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2007-01-22 - Village Board Regular Meeting - Agenda Packet VII.1 AGE OF VILLAGE �./ �UffalOF Grout BUFFALO GROVE Fifty Raupp Blvd. Buffalo Grove,IL 60089-2100 Phone 847-459-2518 Meeting of the Village of Buffalo Grove Board of Trustees Fax 847 459 7906 Regular Meeting January 22, 2007 7:30 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Approval of Minutes A. Minutes of the January 8, 2007 Board Meeting V. Approval of Warrant A. Warrant #1065 VI. Village President Report A. Buffalo Grove Days Committee Appointments-Calendar 2007 (President Hartstein) B. Presentation of Calendar 2007 Goals, Tasks and Measures (President Hartstein) VII. Reports from the Trustees VIII. Village Manager's Report A. Monthly Management Report - December 2006 IX. Special Business A. Recognition: Recognition of the Chicago Pioneers First female girls baseball team from the United States to capture an international tournament . (President Hartstein) B. Recognition: The Cook County Sheriff's Emegency Management Agency recognized the Village for our local Emergency Operations Plan . (President Hartstein) C. Presentation on Agenda: Special Olympics Contribution (President Hartstein) D. Public Hearing: FY 2007 Appropriation Ordinance-Buffalo Grove Golf Club and Arboretum Golf Course Funds (Trustee Kahn) X. Questions from the Audience Discussion on questions from the audience will be limited to 10 minutes. Presentations before the Village Board should be scheduled through the Village Manager 's Office five days prior to each meeting. Xl. Consent Agenda All items listed on the Consent Agenda , which are available in this room this evening , are considered to be routine by the Village Board and will be enacted by one motion . There will be no separate discussion of these items unless a Board member or citizen so requests, in which event, the item will be removed from the General Order of Business and considered after all other Regular Agenda items . (Attached). t XII. Ordinances and Resolutions A. Ordinance No. 2007 - , An Ordinance Establishing Appropriations for the Village of Buffalo Grove Golf Club and Arboretum Golf Course Funds for the Period January 1, 2007 Through December 31, 2007. (Trustee Kahn) B. Ordinance No. 2007- , An Ordinance Amending Chapter 5.20, Liquor Controls, Class E., Ju Mong Restaurant (President Hartstein) C. Resolution No. 2007- A Resolution Approving an Engineering Services Agreement for the Linden Avenue Lift Station Generator and Station Replacement . (Trustee Trilling) XIII. Old Business A Award of Bid-GPS System for Arboretum Golf Course Power Golf Cars (Trustee Kahn) XIV. New Business A. Appearance Review Team (ART) Recommendation: Prestige Auto Leasing, 88 Dundee Road - Modification of Exterior Building Elevations (Trustee Braiman) B. Authorization to Bid Digital Mobile Video System for Police Vehicles . (Trustee Rubin) C. Authorization to Waive Bids and Purchase Holmatro Rescue Tool (Jaws of Life). (Trustee Rubin) D. Approval of a Letter of Understanding for the Buffalo Grove Invitational Fine Art Festival, Buffalo Grove, Illinois. (Trustee Braiman) E. Plan Commission Referral: Buffalo Grove Park District Golf & Sports Center Dome, 801 McHenry Road - Request for extension of the special use in the Residential Estate District (Trustee Braiman) XV. Executive Session A. Sale or Lease of Real Estate XVI. Adjournment: Approximately 10:30 p.m. The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m. The Board, does, however, reserve the right to defer consideration of matters to another meeting should the discussion run past 10:30 p.m. 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 459-2518 to allow the Village to make reasonable accommodations for those persons. i Consent Agenda January 22, 2007 7:30 PM XI. Ordinances and Resolutions None New Business A. Panasonic Factory Solutions Company Permit Rider (Trustee Trilling) RECOMMENDATION: Approve by motion. SUMMARY: Agreement will authorize Panasonic Factory Solutions Company to utilize identified and approved Village right of way for the purposes of installing wireline communications systems to serve their business . B. Authorization to Bid - FY 2006-2007 Sanitary & Storm Sewer Televising Project (Trustee Trilling) RECOMMENDATION: Approve by motion. SUMMARY: Staff requests an authorization to bid the Village's FY 2006-2007 program for the televising of both the sanitary and storm sewer system.. Old Business None Meeting of the Village of Buffalo Grove Board of Trustees Regular Meeting January 22, 2007 7:30 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Approval of Minutes V. Approval of Warrant VI. Village President Report VII. Reports from the Trustees Vill. Village Manager's Report IX. Special Business X. Questions from the Audience Discussion on questions from the audience will be limited to 10 minutes. Presentations before the Village Board should be scheduled through the Village Manager's Office five days prior to each meeting. XI. Consent Agenda None XII. Ordinances and Resolutions XIII. Old Business XIV. New Business XV. Executive Session XVI. Adjournment: Approximately 10.30 p.m. The Village Board will make every effort to accommodate all items on the agenda by 10.30 p.m. The Board, does, however, reserve the right to defer consideration of matters to another meeting should the discussion run past 10.30 p.m. 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 459-2518 to allow the Village to make reasonable accommodations for those persons. Consent Agenda January 22, 2007 7:30 PM XI. Ordinances and Resolutions None New Business None Old Business None 11818 O1/08/2007 MINUTES OF THE RESCHEDULED REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,50 RAUPP BOULEVARD, BUFFALO GROVE,ILLINOIS ON MONDAY,JANUARY 8,2007 CALL TO ORDER President Hartstein called the meeting to order at 7:28 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Hartstein;Trustees Braiman, Glover,Berman,Kahn,Trilling and Rubin. Also present were: William Brimm,Village Manager;William Raysa,Village Attorney;Ghida Neukirch, Deputy Village Manager;Scott Anderson,Director of Finance;Art Malinowski,Human Resources Director; George Michal,Fire Inspector;Joseph Tenerelli,Village Treasurer. APPROVAL OF MINUTES Moved by Braiman,seconded by Berman,to approve the minutes of the December 18,2006 Regular Meeting. Upon roll,Trustees voted as follows: AYES: 5—Braiman,Glover,Berman,Kahn,Rubin NAYS: 0—None r ABSTAIN: 1 -Trilling Motion declared carried. WARRANT#1064 1 Mr.Tenerelli read Warrant#1064. Moved by Kahn,seconded by Trilling,to approve Warrant#1064 in the amount of$2,463,445.73,authorizing payment of bills listed. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. VILLAGE PRESIDENT'S REPORT President Hartstein took the opportunity to wish everyone in the community a healthy and happy new year. TRUSTEE REPORTS Trustee Rubin introduced Inspector Michal,who made a presentation with regard to the new Carbon Monoxide Detector law which went into effect on January 1,2007. The Fire Department will do an informational public E relations campaign throughout the Village to acquaint residents with the device,as well as the new law. The carbon monoxide detectors should be replaced every five years,and smoke detectors should be replaced every ten years. Trustee Glover clarified her comments at the last meeting regarding her reference to the Town Center as a disaster. Trustee Glover stated that reference was a mistake,and although the Town Center is not what was originally envisioned,it does serve a purpose for many residents of the area. The Village Clerk noted that candidates are now circulating petitions to secure a place on the ballot for the April 17,2007 Municipal Election. The positions that are open are Village President, Village Clerk,and three Trustee seats. 11819 01/08/2007 The Village Clerk noted that the next meeting for the 501h Anniversary Committee will be held on February 1, 2007. The Committee is asking residents for pictures of the Village throughout the years,as well as histories of the inceptions of religious institutions,schools,and civic organizations. VILLAGE MANAGER'S REPORT Mr.Malinowski presented an update on the steps that the Village is taking to prepare for a potential outbreak of the Avian Flu. For further information,Mr.Malinowski urged residents to contact the Buffalo Grove Health Department at 847-459-2530 or visit the Village website at vbg.org. GOLDEN BISON AWARD—CULVER'S President Hartstein reviewed the history of Culver's Restaurant,and their continual efforts to give back to the community. President Hartstein presented a Golden Bison plaque to Culver's owner,Kevin Weasler,commemorating Culver's 5`h anniversary and recognizing their numerous contributions to the Village. The Board and the audience offered their congratulations to Mr.Weasler. Mr.Weasler thanked the Village for this honor,and commented on the spirit of giving back shown in this community,and stated that they are very proud to be associated with Buffalo Grove. QUESTIONS FROM THE AUDIENCE President Hartstein asked if there were any questions from the.audience on items not on the agenda;there were none. CONSENT AGENDA President Hartstein explained the Consent Agenda,stating that any member of the audience or the Board could �.� request that an item be removed for full discussion;there were no such requests. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Moved by Trilling,seconded by Berman,to approve the Consent Agenda. ORDINANCE#2007-1—MUNICIPAL CODE Motion to amend Chapter 5.40 of the Village of Buffalo Grove Municipal Code(Hours of Operation Adjacent to Residential Areas). HIDDEN LAKES SUBDIVISION Motion to accept Warranty Deed and Authorization of Tax Agreement for Lot 20 in the Estates at Hidden Lakes Subdivision. Upon roll call,Trustees voted as follows on the Consent Agenda: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. RESOLUTION#2007-1—TRANSIT STATION AREA STUDY Mrs.Neukirch made a presentation regarding the proposed resolution,details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr.Boysen. Staff recommends that the Transit Area Station Study document which has been prepared over the past year be approved as a study rather than a part of the Comprehensive Plan. This study would then serve as a reference document as future development and redevelopment takes place surrounding the two train stations. 11820 01/08/2007 Moved by Braiman,seconded by Kahn,to pass Resolution#2007-1,a Village of Buffalo Grove,Illinois resolution accepting the Transit Station Area Study concerning the Buffalo Grove and Prairie View Metra Station areas,in accordance with the memorandum on the dais as well as the study itself. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None i Motion declared carried. LINDEN AVENUE LIFT STATION Mr.Brimm reviewed the proposed resolution. The Board had several questions regarding the proposal,and it was determined that it would be best to defer action until the next meeting. Moved by Braiman,seconded by Berman,to defer action on the resolution to approve an engineering services agreement for the Linden Avenue Lift Station Generator and Station Replacement until the next meeting. Upon roll call,Trustees voted as follows: AYES: 6—Braiman,Glover,Berman,Kahn,Trilling,Rubin NAYS: 0—None Motion declared carried. ADJOURNMENT Moved by Braiman,seconded by Kahn,to adjourn the meeting. Upon voice vote,the motion was declared carried,and the meeting was adjourned at 7:56P.M. . .; .;,., Janet M. 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PM ,LSIrI srIKnodddK SdMIIQNgdXH esqunu ::zasn 6TV :aF-ed an0-TO OTL-49ng 40 aBPTTTA L£:TT LO/8T/TO :94PQ Board Agenda Item Submittal VI-A Requested By: William H Brimm Entered By: William H Brimm Agenda Item Title: Buffalo Grove Days Committee Appointments-Calendar 2007 Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/17/2007 01/22/2007 Regular Agenda Finance&GS 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The following individuals are recommended for reappointment to the Buffalo Grove Days Committee for calendar year 2007: JV Springman, Chair Paulette Greenberg, Chair Steve Antman David Besser Ken Carothers Sandi Carothers Ed Conkle Barbara Czipo Karen Danenberg Ron Greco Lori Hackett Ron hackett Allan Hoffman Howard Hoffman Debra Jess Penni Jess Ron Jess Arlene Kozmzak Ken Lazar Betty Lou Manso Adam Moodhe Mary Moodhe Sanjay Nahar Hal Norman Rhonda Norman Dan Olbur Jim Pawlak Joan Pawlak Chuck Posmak Steve Schultz Pam Soracco Mury Sprung Joe Tenerelli Maureen Welborn Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: Board Agenda Item Submittal VI-B Requested By: William H Brimm Entered By: William H Brimm Agenda Item Title: Presentation of Calendar 2007 Goals,Tasks and Measures Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/15/2007 01/22/2007 0 Consent Agenda OVM Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The process of goal setting, the measuring of outputs for success and publicizing the progress toward the attainment of goals to the community is important in guiding the forward direction of the Village of Buffalo Grove at both the corporate as well as at the department/division level. The purpose of setting goals is to direct work priorities in a way that is specific and linked to organizational objectives as they are established from time to time. In addition,the consideration of meaningful,measurable and reportable Tasks and Measures are critical to Goal execution and accountability. When all employees of the Village become clear as to the top organizational goals and priorities, they can and will strive to attain what is necessary accountable in achieving those goals and priorities. Focus helps maintain the attention necessary to move the Village forward toward attainment of, and clarity in, organizational direction. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Diu goalsN.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: M AGE OF BUFFALO GROVE Fifty Raupp Blvd. Buffalo Grove,IL 60089-2100 Phone 847-459-2518 Fax 847-459-7906 2007 VILLAGE GOALS The process of goal setting, the measuring of outputs for success and publicizing the progress toward the attainment of goals to the community is important in guiding the forward direction of the Village of Buffalo Grove at both the corporate as well as at the department/division level. The purpose of setting goals is to direct work priorities in a way that is specific and linked to organizational objectives as they are established from time to time. For calendar 2007, the President and Board of Trustees propose that the following Village Goals be adopted so as to direct and focus the work efforts suggested: l. To guide land use and development and planning,the Village's 1998 Comprehensive Plan will be revised and published. 2. Advocate an economic development strategy that is both prepared and executed in compliance with the Village's Comprehensive Plan. 3. Develop and advocate an appropriate and fair housing policy in compliance with the objectives of the Comprehensive Plan. 4. Remain diligent to and advocate regional improvements of transportation systems and networks. 5. Continue all efforts to fully implement the Village's Communications Plan. 6. The annual budgets for both the Corporate Fund and Water & Sewer Fund will be presented for consideration with recurring revenue offsetting recurring expenditures and/or expenses. 7. Maintain and improve upon the public infrastructure necessary to support, in part,the objectives of the Village's Comprehensive Plan. 8. Continue our efforts to improve upon the general management effectiveness of Village departments and divisions by planning for succession and through the effective investment in human capital. VILLAGE OF BUFFALO GROVE Fifty Raupp Blvd. Buffalo Grove,IL 60089-2100 Phone 847-459-2518 Fax 847-459-7906 2007 VILLAGE GOALS TASKS&MEASURES The consideration of meaningful, measurable and reportable Tasks and Measures are critical to Goal execution and accountability. When all employees of the Village become clear as to the top organizational goals and priorities,they can and will strive to attain what is necessary accountable in achieving those goals and priorities. Focus helps maintain the attention necessary to move the Village forward toward attainment of,and clarity in, organizational direction. To guide land use and development policy and planning, the Village's Comprehensive Plan will be revised and published. • Work with Camiros and the Plan Commission to finalize the Transit Oriented Development Study for the Prairie View and Buffalo Grove Metra station areas. • Complete the analysis of existing conditions and trends in the Village; update Village land use inventory and analytic summaries of population,housing, economy and land use. • Evaluate transportation issues and recommendations concerning road improvements and other transit opportunities; map street system with proposed improvements as well as bike path system with recommended additions. • Develop recommendations concerning types of housing to be encouraged as well as update policies concerning affordable housing; complete projections of types of housing anticipate as well as possible units required to meet State affordable housing law. • Complete recommendations regarding land use for Village as well as for sub-areas being studied. Complete maps for all identified sub-areas as well as complete future land use map which includes recommendations necessary to meet State standards for an"official map". • Complete other Plan elements as specified by State Planning Act, which include but are not limited to, community facilities (public ownership), telecommunications infrastructure,economic development and natural resources. • Identification, for eventual implementation, of programs that include design guidelines/standards for Prairie View; recommendations concerning annexation of surrounding areas and other areas such as Buffalo Highlands, DunLo, portions of Horatio Gardens proximate to Weiland Road and Commerce Court; recommendations concerning zoning regulations and design standards to achieve high-quality development with minimal negative impact to existing use, the roadway network or existing natural features. • Complete the processes necessary to achieve both Plan Commission and Village Board approval of the Comprehensive Plan by March 31, 2007. • Finalize community goals and policies relative to the execution of the Comprehensive Plan. • As a component of administering the Comprehensive Plan, implement and execute the administration of quality development review processes. This would include, but not be limited to, the processing of petitions in an efficient and effective manner, balancing the needs of all parties to the process; the determination of revisions necessary to maintain the integrity of the Village's Appearance Plan; maintaining the integrity of the Village's Zoning Ordinance; and recommending an approach toward residential teardown. This process will be completed by June 30, 2007. • By March 31, 2007, complete the Integrated Management Team assignment on the review of "public" zoning districts or classifications, which will include a recommended approach for consideration by the Village Board. • By June 30, 2007, complete the process on the revision of the Village's process toward the"Petition for Concept and Preliminary Plan Review. Advocate an economic development strategy that is both developed and executed in compliance with the Village's Comprehensive Plan. • Annex and zone for commercial purposes 50-70 acres along the Milwaukee Avenue corridor. • Prepare a redevelopment program in cooperation with private developers and investors for the Industrial Drive area within the spirit of the Buffalo Grove/Lincolnshire boundary and planning agreement. • Work with Dundee Road property owners, in areas properly zoned, in order to expand our auto sales and leasing retail tax base. • Promote available commercial, industrial and other sites within the Village. • Support and encourage development within all business zoned districts for primarily sales tax generating purposes. • Conduct and monitor on-site visits with existing businesses to assess and improve the Village business climate. Develop and advocate an appropriate and fair housing policy in compliance with the objectives of the Comprehensive Plan. • Maintain zoning characteristics which will provide a full range of community housing options. • With new development opportunities,encourage that which increases property values and stimulates the creation of interesting neighborhoods. • Maintain compliance with state mandated affordable housing standards. Remain diligent to and advocate regional and area improvements of, transportation systems and networks. • Completion of the reconstruction Illinois Route 22(Half Day Road) from Milwaukee Avenue to Illinois Route 83 by June 30,2007. • Advocate, with both Cook and Lake County officials, a plan to improve the efficiency of the intersection of Lake Cook Road and Arlington Heights Road by October 1, 2007. • Seek to program an acceptable approach toward the improvements necessary to improve capacity along, and alignment of, the Weiland/Prairie Road corridor by March 31,2007. • In cooperation with Metra,continue to seek ways to modify the current North Central Service line schedule so as to make the service more convenient for commuters. • By March 1, 2007, implement a Corridor Quiet Zone along the Canadian National Railroad along its Buffalo Grove route. Continue all efforts to fully implement the Village's Communications Plan. • Present a contract to the Village Board for consideration for video services by March 31, 2007. • Explore opportunities to develop increased informative and desirable programming for BGTV. Present proposal for cable programming to Cable Committee by March 31,2007. • Provide recommendation regarding alternative video services, such as AT&T Lightspeed,by March 31,2007. • Present status regarding Village's approved governing policies for the Government Use Channel by September 1,2007. • Create Standard Operating Procedures for Village employees so department communications representatives can make updates to BGTV slides. • Create Standard Operating Procedures for Village employees so department communications representatives can make updates to Village's web site. Present the annual budgets for both the Corporate Fund and Water & Sewer Fund for consideration with recurring revenue offsetting recurring expenditures and/or expenses. • Effective January 1, 2008, the water consumption rate will be posted at a level that provides the necessary recurring revenue so that it offsets recurring operating expenses of the combined water&sewer utility system. • Effective January 1, 2008,the monthly charge for water utility debt service will equal the annual direct and indirect debt obligations of the combined water&sewer utility system. • Average property tax bill extension for Village under 10%of total extension for all public agency taxes levied. • Effective May 1, 2007, implement a franchise program for the collection of commercial solid waste in the community. • Effective May 1,2007, recommend and implement a multi-year renewal of the residential refuse collection contract. Maintain and improve upon the public infrastructure necessary to support, in part, the objectives of the Comprehensive Plan. • Complete the space needs analysis update for the Village's Public Service Center, with a final recommendation as to what level of improvements may be undertaken, by May 1, 2007. • Successful completion of the Village's local street improvement project by December 1, 2007. • During calendar 2007, continue to promote and seek funding for drainage improvements along the White Pine Ditch along with advocating an intergovernmental approach toward the programming of necessary watershed improvements along the Buffalo Grove which includes the Buffalo Creek Forest Preserve area. • During calendar 2007, continue to promote the Village's interests related to the Weiland/Prairie Road corridor which will include an intergovernmental approach in partnership with the Lake County Department of Transportation. Continue our efforts to improve upon the general management effectiveness of Village departments and divisions by planning for succession and through the effective investment in human capital. • The current evaluation of staffing level needs assessment for the next decade will be completed by May 1, 2007. • Based upon the evaluation of need and training, develop a published succession plan that meets the staffing needs of departments and divisions for all levels of employees within the organization by July 1,2007. • Develop and promote a focused, comprehensive recruiting plan to both attract and retain the best talent available by September 1,2007. • By May 1, 2007, evaluate the adequacy of resources for education, training and professional development of staff to support the Village's evolving mission. • Assess the effectiveness of the current pay-for-performance evaluation system and recommend any improvements deemed necessary. VIIZAGE OF BUFFALO GROVE Fifty Raupp Blvd. Buffalo Grove,IL 60089-2100 Fax 847-459-7906 MANAGEMENT REPORT William H.Brimm,CM Village Manager #300 847-459-2525 Third Quarter—December, 2006 l. Cash & Investment Portfolio - December, 2006 2. Real Estate Transfer Tax Activity—December, 2006 3. Sales Tax Collections—December, 2006 4. Golf Course Operating Statistics—December, 2006 5. Corporate Fund Revenue & Expense Analysis—December, 2006 6. Water Fund Revenue & Expense Analysis—December, 2006 7. Income Tax Proceeds—December, 2006 8. Public Safety Report A. Fire Department Activities— December, 2006 B. Police Department Activities - N/A 9. Public Works Monthly Activity—December, 2006 A. Monthly Pumping Report B. Central Garage Fleet Cost Detail C. Snow & Ice Summary 10. Community Development Report A. Compilation of Permit Activity—December, 2006 B. Certificates of Occupancy—December, 2006 C. Public Safety Activity Report—December, 2006 & Year End D. Public Utilities Construction Report—December, 2006 WILLIAM H. BRIMM Village Manager z OV O M Cl! w M O N M ll7 Lo O N w s3ulan03s O_ kansv3ai S n N OD O O N f� . 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U. ............. 7) 0 0 Q 0 Q Q C) C 0 0 0 0 0 0 0 C) 0 0 0 0 0 0 0 0 C) 0 0 0 VILLAGE OF BUFFALO GROVE 12/31/06 BUFFALO GROVE GOLF CLUB OPERATING STATISTICS THROUGH DECEMBER 31,2006 FISCAL PAID ROUNDS THRU PERCENT OF FINAL REVENUE FINAL EXPENSE EXPENSE PER YEAR ROUNDS SEPT30 ANNUALROUNDS REVENUE PER ROUND EXPENSE PER ROUND RND-OPERATING 1978 35,096 32,271 0,9195 341,798.00 9.74 338,437.00 9.64 7.11 1979 38.122 35,186 0.9230 386,243.00 10.13 360.100.00 9.45 T03 1980 39,076 35,938 0,9197 428,105.00 10.96 394,800.00 10.10 7.85 1981 41,846 38,486 0.9197 475,323.00 11.36 446,747.00 10.68 8.67 1982 44,217 40,392 0.9135 515,686.00 11.66 502,614.00 11.37 9.22 1983 44.798 41.429 0.9248 550,022.00 12.28 535,267.00 11.95 9Y6 1984 43,651 40,036 0.9172 623,882.00 14.29 573,588.00 13.14 10.24 1985 49,231 45,866 0.9316 667,638.00 13.56 620,488.00 12.60 10.15 1986 47,148 43,779 0.9285 691,839.00 14.67 626,068.00 13.28 10.83 1987 48,315 44.281 0.9165 761,359.00 15.76 781,452.00 16.17 12.29 1988 47,861 43,748 0.9141 809,857.00 16.92 842,208.00 17.60 14.08 1989 50,781 46,097 0.9078 954,771.00 18.80 951,289.00 18.73 15.19 1990 49,988 44,398 0.8882 950,456.00 19.01 1,031,744.00 20.64 15.18 1991 48,000 44.133 0.9194 1.030.200.00 21.46 1,020.280.00 21.26 16.01 1992 42,610 38,751 0.9094 973,811.00 22.85 1,010,906.00 23.72 20.12 1993 41,170 36,941 0.8973 999,652.00 24.28 1,077,153.00 26.16 23.78 1994 45.618 40.442 0.8865 1,211,322.00 26.55 1,190,571.00 26.10 24.11 1995 41,624 38,010 0.9132 1,169.438.00 28.10 1,187,062.00 28.52 24.58 1996 39,079 35,577 0.9104 1,162,099.00 29.74 1,242,660.00 31.80 29.66 1997 44,391 40,802 0.9192 1,349,932.00 30.41 1,282,152.00 28.88 27.64 1998 46,283 41,211 0.8904 1,412,486.00 30.52 1,377,727.00 29.77 28.12 1999 42.822 37.219 0.8692 1.389,089.00 32.44 1,459,020.00 34.07 30.57 2000 43422 39,019 0,8986 1,440,685.22 33.18 1,404,862.97 32.35 28.90 2001 40.599 36.259 0.8931 1,431,896.48 35.27 1,388,345.84 34.20 30.48 2002 41.165 36.853 0.8963 1,347,522.00 32.73 1,419.105.00 34.47 28.62 2003 38,764 34,883 0.8999 1,309,200.00 33.77 1,293,086.00 33.36 27.14 2004 39,013 35,307 0.9050 1,300,573.00 33.34 1.298,540.00 33.28 30.44 2005 40,326 36.408 0.9028 1.338,857.00 33.20 1,325,090.00 32.86 30.11 2006 37,084 33,241 0,8964 1,218,866.67 32.87 1,331,644.35 35.91 33.98 TOTAL 1,252,100 1,136,963 0.9080 28,242,608.37 22.56 28,313,007.16 22.61 20.01 2006 ROUND/INCOME BREAKDOWN: GREENS NUMBER REVENUE PERCENTTO FEE ROUNDS TOTAL 38.00 3,923 149,074.00 10.58% FY 2006 COMPARISON AT DEC 31: 2006 2005 32.00 1,340 42,880.00 3,61% 28,00 2,336 65,408.00 6.30%RESIDENT PAID ROUNDS 37.084 40,287 28,00 2,493 69,804.00 6.72% PERCENTAGE CHANGE-2005 -7,95% 25,00 816 20,400.00 2.20%RESIDENT 24.00 486 11,664.00 1.31% REVENUE 1,218,867 1,338,857 23.00 1,444 33,212.00 3.89% %BUDGET REALIZED 88.88% 102.00% 22.00 259 5,698.00 0.70%RESIDENT 22.00 1,041 22,902.00 2.81% REVENUE PER ROUND 32.87 33.23 21.00 1,552 32,592.00 4.19%RESIDENT PERCENTAGE CHANGE-2005 -8.96% 20.00 86 1,720.00 0.23%RESIDENT 19.00 382 7,258.00 1.03%RESIDENT EXPENSE 1,331,644 1.325,090 18.00 140 2,520.00 0.38% %BUDGET REALIZED 100.24% 87.95% 18.00 748 13,464.00 2.02%RESIDENT 17.00 1,116 18,972.00 3.01%RESIDENT EXPENSE PER ROUND 35.91 32.86 17.00 5,612 95,404,00 15.13% PERCENTAGE CHANGE-2005 0.49% 14.50 2,553 37,018.50 6.88% 13.00 2,833 36,829.00 7.64%RESIDENT 12.50 1.201 15,012.50 3,24% 11.50 2,274 26,151.00 6.13%RESIDENT 10.00 328 3,280.00 0.88% WEATHER CONDITIONS(AT LEAST PART OF DAY-SINCE 04/06): 8.50 2,126 18,071.00 5.73%RESIDENT TYPE MONTH TO-DATE PRIOR YEAR 8.00 365 2,920.00 0.98%RESIDENT RAIN 3 47 32 OPEN 1,630 25,805,05 4A0% CLOSED 0 4 0 TOTAL 37,084 758,059.05 100.00% NO-CARTS 0 0 0 HS 1,116 TOTAL DAYS 30 274 274 FIRST SNOW: AVERAGE GREENS FEES/PAID ROUND: 20,44 RESIDENT ROUNDS 14,893 40.16% NON-RESIDENT ROUNDS 20,561 55.44% OPEN ROUNDS 1,630 4,40% ROUNDS %ALL ROUNDS MEMBERSHIPS AVG/ROUND MEMBER ROUNDS 10,703 21.65% 86,037.02 8.04 COMPED ROUNDS 534 1.08% TOTAL ROLRM PLAYED 49,437 VILLAGE OF BUFFALO GROVE 12/31/06 ARBORETUM GOLF COURSE OPERATING STATISTICS THROUGH DECEMBER 31,2006 FISCAL PAID ROUNDS THRU PERCENT OF FINAL REVENUE FINAL EXPENSE EXPENSE PER YEAR ROUNDS SEPT 30 ANNUAL ROUNDS REVENUE(1) PER ROUND EXPENSE(2) _ PER ROUND RNO-OPERATING 1990 16,486 14.697 0.8915 816,665.00 49.54 882,836.00 53.55 32.05 1991 24,389 22,692 0.9304 770,431.00 31.59 1,105,930.00 45.35 30.85 1992 24,311 22,399 0.9214 854,941.00 35.17 1,170,499.00 48A5 33.61 1993 25,569 23,283 0.9106 923,276.00 36.11 1,245,315.00 48.70 34.80 1994 26.713 24.362 0.9120 1,019,536.00 38.17 1,346.782.00 50.42 38.96 1995 24,885 22,808 0.9165 981,915.00 39.46 1,289,942.00 51.84 39.57 1996 27,907 25,537 0,9151 1,106,497.00 39.65 1,356,953.00 48.62 39.55 1997 29,090 26,462 0.9097 1,176,298.00 40.44 1,402,406.00 48.21 38.32 1998 28,516 25,581 0.8971 1,182,136.00 41.46 1.507,525.00 52.87 39.01 1999 26,955 23,890 0.8863 1,154,283.00 42.82 1,542,510.00 57.23 42.50 2000 26,722 24,177 0.9048 1,120,590.01 41.94 1,420,418.79 53.16 38.40 2001 21.795 20,451 0.9383 973,716.36 44.68 1,271,916.44 58.36 40.03 2002 22,152 20,076 0.9063 859,505.00 38.80 1,488,034.00 67.17 49.65 2003 23,477 21,664 0.9228 1,245,492.00 53.05 1.641,433.00 69.92 53.38 2004 21,262 19,581 0.9209 1,328,899.00 62.50 1,704,152.00 80.15 62.45 2005 21,611 19,589 0.9064 1,266,268.00 58.59 1,641,318.00 75.95 60.02 2006 23,594 20,820 0.8824 1,101,458.24 46.68 1.688,144.61 71.55 64.33 TOTAL 415,434 378,069 0.9101 17.881,906.61 43.04 23,706,114.84 57.06 62.68 (2)INCLUDES PRINCIPAL AND INTEREST DEBT SERVICE 2006 ROUND/INCOME BREAKDOWN. GREENS NUMBER REVENUE PERCENTTO FEE ROUNDS TOTAL 58.00 1,975 114,550.00 8.37% FY 2006 COMPARISON AT DEC 31: 2006 2005 48.00 195 9,360.00 0,83% 47,00 770 36,190.00 3.26% PAID ROUNDS 23,594 21,611 45.00 2,266 101.970,00 9.60%RESIDENT PERCENTAGE CHANGE-2005 9.18% 38.00 144 5,472.00 0.61%RESIDENT 36.00 275 9,900.00 1.17% REVENUE 1,101,458 1,266,268 35.00 213 7,455.00 0.90% %BUDGET REALIZED 83,38% 89.21% 34.00 547 18,598.00 2.32%RESIDENT REVENUE PER ROUND 46.68 58.59 35.00 391 13,685.00 1.66% PERCENTAGE CHANGE-2005 -13.02% 29.00 401 11,629.00 1.70% 27,00 170 4,590.00 0.72% EXPENSE 1.688,145 1,641,318 26.00 227 5,902.00 0.96%RESIDENT %BUDGET REALIZED 111.11% 112.13% 26.00 554 14,404.00 2.35% EXPENSE PER ROUND 71.55 75.95 25.00 490 12,250.00 2.08% PERCENTAGE CHANGE-2005 2.77% 25.00 512 12,800.00 2.17% 24.00 117 2,808,00 0,50% 23.50 694 16,309.00 2.94% 22.00 1,934 42,548.00 8.20%RESIDENT 20.00 113 2,260.00 0.48% WEATHER CONDITIONS(AT LEAST SOME OF DAY-SINCE 04/01): 20,00 185 3,700.00 0.78%RESIDENT TYPE MONTH TO-DATE PRIOR YEAR 19.50 443 8,638.50 1.88%RESIDENT RAIN 3 47 32 19,00 484 9,196.00 2.05%RESIDENT CLOSED 0 2 0 18.00 298 5,364.00 1.26% NO-CARTS 0 0 0 17.00 283 4,811.00 1,20%RESIDENT TOTAL DAYS 30 274 274 16,00 100 1,600.00 0.42%RESIDENT FIRST SNOW: 10/12/2006 15.00 624 9,360.00 2.64% 15.00 66 990.00 0.28%RESIDENT 13,00 446 5,798.00 1.89%RESIDENT 12.00 990 11,880.00 4.20%RESIDENT VALUE PASS 4,234 92,826.50 17.95% OPEN 3,453 126,088.60 14.64% TOTAL 23,594 722,932.60 100.00% HS 463 2719 AVERAGE GREENS FEES/PAID ROUND: 30.64 RESIDENT ROUNDS 8,115 34.39% NON-RESIDENT ROUNDS 7,792 33.03% OPEN ROUNDS 7,687 32,58% ROUNDS %ALL ROUNDS MEMBERSHIPS AVG/ROUND MEMBER ROUNDS 1,632 6.05% 37,284.00 22.85 COMPED/COUPON ROUNDS 1,308 4.84% TOTAL PLAY 25.997 (1)DOES NOT INCLUDE PROPERTY TAX EXTENSION OR OPERATING TRANSFER REVENUE OF: 1991 181,068 1995 125,620 1999 233,342 2003 1,199,078 1992 152,355 1996 619.736 2000 240,598 2004 257.874 1993 149,885 1997 133,497 2001 457,901 2005 405,262 1994 157,001 1998 204,047 2002 468,093 2006 179,682 (O r $ A 01O -O) (-D t-D o 0 O O �t J Cl) N 00 vU� r O il co M O O v O Fb++ f0 N M O O O M O O O 06 Cl) M F � O O o0DN tto N O N N N N (O N CD O (D v lU N O O N 0) r y v qQ; W v 0 t0 O o C (O N 01 O O 0) 0) O M r N O O v to O N " N — m �_ O N Z O O Lo � N O N r Lo co O N t0 N O O N M O W F +. 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Q Q 0 0 a Q CD 0 co la IV m N �V Z W Z O > WLLJ � C7 � CL OQcqo Q W J N � LL0Q = wv O - � F- �o 6- ti� �d �d 00000o tid 00000 �d'MN� a m _ C a 0 U Y m � m c Z W C0 x c q @ O U � p x Q o m Q co C J � cl N J w Q V 3 uj 0 LL uj LL Q w G O > WW N Ova. `� � W >- C� 0 O o U J H W T 3 ' � p U. LL 0 U U oa U) U) W a� 0 0 U O O O O O O O LO O LO Ys� ioo W ��.i o Q %�o w c o � � CN W �o W o,� 6- Ovm W O � s LL m 9c� s �o �s s� �o. C�crN000c�-N s w L w ■ s� VOJ 10 G W Z to % > W cYf (D vON � am °ti ell L- W W6- m UQCN �'o� s o� 0000000 N0O0C0d' N PUBLIC WORKS DEPARTMENT OPERATIONS DIVISION December-06 WATER PUMPAGE REPORT (month) TOTAL THIS PERIOD FISCAL YEAR TO DATE LOCATION CURRENT LAST YEAR CURRENT LAST YEAR Well/Pumping Station#1 345 So.Arlington Heights Rd. Well Pumpage(mil.gal.) 0.000 0.000 0.000 0.000 Lake Water Pumpage(mil.gal.) 15.636 10.943 108.677 95.998 TOTAL PUMPAGE 15.636 10.943 108.677 95.998 Well/Pumping Station#2 525 No.Arlington Heights Rd. Well Pumpage(mil.gal.) 0.000 0.000 0.000 0.000 Lake Water Pumpage(mil.gal.) 52.015 35.362 419.109 407.150 TOTAL PUMPAGE(mil.gal.) 52.015 35.362 419.109 407.150 Well/Pumping Station#6 120 Horatio Blvd. Well Pumpage(mil.gal.) 0.000 0.000 0.000 0.000 Lake Water Pumpage(mil.gal.) 48.194 44.334 277.044 345.705 TOTAL PUMPAGE(mil.gal.) 48.194 44.334 277.044 345.705 Pumping Station#7 401 LaSallle Ln. Lake Water Pumpage(mil.gal.) 12.093 32.396 403.956 517.072 TOTAL PUMPAGE(mil.gal.) 12.093 32.396 403.956 517.072 Total Well Pumpage(mil.gal.) 0.000 0.000 0.000 0.000 Total Lake Water Pumpage(mil.gal.) 127.938 123.035 1208.786 1365.925 TOTAL GALLONS PUMPED(mil.gal.) 127.938 123.035 1208.786 1365.925 AVERAGE DAILY USAGE(mgd) 4.127 3.969 4.934 5.575 Comments L Submitted by: 1 4e Wa r SVction YJpervisor Reviewed by: Superintendent ublic Works Utilities K:/water/report/monthy/pumpage 2006-2007 VILLAGE OF BUFFALO GROVE OPERATIONS DIVISION WATER AND SEWER SECTION December-06 WATER DAILY PUMPAGE SUMMARY LOG (mgd) Date Southwest Northwest South North DAILY RAIN Well#1 Well#2 Well#6 Res.#7 TOTAL GAUGE 12/01/06 0.485 1.666 1.455 1.144 4.750 0.00 12/02/06 0.488 1.655 1.442 0.301 3.886 0.02 12/03/06 0.494 1.692 1.653 0.278 4.117 0.00 12/04/06 0.499 1.678 1.469 1.007 4.653 0.00 12/05/06 0.497 1.669 1.394 0.613 4.173 0.00 12/06/06 0.465 1.698 1.530 0.802 4.495 0.02 12/07/06 0.466 1.705 1.557 0.074 3.802 0.00 12/08/06 0.500 1.675 1.407 0.583 4.165 0.00 12/09/06 0.503 1.684 1.528 0.526 4.241 0.00 12/10/06 0.502 1.673 1.627 0.213 4.015 0.00 12/11/06 0.501 1.661 1.537 0.498 4.197 0.04 12/12/06 0.495 1.627 1.412 0.104 3.638 0.01 12/13/06 0.505 1.674 1.579 0.247 4.005 0.00 12/14/06 0.502 1.651 1.450 0.067 3.670 0.01 12/15/06 0.494 1.624 1.452 0.035 3.605 0.00 12/16/06 0.502 1.652 1.606 0.590 4.350 0.00 12/17/06 0.500 1.609 1.539 0.369 4.017 0.01 12/18/06 0.509 1.665 1.689 0.555 4.418 0.00 12/19/06 0.516 1.684 1.669 0.470 4.339 0.00 12/20/06 0.511 1.676 1.571 0.280 4.038 0.17 12/21/06 0.512 1.696 1.554 0.352 4.114 0.51 12/22/06 0.510 1.700 1.515 0.790 4.515 0.92 12/23/06 0.520 1.729 1.651 0.111 4.011 0.00 12/24/06 0.520 1.686 1.565 0.273 4.044 0.00 12/25/06 0.516 1.662 1.516 0.501 4.195 0.00 12/26/06 0.517 1.689 1.636 0.047 3.889 0.00 12/27/06 0.527 1.691 1.681 0.034 3.933 0.00 12/28/06 0.519 1.680 1.632 0.043 3.874 0.00 12/29/06 0.518 1.707 1.602 0.502 4.329 0.00 12/30/06 0.522 1.721 1.615 0.102 3.960 0.00 12/31/06 0.521 1.736 1.661 0.582 4.500 0.28 TOTAL 15.6361 52.015 48.194 12.093 127.938 1.99 Village of Buffalo Grove Public Works Department December 2006 Central Garage Section Fleet Cost Detail This Fiscal Year This Fiscal Year Last Fiscal Year Last Fiscal Year Current Period Year-To-Date Current Period Year-To-Date Usage-Miles/Hours 79,844.0 737,366.0 82,181.0 692,858.0 Fuel-Gasoline Gallons 6,246.8 55,989.9 6,366.0 50,997.3 Fuel-Diesel Gallons 4,315.4 35,280.4 4,723.4 32,103.2 Fuel Usage-MPG/MPH 7.6 8.1 7.4 8.3 En-Oil-Usage/Qt. 0.0 0.0 0.0 0.0 2nd-Oil-Usage/Qt. 0.0 0.0 0.0 0.0 Road Calls 1.0 15.0 0.0 7.0 #Repairs 721.0 5,122.0 484.0 4,964.0 Shop Hours 591.5 4,871.3 556.8 5,260.5 Down Hours 3,049.3 28,423.8 2,384.0 24,494.5 Cost /Mile Cost /Mile Cost /Mile Cost /Mile 4211 -Gasoline 11,995.47 0.150 114,149.8 0.155 11,927.6 0.077 96,545.6 0.077 4212-Diesel 9,493.88 0.119 72,900.7 0.099 10,471.0 0.047 64,500.3 0.047 4215-Add Eng-Oil 0.00 0.000 0.00 0.000 0.00 0.000 0.0 0.000 4215-Add 2nd-Oil 0.00 0.000 0.00 0.000 0.00 0.000 0.0 0.000 4213-Shop Parts 11,687.81 0.146 68,901.9 0.093 6,590.6 0.071 58,475.4 0.071 4214-Shop Labor 26,044.29 0.326 224,307.3 0.304 37,457.6 0.175 267,069.6 0.175 4218-Outside Repair 21,182.28 0.265 47,919.5 0.065 1,880.4 0.357 42,342.7 0.357 TOTAL 80,403.73 1.007 528,179.15 0.716 68,327.23 0.831 528,933.60 0.763 Submitted by: ;E�2/ Fleet Manager - Reviewed by: �' Sup intendent Publ' Works Operations g:\common\garage\reports\monthly\monend06 r w �? m r v m m v m N a U NO w moo o of v U p o m m U n e m v F W Q y <~ Q N a a �z O 00 mcn o uwio�0000 m mON �p o 00af H ry o�000 of 0 NO N m O n N N O U N N g U M N N a f n O al Wm.....0 o I o 0O M r d0 cn o o N o000000 0 0 o e of o000000l o N0 NO S S O (n O OI O W 00 0 OOOO O m _ O Of h o 7 0 0 0 0 h d M M :D w M M 2 S g m o vl 00 o N0 0 0 o I N N D W OS m m m O G (� 00 0 0 0 0 0 01 w0 O O WS N Z �!j •- e- _J> O N W S o «> N 0 a a 0�5 0 oo m N -� O w r w m 0 0 0 0 �O m 0 00 O N o w O 0 o oI N O N N m N N g0 M g 00 a y a acn nN couri.m 0000 of m 5N QQ m aF' ci� 0000 a d0 mQ �0 N w 0 00 v W U 0 0 N o N N o 0 o O O O U W N d 0 m N 0 0 0 0 N 0 d w N Q N O 1'1 N N N U N N O oo m �coiro o o oO o Mp?oo 0 o r a W Q ^ W N Q Q 11 O O O O� O O W O co . 00 OOO O 0 C 0 m .00.o 0 o O N 0 n O S S O O m O N cn O O m N 0 0 0 OI N � N w N O O O O O o p D0 au) 0 0 oo00So0o �o G �j m R N O O O 0.1 N N N w0 of0 m O o00 N O J 0 0 0 0 O O O O UJ nr o ui Lo 0 o c U Ca9 N O Q Q N O d O U(7 v Q 00 0 00000001 0 �z m� ¢Z ci 0000 oyf N O N 0 p0 Q N N n Ur o Mw 0 0 0 0 OI N (n m _Z Nm p _J Z 0. 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M N CO M I� M N m Q U N M N �- N N M N V M F- Y U W z M N d Q (D O . aO0 N M U LL' M O N DdN 0 LLJ ' O O OOOmD p m Z) LL O O O M w LL U (np LLLL C6 0 d 0 N 2 ~ LL J Q Z, 7 2 LL �z �z p O 0 O g ¢w o o o o O O O o Ln ¢z d o 0 0 0 0 o O o 0 o d�o M o W� (oo90009� M Wp ��n o 0 oco(o �n LL z y F- M O O O M(D M ¢ co >- ai o o ui of o ui ao > Y 0> NvrMi.� rnLqmr �Q mm m O otDi�00 a Q ¢ w 0 w N M M M M M M 0� r N M M a 0 z LL' M la d N U U N O LL' N m 0 0 0 O M O O N 0 0 00 0 w In M N Cl) d N M W r N Z U Z ~ m N w— Q 7 W in J 2O Z Z UZ 0 W 0 Z O a6 O p m J w z 05 �Q2 (D Hm cli aZp U) � O io m zJ r Wp u 0 z0 O O OOO Z NrO O O O O O O0 CD OOO M D OD O N M U W z z w Wmvvmo � o o co w i m U1 N �� > �(�pLLZ < N '6 � co mcom , co 0 > a (am u 4 d O - F- �t-ZZ M Q f�n N O aD d F-Q O N O N M tMa ¢J O N O NifiM d J O U r 0 M O Q N M 3 U W w 7 z 0 'A p> >F� WF-m¢ W O d m O N M OD F w n 0 0 I�N'O^ O m a m N r y Q Z U(n(n J Q m 7 7 N V (Oa 0 Q CO �- m d O w F- z 0~FQ' M x D w Z UJ >-7 >-O W}m W J W z z pX(n o¢a-z Ow w 000O0OO(n o Oo z m oodoM0000� oo d w(7W �z¢uj D O O O O h O 0 o N O I� Cl) Cl) O O M m 0 O (L w Z N O O O M O O(a d �=N 0 O N M N O h M I�O w�J U W > 2 w d O m(D O N d f� 2�' CD r, O N O N N w Q Q z O z p z> a0 N(V N r �- N U m F- cO, N e- n N M O O rn (..1 F- }W Ow O¢ UULU Z J W(n W > Z F O O w 2 G d' ' la W N F- W~ ~ Z w N M M N M M OD Z W M N I� }(n W z(n of 0 N w OD W Co J Z of W W W Y K x� w� Q�a' O QFS-� W Z) K F-W U J Q co Uz UZ ZKm F-W UOa LLI U 0 (D0 w>-W d ULLIW N U (n0¢Q EL Z �¢O O - Z zFa o z0 �_ Z LLX¢ w�(n0 HN°OU>F- to O uto) LU O n z U U N O p U CO wW Q O ON w �Z ZQo (nLL w <0 W o o z0 J ��(� � wa j woF-00� < � a O w00- wU)a5 J�o LLz F-w w (nO�z�Zw�] o w W U� a.z m ma°' uDpwaw wo > ~�m�ZoOZo aawU w Qow QowU IL LLF W W w W F"0 Om zw}_J}=(��0 wn p0m w �Q0 CO OO— N nWw wwwW w }}J�Jm02 W Zp Wwm U Z W ZM wa Hz� w w W LL J ❑_� CO F- Q JJ�¢�JJm 2�000�d F- _�Z LL' w Q.— W�O LL W waQ wp(nz (n 0¢ d ~ 22LLLLI¢LQQJJ-�� Z� (nOZ O�Z� �QN 0 ()ZUZ W F-Q.Z W N O V' O IQLLL W J W UUQQ�W W O W w W F-O W O O W J ID Z z R� lL �O z J LL J x x w w m w x z(n a Q'U Z (n K U Z(n -o y EX<x w� J o~ wwa�awwF F ww���j w a�N w ��UU ZQZ 22 F- N2' OOJ JF U)j UU W W J Q fn www W(wj W J W O} } 5JJ W_J F- 0 }W 7 w Zz:=D0000 LL22m F- w2ZS R2p2(n DULL F- COS.W�a000 F- LL} (� a (n(nf��OUOUZZOOOOa LLO O a0¢OLL BUILDING AND ZONING DEPARTMENT RECONCILIATION OF MONTHLY ACTIVITY DECEMBER,2006 PER B&Z PER FINANCE MONTHLY YEAR-TO-DATE REPORT SHEET REPORT ADJUST TOTAL TOTAL BUDGET %OF TOTAL BUILDING FEES $ 18,345.00 $ 18,345.00 PLUMBING FEES 2,255,00 $ 45.00 $ 2,300,00 ELECTRICAL FEES 2,350.00 2,350.00 MECHANICAL FEES 590.00 590.00 PLAN REVIEW FEES 5,063,75 5,063.75 ANNEXATION FEES 700.00 700.00 OTHER FEES 3,296.05 3,296.05 TOTAL $ 32,599,80 $ 45.00 $32,644.80 TOTAL $32,644.80 Note-$45 00 plumbing fee received however permit has not been issued FUND 210 1131 -DEVELOPER FEES $ 3,995.00 $ 3,995.00 $ 327,763.00 $275,000.00 119.19% 1133-CONTRACTOR REGISTRATION FEES 800.00 800.00 2,810.00 $ 5,000,00 56.20% 1134-PLAN REVIEW FEES 4,863.75 4,863.75 28,834.00 $ 30,000.00 96.11% 1135-FILING FEES 150.00 150.00 1,975.00 $ 2,500.00 79.00% 1136-ANNEXATION FEES 700.00 700.00 6,100.00 $ 15,000,00 40.67% 1137-BUILDING FEES 15,360.00 15,360.00 102,033.00 $125,000.00 81.63% 1138-PLUMBING FEES 1,875.00 1,875.00 20,166.00 $ 20,000.00 100,83% 1139-ELECTRICAL FEES 2,040.00 2,040.00 22,840.00 $ 20,000.00 114,20% 1140-MECHANICAL FEES 515.00 515.00 7,246.75 $ 10,000.00 72.47% 1141 -SIGN INSPECTION FEES 396.05 396.05 1,924.63 $ 5,000,00 38 49% 1142-ELEVATOR FEES 600.00 600.00 13,450.00 $ 20,000.00 67.25% 1144-OTHER FEES 1,350,00 $ 1,350.00 27,866.76 $ 40,000.00 69.67% TOTAL $ 32,644.80 $ $ 32,644.80 $ 563,009.14 $567,500,00 99.21% a W (n o 0 0 o cO 0 O o o o00 U N N N N N W •- - - H a 0 a� U V) m � c z CD m ` cu c O d a� � 'c J U U c LLIcB �? > c `o E a� Fc- Q u 0 LO En o O c N U W v Lcu - ca 14 m a J o a LO � N LO to N a (3) 3 0 O J 4- U O vi z a> v a �= a D = U U aL a O CD c-U co to to Q) L) 0 0 0 co coch O o L a N N W N T- (n L O O � N O O Q w c O U U = ccu (� m = U c cc 'a J U. 2 W o W W U c a � c W _ m a> a) CD W C9 a) W W a Z .a d cn cn Ua z QMm U d w cn LO N � O CDOO ONO .- NMN O r- 117 M M c- CA LO c- (D N � U 00 H U w d U) Z Cp � 04 CD N Ln 0) O � � O O N O N O Cl) FjO � � LO N co U w (� O 0) t O — Il- O N CD 00 N O I� 00 LO 'It M In LO fl- qt Cl) qT N N N ih N OD N O Z O `-' N LO (n Z of N ONO U) w w Om Z � U w > a 00 O LO 00 (D CO O N CD O co CA I- It M (O F- U) 'o 00 LO Cl (A � M N 'a• 00 C) N M LO N mC) Z O — — N (D I,- Q N LL O zL WU) LO NMfl- CD •- O � 'tInN 0 M Ih 00 N t� �- U N N Q m Wa W 0 � �•- (DNN (n (Dfl- 00 COON 00 co Cp M m O .-- O O N N CU w 0 @ J Q z c m a N C w �- Un 0 Z c c c �, 0 - N F- H N O L) C 0 �' E 7 CD O a) 0 0 0 0 C O C O +`.� a C 0 J c a .2 O O � a a) c c . - m a) (n0c00 E Co -0 � O c U a CL a: x E L o Z (o 0- U > a O c (n c L 0 Z O c 0. O 0 0 L) (u C (UO -00 0 N C O Q E c J > c c ,e CD coZ Z Z 2 0 c 0) o O 0) Z O a� (u 0 o (u rn> .S LL aci (u .Z - 0 mC~j W O � �u cTi Cu Uc4U) U) U) a 3 o c c cm a � �e c aD LL Q cD m m m .� c T o o E ao 00 c •E o 0) o h o CD Q O > o W CD m� °� m o $ $ $ o ° m (u m o 3 (D E C) a� � I- CD w a cs c a) (n 2)yOLLLLLLLLUa. � Uw >020U) W Y uciU ` W U c 7 E U U N 'C d C c N Co i i i i i i i i i i i i i N 0 0)cu C WLL- w Z o 7 ? (D c o 0 0 .m E (U >O :_. Da 0) 0 � Qw Uinaw2LLNaLLU) W 2 > UU) ? Z> U) m 02 0 Q J w L n. m U c wZ) w O 00- 0 2 O fl- m 00 M w 't 00 I- O O N LO CO It O 'IT It N (M N N N ~ O N .- LO N LO O C) O O N U W 0 Z_ F- Z0 C') f- CMCM O I-- CM O(000 CM CA 0 0 LO0000 Od qtd' (Y) CM u> C'M Imo — "tr- In NOtSu O N N Ur O Z _ N > U J f- W D U 0 cm Q LL z � a Q WU) F- U_ O' _I Q m C W a C7 _U Z J c co ° O Z n a) d c i° c d o CD a) O Co ,o w o (A v -o F- o io CD � (" � (cva) -0 - ° w cE -i > m W U U U U o o Z o c � F- 2 U U ° m U W a� U Co c co �Qo J c cw ° a)o , aoi U(D a- N00 w2T- - cf) NCLm65 LIL CD Z LU N W Q W F U - m o U a m LLI U c — � d 0 � DEPARTMENT OF BUILDING AND ZONING PUBLIC SAFETY ACTIVITY REPORT 2006 INSPECTIONS REINSPECTIONS INSPECTIONS Concrete Work 1316 216 Structural 1159 346 Plumbing 1620 110 Electrical 1328 291 Mechanical 754 122 Final 1227 495 Zoning 76 9 Property Maintenance 2144 2386 Fences 882 752 Signs 340 396 Emergency Inspections 4 0 Health - Day Care Center/Home 37 - Food Service 460 137 - Food Service Construction 66 - Food Store 22 - Food Service Pre-opening 74 - Complaint Inspections 854 - Property Maintenance Insp. 917 - Microwave 84 - Carbon Monoxide (Commercial) 93 - Radon 43 -Vending Machines Licenses 176 - Mobile Vendor Licenses 75 - Swimming Pool Inspections 193 -Temp Foodservice Permits 63 - Emergency Inspections 7 Total Health 3164 Work Stopped/No Permit 110 33 Citizen Inquiry 592 1685 Spot Checking -All Categories" 1851 898 Illegal Signs Removed 8096 9 TOTAL 27827 7669 "Non-requested Inspections To: Edward Schar Building Commissioner From: Brian P. Sheehan, R.S. Health Officer Date: January 1, 2007 Subject: Health Department Activity Report for the Month of December. Day Care Center/Day Care Home 1 Food Service Inspections 36 Food Service Re-inspections 9 Food Service Construction Inspections 2 Foodstore Inspections 2 Food Service Pre-opening Inspections 5 Plan Reviews 22 Complaint Inspections & Follow-up 56 Property Maintenance Inspections 67 Microwave Inspections 8 Carbon Monoxide (Commercial/Residential) 11 Radon Kit Installation & Follow-up 3 Vending Machine License Inspections 9 Mobile Vendor Licenses/Inspections 2 Swimming Pool/Spa Inspections/Re-inspections 1 Temporary Foodservice Inspections/Reinspections 0 Emergency Inspections & Re-inspections 0 Assistance to Public 219 Meetings &Training: IRMA Board of Directors Meeting 12-13-2006 NIU Civics Leadership Academy 12-14-2006 Board of Health Meeting 12-21-2006 cc: Board of Health DEPARTMENT OF BUILDING AND ZONING PUBLIC SAFETY ACTIVITY REPORT DECEMBER, 2006 IV. LITIGATION: Please see attachments V. CODE CONFERENCES: December 4, 2006—Prestige Leasing, 88 E. Dundee Road—Leon Bilis December 15, 2006 —Buffalo Grove Park District, 801 McHenry Road December 19, 2006— 1080 Johnson Drive, Proposed Dance Studio—Debbie Kramer VI. PROPERTY MANAGEMENT: BUFFALO COURT: No action required. BUFFALO GROVE SHOPPES: No action required. CAMBRIDGE COMMONS: No action required. CAMBRIDGE WEST: Several illegally placed signs were removed. CHASE PLAZA: Several illegally placed signs were removed. COUNTRY COURT: No action required. CREEKSIDE COMMONS: No action required. DUNDEE POINT: No action required. DUNELL CENTER: No action required. THE GROVE: Several illegally placed signs were removed. GROVE COURT: No action required. GROVE POINT PLAZA: No action required HIGHLAND OAKS: No action required. PLAZA (THE): Several illegally placed signs were removed. PLAZA VERDE: Several illegally placed signs were removed. THE SHOPS AT APTAKISIC CREEK: No action required. SPOERLEIN COMMONS: No action required. STRATHMORE SHOPPING CENTER: Dumpster enclosures in disrepair. Management notified to repair area. Handicap parking spaces are not properly striped. Management notified to have the lot properly striped. STRATHMORE SQUARE: Several illegally placed signs were removed. TOWN CENTER: Several illegally placed signs removed. VILLAGE PLAZA: No action required. WOODLAND COMMONS: The Village was contacted regarding several trees that had died along the berm. The Village is working with the management company on the replacement scheduled for the dead landscaping. Several illegally placed signs were removed. Respectfully submitted, c Building Commis' ner ES/jck ENGINEERING SERVICES MONTHLY REPORT DECEMBER 2006 Metra Prairie View Sewer/Water Expansion Parkway restoration completed. Waterbury Place Work continues on main walks and drives. Chestnut Ridge Utilities completed. Riverwalk North Re-televising completed. Villas at Hidden Lake Reshape of detention pond begins. Metra—Buffalo Grove Work begins on bikeway grading. Prestige Auto Curbs and drives completed. Parking lot on west side completed. t �42Z Richard K. Kuenkler, P.E. Daniel J. Kula Village Engineer Engineering Technician Kevin J. Hehir Engineering Technician G AFN G1NEER\DJ K\Dec06.doc N t! N a Z�aRB mho vo ti �y raj q � �I O 0 ov q � vq CS �o e � ti W W a w x � a o y h o � o r4 w h ao vo 4Z >, o 0to 0 0. o do 4 a W o h pQDo y0. C) 'qo � o vo 0. 0 qW p ro " °j � o � w � � � UCV - C- Q, [. W V w Board Agenda Item Submittal Ix-A Requested By: Ghida Neukirch Entered By: Ghida Neukirch Agenda Item Title: Recognition of the Chicago Pioneers-First female girls baseball team from the United States to capture an international tournament. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/15/2007 01/22/2007 0 Consent Agenda OVM Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The Chicago Pioneers, an under-14 age group team based in the north suburbs, became the first female girls baseball team from the United States to capture an international tournament on October 9, 2006 in Orlando, Florida. The Pioneers defeated several teams from Canada and Australia and claimed the title by edging Canada 7-6. The Pioneers outscored the competition 71-20 in five games, tripping Canada (15-5 and 9-7) and Australia (20-2 and 20-0) twice to advance to the title game. In the finale, Buffalo Grove stars K.C. Dunne and Lara Horwitz switched on the power and accounted for three home runs to secure the crown. Dunne's tour included five home runs and 15 hits in 19 at-bats. She also earned the victory on the mound for the Pioneers with a four-inning stint in the championship game. Other members of the team included Jordyn Imana, also a Buffalo Grove resident. The Village congratulates all athletes and coaches representing the Chicago Pioneers, and we are thrilled to recognize Buffalo Grove power players: K.C. Dunne Lara Horwitz Sarah Costello Meredith Fischer Jordyn Imana Montana Mang Congratulations! Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: Board Agenda Item Submittal Ix-B Requested By: Robert B Giddens Entered By: Ghida Neukirch Agenda Item Title: The Cook County Sheriffs Emegency Management Agency recognized the Village for our local Emergency Operations Plan. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/17/2007 01/22/2007 0 Consent Agenda OVM 0 Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The Village will be recognized by the Cook County Sheriffs Emegency Management Agency for the approval of our local Emergency Operations Plan. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: Board Agenda Item Submittal Ix-C Requested By: Steve S Balinski Entered By: Leisa M Niemotka Agenda Item Title: Special Olympics Contribution Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/18/2007 01/22/2007 Regular Agenda Police 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Chief Balinski will make a short presentation concerning several recent programs coordinated by the Police Department to support Special Olympics. The mission for Special Olympics Illinois is to provide year-round sports training and athletic competition in a variety of Olympic type sports for children and adults with intellectual disabilities. The Village of Buffalo Grove/Buffalo Grove Police Department is a significant community service leader in fundraising initiatives and general support of special athletes so they may develop physical fitness, demonstrate courage and experience community. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: Board Agenda Item Submittal Ix-D Requested By: Scott D Anderson Entered By: Scott D Anderson Agenda Item Title: Public Hearing: FY 2007 Appropriation Ordinance-Buffalo Grove Golf Club and Arboretum Golf Course Funds Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/16/2007 01/22/2007 Regular Agenda Finance&GS 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Public hearing and consideration the proposed FY 2007 Appropriation Ordinance for the Buffalo Grove Golf Club and Arboretum Golf Course Funds. The process for developing and adopting this Ordinance is set forth in Chapter 65, 11LCS, Section 5/8-2-9 of the Illinois Municipal Code. As required, an annual appropriation ordinance must be adopted no later than the end of the first quarter of the fiscal year for which it is applicable. Prior to adoption of the Ordinance, a public hearing must be held regarding the content of the proposed appropriation. Notice of such hearing must be published at least ten (10) days before the public hearing. The public notice for the hearing was prepared and was published in the Buffalo Grove Daily Herald on January 5, 2007. As with all appropriations, this Ordinance will establish the maximum legal limit that can be expended from within the Funds. However, as is the Village's practice, the adopted budget will remain the controlling document relative to fiscal management of the Golf Operations enterprise throughout Fiscal Year 2007. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files r FY2007 Appropriation Ordinance-Golf.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: ORDINANCE NO. 2007- AN ORDINANCE ESTABLISHING APPROPRIATIONS FOR THE VILLAGE OF BUFFALO GROVE GOLF CLUB AND ARBORETUM GOLF COURSE FUNDS FOR THE PERIOD JANUARY 1, 2007 THROUGH DECEMBER 31, 2007 WHEREAS, a public hearing was held on January 22, 2007, by the President and Board of Trustees; and WHEREAS, notice of said public hearing was published on January 5, 2007, ten (10) days prior to said public hearing, all in conformity with the Illinois Municipal Code, Chapter 65, Illinois Compiled Statutes, Section 5/8-2-9. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, that SECTION 1. That for the purpose of defraying all of the necessary expenses and liabilities of the Village of Buffalo Grove Golf Club and Arboretum Golf Course Funds for the Fiscal Year commencing January 1, 2007 and ending December 31, 2007, the following sums, or so much thereof as by law may be authorized, be the same are hereby appropriated for the following municipal purposes, to-wit: VILLAGE OF BUFFALO GROVE APPROPRIATED FUNDS JANUARY 1, 2007 - DECEMBER 31, 2007 Buffalo Grove Golf Club Fund Salaries-Full Time $ 295, 000 Salaries-Overtime 28,000 Salaries-Seasonal Grounds 47,000 Salaries-Seasonal Clubhouse 60,000 Salaries-Part Time Grounds 103,000 Salaries-Part Time Clubhouse 78, 000 Longevity 3, 900 Group Medical & Life Insurance 51,000 Professional Training 2,500 Dues & Memberships 3,500 Uniform Rental 5,000 Safety Equipment 1,250 Telephone 6,500 Postage 1,000 Travel 1,000 Printing 2,500 Audit Fees 2,800 Supplies-Clubhouse 10, 000 Supplies-Golf Course 11,000 Computer Services 8,000 Merchandise Purchases 70,000 Golf Cart Rental 52,000 Driving Range 7, 000 Advertising & Promotions 17,500 State Sales Tax 8,500 Risk Management Pool 20,000 Unemployment Insurance 800 Employer's Contribution-Pension 96,000 ICMA/RC Deferred Compensation 5,500 Electric-Facilities 80,000 Gas-Facilities 22, 000 Chemicals & Fertilizers 58,500 Small Equip, Tools, & Hardware 2,000 Maintenance & Repair-Building & Facilities 10, 000 Maintenance & Repair-Golf Course 52,000 Maintenance & Repairs-Irrigation Systems 7,000 Maintenance & Repair-Dept. Equipment 28,000 Gasoline 23,000 Operating Equipment 6,000 Reserve for Capital Replacement 45,500 Reserve for Computer Replacement 5,000 Golf Course Improvements 58,000 Building Improvements 8,500 Transfer to Debt Service Fund 65,200 Transfer to Arboretum Golf Course Fund 50,000 Credit Card Fees/Charges 21,000 All Other Expenses 4,000 TOTAL APPROPRIATION-BUFFALO GROVE GOLF CLUB $ 1,543,950 Arboretum Golf Course Fund Salaries-Full Time $ 325,000 Salaries-Overtime 33,000 Salaries-Seasonal Grounds 22,000 Salaries-Seasonal Clubhouse 90,000 Salaries-Part Time Grounds 125,000 Longevity 3,200 Group Medical & Life Insurance 50,000 Professional Training 3,000 Dues & Memberships 3,500 Uniform Rental 6,000 Safety Equipment 1,500 Telephone 6,500 Travel 1,500 Postage 1,000 Printing 3,000 Computer Services 5,800 Audit Fees 3,000 Fiscal Agent Fees 3,000 Supplies-Clubhouse 11,000 Supplies-Golf Course 17,000 Merchandise Purchases 65,000 Golf Cart Rental 59,000 Advertising & Promotions 42,000 Risk Management Pool 20,000 Employers Contribution-Pension 98,000 Unemployment Insurance 800 Maintenance & Repair-Buildings & Facilities 8,000 Maintenance & Repair-Golf Course 30,000 Maintenance & Repairs-Dept Equipment 32,000 Maintenance & Repairs-Irrigation System 13,000 Electric-Facilities 80,000 Gas-Facilities 30,000 Chemicals & Fertilizers 90,000 Small Equip Tools & Hardware 3,000 Gasoline 16,000 Reserve for Capital Replacement 46,000 Operating Equipment 3,000 Building Improvements 10,000 Golf Course Improvements 45,000 Credit Card Fees/Charges 14,500 All Other Expenses 2,000 Transfer to Corporate Fund 0 Principal Payments-General Obligation Bonds 177,000 Int. Payments-General Obligation Bonds 8,000 TOTAL APPROPRIATION-ARBORETUM GOLF COURSE $ 1,606,300 The aforementioned appropriated sums for the Buffalo Grove Golf club and Arboretum Golf Course Funds are hereby appropriated from receipts of greens fees, golf cart rental fees, membership and pass revenue, merchandise sales, property taxation, interest earnings, operating fund transfers as well as other fees and charges customary to the operation of a golf course. SECTION 2. Any unexpended balance of any items of any appropriation in this ordinance may be expended in making up any insufficiency in any other item of appropriation made by this ordinance. SECTION 3. If any item or portion of this ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this ordinance. SECTION 4. This ordinance shall be in full force and effect from and after its passage, approval and publication as provided by law. This ordinance shall not be codified. AYES: NAYES: ABSENT: ADOPTED: 2007 APPROVED: 2007 PUBLISHED: 2007 Village President ATTEST: Village Clerk TO: William H. Brimm FROM: Scott D.Anderson DATE: January 15,2007 SUBJECT: FY 2007 Appropriation Ordinance: Buffalo Grove Golf Club/Arboretum Golf Course Funds Attached,please find for review,public hearing,and consideration the proposed FY 2007 Appropriation Ordinance for the Buffalo Grove Golf Club and Arboretum Golf Course Funds. The process for developing and adopting this Ordinance is set forth in Chapter 65,ILCS,Section 5/8-2-9 of the Illinois Municipar Code.As required,an annual appropriation ordinance must be adopted no later than the end of the first quarter of the fiscal year for which it is applicable. Prior to adoption of the Ordinance, a public hearing must be held regarding the content of the proppo� sed appropriation. Notice of such hearing must a published at least ten (10) days before the pubic hearin . The public notice for the hearing was prepared and was published in the Buffalo Grove Daily Herd on January 5,2007. As with all appropriations,this Ordinance will establish the maximum legal limit that can be expended from within the Funds. However, as is the Village's practice the adopted budget will remain the controlling document relative to fiscal management of the Golf operations enterprise throughout Fiscal Year 200T. VILLAGE OF BUFFALO GROVE AGREED RIDER TO RIGHT-OF-WAY PERMIT ISSUED TO PANASONIC FACTORY SOLUTIONS COMPANY THE PERMIT, attached hereto, is issued by the Village of Buffalo Grove (the "Village") to PANASONIC FACTORY SOLUTIONS COMPANY, to permit PANASONIC FACTORY SOLUTIONS COMPANY to construct, operate, maintain, install, use, test, repair, inspect, replace and remove in and through the public rights-of-way of the Village designated in the plans submitted by PANASONIC FACTORY SOLUTIONS COMPANY in support of its permit application, attached hereto as Exhibit A ("the Work"), certain wireline telecommunications facilities described in the Work. This permit is granted to PANASONIC FACTORY SOLUTIONS COMPANY by the Village in consideration of and in reliance on the following representations and agreements: 1. Construction Permit Fee PANASONIC FACTORY SOLUTIONS COMPANY shall pay to the Village an application, review and construction permit fee of One Thousand Dollars ($1,000.00). This fee is to reimburse the Village for regulatory and administrative costs with respect to the Work, which costs the Village represents have been or will be incurred, and is not deemed to be compensation for use of the public rights-of-way. 2. Changes to the Work The Permit is limited to the Work described in Exhibit A. Nothing herein shall be deemed to authorize construction of telecommunications facilities beyond the scope of the Work described in Exhibit A. The foregoing provisions of this Section notwithstanding, the Village Engineer shall be permitted to approve in writing appropriate field changes requested by PANASONIC FACTORY SOLUTIONS COMPANY in the plans and specifications approved as Exhibit A, without requiring an amendment to the Permit or this Rider. The Village Engineer shall approve or deny requests by PANASONIC FACTORY SOLUTIONS COMPANY for field changes within three(3)business days after PANASONIC FACTORY SOLUTIONS COMPANY provides all information and/or documentation reasonably requested by the Village Engineer, and the Village Engineer's approval shall not be unreasonably withheld or delayed. 3. Permit Does Not Grant Exclusive Rights The Permit and Rider do not grant PANASONIC FACTORY SOLUTIONS COMPANY exclusive rights of use or GAENGINEERTORMSTERMIT RIDER PANASONIC.doc 1 enjoyment of any municipal right-of-way. PANASONIC FACTORY SOLUTIONS COMPANY shall respect the rights and property of the Village and other authorized users of streets, sidewalks,easements,power poles, street light poles,vaults, conduits and rights-of-way, and property owners. 4. Indemnification of Village PANASONIC FACTORY SOLUTIONS COMPANY shall indemnify, defend and hold harmless the Village and its officers, employees, agents and representatives from and against any and all damages, losses and expenses, including reasonable attorneys fees and costs of suit or defense, to the extent arising out of the negligent, careless or wrongful acts, omissions, failures to act of misconduct of PANASONIC FACTORY SOLUTIONS COMPANY or its affiliates, officers, employees, agents, contractors or subcontractors in the construction, operation, maintenance, repair or removal of the Work. S. Provision of As-Built Drawings At the completion of the Work, PANASONIC FACTORY SOLUTIONS COMPANY shall provide the Village with as-built drawings of the Work. 6. Neither PANASONIC FACTORY SOLUTIONS COMPANY nor the Village waive any authority or right given to such party under Federal, State and Local statutes, laws,ordinances, and case law. 7. PANASONIC FACTORY SOLUTIONS COMPANY engineers will be accessible to the Village engineer concerning any questions with the construction plans. 8. The Village will be named an additional insured on all contractors' liability policies. 9. A performance bond, for municipal rights-of-way, will be provided for the proposed new build(including non-existing and existing conduit and/or poles). 10. Upon receiving at least 60 days notice from the Village, PANASONIC FACTORY SOLUTIONS COMPANY shall, at its own expense, temporarily or permanently remove,relocate, change or alter the position of any of the Work, (including but not by way of limitation any adjacent public improvement such as sidewalks or sewers) whenever the Village shall have determined that such removal, relocation, change or alteration: (1) is reasonably necessary for the location, construction, replacement, maintenance, improvement or use of other Property of the Village; or(2) is reasonably necessary for the operations of the Village and in the case of either(1) or(2), the Village has determined that other telecommunications or electric utilities facilities located in generally the same location (such that (1) or (2) apply) as PANASONIC FACTORY SOLUTIONS COMPANY facilities must also be removed, relocated, changed or altered. 11. PANASONIC FACTORY SOLUTIONS COMPANY will comply with Village construction standards and rc5toration rcquircmcnts. G:\ENGrNEERTORMSTERMITRIDER PANASONIC.doc 2 12. PANASONIC FACTORY SOLUTIONS COMPANY will inform the Village by written notice, at least 24 hours in advance of when and where the Work will be and the beginning and ending times of the Work. 13. It is understood and agreed that none of the Work depicted in Exhibit A hereto is above ground. IN WITNESS THEREOF, the parties have signed below, effective as of this �d day of Jauuarv.2007 by their duly authorized representatives. VILLAGE OF BUFFALO GROVE PANASONIC FACTORY SOLUTION By: By: Its: Its: N , L Attest: Attest: Its: Its: '- �a GAENGINEERTORMSTERMIT RIDER PANASONIC.dw 3 NOTICE TO BIDDERS The Village of Buffalo Grove will be accepting bids for the Proposed Sanitary and Storm Sewer Televising for the Year 2007. Bids will be received until 10:30 a.m. on February 13, 2007 at which time they will be publicly opened and read. They should be sealed and marked "Proposed Sanitary and Storm Sewer Televising for FY 06-07" and be delivered to the Village Clerk at 50 Raupp Boulevard, Buffalo Grove, Illinois 60089. Detailed specifications are available at the Department of Public Works, Engineering Division, 51 Raupp Boulevard, Buffalo Grove, Illinois, 60089. Phone: (847) 459-2523. Janet M. Sirabian Village Clerk B-1 Board Agenda Item Submittal xII-A Requested By: Scott D Anderson Entered By: Scott D Anderson Agenda Item Title: Ordinance No.2007- An Ordinance Establishing Appropriations for the Village of Buffalo Grove Golf Club and Arboretum Golf Course Funds for the Period January 1,2007 Through December 31,2007. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/16/2007 01/22/2007 Regular Agenda Finance&GS 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Attached,please find for review and consideration the proposed FY 2007 Appropriation Ordinance for the Buffalo Grove Golf Club and Arboretum Golf Course Funds. The process for developing and adopting this Ordinance is set forth in Chapter 65, ILCS, Section 5/8-2-9 of the Illinois Municipal Code. As required, an annual appropriation ordinance must be adopted no later than the end of the first quarter of the fiscal year for which it is applicable. Prior to adoption of the Ordinance, a public hearing must be held regarding the content of the proposed appropriation. Notice of such hearing must be published at least ten (10) days before the public hearing. The public notice for the hearing was prepared and was published in the Buffalo Grove Daily Herald on January 5, 2007. As with all appropriations,this Ordinance will establish the maximum legal limit that can be expended from within the Funds. However, as is the Village's practice,the adopted budget will remain the controlling document relative to fiscal management of the Golf Operations enterprise throughout Fiscal Year 2007. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files r FY2007 Appropriation Ordinance-Golf pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: ORDINANCE NO. 2007- AN ORDINANCE ESTABLISHING APPROPRIATIONS FOR THE VILLAGE OF BUFFALO GROVE GOLF CLUB AND ARBORETUM GOLF COURSE FUNDS FOR THE PERIOD JANUARY 1, 2007 THROUGH DECEMBER 31, 2007 WHEREAS, a public hearing was held on January 22, 2007, by the President and Board of Trustees; and WHEREAS, notice of said public hearing was published on January 5, 2007, ten (10) days prior to said public hearing, all in conformity with the Illinois Municipal Code, Chapter 65, Illinois Compiled Statutes, Section 5/8-2-9. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, that SECTION 1. That for the purpose of defraying all of the necessary expenses and liabilities of the Village of Buffalo Grove Golf Club and Arboretum Golf Course Funds for the Fiscal Year commencing January 1, 2007 and ending December 31, 2007, the following sums, or so much thereof as by law may be authorized, be the same are hereby appropriated for the following municipal purposes, to-wit: VILLAGE OF BUFFALO GROVE APPROPRIATED FUNDS JANUARY 1, 2007 - DECEMBER 31, 2007 Buffalo Grove Golf Club Fund Salaries-Full Time $ 295, 000 Salaries-Overtime 28,000 Salaries-Seasonal Grounds 47,000 Salaries-Seasonal Clubhouse 60,000 Salaries-Part Time Grounds 103,000 Salaries-Part Time Clubhouse 78, 000 Longevity 3, 900 Group Medical & Life Insurance 51,000 Professional Training 2,500 Dues & Memberships 3,500 Uniform Rental 5,000 Safety Equipment 1,250 Telephone 6,500 Postage 1,000 Travel 1,000 Printing 2,500 Audit Fees 2,800 Supplies-Clubhouse 10, 000 Supplies-Golf Course 11,000 Computer Services 8,000 Merchandise Purchases 70,000 Golf Cart Rental 52,000 Driving Range 7, 000 Advertising & Promotions 17,500 State Sales Tax 8,500 Risk Management Pool 20,000 Unemployment Insurance 800 Employer's Contribution-Pension 96,000 ICMA/RC Deferred Compensation 5,500 Electric-Facilities 80,000 Gas-Facilities 22, 000 Chemicals & Fertilizers 58,500 Small Equip, Tools, & Hardware 2,000 Maintenance & Repair-Building & Facilities 10, 000 Maintenance & Repair-Golf Course 52,000 Maintenance & Repairs-Irrigation Systems 7,000 Maintenance & Repair-Dept. Equipment 28,000 Gasoline 23,000 Operating Equipment 6,000 Reserve for Capital Replacement 45,500 Reserve for Computer Replacement 5,000 Golf Course Improvements 58,000 Building Improvements 8,500 Transfer to Debt Service Fund 65,200 Transfer to Arboretum Golf Course Fund 50,000 Credit Card Fees/Charges 21,000 All Other Expenses 4,000 TOTAL APPROPRIATION-BUFFALO GROVE GOLF CLUB $ 1,543,950 Arboretum Golf Course Fund Salaries-Full Time $ 325,000 Salaries-Overtime 33,000 Salaries-Seasonal Grounds 22,000 Salaries-Seasonal Clubhouse 90,000 Salaries-Part Time Grounds 125,000 Longevity 3,200 Group Medical & Life Insurance 50,000 Professional Training 3,000 Dues & Memberships 3,500 Uniform Rental 6,000 Safety Equipment 1,500 Telephone 6,500 Travel 1,500 Postage 1,000 Printing 3,000 Computer Services 5,800 Audit Fees 3,000 Fiscal Agent Fees 3,000 Supplies-Clubhouse 11,000 Supplies-Golf Course 17,000 Merchandise Purchases 65,000 Golf Cart Rental 59,000 Advertising & Promotions 42,000 Risk Management Pool 20,000 Employers Contribution-Pension 98,000 Unemployment Insurance 800 Maintenance & Repair-Buildings & Facilities 8,000 Maintenance & Repair-Golf Course 30,000 Maintenance & Repairs-Dept Equipment 32,000 Maintenance & Repairs-Irrigation System 13,000 Electric-Facilities 80,000 Gas-Facilities 30,000 Chemicals & Fertilizers 90,000 Small Equip Tools & Hardware 3,000 Gasoline 16,000 Reserve for Capital Replacement 46,000 Operating Equipment 3,000 Building Improvements 10,000 Golf Course Improvements 45,000 Credit Card Fees/Charges 14,500 All Other Expenses 2,000 Transfer to Corporate Fund 0 Principal Payments-General Obligation Bonds 177,000 Int. Payments-General Obligation Bonds 8,000 TOTAL APPROPRIATION-ARBORETUM GOLF COURSE $ 1,606,300 The aforementioned appropriated sums for the Buffalo Grove Golf club and Arboretum Golf Course Funds are hereby appropriated from receipts of greens fees, golf cart rental fees, membership and pass revenue, merchandise sales, property taxation, interest earnings, operating fund transfers as well as other fees and charges customary to the operation of a golf course. SECTION 2. Any unexpended balance of any items of any appropriation in this ordinance may be expended in making up any insufficiency in any other item of appropriation made by this ordinance. SECTION 3. If any item or portion of this ordinance is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this ordinance. SECTION 4. This ordinance shall be in full force and effect from and after its passage, approval and publication as provided by law. This ordinance shall not be codified. AYES: NAYES: ABSENT: ADOPTED: 2007 APPROVED: 2007 PUBLISHED: 2007 Village President ATTEST: Village Clerk TO: William H. Brimm FROM: Scott D.Anderson DATE: January 15,2007 SUBJECT: FY 2007 Appropriation Ordinance: Buffalo Grove Golf Club/Arboretum Golf Course Funds Attached,please find for review,public hearing,and consideration the proposed FY 2007 Appropriation Ordinance for the Buffalo Grove Golf Club and Arboretum Golf Course Funds. The process for developing and adopting this Ordinance is set forth in Chapter 65,ILCS,Section 5/8-2-9 of the Illinois Municipar Code.As required,an annual appropriation ordinance must be adopted no later than the end of the first quarter of the fiscal year for which it is applicable. Prior to adoption of the Ordinance, a public hearing must be held regarding the content of the proppo� sed appropriation. Notice of such hearing must a published at least ten (10) days before the pubic hearin . The public notice for the hearing was prepared and was published in the Buffalo Grove Daily Herd on January 5,2007. As with all appropriations,this Ordinance will establish the maximum legal limit that can be expended from within the Funds. However, as is the Village's practice the adopted budget will remain the controlling document relative to fiscal management of the Golf operations enterprise throughout Fiscal Year 200T. Board Agenda Item Submittal xII-B Requested By: Jane L Olson Entered By: Jane L Olson Agenda Item Title: Ordinance No.2007- An Ordinance Amending Chapter 5.20, Liquor Controls,Class E.,Ju Mong Restaurant Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/09/2007 01/22/2007 Regular Agenda Finance&GS 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The restaurant opened for business on November 20, 2006. This reservation is subject to the applicant completing all Village requirements for said license on or before May 22, 2007. The Village Manager shall have the authority to extend May 22, 2007 date for good cause shown, and if not so extended, this reservation shall cease. Approval is recommended. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files ID ; r Class E License.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: ORDINANCE NO. 2007 - AN ORDINANCE AMENDING CHAPTER 5.20 LIQUOR CONTROLS WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE,COOK AND LAKE COUNTIES, ILLINOIS, as follows: Section 1. Subsection E. of Section 5.20.072 of the Village of Buffalo Grove Municipal Code is hereby amended to read as follows: A. Class E. Licensee and d/b/a Address 1. Hanabi, Inc. d/b/a Hanabi Japanese Restaurant 734 S. Buffalo Grove Road 2. Continental Restaurant, Inc. 782 S. Buffalo Grove Road 3. Teriyaki Box, Inc. 1663 Buffalo Grove Road 4. Berruti's Deli, Inc. 771 Buffalo Grove Road 5. Best In Town, Inc. d/b/a Giordano's of Buffalo Grove 270 North Mc Henry Road 6. Dasarang Restaurant, Inc. 706 S. Buffalo Grove Road 7. Ju Mong Restaurant, Inc. 23 E. Dundee Road Section 2 A. The Class E license is reserved for Ju Mong Restaurant, 23 E. Dundee Road. This reservation is subject to the applicant completing all Village requirements for said license on or before May 22, 2007. The Village Manager shall have the authority to extend May 22,2007 date for good cause shown,and if not so extended,this reservation shall cease. B. This Section shall not be codified. Section 3 This Ordinance shall be in full force and effect from and after its passage and approval. AYES: NAYS: ABSENT: PASSED: APPROVED: Village President ATTEST: Village Clerk Board Agenda Item Submittal xII-C Requested By: Gregory P Boysen Entered By: William H Brimm Agenda Item Title: Resolution No.2007- A Resolution Approving an Engineering Services Agreement for the Linden Avenue Lift Station Generator and Station Replacement. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/17/2007 01/22/2007 0 Consent Agenda PW Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No Yes 0 No funds? Is this a budgeted item.? Projected total budget impact: $40,726 Additional Notes regarding Expenditures: Professional services charges per proposal dated November 30,2006.Funds provided for lift station projects in Village's Capital Improvement Plan as well as within the Reserve for Capital Replacement(for generator replacement) Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The following recommendation,to consider and adopt a Resolution to authorize execution of a professional service engineering agreement requires consideration of a waiver of bidding as would be suggested by the Village's Municipal Code, consistent with purchasing practices. A bid waiver is requested as the recommended engineering firm has already committed a significant amount of time,process and analysis of the issues and is viewed as being in the best position to move forward efficiently through the design evaluation. The Village's Linden Avenue lift station (located north of Lake Cook Road, west of Milwaukee Avenue), which was installed in 1986, has been operating in an inefficient manner since the internal generator suffered a catastrophic failure and is no longer operational. Further,based upon the buried configuration of the generator, an underground fuel tank has been a component of the site equipment and based upon age, this too is a concern of staff. Lastly, and quite important to the work to be noted, due to recent revisions by FEMA of area flood level determinations, the access hatch covers to both the wet and dry wells are below the flood elevations for the Des Plaines River and as such, the lift station could be subject to breach in flood conditions which further compromises the integrity and operation of the facility. Despite the issues identified, please note that the lift station's functionality has never been compromised. While the lift station functionality has not been an issue, the review of options has taken considerable time. I believe that the issue of length of time between problem and this recommendation has been complicated by the use of the word "catastrophic". Again, there was no "catastrophic" failure of the lift station, and as such, a broader approach was considered by staff, one further complicated by a release of updated flood level determinations and the desire to configure and design this station in the best way going forward. Because of the loss of primary generation capacity,breach due to flooding concern, age of primary systems (pump, fuel tanks and sub-surface electrical control panels), staff believes that the best approach to deal with problems inherent at this site would be to replace the current lift station with a new wet well and submersible pump lift station with all control panels, generator and fuel tanks located above ground. If the Board remembers, this configuration would be similar to the Indian Creek lift station visited last spring as part of the review of certain Village facilities. The engineering firm of Bonestroo Devery & Associates has been working with staff for some time on the evaluation of this matter. Based upon their knowledge of the matter, staff would recommend retaining the firm to undertake the scope of work and services set forth in their letter of November 30, 2006 to Greg Boysen. Once that work is complete and evaluated, a recommendation would be brought to the Village Board for further consideration as to how and where to proceed with the improvement. A funding provision has been incorporated within the FY 2007-2008 Capital Improvement Plan, within Water & Sewer projects proposed for lift station improvements although categorized as emergency generator replacement initiatives. A total of$437,092 is identified which should be directed toward the replacement of the Linden Avenue Lift Station as may be recommended by the consulting engineer. This is a project that would be specified and bid through a traditional process since there are a number of qualified contractors in this field;there will be NO request for bid waiver should this project move forward. In addition, within the Reserve, is an additional $86 thousand set aside for the Linden Lift Station project. Between the CIP request as well as what has been provided over the past years,it is believed that more than enough funding is provided to address any strategy to address the Linden Avenue program for both soft and hard dollar costs. In further support of the issues and scope of work, additional information on the condition and approach toward the Linden Avenue Lift Station, prepared by Bonestroo Devery is attached. In conclusion, it is recommended that bidding requirements be waived with authorization given to enter into a professional services engineering agreement with Bonestroo Devery & Associates per their proposal dated November 30, 2006 in an amount not to exceed $40,725. Capital improvement and/or replacement funds are on hand in the Water & Sewer Fund in an amount more than sufficient to provide for the proposed scope of work. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files linden.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: TO: President and Board of Trustees FROM: William H.Brimm DATE: January 16,2007 SUBJECT: Professional Engineering Services-Linden Avenue Lift Station Improvement The following recommendation, to consider and adopt a Resolution to authorize execution of a professional service engineering agreement requires consideration of a waiver of bidding as would be suggested by the Village's Municipal Code, consistent with purchasing practices. A bid waiver is requested as the recommended engineering firm has already committed a significant amount of time, process and analysis of the issues and is viewed as being in the best position to move forward efficiently through the design evaluation. The Village's Linden Avenue lift station(located north of Lake Cook Road, west of Milwaukee Avenue), which was installed in 1986, has been operating in an inefficient manner since the internal generator suffered a catastrophic failure and is no longer operational. Further,based upon the buried configuration of the generator, an underground fuel tank has been a component of the site equipment and based upon age, this too is a concern of staff. Lastly,and quite important to the work to be noted,due to recent revisions by FEMA of area flood level determinations, the access hatch covers to both the wet and dry wells are below the flood elevations for the Des Plaines River and as such,the lift station could be subject to breach in flood conditions which further compromises the integrity and operation of the facility. Despite the issues identified,please note that the lift station's functionality has never been compromised. While the lift station functionality has not been an issue,the review of options has taken considerable time. I believe that the issue of length of time between problem and this recommendation has been complicated by the use of the word"catastrophic". Again,there was no "catastrophic" failure of the lift station, and as such, a broader approach was considered by staff, one further complicated by a release of updated flood level determinations and the desire to configure and design this station in the best way going forward. Because of the loss of primary generation capacity,breach due to flooding concern,age of primary systems (pump, fuel tanks and sub-surface electrical control panels), staff believes that the best approach to deal with problems inherent at this site would be to replace the current lift station with a new wet well and submersible pump lift station with all control panels,generator and fuel tanks located above ground. If the Board remembers,this configuration would be similar to the Indian Creek lift station visited last spring as part of the review of certain Village facilities. The engineering firm of Bonestroo Devery&Associates has been working with staff for some time on the evaluation of this matter. Based upon their knowledge of the matter, staff would recommend retaining the firm to undertake the scope of work and services set forth in their letter of November 30, 2006 to Greg Boysen. Once that work is complete and evaluated, a recommendation would be brought to the Village Board for further consideration as to how and where to proceed with the improvement. A funding provision has been incorporated within the FY 2007-2008 Capital Improvement Plan, within Water & Sewer projects proposed for lift station improvements although categorized as emergency generator replacement initiatives. A total of$437,092 is identified which should be directed toward the replacement of the Linden Avenue Lift Station as may be recommended by the consulting engineer. This is a project that would be specified and bid through a traditional process since there are a number of qualified contractors in this field; there will be NO request for bid waiver should this project move forward. In addition, within the Reserve, is an additional $86 thousand set aside for the Linden Lift Station project. Between the CIP request as well as what has been provided over the past years,it is believed that more than enough funding is provided to address any strategy to address the Linden Avenue program for both soft and hard dollar costs. In further support of the issues and scope of work, additional information on the condition and approach toward the Linden Avenue Lift Station, prepared by Bonestroo Devery is attached. In conclusion, it is recommended that bidding requirements be waived with authorization given to enter into a professional services engineering agreement with Bonestroo Devery & Associates per their proposal dated November 30,2006 in an amount not to exceed$40,725. Capital improvement and/or replacement funds are on hand in the Water&Sewer Fund in an amount more than sufficient to provide for the proposed scope of work. (/t,(,4 M William H.Brimm RESOLUTION NO. 2007- A RESOLUTION APPROVING AN ENGINEERING SERVICES AGREEMENT FOR THE LINDEN AVENUE LIFT STATION GENERATOR AND STATION REPLACEMENT WHEREAS, an Engineering Services Agreement is required in order to proceed with the Linden Avenue Lift Station Generator Replacement and Station Replacement project; NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees of the Village of Buffalo Grove, Lake and Cook Counties, Illinois as follows: Section 1. The November 30, 2006 letter proposal from Bonestroo Devery & Associates, RE: "Linden Avenue Lift Station— Generator and Station Replacement Revised (2nc1) Proposal for Engineering Services, Bonestroo Proposal Number M01528- 05003-0" to perform engineering services related to the completion of the project is hereby accepted. Section 2. The Village Manager is authorized and directed to execute the acceptance of the above noted engineering service proposal for this project. A copy of said engineering service proposal is attached hereto and made a part hereof. AYES: NAPES: ABSENT: PASSED: 2007 APPROVED: , 2007 Approved: Village President ATTEST: Village Clerk G:1PWDIRGRP1L11C\LFST\Res 06 Linden Ave.doc Bonestroo 186., Al. Winchester Road, Suite 106 • Libertyville, IL 60048 o Devery & Office: 847-816-1631 • Fax: 847-816-3762 " Associates www.bonestroo.corn Engineers•Architects November 30, 2006 Mr. Gregory P. Boysen, P.E. Director of Public Works Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: Linden Avenue Lift Station --- Generator and Station Replacement Revised (2°`') Proposal for Engineering Services Bonestroo Proposal Number M01528-05003-0 Dear Mr. Boysen: This revised proposal is being submitted in response to your request regarding the installation of a new lift station and generator at Linden Avenue. This proposal is being updated from the previous proposal of March 24, 2006 to reflect an upward adjustment in our compensation. This adjustment is based on increases in staff wages, direct expenses for mileage and subconsultant fees since the majority of the work will now take place in calendar year 2007. Our Project Understanding and proposed Scope of Services are unchanged and based on information provided in our letter report of January 1.3, 2006. 11 tw Project Understanding 66 The existing lift station is a duplex wet well/dry well-type system that will be replaced by a new wet wel]/submersible pump lift station system with a new above ground control panel. The new pumps will be designed for 34 feet of Total Dynamic Head (TDH). The existing back-up power for the lift station was provided by a diesel-fueled generator that will be replaced with a 35 kilowatt (KW) diesel-fueled unit housed in an above ground walk-in enclosure with a double walled fuel tank. The work will also include a temporary by-pass quick disconnect on the force main in the flow meter manhole. Proposed Scope of Services Our proposal is to furnish the following services: 1. Topographic survey and base sheet preparation 2. Lift station location selection and site design work including the by-pass quick disconnect in the flow meter manhole 3. Utility coordination primarily with Commonwealth Edison for the new service feed. Chicago, IL • St. Paul, St. Cloud, Rochester, MN ■ Milwaukee, WI Affirmative Action/Equal Opportunity Employer and Employee Owned Mr. Greg Boysen Village of Buffalo Grove November 30, 2006 Page 2 4. Design and specify a new lift station including all hydraulics, controls, structural, electrical and mechanical work. 5. Design and specify a new diesel fueled generator and walk-in enclosure. Design and specify the placement of the new lift station controls inside the generator housing. 6. Develop the station switch-over sequencing and plan, including by-pass pumping and the demolition and removal of the existing generator and lift station. 7. Prepare the Illinois Environmental Protection Agency (IEPA) WPC-PS-Application for Permit or Construction Approval and Schedule F Sewer System Lift Station/Force Main. S. Bidding assistance that includes printing and distribution of bidding documents, responding to bidder's requests for information, issuing any addendums, bid review and compilation of a bid tabulation, issuing notice of award, and reviewing the agreement, bonds and insurance certificate. The following services and deliverables will be provided by sub-consultants: 1. Obtain two (2) 25-foot deep soil borings and provide a report with design recommendations. Work to be performed by Soil and Material Consultants. 2. Perform a document search, legal survey, and order a title commitment, to determine the location and dimensions of the existing easements. Prepare a Grant of Easement and legal description for the new lift station and associated piping. Work to be performed by TFW Surveying and Mapping. Deliverables 1. Two (2) sets of preliminary design plans, specifications and an estimate of construction cost for review by the Village. 2. Twenty five (25) sets of final plans, contract documents and specifications suitable for bidding and a final estimate of construction cost. Schedule Preliminary design plans, specifications and an estimate of construction cost to be completed within 75 days of formal written Authorization to Proceed. Final plans, contract documents and specifications, and final estimate of construction cost to be completed within 10 days of receipt of Village review comments. PWarketing\BDA proposals\_2005 Proposals\M01528-05003-0 BG Linden Ave LS\RevisedProp07_113006.doc Mr. Greg Boysen Village of Buffalo Grove November 30, 2006 Page 3 Compensation Bonestroo will perform these services on an hourly not-to-exceed basis, unless authorized in writing by the Village, of $40,725 which includes allowances of $1,650 for the soil borings, $4,300 for the legal survey work and $2,500 for the title commitment search. Allowances have been provided due to uncertainty in the exact soil conditions and the extent of the required document research respectively. Terms and Conditions The Standard Terms and Conditions as revised by the Village of Buffalo Grove are attached and made a part of this proposal. The 2007 Rate Schedule has been previously transmitted to you under separate cover. If this proposal is acceptable to the Village of Buffalo Grove, please sign both originals in the space provided below and return one original to us. Receipt of the signed proposal will be our authorization to proceed with the work. This proposal is valid for sixty(60) days. If there are any questions, please contact me. Sincerely Yours, BONESTROO DEVERY & ASSOCIATES Thomas S. Palansky, P.E. Branch Manager G.� Jo A. Bruszewski, P.E. Senior Project Manager TSP/JAB/lh encl. Accepted by: Signature Printed Name Title Date P:\Marketing\BDA proposals\_2005 Proposals\M01528-05003-0 BG Linden Ave LS\RevisedProp07_113006.doc Standard Terms and Conditions for Village of Buffalo Grove Linden Avenue Lift Station SECTION 1. ENGINEER'S SERVICES borings, probings and subsurface explorations; hydrographic surveys, laboratory tests and inspections of Sonestroo Devery&Associates("Engineer")shall act as _ samples, materials and equipment; appropriate the Village of Buffalo Grove's ("Ownev) agent only as professional interpretations of all of the foregoing; provided for within this Agreement. property, boundary, easement, and right-of-way surveys SECTION 2. THE OWNER'S RESPONSIBILITIES and property descriptions; zoning and deed restrictions. 11) Furnish approvals and permits from all governmental The Owner shall: authorities having jurisdiction over the Project and such approvals and consents from others as may be necessary 1) Provide full information as to its requirements for the for completion of the work. Project. 12) Provide legal review of the contract documents and 2) Furnish to the Engineer, prior to any performance by the provide any required accounting and insurance counseling Engineer under this Agreement, a copy of any planning, services for the Project. design and construction standards which the Owner shall require the Engineer to follow in the conduct of its services 13) Act promptly on all construction Change Orders and for the Project. provide authorization before Change Orders are issued to 3) Place at Engineer's disposal all available written data in the Contractor on a Project. the possession of or readily available to the Owner and 14) If Owner desires, furnish inspection or monitoring services pertinent to the Project, including existing reports, plats, to verify that Contractor is complying with all laws or surveys, contour mapping, utility mapping, record plans, regulations and to verify that Contractor is taking all wetlands, land-use, and zoning maps, borings and other necessary safety precautions to protect persons and data useful to the Engineer in the performance of its property, as the Engineer in this Agreement does not services. undertake to perform these services. 4) Acquire all land, easements, and rights-of-way aad In performing its services, the Engineer may rely upon the accuracy and completeness of all Owner-provided information. as may be necessary for the Project SECTION 3. COMPENSATION 5) Provide access to the Project site and make all provisions 3.1 Payment for Reimbursable Expenses for the Engineer to enter upon public and private lands as required by the Engineer to perform its services. Unless otherwise provided, in addition to Engineering fees, the Owner will pay the Engineer for Reimbursable Expenses on 6) Examine all studies, reports, sketches, Opinions of the basis of the Engineer's cost. Although not a complete list, Probable Construction Costs, specifications, drawings, examples of Reimbursable Expenses include: the costs of proposals and other documents presented by the plotting drawings and the reproduction of drawings and Engineer and promptly render the Owner's decisions specifications; project-specific printing, duplicating, tabs and pertaining to each of such documents. indexes; testing; mileage; travel and per-diem expenses of the Engineer for out-of-town trips required for the Project; long 7) Designate a single person to act as the Owner's distance telephone calls and faxes as required to expedite the Representative with respect to the Engineer's services, work; the costs for cellular phone calls/service for Engineer's Such person shall have complete authority to transmit field personnel on a Project; project photographs taken before instructions, receive information, and interpret and define and during construction; construction stakes; postage and the Owner's policies and decisions with respect to services delivery charges; any new taxes, fees or costs imposed on the covered by this Agreement, subject to Owner's governing Engineer's services (such as sales taxes) after the date of this body approval when required by law. Agreement; and out-of-pocket expenses incurred directly for 8) Give prompt written notice to the Engineer whenever the the Project. All reimbursable expenses are subject Owner observes or otherwise becomes aware of any to prior Owner approval. defect in the Project or any development that affects the scope or timing of the Engineer's services. 3.2. Obiections to Invoices/No Deductions 9) Furnish, or instruct the Engineer to provide at the Owner's It is important for the Engineer to be promptly informed of expense, necessary "Supplemental Services" as may be problems. If the Owner objects to any portion of an invoice, provided for in this Agreement, or other services as they the Owner shall notify the Engineer in writing within twenty may be required. days of the invoice's receipt. The Owner agrees to pay any undisputed portions of an invoice. No deductions shall be 10) Furnish to the Engineer, as required by the Engineer for made from the Engineer's compensation on account of penalty, performance of its services, information or consultations liquidated damages, or other sums withheld from payment to not covered in the Engineer's Basic Services, such as core contractors, except as may be determined by mediation, Revised 11/01/05 for Village of Buffalo Grove—White Pine Drainage Channel and Trail Improvement 1 arbitration, litigation or other dispute resolution mechanism to Project, the Owner shall employ, or instruct the Engineer to which the Engineer is a party. provide as a Supplemental Service, an independent cost estimator. 3.3 Suspension of Work 4.4. Insurance If the Owner fails to make payments when due or otherwise breaches this Agreement, the Engineer may suspend work 4.4.1. The Engineer agrees to maintain a professional after providing five days notice to the Owner. The Engineer liability insurance policy for negligent acts, errors or omissions will not be liable for any costs or damages resulting from such in an amount of at least $3,000,000 per claim and $4,000,000 a suspension of work. annual aggregate, on a claims-made basis, as long as-sus#� 3.4. Progress Payments rates GOrnparable to those GYrreRtly on e#eGt. The Engineer will not cancel the insurance until thirty days after providing the The Owner will make progress payments to the Engineer in Owner written notice. proportion to services performed, as reasonably estimated by the Engineer. The Engineer will invoice the Owner monthly 4.4.2. The Engineer shall maintain: during the progress of the work. The Owner shall pay each properly documented invoice of the Engineer within 39 45 1) Statutory workers compensation and employers' liability days after the Owner's receipt of such invoice. Owner may not insurance coverage. reserve as retainage any portion of a payment due under this 2) Comprehensive general liability and automobile liability Agreement. insurance coverage in the sum of not less than $1,000,000 each. 4.4.3. Owner shall require Contractor to purchase and The OWRer agrees to pay the Engineer 104 P8F MORth maintain general liability and other insurance as specified in on III inveises of the €ng;aee with iRterest beg anOR" the contract documents and to cause the Engineer and its aGGFue 30 days afteF the date -of the if the Owner consultants to be listed as additional insureds with respect to such liability and other insurance purchased and maintained by Contractor for the Project. _;;1m1l eulnts due Under this Agreement. 4.5. Use of Instruments of Service SECTION 4. GENERAL CONSIDERATIONS Documents (including Digital Data) prepared by the Engineer, such as drawings, specifications and reports ("Engineering 4.1. Standard of Care Documents") are instruments of the Engineer's professional services, and not products. The Engineering Documents are The Engineer shall exercise the same degree of care, skill and prepared for a specific Project and may not be used by the diligence in the performance of its services as is ordinarily Owner for other Projects. For health and safety reasons, the exercised by members of the profession under like Owner agrees it will not use the Engineering Documents circumstances. Nothing in this Agreement, or otherwise (except for computer hydraulic or hydrologic modeling data) for prepared as a result of the Project, shall modify the foregoing other purposes or provide them to other persons. If the Owner standard of care. The Engineer shall not be required to sign violates this provision, it waives any resulting claims against any documents that would result in it having to certify, the Engineer, and agrees to defend and indemnify the guarantee or warrant the existence of conditions whose Engineer from any resulting claim or liability (including existence the Engineer cannot ascertain. reasonable attorneys'fees). 4.2. Delays 4.6. Digital Data Both the Engineer and the Owner will put forth reasonable 4.6.1. If included in Basic Services or Supplemental efforts to complete their respective duties in a timely manner. Services and as a convenience to the Owner,the Engineer will Because the Engineer's performance must be governed by furnish the Owner with electronic data versions of certain sound professional practices, the Engineer is not responsible drawings or other written documents ("Digital Data") provided for delays occasioned by factors beyond its control or that in hard copy form. In the event of any conflict between a hard could not reasonably have been foreseen at the time of copy document and the Digital Data, the hard copy document preparation of this Agreement.. governs. The Digital Data shall be prepared in the current software in use by the Engineer and is not warranted to be 4.3. Opinions of Costs and Schedules compatible with other systems or software. Since the Engineer has no control over the cost of labor and 4.6.2. Any Digital Data submitted by the Engineer to the material or over competitive bidding and market conditions, the Owner is submitted for an acceptance period of 60 days Engineer's Opinion of Probable Construction Cost and of ("Acceptance Period"). Any defects that the Owner discovers Project schedules can only be made on the basis of during this period and reports to the Engineer will be corrected experience or qualifications as a professional engineer. The by the Engineer at no extra charge. For correction of defects Engineer does not guarantee that proposals, bids, actual reported to the Engineer after the Acceptance Period, the Project costs or construction schedules will not vary from Owner shall compensate Engineer on an hourly basis at Engineer's opinions or estimates. If the Owner desires greater Engineer's normal billing rates. The Owner understands that assurance as to the anticipated Construction Cost of the Revised 11/01/05 for Village of Buffalo Grove-White Pine Drainage Channel and Trail Improvement 2 the Digital Data is perishable and the Owner is responsible for prevailing party is entitled to recovery of all reasonable costs maintaining it. incurred, including staff time, court costs, attorney's fees and other related expenses. 4.7. Termination,Suspension or Abandonment 4.8.4. If the Engineer or the Owner intends to assert a claim against the other as a result of a dispute with a third party, the 4.7.1. The Owner or the Engineer may terminate or suspend claiming party shall notify the other party as soon as possible, this Agreement for sl+bstant+al documented non- and in any event prior to resolving the dispute with the third performance by the other party, including without limitation the party. failure to make payments in accordance with this Agreement. 4.8.5. So that any claims of the Owner may be intelligently The party terminating or suspending this Agreement shall give addressed by the Engineer, the Owner agrees to make no seven days written notice to the other party. claim for professional negligence against the Engineer unless 4.7.2. If the Project or the Engineer's services are suspended the Owner has first provided the Engineer a written certification signed by an independent design professional licensed in for more than 90 days, the Engineer may terminate this Illinois and currently practicing in the same discipline. The Agreement upon seven days written notice to the Owner. The certification shall specify every act or omission of the Engineer Engineer shall have no liability on account of a suspension by that is a violation of the applicable standard of care and the the Owner. If a suspended Project is reinstated, an equitable basis for the certifier's opinion(s). This certificate shall be adjustment to the Engineer's compensation may be necessary. provided no fewer than 30 days prior to instituting arbitration or suit. 4.7.3. In the event of termination or suspension permitted by this Agreement or abandonment of the Project by the Owner, 4.8.6. Causes of action between the Engineer and the the Owner shall compensate the Engineer for services Owner relating to acts or failures to act shall be deemed to performed prior to termination, suspension or abandonment have accrued and the applicable statute of limitations shall and for services directly attributable to the termination, commence to run not later than the date of substantial suspension or abandonment itself, together with Reimbursable completion of a Project. Expenses. If the Owner properly terminates Engineer for cause, Owner may withhold from Engineer's compensation 4.9. Hazardous Substances those damages directly attributable to the cause of the termination. The Engineer's scope of services does not include any services related to hazardous or toxic materials, including 4.8. Dispute Resolution asbestos and PCBs. If it becomes known that such materials may be present at or near a Project that may affect the 4.8.1 In an effort to resolve any conflicts that arise out of Engineer's services, the Engineer may suspend performance the services under this Agreement, all disputes between the of its services, without liability, and will assist the Owner to Owner and the Engineer arising out of or relating to this retain appropriate consultants to adequately identify and abate Agreement shall be submitted to nonbinding mediation prior to such materials so that Engineer's services may resume. commencing arbitration or litigation. The Mediator's fee shall Nothing in this Agreement shall be construed to require the be shared equally and mediation shall proceed only at a place Engineer to: (a) assume the status of a generator, storer, where arbitration or litigation is proper. Mediation shall not be a transporter, treater, or disposal facility as those terms appear condition precedent to arbitration or litigation if a party refuses within the Resource Conservation and Recovery Act, 42 USC to make reasonable arrangements for a mediation within 20 6901 et seq, as amended, or within any state statute governing days of demand by the other party. If a dispute relates to or is the generation, treatment, storage and disposal of waste; or(b) the subject of a lien arising out of the Engineer's services, the arrange for the transportation, treatment, or disposal of Engineer may proceed in accordance with applicable law to hazardous substances, as described in the Comprehensive comply with the lien notice or filing deadlines prior to resolution Environmental Response, Compensation and Liability Act, 42 of the matter by mediation or arbitration. USC 9601, et. seq, as amended. The Owner agrees to defend, 4.8.2 Unless the Owner and the Engineer mutually agree indemnify and hold harmless the Engineer, its employees, otherwise, all claims, disputes, and other matters in question subcontractors and agents from all claims, losses, damages arising out of or relating to this Agreement which are not liability and costs, including attorneys fees, relating to or arising out of hazardous or toxic materials at or near a Project. resolved by mediation and where the amount in controversy is less than $1,000,000, shall be decided by binding arbitration in 4.10. Governing Law accordance with the then-most current Construction Industry Rules of the American Arbitration Association. The arbitrators This Agreement shall be governed by the laws of the State of will not have jurisdiction, power or authority to consider any Illinois and any dispute or dispute resolution process shall be claim or dispute: (a) where the amount in controversy is more venued in Libertyville BUf{Ct�O Grove, (Cook County , $1,000,000 (exclusive of interest and costs); (b) when the demand for arbitration is made after the date when a court Illinois. action would be barred by any applicable statute or period of repose or limitations; or(c)when the claim or dispute is a claim 4.11. Integration for contribution or indemnity arising out of a claim by a third party who does not consent to join in arbitration. This is an integrated Agreement and it supersedes all prior negotiations or agreements between the parties. It shall be 4.8.3 In the event of litigation or arbitration arising from or modified only by a written document signed by the party sought related to the services provided under this Agreement, the to be bound. The provisions of this Agreement are severable, and if any provision is found to be unenforceable, the Revised 11/01/05 for Village of Buffalo Grove—White Pine Drainage Channel and Trail Improvement 3 remaining provisions continue to be valid, and the necessary requirements for the Project to comply with the unenforceable provision shall be reformed with a valid Americans with Disabilities Act (ADA). The Engineer shall rely provision that comes as near as possible to expressing the on the local building department for interpretations of the ADA intention of the unenforceable provision. at the time the service is rendered. The Engineer does not warrant or guarantee that the Project will fully comply with 4.12. Assignment and Waiver interpretations of ADA requirements by regulatory or judicial bodies. Except for the Engineer's use of necessary consultants, the Engineer and the Owner shall not assign or delegate their SECTION 5. LIABILITY respective obligations under this Agreement without the written consent of the other party, which consent shall not be Having considered the potential liabilities that exist during the unreasonably withheld. The waiver of any term or condition or performance of the Engineer's services, the benefits of the breach thereof by either party shall not constitute a waiver of Project, the Engineer's fee for its services, and the promises any other term or condition or breach thereof. contained in this Agreement, the Owner and the Engineer agree that risks should be allocated in accordance with this 4.13. Engineer's Services section, to the fullest extent permitted by law. In performing professional engineering and related services, 5.1 Indemnification the Engineer is not engaged in rendering legal, insurance, or accounting services or advice. The Owner agrees that The Engineer and the Owner each agree to defend and documents prepared by the Engineer, including reports, indemnify each other from liability for claims, losses, damages bidding materials, and form contracts will be reviewed by the or expenses (including reasonable attorney's fees) to the appropriate representative of the Owner, such as the Owner's extent they are caused by their negligent acts, errors or attorney, insurance counselor or other consultants, to the omissions relating to this Agreement. In the event the claims, extent that Owner deems necessary to protect its interests. losses, damages or expenses are caused by the joint or concurrent negligence of the Engineer and the Owner, they 4.14. Government Agencies shall be borne by each party in proportion to its own negligence. The Engineer shall not be liable for damages resulting from the actions or inactions of government agencies, including without 5.2 Limitation of Liability limitation permit processing, environmental impact reports, dedications, zoning matters, annexations or consolidations, The Engineer's and its employees' aggregate liability to the use or conditional use permits, and building permits. Owner for any and all claims, losses or damages arising out of any Project or this Agreement for any cause shall not exceed 4.15 Monitoring Work the insurance proceeds available at the time of settlement or judgment. This limitation shall apply regardless of the cause of If required by the scope of services, the Engineer will make action or legal theory pled or asserted. visits to the Project site at intervals appropriate to the various stages of construction as the Engineer deems necessary in 5.3 Consequential Damages order to observe the progress and quality of construction. The Engineer will not be required to make exhaustive or Neither the Owner nor the Engineer shall be liable to the other continuous inspections on the Project site. Based on such for any consequential damages incurred due to the fault of the visits, the Engineer will determine in general if the construction other or their agents. Consequential damages include, but are work is proceeding in accordance with the contract not limited to, loss of use and loss of profit. requirements, keep the Owner informed of the progress of the construction work, and will endeavor to guard the Owner 5.4 Design without Construction-phase Services against defective work. The Engineer will not supervise, direct, control, or have authority over or be responsible for the If the Engineer's Basic Services under this Agreement do not Contractor's means, methods, techniques, sequences, or include Project observation, or review of the Contractor's procedures of construction, or the safety precautions and performance, or any other construction phase services, and programs incident thereto, or for any failure of the Contractor to that such services will be provided by the Owner, then the comply with laws and regulations applicable to the work. Owner assumes all responsibility for interpretation of the plans and specifications and for construction observation or review 4.16. Americans with Disabilities Act and waives any claims against the Engineer that may be in any way connected thereto. The Engineer shall use reasonable professional effort and judgment in interpreting and advising the Owner as to the Revised 11/01/05 for Village of Buffalo Grove—White Pine Drainage Channel and Trail Improvement 4 Winchester Road, Suite iertyvi . Bonestroo W h S 106 • Lb l /048 - ■ N Devery & Office: 847-816-1631 • Fax: 847-816-3762 " Associates www.bonestroo.com Engineers•Architects January 17, 2006 VILLAGE OF BUFFALO GROVE Mr. Gregory P. Boysen, P.E. Director of Public Works Village of Buffalo Grove 51 Raupp Boulevard PW ADMIN W Buffalo Grove, Illinois 60089 !`'L-e Re: Linden Avenue Lift Station --- Generator Replacement/Station Conversion Letter Report Bonestroo Project Number 001528-05109-0 Dear Mr. Boysen: In accordance with the letter agreement dated August 24, 2005, Bonestroo Devery & Associates (Bonestroo) has researched and evaluated the overall condition, design, and reliability of the existing Linden Avenue Lift Station. The feasibility of converting to a wet well submersible pump system from the existing wet well/dry well system was formulated and reviewed as was a second task of evaluating generator options and estimating replacement costs. Based on the information collected by our office and input provided by Village staff, we offer the following analysis: Background The Linden Avenue Lift Station was installed in 1986 and is located on a service road off Linden Avenue, north of Lake-Cook Road and west of Milwaukee Avenue. Its Village designation is Lift Station 48 and it services the Chevy Chase Business Park along with an adjacent residential area. The tributary area upstream of the lift station is significantly developed, with some future sewage loading still anticipated. The lift station is a duplex wet well/dry well-type system served by two 575 gallon per minute (gpm) pumps each capable of 34 feet of Total Displaced Head (TDH). The back-up power for the lift station was provided by a diesel-fueled generator which suffered catastrophic failure this past year and is no longer operational. Flood Elevation Determination Based on the most current Flood Insurance Rate Map (See the attached FIRM) the lift station is located outside of, but in close proximity to a mapped Special Flood Hazard Area, designated as Zone AE, with a Base Flood Elevation (BFE) of 645.00. A field survey of the subject site was performed and elevations were obtained at various points around the lift station. Buffalo Grove Benchmark #10 was used which is located and described on the attached sheet. A datum Chicago, IL • St. Paul, St. Cloud, Rochester, MN • Milwaukee, WI P:\1528\152805109\Word\Corr\Corr Out Letterhead\03_011706_Boysen_LtrRept.doc Affirmative Action/Equal Opportunity Employer and Employee Owned Mr. Gregory I'. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 2 correlation of this benchmark with a NAVD 1988 benchmark on Lake-Cook Road (see attachment) was rum, with an elevation of 642.78 being established for Benchmark No. 10. In general, the lift station site is above the 100-year BFE with two notable exceptions. The top of the access hatch cover to the wet well and the lip of the dry well access are below the BFE with elevations of 64498 and 644.07 respectively. The circled elevations on the attached cross section sketch are those taken by our survey crew with the other elevations taken by the developer at the time of construction. Due to the variability of actual flood flows, the lift station site is still prone to flooding. To prevent stornwater from breaching the interior of the station, it is recommended that the existing access hatches be either raised or replaced with water tight covers. To prevent stormwater intrusion into the new generator housing, the top of the pad should be placed at an elevation of 646.00 to provide a minimum of one foot freeboard. Emergency Generator The back-up power for the lift station was provided by a diesel-fueled generator in a partially buried housing. The generator suffered catastrophic failure this past year and is no longer operational. Due its age and the lack of available spare parts, repair is not practical or cost- effective. The partially buried configuration creates concerns with an existing underground fuel tank on the site. We have calculated that the existing generator needs to be replaced with a 35 kilowatt (KW) unit. The new generator should be housed in an above ground walk-in enclosure with a double walled fuel tank to eliminate the buried fuel tank condition. A new above grade control panel can be installed in the generator housing to reduce the frequency of staff having to enter the confined space of the dry well. Wires can be pulled from the new panel to the equipment through the existing conduits. The estimated stand alone cost of installing the new generator, housing and pad is S 110,000 with an additional $52,000 for moving the controls into the housing. Pumps The discharge capacity for the station was multiplied by the average run times recorded at the station over the last three years to calculate average flow. Additionally, there are records from flow meters installed on the discharge side of the station that confine total flow pumped. The metered average flow rate for the station was 50 gpm with the calculated average flow rate of 65 gpm. In general, the flow meter rates are approximately 25% less than the calculated flow rates. While residual flow in the discharge pipe due to pump shut-off/flow meter shut-off lag time may account for some of the discrepancy, the probable cause is a loss of efficiency due to normal wear of the existing pumps. A lift station draw down test should be performed to accurately establish the discharge rate of each pump and assist in determining the actual condition of the pumps. Using the calculated maximum average flow rate of 65 gpm times a peaking factor of 4.0, the expected peak flow is approximately 260 gpm. It is safe to assume that the existing pump rating of 575 gpm is still sufficient, even with the probable losses in efficiency of the pumps. P:\1528\152805109\Word\Corr\Corr_Out_Letterhead\03_011706_Bcysen_LtrRept.doc Mr. Gregory P. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 3 Lift Station The station is a factory-built, pre-fabricated, steel shell, dry well station with a separate 6 foot diameter pre-cast concrete manhole for the wet well. The station contains two Smith & Loveless 4-inch sewage pumps. The pumps each have 10 horsepower motors, 6 inch suction and 4 inch discharge pipes and are rated at 575 gpm at 34 feet TDH. Based on metered daily flow rates over the past three years, the station has an average flow rate of approximately 0.09 million gallons per day (MGD). The station discharges through approximately 1,900 feet of 10-inch ductile iron forcemain before being released into a 15 inch gravity sewer to the west on Johnson Drive. The pumping equipment at this station is close to 20 years old and is approaching the end of the typical useful life for pumps of this type and use. The pumping equipment does show signs of efficiency loss but overall the pumps appear to be performing adequately. It is recommended that the calculated and metered flow data for the pumps be reviewed periodically to detect further losses in efficiency that might indicate failure of the pumps. The existing concrete wet well appears to be in good condition and can continue service. The existing dry well structure has a cathodic protection system that appears to be in good working order. The dry well has a maintenance lift which appears to be in good condition and should remain. The dry well piping also appears to be in good condition. The conversion of the existing dry well/wet well lift station configuration into a wet well lift station with submersible pumps and above grade controls was investigated. The existing wet well could be used for the new submersible pump station with the valve vault installed just to the south of the wet well. The advantage of this option is that the existing station is used and a deep excavation is not required for the construction of a new wet well. The disadvantage of this option is that the existing station would need to be out of service for about a week. Bypass pumping during this time is costly and logistically challenging. The first available upstream manhole that could be used for temporary pumping equipment is located 400 feet east of the station on Linden Avenue. Portions of the roadway may need to be temporarily closed with potential traffic disruptions during the bypass operation and the noise from the generator could be a disturbance to the residents in the adjacent subdivision. The cost for the by-pass pumping alone runs to about $5,000. Conversion options to reduce the amount of downtime and by-pass pumping were also explored. These included a drop-in submersible with a flexible connection and a suction pump arrangement. However, they were both discounted for reasons described below. A submersible pump sized for the existing TDH must be attached to guide rails or cables so that a connection can be made to the discharge piping. A submersible pump with a flexible connection hose should only be used for very small pumps. The suction pumps would be mounted in a small enclosure (dog-house) directly on top of the wet well. This type of configuration is not recommended for this station due to the wet well depth and cold weather issues. Suction pumps lack the necessary efficiency to pump the TDH present P.A1528V152805109AWordACorrACorr_Out_LetterheadA03_011706_Boysen_LtrRept.doc Mr. Gregory P. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 4 at this location. Additionally, we have documented numerous instances where the heaters in the above ground enclosure have failed, causing the pumps to freeze and break. This conversion to a xvet-well with submersible pumps also faces site constraints. The lift station, incoming sanitary sewcrs and force main are located on private property in dedicated easements. The recorded plat of easement for the Chevy Chase Business Park shows that the lift station is located in a 20-foot (east/west direction) by 40-foot (north/south direction) easement, the incoming sanitary sewer in a 20-foot wide easement with the force main in a 10-foot wide easement. Access is also granted over the 20-foot wide sanitary sewer easement. The new valve vault and the connection to the existing forcemain would be outside of the existing easements. There also appears to be a discrepancy between the platted easement, the plan drawing easement and what has been installed. (See attachments and photographs) The location of the 20' by 40' lift station easement and the actual alignment of the gravity sanitary sewer and dedicated easement are different on the two drawings. In addition, the two electrical transformers have been installed immediately next to the lift station easement where the plan drawings show them to be constructed about 18 feet to the west. A legal survey and title search is the recommended method to determine the exact easements and the existing lift station and sewer locations. The cost of converting the existing station to a wet well station is estimated to be $380,0O0 that is comparable to the cost of constructing a new submersible station at approximately 5375,000. Both estimates include the cost of the new emergency generator. Although the new station only requires a short period of bypass pumping while the new station is connected to the existing forcemain, it requires a deep excavation. Due to the proximity of the regulatory floodplain and several near-by detention ponds unsuitable soils are anticipated. Soil borings would need to be obtained. A larger easement would also be required for this alternative. Accessory Components Moving the control panel above ground would decrease the need to enter the dry well as often. It has been our experience that permanent gas-monitoring devices are not always reliable and tend to fail before other equipment. Portable, hand-held gas detectors are much more reliable and can be used when entering any dry well in the Village. A piece of equipment that we do recommend for installation at the lift station is a temporary by- pass quick disconnect on the force main in the flow meter manhole. This will facilitate the connection of a temporary by-pass hose during maintenance operations and any prolonged shut- downs. The cost is estimated to be $25,000 and is included in the cost table for the stand-alone emergency generator. P\15281152805109\Word\Corr\Corr_Out_Letterhead\03_011706_Boysen_L1rRept.doc Mr. Gregory P. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 5 Cost Estimates The breakdown of the estimated cost for replacing the generator is as shown in the table below: ITEi1I COST Demo Existing Generator $ 5,000 New Generator, Pad and Walk-in Enclosure $ 82,000 Misc. Electrical $ 10,000 Misc. Mechanical $ 3,000 Total Estimated Construction $ 100,000 Engineering. 10% $ 10,000 TOTAL $ 110,000 Note: Above costs includes a 10% Contingency Above ground Controls (with electrical) $ 52,000 Temporary By-pass Quick Disconnect $ 25,000 The breakdown of the estimated cost to convert the existing lift station to a wet-well station is as shown in the table below: ITEM COST Pumps, Valves and Piping—Remove and Replace $ 144,600 By-Pass Pumping $ 5,000 Controls (with electrical) $ 54,000 Demo Existing Generator $ 5,750 New Generator, Pad and Walk-in Enclosure $ 85,800 Misc. Electrical $ 11,000 Misc. Mechanical $ 3,450 Site Work including Access Hatches $ 2,000 Total Estimated Construction $ 311,600 Legal, Eng. & Admin. —20% $ 68,400 TOTAL $ 380,000 Note: Above costs includes a 15% Contingency PA1528\1 52 8051 09\W ord\Corr\Corr_Out_Letterhead\03_011706_Boysen_LtrRept.doc Mr. Gregory P. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 6 The breakdown of the estimated cost to install a new lift station is as shown in the table below: ITEM COST New Lift Station including all Electrical and Mechanical $ 203,400 Demo Existing Generator and Lift Station $ 12,000 New Generator, Pad and Walk-in Enclosure $ 80,000 Site work including Access Hatches $ 2,100 By-pass pumping $ 2,500 iTotal Estimated Construction $ 300,000 Legal, Eng. & Admin. —25% $ 75,000 TOTAL S 375,000 Note: Above costs includes a 20% Contingency Conclusions and Recommendation A summary of our conclusions and recommendations are as follows: • The existing generator- needs to be replaced with a new 35 kilowatt (KW) unit and be housed in an above ground walk-in enclosure on a concrete pad with an above ground double walled fuel tank. • The conversion of the existing lift station to a wet well type with a submersible pump is feasible and is as cost-effective compared to the cost of a new lift station. • The conversion option and the new lift station option will require easements. A legal opinion to determine the location of the existing easements and lift station components needs to be performed. In addition, soil borings should be obtained if a new lift station is the preferred option. • The existing access hatches should be replaced with water tight covers only if conversion is the preferred option. The pad for the new generator and housing should be placed at a minimum elevation of 646.00 to provide at least one-foot free board above the BFE. • A lift station draw down test and/or periodic monitoring of the calculated and metered flow rates should be performed to monitor the condition of the existing pumps. They are nearing the end of their typical useful life. • A temporary by-pass quick disconnect should be installed on the force main in the flow meter manhole. P11528\152805109\Word\Corr\Corr_Out_Letterhead\03_011706__Boysen_LtrRept.doc Mr. Gregory P. Boysen, P.E. Village of Buffalo Grove January 17, 2006 Page 7 If there is any additional information that you require or have any questions, please feel free to contact us. Sincerely BONES ROO DEVERY & ASSOCIATES n,, at John RCrvices riggs, P.E. Client Manager J hn A. Bruszewski, P. Pr ' ct Engineer Enclosures P:\1528\152805109\Word\Corr\Corr_Out_Letterhead\03_011706_Bcysen_LtrRept.doc Board Agenda Item Submittal xIII-A Requested By: Carmen A Molinaro Entered By: Carmen A Molinaro Agenda Item Title: Award of Bid to UPLink for a GPS System for the Arboretum Golf Course Power Golf Cars. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/17/2007 01/22/2007 Regular Agenda Golf 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No Yes 0 No funds? Is this a budgeted item.? Projected total budget impact: $63,746 Additional Notes regarding Expenditures: This expenditure is budgeted in the 2007 Arboretum Club Golf Course Budget and will have an offsetting revenue entry that was also included in the 2007 Arboretum Club Golf Course Budget. Type the body of the cover memo here. Requests cannot be submitted if this field is blank. On December 18, 2006 the Village Board authorized staff to proceed with the solicitation of bids for a five-year lease for the GPS system to be deployed at The Arboretum Club Golf Course beginning with the 2007 season. A bid notice was published on December 20, 2006 with opening scheduled for January 16, 2007. Bids for the GPS system for Arboretum Club were opened and recorded that date at the Village Hall. Two properly formatted bids with all equipment and options desired were received as well as one proposal which did not meet the specifications the Village set forth in the bid specification packet. Since the proposal received from Lark Service Emerald Sales, LLC did not meet the published specifications and also given the fact that proper bids forms were not received, the proposal from that company has been deemed, by staff, to be not viable and was therefore rejected. The remaining two bids were very competitive and did conform to all specifications requested in the bid documents. The bid from UPLink for the 10.2" screen is lowest responsive bidder with a 60 month lease being quoted at $4,478.83/month as compared to the GPS Industries bid for the same size unit, 10.4" screen, being quoted $4,996.85/month. Please note that GPS Industries bid a 5" screen but this option was not viewed as viable for our operational profile. Further, the UPLink bid also included a buy out option at the end of the 60 month lease for a $1.00 buy-out for the Village. Staffs recommendation is to award a contract to UPLink for a five-year, 60 month lease for the Inova Roof Mount 10.2" wide screen GPS system in an amount equal to $4,478.83/month for use at The Arboretum Club Golf Course,with all stipulations in the bid documents. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files r gps.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: ATIKEWRITA VII.1AGE OF BUFFALO GROVE Deperhwt of Finance 6 General Services Fifty Raupp Blvd. Buffalo Grove.IL 60089-2100 Phone 847-459-2500 Fax 847.459-0332 TO: PRESIDENT AND BOARD OF TRUSTEES FROM: CAROL LIEBER SUBJECT: BID OPENING—GPS SYSTEM FOR GOLF CARS AT THE ARBORETUM GOLF CLUB DATE: JANUARY 16, 2007 On Tuesday,January 16, 2007 at the Buffalo Grove Village Hall, 50 Raupp Boulevard,the bid opening was held reference the above stated bid. Present were: Jim Szilagyi, GPS Industries (Strategic Golf Solutions);Joe Anlauf,UpLink; Carmen Molinaro, Golf Operations and Carol Lieber,Village Clerk's Office. Bids were opened by Carol Lieber and read by Carmen Molinaro. BIDDER BID 60 MONTHS Inova Roof Mount— 10.2"Wide Screen UpLink $52,903.44/yr. $4,478.83/mo. 115 West 5dh St. Hinsdale, IL 60521 Informer Color Cart Mount GPS Industries $4,996.85/mo. 37000 Woodward Ave. (10.4" Screen) Suite 101 Bloomfield Hills,Michigan 48304 $4,133.15/mo. (5" Screen) Lark Service Emerald Sales, LLC $40,208.40/yr.** 2079 Hallmark Court Wheaton, IL 60187 **Not on official bid form The bids will be reviewed and a recommendation will be forthcoming. Carol Lieber LinkSery THE ARBORETUM CLUB RangerPIUSTm Graphic GPS Units Full Fleet Proposal Date: January 10, 2007 Lease Arrangement: • Includes the development of high-quality fairway graphics(web site course tour, etc.). • Includes course installation &mapping services. • Includes a press release sent to local newspaper(s)of choice. • Includes a one year repair or replace maintenance program. • Replacement units will be shipped within 48 hours and LinkSery will pay freight charges. • 24-hour customer support line is available. All requests responded to within 4 hours. • All training of Arboretum staff upon installation of GPS system and in conjunction with upgrades. • Purchase order must be received by Feb. 15 to ensure April 1 completion date. 2007—2011 golf seasons—5 season lease program. Seasonal Payment Schedule May—October Payments only. #of Units 6 Monthly Payments 85 carts $6701.40 (annual total = $40,208.40) A maintenance fee of$110 per unit per year is available(for years 2-5) if desired. Financial Impact Annual GPS Cost ($40,208.40) Cost Per Cart Round (2007: est.15,000 cart rounds) $2.68 per round Partial Benefits List • GPS is one of the most visible and talked about course improvements a golf club can make. • Opportunity to publicize and drive revenues for club offerings including Memberships, Dining, Banquets and Events. • Offering GPS to guests can help build "brand loyalty" for your golf club. Golfers appreciate GPS and like it the more that they use it. • Enhances the golf experience for the golfing public. In survey after survey, golfers indicate strongly that GPS helps their golf game. • Although many factors influence the"pace of play" at a golf club, there is no doubt that the ability to immediately see reliable yardage information and a digital yardage book can speed up play. • Helps golf course keep a competitive edge with neighboring golf courses who offer either similar or inferior systems. • Helps golf club maintain or increase fee structure. In a recent survey, over 74% of golfers indicate they would be satisfied with paying an extra fee to have GPS available when they golf. • GPS enhances the reputation of the golf club. Board Agenda Item Submittal xIv A Requested By: Robert E Pfeil Entered By: Robert E Pfeil Agenda Item Title: Appearance Review Team(ART) Recommendation: Prestige Auto Leasing,88 Dundee Road-Modification of Exterior Building Elevations Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/17/2007 01/22/2007 Regular Agenda Planning 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The developer is proposing modifications to the exterior building elevations approved in May 2005. The approved appearance package specified brick and wood as the primary exterior materials. Ordinance No. 2005-27 states in Section 33. that"The Petitioner shall be authorized to remodel the building to accommodate the facility in accordance with the plans attached hereto as Exhibits J, J-1, K, L and L-1. (Exhibits J and J-1 are color renderings of the building exterior; Exhibit K includes the exterior building elevations; and Exhibits L and L-1 are the building floor plans.) Copies of Exhibits J, J-1 and K are included in the developer's packet labeled as "previously approved." The revised appearance package proposes "Renaissance" stone and synthetic stucco instead of brick and wood on the exterior elevations. The curved roof depicted on the plans approved in 2005 has been modified to a sloping roof without a curve. A larger window area is proposed for the east elevation in the front portion of the building. The Village Appearance Plan limits the amount of synthetic stucco to not more than 25 percent of an exterior building elevation except for single-family detached homes. The attached drawings include a sheet for each elevation documenting the amount of synthetic stucco. The drawings indicate the following coverage of synthetic stucco for the respective elevations: North: 54 percent; East: 31 percent; West: 26 percent; and South: 18 percent. The Appearance Review Team (ART) met on December 21, 2006 to review the developer's submittal. The ART members included Plan Commissioners Howard Teplinsky and Susan Kenski-Sroka, and Village staff members Ghida Neukirch and Bob Pfeil. Ed Schar, Building Commissioner, attended the meeting to provide technical expertise concerning construction issues. The ART unanimously recommended approval of the revised appearance package. The specifications for the recommended materials are: Metal (slate gray color, manufactured by McElroy); Synthetic stucco (earthware color, manufactured by Dryvit Systems); and Renaissance stone (buff color, manufactured by Northfield Block Company). Signs depicted on the appearance drawings are not part of the ART recommendation. The packet submitted by the developer is attached. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: Board Agenda Item Submittal xIV B Requested By: Steven D Husak Entered By: Ghida Neukirch Agenda Item Title: Authorization to Bid Digital Mobile Video System for Police Vehicles. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/15/2007 01/22/2007 0 Consent Agenda OVM Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No 0 Yes No funds? Is this a budgeted item.? Projected total budget impact: $160,000 Additional Notes regarding Expenditures: Proposed Year-end Technology Purchase Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Mobile Video/Audio Recording equipment has been demonstrated to be of value in the prosecution of traffic violations and related offenses, in evaluation of officer performance, in training and added protection against claims of police misconduct. Since 1997, the Buffalo Grove Police Department has adopted the use of in-car video/audio recording systems to accomplish several objectives including, but not limited to: officer self-evaluation, field training, documentation of events, actions, conditions and statements made during arrests and critical incidents. Benefits of mobile video systems include increased conviction rates, reduced time for court proceedings and litigation, increased officer safety, reduction in unwarranted lawsuits and complaints, officer accountability and usefulness in training. Currently, all but three (3) of the police department's marked patrol vehicles are equipped with Kustom Signals VHS format mobile video recording systems. The VHS systems, which record to a standard VHS tape, were purchased in 1997. The systems have allowed the department to meet its objectives to record traffic stops and arrests conducted by patrol officers. Recently, however, they have experienced technical difficulties on a consistent basis which have significantly impacted our maintenance and repair budget for these pieces of equipment. When officers need copies of their incidents or arrests (most frequently DUI arrests), they remove the tapes and turn them in as evidence to the Processing Officer. She locates the arrest or incident on the tape and makes multiple copies for court purposes. This is a very time consuming task. The quality of the copies is poor due in part to the technology of video tapes in general and the age of the equipment. In addition, we store the tapes until we are advised by the State's Attorneys office to destroy them. There are thousands of video tapes in storage as a result. The industry standard for mobile video recording is now a digital format, recording the signal to hard drives or memory cards rather than to video tapes. The output is higher quality and makes it easier to locate a particular event. It also features pre-event recording that captures the events that took place before the officer pushed the record button. During the course of researching digital in-car video systems, many vendors' products were evaluated. These systems were evaluated in terms of the following: • ease of use by officers, • need to reduce moving parts which are prone to breakdown and require maintenance, • ability for officers to review stops from vehicle, • ability to download traffic stop data, via wireless technology, in an efficient manner making it unnecessary for supervisors or officers to remove media from patrol vehicles, • ability to store and maintain the video/audio on a centralized networked server, • ability to easily record traffic stop audio/video to a standard media for court presentation. All of the systems evaluated record data in digital format. Some of the systems provide for wireless upload to a server system rapidly via multiple "hot spot" wireless locations at the police station. These wireless systems maintain ample security via data transmission protocol and firewall setup to ensure the integrity of the system and computer network. We had been delaying our request for the purchase of a new mobile video system, as we waited for this technology to fully develop. It appears that it has. One of the major advantages to wireless upload is that officers and supervisors do not need to remove of change any tapes or disks. In addition, all recorded incidents are saved to a computer server at the police station for a period of time, which would save us a considerable amount of storage space, when comparing to the current VHS tape situation. This format is also advantageous if an officer or supervisor needs to review a traffic stop or incident based on a complaint or for training purposes. In addition to purchasing in-car video systems, the department will need to purchase a computer storage and distribution system from the mobile video vendor. This system is necessary for the Processing Officer to index, catalog and produce DVDs of requested arrests and incidents. Other additional equipment such as microphone transmitter pouch holders for individual officers, additional radio transmitters, and a large quantity of blank DVD disks would need to be purchased as well. Installation of the systems by the vendor along with extended warranties would also be recommended. The police department is requesting to purchase 22 in-car video camera systems. Based on proposals that we have seen, we would estimate that the total costs would not exceed $160,000.00. This request was reviewed by the Finance Committee in November 2006 for a possible year end technology purchase. The attached Authorization to Bid has been reviewed by counsel and senior staff. Approval is recommended. 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Vilhoe off,12niffialo r it r i eji..........6 a IwL 1.3 iffalo Grove Iffitiovs, ...................... 4 R 12.1,2 B � i betweet] tfie fiour's 01'9 00 a tri arid.4�00 1,1 riday—b—mm'—fl—It"g.�Jasluax...................................................................................................................................................................................................... ... ............... 2007 Tfiere is tio del2osit 1'(-)r the 1) ......................................................................................................... ........................................... re rll b A d pert, �sjj��mible for�review . .....with tfiej de Pr--loLect.Masl ual. th e ...................... r............................q.. ..................................... oL---- ---- Lt rnout 122 whiefi ..................................t...h......e.bidder......'..s.....w........o......r.....k.........i....s.....t...o.........b......e.... .T....fi.....e.........O.........w.........f..le...r.......r....e..........e......r....v.e...'s........t... .e.........r....ij fit to re.� I � and all bids�f(-)wa�v tiv i..t..i...fl...o......r..mfi.t or .. ,.I, yj-_)id at rd_,cce f a -.�i...d,....w........i..-... j....c......fi.....j..t... .i...t... .aylrrnrayn,will .....s....er.v......e.........i....t...'s........i...t...it.e.....r....1,2.,1]e t M I..ii Yidl..gge Clerk Yi ll..gge oflhiflajo Grove 2 RE QW INVPA4-404 INSTRU"..-IlONSTO ................. ............. A. 4-��44N(4"4 lk4 �4 4---4 '.-YA NO-AA )PI4,H) fro.................&;4:..: 4, PW)PC44 ................. PROIROSAL .17................ A 22,................. 3--ADDw-NpXw 5-----444)1)1,R 8iQ4,4R-JA-A4KW (t-,SKR4A444R4LA-ND Wt: 0WVN*At--444N444A4-4-'OR A4444�1114 ------------4 AR-44-Gl, .................................................................................... 4-4 14 A R44-G 44- S C4 A 44 114 1 H I N I GA4.44144, I RGA44 0-4 3 I.NV4T-A44.0-N-44)-Ri�W-ON4).F4ZS' :::p:.paa: paa& aO.a....111 as aal `rrr;n'-- <y...:t'o a.r+ as IN R.41, �..... � �ro�a� a �aa� W.-&fested Vefl4om are #-w Wflaa,�.;e-C4efk:v&k+ +wffA..pve....f;ftaeive&+Io Vakraz a�gaa�#-�a.f-pdwkfi:-f�rrrc� 6-Vew ���r-a4uo-c� fcw...:p;kas-p�a�z,:zrl�al�p�-call'ram;ysa#a�p+r�,ri-�✓aN=a-aarr�-crll fk+�t�r-va4errar y.ruyyr a pprkr, ya, kar: zs G fk a fi �y�{�a a r p Pra4o- tV�V k% +wpraaa i-a; a: kaoo-rta a:rrV # Vaka �9pr fkar<y....: �V',..:$:. h�wap.<y ca&...: _. 9.. a. ak fi a wa......of a-a�a,arr-ram,, aw5 a f rar FO(I ark4.-h t a aF k a.{�aa p a1-bra a o-ur car a arprask oa fkFa.... ha is a N �a<y Oac as aa, Gd a� f ,: aril awk....aa.�a af ; �Ca4ea<yf % IkofN*m4y...9 a as t:or—w+y.. b aa,g y r_: : ra Opt:...."Y-,)ra-+po,,,d4-Na,, k a-�ki-N-4iwwiaa,9.....+akfw—, 4+A-W4-M asya4 ota—4 a-l-ro-aa.f-ra++4'a r f r I aka;....:V44 pu:a ;a cad ppFwa fikFr•rr�rk..i.s .,, a cwarf tr p-awk ks efA.-e-e.Y, 1 4 _ .` �akG cwrrF wwp$da p pis arG r fffwffyrriar+k--ra,"- elee4ede a:tp rr The ,.; -k ra;,pkp f a:w rya f c:wr� akka N y aHfw rr r- rawaRrfKii*,Q;;k tp 4:.he-3A4 as g,o 4- as Pflo—Grove-wr-GGt,)raffia;...... ;O+Fk -ask ka+14+w� f ka;...:.R P pay-aa-k9 pa ray 0&04W444 aa.N�44'. p::ra,efi p fop d ak+fl I�ak-Naffs <+4ef v a.l d Rwr-a, pia food cq=..:.Ad Piet &� �H N-Fw dea.cflme:Ads,- rkkw rrta:y rfkepr rfiz per rpa:za.l kV: ppa Nk a a.9 yo-al rr�aN .l a4<ak4kwra Y:::Tr r;y;rk ap ewr 9 fi prerp s-0 ..p.q...r fi:I aayr yr ra€p,rrr rkta.ffi a kk:i 4afi pk+ q�r pr:wa a.9 MH....ffmfled. ::&'fie e:rp R�9a4AR-+V rkrya.l-0 fio Vka fe"+p wls by e fair de-h-vary de4aa z ea,+f<,A CI pwy pk+ quay rp a:l srr �u:o-ri<r eH,fr ef-a fiw'A rk-Gam...# w-v—&k W P-K-4 by kretr9Gafg tiokvleep 4.4m—,o-fld e:wr-ekaeprorar prarryrrrr rkrsrk per y a:a a9r,- Pwi+ye a—d aa� apao-a kp rrr �k sawa:, n ¶¶� ,,.�� a drar a rya+ a, r ro o-Aa.k4y a aww puaa.:faa ra.: d .pXio da ka..... ra r a rw fiwcka:a, ihe--V ff - rah awa p apa pa ar ...:o-.u. F)Fdp�.xr ra.....(..4�(.4/()0:...::p-1 o-V49 o ff+y44+raa:9.....a p:.paarkwyra ark uG 0...:aa4 aarpa rwpw wk a ra Vka:r y a4�wo-urrwa rad:. a rk:cpar �aapka✓ �kaacp r-rrp�r�d�arw,��--rr>-f�wr�-c�a�aas-a+wa,rap:. -`:�,'a,rk ", `a�radrak�&�wa a-rw� p'raa.r' r ua.. p awada r ka. 9.., ppa... a4a�a uurrwaarrd 4 INSTRUCTIONS TO 11111111131111111a",IIIZSR&� . . —48 ....................................................... T and These Instructions t .l�....!L: establish some of the requirements for f Contract. 1. 1I111IZ0J11I.? .I. MANUA 11 RI ���I` 111aOR PR ..S ....... ....... ........ 1.1 ➢1i, V'ra a f.,,,,C l rriou,11i I+ a +f-B%�' pacw �:1 ( 11'4' may be obtained at the Police Headquarters, 46 Raupp Boulevard, Buffalo Grove, Illinois 60089-2199, between the hours of 94:00 a.m. and 4.5:00 p.m., Monday through Friday (lna aarrirnn.ar atl uaa.ry.Q I50(4,20¢070........4944A&161) cat° 4-rw� 49)491 1--There is no deposit required for the..>lgj u,ut_M arioua1:-E U,.2 1 lre 1)..r ecf: 1'W��aatuO a'hl tm.Ilssf. be Oused1 it l)repa+�ntio Bid`. file Owrler a'ss` .rrles tio- — Formatted:Bulletsand Numbering ru, .powsibilrty flor errors or rr1r'srnfen2r.et Itjo a� ru,iu�lfrn() forrrl f-le wie of at] rrr rprnplcfc 'rtppecf:1 laaaio.uaa.l. 1.,2 3 6-he V+4 'le Eq=6j Hffid0........... ()the V ll a,a ..aye 13gl Y o d u;Qy w �.p.7:1 ' Formatted:Outline numbered+Level:2+Numbering Style:1,2,3, .+Start at:1+Alignment:Left+Aligned at: Ow2el, OwtieFl), 1n making copies of fll p rayqu a f I larraouQr.lG U'6 available on the O.s"+Tab after: r'+Indent at: r' above terms,does so only for obtaining 1-.aids;ret p oflders for the work and does not confer a license or grant for any other use. Q 111111111111a",111Zp�I Odd W.,R 1 p�2. UALIFICATIONS OF 111111 ....................................................... 2.1. Each J11,id f,e„E�e; t6r must be prepared to demonstrate to the satisfaction of the Owner Vyia derRe;+pw ma's qualifications,and availability to complete the work by the dates set forth in the .,, ra,rri, r;rf81 '. 3. EXAMINATION OF III 111�.�� MA rYltr.11[. A rY111J...�IIf 1111, 311 It is the responsibility of each Bidder b,44e+to examine and carefully study the- -�Formatted:Outline numbered+Level:2+Numbering p�rC�w a f 1 t Yl1;V➢YI„ Style:1,2,3, .+Start at:1+Alignment:Left+Aligned at: 0.5"+Tab after: 1"+Indent at: 1" ;L t 1s fltu re�prayr1�rlrllrfy ayf eaucll Vyldder fay �1�if: flee site and becotrle fa trlrlr r.r wif.11-, Formatted:Indent:Left: 0.5" Formatted:Outline numbered+Level:2+Numbering '11ra'1 z afr z)lred a z [a7,f;lla, �',w,11G,r al, la7c+,l, a id site eotid'11fI I1 z f-ia t Irl ay a+alpw,et c_Sf.. � Style:1,2,3,...+Start at:1+Alignment:Left+Aligned at: pDra„Y rw,zz, lrerlayrrrl atic o fi.Art is Ibis of file work fobsite walk f-lro➢u d-`� ew l:re � 0.5! Tab after: 1"+Indent at: 1" �clred.lde.d ot] w.ee..kdaa, s lr caynfaa.cfin Cayrrlrrra+.nder Sfe�e Vpuusa+.k aa:f: 847� 9.L560 Formatted:Bullets and Numbering or sllgsaa,k(La)vbar.oro 4. INTERPRETATIONS AND ADDENDA 4.1. All questions about the meaning or intent of the Prayecfouaal P,14' are to be directed to the Owner's representative, Police Commander Steve Husak via. e- np,il at �hou�ak(cfvN)oro(9 c°ti "'�':�'. Interpretations or clarifications .... .. �� i..: ...... ......... p considered necessary by the Owner in response to such questions will be issued by Addenda e,,,,mailed to all J[raypcat 1 daaraou-y1,6-']P holders of record. 5 Formatted:Page break before 4.2. All requests for interpretation must be received at least five days prior to the day s receiving pet for receiv responses. Addenda willu,be ,,,,mailed not later than three days prior to the dayset for receiving !yid,,. Failure of any lyrdd rP� r to receive any such Addendum or interpretation shall not relieve such �rdder1Z")wrt r from any obligations under the Bi& as submitted. All ddenda so issued shall become part of the Contracf Caywourn�rlYr,4 4.3. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. 4.4. Receipt of all Addenda must be acknowledged on the BidPreo-pf.�Form. 5. 1III1I1III O,&A4,FORM 5.1. All blanks on the V;;y,r;¢;�,propo,,4 Forms must be completed in ink. 5.2. All names must be printed below the signature. 5.3 All Ilbr t6'rcrtfa z l Forms must be signed and notarized Px4hft4t lZe-quuffe4 AfTff-Ha4ofrs-rrHfSq P e—,f-,red arr ki(-har-izea,kand k4i' -wd to 1 -w - 5.4. Unit Prices for all specified items must be provided. 2,5 An af.ssoeraf:f:ed -- Formatted:Bdets,,d Numbering C Tnif Prices Does umenfar.fron souflieienf lirr f:➢pie Owner to deferfr i e er�o.uivar.lenee ... .... .... .... .... .... ......... ........ wit➢? flt zpu cified item rnourt be rrichided ni f-le Bid 6. SUBMISSIONIIIIIf III ":'. P:"" �" 6.1 The Owner will receive Irrd. _ hs until 12:00 p m. local time,oti]E2lrnm S. .0,07r 6f4 6ffd, at the --- G9 a �1 rk 1- , Village of Buffalo Grove Municipal building,50 Raupp Boulevard,Buffalo Grove,Illinois 60089. 6.2. Bid".Yfopos,4 , shall be enclosed in an opaque, sealed envelope, marked "DIGITAL MOBILE VIDEO SYSTEM FOR POLICE VEHICLES"and bearing the name and address of the BiddcrR€�p Eder. If the 13rdb'rotra t is sent through the mail or other delivery system, the sealed envelope shall be enclosed in a separate envelope with the notation "SEALED 11111)' �C-r P �4 DIGITAL MOBILE VIDEO SYSTEM FOR POLICE VEHICLES"on the face of it. 7. OPENING OF PROPOSALS 7.1 Bid".Yfopos,4 will be publicly opened and read at 2:00 p.m., o i V u Irro,uiy,ry,,,,,,2, 6 10,0,7t040, in the Board Room of the Buffalo Grove Village Hall, located at 50 Raupp Boulevard,Buffalo Grove,Illinois. 8. Illllf IIISIL' L1L': :;L:,S TO REMAIN SUBJECT TO ACCEPTANCE 8.1. All]f 3J d..Propo�..1s will remain subject to acceptance for rnri.ef,y,ferW. 4-b-(2 21•40 days after the proposal opening,,:., � � r ; V d:r• -�G� �: -- wy M�d $:. r 484-��,p ar 9. AWARD OF CONTRACT A44D. lIX11+X. UT N Lb111 A `11 Imo' 9.1. The Owner reserves the rights to reject ;,ar1y and all bids {ray , to waive any informality or irregularity in any Irrdh,and to accept any lrralh, which,in its opinion,will best serve its interests. 9.2. The Owner reserves the right to negotiate Agreement terms with the successful y,r; r„1:apcaar4�r. End of Instructions to 1Wdensketsponklers 7 FORM for Ct.:,:-:.,:t:b3:d:Font::B.:l [)J ..�bfl Mobfle Vkle S tem fiat r pofic e VehHes Formatted:Centered ...................................................................................... n........................................................................................................................ Flw4he Ct.:r:-:.,:t:t,Formatted: :12:p:t:::::::::::::::= CFormatted:Tab stops::1:38:L:ft::N.t:,t:::2- Mre of'Uidder� ......... ........ .......... .......... .......... .......... .......... .......... .......... .......... .......... ......... CFormatted:Tab E:;t:p:E;::1:3:8::L,:�:ft:,:Not,,:t::2:72=- N.➢,sitie,s,s Address': ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Formatted:Tab stops: 1.38",Left+Not at 2.72" Bidder..Ptitici ................................................................ ...................................................... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ ......................................................................................................................................................................................................................................................................................................................................................................................................................... ..............................................................................................................................210 Grove Police 1....................................................................................... ...................................................................................................... ....................................................................................................... ...I....I..l...i..t...].r...i...,i..........(..)..(.) . I I I CF:o:r:m:a:tt:e:d:Font:12 pt 44+-Owner: ..................................................Village of Buffalo Grove CFormatted:Tab stops::1:3:8':Left:+Not a:t::2:72'= ...................................50 Raupp Boulevard Formatted:Font:12 pt ............................... Buffalo Grove,Illinois 60089 2 [F:o:r:m:a:tt:e:d:Font:12 pt Formatted:Font: pt matted 4,G,I 14 N MRA4.. � CF:o:r:m:a:tt:e:d::B,:Il:et:s:a:nd:Numbering ::::::::= CFormatted:Heading:2:Left,Line spacing::single ..........................�, J!!;a NJII...1111A Illd. Font: ok1dJ:::::::::::::::::= C :B,:I:let:s:a:n:F:o:r:m:a:tt:e:d: Numbering :ng::::::::::= Pursuant to the Invitation to Nd..Re,,+Vv4kef,,+-f6r the Digital Mobile Video System for Police ..................... f [Formatted:Font:Bo:1dJ:::::::::::::::::= Vehicles Project (i o1eo�'4, the undersigned have carefully reviewed and examined if For�matted.In�dentLeft 0�2Y ��� I rczlm! manual lbr t11e 12 Uo M.IfW� R4��",A (444L-4ef*,u.,, ....... t1le iiie...atid....are aware of the conditions under which we will ................................... be obliged to operate. We propose to furnish and perform everything required, called for or reasonably implied, including labor, materials, machinery, tools, shipping, supervision, taxes, fees and training necessary to perform and complete in a workmanlike manner the work known 8 as the Digital Mobile Video System for Police Vehicles Project, for the total �luserrfprice of, ,, ,a,,,,. „ �$ ......... ......... ......... ......... ........ ......... ......... ........ )(the"Proposal Price"). 9 Formatted:Page break before,Don't keep with next Formatted:Don't keep with next 10 2. UNIT PRICE Formatted:Page break before,Don't keep with next CFormatted:Bullets and Numbering The following unit prices are submitted by the undersigned!3.Jdder,_� r�as a basis for additive or deductive adjustment to the VyrafPrrr a4. Price in the event changes are required involving the items described. 5Xfended — Formatted Table Description Quantity Price Arno int In-Car Digital Recording System 22 Installation 22 Collision Sensor 22 Microphone holders for Oftiicesssc�,— 75 Additional Microphones 10 Police HQ Equipment Server,Storage and Distribution 1 Capture and Upload Station 1 Backup/Archiving Backup/Archiving Station 1 Software Configuration 1 Trainin for a1111 otfriicesss s Extended Warranty„f z,q2,11111. e uii iment 22- Multi microphone charger 2 Fo ha ll Formatted:Font:Not Bold ADDENDUMS Formatted:Left Formatted:Bullets and Numbering We acknowledge receipt,understanding,and full incorporation of the following addenda: Addendum Number: Dated: Addendum Number: Dated: 11 Formatted:Page break before j,, „ REQUIRED AFFIRMATIONS C Formatted:Bullets and Numbering Exhibit A entitled"Required Affirmations"is attached hereto and made a part hereof. CFormatted:BulletsandNumbering Mi-ffle 4-4 �Itik➢vi-n4i ................................................................................................................ ...................................................................................................................................................................................................................................... .. � 5. SIGNATURE AND DATE {Formatted:Bullets and Numbering Date: Vy„r„¢;d r..:�yrdcfe—Name: By: Signature Print Name: Title: Subscribed and sworn to before me this day of ,2007. Notary Public 12 EXHIBIT A 1 I-1)--1FORM-REQUIRED AFFIRMATIONS Ethics Statement The undersigned hereby represents and warrants to the Owner as a term and condition of acceptance of this Bid that none of the following Village officials are either an officer,director, or owner of five percent(5%)or more of our company: the Village Presidents,the members of the Village Boards of Trustees, the Village Clerks, the Village Treasurers, the members of the Zoning Boards of Appeals and the Plan Commissions,the Village Managers and their Assistant or Assistants, the heads of various departments within the Villages. If the foregoing representation and warranty is inaccurate,state the name of the Village or District official who is an officer,director,or owner of five percent(S%)or more thereof(official). The undersigned further warrants that we have not employed or retained any company or person other than a bona fide employee working solely for us,to solicit or secure this Bid,and that we have not paid or agreed to pay any company or person,other than a bona fide employee working solely for us, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award of this Bid.For breach or violation of this warranty, the Owner shall have the right to annul any Agreement resulting from this Bid without liability. Public Contracts-Bid Rigging and Rotating-Kickbacks-Bribery The undersigned does hereby certify that we are not barred from bidding as a result of a violation of either Section 5/33E-3 or 5/33E-4 of Chapter 720,Illinois Compiled Statutes. Public Contracts Section (5/11-42.1-1 of Chapter 65,,,;-Illinois Compiled Statutes) The undersigned does hereby swear and affirm that: (1)we are not delinquent in the payment of any tax administered by the Illinois Department of Revenue or(2)are contesting in accordance with the procedures established by the appropriate revenue Act, our liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein: (1) is a Class A Misdemeanor and (2) voids the Agreement and allows the Owner to recover all amounts paid to us under the Agreement. Vyidder ......... by,R. By: ............ Signature ............ Printed Name Subscribed and sworn to before me this day of 12007 Notary Public 13 OWNER-CONTRACTOR AGREEMENT For The Digital Mobile Video System for Police Vehicles This Agreement is dated as of the day of 2007, (which is the effective date of the Agreement) by and between the Village of Buffalo Grove, (hereinafter referred to as the Owner) and, (hereinafter referred to as the Contractor). Owner and Contractor, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1—WORK Contractor shall complete all Work as specified or indicated in the.1)121j,,a;f.;,,Cy�;,Qy;,r,ro;u,Qy;l, for,,,,,flic l�r;odaal Mobile Video &�yztern for Police V�,i 1�z6'rewp V Marrro-�.l �r the 1�'N .r.1—�de VKL'--o nysta rn P_K-4a"'e VehfeAe,.,. The Work is generally described as follows: Delivery and installation of Digital Mobile Video System for Police Vehicles for the Police Department and Village of Buffalo Grove located at 46 Raupp Boulevard, Buffalo Grove, Illinois. The Work includes all equipment, cabling, testing,calibration,and miscellaneous items required to complete and to provide a functioning in-car digital video system including wireless transfer and associated storage and retrieval. ARTICLE 2-CONTRACT TIME ..::1.............2-4 The Work shall be Substantially Complete on or before Formatted:Bullets and Numbering 2007............................and Finally Completed and ready for final payment on or before .................. 12007. Formatted:Indent:Left: 0.5" 2-42.2 l iq➢rid 4fed�?arrrl Yes,,, Owner nrd C tit. 4e.o rccopnize f-a fjf trle vs off:lle. - Formatted:Bdetsand Numbering ....... c��cn of the o reernenf Qand f-tat fawner will sgffer finar.nciarl loss rffhe Work is ........ riot ........ co rf➢nn t1 � n ,s gecr l"red in xtraora qlr 2.1 above lv , lie ar.lscr rca ll,;nire fire delay, s. ex sense. arar i irl"l"rcoulfres involve i m grcrvin fire arcfo.uarl loss z.O'ere i t Owner it the Work i z riot aeon gleted on time Accorditivly,rn fa°ad of re ed darma..es fior,-aklry (Iro,uf ncrt rz„ r gl riar.lf:yy C a nf:rrcfor slrar.11 t Qwrier ar.cli a.raae of lil"fy ar.nd do/100 Dollar's (��,0,,00.).....'ger car.lendrr day. . Liaourdar:f:ed dar.rnar�c� �harll lie ar.qglied lthzobzfafrl ad l al corprfc :fr i nircz zgccrlrci !ri c - .... ,f lr uralprQu. h 2.l above ARTICLE 3-CONTRACT SUM 14 3.1 Owner will pay Contractor for completion of the Work in accordance with the Contract Documents as follows: $ (the"Contract Sum"). ARTICLE 4-PAYMENT PROCEDURES 4,,1 LTperI1 Im l gl,com efn a:io tid ace )fa tree o n the Work. Owner shall I7fl9� � 6yI1fr4&'sf:�yr� --Formatted:Bdetsand N rin umbeg the,,,,,cotlfnwt S�urri ,iti wcorda iee with the Vllrriois Pru�rnpt 'aryrnerif,,,,,Act V itial, ea rnlrlefrori,,,.sh shall be delrried,ar z v➢ieti all Work has z lreeti ea rnlgl,efe l rri,��,ay,r rr�l ... .. .. ..................7n.�':..:fa;eO tier... Formatted:Indent:Left: 0.5' 4-40 W+" V fFormatted:Bdetsand Numbering ���rp-r�r.�k--;��urr �.ar ; a��+9-Gk---dG�<�1a�'+=c�u✓rF. : '°, b � a�-1 scar-w�pr4�V+�1--e.�wd—q y: 15 ARTICLE 5-CONFLICTING PROVISIONS 5.1 Any inconsistencies among the provisions of the shall be resolved solely by the Owner. ARTICLE 6-CONTRACTOR'S REPRESENTATIONS In order to induce Owner to enter into this Agreement, Contractor makes the following representations: 6.1 Contractor has examined and carefully studied the]ProJ.�,a,f C I gjxjj.�ap C aaa4. 6.2 Contractor has visited the site and become familiar with and is satisfied as to the general,local,and site conditions that may affect cost,progress,performance, or furnishing of the Work. 6.3 Contractor is familiar with and is satisfied as to all federal, state, and local laws and regulations that may affect cost,progress,performance,and furnishing of the Work. 674 Gonifa.a.of ha.+-a;affela4ed kfiowf to orV r, pera, �flt'orrrHttfon....afta4 erlrsa,rva.fafrntz oVvkt1*e4 frcrrrr.......'H-Sk: to toe +rfa, Qn4_tfl addr foflal - a:wFrrra.f w rnvezpa ,afirernz,aural &Ka- fth 6 4 (ro. .... ----Contractor 7`i,,,,9'a"�✓Yra✓C7,�;f�IC✓1�';a✓I1G�rrl Il Yf-:O;➢ra✓al�W,C1rlt fa'r lre pa,rla�rrrlc�¢:4 lry ' Formatted:Indent:Left: 0.5" �by tier ari;��,,, of-1 rz at fli�,,,sit fli af,;,,ra relates z to the Work r z nia;i afa d n;r,,;t1w Pr_ f C�l1a�.n o ua�l. ......................................... ft,,, C otitr actor ll,9 z correlated f11G�,,,itiforl Yl.boot knr wti fay�..tlt.t 9Gif-..Cyr,,,itiflorlrl boot all,d '� _--- Formatted:Outline numbered+Level:2+Numbering Style:1,2,3,...+Sta t at:5+Alignment:Left+Aligned at: IYI,"✓;zfl�ob,servafaflayn,��l,ox,aglrfrayr1 z.l.tied from �w.zf`z.sits f`9f.Ad'11w.zLf a.nd data a�v✓rf.�l la ffllea4�Caw,&,fal � �a.fla'II1 � 0.5"+Tab after: +Indentat: 0.75" tea..:..................... o ua1. Formatted:Bullets and Numbering 6 6. ..¢ll,fr a far 7L a z oiyen Ow tier wrrfien notice of all coti ef`z.errorz aIYIl7I"0➢if _fz.or Formatted:Outline numbered+Level:2+Numbering .W rLT:fw,I1 rw'z6:rlVufl.rl1 fl.Lerw¢' lr� tl�v r1 r�r a.a,0.,4 7fallrla fay Casa a f �an➢➢al ar1d tIIC Style:1, b 3,e +Start at:5+Alignment:Left+Align ed at: di,se r arau,res that Cotifraa,ka�,,,,,,, discovered d in fli V ray 0.5' +Tab after: 0.75"+Indent at: 0.75" nfractor. and the Pray eef: Formatted:Bullets and Numbering 1 4 tl..gal rra,,i;aj]21r lly zoullreie if fay nidi afa ari,d cotiv ,y,ourid rztQyai 4ni,,of;rl,l, fa rrri z and eo idrfra�ri;z,la r p r rrn an a,,,,ari 4 lourrrr zlnn;;off,file Work,_&b4woA 4,ge" 4aa.f r�d'acap w aG i e ptit a--day-C4*44&,Okrr an4-vY-,,H4wwmt to ara:d�:4A_- ar 4 Oa ra y uack¢4Aa.y�-aa:ar�4an a N ail 4a +r+a a na4 fi+a n.r rr p&r-4*Fff t4asJ-�+rk- 16 ARTICLE 7—(..'0NT111ZA(..'T 111)0(..'UMIIIa.NTSIt lFR AG-RE&M*NT C Formatted: :,g:ebn-::k:b:e before ........................................................................................................................................................... 7-4--- 144 k-K+r - - A+fkT....lie.........Contra......c......t...D.........o......e�.....a.....r....l...e.....t...l....t...s'.......w....h......i....c.......- ..I.C..o.t..r....u...between Owtierarid Cotitnwtor cot]cert1j.J.D.2 the Work corl'si'st ofti-le floflowlt] Indent:Left 0 5- w.ti el Q oll t rtt e t o r Agreement. Itivitatiot] to Bict Formatted:Font 14 pt ........................................................................ ----------------------------------------------------------------------- ..l..t...i....,s.tn.�ctioti,s 2. id e Formatted:.d: pt ... .. .... .. ..............j orrri. ----------------------------------------------------------------------- Formatted:Font 12 pt . .................................................... ----------------------------------------------------------------------- A d d..e ti d..a.,�- pt .................. ..................... A4P-4444�-S 4 wh(4e t40-0,Vvfaer ARTICLE.8P MISCELLANEOUS S..4.j.A. No assignment by a party hereto of any rights under or interests in the I)ELd2Lt IQ, will be binding on another party hereto without the written .................... consent of the party sought to be bound-, and specifically but without limitation, monies that may become due and monies that are due may not be assigned without such consent(except to the extent that the effect of this restriction may be limited by law).Unless specifically stated to the contrary in any written consent to an assignment,no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. ......................6...11. si-tall I- triad o fl by writtet] 'wreetrietif. betweeti ffie (Wier arid the Cotitnwtor ............................... .......................... ...........i Y-- ------- ,arid Al i 1-1al I I-e triade prior to corritrieticerrietif. offfie altered or triodified work No ................................................................................... .................................................................................................................................................................................................................................................................................................................... clar s for, ati extra work or trtaterrals si-iall be allowed o.vtfless co er d b Wen.................M.................................Y.................................................................................................................................................................................................................................................................1..........9.............�1 ell 9,22...................... :a a40, W1-4 44 r—W C4+RkW-4�+ 17 ff,fl4 tl4 b rr �a�ew fi r r rd rk 1h 9p. r al r rw d V atrtw�rr4- 9.9.3.4 Owner and Contractor each binds itself,its partners,successors,assigns,and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect of all covenants, agreements, and obligations contained in the C,airs ef.V.�tyw.o.ur.ri. r.i..f.;zi� 9.9.4 Any provision or part of this Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken,and all remaining provisions shall continue to be valid and binding upon Owner and Contractor,who agree that this Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. 18 IN WITNESS WHEREOF,Owner and Contractor have signed this Agreement in duplicate Formatted:indent:Left: o.zs",Page break before as of the date hereinbefore set forth.One counterpart has been delivered to Owner and one counterpart to Contractor. Owner: Village of Buffalo Grove,an Illinois Municipal Corporation By: William H.Brimm Village Manager Contractor: By: Attest: 19 Scope of Work/Technical Specifications The mission of Village of Buffalo Grove Digital Mobile Video System for Police Vehicles is to provide an in-car camera and DVR system, wireless transfer system, capture station, storage/management and distribution server with application software, automatic archiving system to work with the department's LAN for viewing on in-house computers. This system will serve as a valuable tool to assure the highest level of professional service, training, and documentation of events,actions,arrests and critical incidents throughout the Village of Buffalo Grove. The primary objective of this..Cotitnwf-R 1,41 is to acquire technology which will assist the Village of Buffalo Grove to that end. The Village of Buffalo Grove expects the utmost in professional associations with its Vendors. We strive to work together in a harmonious relationship that will result in benefits for the Village of Buffalo Grove and the chosen Vendor. Scope of Work: The mobile video system selected must have a proven,reliable record in actual patrol car use under a variety of conditions. The C ,aura etor(,4o w: must have experience in manufacturing and supporting such systems to include provisions for parts and service as needed. The Cayrwfrw�t�yr �rw: shall provide documentation proving a minimum of 2 years experience in the active marketing, pr oduction,.. ww�} that do roducion,.�� ¢1 sale un¢I ..errowraniof video systems. not manufacture the components comprising the video system shall be authorized by the original component manufacturer to resell such components. A copy of a factory authorized dealer certificate shall be provided. The basic design of all equipment shall be in full production,no prototype models will be considered. All components of the system must comply with the Federal Communications Commission(FCC)standards. support of mobile vide C otitr etor ,'�rrrk w�pars experience in the manufacture, sales and To document the o systems, the C ayrwfrQ; f,ayr.Contra.O.of shall list law enforcement agencies to which mobile video systems were sold. Letters of reference for verification should be included. A list of at least three customers (preferably in Illinois) shall be submitted with the RFP response. Included on the customer list should be contact names, telephone numbers and e-mail addresses. Sample and Demonstration: Prior to award, the Owner reserves the right to require any htd f ]E?vidderto provide complete .........................video systems of the exact configuration offered for the purposes of evaluation to determine compliance with the specification requirements. The bkWe+ Vy„r„a_t¢tc.will...............provide the mobile video systems within two weeks of the request. 20 Installation: The mobile video system and digital video management server and software shall be installed by the Ve dorVe+Kk ➢lie Ve idor zli all retriov. e .,s6 i rricbd video yz. ;s... .. xJ r ri. v�l;n,l�'i.1".a], Performance Testing and Evaluation: The mobile video system may be field and laboratory tested by state or independent laboratories to verify its acceptable level of performance and conformity to specifications. 1. Emphasis will be placed on the video system's ability to maintain consistent audio/visual recording quality, while subject to interference from the following sources: a. High-powered television stations b. Other radio frequency interference (including U11F, VHF, and HF transmitters) C. Automobile alternator,ignition and electrical systems d. Automobile heaters/air conditioner fan motors e. Other patrol vehicle electrical systems to include radios,emergency lights, siren,mobile data computers,and speed measuring devices f. High voltage power lines,traffic signals,neon signs,etc. g. Vibration of the patrol vehicle 2. When in operation, the mobile video system must not generate electromagnetic or radiation that interferes with communications or other electronic equipment found within the police vehicle. Occupant Safety: The mobile video system must be designed to minimize any and all protruding connections or edges that may cause physical injury to vehicle occupants in the event of a crash. 1. The camera and any other component shall be mounted in a manner as not to interfere with the effective operation of the airbag or any other safety device. 2. The camera and other component shall be mounted in a manner as not to interfere with any vehicle control mechanism or obstruct the vehicle operator's view. 3. The system must be properly fused and protected to prevent overheating in case of a system malfunction. 21 Applicable Standards: All mobile video systems and related audio equipment must conform to the minimum standards as set by: 1. Electronic Industries Association(EIA) 2. National Television System Committee(NTSC) 3. Federal Communications Commission rules and regulations(FCC) 4. � 'a• C,r;; lr;',;z.mobile video systems and related audio equipment must conform to lea-H4e+,a. 4 w ar w kard } rt fi--hy,the International Association of Chiefs of Police Dip farl Videay S sf:erri C nnrrriourn Per ayrrnanee Slpear raar.fiayns ... V rrrn v a rlc Verzroti tt)„_Uoaw,,2()()fz,. (................................................... ....................... 5. )Ce,r,dcrrV s must be able to provide a White Paper establishing its technology has undergone rigorous field testing by an independent and relevant scientific body. The White Paper would form the basis of a defense to any scientific challenge mounted under Fvye �atF.a.1,.5tartF.s, °)w V t t)lw (1°7Lw) or Daubert v. hla>rr a>(( L)ov Formatted:Font:Not Bold I'h aaraaara arttrar7,y,5l))1T,,S 57°)..(.L°�° ), Formatted:Font:Not Bold 6. Theclafyrae�d r will provide,at its own expense,Expert Witnesses to testify as to the accuracy,operations and reliability of the Digital Mobile Video System for Police Vehicles. 7. All mobile video systems shall be of industrial/commercial grade. No prototype models will be considered. Warranty: All equipment must be fully warranted (all costs borne by the V. ..e n4c2LVeH4�_-W) for a minimum of one-year or the standard manufacturer's warranty, if longer. For warranty purposes, the warranty period begins when the camera, monitor, microphone, recording media and all component parts including the digital video management server and performing e Coti f.a�,et software are costae an er ormm to the standards s set forth m the ........................................................rrf; ',ar,rid w e fa d lry flw() ricer,,,,,- The Vendor,4iddef warrants to the O wg e,r Vflhap 444'=a]o Ofove-that all equipment furnished will be new, of good material and workmanship, and agrees to replace promptly any part or parts which fail to comply with the specifications by reason of defective material or workmanship under normal use, free of the Village of Buffalo Grove's negligence or accident during the warranted period. Such replacement shall include all parts, labor, and transportation cost to the location where the equipment is non-functional. This statement is not intended to limit any additional coverage, which may normally be associated with a product. General Digital Mobile Video System Specifications: The digital mobile video system shall consist of a windshield mounted camera,trunk or interior mounted vault with record mechanism, control center, compact monitor, and 22 wireless microphone/transmitter system to capture audio outside the vehicle for traffic stops. 1. Camera: a. Camera dimensions shall not exceed 7 inches in length and 2.75 inches in width. b. The camera shall operate in extreme hot/cold weather conditions and shall be mounted on the windshield or front dashboard. c. The camera shall be a single unit including power lens. d. Lens will be equipped with automatic focus, automatic iris, and automatic white balance. e. It is preferred that the camera have a backlight setting which reduces glare and bleed over for outside lighting. f. The camera shall be a solid state, CCD imaging system that shall not be subject to burn in,or interference by magnetic fields. g. The camera shall have minimum color resolution of 450 horizontal lines. h. The CCD color camera shall prevent glare and light blooming during operation. i. The camera shall be capable of being rotated 180 degrees in either direction on its mount without having to loosen any screws or knobs. j. The camera should have a control for enhanced low light recording. k. The camera shall have adjustments for shutter speed and compensate for all commonly experienced lighting situations. The camera must be capable of reading a license plate at night with the patrol car's headlights on. 1. The camera shall be capable of providing a clear image with the minimum of I lux/.3 lux preferred. m. The camera shall operate on a power source that is filtered, regulated, and short circuit protected. The voltage supplied to the camera shall meet the camera manufacturer's specifications and shall not vary with fluctuations of the system's electrical system voltage of between 9 and 18 volts. n. The camera shall be capable to withstand temperatures from direct exposure to the sun as well as below freezing temperatures. o. The camera cover shall not warp or distort under normal conditions. p. The camera shall provide a horizontal field of view of at least 16 feet at a distance of 20 feet. q. The camera shall provide both automatic and manual focus capabilities,which are user selectable. r. The camera shall offer a signal-to-noise ratio of at least 46db. 23 s. The camera shall be mounted with a heavy-duty adjustable mount and shall be attached to the windshield or dashboard. t. The camera mount shall be easily adjusted without tools. u. The camera shall be equipped with light control which turns backlight on and off so as not to illuminate the user in darkened conditions. v. There should be an option for a second camera to be installed to discretely observe the individuals placed in the rear seat of the patrol vehicle. 2. Video Monitor a. The monitor must be a high-quality color LCD monitor of at least 3 inches, but not greater than 7 inches measured diagonally. b. The display shall be of the LCD Active Matrix type. c. The monitor shall operate between-lOF and 140 F degrees d. The monitor shall display a live picture from the camera when the system is powered(even if recording is not in progress). e. The monitor shall include a system speaker to provide monitoring of live audio from portable transmitter microphone orb'from recorded sound during the playback mode. f. The monitor shall have a volume control which will allow the user to adjust audio level and turn off monitor sound if desired. g. The monitor shall operate independently of the recording device,ensuring the system shall function even if the monitor is not displaying a picture. h. The monitor shall display at a minimum: date/time, user identification information, emergency light indication, braking indicator and microphone activation indicator. It is desirable for each unit to be capable of integrating with compatible traffic radar components. Target and patrol speed should be displayed on the monitor and recording to the digital media simultaneously with the video and data being recorded by the camera. i. The monitor shall be a dash mounted unit, overhead console, independent floor mount or between the seats console mounted. j. The monitor shall operate on a power source that is filtered, regulated, and short circuit protected. The voltage supplied to the monitor shall meet the monitor manufacturer's specifications and shall not vary with fluctuations of the system's electrical system voltage of between 9 and 18 volts. 3. Wireless Microphone a. Wireless microphone transmitter shall operate in the 900 MHz band and utilize digital spread technology. b. Transmitted microphone must be compact in size with dimensions not to exceed 2.5 x 3.5 x.75 inches(h-w-d). 24 c. Transmitter microphone must come equipped with compact carry case or device, which attaches the system to the user's utility belt or....sI mo I er tr r orl�tt ,and does not interfere with operational use. d. The microphone transmitterd shall be equipped with an internal antenna. It shall not utilize the microphone cord as an antenna. e. The microphone transmitter shall be equipped with an internal microphone, which will allow recording to continue even if the external microphone is disconnected or is malfunctioning. f. The microphone shall automatically turn on when the recording device is activated and off when the recording device is deactivated. g. The microphone transmitter shall operate on rechargeable(lithium)batteries. h. The microphone transmitter shall be capable of 8-10 hours continuous use without recharging. i. A desk charger shall also be provided for each wireless microphone supplied to allow charging away from vehicle. j. The 4-affirmmicrophone tr tistrnttermust be capable of working with any mobile video system of the same brand. k. The transmitter must be equipped with a backlit status display which informs the user of transmit status,battery strength and recorder status. 1. The microphone transmitter shall have a minimum operating range of 1,000 feet. m. The microphone transmitter must be equipped with a linking device or station, which synchronizes the operating transmitter frequency to the mobile video system being used. n. Once synchronized to a recording device, the microphone transmitter will control that selected device only and no others in close proximity. a—There should be a way to verify synchronization between the base unit and the microphone transmitter each time the transmitter is inserted into the base unit and to confirm that communication is established whenever the transmitter is activated. Formatted:Indent:Left: r 4. Control Panel: a. System controller shall be made of durable construction and compact design to be mounted in the overhead console,dash,or console between the seats. b. Controller must be enclosed in an ergonomically designed case with rounded edges to prevent injury to the user in the event of sudden impact. c. The system controller shall have controls or indicators that will be illuminated when activated as listed in(f)below. 25 d. The controller shall be equipped with an automatic brightness control in each of the indicator circuits. e. Primary controls shall be backlit for night operations. 26 Formatted:Page break before 27 i h„f Control Panel 1) Power on/off 2) Play 3) Record start/stop 4) Fast Forward 5) Rewind 6) Stop +- Zoom Camera Controls 1) Zoom in/out 2) Auto Focus 3) Selectable Shutter 4) Backlight Control Indicators: 1) Power on 2) Microphone on 3) Recording 4) Fast Forward 5) Stop 6) Time Counter 7) Problem Indicator 1 The record function may be utilized by all of the following modes: 1) User pushes record button. 2) User activates the emergency equipment(red/blue lights,siren). 3) User activates the record button on the wireless microphone transmitter. 1-1—Programming of the in-car recording system shall be restricted to authorized personnel only through the system controller. 5. Electronic Conditions a. All electronics shall have input voltage of 13.5(+-20%)volts DC. b. The in-car recording system shall not interfere with the vehicle's electrical or electronic components, including the police radio system, mobile data terminals or computer terminals, speed detection devices, through 28 electromagnetic radiation or radio frequency interference produced by the camera,recording device,system controller or its components. c. The in-car recording system shall not be affected in any way by transmissions form the police communication packages in the vehicles. d. The in-car recording system shall be protected from damage due to input of voltage,reverse polarity,and electrical transients that may be encountered. e. All programmable parameters shall be contained in non-volatile memory. Loss of power to the system shall not result in the unit requiring reprogramming. 6. Security Features: a. The in-car recording system shall have the capability to restrict access to the programming functions, including but not limited to time/date features, to authorized personnel. b. The recording device must have the capability of preventing the user from erasing and taping over previously recorded information from either inside the vehicle or at the recording device controls. c. The recording device shall contain a method to determine if the recording media has been tampered with after it was recorded. d. The in-car or trunk-mounted recording device shall be enclosed in secure enclosure with locking capabilities. 7. Recording Media: a. The recording media must ouf�,giW....i% rhre I flasll....0 Card or.._e,.6vrletlf.. tM.molo y.....,and it must accurately and reliably reproduce the original image and audio as witnessed by the camera. b. The recording media shall be capable of recording events uninterrupted for the minimum of 8 hours. c. The recorder shall be capable of recording a minimum of one audio track simultaneously in conjunction with the video signal. d. The recorder shall operate from 13.5(+-20%)DC voltage source. e. The recording system shall interface with the vehicle emergency equipment currently installed in the vehicle, having a minimum of two (2) activation switches and shall display on the recorded media and on the monitor, an indicator depicting when the emergency equipment was activated. f. The recorder shall generate to the recording media and the monitor the date/time, users identifiers, brake light indicator, emergency equipment indicator and audio indicator. It is desirable for each unit to be capable of integrating with compatible traffic radar components, which is capable of recording the violator's speed from the radar device. 29 g. The date and time generator shall be self-adjusting for daylight savings time and leap year variances. h. The date/time and users identifiers shall be on battery backup to prevent loss of information in the event the vehicle battery is disconnected for up to a minimum of four(4)hours. i. The operating system must be computer based and controlled. It shall also be upgradeable and fully compatible with future technology applications. 8. Digital Video Management Software/Hardware: a. The Digital Management software should allow the system administrator to set up user profiles for the entire Lq Iice department to access and utilize software. b. The Digital Video Management software should allow searching based on officer,vehicle,date and time. c. The Digital Management software should have the ability to auto synchronize all mobile recorders date and time. d. The Digital Video Management software should allow for new software to be put on Management server and allow automatic upload of said software to mobile units. e. The Digital Video Management software should log and provide detailed reports on unit errors and system maintenance. f. Uploading files to the server should be seamless to the officers. When the officers are in a hot spot, the system should automatically upload the video and audio to the system using wireless 802.11 g.., technology. technology. g. The Digital Video Management software should have the ability to search and retrieve videos from a centralized storage server, external RAID array and tape library for viewing and exporting. There should be a log which tracks users'access,download and copying of video. h. This system should be scalable and expandable. i. There should be an administrative component to the system wherein the administrator can control access. The administrator should be able to set different levels of access rights for different personnel, such as viewing only, copying, archiving, etc. The system should record and log the chain of custody on actions such as when and what car has uploaded files, who has viewed, downloaded, or exported video, etc. There should be a provable means to detect if a file tampering occurs. The system should also have an automatic archive feature to either a hard drive or DVD,jukebox type system. j. The Vend yr:VeN4of shall provide the Digital Video Management system hardware including a server, monitor, keyboard, and other equipment necessary to create a fully functioning and useable system. In addition, the vendor shall provide the equipment necessary to export video files to both digital(DVD,CD)for presentation in court or training purposes. 30 9. Digital Video Management playback software: a. The playback software must be password protected. b. The playback software must have the following functions: Play,Pause, Stop, Record and frame by frame advance. c. The playback software must allow for a"snapshot'of any frame or video. Miscellaneous: 1. The Digital In-Car Video Recording System shall be provided with all necessary cables,fuse holders,and mounting brackets. 2. Each Digital In-Car Video Recording System shall be supplied with a comprehensive Instal lation/Programming/Operations manual. Training Requirements: e ThYen �,!doren� will provide all training in the operation of the proposed The technologies system to assigned department personnel. The �C�ri c r c1a rr will provide the training to all personnel in a classroom setting not to exceed 10 people per class. The Vetidor* i+1a_w will specify requirements for training delivery and training program assets to be provided. General: The successful C. ol.tray ,f.ort_++uksiAof will furnish all necessary tools,equipment,labor, supplies, and materials to install and operate the Digital Mobile Video System for Police Vehicles within the Village of Buffalo Grove. Upon award of a purchase order,the Co i;f..ra ef.orC'4_+H&.ekrf will be required to furnish a valid certificate of insurance for workman's compensation,automotive coverage and general liability insurance in coverage amounts appropriate to his/her operation. 31 Board Agenda Item Submittal xIv C Requested By: Timothy E Sashko Entered By: Timothy E Sashko Agenda Item Title: Authorization to Waive Bids and Purchase Holmatro Rescue Tool(Jaws of Life). Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/17/2007 01/22/2007 Regular Agenda Fire 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 No Yes 0 No funds? Is this a budgeted item.? Projected total budget impact: $36,661 Additional Notes regarding Expenditures: Funding for this purchase is fully funded in the Reserve for Capital Replacement and the proposal saves money versus a new equipment purchase. The purchase is also concurrent with the programmed upgrade of his equipment as it relates to service life. Type the body of the cover memo here. Requests cannot be submitted if this field is blank. The Fire Department staff is requesting authorization to upgrade the Holmatro Rescue Tool system, commonly referred to as the Jaws of Life. The equipment is used for extricating victims in car accidents and other machinery related incidents. This primary reason for the request to waive bids is that the manufacturer is only represented by one dealer in northern Illinois. This purchase is currently funded within the Reserve for Capital Replacement with more than sufficient funding to provide for the upgrade of the current 12-year old equipment. Deputy Chief Pete Ciecko has worked with ESG, the sole source dealer in Northern Illinois for Holmatro Tool equipment and has provided a recommendation to "upgrade" the existing system rather than replace with a new tool system. This will provide us with a savings of over$22,000 in our reserve account. This will provide us with the most current "core system" rescue tool unit which will provide us with an equal service life (12-years) as projected with our current system. As noted, staff is requesting authorization to waive bidding on the upgrade due to the fact that ESG is the only authorized Holmatro Tool dealer(sole source)in Northern Illinois based on the specialized nature of this equipment and the desire to upgrade it rather than purchasing new. Even if purchasing new, while the anticipated savings would be eliminated, again with a sole source vendor, a waiver would also be requested. In summary, the Department requests an authorization to "upgrade" our current Holmatro Rescue Tool system through a bid waiver with ESG Equipment for an amount not to exceed $36, 651 (not including shipping). Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files PJC534-Holmakro Tool Upgrade.pdf tI TES1107-Homakro Tool Upgrade.PDF Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: VIU AGE OF F` 1 BUFFALO GROVE Fire Department 1051 Highland Grove Drive Buffalo Grove,IL 60089-7026 Phone 847.537-0995 Fax 847.537-7370 Timothy E.Sashko Fire Chief MEMORANDUM PJC534 TO: Chief Timothy Sashko FROM: Deputy Chief Peter Ciecko 1 l� V DATE: November 28, 2006 RE: Holmatro Tool Upgrade—Bid Waiver Our Holmatro extrication equipment is due for replacement. The current units are 12 years old and are still in good condition. Unfortunately, our current equipment is not being made anymore and parts are becoming harder to come by. The cost for replacing all the Holmatro tools and equipment on Tower 25, Quint 27 and Engine 26 would be approximately$60,000.00. We currently have the funds in the capital reserve for this purchase. For the past three months, I have been working with ESG Safety Equipment in regards to our Holmatro equipment. ESG Safety Equipment is the authorized distributor and service center for Holmatro in Northern Illinois. ESG came out to Station 26 in September to show us Holmatro's new line of extrication equipment called the"Core System". This system would allow us to operate the various extrication tools without having to leave a person at the power unit, manually changing valves for multi tool operation. While ESG was here, I had them evaluate our current Holmatro equipment to see if we could convert any of our equipment to the"Core System". It was determined that we could convert about half of our equipment to the new system. The current combi tools and power unit on Engine 213 could be changed to the new system. The power units on Tower 236 and Quint 237 could also be changed over to the new system. Unfortunately the tools cannot due to their age. New hydrae)ic tools would have to be purchased for Tower 236 and Quint 237. \�O CNppSS 2 C0 44f,&+ ISO 2 CLASS 9F a� Listed below are the costs comparisons for replacing all the equipment with new and converting what we can with the new system along with the new tools stated above: Engine 213 ---All new equipment: $ 9,950.00 Converting existing equipment: $ 1,422.00 Savings: $ 8,528.00 Tower 236- All new equipment: $24,812.00 Converting existing equipment: $17,966.00 Savings: $ 6,846.00 Quint 237 - All new equipment: $24,030.00 Converting existing equipment: $17,263.00 Savings: $ 6,767.00 Total costs: All new equipment $58,792.00 not including shipping Conversion $36,651.00 not including shipping Savings $22,141.00 The figures shown above including new hydraulic hoses for all the units, training and service. I have enclosed both quotes for all new equipment and for the conversion of existing equipment. I have also enclosed a copy of the fire department's capital reserve totals. The tools are under Unit 914 and 915. I recommend that we waiver the bid process and upgrade our current Holmatro equipment to the new"Core System" and save the $22,141.00 stated above. If you have any questions, feel free to ask. Thank you for your consideration in this matter. 5VIC J9 Y'- f : Monday, November 13, 2006 DC Ciecko Buffalo Grove Fire Department ` 1051 Highland Grove Drive Buffalo Grove, IL 60089-7026 United States Dear Chief Ciecko: Thank you for allowing ESG and Holmatro to provide the following quote to your department. Per your request we are pleased to offer your department the following quote on Holmatro's Core Technology Extrication Product k' Line. ESG is now the authorized distributor and service center for northern Illinois. We therefore not only are mow`, able to provide Buffalo Grove F.D. with the availability of Holmatro's product line, we are able to provide ._ NC customer service in the future. 7 Holmatro Core Technology _UDgrades to Engine 26`s Holmatro Extrication Equipment �/�'////���`��y�j��� 4( Nm3 . y Upgrade PPU15 Power Unit to Core Technology $350.00 �Z yQ;fS Ott Includes Parts and Labor }q, Upgrade Comhi Tool to Core Technology $350,00 (� Ba row— Includes Parts and Labor New Holmatro 32'Core Technology Hose $722.00 Total upgrade cost far Engine 26's Equipment $1422.00 s. grades for Tower 25`s Holmatro Extrication Equipment Upgrade 2060 Power Unit to Core Technology $1295.00 Includes Parts and Labor _. .F �5,,,•. New Holmatro Core 4242 Spreader $5635.00 - New Holmatro Core 4050 NCT Cutter $5165.00 New Holmatro Core 4321 Ram $2872.00 F` New Holmatro Core 4322 Ram $3408.00 New Holmatro 32'Core Technology Ilose x 2 $1444.00 Less Trade in and Customer Discount ($1850.00) Total upgrade cost for Tower 25's Equipment $17,966.00 f��G r- { 'E" North Frontage Road • Bolingbrook, IL 60440 rie. 630/633-5000 9 Toll Free 800/242-4295 • Fox 630/633-5555 www.esgsafety.com ro y`r f =:. Upgrades for Quint 27'.s]Iolmatro Extrication Equipment �x t;pgrade 2060 Po»,er Unit to Core Technology $1295.00 Includes Parts and Labor New Holmatro Core 4242 Spreader $5635.00 New Holmatro Core 4035 NCT Cutter $4383.00 New Holmatro Core 4321 Rain $2872.00 < . ,E A'eiv Holmatro Core 4322 Ram $3408.00 f� New Holtatro 32'Core Technology Hose x 2 S1444.00 s Less Trade in and Customer Discount ($1775.00) ' Total upgrade cost for Quint 27'.c Equipment $17,263.00 Total Upgrade Cost,less shipping $36,651.00 1VIAL Each of the above two combinations have a different Holmatro Core Cutter Model: t rY m Quint 27 is quoted with the ost powerful stly 4050 NCT Cutter which delivers maximum cutting force of 208,000 lbs. : Tower 25 is quoted with 4035 NCT Cutter which delivers a maximum cutting force of 57,320 lbs. T The differeence in the packages, $703,00, is the cost difference between the two cutter models. h S 1 E. North Frontage Rood • Bolingbrook, fL 60440 `'hone 630/633-5000 • Toll Free 800/242-4295 • Fox 630/633-5555 www.esgsafety.[om ,tisr. Nov. 28 06 08: 41a 18472656603 p. 2 �a '1 iesday, NOVCrrrl]Cr 29, 2000 DC C:iccko Buffalo Grovc Fire Dcpartnapnt 105.1 Highland Grovu Drive 13ullialo Cmm;, 11, 00099-7020 United States Dcar Chief Ciccko' niank you Itrr allowinr F,SG and Holmatro to provide the lbllowiug quolc to your dcpartmaut- Per your rcqu{:,51. we arc Plcrlscd to offer your department the following{lnntc rnti COM'1'cclartology CXI.ric;ltiOn Product Line, ESG is now the authorized distributor and wrvicc center for northern 1111nois. We tlwrO'm not only are able to pr'ovidc 8nll'Oo Gruve F,D, witlr the availability of flolniatro's prodmi line,we arc able to provide clrtitorner',CnV CC in (lie future. Holmgfro iCore.re�hno/pgy.. 'l:itsrir}r 26 lfeilmWrn f'.�rritrlfit?rr lsr r�ipmun{ r 111111.1.5,1'Ol or Unit ' 'ore 7' 'carnolugv $S495.00 C enobi Twil to,Cw(, Technology, $43,53.00 Mvw lluhiialr•ri 32'C'orc 7'cchrroingv flow $7 Z Ul) . Lc,,:v'Trade in and Customer Discount ($'(50,00) 7illrrl errorct fr>r 1,,`h irrc-20ry :quiprnent $9,950,00 Tower:'.5's lloinwir..)l:.earication I,'cIWPV7enI. l)!'l1(fll'll Power Unit Core. 7'enhrtningv $80(.00 Ilolllrrrll•o C'rrrc' 4242 Sprcmleee $5635.00 llulnralro Core 40.50 AT.'7' Colter 35165.00 11ohnalro('ore 4321 Rare $2872.00 llohnrrlro Core 4322 Ram $J408'00 llohnalro 3 2'r'nrr: 'f'r.rlrrwingy 114-mv x? 91444.00 l.cxx Mile in and Cralomur Uiscounl (,1s177.5,00) 1'utr�1 G'v,,l fbr 7uir ca 25.v krjuipmar! S24,8J.2,01) Orrirrl�7',+ flr�lnrrrlrn l.r_lriccrlion 1�'rlrripnrerr( DPI1fi01'11 Power t;nil to Core 7echnolr,,gv K'8063.00 11ohnalro Corr. 424.1 Spreader $5635.00 11ohnalro('orC. 4035 NCII' Culler $'4383.00 Ifedinulro Cure 4321 Ram $2872.nn 5/0 F. North Frnnta:.-je Rand ilr,linl�l�rr.,,�G: IL 60440 P innr: e).30/633.5000 4 T R Free 800/242-4295 - Fox 630/633-5555 www.esg.afety.com Nov,' 28 06 08: 41a 18472656603 p. 3 I I !fulrrrnrrr)-33'f'nre Talrnnln,w Tlnsc�x 2 %'1444,00 �} r� Less 7i•ade in and C.usl rner^10i.+•errunt ($1775.00) C Twal upgrach cr,,+t./i,r Quint 27',+Equipment $24,030.00 Total Up„tttc Cost, less tihxfpl r„ S5�°7a2.00 S�i ��,.�O�V' � Rmec"F s&-- W9'C UP4e"f 2ach orthc above two combimitions havo a different Holmat.ro Core Grater Model- Qtiiul.27 is quolud willr Lhc most powerllil Ndy 4050 NCT CIIIICr Wbiclr deli\,crt nuximum culling force or 208.000 lhs, Tower 25 is quoted with 4035 NCT Cutler which dclivors a maximum cutting.,forco of 57,320 lbs. The differeence in the packagcs.$7t IJM, is the cost difference between the two cutler models. 570 C. 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W w N m W N N U2 N m W w m N�- N N T M tO+i M m r r r r r N N NO O Q K z n w y v N w Z O 4 @ A `��- P C N N N F z m rn W W w n m O m rn Po o v t~i5 M w Cw w F 2 w J a 4 w J o aJ 7 Z rn a a o o m ry U F- o a D O O rn m V v+ E �n w w w w w 0 ? ❑ F 02¢ q K R W O ❑ w a ry y C9 Y z w U K g m 2 0.. aq w Lu K O O C7 J 7 U O ti. O a a= O O a F? U z Z z > JJ � w wc7 0Wr 0p 5 W � w wwwwO O _ QQQQwLL d a 0Z wW O w K ❑ oo a ww w w > uj WW w w m m w w w w w z w w w m x MA ¢ w x W O O W O O O O Y YYUn hJ Y 2 2 cn w Lj U W W QQ a W Z m J W Q 7 Z ] K m VIIILAGE OF BUFFALO GROVE Fire Department 1051 Highland Grove Drive Buffalo Grove,IL 60089-7026 Phone 847-537-0995 Fax 847-537-7370 Timothy E.Sashko Fire Chief MEMORANDUM TES 1107 TO: WILLIAM BFJMM Village Manager FROM: T.E. Sashko Fire Chief DATE: January 17, 2007 SUBJECT: HOLMATRO TOOL (JAWS OF LIFE)UPGRADE Bill, attached is a memorandum from Deputy Chief Ciecko concerning what has now become an"upgrade" of our current Holmatro Tool system, rather than a replacement as originally programmed in our budget for this year. As a quick refresher, the Holmatro Toot system is the portable hydraulic system we use for extricating people in serious car accidents and also has been used with industrial machinery accidents. Generically these tools have been referred to in the past as the"Jaws of Life". I fully support Deputy Chief Ciecko's recommendation on"upgrading" the current equipment we have to the new"Core System" format Holmatro offers in their new tool line. Because his proposal saves us over$22,000 in our Reserve for Capital account, I believe this fits with the spirit of cost containment as developed in recent budget philosophies and strategies. It also makes sense to make good use of our current equipment, rather than just purchasing new. This will give us the greatest flexibility of operation and provide us with the equivalent of what could have been purchased new. CvpSS 2 C041M `y0 GN�� L- ISO 2 CLASS F9F Q�Q�. �� Once again we are faced with asking for a"bid waiver"for this purchase based on sole source industry territories. I'm very sensitive to the policy of bidding and respect it. In this case we are faced with the fact that ESG is the Northern Illinois dealer for Holmatro and is the only local source for parts and service for the tool system. In addition, it is impressive that the work they [ESG] did with Deputy Chief Ciecko, knowing they could have just sold us a new system as the only area Holmatro dealer, was to work with cost containment in mind and to provide us with the best overall deal. This is a compliment to Deputy Chief Ciecko and ESG. We are finding in our industry that due to the specialized items we buy in some areas of our operation, we are faced with sole source territories and can't bid various specialized needs. Thank you for your consideration on this purchase and if any questions arise, please feel free to contact me. cc: Ghida Neukirch, Deputy Village Manager Deputy Chief Peter Ciecko Board Agenda Item Submittal xIv D Requested By: Ghida Neukirch Entered By: Ghida Neukirch Agenda Item Title: Approval of a Letter of Understanding for the Buffalo Grove Invitational Fine Art Festival, Buffalo Grove, Illinois. Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/15/2007 01/22/2007 0 Consent Agenda OVM Regular Agenda 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Below please find highlights of the proposed 2007 Letter of Understanding between the Village and Amdur Productions for coordination of the Buffalo Grove Invitational Fine Art Festival. Approval is recommended. Two major changes are being proposed. 1) The date.We are proposing the festival to be held the second weekend in July, as opposed to the third weekend in an effort to avoid competition with one of the nation's largest art festivals. 2) Amdur Fee. Amy has requested an increase in her fee from $5,000 to $5,500. The reason is to due increased costs such as tents, security and marketing. This rate is continues to be extremely competitive with surrounding art festivals who may as much as $25,000 to coordinate the festival. Dates -July 14 and 15, 2007 from 10:00 am - 5:00 pm daily. Festival set-up will begin one day prior. Location - Buffalo Grove Town Center. Village staff is currently working on obtaining formal approval from the owner to hold the festival in the Town Center, similar to the last 5 years of the festivals operation. Description - A juried and judged two-day art festival will feature original art and artists. The festival will include limited food and music. The festival will be free to the public. The target size of the festival will be approximately 150 artists (similar to previous years). Additional features may include hands on art activities for young and old, art demonstrations, art talks by festival artists, youth education programs, special programs for residents with disabilities, special themed art displays and special themed art programs which relate to the unique features and history of Buffalo Grove. Recognition - The Village of Buffalo Grove will be recognized as host of the festival in all festival material. Sponsorship - the Village will once again seek a sponsor to help offset a portion of our costs. Last year, we secured funds from All State Foundation and LaSalle Bank to help pay for expenses. Amdur Productions responsibilities are featured within the Letter of Understanding. Responsibilities include, but are not limited to, prepare artist mailing list of 10,000+ names, and mail to same; artist procurement, notification and logistics; hiring of appropriate musical entertainment for festival; rental of necessary festival equipment; and notification to festival food vendors, selection of food vendors and appropriate permitting of same. The Village shall be responsible for: $5,500 to Amdur Productions to be used for advertising and promotion of the festival. Insurance; Refuse; Police; Festival office; Barricades;Volunteers; Postering. The attached Letter has is recommended for approval. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files 2007 Letter of Understand 1-16-07.doc Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: 1-16-07 Letter of Understanding for the Buffalo Grove Invitational Fine Art Festival Buffalo Grove, Illinois This letter is for the direction and production of a high quality juried and judged outdoor fine art festival for the Village of Buffalo Grove ("Village") by Amdur Productions, Inc. ("Amdur") in the summer of 2007. A point person will be designated by the Village to be the local representative and contact with Amdur Productions. Festival Goals The goal of the festival is to continue to provide the Village of Buffalo Grove an on-going enriching cultural event that strengthens the cultural identity of the Village and draws attendance by the community and visitors from near and far. An intended outgrowth of the festival is the enhanced and greater name recognition of the Village of Buffalo Grove and trickle down stimulation of area retail sales, increased commercial business relocation, increased office leasing and increased home sales. Dates The festival will be a two-day weekend event, July 14 and 15, 2007 from 10:00 am — 5:00 pm daily. Festival set-up will begin one day prior to the festival. Location Buffalo Grove Town Center, Buffalo Grove, Illinois, or other location as mutually agreed upon. The Village will obtain approval of the location for the festival. Name Buffalo Grove Invitational Fine Art Festival. Buffalo Grove Invitational Fine Art Festival A juried and judged two-day art festival featuring original art and artists. The festival will include limited food and music. The festival will be free to the public. The target size of the festival will be approximately 150 artists. Additional features of the festival may include hands on art activities for young and old, art demonstrations, art talks by festival artists, youth education programs, special programs for the disabled and challenged, special themed art displays and special themed art programs which relate to the unique features and history of Buffalo Grove. Recognition The Village of Buffalo Grove will be recognized as host of the festival in all festival material. A ten-foot by ten-foot tent will be provided to the Village at the festival for the purpose of promoting community programs and services. In return, the Village agrees that the booth will be professionally finished, all signs professionally lettered and all tables skirted to the ground with 1 fabric covers. One page or equivalent in the festival program book will be reserved for the Village's use with additional recognition to be determined and mutually agreed to. Sponsorship As Amdur Productions has the majority responsibility of raising funds to run the festival, Amdur Productions will actively run a sponsorship program to secure trade and financial sponsors of the festival. A plan will be created and mutually agreed upon between the Village and Amdur Productions so that the two efforts are not at cross purposes. Any sponsorship offered and secured by the Village must be at or above the dollar value designated by Amdur Productions for same level sponsor. If there are any categories of non-compete, they must be given to Amdur Productions by March 1, 2007. Sponsorship agreements created by Amdur will be respected by all such as a "pouring rights" agreement with Pepsi in exchange for Pepsi product and advertising. Amdur will keep the Village posted on agreements of this kind. Marketing The festival will be marketed via a multi-layered marketing plan. Marketing materials will be directed at Buffalo Grove, surrounding communities, the North Shore, and the greater Chicago Metropolitan area. The Village will allow temporary street-pole banners and signs to be displayed as in previous years. Parking Adequate artist, festival staff and customer parking close to the festival will be available free of charge via coordination with the Village. Expenses Amdur Productions will raise funds to run the festival through such means as artist jury fees, display fees and sponsorships. Direct festival expenses will be paid for by Amdur Productions for items which may include items such as but not limited to: printing of festival poster, application, festival program, festival postcard, festival name and board tags, award ribbons, cash awards, banners, paid advertising in non-sponsored print newspapers, radio and television, sponsor and festival tent rental, postage, equipment rental,jury expenses, musical entertainment, direct staff expenses before, during and after the festival, public relations, web site, graphic design and other such items. Expenses paid by the Village include any expenses they incur in the normal course of business, and staffing for the festival, Emergency Management Agency personnel, festival insurance, public works, life safety, printing of letterhead, and any other items as mutually agreed upon. Village License/Purchase Program Participating artists will pay the Village a designated fee to obtain a license. License fees collected by the Village will be used in accordance with Ordinance 2003-024. 2 Amdur Productions will: Conduct full date, name and location search for the festival and: 1. Create master event time line 2. Direct application production 3. Prepare artist mailing list of 10,000+names, and mail to same. 4. Create layout of festival 5. Development of Sponsorship Program and search for show sponsors (including trade) 6. Direction of public relations. 7. Direction and placement of advertising for festival. 8. Artist procurement, notification and logistics. 9. Permitting of event and coordination with Village services; garbage, police and security. 10. In-person direction of festival. 11. Complete direction of festival artist slide jury, artist slide inventory and slide return. 12. Hiring of appropriate musical entertainment for festival. 13. Rental of necessary festival equipment. 14. Notification to festival food vendors, selection of food vendors and appropriate permitting of same. 15. Coordination of festival judge selection, preparation of judge sheets, judging procedure and awards. 16. Prompt payment of all festival bills incurred. 17. Obtainment of releases of liability for the Village of Buffalo Grove from all participating artists and vendors. 18. Direction and printing of collateral materials, such as poster, t-shirts, hats, etc. 19. Direction of all aspects of the festival relating to the artists and festival itself. 20. Preparation of festival recap and presentation of same to the Village of Buffalo Grove. Insurance The Village of Buffalo Grove will provide at their expense festival insurance for a $1,000,000 general liability policy including Amy Amdur and Amdur Productions, Inc. as additional insureds. No additional insurance will be required by Amdur Productions. Advertising Whenever possible in the month preceding the festival, the Village will include the Buffalo Grove Invitational Fine Art Festival in their advertising including but not limited to: Village Web pages, community newsletters, flyers, brochures, print ads, radio, banners, signage and collateral material. Postering Village staff and/or volunteers will assist in festival poster distribution in the community. Refuse The Village will coordinate and pay for scavenger service for the festival. Amdur shall pay for clean-up service for the festival. 3 Police/Security The Village will coordinate and pay for adequate police services for the festival. Amdur shall coordinate and pay for private overnight security service. Check-In The Village will use its best efforts in securing an indoor location including an indoor bathroom free of charge along the festival route to be used for artist check-in and festival headquarters throughout the festival weekend. This space may be an office, lobby or vacant space of approximately 600-1000 square feet. The provider will receive trade recognition through equivalent sponsorship. Volunteers The Village will coordinate volunteers and volunteer committees. Volunteer committees will include: Postering Festival Hosts: Set-up, Check-in, Breakfast Hosts (Sunday) Festival Information Tent Booth Sitters Mailing List, Data Base, Graphics The artist mailing list, database and graphics used and developed by Amdur Productions remain the sole property of Amdur Productions, Inc. Financial Assistance The Village of Buffalo Grove will provide a minimum of $5,500 to Amdur Productions to be used for advertising and promotion of the Buffalo Grove Invitational Fine Art Festival in newspapers, magazines and other like vehicles. Amdur Productions has the ongoing first right of refusal to run the festival the following year. 4 As a legal representative of the Village of Buffalo Grove, I agree to the above letter of understanding: Village of Buffalo Grove By: (signature) (print) Title: Address: Date: I agree to this Letter as detailed above. Amdur Productions, Inc. By: Amy Amdur, President 90 Oakwood Lane Lincolnshire, IL 60069 Date: 5 Board Agenda Item Submittal xIv E Requested By: Robert E Pfeil Entered By: Robert E Pfeil Agenda Item Title: Plan Commission Referral: Buffalo Grove Park District Golf&Sports Center Dome,801 McHenry Road-Request for extension of the special use in the Residential Estate District Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 0 Consent Agenda 01/17/2007 01/22/2007 Regular Agenda Planning 0 None Does this item Does this item include Will AV equipment be relate to another additional reference required to present item on the info separate from the this item to the agenda? Board packet? board? 0 Yes 0No 0 Yes 0No 0 Yes 0No Item Description Will this action involve an expenditure in 0 Yes 0 NO funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Ordinance 2002-35 allows the dome to remain in place year-round until May 31, 2006. Michael Rylko of the Buffalo Grove Park District is requesting that this provision be extended, with no specific date for removal of the dome. Mr. Rylko submitted the attached narrative explaining the request, summarized as follows: 1. That the dome continues to be allowed to stay up throughout the year, without an "end" date placed in the ordinance. 2. That the operational year continue to be 242 days, and that the park district be allowed flexibility in selecting specific dates to start and end their operational season. (Anticipated to begin in mid-September and end in mid-May.) The park district will notify the Fire Department of the anticipated start and end dates of the operational season. 3. That the daily schedule be expanded from 6:00 a.m. to midnight, seven days per week during the operational season. 4. Village staff reviewed the application and recommends that the activities in the facility be limited to sports training, with no special events. This information was relayed to Mike Rylko and as a result, the Park District will no longer be pursuing their recommendation for any special events beyond the previously approved uses. Village staff recommends that the structure be removed by December 31, 2014, the term of the debt service for the facility. The Park District's submittal, including the narrative (use proposal dated December 19, 2006), occupancy summary, and Petition for Concept and Preliminary Plan Review are attached. It is recommended that the request concerning extension of the special use be referred to the Plan Commission for a public hearing. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files add`1i j r BG Park Distr Golf Dome Vill Bd submittal-1 2-19-2006.pdf Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: LOCATION MAP Buffalo Grove Park District N 0 Existing Golf Dome Facility R 200 0 400 H ,o 10 \ HIDDEN 890 / , 870?970 960 60 8%,950 A✓ ! - - Busch Grave r 0 83 �'c�' i9 <� �= �'` 01, y y.,820 �l_m�m �� M , o Cr omuni Par o - - -- _._..._. ... o eioo .._. WOODHOLLOW co m ico 1761 y 77uL ti 740 �\ ti �O \'1�'ti p }741 D 73 730 3ti �30. 721 721 12� 72p } 711 710 720 720 h701 700 i b�i0a,711 710 1 701- 700 S2r �Q ��-U)74`1- 701' 69 691 90 681 690 531 / 77 1� s 6(9. 0 , 681 6 ... 680 i._ - F Aye 1 680 710 CT.7 ]Za - 541 481 `r 670U� 671 671 670 __ f ;1 7 1 _._._ 661 670 1 661 660 551 471 } / 7nr{ 1 z1 640 651 66 ;651 561... 0 461 j /' oQ _� -1bt �t6- z 630 650 1 _ 650 571 c~j - , / ---- - 71fh 6 1 _. 631 _ 641 --- 641 z _. - Q 640 640 581 - r ,' 4 _.�- 610 621 620 631 630 631 630 600�611 - 600 62. 620", _ 620.i 601 �r✓' 6 l6 611 610 5- -- 621 �- 600 d6 0 v 611 -- 611 --� m NN .a 590 _.C� 5 610 610 N W 3 591 9�-' 0 / 580, � gp� Go0`601 �R j r ��Q8 570 .-y81 zj�? '`F�1 5715 ...-T � 0 510 40. 0 Sq8 5222 h223 2J ,526 529600 �5 50 1__ � 4 S 20 Zti 5- 52 5 5q VU 1 .c' S30 i"`p S r--� 2p7 540 1. S3� 51_4 515.1 �., G� 517 I 10? Pool House 0t.-'ib S�`� I -- 512 513_!.a - �ti� S IS 540 J S O_.yl f 4 510 511 hti�2 511 1508 50911 ,505 �� �- r _ 510 50.9_ 506 507j �� 509 507 -- - -} Willo�n� stream Park �, �:, �504 50� 5a6 ciR. 1 __ 5�5_ 500 502 503f. ._ I504 503 .0,1 o FY ro 1502 /- 1p m Pro ro olm 500 301 Prepared by the Division of Planning Services, 3 15 02 7 OF W% X%,t I N01.r / C OR Buffalo Grove Park District TO: GHIDA NEUKIRCH,DEPUTY VILLAGE MANAGER FROM: MIKE RYLKO, EXECUTIVE DIRECTOR RE: GOLF SPORTS CENTER—USE PROPOSAL DATE: DECEMBER 19, 2006 Thank you for meeting with us on December 15`h regarding Ordinance 2002-35 allowing an amendment to the special use in a residential estate district. This ordinance outlined the parameters by which the Golf Center would be allowed to stay inflated throughout the year. The Park District had made this request because of three major reasons: l. The cost for putting up and taking down the inflatable structure was expected to cost $36,000 in 2002-03. A quote just received for the same services shows the costs to have increased to $65,332(attached). This expense will continue to rise quickly because there are fewer contractors specializing in this business. I would like to emphasize that putting the dome up and down was only one part of the costs to open and reopen the dome. We also had to reinstall the turf, counters, and tee boxes that were also in storage. Keeping the dome up allows us to leave all these materials in place. 2. There were significant concerns regarding safety of workers when putting the dome up and down. 3. The dome material itself was showing significant wear and tear caused by the process of taking the dome down, storing,handling and inflating the dome again. In the 2002 Petition,the Park District requested an extension of the operational season in order to generate more income, thus making the dome more financially successful. This has proven to be beneficial to the dome operation. Between the savings of not putting up the dome and taking it down every year,combined with the expanded operations schedule,the park district has realized an additional $70,000(approx.)of revenues over the last three years of operations. Finally, I would like to point out that the Park District has not received any complaints regarding aesthetics,parking, lighting,usage impact,or traffic problems related to the golf center since the modified ordinance was passed. This is because of its location and easy access off of Illinois Route 83. Parking at this facility is excellent with 94 parking stalls in the primary parking lot and 194 parking stalls in the secondary lot just west of the primary lot. Ordinance 2002-35 specified the following conditions(Section 3): A. The dome structure may remain in place year-round until May 31, 2006, provided that appropriate repairs and maintenance are performed as necessary to maintain the appearance of the structure. The Village, may, at the request of the Park District, consider allowing further year-round use the facility beyond said date. 530 Bernard Drive • Buffalo Grove, Illinois 60089 • (847) 850-2100 • Fax (847)459-5741 9 bgparkdistrict.org B. The facility shall be operated in conformance with the management plan and schedule as set forth in attached EXHIBIT B. The dome shall not be used for programs or activities in June,July,August or September unless the Village specifically allows a use pursuant to a request by the Park District. Section A—Comments-Through an oversight on the Park District's part,we did not make a new request to extend or modify the ordinance before this operational year began. Please accept my apologises for this oversight. We are hoping you will consider this memo as our formal request to extend the privileges of this ordinance. In regards to the other requirements of Section A,the Park District has done a marvelous job at maintaining the appearance and operational effectiveness of the Dome and operation. In fact, our Golf and Sports Center has received awards naming our facility as one of the top three Indoor Golf Instructional Facilities in North America in 2005 and 2006. This award takes several factors into account including instructional programs,operations,customer service,risk management practices, appearance,and supplemental programs. We respectfully request that the Ordinance continue to allow the dome structure to remain in place year-round, provided that appropriate repairs and maintenance are performed as necessary to maintain the appearance of the structure. Because of our proven record at maintaining the structure,we are specifically requesting that there not be an"end"date placed on the ordinance. Section B—Comments—Director of Recreation and Facilities Dan Schimmel has communicated our operational schedule with Fire Chief Tim Sasko on a regular basis. Every fall he notifies Chief Sasko when we are opening, and every spring he notifies Chief Sasko when we are expecting to close. In every case,this notification takes into account the 242-day operational year specifi,c,d in ordinance and public hearing documents. Our operations schedule is the same as was requested in 2002. The table below shows the schedule we anticipated in 2002: Dates ariproximate) Use Days Schedule Sept 15 -Nov 14 Sports Rentals Sun-Sat 7 am—11 pm Nov 15-April 14 Sports Rentals Sat&Sun 6 am— 11 pm Golf Operations Sat&Sun 7 am—6 pm Mon—Fri 7 am—11 pm April 14-May 15 Sports Rentals Sun—Sat 7 am—11 pm These dates work out very well for us as we capitalize on when the weather tends to change to the advantage of an indoor facility. True, September through mid-October is a little slow for rentals, but we start some instructional programs at that time to pick up the slack. We have had several requests for rentals at times outside of the above table. First,we have received requests to open earlier on weekdays for a local college to use the facility. In addition, we have received requests from local teams for softball and soccer practices past normal operating hours. Therefore we are requesting that the schedule be modified to allow us to remain open fi-om 6 am—midnight throughout our operational year(the aforementioned 242 day time frame). Additional Programs—Though not specified in the ordinance itself,there are requirements the fire and' building departments have placed on the facility in order to assure public safety. In essence;, we have been allowed to rent or use the turf area for any sports instructional program or sports rental. Please see Table"Golf Center Occupancy Summary"dated April 19, 2002. As you can see,the occupancy range on the turf area was projected to be a maximum of 90 people. You might be interested to know that the limit for the entire facility is only 200. This small limit is based on number of plumbing fixtures available,not on exit load capacity or space available in the dome itself. Even w1th this limited capacity,the park district requests that it be allowed to offer other recreational and entertainment programs in the Golf Center that are consistent with the mission and programming of the Buffalo Grove Park District. All of these types of events would also be required to operate under the 200 person capacity limit. This would be controlled through pre registration. This would allow us to use the center for events such as Halloween Trick or Treat events, Spring events,Family Movie Nights,and Field Days(non-competitive family fun events). Summaryy—In summary,the park district is requesting the following: 1. That the dome continues to be allowed to stay up throughout the year,without an"end date"placed in the ordinance. 2. That the operational year continue to be 242 days and that the park district be allowed flexibility in selecting the specific dates to start and end their operational season(we anticipate our season to start in mid-September and end 242 days later in mid May). The park district will continue to notify the Fire Department of the anticipated start and end dates of the operational season. 3. That the daily schedule be expanded to 6 am—midnight, seven days per week(during the operational season). 4. That other park district recreational and entertainment programs are allowed in the facility, as long as we do not exceed our plumbing fixture capacity of 200 people. iv ? �? s m ca W + fl m c�+i c C o C. o z 'o Q c c 46 CL c a i c a� s in us cca E m cc m >1 o �. ro p ©. w c (u G7 :3 m ' L U � O co ° a u4) 0 � � to 0 CD o p O U d p O m Q ° I C ° d � a , ° OD © o , � c`oa m j ti as ,- t C � N N 4 cQ N u ` N 4 N M O : Q — 7 0 '1 'i r N N : N N C U U U U C tp U �. ma O NcU a- _ U U p tR Cl u> 6 ca ycc m cc m R m m 12/27/2006 13:55 FAX 847 459 5789 BUFFALO PARR DIST 1jP002 12/27/2006 WED 14:32 FAX 519 821 9010 YEADON V1001/001 _ YEADON® Fabric Structures Ltd. Kerr Industrial Park, YEA ® R.R.#3 Guelph,Ontario Canada N1H 61-19 Wednesday, 27 December 2006 (519)821 9301 Phone (519)821-9010 Fax Dale Dua)mmon Buffalo Grove Park District 530 Bernard Dr Buffalo Grove, 60089 Fax: 847-459-5789 Re: Dome Takedown Attention: Dale Ducommon YeadonO Fabric Structures Ltd. is pleased to offer the following quotation. Yeadon® can provided all necessary tools, equipment, supervision and labor(based on prevailing wages) for the installation and takedown of the air structure in the amount of $65,332.50. The original quotation did not include a provision for prevailing wages. YeadonG will deflate, fold and roll the air structure and moveable components to be stored onsite. The Park District must complete gas and electrical connections and disconnections, if required. The Park District must complete all interior preparations and installation and removable of turf, lighting and netting as required. If you require additional information, do not hesitate to call. Best Regards, Bob Jessome Manager of Field Services Yeadon® Fabric Structures Ltd. Yeadon(g,is a Reg. Trademark of Yeadon®fabric Domes Inc. Internet: www.veadondomes.com E-mail: bobAyeadon_on.ca VILLAGE OF BUFFALO GROVE PET177ON FOR CONCEPT AND PRELIMINARY PLAN REVIEW PLEASE NOTE THAT THE CONCEPT AND PRELIARNARY PLANS WILL NOT BE REVIEWED UNTIL THIS PETITION HAS BEEN FULLY COMPLETED AND ALL REQUIRED PLANS AND OTHER MATERIALS HAVE BEEN SATISFACTORILY SURMITTED TO THE PLANNING SERVICES DIWSIOAL IF PETITIONER HAS ANY QUESTIONS CONCERNING REQUIRED MATERNAL$PLEASE CALL THE DMSION OF PLANNING SERVICES AT R4T-45S-251 B. 1. INDEX INFORMATION (to be completed by Village staff) Application Number: Titles Data of Submission: 2. BACKGROUND INFORMATION a. Petitioner: Michael Rylko, Executive Dir. (Please note that only the petitioner will receive a copy Corporation: Buffalo Grove Park District of the staff review of this petition) Street Address: 530 Bernard Drive City: Buffalo Grove State/Zip: Illinois 600E9 (847) 7 Telephone: 850-2110 Fax: 459-0744 (Number at which petitioner can be reached during business hours) b. Relationship of Petitioner to Property: Buffalo Grove Park District Executive Director C. Owner of Property: (If a Trust, see attached Beneficiary Disclosure Form) Corporation: Rnffal n Grnva Pa Di s ri t Street Address: 530 Bernard Drive City: Buffalo Grove State/Zip: Illinois 60089 (847) (847) Telephone: R50-2 1 1 n Fax: 459-0744 3. APPROVAL REQUESTED: Special Use Extended (1) Parcel A: acres from to (Rezoning) (2) Parcel B: acres from to Special Use or P.U.D. Preliminary Plan _ Annexation Other 1 PETIT/ON FOR CONCEPT AND PRELM11NARY PLAN REV/EW/continuedl 4. SUMMARY OF REQUESTED ACTION: Amendment to Special Use 5. PROJECT STAFF: Developer: Buffalo Grove Park District Telephone: 847-850-2100 Address:530 Bernard Drive Fax: 847-459-0744 Buffalo Grove, IL 60089 Attorney: Steve Bloomberg Telephone: hen-759-nRnn Address: jn5 w_ Rr;arcliff ud Fax: 630-759-8504 Bolingbrook, IL 60440 Land Planner: NA Telephone: Address: Fax: Engineer: NA Telephone: Address: Fax: " Architect: NA Telephone: Address: Fax: Landscape Architect: NA Telephone: Address: Fax: 6. DESCRIPTION OF SITE: Common Description: Residential Estate District w/Public Park Facility Legal Description: (required to be on 8-1/2 x 11" sheet(s)) See Attachment (attach additional pages if necessary) 7. CHARACTER OF SITE: Comprehensive Plan Designation: Existing Zoning: Existing Land Use: Existing Structures: Significant Natural Amenities (slope, vegetation, water bodies, rock outcroppings, etc.) Flood Plains and Other Development Restrictions: 2 PETITION FOR CONCEPT AND PRELIMINARY PLAN REVIEW(continued) 8. CHARACTER OF SURROUNDING AREA: Zonina/Jurisdiction Land Use North R5 Residential South 0 & R Office/Residential East RR sp ial Use Residential Wes'[ R4 Residential 9. VARIATIONS: ' List and justify any requested variation(s) from the: (a) Zoning Ordinance and (b) Development Ordinance (attach additional pages if necessary); cite specific section number of applicable ordinance. PETITIONER: Michael Rylko (type or print name) (sign name) DATE: December 21 , 2006 ATTIEST: & A OWNER: BLffalo Grove Park District (type or print name) (sign n me) DATE: ATTEST: 3 e O �SIONI111 JA089 oivi3 1H Nnd 311S R � G yL W•C� W' -_ _. - 11Y•IMYO dp��uu,�'u�vv�1�VIV�Ra�dr���l v�r�l4'J -_�{v—_�(/��_•_v -- __— —-- — w CB0.YN 011.O1tl1 /ID Y d kM 11�r4O3 3AQOV HO O iu x>tn tl LIT ' I I I Q I Ly z I � Q p U -- I CO Cc Z =z—o IW— cUn a --7 I I I I I I I I I — I — I I -- I — I I — --. — ���SAI��:ii e;9F9�v'�;'':uiP�ggY.[���l yyP`�fffi:,iE�finjiei.19bF y�y>[,P�f[��!ua➢B ir:'ti�;yeP[pyl[Pga`iI'ffi!�FtyP•:7 pi���e '1)4M pn�r 0ndwn1,u�mvf1Y 1ri1"'unw4ou1 saw0Wu.".�s0vuoLL1 1JIUl�1iW1w0�ua>�tU►U+V3ad,m®oi„Ar sulro �1� AW0-0a-0 o*0sn9le°V d�f19 �auM oI•Is'1zw.r ailggA.l lla..Itlnr a rw"1Ykr�z 1 � raaai xyi Hrro. _—.— 1 , I �I �I �3 j Z ---- ,- QltPUEJ Pou-U00 66 I ' rt3 y y QI a EXIMING HIKE I ATH Board Agenda Item Submittal xv A Requested By: Ghida Neukirch Entered By: Ghida Neukirch Agenda Item Title: Possible Sale of Real Estate Date Submitted: Meeting Date Agenda Place Requested: Requested: Department: 01/18/2007 01/22/2007 ❑ Consent Agenda OVM ❑ Regular Agenda ❑ None Does this item Does this item include Specify Other: Will AV equipment be relate to another additional reference ❑ Hardcopy Distribution required to present item on the info separate from the this item to the agenda? Board packet? El Trustee Lounge El Clerk's Clerk's Office ❑ Other ❑ Yes 0No 0 Yes ❑ No ❑ Yes 0No Exhibits can be accessed in: Item Description Will this action involve an expenditure in ❑ Yes 0 No funds? Additional Notes regarding Expenditures: Type the body of the cover memo here. Requests cannot be submitted if this field is blank. Village Board to convene to discuss the possible sale of Village real estate. Letter-Sized Legal-Sized Ledger-Sized Odd-Sized Attached Files Attached Files Attached Files Attached Files Approval Section: Draft Name: Date and Time: Submitted By: Pre-Approved By: Approved By: Published to Web: