposes.Winere a living room, dining room, or combined living/dining room spaces are required by 404.5, such rooms shall not be occupied for sleeping purposes. International Property Maintenance Cade 2003 as amended, state law requires Installation and maintenance of smokedelectors for all multiple family buildings, if you have any questions regarding smoke detectors,please.call Wheeling Fire Deparhnent lire Prevention Bureau at 947.459-2669, RENTAL A!VELLING UNIT INVORMATION ***MUST COMPLETE THE FOLLOWING INFORMATION*** Total number of rooms in dwelling unit: Number of Bedrooms Living'Itoom ft,by ft. Bedroom 111 ft.by ft. Dining itoom ft.by ft. Bedroom 112 ft.by ft. Kitchen ft,by ft. Bedroom#3 ft.by ft. Olber_ ft,by ft. Bedroom 114 ft,by ft, Occupancy Loao fort#tis Unit (to be completed by Village) TMS SECTION FOR OFFICE USE ONLY Total number of Units: 1 Number of unlis to be Inspected annually: 1 Fee Due: $60,00 Zoning Ci.:r>':t.'{..- '�y..,�.:b,�y�,� �� • Cii.�V^ ,_1`. ,i�ii . - .as'.''-'•i. £i` u, y4t�i,'{S �+'e'�r�ip��' -•;{'r1.. .•. ,i•.�_,:-"�[. .- a 1a1d/.'hSAY,I#l'L 34Tc=�Fi,� �. . ,. ..%. •e,t'. ., '��. lc 1;.//I�t :elllw��,.�\vf�ta NI.-'r �• RCN s :.hi _y �. .:ly ;} '1.S••."i~ � �F 4' �.;alKl:.s•: :[•_}a.F} Initial inspection Date Reins action Date : Reins action.Date-2 Reins ecllob Fee Reinspectlon Fee Conditional Date Paid Approval Date ; Conditional : Compliance Date Expiration Date : LicensefRelicense Fee Due Date Paid Temporary Teniporary� Certificate Certificate Date -• Annual Licsnse# Ex IratW Date This Appllcakfon has been reviewed and approved by the Department of Community Development for : Condltlonal Approval, Diredtpr of.Community Development Date This Application has been reviewed and approved by the Department of Community Development. • 1 I ; D(rectdr of Community Development Date Updated 4122109 ApplleallDn Ponn'SNU ............. ------------- ........................... 25 Ott�. 1tr ClEngffm PROPOSED RENTAL DWELLING INSPECTION CHECKLIST-EXTERIOR Building Exteriors Decks/Patios/Sidewalks Garbage/Refuse Storage • Buildings shall have approved • Balconies and joists are in good • Dumpster enclosures must be address numbers placed in a condition free from rotted material maintained,structurally sound and position to be plainly legible and and capable of supporting the in good condition visible from the street or road imposed dead and live loads • Containers must be free from • Screens on all windows must be • Hand and guard rails shall be garbage overflow and lids covered installed between April 15"'to firmly fastencd and capable of • Exterior grounds must be free October 15's supporting normally imposed from accumulation of rubbish or • Walls shall be free from holes, loads garbage breaks,and loose or rotting • Patios must be free from cracks or • No rodent harborage material defects • Gutters and downspouts are in • Sidewalks,walkways shalt be good condition and draining kept in a state of proper repair properly • Foundation walls shall be maintained plumb and free from open cracks or breaks • Exterior surfaces shall have protective treatment which protects it from the elements • Lights shall be in good repair and give off adequate amounts of light • All apartment nrain entry doors shaft self-close and automatically lock • No graffiti or other vandalism Driveways and Parking General • Driveways must be in good • All premises shall be graded and condition and free from cracks or maintained to prevent the erosion defects of soil and to prevent the • Parking spaces must have clear accumulation of stagnant water visible markings thereon • Motor vehicles must be parked on an approved surface Accessory Structure NOTE, • All accessory structures including This list includes most items detached garages,fences and covered in an inspection,but is walls shall be maintained structurally sound and in good [lot all inclusive. repair The property owner or agent is responsible for notifying tenant at least 24 hours before an ins ection.- 26 PROPOSED RENTAL DWELLING INSPECTION CHECKLIST-INTERIOR Stnolce Detector/C0 Detector Interior Surfaces Pest Control • Functioning smoke detector must be • Walls and surfaces shall be maintained in • No infestation of cockroaches or other installed inevery bedroom good,clean raid sanitary condition pests • Functioning smoke detector must be ► Walls and tailing are intact arnd free fronn • No infestation of mice or other vermin present and functioning on every floor holes or water damage • No infestation of bedbugs level ► Kitchen and bathrooin cabinetry shall be • Surfaces are free from food or other • Functioning carbon monoxide(CO) maintained in good,clean and sanitary debris that can cause infestations installed within 15fl of all bedrooms condition • Hardwired smoke detectors must be • Floors throughout living spaces are free maintained as such from cracks and in good repair • Stairs acid walking surfaces shall be maintained in sound condition and good repair • Handrails must be properly installed and secured to walls Doors and Windows Washer and Dryers(if applicable) General • Doors leading into a garage nwst self- • Dryer must vent io the outside of the • All installed appliances(i.e., close and latch dwelling and be free of obstruction stoves,refrigerators etc)must be • Apartment doors leading into a common • Area behind dryer and washer is clean, in good working condition corridor must self-close and latch free from dust Arid other debris • Basements used as a sleeping • Exterior door locks(interior keyed dead- space must meet existing code bolts are prohibited) requirements • Windows and doors must be easily • Heat must be maintained at 68F operable,in good condition and aligned from September 15a'to May l" to the frame . Living areas should be maintained in a clean,safe and sanitary condition • Storage throughout living areas should be limited to allow a 30 means of egress to each exitand to each room Electrical Furnace,Water Heaters and NOTE: • No electrical hazards should be present Boilers(if applicable) This list includes most items such as inadequate service,deterioration or • properly vented to the outside of the covered in an inspection, but is not damage dwelling all inclusive. • All Ground Fault Circuit Internrpters • Vent pipes are properly attached (GFCI)are functioning • Metallic pipe installed off the water leater The property owner or agent is • Pull chain light fixtures are secure and relief valve(pipe extended to within 6 inches responsible for notifying tenant as strings are properly attached of the floor) least 24 hours before inspection. • Breaker box is labeled to its contents ► No flammable storage located within 3 ft • No open slots or loose breakersin breaker • Free front rust or any defects box • Garbage disposal is functioning and no loose wiring Plumbing Air Conditioning Units(wall • Water Incating facilities shall be properly mounted) installed,maintained and capable of • Units are in good worki ng condit ion providing adequate amount of water at every faucel(hot water tenhperature • Unit cover is in good condition and must be maintained not less than I I OF properly installed • All plumbing fixtures nnust be properly + No water leaks observed surrounding unit installed and ftmctioning 0 Electrical wiring is in good condition • No visible water hazards slnotdd be present such as back-siphoning or cross connections 27 PROSPECT HEIGHTS 2008 Rental.Dwelling Inspection Guide Please use this checklist as a tool to assist in successful compliance. The scope of the inspection is not limited to(lie items listed. • All smoke detectors shall be maintahied and operable at all times. • All carbon monoxide detectors shall be maintained and operable at call tillies, • A current boiler certificate from the Office of(lie State Dire Marshal shall be posted in the utility room. • Building front/rear doors shall latch and look(w/aulo closure),and be weather-tight. • All sliding doors and windows shall be weather-tight, • All chimneys must have a screened cap. • All interior/exterior lights must be operable, • All windows/sliding doors must have intact screens. • Only outdoor furniture and plants are permitted oil balconies. No BBQgrlll,s IL r)ltllerl, (See Fire Dlslricf Notice). • All exterior surfaces must be maintained,including painted surfaces,gutters and downspouts. • Building address numbers shall be clearly posted on the front/rear of each building,or visible from (lie road mrd/or•parking lot. • Tile roof shall be maintained so as not to allow any water/molsture penetration, • All balconies shall be structurally sound with code compliant guardrails. • All door/window hardware shall be in good repair. • All interior wall/cellings surfaces shall be clean,painted and in good repair. • All non-carpeted interior floors shall be clean and sanitary,(without missing tiles). + All carpeted interior floors must be clean,(without rlps, tears or excessive wear), • All air conditioner openings to outside shall have metal grills. • All appliances must be clean,operable and in good repair. e The main boiler and water heater must be operable,properly vented,leak free and supplicd by rigid black pipe with shut off and drip leg for cach appliance. (No flevlble Connectors), • The utility room must have a code compliant source of combustion air,and locked door. • All units and conunon areas sllall be free of any insect or vermin infestation. (A contract with a licensed extet-mbiator ma))be requit-ed). All plumbing must be maintained and Intact without leaks. All faucets must be mahitained in good repair. • Bathroom fixtures,tile,mirrors,cabinets and vanities must be maintained and in good repair. + Kitchen tile,backsplash,fixtures,counters,drawers and cabinets must be maintained and in good repair. • All interior habitable spaces must be maintained at a mininium of 681 F.at all times. • Common area fire extinguishers,(2A1©BC),must be properly mounted with current hispection tags. • Maximum occupancy permitted for one(1)bedroom apartments is three(3),and for two (2)bedroom apartments is five(S). (This number includes Infants and children). • No combustible storage or closets permitted under stairs. Renlof 2003/hr•e!llrig lrrrp*V104 COW 28 City of Wood Dale Department of Community Development 404 North Wood Dille Road,Wood Dole,IL 60191 Telephone(630)766-5133 Property Address: Complex: Number of Units: OwnerNnuager: Address: City: State: Zip; Business Phone: Emergency Phone: Type oflnt►.spection:Registration: Reinspection: Other. Type of Facility: Date of Inspection: Time of Iuspectiou: Meeting Willi: REPORTFIELD INSPECTION -+pie } Parking Areas/Ddvewa PM-302.3 WallslCeilingJPfoors M-305.3 ) PioorslCellin PM-305.3 Sidowalks PM-302.3 Stairs and rallln s PM•305.4,•345.5 ) WallslW€ndowFiScreens(PM-304.13,- Sanitauon PA1-302.1 DoorsfHardtvam M-305.6 304.14,-304.6 GarbagdRefiisc Conlalncrs;Enclosure HaudrallslGuards PM-30S.5;306.1 Doors/flardtvare M-305.6 PM-307.3.2 ) Smoko Detectors/CO Dri cEorsl Sntokoco Deleciors M-704.2 Grass and WeedAwidsca in tm.302.5) Heal Detectors/NT S stcrus PM-704.2 j Plumbing/Plumbing Fixtures/1Vater Exterior Storage PM-302.5 Li phis PM•402.[ Supply PM-504.1 Junk Auto PM-302.5 ) nicetrleal S sleet M•604.1 Clecitical System PNi•604.3-605) t G1rba cServico t Pluntbin System PM-505.1,-506;507.1 ) Mechatt€cal SysteiWContpotterltsl 'I� G`�tRLXLRQ 2 __._..,r_rt Heatiu S tern PM•fi02.t;602.3 ATemperature PM•603,-602 RooflFaseia/Sofllt/Gutters M-304.7 Rodent and/or AeliviE PM•3Q8.! t A fiances PM-404.7 505.1;603.1 Foundation PM-304.5 SanilatlottlHousekce in M-305.f Oarbagelllefuse PM-307 WaltsAV€ndouslScreens(Pill-304.13,- ) RefLselGarbagelHazardous Material Storage Housekoa btg PM-307.1 304.14,-304.6) (PM-307.1 Insect/Rodent btfestation(PM.308.1 Dnorslflard+vare PM-304.15,-304.18.1 n ElevalorCerfificate PM-606.1 Occupancy Level PM•404.5 Balcony/ftu ngsl Similar Items t State Boiler lens eetion Certiflcate Posted Miscellaneous Items Pt11-304.10-304.4 CSES a , �J x �.Sj i1CI3 t+G { U ,S - _, Cltinute s and Slutilar items itif-304.1! Location ZONING No Key Locked Bedroom Doors StairOorches PM-304.10 ConstructedWainta€ned M-302.7 Dimensions of Slecphig Rooms HandrailslGuards PM-304.12 lvfisccilancous Itcrns eedr00111 I i Sireet Numbers PM-304,3 Bedroom 2 No Rodent btfeslation PM-308.1 Bedroom 3 Miscellancous Items -Bedroom 4 Reinspection Required: Yes No pate ofRoiuspectiou: Page t of Signature of Owner/Manager or Tenant Date Municipal Inspector tJ=Cfusatisfacfo -COMPfiance+viI tt Codes Base Rp_tlXlffi e fE oft M1 n yjI' O s�»a.Kd-d rlbv[3 d Al P-1kkn10Off�Zi�liL li_i'b r. jU t-1 i►��0 s€�ij�n��l+i 1ts litter p�riud oflintc maf tie spepified:]n , _ ��>ril.tC iitp; t_ 3Q,gI ftilattua co S9t►f :Wi4liifiiLs:rt�t cam► a rraull,t►:.1c al'rOn it EiliCi _� . Qo 29 VILLAGE OF MOUNT PROSPECT Date: Owner/Agent: COMMUNITY DEVELOPMENT DEPARTMENT ENVIROMENTAL HEALTH DIVISION Address, 60 South Emerson Street Mount Prospect, IL 60066 847-870-6668 FAX 847-818-6329 FIELD INSPECTION FORM `In accordance with IPMO code,ail repairs must be completed In a workmanlike manner.Workmanlike-Executed in a skilled manner,Is generally glymb_t1ye uare.In line,undamagedendwilhoul.marrin ad acent work. 1•parking Lot 3023 a)Parldng Loll 9,Doors 304.16 a)Hardware 16, Overcrowding Table 404.6 22.Hot Water Heater 605.4 Driveway b)Slriped c)Curbstop b)Frame,Molding,Sidelight, a)One occupanl160 sq feet sleeping a)Henter b)110'F c)Pressure Relief 2,Accessory Structure 302.7 e)Entrance Locks 304.18 area. d)Discharge Pipe a)Fences,Garage,Shed, 10,Windows a)Frame 304.13 17,fire Prevention a}Smoke 23.Heating/Ventilation a)Register Enclosure,Retatning walls b)Giass 304.13.1 o)Openable Detector 704.2,b)CO Detector 003A b)Thermostat c)68°F 602,2 3.Nuisance 302,1 a)Garbage, 304.13.2 d)Screened 304.14 Sec,24.207.E c)Storage 702.1 d)Exhausl Fan 606.1 e)Balhroom Rubbish b)13alconylPaffo c)Grass or e)Locks 304.10 10,Sanitation a)Rubblsh Vented 403.2 Weeds>W 3024 d)Graffll 302.9 11.Handralls And Guardrails 307.1 b)SonlialfonlOccupant 24.Meohanloal 603.1 a)Boiler o)lnoperable Vehicles 302.8 a)Exter€or 304.12,Interior 306.6 305.1 o)Extermination 308A b)FluesfVenls 003.2 c)Discharge Pip4.Grading/Drainage 302.2 12.Roofs 304.7 a)Shingfes, 19,Electrical 606,1 a Ll hl fixture e)C busti-Offs 803.4 ) g e)Combust€on Air 603.6 f)Ctaarance a)Groding,Stagnant Water Flashing b)Guller,Downspout b)lntercom 605.4 o)Oultat,Switch, 603.3 b)Ground Cover c)Chlmney 304.11 Junction Box d)Panal,Circuits e)Condult QExit signs g)Adequalo 25.Building Permit Sec.21,203,A 6,Address 304.3 a)ArabfC,4', 13.Wa11s1Cellings 306.3 a)Clean,Ado Sound,ls[CFree of notes,Denis, Light 402.2 h)Laundry�Gfounded a)Permit Required-balcony joist, VisiblCracks,Water Damage b)Wa1I OutleVGFI 602.2 I)New Bathroom sidewalk,patio,hot water healer, Coverings ter 0arna walls al Outlet=GFl 602.2 Hazard 604,3 boiler,electrical panel,roof,and 6,Walkways 302.3 o)Sloop,Stairs, 1) Patio parking tot,Questions-Building Molding,Coving,Urn 20.Appliances 605.1 Division 847-870-6676. 7.Overhangs a)eafcony,deck, 14,1 loors 306.3 a)Sound a)Refrigerator b)Dryer c)Washer d)A.O e)Slove 603.1 QDishwasher, 2 Rental Agreements Sec, porch,stairs 304.10 b)Awning b)Covering c)Carpet d)Stalrs 306.4 .al 23. 304.9 c)Columns 304,1 d)Sofrit, Dispos1804 a)Wr€lien rental Foscla,Mansards 304.8 e)SofGl 16.Interior Surfaces 306.3 agreements,b)Landlordl vents,roof vents 304.9 a)Mallbox b)Cabfnet c)Door 305,E 2t•Plumbing 604.1 a)S€nk,Tub, Tenant regulations summary, d)DoorfrarTollel b)Shower,Faucet o)Supply c Crime•Free lease 8.Walls 304.6 a Sldin b 8ilckwork Hardware,A t.Lock 304.1)Door Line 606.1 d)Waste Line 606.2 ) ) g ) Hardware,Apt.Lack 304.15 addendum, c)Foundallon 304.6 d)Shuller 304.8 e)A.C.Sleeve 304.0 Item Remarks 'Appeal of this notice must be made within 20 days of receipt, Date Complied Inspector, _ Received By: Page of WHITE COPY-Owner YELLOW COPY-Re-Inspect FIle PINK COPY--Tickler Fife 30 : _ --- 1 ty '� 3S � 0 �r @� U)4 c m q 8 o r a a,- GG1) q a a ` O 4d a+ o H % Q �RI m)a., u �L c a ' 3 m o ' U z� Cv #ria� S00N c m f3 E u 10 'n o $ o aci E.o � r�, � a C4ciao xos L Q o vs C uj cif! 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C }' CL p fly O O O o � 0) � C U LD G t7 N W.0 �' O ju �, y ,vim D) 2 cv .2 L L- c w � � G va Ic a' oaQ � CL �- LDo ate , � ,� ia � � � � as ° �s ,c a� Uro 4- 0 �, o) � O9 Lo � LL �� - � co a O ao o a c .a x o nci � cu '.� sm@ c� cco � 8 ci � 3 boa as 8co � a 'i � o c mia ��yy' 77 p � 4- U 1p 7 U (L +� G 0 SV P1 0. Fire Ambulance Billing Rates 2-F Overview Fire Chief Terry Vavra will discuss proposed increases to resident and non-resident EMS fees based on the information contained in the attached memorandum. Attachments Memo Vavra Ambulance Billing.pdf ambulance billing rates Vavra Copy.pdf Trustee Liaison Staff Contact Trustee Trilling Dane C Bragg, ....M.o�n.d�a...........A.......pri.1...3.0......2�0.1..2.........................................................................................................................D.��s�cu�s�s.�.o.n...._...Ite.m....�....�._��......................................................................................................................................................... Y, To: Dane C. Bragg, Village Manager From: Terrence M. Vavra, Fire Chief Subject: Ambulance Billing Date: February 1, 2012 On April 20, 2009 the Village Board amended Chapter 3.36 of the Village of Buffalo Grove Municipal code, Emergency Medical Service and Transportation fee, to reflect an average of area departments and districts that use Andres Medical Billing. Since that time we have made no adjustments to the fee schedule. I have averaged both the local area departments as well as the entire Andres listing of rates and would propose some minor changes to the current chapter of the municipal code. 2009 2012 Increase I % increase 12011 calls $ Increase BLS $ 575.00 $625.00 $ 50.00 9% 105 $ 5,250.00 ALS 1 $ 625.00 $ 725.00 $ 100.00 16% 305 $ 30,500.00 ALS 2 $ 900.00 $900.00 $ - 0% 6 $ - Treat non-transport $ 150.00 $ 150.00 $ - 0% Mileage $ 7.50 1 $ 8.50 1 $ 1.00 13% 3316 $ 3,316.00 Non-resident Fees Totals 416 $ 39,066.00 Increase per call $ 93.91 2009 2012 Increase % increase 12011 calls $ Increase BLS $425.00 $450.00 $ 25.00 6% 260 $ 6,500.00 ALS 1 $ 500.00 $525.00 $ 25.00 5% 1042 $ 26,050.00 ALS 2 $ 600.00 $675.00 $ 75.00 13% 19 $ 1,425.00 Treat non-transport $ - $ - $ - N/A Mileage $ 7.50 $ 7.75 $ 0.25 3% 10554 $ 2,638.50 Feed Totals 1321 $ 36,613.50 Resident Increase per call $ 27.72 Based on these proposed changes and the call volume from 2011, the increase in revenue from ambulance billing would be approximately $ 79,679.50. I would propose that we amend the chapter in April as we did in 2009. This would put us on a three year review cycle, which I would like to maintain for the future. I am available to discuss this further with you at your discretion. n'lip,it.l 1D°r li,f u,rrt >>,"%v a I. t ,fJ rl, it, �lll ff»I it,d f„� 111 u�,rr�� ,,�,, ............ eRR RR a E \ Q � \ § mm mm m m k \ EE E / JE Gz / @ \ 7 \ \ \ ^ \ ® � k � � � 'IT 'IT r G a Cl) mm mm m m m m b 7 U E — ® ° w a 0 } j & k2 cn cr @E EE E \ E A / / \ § § \ j _ _ _ = f mm mm m m 3 $ EE E \ / E U) \ \ \ \ \ « _ a mm mm m m . _ _ » = m = e \ � mm mm m Q g@ EE E \ rE - »; - R cn § \ \ � \ § g j _ = r = a o \ mm mm m m m m z § § 7 — § ma 27 \ � CZ § o ƒ 7 & L � 2 0 z § / % 2 = — oo a CD m » RR , 6 A G $ EE � _ _ _ _ « mm mm m m co EE E / rE LO m / LO \ \ \ � ^ \ � k co LO LO mm mm m m ® § ° N 7 k \ Cl) 6 2 % i a) / £ i \ ( B = _ _ \ 3 \ \ ( \ nn C) ) \ \ \ k \ \ ii / } C) /