2015-10-19 - Village Board Regular Meeting - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
2. Approval of Minutes
A. Village Board - Rescheduled Regular Meeting - Oct 6, 2015 7:30 PM
3. Approval of Warrant
A. Warrant #1246 (Joanne Johnson)
4. Village President's Report
A. Saturday, October 31, 2015 - Trick or Treat Day in Buffalo Grove (Beverly Sussman)
B. Proclamation Recognizing Flex as Lake County's Manufacturer of the Year by the
Alliance for Industry and Manufacturing (Beverly Sussman)
5. Village Manager's Report
A. Buffalo Grove Citizen Emergency Response Team Places Third in State Wide
Competition (Dane Bragg)
B. Buffalo Grove Days Financial Report (Dane Bragg)
6. Special Business
7. Reports from Trustees
8. 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
items of business on the Regular Agenda under New Business. (Attached).
A. Authorization to Bid 2016 Annual Street Improvements (Andrew Stein)
SUMMARY: Staff is currently reviewing the plans and specifications for the 2016 Village
Wide Contractual Street Maintenance Program. Releasing the Village's proposed
calendar year program at this time increases awareness of the projects by contractors,
speeds construction schedules and has improved bidding competition in the past.
B. Tree Planting Phase II Change Order (Andrew Stein)
SUMMARY: Staff recommends the Village Board approve a change order to the 2014
Tree Planting Phase II Contract by changing the total contract amount from $333,995.00
To $267,170.00, a decrease of $66,825.00, as this change would be in the best interests
of the Village as further detailed by the attached memo.
C. Authorization to Bid Kitchen Remodel at Fire Station 27 (Steven Trilling)
SUMMARY: Staff seeks authorization to obtain competitive bids for demolition of the
existing kitchen and construction of a new kitchen at Fire Station No. 27.
D. 0-2015-58 Ordinance Amending Chapter 2.24, Health Commission, of the Village of
Buffalo Grove Municipal Code (Joanne Johnson)
SUMMARY: The attached ordinances changes the name of the Board of Health & Blood
Commission to the Health Commission. This change was approved by unanimous vote
of the Board of Health & Blood Commission.
E. R-2015-29 Resolution Amending the Village's Personnel Manual - Martin Luther King Jr.
Holiday (Lester Ottenheimer III)
SUMMARY: Resolution provides for the amendment to the Village's Personnel Manual to
incorporate the Martin Luther King Jr. Federal and State Holiday as a Holiday Observed
by the Village of Buffalo Grove.
9. Ordinances and Resolutions
A. 0-2015-59 Ordinance Approving Towing Signage and Requirements (Steven Trilling)
B. R-2015-30 Resolution Approving an Intergovernmental Agreement with District 21 for
Crossing Guard Services (Steven Trilling)
C. 0-2015-60 Ordinance Approving the Stormwater Utility Fee (Andrew Stein)
10. Unfinished Business
11. New Business
A. Rejection of Bids 2015 Carpet Replacement (Andrew Stein)
12. Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
13. Executive Session
14. Adjournment
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 459-2525 to allow the Village to make reasonable
accommodations for those persons.
2.A
10/6/2015
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 TUESDAY, OCTOBER 6, 2015
Call to Order
The meeting was called to order at 7:33 PM by Village President Beverly Sussman
A. Pledge of Allegiance
Approval of Minutes
A. Village Board - Regular Meeting - Sep 21, 2015 7:30 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Lester A. Ottenheimer III, Trustee
SECONDER: David Weidenfeld, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
B. Village Board - Committee of the Whole - Sep 24, 2015 6:00 PM
Q
RESULT:
ACCEPTED [4 TO 0]
MOVER:
Steven Trilling, Trustee
SECONDER:
Andrew Stein, Trustee
AYES:
David Weidenfeld, Steven Trilling, Andrew Stein, Lester A. Ottenheimer III
ABSTAIN:
Joanne Johnson, Jeffrey Berman
Approval of Warrant
A. Warrant #1254 (Joanne Johnson)
Mr. Anderson read Warrant #1254. Moved by Weidenfeld, seconded by Ottenheimer, to approve
Warrant #1254 in the amount of $1,312,821.34, authorizing payment of bills listed.
RESULT: APPROVED [UNANIMOUS]
MOVER: David Weidenfeld, Trustee
SECONDER: Lester A. Ottenheimer III, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Village President's Report
President Sussman reported on a recent program called Fire Ops 101 which was held at the Combined Area Fire
Training Facility.
A. Domestic Violence Awareness Month (Beverly Sussman)
President Sussman read a Proclamation recognizing Domestic Violence Awareness Month,
encouraging everyone to raise public awareness of 'domestic violence issues. President Sussman
presented the Proclamation to Diane Levy, Shelter, Inc.
B. 2015 National Breast Cancer Awareness Month (Beverly Sussman)
Trustee Johnson read a Proclamation declaring the month of October 2015 as Breast Cancer
Awareness Month and encouraged Village residents to supportfund-raising efforts for enhanced
research and support programs.
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10/6/2015
2.A
Village Manager's Report
A. GFOA Distinguished Budget Presentation Award (Dane Bragg)
Mr. Bragg formally announced that the Village has earned the GFOA Distinguished Budget
Presentation Award for the 2015, and commended Mr. Anderson and Mr. Brown and all of the
staff involved in this achievement. Trustee Johnson presented some statistics with regard this
award, as well as the criteria for the award.
B. Village Hall Closed Columbus Day (Dane Bragg)
Mr. Bragg announced that Village Hall will be closed on Monday, October 12, 2015 for a training
and in-service day for Village Staff:
Special Business
Reports from Trustees
Trustee Berman announced that members of the public are encouraged to review and comment on the draft Illinois O
Route 53/120 Land Use Strategy document. The document will be available for review at open houses to be held j
on October 14, 2015 at the Libertyville Civic Center, and October 15, 2015 at the Kemper Lakes Golf Club Banquet o
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Room in Killdeer. Q-
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Trustee Stein reported on the Farmer's Market, and thanked everyone involved for a wonderful season.
Consent Agenda
RESULT:
ADOPTED [UNANIMOUS]
MOVER:
David Weidenfeld, Trustee
SECONDER:
Jeffrey Berman, Trustee
AYES:
Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
A. 0-2015-54 Ordinance Granting a Sign Variation - Buchanan Energy, 1251 McHenry
Road (Jeffrey Berman)
SUMMARY: The petitioner is requesting a variation to allow the modification of the
existing ground sign as approved by Ordinance 2012-45.
B. 0-2015-55 Ordinance Granting a Sign Variation - GW Properties 245 McHenry Road
(David Weidenfeld)
SUMMARY: The petitioner is requesting a variance to allow the installation of a new
ground sign at 245 McHenry Road.
C. 0-2015-56 Ordinance Approving an Amendment to Special Use Ordinance 97-4 with
Variations for 1501 Busch Pkwy (David Weidenfeld)
SUMMARY: Sky Fitness is seeking approval for an amendment to the Special Use
Ordinance 97-4 with variations for an expansion of their facility at 1501 Busch Parkway.
D. 0-2015-57 Ordinance Amending Chapter 5.20 Liquor Controls - Speedway, LLC, 201 N.
Milwaukee Ave (Beverly Sussman)
SUMMARY: The Class D1 liquor license is reserved for Speedway LLC for 201 N.
Milwaukee Avenue who is seeking the ability to sell beer and wine. This reservation is
subject to the applicant completing Village requirements for said license on or before
February 2, 2016.
E. Development Improvement Agreement for Easton Station (David Weidenfeld)
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10/6/2015
2.A
SUMMARY: The property has been annexed and will be developed as Easton Station.
F. Authorization to Execute and Agreement with Gewalt Hamilton Associates, Inc. for the
2016 Water Main Improvement Project Design (Andrew Stein)
SUMMARY: Staff seeks authorization to execute the attached agreement with Gewalt
Hamilton Associates, Inc., for professional engineering design services for the 2016
Water Main Improvement Project Design
Ordinances and Resolutions
Unfinished Business
New Business
A. Authorization to Waive Bids and Request Proposals for Debt Collection Services
(Joanne Johnson)
Moved by Johnson, seconded by Weidenfeld, to authorise bid waiver and request proposals for
Debt Collection Services as fully described in the staff memo dated October 6, 2015.
Mr. Brown reviewed the proposal, details of which are contained in the Village Board Meeting
Agenda Item Overview prepared by Mr. Robinson. Mr. Robinson. reviewed the reason for the
request for waiver of bids. Mr. Brown then answered questions from the Board.
RESULT: APPROVED [UNANIMOUS]
MOVER: Joanne Johnson, Board Member
SECONDER: David Weidenfeld, Trustee
AYES: Weidenfeld, Johnson, Berman, Trilling, Stein, Ottenheimer III
Questions From the Audience
Executive Session
Adjournment
The meeting was adjourned at 7:57 PM
Janet Sirabian Village Clerk
APPROVED BY ME THIS 6th DAY OF October , 2015
Beverly Sussman, Village President
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3.A
Action Item : Warrant #1246
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends approval of Warrant #1255 $2,339,898.47
ATTACHMENTS:
• W#1255 Summary (PDF)
Trustee Liaison
Board Member Johnson
Monday, October 19, 2015
Staff Contact
Andrew Brown, Finance
Updated: 10/15/2015 1:30 PM
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3.A.a
VILLAGE OF BUFFALO GROVE WARRANT #1255
19-Oct-15
General Fund:
248,742.49
Parking Lot Fund:
720.35
Motor Fuel Tax Fund:
415,080.43
Debt Service Fund:
0.00
School & Park Donations
0.00
Capital Projects -Facilities:
105,646.06
Capital Projects -Streets:
0.00
Health Insurance Fund:
0.00
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Facilities Development Debt Service Fund:
0.00
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Retiree Health Savings (RHS):
0.00
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Water Fund:
559,002.86
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Buffalo Grove Golf Fund:
13,250.81
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Arboretum Golf Fund:
11,315.38
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Refuse Service Fund:
0.00
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Information Technology Internal Service Fund:
66,119.57
Central Garage Internal Service Fund:
17,554.60
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Building Maintenance Internal Service Fund:
6,470.79
1,443,903.34
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PAYROLL PERIOD ENDING 10/08/15
895,995.13
895,995.13
TOTAL WARRANT #1255 2,339,898.47
APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, ILLINOIS
Village Clerk
Village President
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4.A
Information Item : Saturday, October 31, 2015 - Trick or Treat Day in
Buffalo Grove
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Saturday, October 31, 2015 from the hours of 2:00 PM to 7:00 PM is established as Trick or Treat Day in
Buffalo Grove.
ATTACHMENTS:
• TorT Proc
Trustee Liaison
Village President Sussman
Monday, October 19, 2015
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 10/15/2015 10:31 AM
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4.B
Information Item : Proclamation Recognizing Flex as Lake County's
Manufacturer of the Year by the Alliance for Industry and
Manufacturing
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Recommendation of Action
Staff recommends approval.
A proclamation recognizing the new Flex facility in Buffalo Grove which was awarded Lake County's
Manufacturer of the Year by the Alliance for Industry and Manufacturing.
ATTACHMENTS:
• FLEX Proc (DOC)
• FLEX Proc (DOC)
Trustee Liaison
Village President Sussman
Monday, October 19, 2015
Staff Contact
Nicole Woods, Community Development
Updated: 10/15/2015 10:36 AM
Page 1
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Village of Buffalo Grove
RECOGNIZING FLEX ASLAKE COUNTYMANUFACTURER OF THE YEAR BYTHE ILLINOIS
ALLIANCE FOR INDUSTRYAND MANUFACTURING
WHEREAS, Buffalo Grove is committed to promoting the field of Advanced
Manufacturing, which refers to the development of high-tech products and processes in
the manufacturing industry; and
WHEREAS, Flex, formerly known as Flextronics, is a multinational firm that
focuses on design, manufacturing, distribution, and aflermarket services for various
products including but not linited to computer equipment, electronics, molding, and
plastics; and
WHEREAS, Flex has over 100 sites in 30 countries around the world and
recently opened a facility in Buffalo Grove; and
WHEREAS, Flex is in the process of investing over $ 150 million in the Buffalo
Grove facility and hiring an additional 250 employees; and
WHEREAS, Flex's commitment to Buffalo Grove further fortifies the Village as
a strategic advanced manufacturing center in Lake County and the Chicago -land region;
and
WHEREAS, The Alliance for Industry and Manufacturing works directly with
300-400 companies in northeastern Illinois to develop and implement business solutions
to issues and challenges they face; and
WHEREAS, Flex was recognized by the Alliance for Industry and
Manufacturing as the Lake County Manufacturer of the Year, for their unwavering
commitment and investment in Buffalo Grove as well as Lake County.
NOW, THEREFORE, I, Beverly Sussman, President of the Village of Buffalo
Grove do hereby proclaim and recognize Flex's accomplishments in the field of advanced
manufacturing and as a sterling example of the best the Buffalo Grove business
community has to offer.
FWIVW
Dated this 191h day of October, 2015.
Village Clerk
Village President
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5.A
Information Item : Buffalo Grove Citizen Emergency Response
Team Places Third in State Wide Competition
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends discussion.
On October 3rd, the Buffalo Grove Citizen Emergency Response Team (BG CERT) participated in the
Prairie State CERT challenge which was held at the College of DuPage. The were 10 distinct testing
stations that challenged the skills of the CERT members, these testing stations included Team Building,
Triage, Indoor Search, Treatment, Transport and many others.
The BG CERT Team placed 3rd against seven other teams by scoring 884 out of a possible 1000 points.
The team members would like to thank the Village of Buffalo Grove for their continued support of this
locally based citizen response team that is an integral part of the emergency management functions of
the Village.
The Village of Buffalo Grove extends its sincere appreciation to all CERT volunteers for their ongoing
dedication and commitement to the community.
Trustee Liaison
Village Manager Bragg
Monday, October 19, 2015
Staff Contact
Mike Baker, Fire
Updated: 10/15/2015 10:42 AM
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5.B
Information Item : Buffalo Grove Days Financial Report
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends acceptance.
This report provides a financial overview of the 2015 Buffalo Grove Days event. All event revenues and
expenses can be found in both detail and summary on the attached pages.
ATTACHMENTS:
• BG Fin report Memo 2015 (DOCX)
Trustee Liaison
Village Manager Bragg
Monday, October 19, 2015
Staff Contact
Andrew Brown, Finance
Updated: 10/15/2015 4:51 PM
Page 1
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S.B.a
FROM: Andrew Brown, Deputy Director of Finance
Franceska Fabyan, Accountant
DATE: 10/14/2015
RE: Buffalo Grove Days Financial Report
This report provides a financial overview of the 2015 Buffalo Grove Days event. All event revenues
and expenses can be found in both detail and summary on the attached pages. A comparative
analysis of 2015 versus 2014 is provided on the final page. This table provides additional amounts
for 2014 that were submitted after the acceptance of the 2014 Financial Report. All departmental
costs incurred by the village to support this event are excluded from this report and absorbed in each
department's budget. The Village does not charge back overhead costs related to staffing and
material charges. Any submissions made after the date of this report will be reflected in the 2016
Buffalo Grove Days Fniancial Report.
The Village maintains adequate procedural controls throughout the duration of Buffalo Grove Days.
The committee is responsible for maintaining and approving expenditures that are less than $500 per
instance. Expenditures exceeding $500 must get authorization from the finance department. In
addition to those responsibilities the finance department also audits the carnival tickets sold through
random reviews of ticket serial numbers. The ticket inventory is reviewed and approved four weeks
prior to the festival.
Total revenue reported for 2015 is $117,642 down $1,269 from 2014 totals or a 1.07 percent
decrease. Event donations are down by $6,236 or 31.32 percent. The Buffalo Grove Lincolnshire
Chamber of Commerce revenue sharing agreement with the Village increased $4,009 (33.08
percent), over the prior year. Expenditures reported for 2015 are $151,075, a favorable decrease of
$16,765 or approximately 10 percent, from the previous year. Entertainment, parade, and equipment
rental expenses declined $17,965 in the current year. The net cost for the 2015 Buffalo Grove Days
fest was $33,433 which is $15,496 less than 2014. Again, that net cost does not include staff support
and materials. An itemized detail of revenue and expenditures follows on the next page.
1
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S.B.a
Village of Buffalo Grove
Buffalo Grove Days Treasury Report 2015
„Revenue
Donation,,,,,,,
Revenue Source
Amount
Category
Donations:
American Enterprise
2 500 00
Entertainment
Baxter & Woodman
250.00
Entertainment
Bel mont Vi l l age
500.00
Enterta i n ment
BMO Harris
1,000.00
Entertainment
Christopher Burke Engineering
50000
Entertainment
J
Ci ti zen for El a i ne Nekri tz
275.00
Entertainment
CiviItech
5 000 00
Entertainment
Claremont Extended Stay Healthcare
250.00
Entertainment
Dorflers
500 00
BBQ Challenge
J
Friends of Carol Sente
275.00
Disabilities
Horizon Management
100 00
Entertainment
J
In WorkingOrder
100.00
Entertainment
Ka ren Da nen berg I nc
100 00
Enterta i n ment
Rotary
1,000.00
Enterta i n ment
Susan H. Libby
75.00
Entertainment
J
Town & Country Distributors
1,000.00
Entertainment
W el tma n Bernfi el d LLC
250 00
Enterta i n ment
J
Sub total.....
13,675.00
Other Revenue Sources:
Non Profit Vendor Fees
625.00
J
Parade Fees
1,175.00
Chamber Revenue Sharing„
16,128.14
J
ce Sa I es
1,123.00
Craft Show Fees,,,,,,,
6,175.00
Carnival Sales
.Mist
78,184.01
Revenue
557.00
Sub -total
103,967.15
Total Revenue
117,642.15
Expenditures
Andrew Blendermann
475.00
Entertainment
Angela Powell
60000
Entertainment
Barefoot Hawaiians,Inc.
395.00
Entertainment
Bass/SchulerEnterta inment
30000
Entertainment
Bass/SchulerEnterta inment
600.00
Entertainment
Bass/SchulerEnterta inment
60000
Entertainment
Bob Hirsch
800.00
Entertainment
Chi cagoBears
55000
Entertainment
1
Chicago Blackhawks
350.00
Entertainment
Chuck Field
30000
Entertainment
Chuck Little
2,700.00
Entertainment
Clowning Around
60400
Entertainment
Clowning Around
604.00
Entertainment
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Dave DiNaso
30000
Entertainment
DAVI D J CORCHI N
350.00
Entertainment
DAVI D L. WELLS
600 00
Entertainment 1
Flora Ann McIntyre Ent, LLC
825.00
Entertainment
maj a Records
3 400 00
Enterta i nment
Infinity Entertainment, LLC
3,400.00
Entertainment
Jack Gordon
10000
Entertainment 1
Jason Kollum
700.00
Entertainment
Karen Sandquist
175 00
Entertainment
Kathleen Wolf
3,000.00
Entertainment
Making Faces Chicago
160000
Entertainment
MARTINI LUNCH BAND
650.00
Entertainment
MATT ADELBERGER
80000
Entertainment
MELISSA A. SHUBALIS
800.00
Entertainment
MICHAELA TERSON
40000
Entertainment 1
Minerva Sol ano
300.00
Entertainment
One Night Entertainment Inc
1 500 00
Entertainment
Persona Iities,Inc.
650.00
Entertainment
Pete Kovacevich
50000
Entertainment
PHILLIP L. JACOBSON
475.00
Entertainment
Pocket Circus
35000
Entertainment
Randall Bernstein
1,300.00
Entertainment
Richard A Col en
800 00
Enterta i nmen t
ROBBIE GOLD MUSIC
350.00
Entertainment
ROGER A SOSA
800.00
Entertainment 1
Ryan Freeman
1,100.00
Entertainment
SAMUEL DAVID FOREMAN
10000
Entertainment
Terry Spi zzi rri
700.00
Entertainment
THE ROPE WARRIOR INC
475.00
Entertainment
Wol ves Cha ri ti es
275.00
Entertainment
Sub Total - Entertainment
35,653.00
American MobileStaging Inc.
8,500.00
Equipment Rental
Diversified Audio Group
1255000
Equipment Rental
Drop Zone Portable Services, Inc
10,400.00
Equipment Rental
Gen Power Inc
5,715.00
Equipment Rental
Harris GolfCarts
4 795 00
Equipment Rental
Indestructo Rental Company
15,810.60
Equipment Rental
Pac-Van Inc.
1,090.00
Equipment Rental
Wolter Group LLC,,,,,,,,,697.10Equipment
Rental
Sub Total - Equipment Rental
59,557.70
Melrose Pyrotechnics
21,500.00
Fireworks
Sub Total - Fireworks
21,500.00
IdentitySportswear
130.00
Advertising
Daily Herald
675.00
Advertising
Paddock
15000
Advertising 1
Presstech
2,875.00
Advertising
Tribune,620.30Advertising,,,,,,,,
Sub Total - Advertising
4,450.30
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S.B.a
Enterprise Rent a Car
461.34
Transportation
FirstStudent
9,284.90
Transportation
Warren Oil
898.72
Transportation
Sub Total -Transportation
10,644.96
Brothers Ribs
184.00
Misc Expense - Food Coupons
Caputo & Sons
495.00
Misc Expense - Food & Fun Food Trays
Citywide Building Maintenance
247845
Misc Expense Sanitation 1
Committee Tickets
2,280.00
Misc Expense -Carnival Ticket Expense
Crown Trophy
330 00
Misc Expense BG Days Awards
JD's BBQ Pit
464.00
Misc Expense - Food Coupons
Jersey Mikes Subs
68 00
Misc Expense Food Coupons
Jersey Mike's Subs
357.90
Misc Expense -Food for Performers
Oishi Thai
80.00
Misc Expense Food Coupons
PAULETTE GREENBERG
19.41
Misc Expenses - Supplies
Pengui nos Pizza
24 00
Misc Expense Food Coupons 1
PNC Bank
1,082.17
Misc Expense-BG Days CC Supplies
Rhonda Norman
31 09
Misc Expense
Rodney Odelson
39.40
Misc Expenses - Supplies
TACO FACTORY
116.00
Misc Expense Food Coupons
The Continental Restaurant
847.00
Misc Expense -Banquet
The Home City Ice Company
2,010.20
Misc Ex ense Ice
VILLAGE BAR & GRILL
132.00
Misc Expense Food Coupons
VillageofBuffaloGrove Petty Cash
80.08
Finance Petty Cash Reconciled09/21/15
Sub Total - Miscellaneous Expenses
11,118.70
Buffalo Grove High School
600.00
Parade
Chain-O-Lakes Model A. Club
200.00
Parade
Dupage ShrineClubCruzin Coolers
30000
Parade
Johnny Gabor Band
400.00
Parade
FLAT43 BMX
25000
Parade
KrazyClown Klub
325.00
Parade
Medinah Black Horse Troop
60000
Parade
Medinah CarClub
325.00
Parade
Medinah Clowns
40000
Parade
Medinah Flying Carpets
400.00
Parade
Medinah Highlanders
60000
Parade
MEDINAH SHRINERS FIRE UNIT
300.00
Parade
Medinah Shriners Mini Choppers
400.00
Parade
MEDINAH SHRINERS PATROL
300.00
Parade
Royal Airs Drum & Bugle Corp
700.00
Parade
St. Mary School Band
300.00
Parade
Stevenson HS Marching Patriots
60000
Parade
Tebala Motor Patrol
250.00
Parade
Those Funny Little People
500.00
Parade
West Suburban Shrine ClubRoaring57's
400.00
Parade
Sub Total - Parade
8,150.00
Total Expenditures
151,074.66
Net Income/(Loss)
(33,432.51)
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S.B.a
Buffalo Grove Days - Event Comparison
2015 2014 Revenue/Expenditure Comparison
Dollar
PERCENTAGE
Revenu,e,,,,2015,,,,,,,,
2014,,,,,,,
Change,,,,,,
CHANGE,,,,,
Event Donations
13,675
19,911
-6,236
-31.32%
Non -Profit Vendor Fees
625
1,075
450
41 86%0
1
BG Chamber Revenue Share
16,128
12,120
4,009
33.08%
Parade Fees
1175
1250
75
600%0 1
Craft Show Fees
6,175
5,625
550
9.78%
Ice Sales
1123
518
605
11688%
Carnival Sales
78,184
78,158
26
0.03%�
All Other Revenue,,,,,,,,„55,7„„2,5,5„
3,0,2„
118.43%m,
Total Revenue
117,642
118,911
-1,269
-1.07%
Expenditures
Entertainment
35,653
45,085
(9,432)
-20.92%
Fi reworks
21,500
21,000
500
2. 38%
Pa rade Expenses
8,150
11,781
(3,631)
-30.82%
Transportation Expenses
10,645
10,632
13
0 13%
Advertising
4,450
2,563
1,887
73.63%
Equipment Rental
59,558
64,460
(4,902)
7 60%0
All Other Expenditures
11,119
12,320
(1,201)
-9.75%
Total Expenditures
151,075
167,840
(16,765)
9 99% 1
NetIncome/ (Loss)(33,433)
(48,929)
15,496
3167%
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8.A
Action Item : Authorization to Bid 2016 Annual Street Improvements
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff is currently reviewing the plans and specifications for the 2016 Village Wide Contractual
Street Maintenance Program. Releasing the Village's proposed calendar year program at this time
increases awareness of the projects by contractors, speeds construction schedules and has improved
bidding competition in the past.
Trustee Liaison
Trustee Stein
Monday, October 19, 2015
Staff Contact
Brett Robinson, Finance
Updated: 10/15/2015 10:53 AM
Page 1
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8.B
Action Item : Tree Planting Phase II Change Order
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends the Village Board approve a change order to the 2014 Tree Planting
Phase II Contract by changing the total contract amount from $333,995.00 To $267,170.00, a decrease of
$66,825.00, as this change would be in the best interests of the Village as further detailed by the attached
memo.
ATTACHMENTS:
• Tree Memo (DOCX)
Trustee Liaison
Trustee Stein
Monday, October 19, 2015
Staff Contact
Brett Robinson, Finance
Updated: 10/15/2015 2:25 PM
Page 1
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8.B.a
VILLAGE OF
i'lUFFAL0 GROVE
DATE: October 9, 2015
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
RE: Tree Planting Phase II Change Order
Is
On August 4, 2014 the Village Board authorized an award of bid in an amount not to exceed $333,995.00
to Acres Group for Phase II of the Tree Planting Project as part of the EAB response.
Acres Group was unable to supply all of the requested trees at the specified sizes and species due to a lack
of supply. Acres Group subsequently requested that they be allowed to provide alternates as approved by
the Village Forester. The Village Forester has found the changes to be acceptable. These alterations are
reflected in a requested change order that results in a contract cost reduction of $66,825.00.
As this is a decrease in the total cost of the contract in excess of $10,000 it is requested that the Village
Board designate the Village Manager to make a determination in writing that (1) the circumstances said to
necessitate the change in performance were not reasonably foreseeable at the time the contract was
signed, or (2) the change is germane to the original contract as signed, or (3) the change order is in the
best interest of the Village.
Ikett III'wlCwr'F'nsi!:www
INmr+ +as11ragPvl,:!wr ager
Page 1 of 1
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8.0
Action Item : Authorization to Bid Kitchen Remodel at Fire Station
27
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff seeks authorization to obtain competitive bids for demolition of the existing kitchen and
construction of a new kitchen at Fire Station No. 27.
Trustee Liaison
Trustee Trilling
Monday, October 19, 2015
Staff Contact
Brett Robinson, Finance
Updated: 10/15/2015 10:52 AM
Page 1
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8.D
Ordinance No. 0-2015-58 : Ordinance Amending Chapter 2.24,
Health Commission, of the Village of Buffalo Grove Municipal Code
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The attached ordinances changes the name of the Board of Health & Blood Commission to
the Health Commission. This change was approved by unanimous vote of the Board of Health & Blood
Commission.
ATTACHMENTS:
• Health Commission Ordinance (DOC)
• 9-25-15 Board of Health -Blood Commission (DOC)
Trustee Liaison Staff Contact
Board Member Johnson Jenny Maltas, Office of the Village Manager
Monday, October 19, 2015
Updated: 10/15/2015 2:08 PM Page 1
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8.D.a
10/12/2015 Clean
#103753
ORDINANCE NO. 2015 -
AN ORDINANCE AMENDING CHAPTER 2.24, HEALTH COMMISSION,
OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, the Board of Health & Blood Commission is renamed the Health
Commission.
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. Chapter 2.24, Board of Health & Blood Con nission, of the Village of
Buffalo Grove Municipal Code, is hereby amended to read as follows:
Chapter 2.24 Health Commission.
Sections:
2.24.010
Creation.
2.24.020
Members.
2.24.030
Meetings.
2.24.040
Duties.
2.24.010 - Creation.
There is created a Health Commission for the Village.
2.24.020 - Members.
The Health Commission shall consist of up to seven members.
2.24.030 - Meetings.
The Board shall meet not less than four times a year.
A. The Health Commission shall have general supervision of the interests of the health of the
people of the Village. The Health Commission shall cooperate with and assist the Department
1
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of Health of the state and its duly constituted officers and representatives in enforcing the rules 8•D.a
and regulations for control of cornmunicable diseases promulgated by the Department, and
such other rules and regulations of the state and counties and Village as may be related to the
sanitation and health of the Village. The Health Commission of the Village shall have
authority to make recommendations to the Corporate Authorities for the passage of
ordinances.
B. The Health Commission shall work with an approved Blood Donation facility to coordinate
and promote community blood donation events.
Section2. If any section, paragraph, clause or provision of this Ordinance shall be held
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
Section 3. This Ordinance shall be in full force and effect from and after its passage,
and approval.
AYES :
NAYES:
ABSENT:
PASSED:
I. ' ' C •]�I�I�Ji
ATTEST:
Janet Sirabian, Village Clerk
#103753
2
2015
2015
Beverly Sussman, Village President
Packet Pg. 24
% 11, LA . ,,' 0 11''
BUFF"AD) (31R. V
MEMORANDUM
TO: Village President & Board of Trustees
FROM: Jennifer Mahas, Deputy Village Manager
DATE: September 25, 2015
RE: Board of Health/Blood Commission
IN
Since the merger of the Board of Health/Blood Commission in 2014, there have been some
challenges with the Commission. In order to move forward with the new Commission, I
attended the last two meetings of the Board of Health/Blood Commission to complete some
strategic planning and help facilitate a direction for the group moving forward.
There are several members of the former Blood Commission who do not want to be involved
with any other activities other than the blood drives. There are also members who would like to
sit on the Commission and contribute to a number of projects and health initiatives. Staff
proposed to the Blood Comnission/Board of Health that the Conin ission is renamed the "Health
Commission". As a part of the Health Commission, there would be a Blood Donor Cominittee
with the Chair being a voting member of the Health Commission and the majority of the
Committee being volunteers. This approach is very similar to how the Buffalo Grove Days
Committee is handled.
At the end of the discussion, the Board of Health/Blood Commission voted unanimously to
recommend to the Village Board to rename the Commission the Health Cointnission and make
the blood drives a subcommittee function.
8.D.b
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8.E
Resolution No. R-2015-29 : Resolution Amending the Village's
Personnel Manual - Martin Luther King Jr. Holiday
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Resolution provides for the amendment to the Village's Personnel Manual to incorporate the
Martin Luther King Jr. Federal and State Holiday as a Holiday Observed by the Village of Buffalo Grove.
ATTACHMENTS:
• 2015 Personnel Manual Amendment Resolution 10 19 2015 (DOCX)
• 2015 Personnel Manual Amendment Memo 10 19 2015 (DOCX)
Trustee Liaison Staff Contact
Trustee Ottenheimer III Arthur a Malinowski, Human Resources
Monday, October 19, 2015
Updated: 10/15/2015 10:52 AM Page 1
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8.E.a
RESOLUTION NO.2015-
RESOLUTION FOR THE ADOPTION OF AN
AMENDMENT TO THE PERSONNEL MANUAL
WHEREAS, on June 18, 1984 the Buffalo Grove Board of Trustees adopted personnel
policies and procedures by Resolution No. 84-43 and amended same in 1988, 1990, 1993, 1994,
1996, 1998, 2000, 2001; 2003, 2005, 2006, 2007, 2009, 201land 2012; 2013, 2014 and,
WHEREAS, in order to reflect current trends in human resources administration,
occasional amendments to the Personnel Manual are necessary; and,
WHEREAS, the Personnel Manual has been amended so that it is more accurately
aligned with both the internal and external labor market, to include the Dr. Martin Luther King,
Jr. Day, Federal and State Holiday, as a holiday observed by the Village of Buffalo Grove; and,
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES of the Village of Buffalo Grove, Cook and Lake Counties, Illinois as follows:
1. The Village of Buffalo Grove does hereby amend its personnel manual to include the
Dr. Martin Luther King, Jr. Day Holiday as a holiday observed by the Village.
2. This amendment to the Personnel Manual will become effective immediately, upon
passage.
AYES:
NAPES:
ABSENT:
Approved , 2015 Passed , 2015
Village President
Attest:
Village Clerk
Packet Pg. 27
8.E.a
EXHIBIT A
BUFFALO GROVE PERSONNEL MANUAL CHAPTER 11 HOLIDAYS
Chapter 11.00 - Holidays
.....................................................................................................................................................................................................................................................................................................................................................................................................
Sections:
..........................................
1.:1,,0�2 1 loti&ill CvmpenSGNO?
1.01- Holiday Observances
A. The Village shall observe the following holidays annually:
New Year's Day
Dr. Martin Luther Kind, Jr. D ay (Effective: January 18, 2016)
President's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving
Day after Thanksgiving
Christmas Eve Day
Christmas Day
Floating Holiday
B. When a holiday falls on a Saturday, the preceding Friday generally shall be observed.
When a holiday falls on a Sunday, the following Monday generally shall be observed. If
Christmas Eve is on a Saturday, employees generally will be given off Friday as well as
Monday, if Christmas Eve falls on Sunday, employees generally will be given off
Monday and Tuesday.
C. One (1) floating holiday will be awarded each eligible full-time and regular part-time
employee to utilize during each calendar year for religious holidays or observances that
may not be celebrated by the Village. The floating holiday may be taken as one (1) full
day off or two (2) half days off The floating holiday is non -cumulative and must be
observed during the calendar year in which it is awarded. Employees must complete six
(6) months of service before being entitled to a floating holiday. Scheduling of the
floating holiday shall be at the employee's discretion, subject to approval of the
Department Director. Fire department employees governed by a collective bargaining
agreement will follow terms and conditions set forth within the collective bargaining
agreement.
D. Other holidays may be designated at the discretion of the Village Manager (or designee)
F. Department Directors may approve additional unpaid time off if such additional time off
does not present an undue hardship to the Village. For example, we reasonably
Packet Pg. 28
8.E.a
accommodate our employees who need time off for religious purposes which are not
observed by the Village where an employee makes arrangements in advance.
1.02 - Holiday Compensation
A. Full-time and Regular Part-time Employees: All full time employees and regular part-
time employees who are required to maintain regularly scheduled hours shall receive
their normal compensation for time off work on Village observed holidays if the
employee normally would be scheduled to work on the holiday.
If a regular employee is required to work on a holiday, he/she shall be compensated
according to the overtime provisions of this manual, in addition to receiving holiday time
off for Village observed holidays.
B. Temporary/Seasonal Employees: Temporary/seasonal employees shall receive time off
without pay for Village observed holidays. If a temporary/seasonal employee is required
to work on a Village observed holiday, he/she shall be compensated for hours actually
worked at his/her normal rate of pay for such hours as the employee who non-nally have
been scheduled to work on that day.
C. Fire and Police: Holiday compensation for fire and police personnel assigned to shift
duty shall be in accordance with rules and regulations of the respective departments and
such rules and regulations will supersede the statements contained in this Chapter in the
event of a conflict.
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8.E.b
VILLAGE OF
BLIFFALO GROVE
MEMORANDUM
DATE: October 18, 2015
TO: Dane Bragg, Village Manager
FROM: Arthur A. Malinowski, Jr., Director of Human Resources
N1
SUBJECT: Recommendation — Amendment to Personnel Manual to Include Dr. Martin
Luther King Jr. Day as a Village Observed Holiday.
As a follow-up to previous discussions on a senior staff level, it is staffs recommendation that
the Village amend Chapter 11 (Holidays) of its personnel manual to include Dr. Martin Luther
King, Jr. Day as a holiday observed by the Village.
This recommendation is being made based upon several internal and external factors. From an
external standpoint, Dr. Martin Luther King, Jr. Day is both a Federal and State of Illinois
holiday. From an internal standpoint, the Village's collective bargaining agreement with its 50
patrol officers includes Dr. Martin Luther King, Jr. Day as a holiday for Village employees
covered by this Agreement. As you may recall, staff discussed that we would be making this
change when the collective bargaining agreement with police officers was approved to maintain
consistency with all employees.
In light of the aforementioned factors, staff recommends amending the Village's personnel
manual to include Dr. Martin Luther King Jr. Day as a Village observed holiday.
I am available to discuss this matter with you further at your convenience.
Packet Pg. 30
9.A
Ordinance No. 0-2015-59 : Ordinance Approving Towing Signage
and Requirements
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
The draft ordinance is being submitted for approval to address the towing of unauthorized vehicles from
private property. The ordinance provides for the terms upon which a vehicle may be relocated from
private property, notification to the Village, transport and storage of relocated vehicles and penalties for
noncompliance with the ordinance.
ATTACHMENTS:
• PARKRIDGE-#103762-v4-Towing_Signage_and_Requirem ents (DOC)
Trustee Liaison
Trustee Trilling
Monday, October 19, 2015
Staff Contact
Steven Casstevens, Police
Updated: 10/15/2015 2:35 PM
Page 1
Packet Pg. 31
9.A.a
JMS DRAFT 10-14-15
ORDINANCE NO. 2015-
AN ORDINANCE CREATING
CHAPTER 10.24, TOWING UNAUTHORIZED VEHICLES,
OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, a home rule unit may exercise any power and perform any function
pertaining to its government and affairs for the protection of the public health, safety, morals
and welfare; and
WHEREAS, the Village Board finds that the regulation of relocation of vehicles for non-
consensual towing is necessary to promote the general health and safety of its citizens by
protecting vehicle owners from towing mistakes and unlawful charges; and
WHEREAS, an individual's safety and welfare is directly affected by the involuntary loss
of a vehicle belonging to that individual, leaving that person stranded at dangerous times or
locations, or potentially miles away from home without an alternative mode of transportation;
and
WHEREAS, the conveyance of information and proper notice regarding a vehicle prior to
its relocation will help notify those areas which are deemed "unauthorized" and ensure that
only those unauthorized vehicles parked improperly are towed, which will reduce the number
of false vehicle theft reports, reduce the number of vehicles being erroneously towed and
expedite the recovery of relocated vehicles; and
WHEREAS, the Village of Buffalo Grove has a significant governmental interest in
preventing the erroneous towing of vehicles;
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT and BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, LAKE and COOK COUNTIES, ILLINOIS, pursuant to its Home
Rule authority, as follows:
Section 1. The foregoing recitals are made a part hereof as if fully restated hereby
Section 2. Chapter 10.24 of the Village of Buffalo Grove Municipal Code is hereby a
created to read as follows: a
c
as
Chapter 10.24 s
U
TOWING OF UNAUTHORIZED VEHICLES Q
103762 1
Packet Pg. 32
9.A.a
JMS DRAFT 10-14-15
10.24.010 DEFINITIONS.
For the purpose of this Chapter, the following definitions shall apply unless the context
clearly indicates or requires a different meaning:
A. "Commission" means the Illinois Commerce Commission.
B. "Relocated", "Relocating", and "Relocation" refer to the towing of an unauthorized
vehicle from private property. A tow from public property is not a relocation tow. A tow
from private property pursuant to explicit authorization from the vehicle owner or
owner's agent is not a relocation tow.
C. "Operator" means any person who, as an employee of a Relocator, removes
unauthorized vehicles from private property by means of towing or otherwise. This term
includes the driver of any vehicle used in removing an unauthorized vehicle from private
property, as well as any person other than the driver who assists in the removal of an
unauthorized vehicle from private property.
D. "Relocator' means any person or entity engaged in the business of removing
unauthorized vehicles from private property by means of towing or otherwise, and
thereafter relocating and storing such vehicles;
E. "Unauthorized vehicle" means any vehicle parked or abandoned on private property
without the consent of the owner of the private parking area or the owner's authorized
agent, or any vehicle parked or abandoned on private property in violation of any
provision of the Buffalo Grove Municipal Code.
10.24.020 Owner of Private Parking Area's Responsibilities
A. Signage pertaining to entire parking area:
Prior to any vehicle being relocated from a private parking area, the owner of the
private parking area or the owner's authorized agent of the private parking area must:
1. Prominently display notice at each driveway access or curb cut allowing vehicular
access to the property within 5 feet from the public right-of-way line. If there are
no curbs or access barriers, the notice must be posted not less than one sign
each 100 feet of lot frontage.
c
a. As an alternative to the provision above, the notice for a parking £
lot contained within property used solelyfor a 2-family, 3-family, U
or 4-family residence may be prominently placed at the perimeter Q
103762 2
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9.A.a
JMS DRAFT 10-14-15
of the parking lot, in a position where the notice is visible to the
occupants of vehicles entering the lot.
2. Clearly indicate on the notice, in not less than 2 inch high light -reflective letters
on a contrasting background:
a. a general statement indicating who is allowed to park in the
private parking area;
b. that unauthorized vehicles will be relocated at the vehicle owner's
expense;
C. the name, address and telephone number of the Relocator
removing the vehicle and the location where the relocated vehicle
will be located if different than the address displayed;
d. the fee charged by the Relocator to recover the relocated vehicle.
e. if the name and number of the Relocator is unavailable because
there is no agreement between the owner of the private parking
area and the Relocator to remove all unauthorized vehicles and
such removal is performed on a case by case basis, then the name
and current telephone number of the owner of the private
parking area or the owners authorized agent must be provided.
3. Install said notice on an affixed sign that is erected with the bottom of the sign
not less than 4 feet above ground level and not more than 7 feet above ground
level, for a period of not less than 24 hours prior to the relocation of any vehicle
B. Signage pertaining to particular parking spots:
Prior to any vehicle being relocated from a private parking area that is otherwise
authorized to be in the parking area but not authorized to be located in a particular
parking spot, the owner of the private parking area or the owners authorized agent
must:
1. Prominently display notice, at each specific parking spot that is be designated as
a limited parking spot for a particular establishment, limited as to the duration of
allowable parking, or any combination of the two.
2. This notice must be permanently installed with the bottom of the sign not less Y
than 4 feet above ground level and not more than 7 feet above ground level and a
shall not be smallerthan 12" x 18". Such notice must display the limitation of a
the parking spot in not less than 2 inch high light -reflective letters on a
contrasting background. s
U
10.24.030 Relocator's Duties Q
103762 3
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9.A.a
JMS DRAFT 10-14-15
A. Reporting Requirements for Relocating Vehicles
1. Within 30 minutes prior to relocating any unauthorized vehicle, the Relocator shall
notify the Buffalo Grove Police Department by using the nonemergency police
telephone number or in any other manner as determined by the Chief of Police to
report the year, make, model and state license plate number of the vehicle and the
location to where the vehicle is located.
2. Within 30 minutes after relocating any unauthorized vehicle, the Relocator shall
notify the Buffalo Grove Police Department by using the nonemergency police
telephone number or in any other manner as determined by the Chief of Police to
report that the vehicle which was the subject of the report provided in Subsection
1 above was, in fact, relocated and the location of where that vehicle will be
relocated and remain for the next 24 hours.
3. In addition to the notifications required above, within 24 hours after relocating an
unauthorized vehicle, the Relocator shall submit a written report to the Chief of
Police, or his designee, containing the following information:
a. Name, address and telephone number of the Relocator and of the Operator;
b. State license plate number of the vehicle relocated;
c. Vehicle identification number of the vehicle relocated;
d. Color, make and model of the relocated vehicle;
e. Date and time of the relocation;
f. Address of place from which vehicle was relocated;
g. Names and addresses of any witnesses to the relocation;
h. Name of person with whom the relocation agreement was made;
i. Address of place where the vehicle is stored; and
j. State license plate number of the tow truck which made the relocation; and
k. Name of the individual or company that made the request for the vehicle's
relocation.
4. Prior to relocating any unauthorized vehicle, the Relocator or Operator shall take
CD
at least one photograph of the unauthorized vehicle which clearly shows: (i) the
date and time the photograph was taken; (ii) the entire vehicle and its location on LU
the date and time the photograph was taken; and (iii) the vehicle's license plate. o
The Relocator shall maintain the photographs, in electronic format, for a period of Y
two years from the date on which it was taken. The Relocator shall provide the a
photographs, without charge, to the relocated vehicle's owner and the Chief of a
Police, upon request. a
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B. Prerequisites to Relocations
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9.A.a
JMS DRAFT 10-14-15
1. Before a Relocator or Operator relocates an unauthorized vehicle, the Relocator
shall first obtain written consent from the owner of the private parking area or the
owner's authorized agent to relocate the specific vehicle in question, unless the
Relocator has an agreement to relocate all unauthorized vehicles from that private
property. If there is such an agreement, the Relocator shall verify that the owner
of the private parking area or the owner's authorized agent is making such a
request to have the unauthorized vehicle relocated.
2. Vehicles shall not be relocated without such request being made by the owner of
the private parking area or the owner's authorized agent. The Relocator shall note
the individual or company name that has made a request for vehicle relocation.
3. No unauthorized vehicle may be relocated by any Relocator or Operator if the
vehicle owner or other person entitled to possession of the vehicle is present and
offers to remove such vehicle voluntarily prior to the time the Relocator or
Operator attempts to relocate such vehicle from the premises; provided that the
vehicle owner or other person so removes the vehicle immediately thereupon.
4. No unauthorized vehicle may be towed by any Relocator or Operator from private
property if the vehicle to be relocated contains one or more passengers, including
pets.
5. No Relocator shall demand, collect or receive anything of value or compensation
from the vehicle owner, agent or lessee of a relocated vehicle other than the
amount indicated on the signs posted on the private property from which the
vehicle was relocated, or the rate established by the Illinois Commerce
Commission, whichever is less; provided that this subsection shall not apply to
storage fees prescribed by the Commission which are posted in compliance with
the Commission's rules and regulations atthe locations where the relocated
vehicle may be reclaimed.
C. Insurance for Relocators and Operators
No Relocator shall relocate any vehicle from private property nor shall any person accept
in storage an unauthorized vehicle relocated unless at the time of the relocation the
Relocator had liability insurance in effect in the name of such Relocator as follows:
1. Every Relocator shall maintain a liability insurance policy insuring the RelocatorLL
a
and the Operator (1) for injury to person, in an amount not less than $100,000.00 a
to any one person and $300,000.00 for any one accident; and (2) for damage to
property other than a vehicle being towed, in an amount not less than $50,000.00 s
for anyone accident;
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9.A.a
JMS DRAFT 10-14-15
2. Such insurance policy shall be issued by a firm properly qualified to do business in
the State of Illinois, and a certificate of the policy shall be carried in the cab of such
tow truck and displayed on demand to a police officer or other authorized
government official.
D. Storage and Relocation
1. Unauthorized vehicles shall be relocated directly from the initial point of tow to
the Relocator's facility that is indicated on the sign posted on the private property
2. No unauthorized vehicle shall be relocated to a storage lot or facilitythat is not
identified on signs posted at the location from which the unauthorized vehicle is
relocated in compliance with Illinois Vehicle Code and the Illinois Administrative
Rules.
3. Following the initial tow, no vehicle shall be subsequently transported to any other
lot or facility exceptto a secondary storage lot in compliance with Illinois Vehicle
Code and the Illinois Administrative Rules.
10.24.040 Violation; Penalties.
A. In addition to the provisions of this Chapter, every Relocator and Operator shall operate
in a manner prescribed by this Chapter and by the Illinois Vehicle Code (625 ILCS 5/1 et.
seq.) and the Illinois Administrative Code (92 III.Adm.Code 1710.10 et. seq.).
B. Every act or omission constituting a violation of any provision of this Chapter by any
officer, director, manager, agent or employee of any Relocator shall be deemed and
held to be the act of such employer or Relocator and the employer or Relocator shall be
punishable in the same manner as if such act or omission had been committed or
omitted by him or her personally.
C. Every act or omission constituting a violation of any provision of this Chapter by any
officer, director, manager, agent or employee of any owner of the private parking area
where an unauthorized vehicle may be relocated from, shall be deemed and held to be
the act of such owner of the private parking area and the owner of the private parking
area shall be punishable in the same manner as if such act or omission had been
committed or omitted by him or her personally.
D. Any Relocator, Operator, or owner of the private parking area violating any of the a
provisions of this Chapter shall be deemed guilty of a business offense and upon
conviction thereof shall be fined in an amount not exceeding seven hundred fifty dollars £
($750.00). Each day that such violation is committed or permitted to continue shall M
constitute a separate offense and shall be punishable as such hereunder. Q
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JMS DRAFT 10-14-15
9.A.a
Section 3. If any section, paragraph, clause or provision of this ordinance shall be
held invalid, the invalidity thereof shall not affect any other provision of this ordinance.
Section 4. This ordinance shall be in full force and effect from and after its passage,
approval and publication. This ordinance may be published in pamphlet form.
AYES:
NAYES:
ABSENT:
PASSED:
2015.
APPROVED: 12015.
PUBLISHED:
APPROVED:
Village President
ATTEST:
Village Clerk
2015.
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9.B
Resolution No. R-2015-30 : Resolution Approving an
Intergovernmental Agreement with District 21 for Crossing Guard
Services
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends discussion.
Please refer to the attached memo regarding the proposed intergovernmental agreement with District 21
for crossing guard services. Under the terms of the proposed agreement, District 21 would pay for 50
percent of crossing guard program expenses for up to 2.5 hours daily for 175 days per year of services.
The proposed agreement does not provide for repayment of any amounts in arrears, or the disputed
amount.
ATTACHMENTS:
• Memo Crossing Guards (DOC)
• Resolution Approving an Intergovernmental Agreement with District 21 for Crossing Guards
(DOC)
• IGA- Crossing Guard Services
• Exhibit A (DOCX)
Trustee Liaison
Trustee Trilling
Monday, October 19, 2015
(DOCX)
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 10/15/2015 3:50 PM
Page 1
Packet Pg. 39
V 11, LAG 1,,' 0 11'
1iU1^w1."AIA.l (31R".1VE
MEMORANDUM
TO: Village President & Board of Trustees
FROM: Jennifer Mahas, Deputy Village Manager
DATE: October 12, 2015
RE: District 21 Crossing Guard IGA
IN
Background
In 2013 the Village notified all three school districts to which we provide crossing guard services
that the Village's program would shill to a cost sharing model with each district. The new model
included a 50% contribution from the school districts for 50% of the direct cost of crossing guard
salaries. Districts 96 & 102 responded accordingly and have paid their share of the costs for the
past two school years.
District 21 was sent a number of formal letters regarding the change and some discussions
occurred between Village Manager Dane Bragg and Superintendent Kate Hyland. As a result of
non-payment for services for the 2013-14 and 2014-15 crossing guard program, Village Manager
Bragg sent a letter to Superintendent Hyland in June notifying the District again about the cost
sharing model and past due payments and fixrther requested that the District notify the Village if
they intend to participate in the program for the 2015-16 program such that the Village could
make arrangements for the following school year. The Village received a letter from the District
in June stating that they would like to continue the program but did not believe it was appropriate
for the District to pay for the services. Due to the fact that the District had not paid past due
balances and indicated they would not pay for future services, the District was notified in August
that crossing guards would not be provided for the FY2015-2016 school year.
Since that time, District 21 agreed to participate in cost sharing of the guards that matched the
terms that Districts 96 & 102 paid, on a temporary basis, while the staffs of each entity worked
on an intergovernmental agreement for discussion by both Boards. As such, staff has been
meeting with District 21 staff over the last two months to formulate said agreement. The current
temporary agreement for services is scheduled to expire on October 16.
Overview of Agreement
There is no end date to the proposed IGA; however, the termination clause gives each party the
ability to terminate the agreement without cause upon 90 days notice to the other party.
The Village and District 21 agree to meet each year no later than May 1 to confer and decide on
the location and hours of crossing guard services. The crossing locations are listed in Exhibit A
to the IGA. There are no proposed changes to the location of the current three staffed crossings.
The IGA also allows each party to discuss the locations/times of the service throughout the year.
9.B.a
Packet Pg. 40
9.B.a
The Village is responsible for all overhead costs related to administering the program such are
hiring, training, assigning, and supervising the guards. The IGA allows the Village to outsource
the program as long as the Village meets and confers with the District about this change.
Additionally, increases in pay for the crossing guards will be determined by the COLA survey
that the Village completes each year to determine the general wage increase on January 1 as we
do for all Village employees. This survey will be shared with the District.
Payment of crossing guards became a sticking point during negotiations. Currently, the Village
compensates the crossing guards for 3 hours of time per day. Guards typically spend
approximately 45 mins to 1 hour in the morning and in the afternoon at the crossing. It is not
uncommon to compensate for additional time as the positions are not easy to fill. Guards must
take an hour out of their morning and their afternoon to do the job. The additional pay is
considered an incentive to encourage attendance so that CSOs or Police Officers do not have to
be taken from patrol and staff the crossings. The District felt that they should only pay for time
actually worked whereas Village staff felt that they should pay for 50% of the direct costs of the
salary. After some negotiations and looking at different options, the IGA now states that the
guards will be paid for 2.5 hours of work. If the IGA is approved, this change will be made for
all guards, not just the guards at District 21.
It is important to note that the Village reduced crossing guard pay by an hour in 2013 and at that
time several crossing guards voluntarily resigned. Chief Casstevens met with all of the crossing
guards recently to brief them on the status of negotiations and potential changes to the structure
of their pay. Several guards at that time stated that they may choose to not continue their
assignments if the hours per shift are reduced. Whether or not that happens we do not know;
however, the change in pay equates to approximately an $8 reduction in pay per day, per guard.
Disputed Amount
Discussions were also had regarding the previous two years that the District had not paid the
Village for crossing guard services. The Village received a letter from the District's attorney
stating that their attorney's opinion is that the District is not legally obligated to pay the past due
amounts. District 21 staff also stated that the District believes the disputed amount and the IGA
are two separate issues and should not be related. During the discussions, the District stated the
Village could have levied the disputed amount in its annual property tax levy, absent an
agreement with the District to pay for the program costs.
As a part of making the change in crossing guard pay, the Village proposed two options to
District 21:
Option 1
District pays:
Year 1 — 25% of direct crossing guard costs
Year 2 — 50% of direct crossing guard costs
District 21 agrees to pay 100% of the prior billed crossing guard expenses ($24,191) over a 24-
month period at 0% interest rate. Payment would be $1007.96 monthly.
Option 2
District pays:
Year 1 — 50% of direct crossing guard costs
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9.B.a
District 21 agrees to pay 50% of the prior billed crossing guard expenses ($24,191) over a 24-
month period at 0% interest rate. Payment would be $503.98 monthly.
At the time this memo is written, staff has not received a formal response back to that offer.
During staffs last conversation with District 21 staff they reiterated that they believe the IGA
and the disputed amounts were separate issues and the Village has not received a counter to our
proposal or any indication that the amounts billed the previous two years would be paid. The
District 21 board is scheduled to discuss the proposed IGA at its October 15 meeting.
Conclusion
At this time, the draft IGA is before the Village Board for consideration. Due to timing issues, it
is likely that the Village and the District will agree to an extension of the current temporary
agreement to allow time for further discussion and negotiation.
There remain two policy issues for the Board to consider:
1. Does the Village want to provide and administer the crossing guard program consistent
with the terms provided in the attached proposed IGA?
2. If the Village is willing to provide the crossing guard services on a going forward basis,
is the Village also willing to forgive all or a portion of the disputed amount ($24,191)?
The Village has limited public statements concerning the future of the program in the interest of
reaching an agreement and pending further review and direction from the Village Board. The
following articles have appeared in local media sources since the District agreed to the temporary
arrangements:
: /www.dailvherald.com/article/20150918/news/150918647/
J/www.iournal-tODlcs.com/news/article d7341038-5d71-lle5-a44f-833d6255de20.htm1
http://www.journal-topics.com/news/article 4dbffdae-62f2-11e5-899a-dbab4c79ed60.html
J/www.dailvherald.com/article/20150825/news/150829311/
: /www.dailvherald.com/article/20150821/news/150829760/
http://www.chicagotribune.com/suburbs/buffalo- grove/news/ct-bec-crossing- guards- update-tl
0827-20150827-storv.html
http://patchcom/illinois/buffalogrove/district-21- village- reach- agreement- crossing- guard-
rlehncle
The above list is not considered exhaustive but includes the primary news feeds that have
appeared in local media sources.
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9.B.b
RESOLUTION NO. 2015-
A RESOLUTION APPROVING AN
INTERGOVERNMENTAL AGREEMENT WITH DISTRICT 21 FOR
CROSSING GUARDS
WHEREAS, the Village of Buffalo Grove ("Village') desires to partner with
District 21 to provide crossing guard services; and
WHEREAS, staff from District 21 and the Village has collaborated on an
intergovernmental agreement a copy of which is attached hereto as Exhibit A
("Intergovernmental Agreement'); and
WHEREAS, the Village President and Board of Trustees have determined that it
is in the best interests of the Village to approve and authorize the execution of the Agreement
pursuant to the terms of this Resolution;
NOW, THEREFORE, BE 1T RESOLVED BY THE PRESIDENT AND
BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, IN COOK AND
LAKE COUNTIES, ILLINOIS, as follows:
Section 1. Recitals.
The foregoing recitals are incorporated herein as findings of the President and
Board of Trustees.
Section 2. Approval of Intergovernmental Agreement.
The Intergovernmental Agreement is hereby approved in substantially the form
attached as Exhibit A and in final form approved by the Village Attorney.
Section 3. Authorization and Execution of Intergovernmental
Agreement.
The Village President and the Village Clerk are authorized and directed to execute
and seal, on behalf of the Village, the Intergovernmental Agreement, only after receipt by the
Village Clerk of at least one original copy of the Agreement executed by each of the other
participating municipalities.
Section 4. Effective Date.
This Resolution shall be in full force and effect from and after this Resolution's
passage and approval in the manner required by law.
Packet Pg. 43
9.B.b
PASSED this 191h day of October, 2015, by vote of the Board of Trustees of the Village of y
Buffalo Grove, Illinois, as follows:
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AYES: Un
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ABSTAIN: LO
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ABSENT: w
APPROVED this 191h day of October, 2015.
Village President
ATTEST:
Village Clerk
Packet Pg. 44
9.B.b
EXHIBIT A
INTERGOVERNMENTAL AGREEMENT
Packet Pg. 45
9.B.c
INTERGOVERNMENTAL AGREEMENT
BETWEEN
THE BOARD OF EDUCATION OF
COMMUNITY CONSOLIDATED SCHOOL DISTRICT NO. 211)
AND THE BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE
This Agreement is between the Board of Education of Community Consolidated School
District No. 21, Cook County, Illinois ("District 21'), and Board of Trustees of the Village of
Buffalo Grove, Cook County, Illinois ("Village'), and is made on the dates as hereafter set forth
below.
WHEREAS, District 21 is a public school district organized and operating pursuant to
the Illinois School Code; 105 ILCS 5/1-1, et seq.; and
WHEREAS, the Village is a municipal corporation organized and operating pursuant to
the Illinois Municipal Code, 65 ILCS 511-1-1, et sew.; and
WHEREAS, the Parties wish to work together to promote the safety of public school
students walking to and from school; and
WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes units of
local government, such as the Parties, to contract or otherwise associate among themselves in
any manner not prohibited by law or ordinance;
WHEREAS, Section 5 of the Illinois Intergovernmental Cooperation Act, 5 ILCS 220/5,
provides that one or more units of local government may contract to perform any governmental
service, activity or undertaking which any unit of local government entering into the contract is
authorized by law to perform, provided that such contract shall be authorized by the governing
body of each governmental unit to the contract; and
WHEREAS, the Parties wish to join together to coordinate crossing guard services as the
Parties agree to be necessary for the improved safety of public school students walking to school.
NOW, THEREFORE, in consideration of the terms and conditions contained in this
Intergovernmental Agreement, the sufficiency of which is hereby acknowledged, the Parties
agree as follows:
1. Term - This Agreement shall become effective upon the latest date it is approved by the
governing board of each of the parties. It shall remain in full force and effect until
terminated in accordance with the terms of this Agreement.
2. Meetings - Each year, not later than May 1st, the authorized representatives of the each
Party will meet to confer and decide on the locations and hours of crossing guard services
for the upcoming school year. The locations and schedule of the crossing guard services
will be set forth in writing, signed by the authorized representatives, and attached to this
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9.B.c
Agreement as an exhibit. From time to time, either party may request a meeting to
discuss implementation of the crossing guard services or propose changes to the locations
and/or schedule of service. Any changes to the locations or schedule of services for the
then current school year will be documented in writing and signed by the authorized
representative of each party.
3. Crossing Guard Services - The Village agrees to select, hire, train, assign, and supervise
crossing guards to provide crossing guard services at the locations and times mutually
agreed to by the Parties. All crossing guards will be considered to be employees of the
Village. Should the Village pursue outsourcing crossing guard services, the Village will
meet and confer with District 21 regarding the change.
4. Cost Sharing — The District 21 shall pay the Village 50% of the direct costs of crossing
guard salaries. The guards shall be compensated for 2.5 hours of work per day. The
Village will bill District 21 in arrears prior to May 1 of the program year. Increases to
crossing guard salaries are determined by a survey of the Village's comparable
communities. The survey shall be shared with District 21 on an annual basis.
5. Crossing Locations — Crossing guard locations are listed in Exhibit A of this agreement.
6. Indemnification - The Parties to this Agreement shall protect, defend, indemnify and hold
harmless each other, their Board members/trustees, officers and employees, from and
against any and all claims, actions, damages, liability and expenses, including attorney's
fees, for injuries to persons or damage or destruction of property to the extent
proximately caused by the negligent acts or omissions of the indemnifying party or its
employees, contractors or agents.
7. Insurance - Each Party will maintain its customary liability and workers' compensation
insurance policies governing its operations including its obligations under this agreement.
8. Termination - Either Party may terminate this Agreement with or without cause upon
ninety (90) days advanced written notice delivered to the other Party by messenger
delivery or certified mail.
9. Notices
Any and all notices required hereunder shall be served in writing to District 21 as
follows:
Superintendent
Community Consolidated School District 21
999 West Dundee Road
Wheeling, IL 60090
Any and all notices required hereunder shall be served in writing to the Village as
follows:
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9.B.c
Village Manager
Village of Buffalo Grove
50 Raupp Road
Buffalo Grove, IL 60089
10. Amendment to Agreement - Any amendment to this Agreement, other than to the
locations or hours of crossing guard services must be set forth in writing and approved by
the governing boards of each Parry.
IN WITNESS WHEREOF, the Parties have hereunto set their hands and seals the day
and year first above written.
BOARD OF EDUCATION OF
COMMUNITY CONSOLIDATED
SCHOOL DISTRICT 21,
Cook County, Illinois
By:
President
Attest:
Secretary
Date:
BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE,
Cook and Lake Counties, Illinois
By:
President
Attest:
Clerk
Date:
G:AwP51\COMMON\SDO\SD021C\AGR\IGA -CROSSING GUARD SERVICES.DOCX
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9.B.d
Exhibit A
The Village of BufiYalo Grove will provide crossing guards at the following locations:
1. Arlington Heights Road and Bernard Drive;
2. Raupp Boulevard and Golfview Terrace; and
3. Anthony Road and Cambridge Drive
Packet Pg. 49
9.0
Ordinance No. 0-2015-60 : Ordinance Approving the Stormwater
Utility Fee
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends the Village Board approve the Stormwater Utility Fee pursuant to the discussion at the
September 21, 2015 Committee of the Whole meeting.
Pursuant to presentations made in March of 2014 and subsequent discussions at the July 20, 2015 and
September 24, 2015 Committee of the Whole meetings, the attached memo outlines the final details for
the implementation of the Stormwater Utility Fee for the Village of Buffalo Grove. If approved, the fee will
take effect on January 1, 2016.
ATTACHMENTS:
• Stormwater Utility Ordinance Title 3 (DOCX)
• Stormwater Utility Ordinance Title 13 - Revised (DOCX)
• Stormwater Utility Memo 10-19-2015.doc (DOCX)
Trustee Liaison
Trustee Stein
Monday, October 19, 2015
Staff Contact
Michael Reynolds, Public Works
Updated: 10/15/2015 5:08 PM
Page 1
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9.C.a
ORDINANCE NO. 2015- XX
AN ORDINANCE
ADDING A NEW CHAPTER 3.71 TO TITLE 3
AND MAKING RELATED AMENDMENTS
TO THE BUFFALO GROVE VILLAGE CODE
TO ESTABLISH A STORMWATER UTILITY
WHEREAS, the Village of Buffalo Grove ("Village') is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970 and,
pursuant thereto, has the authority, except as limited by said Section 6 of Article VII, to exercise
any power and perform any function pertaining to the government and affairs of the Village,
including the power to regulate for the protection of the public health, safety and welfare; and
WHEREAS, the Village owns and operates a system of storm sewers, drains, pipes,
pump stations and outlets that collects stormwater that drains from properties located within the
corporate limits of the Village and transports that stormwater for delivery into open watercourses
("Stormwater System'; and
WHEREAS, the principal watercourses that drain stormwater runoff from the Village
are the Aptakisic Creek, Buffalo Creek, Indian Creek, Kildeer Creek, Aspen Ditch, Farrington
Ditch, and White Pine Ditch; and
WHEREAS, the Buffalo Grove Village Board ("Village Board') finds and determines
that, due to the high cost of some of the stormwater projects and the long life of stormwater
facilities once they are in place, it is in the best interests of the Village and its residents that the
cost of the Stormwater Projects be spread over a long period of time, so that, to the extent
reasonably possible, the Stormwater Projects are paid for as the improvements are used and
current users of the Stormwater System do not pay for the use of the Stormwater System by
future users; and
WHEREAS, the Village Board finds and determines that, in order to provide an effective
and long term approach to stormwater management within the Village, it is necessary to provide
an adequate and stable revenue stream for the Stormwater Projects and for the operation and
maintenance of the Stormwater System; and
WHEREAS, the Village Board finds and determines that all land in the Village
contributes to stormwater runoff and either uses or benefits from the maintenance of the
Stormwater System; and
WHEREAS, the Village Board finds and determines that it is in the best interests of the
health, safety and general welfare of the Village and its residents that the Stormwater System be
operated as a municipal utility that is funded through user fees rather than property taxes; and
WHEREAS, the Village Board finds and determines that owning and operating the
Stormwater System, and financing the operation, maintenance and improvement of the
Stormwater System through user fees, are matters pertaining to the government and affairs of the
Village.
NOW, THEREFORE, BE IT ORDAINED by the President and Board of Trustees of
the Village of Buffalo Grove, as follows:
July 20, 2015 2015 - XX
Packet Pg. 51
9.C.a
SECTION 1: The foregoing recitals are hereby incorporated as the findings of the
Council of the Village of Buffalo Grove, as if fully set forth herein.
SECTION 2: Title 3 of the Buffalo Grove Village Code, "Revenue and Finance," is
hereby amended by adding a new Chapter 3.71, which shall be titled "Stormwater Utility Fees"
and shall provide as follows:
Chapter 3
Stormwater Utility Fees
Sections:
3.71.010 Purpose.
3.71.030 Fee established.
3.71.080 Billing and collection procedures.
3.71.090 Effect of nonpayment of bill.
Section 3.71.010 Purpose.
Purpose. The purpose of the stormwater utility fee is to protect the public health,
safety and welfare of the residents of the Village of Buffalo Grove by reducing damage to
property and local waterways from stormwater runoff and floods, through the
construction and operation of flood reduction and control facilities, and through water
quality management and floodplain management. It is also the purpose of this chapter to
provide an effective and long-term approach to stormwater management within the
Village by identifying and providing an adequate and stable funding source for
Stormwater management.
Section 3.71.030 Stormwater utility fee established.
A. Stormwater Utility. The Village hereby establishes a stormwater utility to provide
for the management, operation, maintenance, engineering, planning, construction,
enhancement and rehabilitation of the Village's stormwater system, as defined in Title
13.
B. Terms and Conditions of Service. All stormwater management service within the
Village shall be provided in accordance with the provisions of Title 13 and the rules and
regulations promulgated pursuant to this chapter.
C. Fee Imposed. A stormwater utility fee is hereby imposed on the owners of
property in the Village.
B. Fee Resolution. The stormwater utility fee shall be set by resolution as provided
in Chapter 13.13.060 of Title 13.
C. Fee Structure. The fee shall be the amount to be charged each month per parcel in
order to provide for the management, operation, maintenance, engineering, planning,
construction, enhancement and rehabilitation of the Village's stormwater system and
provide for the payment of any principal and interest on any outstanding stormwater
August 5, 2015 - 2 - 2015 - XX
Packet Pg. 52
9.C.a
utility system debt that is due and payable during the fiscal year for which the Base Fee is
calculated.
The stormwater utility base fee shall be calculated as follows:
1,265,501-182,087,589 = $0.006950 per square foot
The stormwater utility base fee shall be assessed in accordance with the following:
1. Tier 1 - Residential — Single Family Attached and Detached
$0.006950 x Median Lot size as of the date of this Ordinance =
Annual Fee
2. Tier 2 - Multi -Family, Commercia]/Industrial
$0.006950 x Property Square Footage = Annual Fee
Section 3.71.080 Billing and collection procedures.
A. Issuance of bill. The Finance Department shall issue all bills for stormwater
utility fees.
1. For users of the stormwater system that have an existing utility account with
the Village, the Finance Department may include the stormwater utility fee on the same
statement issued for such other utility service.
2. The Finance Department may issue a separate bill to the owner of any parcel
that does not have an existing utility account with the Village. If the owner of such
parcel has not provided the Finance Department with a billing address, then the Finance
Department may mail the stormwater utility bill to the same person who receives
property tax bills for that parcel.
B. Responsibility for payment. The owner of any parcel, building or premises and
the occupant thereof and the customer of the utility service of said system shall be jointly
and severally liable to pay for such stormwater utility fee for said premises.
C. Application of payments. If the stormwater utility fee is included on a common
statement and the user does not pay the total amount due on the statement, the payment
shall be applied first to the stormwater utility fee. If any amount on a utility bill is past
due, the payment will first be applied to such past due amounts.
Section 3.71.090 Effect of nonpayment of bill.
A. Additional Charges for Failure to Pay Bill. If any bill for stormwater service is
not paid by the date due, as shown on the utility bill, a late payment penalty of nine
percent shall be added to the bill and collected from the user.
B. Collection Costs. Any unpaid bill that is turned over for collection shall be
subject to an additional charge, the amount of which shall be established by the Village
Manager, upon the recommendation of the Finance Director, in an amount sufficient to
recover the Village's costs of carrying and collecting the debt.
August 5, 2015 - 3 - 2015 - XX
Packet Pg. 53
9.C.a
C. Unpaid Accounts Constitute Lien. All unpaid amounts of rates, fees and charges
for stormwater utility service shall constitute alien against the property to which service
was provided, to the extent such lien is authorized by law.
D. Effect of Delinquent Accounts. All delinquent stormwater utility accounts shall
be subject to the provisions of Chapter 13.04 of this code. In addition, no person with a
delinquent stormwater utility account shall be allowed either a new utility service at
another location in the Village, change or upgrade of the service at the premises for
which the delinquent account has accrued, or be issued a permit for any other purpose
unless the account is paid in full.
SECTION 3: This Ordinance is passed by the Buffalo Grove Village Board in the
exercise of its home rule powers pursuant to Section 6 of Article VIT of the Illinois
Constitution of 1970.
SECTION 4: This Ordinance shall take effect January 1, 2016, as provided by law
PASSED this 19th day of October, 2015, pursuant to the following roll call vote:
AYES:
NAYS:
ABSENT:
APPROVED this 19th day of October, 2015.
Attest:
Janet Sirabian, Village Clerk
Signed:
Beverly Sussman, Village President
August 5, 2015
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2015 - XX
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9.C.b
ORDINANCE NO. 2015- XX
AN ORDINANCE
ADDING A NEW CHAPTER 13.13 TO TITLE 13
AND MAKING RELATED AMENDMENTS
TO THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
STORMWATER UTILITY
WHEREAS, the Village of Buffalo Grove ("Village') is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970 and,
pursuant thereto, has the authority, except as limited by said Section 6 of Article VII, to exercise
any power and perform any function pertaining to the government and affairs of the Village,
including the power to regulate for the protection of the public health, safety and welfare; and
WHEREAS, the Village owns and operates a system of storm sewers, drains, pipes,
pump stations and outlets that collects stormwater that drains from properties located within the
corporate limits of the Village and transports that stormwater to open watercourses; and
WHEREAS, the principal watercourses that drain stormwater runoff from the Village
are the Aptakisic Creek, Buffalo Creek, Indian Creek, Kildeer Creek, Aspen Ditch, Farrington
Ditch, and White Pine Ditch; and
WHEREAS, the Buffalo Grove Village Board ("Village Board') finds and determines
that, due to the high cost of some of the stormwater projects and the long life of stormwater
facilities once they are in place, it is in the best interests of the Village and its residents that the
cost of the Stormwater Projects be spread over a long period of time, so that, to the extent
reasonably possible, the stormwater projects are paid for as the improvements are used and
current users of the Stormwater System do not bear the cost of the stormwater system for future
users; and
WHEREAS, the Village Board finds and determines that, in order to provide an effective
and long term approach to stormwater management within the Village, it is necessary to provide
an adequate and stable revenue stream for the Stormwater Projects and for the operation and
maintenance of the Stormwater System; and
WHEREAS, the Village Board finds and determines that all land in the Village
contributes to stormwater runoff and either uses or benefits from the maintenance of the
Stormwater System; and
WHEREAS, the Village Board finds and determines that it is in the best interests of the
health, safety and general welfare of the Village and its residents that the Stormwater System be
operated as a municipal utility that is funded through user fees rather than property taxes; and
WHEREAS, the Village Board finds and determines that owning and operating the
Stormwater System, and financing the operation, maintenance and improvement of the
Stormwater System through user fees, are matters pertaining to the government and affairs of the
Village.
NOW, THEREFORE, BE IT ORDAINED by the President and Board of Trustees of
the Village of Buffalo Grove, as follows:
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SECTION 1: The foregoing recitals are hereby incorporated as the findings of the
Corporate Authorities of the Village of Bufl=alo Grove, as if fully set forth herein.
SECTION 2: Title 13 of the Village of Buffalo Grove Municipal Code, "Water and
Sewers," is hereby amended by adding a new Chapter 13.13, which shall be titled "Stormwater
Utility System" and shall provide as follows:
Chapter 13.13
Stormwater Utility
Sections:
13.13.010
Legislative findings, policy and purpose.
13.13.020
Definitions.
13.13.030
Stormwater utility established.
13.13.040
Scope of responsibility of stormwater utility.
13.13.060
Charges for stormwater utility service.
13.13.070
Stormwater utility fee.
13.13.080
Billing and collection procedures.
13.13.090
Effect of nonpayment of bill.
13.13.100
Requests for adjustment of the stormwater utility fee.
13.13.110
Stormwater utility fund.
13.13.120
Parcel database.
13.13.130
Exemptions from stormwater utility fee.
13.13.140
Reserved.
13.13.150
Stormwater service connections.
13.13.130
Interference with stormwater system.
13.13.170
Responsibility for damage to stormwater system.
Section 13.13.010 Legislative findings; policy and purpose.
A. Legislative findings. The Corporate Authorities of the Village of Buffalo Grove
find that:
1. all real property in the Village contributes to runoff and either uses or benefits
from the maintenance of the stormwater system;
2. in order to provide an effective and long term approach to stormwater
management within the Village, it is necessary to provide an adequate and stable revenue
stream for the construction, maintenance, operation and improvement of the Village of
Buffalo Grove stormwater system; and
3. it is in the best interests of the health, safety and general welfare of the
Village, its residents and property owners, that the Village of Buffalo Grove stormwater
system be operated as a municipal utility that is funded through user fees.
B. Statement of policy.
1. It is the policy of the Village of Buffalo Grove to provide a dedicated funding
source for the construction, maintenance, operation and improvement of stormwater
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facilities in the Village, so that the Village is able to proactively manage stormwater for
the benefit of all residents and owners of real property within the Village.
2. It is the policy of the Village of Buffalo Grove that, except as provided in this
Chapter, the owner or owners of any real property in the Village that uses or benefits
from the Village's stormwater system be charged a stormwater utility fee, whether or not
the owner or parcel is exempt from real estate taxation.
C. Purpose. The purpose of this Chapter is to establish a stormwater utility to protect
the public health, safety and welfare of the residents of the Village of Buffalo Grove by
reducing damage to property and local waterways from stormwater runoff and floods,
through the construction and operation of flood reduction and control facilities, and
through water quality management and floodplain management. It is also the purpose of
this Chapter to provide an effective and long-term approach to stormwater management
within the Village by identifying and providing an adequate and stable finding source for
stormwater management.
Section 13.13.020 Definitions.
The following words, terms and phases, when used in this Chapter, shall have the
meanings ascribed to them in this Section, except where the context clearly indicates a
different meaning.
"Credit" means a conditional, recurring reduction in the amount of a stormwater user fee
to an individual property that meets the qualification standards established in this Chapter
and the Rules and Regulations of the Village of Buffalo Grove Stormwater Utility.
"Developed Land" means a parcel within the corporate limits of the Village that has been
altered from its natural state by the addition of impervious area.
"Direct Discharge" means the conveyance of stormwater runoff directly from a parcel of
property to a receiving stream, creek, ditch or river, without using any part of the
stormwater system.
"Impervious Area" means the area within a parcel that prevents or significantly impedes
the infiltration of stormwater into the soil. Impervious areas shall include, but are not
limited to buildings, roofed structures, paved areas, walkways, driveways, parking lots,
patios, decks, swimming pools, and similar non -porous areas.
"Delinquent Accounts" means and account for which the billing amount has not been
paid within the prescribed period of time as specified on the utility bill or stormwater
invoice.
"Public Right -of -Way" means a tract of land dedicated to a unit of government for
roadway or highway purposes.
"NPDES" or National Pollutant Discharge Elimination System means the national
permitting program implemented under the Clean Water Act.
"Parcel" means an area of land within the corporate limits of the Village that has been
established by a plat or other legal means and has been assigned a Property Index
Number (PIN) by the County in which the parcel is located.
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"Stonmwater Service Connection" means such pumps, pipes, drains and other
appurtenances necessary to drain and channel runoff from any parcel into the Village of
Buffalo Grove stormwater system
"Stormwater System", or "Village Stormwater System", means the system of
conveyances owned and operated by the Village and designed for or used in the
collection, control, transportation, treatment or discharge of stonmwater, including but not
limited to storm sewers, storm drains, curbs, gutters, ditches, detention ponds or basins,
dams, river impoundment, manmade channels or storm drains, and flood control
facilities, and any appurtenances thereto.
"Stormwater Utility", or "Village Stormwater Utility", means the Village of Buffalo
Grove stormwater utility established by this Chapter for the management, operation,
maintenance, engineering, planning and capital investments related to the stormwater
system.
"Undeveloped Parcel" means a parcel of land that remains in its natural state with no
impervious area.
"User" means the owner of a parcel that uses, benefits from or connects to the Village's
stormwater system.
Section 13.13.030 Stormwater utility established.
A. Stonmwater Utility. The Village hereby establishes a stormwater utility to provide
for the management, operation, maintenance, engineering, planning, construction,
enhancement and rehabilitation of the Village's stormwater system, as defined in this
Chapter.
B. Terms and Conditions of Service. All stonmwater management service within the
Village shall be provided in accordance with the provisions of this Chapter.
Section 13.13.040 Scope of responsibility of stormwater utility.
A. The stormwater utility shall be responsible for the operation, maintenance,
management and improvement of the stormwater system owned by the Village in
accordance with all applicable permits, licenses and regulations, including all activities
required by the NPDES Stormwater Permit.
B. The Village of Buffalo Grove stormwater utility shall be administered by the
Public Works Director or his or her designee.
Section 13.13.060 Fees for stormwater utility service.
A. Establishing Fees. Effective January 1, 2016, the owner of any parcel that uses,
benefits from or connects to the stormwater utility shall be charged for such service in
accordance with fees established from time to time by the Village Board. Such fees are
provided for in Title 3 of Buffalo Grove Municipal Code
B. Basis of Fees. The stormwater utility fee shall be based on the extent to which
each parcel creates a need for stormwater management; the existence of impervious area
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on each parcel; and the cost of operating, maintaining, and improving the stonnwater
system
Section 13.13.070 Stormwater utility fee.
A. Fee Imposed. A stormmater utility fee is hereby imposed on the owners of
property in the Village. The stormwater utility fee for all parcels in the Village shall be
based on the measured land square footage of each parcel. The base fee shall be
$0.006950 per square foot of parcel.
B. Fee Structure. The fee shall be the amount to be charged each month per parcel in
order to provide for the management, operation, maintenance, engineering, planning,
construction, enhancement and rehabilitation of the Village's stormwater system and
provide for the payment of any principal and interest on any stormwater utility system
debt that is due and payable during the fiscal year for which the Base Fee is calculated.
The stormwater utility fee shall be assessed in accordance with the following:
1. Tier 1 - Residential — Single Family Attached and Detached
Base Fee x Median Lot size = Annual Fee
2. Tier 2 - Multi Family, Corrrnercial/Industrial
Base Fee x Property Square Footage = Annual Fee
Section 13.13.080 Billing and collection procedures.
A. Issuance of bill. The Finance Department shall issue all bills for stormwater
utility fees.
1. For users of the stormwater system that have an existing water billing account
with the Village, the Finance Department may include the stormwater utility fee on the
same statement issued for such other utility service.
2. The Finance Department may issue a separate bill to the owner of any parcel
that does not have an existing utility account with the Village. If the owner of such
parcel has not provided the Finance Department with a billing address, then the Finance
Department may mail the stormwater utility bill to the same person who receives
property tax bills for that parcel.
B. Responsibility for payment. The owner of any parcel, building or premises and
the occupant thereof and the customer of the utility service of said system shall be jointly
and severally liable to pay for such stormwater utility fee for said premises.
C. Application of payments. If the stormwater utility fee is included on a common
statement and the user does not pay the total amount due on the statement, the payment
shall be applied first to the stormwater utility fee. If any amount on a utility bill is past
due, the payment will first be applied to such past due amounts.
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Section 13.13.090 Effect of nonpayment of bill.
A. Additional Charges for Failure to Pay Bill. If any bill for stormwater service is
not paid by the date due, as shown on the utility bill or stormwater invoice, a late
payment penalty of nine percent shall be added to the bill and collected from the user.
B. Collection Costs. Any unpaid bill that is turned over for collection shall be
subject to an additional charge, the amount of which shall be established by the Village
Manager, upon the recommendation of the Finance Director, in an amount sufficient to
recover the Village's costs of carrying and collecting the debt.
C. Unpaid Accounts Constitute Lien. All unpaid fees for stormwater utility service
shall constitute alien against the property to which service was provided; to the extent
such lien is authorized by law.
D. Effect of Delinquent Accounts. All delinquent stormwater utility accounts shall
be subject to the provisions of Chapter 13.04 of this Code. In addition, no person with a
delinquent stormwater utility account shall be allowed either a new utility service at
another location in the Village, change or upgrade of the service at the premises for
which the delinquent account has accrued, or be issued a permit for any other purpose
unless the account is paid in full.
Section 13.13.100 Requests for adjustment of the stormwater utility fee for Tier 2
parcels.
A. The owner of a Tier 2 parcel, or the owner's authorized agent, may request
correction of the stormwater utility fee by submitting a written request to the Director of
Public Works or his or her designee on or before the date payment is due. The owner of
the parcel is solely responsible for initiating any review of the amounts of the stonnwater
utility fee. Grounds for correction of the stormwater utility fee include:
1. Incorrect classification of the property for purposes of determining the fee;
2. Errors in the square footage of the area of the property;
3. Mathematical errors in calculating the fee to be applied to the property; and
4. Errors in the identification of the owner of a parcel subject to the fee.
B. The Director of Public Works shall make a determination within 30 days after
receipt of the property owner's completed written request for correction of the fee. The
owner of a parcel may appeal the decision to the Village Manager within 30 days of the
issuance of a decision by the Director of Public Works. The Village Manager's decision
on a request for correction of the fee shall be final.
C. Any owner of a parcel who submits a request for correction of a fee shall provide
all information necessary for the Village to make a determination on the request for
correction of the fee. Failure to comply with the provisions of this sub Section shall be
grounds for denial of the request.
D. If an adjustment or correction is approved by the Village, the adjustment will be
incorporated into the stormwater utility fee calculation for the specified parcel and will
apply to the next regularly generated bill. Under extenuating circumstances, the Village
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Manager may elect to issue refunds due to the owner in lieu of an adjustment to the utility
bill.
Section 13.13.110 Stormwater utility fund.
A. Revenues. All revenues from the stormwater utility fee shall be deposited in the
General Fund and shall be used solely for the operation, maintenance, expansion and
rehabilitation of stormwater infrastructure and the maintenance of an infrastructure
replacement reserve account as deemed appropriate by the Corporate Authorities.
B. Financial records. The Finance Director shall maintain and report on the financial
records of the stormwater utility in accordance with generally accepted government
accounting principles.
Section 13.13.120 Parcel database.
A data base for all parcels in the Village is established by the Village. The Village shall
maintain the database for all parcels within the Village which will serve as the basis for
determination of the fee associated with each parcel. The database will be based on
available information, including geographic information systems analysis, aerial
photographs, mapping information, site examination and other available information, and
will be periodically updated based on available information.
Section 13.13.130 Exemptions from stormwater utility fee.
All Village property and Public Rights -of -Way shall not be subject to the stormwater
utility fee.
Section 13.13.140 Reserved.
Section 13.13.150 Stormwater service connections.
A. No stormwater service connection shall be installed, repaired, maintained or
replaced except by a licensed plumber or contractor who has first notified the Public
Works Department. All such work shall be subject to the approval of the Public Works
Department and shall be performed in accordance with the rules, regulations, standards
and practices of the Public Works Department, local ordinance and state or federal
statute, as applicable.
B. Any person who performs any work on a stormwater service connection shall first
obtain a permit from the Village as provided in Title 15 of this Code. All such work shall
be done in accordance with the terms of the permit authorizing the work and with the
rules, regulations, standards and practices of the Public Works Department.
C. Penalties. Any person who engages in any work on a stormwater service
connection that requires a permit, without first obtaining such permit, shall be subject to
such additional fines, fees and penalties as may be set by the Village Board from time to
time pursuant to Chapter 1.08 of this Code.
D. Responsibility of Owner. The installation, connection, alteration, maintenance,
repair and replacement of stormwater service connections shall be at the sole expense of
the owner of the premises to which the water service is supplied.
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E. This Section does not apply to work performed on Village owned and maintained
stormwater facilities.
Section 13.13.130 Interference with stormwater system.
A. No person shall alter, interfere with or disturb the stormwater system or
appurtenances thereto without the permission of the Village Manager or his/her designee.
B. No person shall willfully or negligently break, injure or deface such stormwater
system and appurtenances, or commit any act which is intended to or which shall obstruct
or impair the intended use thereof.
Section 13.13.170 Responsibility for damage to stormwater system.
A. Damage to stormwater utility system. Any person who causes damage to any part
of the Village's stormwater utility system shall be responsible for the cost of repairing
such damage. The Village shall have the sole discretion and authority to deternimi e the
nature and extent of the damage and necessary repairs, the manner in which such repairs
shall be done, and the persons who shall perform such repairs.
B. Damage to stormwater service connections. Any person who causes damage to
any part of any service connection in the Village's stormwater utility system shall be
responsible for the cost of repairing such damage. The Village shall have the sole
discretion and authority to determine the nature and extent of the damage and necessary
repairs, the manner in which such repairs shall be done, and the persons who shall
perform such repairs. All such repairs shall be made by a licensed plumber in accordance
with all applicable provisions of the rules, regulations, standards and practices of the
Public Works Department.
C. Village rights reserved. The Village reserves all rights to recover the cost of
repairing any damage to any part of the Village's stormwater utility system or to any part
of any service connection in the Village's stormwater utility from the person or persons
that caused the damage necessitating the repairs.
SECTION 3: This Ordinance is passed by the Buffalo Grove Village Board in the
exercise of its home rule powers pursuant to Section 6 of Article VII of the Illinois
Constitution of 1970.
SECTION 4: This Ordinance shall take effect January 1, 2016 as provided by law
PASSED this 19th day of October, 2015, pursuant to the following roll call vote:
AYES:
NAYS:
ABSENT:
APPROVED this 19th day of October, 2015.
August 5, 2015
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Attest:
Janet Sirabian, Village Clerk
Signed:
Beverly Sussman, Village President
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VILLAGE OF'
BU14ALO GROVE
I►I 1 DI►I [o7.7_AI 1111►I I
TO: Dane C. Bragg, Village Manager
FROM: Mike Reynolds, Director of Public Works
DATE: October 15, 2015
RE: Stormwater Utility Fee
IN
Pursuant to the presentation made at the March of 2014 Committee of the Whole and subsequent
discussions at the July 20, 2015 and September 24, 2015 Committee of the Whole meetings, I am
pleased to present final details for the implementation of the Stormwater Utility Fee and related
Ordinance modifications for the Village of Buffalo Grove.
Over the past 18 months, the Public Works Department staff has been gathering information and
preparing to add a stormwater utility fee to the Village's water and sewer bills should the Village
Board vote to implement a program. During this process, we have received considerable
assistance from the Geographic Information Systems (GIS) staff that relied on aerial
photography and a complex digital mapping program to analyze every parcel in Buffalo Grove to
determine the amount of impervious area each parcel contains. Identifying this information was
essential to this process because it will ultimately allow the Village to create a user fee that links
impervious area to the amount the parcel's owner must pay to maintain and improve the
Village's stormwater system.
After receiving the impervious area information from GIS, the Public Works staff analyzed the
data further and conducted research on stormwater fee programs by contacting several
communities that currently have fees in place. The information we received has led us to
identify a number of issues the Village Board may want to consider as we move forward. The
following is meant to provide some background information for the Board and to provide the
basis for any discussion and the approval of the proposed stormwater fee.
BACKGROUND INFORMATION
Base Fee Determination — As you will recall, many conununities that have implemented a
stormwater fee have based it on a concept known as an Equivalent Runoff Unit (ERU). The
ERU method is used by many stormwater utilities because it is one of the most equitable ways of
raising revenue for stormwater projects. By calculating the amount of impervious area on each
parcel in Buffalo Grove, the Village can tie the fee each property pays to the amount of
stormwater the property generates.
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This methodology is very challenging to administer because of the amount of time involved to
provide a billing calculation for every parcel and incorporate that into the utility bill. Other
methodologies include tiered billing based upon parcel square footage and billing based on water
consumption. As an alternative, Staff has proposed a tiered approach based upon a base fee per
parcel square footage value. Using the impervious data provided by GIS, the base fee is been
determined based upon the total parcel square footage of all parcels within the Village that
contain impervious surface such as buildings and parking lots, and the funds required to maintain
and update the stormwater system The property parcel square footage breakdown and base fee
calculation is provided below.
213,877,084.99 — Parcel Square Footage - Buffalo Grove (All Parcels
Incorporated)
182,087,589.08 —Parcel Square Footage with Impervious Surface
The proposed budget for 2016 is $1,265,876. This includes both an operating budget component
($484,000) and a capital budget component ($781,501 (0, 25% of the scheduled replacement
value). This results in a base fee of $0.006950 per square foot.
Tiered Fee Structure:
The fee will be applied to all parcels within the village that have impervious surface using a
tiered approach The tiers are as follows:
Tier 1 - Single Family Residence Attached & Detached (fixed fee)
$0.006950 x Median Lot size (8,771.66 square footage) = Annual Fee ($60.96)
Tier 2 - Multi -Family & Commercial / industrial / Government/Non-Profit (calculated
fee)
$0.006950 x Property Square Footage = Annual Fee (varies as calculated)
The Justification for a Stormwater Fee — Every improved parcel within the Village of Buffalo
Grove generates run-off as well as benefits from the Village infrastructure system that manages
and controls stormwater conveyance. The goal of a Storm Water Utility Fee is to generate
sufficient revenue to fully fund storm water operating and capital expenses. It is an equitable
method to collect revenue from those properties that place a demand on the system.
Implementation of Storm Water Utility Fee program is a growing trend nationally, and locally.
In our immediate area, the conniiunities of Highland Park, Northbrook, Rolling Meadows,
Palatine, Hoffinan Estates, Winnetka and Downers Grove have implemented programs.
Additionally, the Villages of Wheeling and Arlington Heights are in the process of evaluating
these programs for use in their communities.
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In July and September of this year, the Village Board was presented with updates to Stormwater
Utility Fee evaluation. Similar to the water and sanitary sewer systems, the storm sewer system
is all original infrastructure installed at various times as the Village has grown. Historically,
stormwater projects have generally been funded as resources become available. Implementation
of a Stormwater Fee provides a defined funding source, allowing the Village to develop a long-
range plan, and, more importantly, fund the projects identified in that plan.
Benefits:
There are multiple benefits to implementing a fee based system:
• All properties in the Village equitably share in the cost of operating and maintaining the
stormwater system.
• Fees provide a predictable and sustainable funding source.
• Provides a full accounting of the operating, capital and debt service costs associated with
providing storm water management services.
• Encourages property owners to reduce storm water run-off.
• Raises awareness of the value and importance of a properly designed, well maintained
stormwater management system.
• Reduces the need to issue debt for storm sewer improvements.
• Revenues generated by the fee will be allocated to the maintenance and operating costs of
the stormwater infrastructure system, which consists of
• Approximately 3,000 drainage structures
• 39 stormwater detention facilities
• 189 miles of storm sewer pipes
• 11 miles of streams
Impact of Proposed Fee: - Should the Board decide to move forward and implement the
stormwater fee, the impact of the proposed fee for Tier 1 parcels is $5.08 per month This is a
fixed fee for all single family homes (attached & detached). For Tier 2 parcels related to multi-
family residences the cost could range between $2.07 and $3.99 a month per unit. This is a
calculated fee based on the parcel square footage and the number of units. For Tier 2 parcels
comprised of Commercial and industrial properties the calculated fee will vary significantly
based upon the size of the parcel. As an example, the monthly fee for a 500,000 square foot
parcel would be $289.00 per month Vacant, unimproved parcels will not be charged a fee.
ISSUES FOR BOARD CONSIDERATION
Before moving forward, the Board may wish to discuss and consider various options regarding
the proposed stormwater fee. Among the items for further discussion are the following:
1. Communication/Timing —Staff has prepared educational materials and plans to include
information on the Village's website, cable channel, in the Village newsletter, and as an insert in
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future water bills. Staff recommends implementing the program in January of 2016, meaning
that the new fee would first appear on water bills due in February and March of 2016.
2. Non-Profit/Tax-Exempt/Governmental Entities — In most instances, communities
charge churches, schools and other non-profit organizations the same rate (using the same ERU
based model) as that paid by all other for -profit entities. The theory supporting this approach is
that non-profit entities generate stormwater in the same way other residential and for profit
entities do and therefore should pay the same to mitigate those costs. In researching other
communities' programs, staff found that Downers Grove was an exception to the rule and does
not charge tax-exempt parcels a stormwater fee. Staff recommends charging non-profit and tax-
exempt entities the same fees paid by all other users. A provision is included in the ordinance
charging local taxing bodies the residential rate, for and in consideration of the provision of
stormwater facilities on their respective properties.
3. Residents Not Currently Receiving a Village Water/Sewer Bill — There are a number
of residential areas in the Village that do not currently receive a water and sewer bill because
they do not receive Village water or sewer service. if the Village implements a stormwater fee,
the identified parcels will begin receiving a bi monthly bill.
Ordinance Modifications:
There are two ordinance modifications related to the implementation of this fee. The first is an
addition chapter to Title 13 — Water and Sewers. This provides for the creation and
administration of the program. The second is an addition chapter to Title 3 — Revenue and
Finance. This outlines changes related to finance, billing and collections.
Recommendation:
It is recommended that the Village Board approve the Stormwater Utility Fee and related
Ordinance modifications as presented in this memo.
C: Jenny Mattas, Deputy Village Manager
Chris Stilling Community Development Director
Mike Skibbe, Deputy Director of Public Works
Darren Monico, Village Engineer
Dave Haisma, Utility Superintendent
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Action Item : Rejection of Bids 2015 Carpet Replacement
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends rejection of bids received for the 2015 Carpet Replacement Project.
As detailed in the attached memo, staff recommends the rejection of bids for the 2015 Carpet
Replacement Project. Staff will come back before the board at a later date to seek authorization to re -bid
all or a portion of this project.
ATTACHMENTS:
• Carpet Memo (DOCX)
Trustee Liaison
Trustee Stein
Monday, October 19, 2015
Staff Contact
Brett Robinson, Finance
Updated: 10/14/2015 8:37 AM
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11.A.a
VILLAGE OF
i'lUFFAL0 GROVE
DATE: October 9, 2015
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
RE: 2015 Carpet Replacement
Is
On September 8, 2015 bids for carpeting were published in the local paper, published on the web and
direct mailings were sent to six local flooring companies. Six companies were in attendance for a
mandatory walkthrough of all involved facilities that was held on September 15, 2015. A further two
companies subsequently contacted staff and expressed that they were not interested in this project. On
September 28, 2015 staff opened bids for the 2015 Carpet Replacement Project, only one bid was
received.
Staff reached out to all companies that were at the walkthrough to find out why it was they had chosen not
to bid. The reasons supplied were as follows: unable to schedule installers for the specified installation
dates in December, Bidder chose not to bid as they did not have any local government references as
required by the bid documents, The work location was too far from company base in Dixon, IL, Bidder did
not receive material quotes from suppliers in time to bid, and one non response. Two of the companies
who chose not to bid did ask if they could supply late bids. Those companies were informed that late bids
would be rejected.
Staff felt the single bid had been supplied in good faith and reviewed the supplied materials. The specified
carpets did not meet the minimum specifications as detailed in the bid documents. Staff did request of the
bidder further information, but it only served to confirm that the carpeting did not meet the Village's
minimum requirements.
Staff went on to review the vinyl file option at the Police Station as those proposed materials did meet the
minimum specifications. Staff had required that the bidders supply measurements of the spaces to be
carpeted, or in the case of the Police Department, tiled. Staff reviewed the supplied figures and did rough
measurements to confirm the bidder was at least 50 square feet short of the actual space as measured by
staff, additionally this measurement did not appear to allow for any waste/offcuts that may be required to
complete the project.
Based upon the above reasons, staff has determined that the bid as supplied by Integral Flooring Solutions
is a non -responsive bid.
Moving forward staff will seek a minimum of three quotes for the work at Fire Station 27 and the Police
Department as indications are that those two projects combined will likely fall below the bid limit. Staff
has requested that JTS Architects provide the Village with detailed specifications for the appropriate
carpeting for the Arboretum Golf Club House, once those details are received staff will rebid that portion
of the original project
6'
r
II3�ett IIIIllrwfinson
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