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2016-05-02 - Village Board Committee of the Whole - Agenda Packet11 Meeting of the Village of Buffalo Grove Village Board Committee of the Whole May 2, 2016 at 7:30 PM Call to Order A. Pledge of Allegiance 2. Special Business A. Administrative Adjudication Update (Trustee Trilling) B. Community Foundation Discussion (Trustee Weidenfeld) C. Everbridge Presentation (Trustee Trilling) D. Combined Area Fire Training Facility Update (Trustee Trilling) E. Building Sustainability Plan (Trustee Weidenfeld) Fifty Raupp Blvd Buffalo Grove, IL 60089-2100 Phone: 847-459-2500 3. 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. 4. Executive Session A. Executive Session- Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine Its Validity. (President Sussman) 5. 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 Information Item : Administrative Adjudication Update ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends discussion. Chief Casstevens will be providing an update on the first year of Administrative Adjudication. ATTACHMENTS: • Adjudication one year report (DOC) Trustee Liaison Trilling Monday, May 2, 2016 Staff Contact Steven Casstevens, Police Updated: 4/27/2016 6:35 PM Page 1 Packet Pg. 2 2.A.a BUFFALO GROVE POLICE DEPARTMENT INTERNAL MEMORANDUM TO: Dane Bragg, Village Manager FROM: Steven R. Casstevens, Chief of Police DATE: April 18, 2016 SUBJECT: One Year Update — Administrative Adjudication In 2014 a goal was established to implement local administrative adjudication in Buffalo Grove. Local ordinances were adopted, a hearing officer was designated, policies and procedures were put in place, new tickets were designed and a schedule of hearing dates was established and public education was completed. The first hearing was conducted in January, 2016 and hearings have been conducted monthly since then. There were several goals for the program: ➢ Provide an option for officers to cite violators for certain offenses under a local ordinance rather than a state law. ➢ Provide the opportunity for a violator to attend a hearing on a local level as opposed to the county court system. ➢ Establish a fine for violations that is lower than the standard fine plus court costs that would typically be paid by a violator in the county court. ➢ Allow the Village to realize the fine payments, as opposed to the partial fine return the Village receives from the county court. ➢ Reduce the amount of time officers are required to attend county court, by diverting many violations to local adjudication. Each month, the Village receives deposits from the county clerk's office for court fines, which is our portion after the numerous other fees are taken out of the total fines paid by violators. The chart below shows the court fines received for 2014, prior to adjudication and 2015, our first full year of adjudication. There has been a reduction of total court fines return of $24,840.00. Court Fines Received - 2014 $405,645.00 Court Fines Received - 2015 $380,805.00 Packet Pg. 3 2.A.a The end of year totals have also been calculated for the fines assessed for violations adjudicated through our local hearings, or paid prior to the hearing. Adjudication Fines — 2014 Iso Adjudication Fines — 2015 $150,800.25 We also noted a significant reduction ($19,845.89) in court overtime paid out in 2015 as compared to 2014, as shown below. Total Court Overtime Hours - 2014 1,576 ($55,935.10) Total Court Overtime Hours - 2015 1,207 ($39,089.21) Other costs related to adjudication are the Hearing Officer and Village Prosecutor. Those costs are shown below. Hearing Officer Fees $500/month $6,000.00 Prosecutor Fees $450/month $5,400.00 To set up the adjudication program, there was a one time cost for adjudication software of $35,000. COSTS REVENUE/SAVINGS Software $35,000 Adjudication fines $150,800 Hearing Officer $6,000 Reduction in Court OT $19,845 Prosecutor $5,400 Reduction in Court Fines $24,840 Total Costs — Year 1 $71,240 Total Revenue/Savings $170,645 Based on the success of the program at this point, we are looking to expand the various violations that can be processed through adjudication. Village Attorney Raysa has completed an ordinance amendment to add additional non-moving traffic violations, other village ordinance violations as well as Food and Beverage Tax issues. Packet Pg. 4 2.B Information Item : Community Foundation Discussion ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends discussion. Staff will review the potential to establish a community foundation for community enrichment activities. ATTACHMENTS: • Community Foundation (DOCX) Trustee Liaison Weidenfeld Monday, May 2, 2016 Staff Contact Dane Bragg, Office of the Village Manager Updated: 4/28/2016 3:41 PM Page 1 Packet Pg. 5 2.B.a i1.1 AGE OF i i U FF 1() C E.O 1 E 11 U ►_►1 1/l TO: Dane Bragg, Village Manager FROM: Evan Michel, Management Analyst DATE: April 20, 2016 RE: Establishment of a Community Foundation Policy Question Does the Village Board want to create a community foundation that supports, funds, and manages many of the Village's quality of life initiatives? Summary of Recommendation Staff recommends that the Village Board approve the concept of creating a 5016 community foundation, which will support, fund, and manage many of the Village's quality of life initiatives. The implementation of a Buffalo Grove community foundation will leverage new funding avenues to support and grow quality life initiatives. Staff recommends that the Village Board direct Staff to collaborate with Village Volunteers to strategically implement the suggested Five Year Implementation Matrix outlined in this memorandum. The Establishment of a Community Foundation Community foundations are grant making public charities that are dedicated to improving the lives of people in a defined geographic area. The common mission of every community foundation is to enhance the quality of life in the local area. Community foundations carry out this very broad mission by building permanent endowment funds and using a portion of the annual income to support a variety of local not for profit organizations through grants and special projects. They bring together the financial resources of individuals, families, and businesses to support worthy initiatives in their communities. In order to form a not for profit community foundation in the State of Illinois, the following requirements must be met: • Recruit a board of directors; • Decide on a name for the organization; • Identify the registered agent; • File Articles of Incorporation with the Illinois Secretary of State; • Develop a business plan and budget; • Draft by-laws; Packet Pg. 6 2.B.a 0 Obtain a federal employer identification number. Governing Structure A community foundation is supported by a broad group of unconnected individuals, families, corporations, and institutions. The unifying purpose that connects all of the donors is a desire to improve the local community. The establishment of a diverse and cohesive Board of Directors is a critical step in the formation of a community foundation. A minimum of three directors are required in the State of Illinois and the number of directors must be set by the articles of incorporation. The roles and responsibilities of these directors include but are not limited to: selecting and reviewing the performance of the chief executive, recruiting new board members, ensuring effective organizational planning, evaluating organizational performance, providing financial oversight, as well as ensuring legal and ethical integrity. The first priority for the board is to clarify the organization's mission and purpose. The board must determine both its short- and long-term goals by identifying whom the organization will serve, clarifying what values will drive the organization, and planning for how the organization's mission may evolve. Fiduciary Duties Fiduciary duties are a core responsibility of a foundation board member. These duties are legally enforceable in court, and may create the potential for personal liability. Some of the fiduciary duties are merely aspirational and are not enforceable in court, but failing to comply with them disserves the not for profit and can be the basis for termination of a board member. The foundation's fiduciary responsibility includes the legal responsibility for all fundraising undertaken on its behalf; penalties may be incurred if proper procedures are not established and followed. For example, if acknowledgement letters are not distributed or contain inaccurate information, the IRS can levy a penalty against the foundation. Similarly, the community foundation may be liable for penalties if proper solicitation disclosures are not used. Fundraising Process A community foundation is a tax-exempt, not for profit, publicly (but not necessarily governmentally) supported philanthropic organization with the long-term goal of building permanent, named funds, for the broad -based public benefit of the residents in a given area. The IRS recognizes community foundations as public charities in part because they receive support from the general public and their boards broadly represent the areas served. Fundraising is the process of soliciting and gathering money or other gifts -in -kind, by requesting donations from individuals, businesses, charitable foundations, or government agencies. Although fundraising typically refers to efforts to gather funds for not -for -profit organizations, it is sometimes used to refer to the identification and solicitation of investors or other sources of Packet Pg. 7 2.B.a capital for not -for -profits. Common funding sources for community foundations include Large - Family Foundations, Corporate Foundations, Federal Funds (United Way, United Arts, & Combined Health Appeal), Government, Small Corporations, and Individuals. The foundation Board of Directors is responsible for developing a fundraising plan as well as establishing organizational structure to implement the following components: • Marketing- Identifies potential donors and coordinates efforts to promote fundraising • Outreach- Leads development and implementation of the plan, and approaches donors • Volunteer Coordination- Coordinates volunteer efforts, including identifying where volunteer actions, recruiting volunteers, ensuring they are effective and that they are recognized • Information Processing -Developing and maintaining the fundraising database • Accounting and Donation Processing- Managing the accounting system as well as the processing of donations Fund Structures Most foundation assets are held in separate funds established by local individuals, families, businesses, or charitable institutions. Each fund may have a special purpose, but the foundation board of directors, representing the community, oversees them all. These funds include: • Unrestricted Funds- Fund in which the community foundation has unfettered use of the gift's income and principal. The donor places no restrictions or conditions on the management or distribution of these funds. The foundation, not the donor, identifies community needs and distributes these funds according to those needs. • Memorial Funds- Fund that memorializes its creator or the creator's family. • Field of Interest Funds- Fund where the donor chooses the charitable field of interest or area of concern that the fund will support. For example, the donor may wish his or her donation to be used to advance the arts, health, civic events, or social services. These fields may either be broad and general or narrow and specific. Although the donor chooses the field, the community foundation selects the most appropriate organization or program within the field based on the needs of the community. • Advised Funds- Fund where the donor or his/her designate retains the privilege to suggest the charity or community project to receive the fund's income. The suggestions are not binding on the community foundation, which retains final authority to determine the use of such income. • Designated Funds- The donor designates at the time the fund is created a particular purpose or public charity that the fund will support. This may be done in the instrument of transfer. • Agency Endowments- A designated fund that supports a particular charity. Generally, a local public charity enters into a relationship with the community foundation. A fund is Packet Pg. 8 2.B.a established in the name of the charity and donors can donate to this fund knowing that the income will go to the charity. The charity then solicits for donations to the fund. Community foundations are also allowed to treat all funds within their control, known as component funds, as part of a single corporation. This gives them administrative and investment advantages over private foundations. Benefits of a 5010 Status In times of financial uncertainty, a 5016 community foundation has the ability to support numerous quality of life initiatives. 501c3's possess a unique set of tools to protect these initiatives' future sustainability. Benefits include: • Establishes tax benefits for donors- Federal tax law provides tax benefits to charitable organizations recognized as exempt from federal income tax under section 5016 of the Internal Revenue Code. The benefits of 5016 status include exemption from federal income tax as well as eligibility to receive tax-deductible charitable contributions. These tax benefits provide a powerful incentive for individuals to donate to the foundation. Currently, private citizens and businesses that donate to support activities through the Village of Buffalo Grove do not have this opportunity. • Opportunities for corporate sponsorship- Tax-exempt 5016 charitable organizations can raise money by asking businesses to "sponsor" an event or initiative. These sponsorships can provide much needed revenue to the charity and can help to support an event that allows the charity to raise additional funds. A foundation could greatly benefit from the support of the generous Buffalo Grove business community. • Planned legacy giving- Planned giving is a method of supporting a not for profit that enables philanthropic individuals to make larger gifts than they could make from their ordinary income. While some planned gifts provide a life-long income to the donor, others use estate and tax planning techniques to provide for charity and other heirs in ways that maximize the gift and/or minimize its impact on the donor's estate. • Grant and trusts funding- Many federal and state agencies as well as trusts and large foundations require 5010 status to be eligible for grants. Currently, Village initiatives do not qualify for these funding opportunities. 501 c3 status opens a plethora of potential new funding sources. • Simplifies volunteer activities- The rigid structure of local government has the ability to hinder the entrepreneurial and creative processes of volunteers. These obstacles range from Open Meets Act requirements that slow down the flow of communication to Freedom of Information Act regulations that mandate the upkeep of numerous records. A 5016 has the ability to configure its own unique organizational structure that facilitates action and creativity with fewer regulatory constraints on basic activities. Packet Pg. 9 2.B.a • Reduces liability- The Village's liability for certain events/programs/initiatives would be assumed by the 5010. The 5016 would need to secure the necessary coverages for their events, programs, and potential employees. • Grows volunteer base- The use of volunteers gives communities the power to both increase meaningful engagement with residents and discover creative ways to meet expanding needs for community services with limited resources. The successful implementation of a 5016 can accomplish these dual goals by widening the volunteer pool to all of those who want to make the Village of Buffalo Grove a better place. Risk Factors Compared with other not for profit structures, forming a 5010 that supports civic initiatives has added complexity and risk factors. • Need to create new structure- The founding of the 5010 requires a new vision, the recruitment of talented individuals to oversee the foundation, and resources to move that vision forward. The creation of a governing structure and philosophy is a time consuming process. • Lack of professional support- The group of volunteers that form the foundation will be responsible for completing grants, overseeing programs, planning meetings, managing the accounting of foundation monies, and the supervision other volunteers. Many of these functions are currently managed by Village staff. This risk factor however, creates an opportunity to instill authority with the volunteers that are managing the foundation. A successful foundation, over time, has the funds necessary to hire a professional staff. • Loss of Control- Perhaps, one of the most distinct risk factors will be a perceived loss of control between the Village of Buffalo Grove and the services the foundation supports. Many of the programs and services that will be supported the foundation originated as village programs. Village staff and elected officials take great pride in these programs. For this reason, the Village may want to have an ongoing contribution strategy that ties resources to desired program outcomes. Strategic Next Steps The creation of a community foundation must be strategic in nature. Currently, the Village of Buffalo Grove supports five programs/commissions that enhance the quality of life in the Village and lend themselves to a foundation structure: the Arts Commission/ Artist's League, the Symphonic Band, the Farmers Market, the Commission for Residents with Disabilities, and Blood Drive subcommittee of the Health Commission. Staff recommends a gradual implementation process be utilized, that would begin with the Arts Commission, Symphonic Band, and Artist's League. These groups are recommended in part due to the Arts Commission's current supervision of the Symphonic Band and Artist's League. The dedicated volunteers who have participated in these organizations have experience collaborating with one Packet Pg. 10 2.B.a another to raise funds, manage events, as well as work toward common goals. Similarly, the Arts Commission identified the need for and benefit of a foundation as part of the recent strategic planning process. Many of the Arts Commission's strategic initiatives outlined during the strategic planning process, including the creation of a sculpture garden and the production of a large community event would be eligible for many diverse funding opportunities that are closed to them currently. Once the organizational structure of the foundation has been established, other quality of life programs could join the foundation over time as outlined in the implementation matrix later in this memo. Costs Associated with Formation In order to become a non-profit corporation in the State of Illinois, an organization must submit two identical copies of the Articles of Incorporation and the $50 filing fee. However, these fees do not fully capture the costs associated with forming a foundation. An initial endowment of capital is necessary for the formation of a successful foundation. Currently, the Village's direct expenses and revenues associated with the qualify life initiatives listed in this memo are: Commission 2016 Budget Amount 2015 Revenue 2015 Expense Net Arts Commission/ $1,000.00 $0.00 $771.00 -$771.00 Artists League Symphonic Band $16,200.00 $14,557.93 $17,454.84 -$2,896.91 Farmers Market $2,500.00 $7,281.00 $3,251.12 $4,029.88 CRD $700.00 $0.00 $314.88 -$314.88 Blood Drives $300.00 $0.00 $44.10 -$44.10 In 2016, the Village budgeted $20,700 for these programs. The net expenses of the Art's Commission/ Artist's League, Commission for Residents with Disabilities, Symphonic Band, and Blood Commission; as well as the operating expense of the Farmers Market equals $7,278. Staff recommends that the village make annual defined contributions to the foundation during its formative years. The contribution will be based on the budget amounts set in 2016. Staff recommends that the village contribute 150% of the 2016 budgeted amount for the first two years of the foundation's operation to serve as an initial endowment. Going forward the Village will donate 100% of the 2016-bugeted amount for the third and fourth years of operations as well as 50% for year five. Based on the budgeting process and Village Board policy, the Village always has the ability to enter in to other funding arrangements with the foundation for additional programs or services, however; the above amounts are proposed as "committed funding" for the start-up of the foundation. Packet Pg. 11 2.B.a Buffalo Grove Days Buffalo Grove Days is the Village's largest, most expensive event that includes a large number of volunteers. It is also the event that has the most liability and risk associated with the venture. Due to the size and complexities of the event, Staff recommends delaying any decisions associated with Buffalo Grove Days and its involvement with the foundation, particularly with a planned location change in 2016. Staff recommends discussing this issue in the out -years of the implementation matrix once the 5016 is proven successful. Five -Year Implementation Matrix Below is an example Five -Year Implementation Matrix, showing potential foundation milestones, the year they will be achieved, and the amount the Village is proposed to contribute to the foundation. Foundation Milestone Year Village Contribution File Articles of Incorporation 1 $31,050 Draft Bylaws Create Governing Board Create Fund Structure Identify the Registered Agent Develop Budget Develop Investment Plan 2 $31,050 Develop Fundraising Plan Develop Business Plan Farmers Market Joins Foundation Implement Fundraising Plan 3 $20,700 Blood Drive Committee Joins CRD Joins Foundation Evaluate Buffalo Grove Days 4 $20,700 Continue Fundraising 5 $10,350 Packet Pg. 12 2.B.a Recommendation Staff recommends that the Village Board approve the concept of creating a 5016 community foundation, which will support, fund, and manage many of the Village's quality of life initiatives. The implementation of a Buffalo Grove community foundation will leverage new funding avenues to support and grow quality life initiatives. Staff recommends that the Village Board direct Staff to collaborate with Village Volunteers to educate stakeholders on the value of a foundation, cooperatively develop a potential organizational framework and strategically implement the suggested Five Year Implementation Matrix outlined above. Packet Pg. 13 2.0 Information Item : Everbridge Presentation ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends discussion. Staff and representatives from NWCDS will be present to discuss the capabilities of the Everbridge notification system and provide recommendations for an potential use policy. ATTACHMENTS: • EVERBRIDGE (PDF) Trustee Liaison Trilling Monday, May 2, 2016 Staff Contact Mike Baker, Fire Updated: 4/28/2016 3:33 PM Page 1 Packet Pg. 14 2.C.a DATE: May 2, 2016 TO: President Beverly Sussman and Trustees FROM: Mike Baker, Fire Chief SUBJECT: Everbridge Mass Notifications BACKGROUND 11 In 2011, Northwest Central Dispatch Services (NWCDS) became a provider for the member communities to provide Everbridge mass notifications. This service is currently voluntary for the citizens of Buffalo Grove and can be accessed through the Village or NWCDS websites. Everbridge is a robust system that provides opportunities for emergency event mass notification, community engagement, incident communications, SMART weather alerts, incident communications, secure messaging and Village personnel notifications through NWCDS. Notifications can be sent through almost all modes of communications including land line and cellular telephone voice messages, text messages, social media, push notifications using pre- determined templates or custom recorded messages. Currently, the Village of Buffalo Grove does not actively use the Everbridge system for mass notification, notifications are voluntary through the Village and NWCDS websites and no Village policy defining its uses has been developed. ACTION REQUESTED Staff is seeking feedback and direction for the Village's use of the Everbridge mass notification system. ATTACHMENTS Everbridge product description Packet Pg. 15 2.C.a �nn. �r ,II 11,11,1��1 A i Government Solutions wa A,,,.-everbridge' DS_Unified_Communi,ati,ns_For State And_L—I Governments_8.15.1 VISIT www.EV Packet Pg. 16 CALL +1-818-23 Mass Notification "The Friendly;wkl- little efFo how to log in and send out a notiFication. This is especially impor 2.C.a e Use Mass Notification toreach responders and inthe midst oFanemergency and you have toreact onthe Fly, | in residents about critical and emergency eveno � easier For us to send outa|eus. �aoJt�a�oneoFtheneasonswechosethe across omartphones,email, SkAS,push system. It's just Faster and easier," notifications and other modalities. Traci Mas u Nassau County Community �EngaEngagement"VVe Engagement know that wecanreact and respond accurately and ecient|ytoany e inomoment's notice and would recommend Ever6ri6Oetoany city with v CommunityEn8agementcna6|esyoutn needs." leverage Michael D.Fa|kvw expand your outreach 6ygrowing your npt ins` publishing tmsocial media and engaging ina City mfInglewood two-way conversation with your constituents. � Incident Communications ` n��U��K��K�UK��Uons Use Incident Communications u,ensure the �t followed fn ta6| n�rpmc��sa�r�p� e incidents 6vcreating templates for numerous scenarios you may face, ultimately reducing the time ittake tosend a message while reducing errors. Smart Weather Use SMART Weather tnenhance and optimize over 15Osevere weather alerts including lightning, tornados, thunderstorms, hai|'ice, snm��tremetemperatu�s h�� 6 6R J/�� winds, 8 as floods flooding. Secure Communilcatilons MMM SecureBridge and HipaaBridge to quickly send secure messages, reports, and images without i incurring violations or compromising sensitive Computer Aided Dispatch Use our CAD integration toautomate your notification procedures 6vallowing users to select pre -defined messages and processes to use for aspecified incident and then determine the correct list ofstakeholders and responders "New Orleans isanevent-driven city, »oweuse the Fver6riJAesystem near everyweektocommunicotewithresi6entsan6visiuors.|na66itiontotkis`o and EMS departments use the system daily. VVeare always inneed o[SOME oFcommunication with our residents orinternally with our employees, and Fverbridge system is the one we choose For every situaLlon." "We have Found that [ver riJAeisanimalua6|etoo|t6ataUowsustostay connected with community members and rapidly communicate critical inFonnu6onuothem when necessary. BeFone [ver6ri6oe.we relied on a |ez poweJu| ncti6caLion sewice, and it Look ustwo tothree hours tosend a me Lo5.00O people. Using [ver6ri6Ae.wehave nntiFie61O.00O people in less 15 minutes." Living onthe coast, hurricane evacuations are omatter of|ifeand death. Everbridee allows ustoquickly contact thousands ofresidents who were affected 6vHurricane Ike, rapidly oommunicodnQwarnings and mandator evacuation orders within minutes was critical for public safety a,Hurricnn approached Galveston Island. Alicia Cahill City of Galveston "After seeing the success iostate-run agencies, 41cities, towns health di s and council oFgovernments went unuopurchase their own municipal EVE |ge system For emergency and nonemergencyuse. Bvusing the same sy4ex Mike Guerremu State of Connecticut Official Evr,briJgeisuleading unified critical communications platform trusted L9corporations and communities m`all sizes that need mreach thorigkt people for immediate action, collaboration, and decision- making. Connecting millions of people and internet-connecteddevices, the company provides reassurance that secure, compliant messages are delivered, locally and globally, received and responded to, nomatter the recipient's location. EverbriJgeiobased .nBoston, Los Angeles, San Francisco, Beijing and London. For ofull product description, along with best practices and product details please see the Everbridge Gser Guide and Everbridge University. A'everbridge" vIImlIT WWW. Packet Pg. 17 CALL +1 mu 2.D Information Item : Combined Area Fire Training Facility Update ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends discussion. Discussion of the future needs for the Combined Area Fire Training Facility. ATTACHMENTS: • CAFT (PDF) Trustee Liaison Trilling Monday, May 2, 2016 Staff Contact Mike Baker, Fire Updated: 4/28/2016 10:22 AM Page 1 Packet Pg. 18 2.D.a N/1111111kGIE OF BUFFNI A-) GROVE DATE: May 2, 2016 TO: President Beverly Sussman and Trustees FROM: Mike Baker, Fire Chief SUBJECT: Combined Area Fire Training Facility Update BACKGROUND 11 Starting in 1991, the fire departments from Buffalo Grove, Wheeling and Long Grove recognized the need for a combined training facility as all three fire departments worked closely with each other and combined training would be beneficial. Discussions and planning continued between the three municipalities and in 1995, an agreement was signed and the Combined Area Fire Training Facility (CAFT) became a reality located at 851 Krause Drive. Site construction started in 1996 with a basic burn tower, dive pond and various training props. Three mobile office trailers were donated by Indeck in 2000 and were remodeled to meet the needs of a dedicated training building. The training building was intended to be a temporary structure as initial plans for the site included the construction of a satellite fire station. The Lincolnshire Riverwoods Fire Protection District joined the CAFT organization and continuing improvements to the CAFT site were made over the years. These improvements include: a live fire section of the burn tower, flashover trainer, rail car on railroad tracks, forcible entry simulator, drafting pit and many others. In October 2015, members of the Village Board attended the Fire Ops 101 fire and EMS demonstrations and got to experience first hand the training props that are used by the CAFT personnel. During the Fire Ops 101 class, it was noticed that there was an odor in the training building. Investigation revealed that animals had gained entry to the attic space and they created a large amount of damage to the structure and an unhealthy atmosphere. A consultant was contracted to assess the type and amount of damage, determine if there were any health impacts and estimate the costs for repairs to the training building. The consultant's report revealed that the animal damage was more extensive than initially estimated, animal waste and other issues created a health hazard and mold was found in the walls under all of the window openings with a high level of spore production. The consultant's repair estimate was $38,000 with a potential for exceeding $50,000. Packet Pg. 19 2.D.a Based on the information from the consultant's study, the CAFT Fire Chiefs and Training Officers decided to prohibit use of the building for training purposes. The potential repair costs, age of the building and that it was never intended to be a permanent structure led to the decision to remove the structure. Indoor training sessions are temporarily being held at Buffalo Grove Fire Station 26. NEXT STEPS The CAFT Fire Chiefs will decide if replacing the building is feasible or if an alternative training modality would fit the CAFT training needs. Initial estimates for constructing a permanent training building range from a low of $400,000 to a high of $900,000 depending on the type of construction used. Outside funding sources are being investigated and there is a potential for a fifth fire department to join the CAFT organization. ATTACHMENT Consultant report Packet Pg. 20 (eleladn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D -p99l,) _L=IVo :1u9LuL1oe11V C14 GA 1815 S. Meyers Road 6 YkT A FA C Suite 670 Oakbrook Terrace, IL 60181 ENVIRONMENTAL - GEOTECHNICAL Telephone 630-916-7272 BUILDING SCIENCES - MATERIALS TESTING Fax 630-916-7013 a. . . ........ . . . . . . . ............................ . . . . ............... . ......... . .. . ... . ................. --------- January 14, 2016 Mike Baker, MPA, CFO, EFO Fire Chief Buffalo Grove Fire Department 1051 Highland Grove Dr. Buffalo Grove, IL 60089 (847) 537-0995 Subject: Limited Nuisance Animal Assessment Services Buffalo Grove Fire Department Training Structure 851 Krause Drive Buffalo Grove, IL 60089 ATC Project Number: 166BGF0000 Dear Mr. Baker: ATC Group Services, LLC (ATC) is pleased to submit this report for the Limited Nuisance Animal Assessment conducted at the Buffalo Grove Fire Department Training Structure located at 851 Krause Drive in Buffalo Grove, Illinois. The scope of work was performed in general accordance with ATC Proposal Number 011-2015-0276, dated December 9, 2015 (Client PO# 2015-3767). This report includes the procedures and methodologies employed during the site visit, and any applicable conclusions and recommendations. ATC understands that the building has experienced a raccoon infestation that had resulted in a urine and fecal contamination within the building's ceiling cavities. The purpose of this project was to conduct a Limited Nuisance Animal Assessment of the above referenced facility. ATC provided the following services: • Visually assessed the interior areas of the facility. ® Utilized ultraviolet light and moisture meter to check for suspected urine and fecal contamination on suspect impacted building materials. ® Conducted bulk sampling/analysis of suspected asbestos -containing building materials (ACBM). ® Prepared a report of findings. • Prepared an abatement/replacement cost proposal. www.atcassociates.com (alepdn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :1u9LuL1oe11V C14 C14 , 2016 January 14 Nr kTc Page 2 ENVIRONMENTAL- 9ECITECHNICAL Buffalo Grove Fire Department 81JILDIND SC IENCES - MATERIALS TESTING Training Building ....... ............ . . ....... . . . ..... . ......... ... . ................. ... ..... a. GENERAL SITE CONDITIONS AND OBSERVATIONS On December 29, 2015, ATC representative Mr. Karl Meier met with Fire Chief Baker, conducted the Limited Nuisance Animal Assessment, and made the following observations (Photographs are provided in Attachment A): The subject building consists of a rectangular shaped, double -wide trailer that is enclosed in a secondary structure comprised of exterior walls and roof (built around the trailer). The trailer was reportedly seldom used and houses a kitchen training room, offices and bathrooms. The interior finishes are comprised of carpet on wood floor, drywall walls and textured drywall ceilings. The building rests on leveling blocks with an open crawl space (no basement). ATC conducted a visual assessment of the training facility's space to assess for possible raccoon urine and fecal contamination and the presence of suspect visible microbial growth (VMG). It was reported that the raccoons had been removed and the roof point of entry repaired. It appears that raccoons were entering the building through the shingled outer roof, climbing up/down the roof/trailer cavity and living in the ceiling space between the drywall ceiling and the trailer roof deck. A visual inspection, utilizing a black light, found dry raccoon feces and urine on the ceiling drywall throughout the training building (approximately 50' x100'). The drywall is considered a soft material and had absorbed the urine and in some areas had stained the underside of the ceiling and would need to be removed for proper cleanup. A visual inspection, utilizing a black light, found dry raccoon feces and urine on the trailer roof between the secondary structure roof and the top of the trailer (approximately 50' x1 00'). The trailer roof is considered a hard surface and can be cleaned and disinfected in place. A visual inspection, utilizing a black light, found dry raccoon feces on the training room carpet (approximately 20' x 30'). It appears that the area was limited and the carpet could be cleaned. In addition, six (6) areas (approximately 4' x 4') of drywall located beneath exterior windows were water -damaged with suspect VMG. The suspect VMG appears to be the result of window leaks/condensation damaging the drywall beneath. A total of 9 samples of suspect ACBMs were collected and submitted to the lab. PLM analytical results indicated that asbestos was not detected in any of the samples collected onsite. Page 2 of 6 www.atcassociates.com (elelladn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :ju9LuLjoejjV 3anuary 14, 2016 Page 3 Buffalo Grove Fire Department Training Building In anticipation of the remediation activities, asbestos sampling was conducted by Mr. Meier (IDPH Asbestos Inspector #100-05285) on the excrement -impacted suspect ACBMs. A total of nine (9) bulk asbestos samples of urine and fecal contaminated suspect ACBMs were collected and submitted for laboratory analysis via PLM. A summary of the suspect ACBM sampling results are presented in the following table: Table 1: Suspect ACBM Bulk Sampling Results Buffalo Grove Fire Department Training Structure 851 Krause Buffalo Grove, IL 60089 December 29,,2015 Material Location of Material Friable Asbestos Content by PILM (Classification) Yes/No Analysis Drywall Throughout Trailer Interior Yes None Detected Drywall Joint Throughout Trailer Interior Yes None Detected Compound/Tape Textured Ceiling Throughout Trailer Interior Yes None Detected Compound The bulk samples were analyzed via PLM by STAT Analysis laboratory located in Chicago, Illinois, using EPA Method 600/M4-82-020. This laboratory participates in the National Voluntary Laboratory Accreditation Program (NVLAP), a quality assurance program for PLM, and is accredited by the National Institute of Standards and Technology (NIST). Any material that contains greater than 1.0 percent asbestos by PLM is considered an ACBM and must be handled according to the OSHA, EPA, and applicable state and local regulations. Analytical results of the collected samples indicated that none of the samples were found to contain asbestos by PLM analysis. Copies of the laboratory analytical report/corresponding chain -of -custody are included in Appendix C. Prior to any abatement or demolition activities, subcontractors and employees working at the site should be made aware of these results and the possibility that other suspect ACBMs and other assumed ACMs (such as roofing materials, exterior caulks, flooring and concealed materials) may be found during maintenance/renovation/demolition activities. They should be advised not to disturb suspect ACBMs without owner approval and follow-up sampling/analysis. Page 3 of 6 www.atcassociates.com a. a. (elelladn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :ju9LuLjoejjV January 14, 2016 Page 4 Buffalo Grove Fire Department Training Building 5111 �0,1 *Olo] ITI I Ji I A Z 11-17,10% 1 CON used on visual observations and analytical results, ATC concludes the following: ■ Dry raccoon feces and urine was found on the drywall ceiling (soft surface) throughout the training building (approximately 50' x100'). Dry raccoon feces and urine was found on the trailer roof (hard surface) between the secondary structure roof and the top of the trailer (50' x1 00'). A visual inspection, utilizing a black light, found dry raccoon feces on the training room carpet (approximately 20'x 30'). Six (6) areas (4' x 4') of drywall located beneath exterior windows were water -damaged with suspect VMG. ■ PILM analytical results indicated that asbestos was not detected in the affected building materials that were sampled. ATC recommends the following: ■ The raccoon urine and fecal contamination of the soft building materials (ceiling drywall and insulation) located in the trailer area should be removed under controlled conditions (containment and engineering controls). ■ The raccoon urine and fecal contamination of the space between the secondary structure roof and the top of the trailer should be cleaned with a HEPA equipped vacuum and the surfaces disinfected. The six (6) areas of drywall located beneath exterior windows that were water -damaged and contaminated with suspect VMG should be removed under controlled conditions (containment and engineering controls). The source of the moisture intrusion should be identified and corrected to avoid future microbial growth in these areas. ■ The training room carpet should be steam cleaned following completion of remediation and finish replacement activities. ■ All remediation activities should be performed by properly trained individuals, using appropriate engineering controls and equipped with appropriate personal protection, in accordance with a written mold remediation work plan. ■ Following the microbial remediation and prior to re -occupancy of the facility, a post- remediation efficacy evaluation should be performed to include a visual inspection of the remediated area and the collection of air samples in order to evaluate the completeness of the remediation work. Page 4 of 6 www.atcassociates.com a. a. (alepdn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -p99I,) _L=IVo :1u9LuL1oe11V January 14, 2016 Page 5 Buffalo Grove Fire Department Training Building Prior to any abatement or demolition activities, subcontractors and employees working at the site should be made aware of these results and the possibility that other suspect ACBMs and other assumed ACMs (such as roofing materials, exterior caulks, flooring and concealed materials) may be found during maintenance/renovation/demolition activities. They should be advised not to disturb suspect ACBMS without owner approval and follow-up samplinglanalysis. This report has been prepared to assist the Village of Buffalo Grove in evaluating raccoon urine and fecal contamination and microbial conditions within the Training Building located at 851 Krause Drive in Buffalo Grove, Illinois. ATC provided these services consistent with the level and skill ordinarily exercised by members of the profession currently practicing under similar conditions. This statement is in lieu of other statements either expressed or implied. This report is intended for the sole use of The Village of Buffalo Grove. This report is not intended to serve as a bidding document or as a project specification document and actual conditions and quantities should be field verified. The scope of services performed in execution of this evaluation may not be appropriate to satisfy the needs of other users, and use or re -use of this document, the findings, conclusions, or recommendations is at the risk of said user. Although reasonable attempts have been made to identify microbial conditions in the reported complaint area, the inspection techniques used are inherently limited in the sense that only full demolition procedures will reveal all building materials of a structure and therefore all areas of potential fungal growth. Other possible building material hazards, such as lead -based paint, were not included as part of this evaluation and may require proper sampling for identification prior to disturbance. Other unidentified microbiological impact may be located within walls, ceiling cavities, below flooring or grade, and other non -accessible areas. Precaution should be used during any remediation activities. Additionally, the passage of time may result in a change in the environmental characteristics at this facility, This report does not warrant against future operations or conditions that could affect the recommendations made. The results, findings, conclusions, and recommendations expressed in this report are based only on conditions that were observed during ATC's inspection of the facility space. Page 5 of 6 www.atcassociates.com a. a. (alepdn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :1u9LuL1oe11V 1W A mr Mc ENVIRONMENTAL - GEOUCHNICAL January 14, 2016 Page 6 Buffalo Grove Fire Department Training Building ATC appreciates the opportunity to be of service to the Village of Buffalo Grove on this project and we look forward to working with you on future assignments. In the meantime, if you have questions or comments regarding the information in this report or if we can be of further assistance, please do not hesitate to contact either of the undersigned. Sincerely, ATC Group Services, LLC Xad 914eier Karl Meier, PE Manager, industrial Hygiene Group Direct Line +1 630 916 7272 ext 226 Email: karl.meier(o)atcassociates.com ATTACHMENTS: A Site Photographs B Site Drawing C Laboratory Analysis Documents D Remediation Fee Proposal Page 6 of 6 1. DavidPatton J. David Patton, PG, MBA, CHMM Branch Operations Manager Direct Line +1 630 916 7272 ext 228 Email: david.t)aatton(o)atcassociates.com www.atcassociates.com (elepdn Auve=i 6uiuieal aai=l eeiV pouigwo:: ti95b) lido :;uauayoejjV n Q N N a aD a ATTACHMENT A Site Photographs (alepdn Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :ju9LuLjoejjV AVVN %W Buffalo Grove Fire Department Training Structure INVIRORMENTAL - DEOTECHHICAt 851 Krause Drive BUILOIND SCIIACCS - MATERIAIS TESTIHO Buffalo Grove, IL 60089 Photographs taken by, Karl Meier, on Decembei^29, 2015 (elepiln Auve=i Buiuiej_L eji=l eeiV p9uiqwo:D : -pqqb) _L=IVo :ju9LuLjoejjV V Buffalo Grove Fire Department Training Structure ENVIRONMENTAL - 69OUCHNICAL 851 Krause Drive HuDINO SCIENCES - MATERIALS TESTING Buffalo Grove, IL 60089 Photographs taken by, KaH Meier on Decembei-29, 2015 (elepdn Auve=i 6uiuieal eai=l eeiV pouigwo:: ti95b) lido :;uauayoejjV Q M N a a� a ATTACHMENT B Site Drawing (alepdn Aiii!3e=i Buiuiej_L eji=l eeiV pouiqwo:D : -pqqL _L=IVo :ju9LuLjoejjV 2 x 0 w a. a. (a}epdn Auve=i 6uiuieal aai=l eeiV pauigwo:: ti95b) lido :;uauayaejjV N M N a a� a ATTACHMENT C Laboratory Analysis Documents (alepdn Auve=i 6uiuieal aai=l eeiV pauigwo:D : tb95b) lido :;uauayaejjV �i Analysis Corporation 2242 (Vest Harrison St„ Suite 200, Clucctl;o, IL 6002-3766 fl Tel: (312) 733-0557 Fax: (.312) 733-2386 S7:47'iitfo(iiS7;4T4itttlpsis.couf NVI-All Lah Code 101202-0 ASBESTOS ANALYSIS BY POLARIZED LIGHT MICROSCOPY Melhod: EPA-600/M4-82-020 Cardno ATC 1815 S. Meyers Road, Suite 670 Oakbrook Terrace, IL 60181 Pl>one: (630) 916-7272 Fax: (630) 916--7013 Reference: 165BGF0000 Date Received: 12/30/2015 Location: 851 Krause Drive Date Analyzed: 01/04/2016 Batch No.: 322392 Date Reported: 01/04/2016 Customer No.: 125 Turn Around Time: 3 Days Laboratory Customer Sample Asbestos Components Non -Asbestos Components Sample Number (%) N 322392001 1 ND Cellulose 5-10% Binder 90-95% 322392002 2 ND Cellulose 5-10% Binder 90-95% 322392003 3 ND Cellulose 5-10% Binder 90-95% 322392004 4 ND Binder 99-100% 322392005 5 ND Binder 99-100% 322392006 6 ND Binder 99-100% 322392007 7 ND Binder 99-100% 322392008 8 ND Binder 99-100% 322392009 9 ND Binder 99-100% ND = Asbcstos Not Detected [Not Present} Nil = Not Analyzed NS = Not Submitted Components oriuhontogeneous samples are analyzed her our Stpntlard Operuting Procedure. or her customer request. The use of the N VLAP logo does not imply endorsement by N VI.AI' or any ageney of the M Ciovcni 1tent. The information contained in this report and any altachments is confiden 'a! irrionnation intended only for the use of the individual or entities named above. The results of this report relate only to the samples tested. if you have receiv d this report in error. please notify us immediately by phone. This report shall not be reproduced. except in its entirety. unless written approval has been oblai ed from the laboratory. This report remains property of STAT Analysis until payment is received in full (see invoice). A Analyzed by Nam Page 1 of 1 Hentq' 4�aba Ott icroscoptst Date: 01/04/2016 (a}epdn Aiiiiae=i 6uiuieal aai=l eeiV pauigwo:D : ti95b) lido :;uauayaejjV a A L 4 0 a- N Pi M a1 a aD a (a}epdn Aiive=i 6uiuieal aai=l eeiV pauigwo:: ti95b) lido :;uauayaejjV M N a aD a ATTACHMENT D Remediation Fee Proposal (»le�»dOAqUom=i0u|u|mjleu!=lmmiVpeu|qum»:D -p95;l,) l=IVo :1u9uu AP"k C 1815 S. Meyers Roa( 0) FAT a. Suite 67( ENVIRONMENTAL 'gume%xw|tAi Te|epAone63U-9l6-727 � BUILDING SCIENCES ^MATERIALS TESTING Fax03O-91O-7013u' Mike Baker, MPA,CFO, ER] Fire Chief Buffalo Grove Fire Department 1051 Highland Grove Dr. Buffalo Grove, |L 60083 Subject: Proposal for Nuisance Animal Ronmadiatk»nServices Buffalo Grove Fire Department Training Structure 051Knmuse Buffalo Grove, |L8OO89 Dear Mr. Baker: ATC Group Servicae, LLC A\TC> is pleased to submit the following proposed to perform nuisance animal remediationservices for the above subject property (herein referred to as the project eUte)hxThe Village ofBuffalo Grove Fire Department (herein referred bzaodiend. This proposal presents /UC`sunderstanding cfthe project proposed scope of services and estimated fees. Project Background On December2Q. 2015, ATC representative Mc Karl Meier conducted a site visit of The Buffalo Grove Fire Department Training Facility. A synopsis of ATC's observations is as follows: • A Weum| inspection, utilizing a black light, found dry raccoon feces and urine on the ceiling drywall throughout the training building (approximately 50' x100l The drywall is considered e soft material and had absorbed the urine and in some area stain the underside of the ceiling and would need to be removed for proper cleanup. m A visual inspection, utilizing a black light, found dry raccoon feces and urine on the trailer roof between the secondary structure roof and the top of the trailer (approximately 50' x100'). The frai|er roof is considered ahard surface and can becleaned and disinfected inplace. • A visual inapeotion, utilizing o black |ight, found dry raccoon feces on the training room carpet (approximately 2U'x3O').|tappears that the area was limited and the carpet could becleaned. w In addition, six (6) areas (approximately 4'x 4') of drywall located beneath exterior windows were water- damagedvvithauspectVK0G.ThesuapentVK8Gappearotobedlereau|tofwindow|emkm/condennadon damaging the drywall beneath. w A total of samples ofsuspect asbestos containing building materials (ACBK8s) were collected and submitted to the lab. PILM analytical results indicated that asbestos was not detected in any of the samples ooUectodonsiba. v ATC proposes a scope of work that will include hiring a qualified subcontractor to remove/clean the identified raccoon feces and urine -impacted building materials, and provide monitoring of the remediation, which shall include ovisual assessment upon conclusion ofthe work. Details ofour proposed scope any included herein. January 11,2O16 Page Buffalo Grove Fire Department Training Building ATC coordinated with a, qualified bio-remediation contractor, to review the site and scope of the raccoon feces and urine removal/cleaning. The scope of the work will include: w Remove and replace the feces and urine contaminated drywall ceiling (soft surface) throughout the training building (approximately 50x10D'). * Clean and disinfect the feces and urine found on the trailer roof (hard surface) between the secondary structure roof and the top ofthe trailer (50'x10O'). n Steam clean and disinfect the training room carpet (approximately 2Q'x30'). m Remove and replace mix (S) areas (4' x 4') of drywall located beneath exterior windows that are water - damaged and contaminated with suspect VIVIG. m Work to be completed utilizing protective plastic sheeting over horizontal surfaces and air scrubbers. w HEPA vacuum carpet and disinfect horizontal surfaces upon completion. Teonica Environmental Services (Tacnica) will be the environmental sub -contractor for this project. /AC has prepared this proposal using Tecnica as the subcontractor. |fdamages exceed the areas delineated, ATCwill contact the Client immediately. ATCregards this condition ao un-likelygim*n our current understanding and degree of investigation mtthe site; however additional impacted building materials may be uncovered once the oei||Rgkma|| cavity is exposed. If any additional costs for remediation of these potential conditions are incurred, ATC will not proceed without the approval of the appropriate representative. ATCanticipates atotal often (10) business days tocomplete the project. Monitoring and Reporting /gC will provide a Site Surveillance Tenhnician, or similarly qualified individual, to monitor the rennedioUon contractor during nennediation activities. It is estimated the nemedietinn work will take six (8) days. /A[C will evaluate the effectiveness of the VK0G remediaUon work. Biom*rVao| samples will be collected and submitted to an AIHA-approved laboratory for accelerated analysis (RUSH turnaround). ATCwill provide oletter report for the project thatwiUinn|udemdisouae|onoftheremediaUnnaotiviUea.ena\yUom} laboratory nesu|ts, and recommendations for future action, as appropriate, Replacement Work ATC will coordinate and oversee the replacement of the interior ceiling and wall materials removed during the ren)edietioneoiviUoa. Fees for this task include replacement of the drywall and painting. Please note these fees assume replacement of removed materials following remediation will be performed in the same mobilization. It is estimated the replacement work will take four (4) days. Replacement Work Monitoring ATC will provide a Site Surveillance Technician, or similarly qualified individual, to monitor the replacement work January 11,2O16 Page Buffalo Grove Fire Department Training Building RemediationlReplacement Work Subcontractor E�penses Resource Units Rate Total Estimated Fee $27,455.00 RemediationlReplacementMmm/horimg Labor Expenses Resource Units Rate Total Project Hygienist — Prep, On site and travel time 100 hours $85.00/hr $8,500.00 Senior Industrial Hygienist — PM and Reporting 8 hours $95.00/hr $760.00 Labor Subtotal $9,600.00 Reimbursable Expanses Laboratory Analysis, Bioaerosol RUSH 1 Day TAT 5 samples $95.00 ea $475.00 Miscellaneous Project Expenses (mileage, ect.) Lump Sum $35000 $350.00 Reimbursable Subtotal $1,150.00 Estimated Fee $10,750.00 Summary ofcosts ATC provides these services consistent with the level and skill ordinarily exercised bymembers of the profession currently practicing under similar conditions. CurrenUy. there are no federal or state ofIllinois standards for evaluation and namediationoffecal contamination. January 11,2016 Page Buffalo Grove Fire Department Training Building Project Authorization /\TC appreciates the opportunity to provide consulting services to The Village of Buffalo Grove Fire Department We are prepared tobegin this project immediabylyhasedonyou/authohzaUonhopnzoead.AJ|non/ioeswiUbepedbnned under the attached Client Service Agreement executed between The Village of Buffalo Grove Fire Department and ATC. |fyou wish for ATChoproceed with this project, please execute the last page ofthe attached Client Service Agreement and return ecopy tothe undersigned for our records. Should you have any questions or require additional information or services, please do not hesitate to contactthe undersigned at 630 916 7272 ext. 228. Thank you for oUVvvng our firm to perform consulting services. Your business iaimportant touSand vvesincerely appreciate your patronage. Respectfully Submitted, ATC J. David Patton, PG, CHMK8 MBA Chicago ATC Operations Manager Direct Line: +1b3O01G7272ext. 228 Email: david.pattonOatcassociates,com Attachment: Client Service Agreement (a}epdn Auve=i 6uiuieal aai=l eeiV pauigwo:D : ti95b) lido :;uauayoejjV Click here to enter text., CLIENT SERVICE AGREEMENT This AGREEMENT is made on , January 14. 2016, by and between The Village of Buffalo Grove (Client), and ATC Group Services LLC (ATC), its employees, officers, directors, subsidiaries, and agents at 1815 S. Meyers Road, Oakbrook Terrace, IL 60181. The parties mutually agree as follows: DESIGNATED REPRESENTATIVES Except as expressly specified otherwise in writing, the parties designate the following named individuals as their authorized representatives to provide approvals, directives, and permissions, including changes, and to receive notices or other communications under this agreement at the following addresses: ATC: J. David Patton CLIENT: The Village of Buffalo Grove PROPOSAL NAME/NUMBER: Proposal for Nuisance Animal Remediation Services, Buffalo Grove Fire Department Training Structure 861 Krause Drive Buffalo Grove, IL 60089, ATC Proposal Number 011-2016-0002 R1, dated January 14, 2016 1. SERVICES TO BE PERFORMED ATC shall prepare a proposal and/or a service order for Client. The proposal and/or service order shall describe the work to be performed (Services), the location (Site), fees and/or rates to be charged, certain special conditions of performance including equipment, sampling protocols, and necessary reimbursable expenses. ATC will be authorized to proceed with the Services (Service Order), when Client indicates its acceptance by signing this Agreement. The proposal, Service Order, this Agreement and any attachments pertaining to thereto shall comprise the Contract Document. 2. ADDITIONAL SERVICES: if any additional or different Services are required to complete an existing Service Order, these additional Services shall be set forth in a new Service Order satisfying all applicable and appropriate requirements including a separate schedule of fees and Services (Change Order). 3. COMPENSATION: Client will pay ATC for Services and expenses in accordance with the Service Order. ATC will submit periodic invoices to Client together with reasonable supporting documentation requested by Client and a final bill upon completion of its services. Unless otherwise agreed in writing, there shall be no retainage. Payment is due within thirty (30) days regardless of whether Client has been reimbursed by any other party. ATC may suspend work, withhold reports and vacate the site without liability if payment is not received. Client will indemnify ATC for all claims concerning the suspension of work for nonpayment regardless of whether the claims are by the Client, someone claiming through the client, or by a third party. Client agrees to pay ATC's attorney's fees, and all other costs incurred in collecting past due amounts. ATC may from time to time revise its fess and/or rates and advise client either by general notification, or by specific Service Order. 4. EXPENSES Unless otherwise stated in the Service Order, Client agrees to pay ATC for its reimbursable expenses, in addition to its fees. Reimbursable expenses are expenditures made by ATC in the interest of the contracted Services. Reimbursable expenses shall be billed, and paid, in accordance with the schedule included with the Service Order. ATC will submit a Change Order to Client detailing other reimbursable expenses not outlined in the Service Order, for written authorization prior to billing. 5. INSURANCE: ATC agrees that it now carries, and will continue to carry during the performance of any Services under this Agreement, Workers' Compensation and Employer's Liability, Commercial General Liability (including Contractual Liability), Commercial Automobile Liability, Professional Liability and Contractor's Pollution Liability insurance coverage with limits at or above those described below. a. Workers' Compensation (statutory) Employer's Liability • Each accident$1,000,000 ■ Disease — Each Employee$ 1,000,000 • Disease —Policy Limit$ 1.000,000 b. Commercial General Liability ■ Each Occurfence$1,000,000 ■ Personal and Advertising Injury$1,000,000 ■ General Aggregate$2,000,000 • Products and Completed Operations Aggregate$2,000,000 c. Commercial Automobile Liability • Combined Single Limit$1,000,000 d. Errors and Omissions / Professional Liability ❑ Each Claim$1,000,000 ■ Annual Aggregate$1,000,000 (a}epdn Auve=i 6uiuieal aai=l eaabr pauigwo:D : ti95b) lido :1u9uayae11V e. Contractor's Pollution Liability ❑ Each Claim$1,000,000 ■ Annual Aggregate$1,000,000 6. OBLIGATIONS OF CLIENT: Client warrants that all information provided to ATC concerning the required Services is complete and accurate to the best of Client's knowledge. Client agrees to advise ATC prior to commencement of the Services, and during the work, of any hazardous conditions on or near the Site known to Client. Client understands that ATC is relying upon the completeness and accuracy of information supplied to it by Client and ATC will not independently verify such information unless otherwise provided in the Service Order. Client shall be solely responsible for and shall indemnify and hold harmless ATC for any costs, expenses or damages incurred by ATC due to Client's failure to follow applicable reporting and governmental requirements. Client will not hold ATC liable if ATC's recommendations are not followed and expressly waives any claim against ATC, and agrees to defend, indemnify and hold ATC harmless from any claim or liability for injury or loss that results from failure to properly implement ATC's recommendations. 7. STANDARD OF CARE: ATC's Services as defined by the Service Order shall be performed in accordance with generally accepted industry principles and practices, consistent with a level of care and skill ordinarily practiced by the consulting profession currently providing similar services under similar circumstances at the time the Services were provided. Client agrees to give ATC written notice within one (1) year of any breach or default under this section and to provide ATC a reasonable opportunity to cure such breach or default, without the payment of additional fees to ATC, as a condition precedent to any claim for damages. 8. LIMITATIONS OF METHOD RELIABILITY: The Client recognizes and agrees that all testing and remediation methods have inherent reliability limitations; no method or number of sampling locations can guarantee that a condition will be discovered within the performance of a Service Order as authorized by the Client. The Client further acknowledges and agrees that reliability of testing or remediation methods varies according to the sampling frequency and other variables and that these factors, including cost, have been considered in the Client's selection of Services. ATC's observations only represent conditions observed at the time of the Site visit. ATC is not responsible for changes that may occur to the Site after ATC completes the Services. 9. INTERPRETATION OF DATA: ATC shall not be responsible for the interpretation of ATC data by third parties, or the information developed by third parties from such data. Client recognizes that subsurface conditions may vary from those encountered at the locations where the borings, surveys, or explorations are made by ATC. and that the data interpretations and recommendations of ATC's personnel are based solely on the information available to them. 10. THIRD PARTY INFORMATION: ATC is dependent on information available from various governmental agencies and private database firms to aid in evaluating the history of the Site. ATC shall not be liable for any such agency's or database firm's failure to make relevant files or documents properly available, to properly index files, or otherwise to fail to maintain or produce accurate or complete records. 11. SITE ACCESS: Client grants or shall obtain forATC a right of entry to all parts of the Site necessary to complete the requested Services and unless otherwise specified in the Service Order, it represents that it has obtained the applicable permits and licenses for the proposed Services. If Client does not own the Site, Client represents that it has or will obtain prior to the commencement of the Services, the authority and permission of the owner and/or the occupant of the Site. Client acknowledges that due to the nature of some Services unavoidable damage may occur. Client waives its right of recovery for such unavoidable damage, and if Client is not the owner of the Site, Client agrees to indemnify and defend ATC against any claims by the owner and/or occupant for any such damage. Unless otherwise specified in the Service Order, ATC is not liable for damages caused by exploratory demolition or investigation to identify, quantify, or evaluate building materials, systems, and/or components not readily accessible to ATC during ATC's performance of the Services. ATC is not responsible for unforeseen conditions that exist on the Site within building systems that prohibit or deter ATC from gaining access to building materials, systems, and/or components. 12. SITE CONTROL: ATC's testing, observation, or inspection of the work of other parties on a project shall not relieve such parties of their responsibility to perform their work in accordance with applicable plans, specifications and safety requirements. Continuous monitoring by ATC's employees does not mean that ATC is observing or verifying all Site work or placement of all materials. Client agrees that ATC will only make on -Site observations appropriate to the Services provided by ATC and will not relieve others of their responsibilities to perform the work. 13. TEST AND SAMPLING LOCATIONS: Unless otherwise specified in the Service Order, the accuracy of test or sampling locations and elevations will be commensurate only with pacing and approximate measurements or estimates. Client should retain the services of a professional surveyor if greater accuracy is required. Client will furnish a diagram indicating the accurate location of the Site. Sample locations may also 6 (a}epdn Auve=i 6uiuieal 9ai=1 eaabr pauiquao:D : ti95b) lido :1u9uayae11V be indicated on the diagram. ATC reserves the right to deviate a reasonable distance from the boring and sampling locations unless this right is specifically revoked by Client in writing at the time the diagram is supplied. 14. SAMPLES AND EQUIPMENT: Unless otherwise specified in the Service Order or required by law, ATC will not retain any samples obtained from the Site. At no time does ATC assume title to the samples; all samples shall remain the property of the Client. ATC will, however, sign manifests as agent for Client. All laboratory and field equipment contaminated during ATC's Services that cannot readily and adequately cleansed of its hazardous contaminants shall become the property and responsibility of Client. Client shall purchase all such equipment as an expense of the Services, and it shall be turned over to the Client for proper disposal unless otherwise specified in the Service Order. 16, ENGINEERING AND CONSTRUCTION SERVICES: If the Services requested only require gootechnical engineering, subsurface exploration, construction materials testing, and or engineering, ATC assumes that there are no hazardous substances or constituents in the soils or groundwater underlying the Site. ATC's duties and responsibilities are limited to performing tests and monitoring of specific construction activities as outlined in the Service Order. Unless otherwise specified in the Service Order, any consulting, testing or monitoring related to environmental conditions, including, but not limited to hazardous waste, soil or groundwater contamination, or air pollutants are not part of ATC's engineering and construction Services. If it becomes apparent during the field exploration that hazardous substances or constituents may be present, field operations will be terminated without liability. 16, OPINIONS OF COSTS: ATC may provide estimates of costs for remediation or construction as appropriate based on available data, designs, or recommendations. However, these opinions are intended primarily to provide information on the range of costs and are not intended for use in firm budgeting or negotiation unless specifically agreed to in writing by ATC. 17. SAFETY: ATC shall not, unless otherwise specified in the Service Order, be responsible for health and safety procedures, construction means, methods, techniques, sequences, or procedures, nor be responsible for the acts or omissions of contractors or other parties on the Site. 18. UTILITIES: Unless otherwise specified in the Service Order, it is Client's responsibility to mark or furnish the locations of all underground man-made obstructions at all Sites that the Client owns and/or operates. Client shall indemnify, defend and hold harmless ATC from and against any claims, losses or damages incurred or asserted against ATC related to Client's failure to mark protect or advise ATC of underground structures or utilities. 19. ROOF CUTS: Unless otherwise specified in the Service Order, if roof cuts/samples are required by the Services, it is the responsibility of the Client to make appropriate repairs. If a roofing contractor or maintenance personnel selected by Client is not on the roof to make repairs at the time samples are obtained, ATC may make temporary repairs, which may result in additional charges. ATC personnel are not certified in roofing repair, therefore under no circumstances, shallATC be responsible for any water damage to the roofing system, building, or its contents resulting from ATC's temporary repairs. 20. HAZARDOUS CONDITIONS OR SUBSTANCES: The Client acknowledges that ATC has neither created nor contributed to the creation or existence of any hazardous, radioactive, toxic, irritant, pollutant, substance or constituent at the Site. All Site generated hazardous and non -hazardous waste, including used disposable protective gear and equipment, are the property of the Client. Client agrees to indemnify and hold harmless ATC against all claims for injury or loss sustained by any party, including the United States, from exposure, release, or the presence of any such hazardous, radioactive, toxic, irritant, pollutant, substance or constituent at the Site. This indemnity includes but is not limited to, ATC acting as Client's agent to sign waste manifests, allegations that ATC is a handler, generator, operator, treater or starer, transporter or disposer under any federal, state or local, law, regulation or ordinance, and Client's or third party's violation of federal, state or local, law, regulation or ordinance, related to the handling, storage, or disposal of hazardous substances or constituents attor introduced to the Site, before or after the completion of the Services. 21. RIGHT TO STOP WORK: If, during the performance of a Service Order, any unforeseen hazardous substance, material, element, constituent, condition, or occurrence is encountered which, in ATC's reasonable judgment significantly affects or may affect the Services provided, the risk involved in providing the Services, or the recommended scope of Services, ATC may immediately suspend work. 20. ATC AND CLIENT INDEMNIFICATION: ATC shall indemnify and hold harmless Client against claims, demands, and lawsuits, to the extent arising out of or caused by the negligence or willful misconduct of ATC in connection with activities conducted in the performance of the Services. 7 (e1epdn Auve=i 6uiuieal 9ai=1 eeiV pauiquao:D : ti95b) lido :1u9uayoe11V The Client shall indomnify and hold harmless ATC from and against claims, demands, and lawsuits, to the extent arising out of or caused by Client's breach of this Agreement or the negligence or willful misconduct of the Client or other contractors retained by Client in connection with activities conducted in the performance of the Services. If a dispute arises between the parties resulting in litigation, the prevailing party shall be entitled to recover all reasonable costs incurred. Client agrees that all indemnifications granted to ATC shall also be granted to those subcontractors retained by ATC for the performance of the Services. 23. LIMIT OF LIABILITY: ATC's total liability for all claims or causes of action of any kind, including but not limited to negligence, bodily injury or property damage, breach of contract or warranty, shall not exceed the amounts recoverable from the insurance limits set forth in this Agreement. 24. CONSEQUENTIAL DAMAGES: In no event shall either party be liable to the other party for any consequential, incidental, punitive, liquidated or indirect damages, including but not limited to loss of income, loss of profits, loss or restriction of use of property, or any other business losses, regardless if such damages are caused by breach of contract, negligent act or omission, other wrongful act, or whether ATC shall be advised, shall have other reason to know, or in fact shall know of the possibility of such damages. 25. WARRANTY: ATC is not a manufacturer. If any equipment is used or purchased by ATC for a Service Order the manufacturer's warranties if any on the equipment are solely those of the manufacturer. ATC makes no other representation, guarantee, or warranty, expressed or implied, in fact or by law, whether of merchantability, fitness for any particular purpose or otherwise, concerning any of the goods or Services which may be furnished by ATC to Client. 26. DOCUMENTS: Project -specific documents and data produced by ATC under this Agreement shall, upon completion of the Service Order become the property of Client upon payment of amounts owed ATC. ATC shall have the right, but not the obligation, to retain copies of all such materials. 27. RELIANCE: Documents and data produced by ATC are not intended or represented by ATC to be suitable for use or reliance beyond the scope or purpose for which they were originally prepared, or for anyone except the Client. Any such unauthorized use will be at the Client's or third party's sole risk. 28. THIRD -PARTY CLAIMS: Client agrees to payATC's costs (including reasonable attorney's fees) for defending ATC against any claims that a third party or a regulatory agency asserts againstATC related tothe Services thatwere provided to Client. Claims include legal actions by a third party or a regulatory agency that are based upon the discoveries, findings or conclusions disclosed in documents or reports supplied to Client by ATC. 29. SUBPOENAS: The Client is responsible for payment of ATC's time and expenses resulting from ATC's response to subpoenas issued by any party, involving any legal or administrative proceeding in which ATC is not named as a party, in connection with any Services performed under this Agreement. Charges are based on fee schedules in effect at the time the subpoena is served. ATC shall not object on Client's behalf to any subpoena, but will make reasonable efforts to cooperate with Client if Client chooses to object. 30. TERMINATION OF CONTRACT: This Agreement may be terminated by either party upon seven (7) days written notice provided that any incomplete or unfinished Service Order will remain in effect until completed, unless otherwise agreed to in writing. In the event of termination or suspension, by the Client, ATC shall be paid for Services performed prior to the termination date plus reasonable termination and suspension expenses. 31. ASSIGNMENT: Neither the Client nor ATC may assign, or transfer its benefits, rights, duties, or interest in this Agreement without the written consent of the other party. This Agreement shall be binding on and inure to the benefit of the successors and assigns of the parties. 32. FORCE MAJEURE: Neither Client nor ATC shall hold the other responsible for damages or delays in performance caused by uncontrollable events, which could not reasonably have been anticipated or prevented, including but not limited to, acts of God, the public enemy, acts of the Government of the United States or of the several states, or any foreign country, or any of them acting in their sovereign capacity, materially different Site conditions, wars, riots, terrorism, rebellions, sabotage, fires, explosions, accidents, floods, strikes, or other conceded acts of workers, lockouts, or changes in laws, regulations, or ordinances. 33. GENERAL PROVISIONS: The captions and headings throughout this Agreement are for convenience only and do not define, limit, modify, or add to the meaning of any provision of this Agreement. if any provision of this Agreement is in conflict with any provision of the Service Order, the terms and conditions of this Agreement shall prevail unless the conflict concerns the scope of Services to be provided. If any provision shall to any extent be deemed invalid, it shall be modified if possible to fulfill the intent of the parties as reflected in the 8 (a}epdn Auve=i 6uiuieal 9ai=1 eeiV pauigwo:D : ti95b) lido :1u9uayae11V original provision and the remainder of this Agreement shall not be affected. This Contract Document represents the entire understanding between the parties and supersedes any and all prior contracts whether written or oral. Nothing contained in this Contract Document shall be construed to be for the benefit of any persons not a party to this Agreement. No third party beneficiary rights are created. The validity, interpretation, and performance of this Agreement shall be governed by and construed in accordance with the laws of the state in which the Site is located. Any legal action arising out of this Agreement shall be venued in a court of competent jurisdiction within the state and county of the Site. No waiver by either party of any default by the other party in the performance of any provision of this Agreement shall operate as or be construed as a waiver of any future default, whether like or different in character. ATC is solely responsible for the performance of this Agreement, and no parent, subsidiary or affiliated company, or any of its directors, officers, employees, or agents shall have any legal responsibility whether in contract or tort, including negligence. ATC GROUP SERVICES LLC BY: PRINTED NAME: TITLE: DATE: CLIENT: (Person authorized to execute contracts) BY: PRINTED NAME: TITLE: DATE: 9 (elepdn Auve=i 6ululeal aal=l eeiV paulgwoO : ti95b) l=�dO :1u9uayoe11V <TES Tr.c rA Eh ViaoHm EwAE SERME3 January 8, 2016 Ln t� a a� a � TECNICA ENVIRONMENTAL SERVICES, INC. Revised Karl Meier Cardno ATC 1815 S. Meyers Rd., Suite 670 Oakbrook Terrace, IL 60181 RE: Raccoon Feces/Urine Remediation 851 Krause Drive Buffalo Grove, I, Dear Mr. Meier, The following is our proposal to remove, dispose (drywall) and disinfect (plywood) coiling system at subject property, HEPA vacuum and disinfect space between shingle roof and trailer roof. Replacement cost for 3/8" ceiling drywall, tape, sand, prime and paint has also been listed below for your consideration. Reinstallation of existing light fixtures is included in replacement cost, Additional line item to remove and replace mold infested drywall located in six (6) areas under window sills. Caveats ■ Work to be performed M-F. Premium time hasnot been included. ■ Teenica will teardown containment with a visual. ■ Water and electrical power to be provided by owner. ■ Waste to be live loaded. W Installation of fiberglass insulation above drywall coiling is not included. ■ All items in affected area must be moved prior to mobilization by others. Primer will be a kilt type product and finish will be flat base Iatex. x Proposal valid for (60) sixty days. Cost Estimate Description Amount Days Remcdiation Cost of Ceiling System $12,975 4 Replacement of Drywall, Prime and Paint $ 8,750 4 Mold Remediation & Re lacement Under Windows $ 2,150 2 16WO66leans Road, Lemont, Illinois 60439 1618 West Fulton Street • Chicago, Illinois 60612 Phone (630)655-9455 - Fax (630)655-3138 (alepdn Auve=i 6uiuieal aai=l eeiV pauigwo:D : ti95b) lido :IuauayoeIIV �a 0 N Mr. Meier 851 Krause Dr, January 8, 2016 Wage 2 Should you have any questions or concerns, pleases do not hesitate to call, Sincerely Teenica Environmental Services, Inc, S M Sergio Munoz Project Executive Via Email: karl.mcier@atcassociates.com to a. aD a. 2.E Information Item : Building Sustainability Plan ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends that the Village Board support the concept of this Sustainability plan and direct Staff to work with the Buffalo Grove Environmental Action Team to craft a final document for Village Board approval. Staff will be present to review the Sustainability Plan developed with Siemens as a part of the water meter performance contract. ATTACHMENTS: • Sustainability Memo (DOC) • Check List Prioritizeed (PDF) • BG Sustainability Standards (DOCX) Trustee Liaison Weidenfeld Monday, May 2, 2016 Staff Contact Michael Reynolds, Public Works Updated: 4/28/2016 3:58 PM Page 1 Packet Pg. 47 2.E.a VILLAGE OF BUFFALO GROVE MEMORANDUM TO: Dane C. Bragg, Village Manager FROM: Mike Reynolds, Director of Public Works Ou, hJ9 �Zse: 4,e �r DATE: April 28, 2016 RE: Building Sustainability Policy The 2015 Strategic Plan provided direction to establish draft sustainability guidelines for new and existing buildings and sites. To that end, I have provided a draft Building Sustainability Plan for Village Board consideration and discussion at the May 2, 2016 Committee of the Whole meeting. The document as presented is a collaboration between the Village and Siemens and serves as a starting point as we embrace a more sustainable existence within the community. While originally intended to be a building sustainability plan, it has expanded to include purchasing and fleet items as well. As the Village Board and Staff work through the evolution of this plan those items may be relocated to other plans or become plans of their own. As the Village Board reviews the document and the other attachments; it should be noted that the Village is already performing many of the items outlined in the plan, however, there is much more to do. While Staff supports the overarching goals and objectives of the plan, embarking on such a plan should be done cautiously and only where Staff, funding and other resources are available to ensure a successful outcome. Introduction The Village of Buffalo Grove strives to create a vibrant, sustainable community that has a positive impact on our environment. The Village is committed to lead by example and to operate our facilities with Sustainability in mind. The choices made — from the products that are purchased to our operational practices — are all part of our mission of the Village. We are excited about our sustainability journey and are committed to demonstrating our leadership to our residents, our business and to our neighboring communities by doing our part to protect the environment. With Siemens, Staff has developed a series of sustainability standards and purchasing guidelines that serve as a platform for the Village. These standards and guidelines are divided into three distinct areas, and provide facility management staff with the tools and resources needed to not only implement the program, but also to advance sustainability efforts for the future. These four areas are: Sustainable Infrastructure: sustainable purchasing for facility improvements as well as product and equipment replacements. Packet Pg. 48 2.E.a Ongoing Operations and Maintenance: sustainable practices and purchasing of ongoing consumable items and products that are used on a regular basis. Staff Engagement: advancing sustainability through education and professional credentials. 0 Green Fleet: sustainable approaches for the vehicle fleet. Within each of these focus areas a definition of the sustainability standards and guidelines is provided, the benefits they provide for the Village and the community, and the necessary tools and resources that are required for successful implementation. Many of these standards are designed to be put in place during the regular course of doing business, as Staff evaluates and renews contracts, replaces items and makes ongoing purchases of materials that are used in Village facilities. Other standards, primarily those affecting existing building infrastructure will be much more involved and may be simply too cost prohibitive to complete. As mentioned earlier, the Village is already performing many of activities outlined in this policy. The attached spreadsheet provides a more detailed breakdown of the goals and objectives enumerated in this plan and categorize them in terms of cost impact ("No Cost", "Low Cost", "High Cost") required to accomplish each task. For the purposes of this discussion, "cost" includes actual dollars as well as additional labor and equipment associated with a new effort. The "No Cost" items are things that the Village either already performs as a function of its daily operations, or does not currently perform. "Low Cost" items are those that could be incorporated into current operations and budget with minimal impact, or items that may require the purchase of sustainable products with minimal increases in cost. The high cost items are those where a significant cost would be incurred to implement the particular item. When reviewing the summary sheet, please note that almost all sustainability efforts cost more money to accomplish. While Staff may be able to accomplish some items with existing staff and within the existing budget, there may be other tasks or maintenance items that are not completed as a result. For example, if the Village were planning to replace carpet in 6 rooms in a particular year and decided to purchase carpet that meets the requirements of the CRI Green Label Plus testing program, Staff may only be able to install carpet in 3 or 4 rooms to stay within the allocated budget. Additionally, as noted in the attached evaluation, the greatest impact of this program would be on the Operations & Maintenance of facilities. It is conceivable that, if fully implemented, additional staff would likely be required - one employee (Manager) to oversee and manage the program and one Maintenance Worker to perform the additional labor tasks associated with the program. The Achilles heel of any sustainability effort is the cost of the effort and return on investment of each activity. While Staff supports the overarching goals and objectives, embarking on such a plan should be done cautiously and only where staff, funding and other resources are available to ensure a successful outcome. Packet Pg. 49 2.E.a Recommendation: Based on the information provided, it is recommended that the Village Board support the concept of this Sustainability plan and direct Staff to work with the Buffalo Grove Environmental Action Team to craft a final document for Village Board approval. 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We are committed to lead by example, and to operate our facilities with sustainability in mind; the choices we make — from the products that we purchase to our operational practices — are all part of our mission at the Village. We are excited about our sustainability journey, and are committed to demonstrating our leadership to our residents, our business and to our neighboring communities by doing our part to protect the environment. We have developed a series of sustainability standards and purchasing guidelines that serve as a platform for the Village. These standards and guidelines are divided into four distinct areas, and provide our facility management staff with the tools and resources that we need to not only implement our program, but to advance our sustainability efforts for the future. These three areas are: • Sustainable Infrastructure: sustainable purchasing for facility improvements as well as product and equipment replacements. • Ongoing Operations and Maintenance: sustainable practices and purchasing of ongoing consumable items and products that are used on a regular basis. • Staff Engagement: advancing sustainability through education and professional credentials. • Green Fleet: sustainable approaches for the vehicle fleet. Within each of these focus areas we have provided a definition of the sustainability standards and guidelines, the benefits they provide for the Village and our community, and the necessary tools and resources that are required for successful implementation. Many of these standards are designed to be put in place during the regular course of doing business, as we evaluate and renew our contracts, replace items and make ongoing purchases of materials that we use in our facilities every day. We all play a role in preserving the environment, for ourselves and for future generations. We have developed these sustainability standards and purchasing guidelines not only to provide each of us with the tools and resources we need to be successful, but to demonstrate our commitment to a better, more sustainable future. Packet Pg. 77 2.E.c Sustainable Infrastructure Goals and Objectives Key Aspects Addressed Available Standards and Purchasing Guidelines To establish the building blocks for efficient and sustainable performance throughout the lifecycle of village facilities. Replacement purchases made during the normal course of business at our facilities; The purchase of products, materials and equipment during the retrofit or renovation process. • Green building standards for new construction and major renovation. • Water conservation and management. • Lighting systems. • Sustainable purchasing of durable goods. • Sustainable practices and purchasing during Improvements and renovations. • HVAC and energy efficient equipment. Ongoing Operations & Maintenance Goals and Objectives To establish the practices and processes to ensure that sustainable O&M is part of our standard operating procedures across village facilities. To maintain the highest standards of indoor environmental quality for our employees, the community and to extend the life of our equipment and facilities. Key Aspects Addressed O&M practices and purchases of ongoing consumable items and products that are used on a regular basis in our facilities. Available Standards and • Green cleaning. Purchasing Guidelines • Solid waste management and recycling. • Integrated pest management. • Exterior landscaping and maintenance. • Sustainable purchasing for ongoing consumable items. • Standard operating procedures and system documentation. • Indoor Air Quality Procedures. • Ongoing assessments of energy, water and sustainability performance Staff Engagement Goals and Objectives To effectively engage and involve our employees in sustainability, across our facilities, our industry and our communities. Key Aspects Addressed Programs and practices that drive active participation to connect our residents and employees to our mission of sustainability. Available Standards and Industry engagement, education and professional credentials for our Purchasing Guidelines employees. 3 p.:.'" �: g e Packet Pg. 78 2.E.c Green Fleet Goals and Objectives To minimize greenhouse gas emissions and harmful effects on air quality, and reduce fuel costs incurred by the Village. Key Aspects Addressed Strategies that address the composition and fuel efficiency of the fleet, and approaches to reduce overall vehicle use and fuel consumption. Available Standards and Green Fleet standards, policy and approaches. Purchasing Guidelines 4 p.:.'" �: g e Packet Pg. 79 2.E.c Sustainable Infrastructure Green Building Standards for New Construction and Major Renovations Background, Goals and Objectives In the United States, buildings account for nearly percent of energy use and 12% of potable water use. As the green building movement continues to grow, the availability of products, systems and processes are available in the marketplace to ensure that new buildings and major renovations are maximizing efficiency and designed and constructed to industry standards for sustainability. While new construction represents only a portion of the building Iifecycle, it is critical to establish the infrastructure during the construction phase to ensure that many key aspects of sustainability are in place. Sustainability Standard The Village of Buffalo Grove is committed to green building design and construction, and will adopt the latest green building strategies for new construction and major renovation projects that we pursue. While we may not pursue a specific certification program as part of our process, we will ensure that our projects are guided by industry standards and practices to maximize resource efficiency and sustainability. For each new construction or major renovation project, we will: • Conduct a green building design charette for each project, working with key design, engineering and supplier partners during the process. • Utilize the LEED rating system as a standard, and conduct a LEED gap assessment for each project. This includes LEED for New Construction and LEED for Commercial Interiors. • Design and construct our buildings to meet the equivalent of LEED Certification when economically feasible, while not requiring certification. 5 p.:.'" �: g e Packet Pg. 80 2.E.c Green Building Standards for New Construction and Major Renovations There are a range of green building tools, guidelines and certification programs that are widely accepted in the industry to guide new construction and major renovation projects. Each project is unique, and building owners, managers and project teams must determine their unique goals, and develop the appropriate green building path that suits their goals, financial objectives and budgets. Today, the U.S. Green Building Council's LEED Green Building Rating System is the most widely recognized and adopted green building certification program in the marketplace. Many organizations, including industry, institutions of higher education, K-12 schools, cities, states and the Federal Government have adopted LEED as a green building standard to guide projects from design and construction to ongoing operations and maintenance. While many of these organizations do not mandate certification, LEED is a valuable tool to guide design teams, and ultimately to provide a level of market recognition to those that certify to demonstrate that they are meeting the industry's most rigorous green building standards today and into the future. LEED consists of five rating system, addressing projects across the building lifecycle and across project types These include: • LEED for Building Design and Construction (LEED BD&C) Applies to buildings that are being newly constructed or going through a major renovation; includes New Construction, Core & Shell, Schools, Retail, Hospitality, Data Centers, Warehouses & Distribution Centers, and Healthcare • LEED for Interior Design and Construction (LEED ID&C) - Applies to projects that are a complete interior fit -out; includes Commercial Interiors, Retail and Hospitality • LEED for Existing Buildings: Operations & Maintenance (LEED EB: O&M) - Applies to existing buildings that are undergoing improvement work or little to no construction; includes Existing Buildings, Schools, Retail, Hospitality, Data Centers, and Warehouses & Distribution Centers • LEED for Neighborhood Development (LEED ND) - Applies to new land development projects or redevelopment projects containing residential uses, nonresidential uses, or a mix. Projects can be at any stage of the development process, from conceptual planning to construction; includes Plan and Built Project • LEED for Homes (Homes) - Applies to single family homes, low-rise multi -family (one to three stories), or mid -rise multi- family (four to six stories); includes Homes and Multifamily Lowrise and Multifamily Midrise Within the rating systems — and in particular within LEED for Building Design and Construction — the LEED rating system provides the industry standards and guidance that address the following key aspects relevant to any project: • Location and transportation • Site development • Water conservation • Energy conservation 6 p.:.'" �: g e Packet Pg. 81 2.E.c • Materials and resource use • Indoor Environmental Quality • Innovation Resources and Tools The U.S. Green Building Council's LEED Rating System: http://www.usqbc.org/leed 7 p.:.'" �: g e Packet Pg. 82 2.E.c Water Conservation and Management Background, Goals and Objectives Clean, fresh water is a critical, limited resource. Over 400 billion gallons of water is withdrawn every day in the United States, and residential buildings account for 7% of the total. In addition, a significant amount of energy is needed to support the extraction, conveyance, treatment and disposal of potable water and wastewater. It is estimated that the U.S. water system consumes over 600 billion kWh, representing nearly 13% percent of the nation's total energy. By prioritizing water conservation and management, our goal is to be effective stewards of our nation's water by minimizing our total water use, while also reducing and managing our total water cost. Sustainability Standard The Village of Buffalo Grove is committed to effective water conservation strategies across our facilities in order to reduce water use, conserve resources and manage water costs. We will ensure that all fixtures and fittings installed across our buildings meet industry standards for water efficiency, and we will track our water consumption and costs in all of our facilities to identify areas of improvement on a regular basis. At each of our facilities, we will: • Commit to purchasing only EPA WaterSense labeled products (or products with equivalent efficiency standards) when making replacements within our facilities. • Investigate the availability of rebates or incentives prior to making purchases. • Have in place a water management program that addresses regular maintenance of fixtures and fittings, and have an established and communicated process for building occupants to report potential issues related to water conservation. • Implement an irrigation efficiency solution designed to minimize water use for regular irrigation throughout the facility grounds. • Ensure that our facilities staff has adequate training related to water conservation and water management strategies. • Track our water consumption and cost. Packet Pg. 83 2.E.c Sustainability Standards for Water Conservation and Management The following lists the sustainability standards that the Village of Buffalo Grove will follow, when available and applicable, related to water conservation and management during the regular operations of our facilities for areas under our control. When available, we will ensure that all fixtures and fittings have earned the EPA WaterSense° Label, or perform at an equivalent flow rate. These products have been certified to be at least 20 percent more efficient without sacrificing performance. When these are not available, an evaluation will be conducted and the most energy or water efficient product should be selected. WaterSense° product specifications are based on the following efficiency levels: Resources and Tools Portfolio Manager Website: http://www.energystar.gov/buildings/facility-owners-and-managers/existing-buildings/use-portfolio-manager EPA WaterSense°: http://www.epa.gov/watersense/ 9 p.:.'" �: g e Packet Pg. 84 2.E.c Lighting Systems Background, Goals and Objectives Lighting accounts for over 10% of residential energy consumption in the United States, and much of that energy is converted to wasted heat as a result of inefficient and older lighting technologies. The goal of the lighting standard is to utilize high performance lighting systems as a means to reduce energy use and cost, improve indoor environmental quality and reduce the amount of mercury content brought into our facilities. Sustainability Standard The Village of Buffalo Grove is committed to effective lighting system strategies across our portfolio in order to reduce energy use, protect indoor and outdoor environments and manage energy and maintenance costs. We will ensure that all lighting fixtures and systems operated across our portfolio meet industry standards for lighting efficiency, and the standards prescribed by the Illuminating Engineering Society of North America (IENSA). We will track lamp recycling in all of our facilities to identify areas of improvement. At each facility, we will: • Conduct lighting audits at a minimum on an annual basis to identify areas for improvement. • Follow facility -wide lighting standards for all retrofits and replacements to ensure that the most efficient lighting solutions are in place across all buildings. . • Install occupancy sensors (automated on/off controls) in all restrooms, break rooms, conference rooms, private offices, and maintenance and storage rooms. • Shield any new exterior fixtures to minimize light pollution to the outdoor sky. • Obtain lighting and ballast recycling certificates during group re-lamping or retrofit projects. • Provide training and guidance to staff and janitorial crews to reduce lighting through awareness and proactive action. Packet Pg. 85 2.E.c Sustainability Strategies for Lighting • Lighting Audits: - Collect floor plans or reflected ceiling plans for the facility; label each area or room with a name. - Conduct a space -by -space Survey. ■ Type, number and size of fixtures and lamps ■ Fixture Condition ■ Ceiling type ■ Light levels (foot candles or lux levels) ■ Controls (On/OFF, occupancy, automated) - Gather occupant information and hours of operation. - Identify retrofit or replacement opportunities. - Consult the local utility to access rebates and incentives. • Light levels: - Utilize a hand-held light level meter to take spot illumination levels within the facility. - Consult the IESNA Lighting Handbook for recommendations on horizontal and/or vertical task illumination levels. - Over lit spaces may be further examined for reduction in lighting and/or retrofit. - Under lit spaces may need additional lighting fixtures or rearrangement of lighting fixtures to meet the light level recommendations in the IESNA Lighting Handbook. • Occupancy Sensors: - Utilize occupancy (or motion) sensors devices to turn light and other equipment on or off in response to the presence of people in a room or area. - Typical areas for installation include: common area lavatories, supply and janitorial areas, garages, mechanical and electrical rooms, elevators, amenity areas, breezeways, stairwells, tenant areas (e.g. conference rooms, private offices, storage). - Utilize wall -mounted switches for small rooms and areas for cost effective retrofits. Open or large areas may require ceiling mounted occupancy sensors. Use sensors with multiple sensor technologies (infrared or passive infrared, and ultrasonic or ultra sound) in restrooms, stairwell, hallways, and open or large areas. • Day light Controls: - Investigate areas of opportunity, such as entrances, atriums, stairways, and perimeter spaces to incorporate daylight controls to turn off lights when adequate sunlight is available to illuminate the space. - Install lighting controls to automatically dim the lights as the ambient lighting adjusts outside to maximize potential energy savings. • Automation Controls: - Install automation controls or lighting control panels to monitor energy consumption, as well as control all overhead and outside lighting. - Incorporate multi -level lighting schemes in conference rooms. - Utilize controls in parking areas and garages, including motion sensors, time clocks, photo cells. • Mercury Content: - Purchase fluorescent lamps with low mercury with less than 90 picograms per lumen -hour. Packet Pg. 86 2.E.c Sustainability Standards for Lighting At each of our facilities, we will implement a lighting program based on the following recommended retrofit or replacement guidelines for each system type: System Type Retrofit or Replacement • Replace T-12 fluorescent lamps with new 25- or 28-Watt T8 or lower lamps and program start ballasts. • If ceilings heights are high, consider installing new T-5 fluorescent fixtures. Purchase fluorescent lamps with low mercury with less than 90 picograms per Fluorescent Fixtures lumen -hour. • Replace all compact fluorescent or incandescent exit signs with new LED exit signs. • Investigate opportunities for daylight sensing or occupancy controls (on/off) Investigate utility rebates and incentives to offset installation costs. • Replace medium based "screw -in" incandescent bulbs with compatible compact fluorescent lamps (CFLs) or LED lamps. • Purchase CFLs that have earned the ENERGY STAR voluntary program standards for energy efficiency. • Replace halogen and incandescent flood lights found in recessed cans, Incandescent and reflectors, and track lighting. Halogen Fixtures • Replace with CFL or LED flood light replacements with the same size and type specifications. • In Elevators, replace halogen MR16 lights with LED replacements. Ensure that all base styles match. • Utilize utility incentives, where available, to offset CFL and LED lamp costs. Metal Halide, • Install LED retrofit kits or new LED lighting systems to replace existing metal Mercury Vapor, and halide, mercury vapor, or high pressure sodium fixtures. High Pressure • Perform photometric analysis of the new systems prior to installation. Utilize Sodium Fixtures utility incentives, where available, to offset LED lamp and fixture costs. Resources and Tools IESNA Lighting Handbook: http://www.ies.org/handbook/ 12 p::'" � g e Packet Pg. 87 2.E.c Sustainable Purchasing of Durable Goods Background, Goals and Objectives As an organization, The Village of Buffalo Grove is responsible for a significant amount of product and material purchasing throughout our operations. Product availability that meets industry accepted guidelines for sustainability has dramatically increased, and we recognize that we have an opportunity to make a positive impact by ensuring that our purchasing practices meet those standards. This will help us contribute to reducing waste, conserving resources and supporting a more sustainable supply chain. Sustainability Standard The Village of Buffalo Grove is committed to sustainable purchasing practices throughout our portfolio. In the area of durable goods purchases that are part of the renovation or replacement of items under our span of control, we will ensure that our purchasing aligns with industry accepted sustainability standards in areas ranging from electronics and appliances to carpeting, flooring materials and furniture. At each of our facilities, we will: • Purchase computer and electronics products that are either ENERGY STAR or EPEAT qualified. • Purchase appliances that are ENERGY STAR qualified when available. Install water dispensing systems to reduce the use of bottled water in our facilities. 13 p::'" � g e Packet Pg. 88 2.E.c Sustainability Standards for Durable Goods Following is a list of the sustainability standards that the Village of Buffalo Grove will follow, when available and applicable, related to purchasing of durable goods: • Electronics: - All electronic products, including computers, monitors, fax machines, scanners and televisions will be certified under either ENERGY STAR or EPEAT. - ENERGY STAR qualified computers, monitors, fax machines, scanners and televisions are readily available with typically no price premium. As an alternative, EPEAT is a registry of electronic products and equipment that is rated as Bronze, Silver or Gold. • Appliances: - All new appliances will be ENERGY STAR qualified whenever the product is available. When ENERGY STAR is not available, an evaluation will be conducted and the most energy or water efficient product should be selected. ENERGY STAR qualified products include: ■ Clothes washers. ■ Dehumidifiers. ■ Dishwashers. ■ Freezers. ■ Refrigerators. ■ Room air cleaners and purifiers. • Water Dispensing and Filling: - Whenever water dispensing is provided, replace or retrofit stand-alone water fountains with more efficient delivery systems such as water coolers or bottle filling systems. - If a water cooler is installed, it should be ENERGY STAR qualified. • Furniture: - Meets Greenguard or SCS Indoor Advantage Certified standards. - Establish a goal that at least 40% of the cost of purchases comply with one or more of the following standards: ■ Contains at least 10% post -consumer or 20% post-industrial material. ■ Contains at least 50% rapidly renewable material (bamboo, cotton, cork, wool). ■ Locally harvested/extracted and processed materials (within 500 miles of the site). • Contains at least 70% salvaged material from off -site or outside the organization. • Contains at least 70% salvaged material from on -site through an internal materials and equipment reuse program. • Consist of at least 50% Forest stewardship Council (FSC)-certified wood. 14 p::'" � g e Packet Pg. 89 2.E.c Resources and Tools E P EAT: http://www.epeat.net/ Greenguard: http://www.green.guard.orq/en/index.aspx SCS Indoor Advantage Certified Standard: http://www.scsqlobalservices.com/certified-indoor-air-quality Forest Stewardship Council: https://us.fsc.org/ 15 p::'" � g e Packet Pg. 90 2.E.c Sustainable Practices and Purchasing during Improvements and Renovations Background, Goals and Objectives As we continue to make improvements to our existing facilities, the Village of Buffalo Grove will implement sustainable best practices for facility improvements and renovations. Product availability that meets industry accepted guidelines for sustainability has dramatically increased, and we recognize that we have an opportunity to make a positive impact by ensuring that our practices align with those standards. This will help us contribute to reducing waste, conserving resources and supporting a more sustainable supply chain. Sustainability Standard The Village of Buffalo Grove is committed to sustainable purchasing practices across our facilities. During the process of implementing facility improvements and renovations, we will ensure that our practices and purchasing aligns with industry accepted sustainability standards in areas ranging from managing construction waste to commitments to purchasing sustainable building materials, paints, carpeting and flooring products. At each of our facilities, we will: • Maintain a construction waste management plan, including product re -use, donations and other landfill reduction strategies, and measure our performance during each project. • Ensure that paints, coatings, adhesives and sealants meet industry sustainability standards for VOC content. • Purchase carpet and carpet cushion materials that meet the requirements of the CRI Green Label Plus Testing Program. • Purchase finished flooring products that are FloorScore-certified. • Purchase furniture that meets Greenguard or SCS Indoor Advantage Certified standards. Packet Pg. 91 2.E.c Sustainability Standards for Facility Improvements and Renovations Following is a list of the sustainability standards that the Village of Buffalo Grove will follow, when available and applicable, related to improvements and renovations at our communities: • Have in place a construction waste management plan that addresses building materials used including, but not limited to: - Building components and structures (wall studs, insulation, doors, and windows). - Panels. - Attached finishings (drywall, trim and ceiling panels). - Carpet and other flooring material. - Adhesives. - Sealants. - Paints and coatings=. • Establish a target that 50% of the cost of materials purchased will comply with one or more of the following criteria: - Contains at least 10% post -consumer or 20% post-industrial material. - Contains at least 50% rapidly renewable material (bamboo, cotton, cork, wool). - Locally harvested/extracted and processed materials (within 500 miles of the site). - Contains at least 70% salvaged material from off -site or outside the organization. - Contains at least 70% salvaged material from on -site through an internal materials and equipment reuse program. - Consist of at least 50% Forest stewardship Council (FSC)-certified wood. • Paints and coating will have VOC emissions not exceeding the VOC and chemical component limits of Green Seal's Standard GS-11 requirements. • Adhesives and sealants will have VOC content less than the current VOC content limits of South Coast Air Quality Management District (SCAQMD) Rule #1168, or sealants used as fillers will meet or exceed the requirements of the Bay Area Air Quality Management District Regulation 8, Rule 51. Include link to all of this under "Resources and Tools." • Carpeting and Flooring: - Carpet meets the requirements of the CRI Green Label Plus Carpet Testing Program - Non -carpet finished flooring is FloorScore-certified. - Carpet cushion meets the requirements of the CRI Green Label Testing Program. - Composite panels and agrifiber products contain no added urea -formaldehyde resins. - As feasible, we will consider the use of flooring products made from rapidly renewable materials, such as cork, bamboo or linoleum Packet Pg. 92 2.E.c Resources and Tools CRI Green Label Plus Testing Program: http://www.cari)et-rug.org/default.aspx FloorScore-certified products: http://www.scsglobalservices.com/floorscore Greenguard: http://www.greenguard.org/en/index.aspx SCS Indoor Advantage Certified: http://www.scsglobaIservices.com/certified-indoor-air-quality Link to Green Seal's Standard GS-11 requirements: http://www.greenseal.org/GreenBusiness/Standards.aspx?vid=ViewStandardDetail&cid=0&sid=6 Packet Pg. 93 2.E.c HVAC and Energy Efficient Equipment Background, Goals and Objectives The goal of the HVAC and Energy Management program is to reduce the energy consumption, cost and environmental impact of buildings through the installation of energy efficient equipment when replacements are made. Sustainability Standard The Village of Buffalo Grove is committed to ensuring that the energy consuming systems at our facilities maximize energy efficiency and support our goals of reducing energy use, operating cost and greenhouse gas emissions. When we replace or retrofit our equipment, we ensure that we are maximizing energy efficiency. At each facility, we will: • Install high efficiency split system central air conditioners, with a minimum SEER rating of 14. • Install filtration with a minimum MERV rating of 13 for any air handling units or equipment. • Implement a refrigerant management plan. • Install or replace existing hot water boilers with high efficiency boilers. • Evaluate variable refrigerant flow systems as a replacement to traditional room -based cooling systems • Evaluate the feasibility of centralized energy systems such as heating plants, chilled -water cooling plants with cooling towers, and other strategies. • Evaluate the feasibility of on -site renewable energy systems as a means to reduce overall greenhouse gas emissions. • Install programmable thermostats in all common areas and residential units. • Install energy meters on major energy consuming equipment, as a means to gain in-depth insight into performance and identify areas for further optimization. • Have a digital building automation system in place that provides enhanced levels of control of equipment, temperature and lighting for greater energy conservation. Packet Pg. 94 2.E.c Sustainability Strategies for HVAC and Equipment • Split system air conditioners and air handlers: - Minimum SEER rating of 14. - R-410A refrigerant. - Merv-13 rated filters. - Full economizers. - Programmable thermostats or building automation systems. - Investigate pricing options for heat recovery units. - Consult the local utility to access rebates and incentives. • Hot water boilers: - Semi -condensing or full condensing hot water high efficiency modular boilers. - Provide proper sequencing controls of boilers. - Provide hot water reset based on outdoor air temperatures. - Install differential pressure sensors downstream of the hot water loop and variable frequency drives on the pumps with hot water systems predominately served with two-way valves. • Programmable thermostats: - Install in all common areas and residential units where available and where there isn't a building automation system. - Ensure proper heating and cooling set points: ■ Heating: 68-70 Degrees F ■ Cooling: 72-74 Degrees F - Provide night setbacks. • Refrigerant Plan: - Eliminate chlorofluorocarbons (CFCs) and other refrigerants that contribute to the depletion of the stratospheric ozone layer. - Identify all HVAC&R equipment in the building through a refrigerant survey and determine in any CFCs exist. - If any CFC equipment does exist, develop and implement a CFC phase out plan to remove the CFC based equipment within 10 years. - Maintain onsite a logbook of all refrigerant leaks and fills. Packet Pg. 95 2.E.c Ongoing Operations & Maintenance Green Cleaning Backaround. Goals and Obiectives Many janitorial cleaning products have been shown to degrade indoor air quality, pollute the water and negatively impact the health of sensitive individuals. The goal of a green cleaning program is to minimize the harmful impacts of these chemicals and to protect the health and well being of our building occupants through the reduction of toxic chemicals and particulates associated with cleaning products and practices. Sustainabilitv Standard The Village of Buffalo Grove is committed to having in place a high performance green cleaning program across our facilities. We follow industry best practices related to the purchasing and use of cleaning products, having standard operating procedures in place for safe handling and storage of cleaning chemicals, and ensuring that our on -site personnel and maintenance staff has the necessary tools and training to implement and maintain a green cleaning program. We will work closely with our industry partners to ensure that we are providing the best possible indoor environment in our buildings. At each of our facilities, we will • Conduct a cleaning and janitorial product inventory audit at a minimum annually to ensure that we are meeting our sustainability standards and guidelines, and identify areas of improvement as new products become available in the marketplace. • Implement a green cleaning program across all of our facilities, and maintain a list of approved green cleaning products and supplies that meet industry sustainability standards including Green Seal and Environmental Choice when applicable. • Install grilles, grates or mats (at least 10 feet long) in public entrances to our facilities, and a corresponding cleaning program for the entryway systems. • Utilize cleaning equipment across our facilities that meet sustainability industry standards for vacuuming, carpet and rug cleaning and hard surface cleaning. These standards address equipment power, noise levels and ergonomics. • Maintain log books and documentation on all of our product purchases and janitorial processes in our facilities. • Have in place proper standard operating procedures at each of our facilities, and ensure that our staff has adequate training related to green cleaning strategies and products. • Include cleaning and janitorial services as part of our regular resident and employee satisfaction survey process. • Consider the use of cleaning equipment that meets the Carpet and Rug Institute, EPA, or CARB Guidelines when feasible. 21 p::'" � g e Packet Pg. 96 2.E.c Sustainability Standards for Cleaning and Janitorial Products The following lists the sustainability standards that The Village of Buffalo Grove will follow, when available and applicable, related to cleaning and janitorial products used during the regular operations of our facilities: • Cleaning products: - Green Seal GS-37, for general-purpose, bathroom, glass and carpet cleaners used for industrial and institutional purposes. - Environmental Choice CCD-110, for cleaning and degreasing compounds. - Environmental Choice CCD-146, for hard surface cleaners. - Environmental Choice CCD-148, for carpet and upholstery care. • Disinfectants, metal polish, floor finishes, or strippers: - Green Seal GS-40, for industrial and institutional floor care products. - Environmental Choice CCD-112, for digestion additives for cleaning and odor control. - Environmental Choice CCD-113, for drain or grease traps additives. - Environmental Choice CCD-115, for odor control additives. - Environmental Choice CCD-147, for hard floor care. - California Code of Regulations maximum allowable VOC levels for the specific product category. • Disposable janitorial paper products and trash bags: - U.S. EPA Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can liners. - Green Seal GS-09, for paper towels and napkins. - Green Seal GS-01, for tissue paper. - Environmental Choice CCD-082, for toilet tissue. - Environmental Choice CCD-086, for hand towels. - Janitorial paper products will be derived from rapidly renewable resources or made from tree - free fibers. • Hand soaps will meet one or more of the following standards: - No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements). - Green Seal GS-41, for industrial and institutional hand cleaners. - Environmental Choice CCD-104, for hand cleaners and hand soaps. 22 p::'" � g e Packet Pg. 97 2.E.c Sustainability Standards for Cleaning Equipment The following lists the sustainability standards that the Village of Buffalo Grove will follow, when available and applicable, related to cleaning equipment used during the regular operations of our facilities: • Vacuuming Equipment - Carpet and Rug Institute Green Label/Green Label+/SOA certified. - Battery -powered vacuums are equipped with environmentally preferable gel/AGM batteries. - Capture 96% of particulates at .3 microns and operate with a sound level less than 70 dBA at operator's position. - Ergonomically designed to minimize vibration, noise and operator fatigue. - Mark resistant bumpers or wheels to prevent damage to building surfaces. • Carpet Cleaning Equipment: - Carpet and Rug Institute Seal of Approval certified. - Hot water extraction equipment capable of removing sufficient moisture to allow carpets to dry in less than 24 hours. - Battery -powered carpet equipment is equipped with environmentally preferable gel/AGM batteries. - Ergonomically designed to minimize vibration, noise and operator fatigue. - Mark resistant bumpers or wheels to prevent damage to building surfaces. • Hard Surface Floor Equipment: - Equipped with vacuums, guards and/or other devices for capturing fine particulates (Active filtration preferred over passive filtration). - Operate with a sound level less than 70 dBA at operator's position. - Propane -powered equipment has high -efficiency, low emission engines that are EPA/CARB approved with a catalytic converter and muffler and operate at a sound level less that 90 dBA. - Automated scrubbing machines are equipped with variable -speed feed pumps for optimum use of cleaning fluids. Alternately, machines that use tap water only instead of cleaning chemicals are desired. - Battery -powered floor equipment is equipped with environmentally preferable gel/AGM batteries. - Ergonomically designed to minimize vibration, noise and operator fatigue. - Mark resistant bumpers or wheels to prevent damage to building surfaces. Resources and Tools California Air Resources Board Guidelines: htti)://www.arb.ca.gov/homei)age.htm 23 p::'" � g e Packet Pg. 98 2.E.c Solid Waste Management and Recycling Backaround. Goals and Obiectives Reducing solid waste at the source has a positive benefit on the environment and public health, contributes to resource conservation and minimizes the amount of waste sent to landfills or incineration. The goal of our solid waste management and recycling program is to ensure that we are minimizing the total amount of landfill waste generated from our facilities, and maximizing our recycling efforts. Sustainabilitv Standard The Village of Buffalo Grove is committed to maximizing waste reduction, reuse, and recycling in the daily operations of our facilities. Our goal is to reduce the amount of waste generated, maximize the life of products by reusing whenever possible, and recycling all acceptable materials. We will actively promote awareness among our staff of the importance of recycling, and will make the collection of recyclable materials highly visible and accessible throughout our facilities. We will work closely with our industry partners to implement a comprehensive waste management and recycling program. At each of our facilities, we will • Have in place a process to collect and manage ongoing consumable waste including, but not limited to, paper, cardboard, glass, plastic, metals, landscape waste and batteries. • Provide centralized recycling systems that are easily accessible for our residents throughout our common areas, and, where applicable, provide collection containers in individual apartments or on floors. • Have in place a process for the recycling or proper disposal of batteries, electronic equipment, furniture and mercury -containing lamps. • Have in place a process to address waste management during a the renovation or improvement process including, but not limited to, building components and structures, panels, attached finishings, carpet and flooring materials, paints, adhesives, sealants and coatings. • Install hands -free drying systems in all public lavatories designed to minimize the use of paper products. • Ensure that a data tracking system is in place that allows us to measure total waste from each of our facilities, and the diversion rate for recycled materials. • Implement, when available and feasible, programs to address food waste such as composting. Provide programs for residents to support recycling of electronics, CFLs and other materials that are not typically recycled. 24 p::'" � g e Packet Pg. 99 2.E.c Sustainability Standards for Solid Waste Management and Recycling While there are no industry -wide sustainability standards for waste and recycling, we will strive to achieve the following performance metrics across each of our facilities, by reducing or recycling: • At least 50% of the ongoing consumable waste stream (by weight or volume). • At least 80% of discarded batteries. • 100% of all mercury -containing lamps within the building and site management's control. • At least 75% of the durable goods waste stream (by weight, volume, or replacement value). Other Best Practices • Recyclable materials should not be mixed with food waste. • No durable goods, such as electronics, appliances and furniture, should be placed in the waste stream • Items that should not be placed into the waste stream, such as batteries, cell phones, toner cartridges, small appliances, etc., should be managed separately. Staff should be notified of the processes in place at each facility for the effective management of these items. 25 1p::'" � g e Packet Pg. 100 2.E.c Integrated Pest Management Background, Goals and Objectives Integrated Pest Management (IPM) is an approach that establishes sustainable practices to managing pests by combining biological, cultural, physical and chemical tools in a way that minimizes economic, health and environmental risks. The goal of the IPM program is the elimination of threats caused by pests to the health and safety of our residents and employees, the prevention of loss or damage to our facilities caused by pests, and the protection of environmental quality inside and outside our buildings. Sustainability Standard The Village of Buffalo Grove is committed to effective pest management strategies across our portfolio in order to create an environmentally responsible integrated pest management plan at each facility. Whenever possible, products and trapping methods will be specified that neither disturb the natural surroundings nor introduce harmful elements to the indoor and outdoor environments. We will work closely with our industry partners to establish an IPM across our facilities. At each facility, we will: • Establish an Integrated Pest Management plan, and work with third -party partners and to ensure that the plan is implemented and maintained. The IPM plan addresses the following: - Maximizing the use of trapping techniques. - Minimizing the use of chemical use throughout the facility. - The use of least toxic chemical pesticides. - Routine inspections and monitoring of the facility and site surroundings. - Resident and employee notifications in advance of chemical applications. • Maintain records of all service provider visits and pest control treatments, and make that information available as needed to residents or employees. • Provide the necessary training to all on -site personnel regarding the IPM and the processes and procedures that are in place at the facility. • Perform regular site inspections. Packet Pg. 101 2.E.c Sustainability Standards for Pest Management Pest management strategies typically include education, exclusion, sanitation, maintenance, biological and mechanical controls, and pre -approved, site -appropriate pesticides An Integrated Pest Management plan consists of the following key elements: • At each of our facilities, we will perform site inspections twice a month. • Utilize an internal bait trap program that does not involve the use of any poisons. • Strategically place the bait traps to minimize pest infestation to the building and surrounding site area. Spot treat any detected infestations using products designated as organic program compliant, and approved by the San Francisco Pesticide List. • Use only species -specific pesticides, or the least toxic pesticide available. • If a pesticide other than a least toxic pesticide is used, then provide notification to all facility occupants at least 72 hours before application under normal circumstances, and within 24 hours after application in emergency situations. • Include the pesticide product name, the active ingredient, product label signal word, the time and location of the application, and the contact information for employees seeking more information. Examples of notification include email or voicemail distribution lists, or video monitors. Retain a pesticide application log onsite to track all pesticide applications. The log should include the following: • Date. • Targeted pest. • Location of application. • Individual or contractor responsible. • Specific pesticide or chemical product applied. Resources and Tools EPA IPM Strategies: http://www.epa.gov/opp00001/factsheets/ipm.htm Packet Pg. 102 2.E.c Exterior Landscaping and Maintenance Background, Goals and Objectives The goal of the exterior landscaping and maintenance program is to create an outdoor environment that reduces harmful chemical use, protects human health and minimizes potable water use within irrigation systems, while providing exceptional public and residential outdoor spaces for use and enjoyment. Sustainabilitv Standard The Village of Buffalo Grove is committed to implementing an environmentally responsible landscaping and irrigation plan at each facility. The landscape and irrigation plan addresses the sustainable practices and products used to maintain the building's exterior and surrounding site. These management best practices are designed to protect soil, water, and air resources, in addition to maintaining a healthy and well maintained site that is appealing to occupants and the community. At each facility, we will establish a landscape and irrigation plan that addresses the following: • Maintenance equipment. • Snow and ice removal. • Cleaning of building exterior. • Paints and sealants. • Cleaning of sidewalks and pavement. • Erosion and sedimentation control. • Use of fertilizer and other chemicals. • Maintenance and installation of irrigation systems that maximize water conservation. • Maintain onsite a logbook of all chemicals stored on site and use of fertilizers and herbicides. Packet Pg. 103 2.E.c Sustainability Standards for Landscaping and Irrigation Following is a list of the landscaping and irrigation standards and procedures that The Village of Buffalo Grove will follow, when available and applicable: • Building Exterior: - Use cleaning products that meet the Green Cleaning Plan requirements (Green Seal or equivalent). - Optimize cleaning frequencies to conserve water and reduce emissions. - Perform periodic power -washing to reduce chemical use. - Use water reclaiming power -washers. - Store materials and equipment according to manufacturer's requirements. - Ensure that products and equipment are properly stored and prevent from leaking onto the site. - Ensure that proper ventilation of chemicals and equipment is maintained and separated from the building occupant's ventilation. • Maintenance Equipment - Reduce gasoline powered equipment and maximize use of electric, propane, or manual equipment. - Maintain and repair equipment according to manufacturer's recommendations. - Reduce lawn areas to reduce dependence on powered equipment. • Snow and Ice Removal: - Pre -treat pavement with granular or liquid de-icers prior to snow or icy conditions. - Eliminate use of calcium chloride or sodium chloride de-icers and snow melt. - Use salt -free de-icers and snow melt such as those containing potassium acetate, potassium, chloride, magnesium chloride or calcium magnesium acetate. • Fertilizer and Herbicides: - Apply fertilizer based on your plant needs versus a pre -determined schedule. - Test soils for nutrient content, pH levels and treatment needs. - Reduce use of ammonia or "weed and feed" type fertilizers. - Use spot spraying to control weed issues and problems. - Ensure that a licensed professional is used for any application of fertilizer and herbicides. • Erosion and Sedimentation Control: - Keep storm drains clear of debris, garbage and organic waste through routine maintenance. - Inspect and clean roof drains, gutters and downspouts through routing maintenance. - Inspect and treat sloping areas to maintain healthy groundcover and vegetation to prevent erosion. - Prior to any construction work, require erosion control procedures by the general contractor. • Organic Waste: - Compost or mulch on -site. - Use mulching mowers. - Utilize a "bone -yard" for tree clippings, and branch collection. Packet Pg. 104 2.E.c • Irrigation: - Monitor irrigation systems and inspect for leaks, breaks and system time settings at least once per month. - Test controllers, valves, heads, nozzles and emitters. - Use high efficiency systems (drip irrigation). - Install automation systems that at a minimum, schedule on/off control of the irrigation system. - Use weather forecasting to prevent unnecessary irrigation during rain events. - Use native or adaptive plants that require less irrigation needs. - Use reclaimed water when possible. Resources and Tools Fertilizer: http://www.epa.gov/agriculture/tfer.html Irrigation: http://www.irrigation.org/Resources/Resources Splash.aspx Packet Pg. 105 2.E.c Sustainable Purchasing for Ongoing Consumable Items Backaround. Goals and Obiectives Products defined as ongoing consumables are generally purchased frequently and can have a significant environmental impact. Addressing sustainability for ongoing consumables typically focuses on products that contain recycled content, are manufactured regionally or include product content from rapidly renewable materials. Many commonly used products are available today that meet these standards, and perform as well as traditional products at little or no cost premium. Sustainabilitv Standard The Village of Buffalo Grove is committed to sustainable purchasing as part of the ongoing operations of our facilities. For ongoing consumable items, we will ensure that our purchasing aligns with industry accepted sustainability standards in areas including office supplies, paper products, batteries and ink and toner cartridges. We will work closely with our suppliers to ensure that sustainable products and materials are available and that our sustainable purchasing standards are met. At each of our facilities, we will: • Purchase copy paper that is a minimum of 30% post -consumer recycled content. • Purchase paper products with fiber from Forest Stewardship Council -certified "responsibly -managed forests". • Utilize remanufactured ink and toner cartridges. • Eliminate all poly -styrene products such as plates and cups and replace with re -usable dishware, products with recycled content or compostable materials if applicable. • Use rechargeable batteries. • Strive to order in large shipments to reduce transportation costs and environmental impact. • Purchase products that are minimally packaged, or packaged in material that can be recycled. 31 1p::'" � g e Packet Pg. 106 2.E.c Sustainability Standards for Sustainable Purchasing of Ongoing Consumable Items Ongoing consumable items refer to generally low cost per unit materials that are regularly used and replaced through the daily course of operations. These include office supplies (printer and copier paper, envelopes, toner cartridges, binders, etc.), paper products (toilet tissue, tissue paper, paper towels, napkins, etc.), batteries and desk accessories. Goal is 40% of purchases that meet one or more of the following: • Contains at least 10% post -consumer or 20% post-industrial material. • Contains at least 50% rapidly renewable material (bamboo, cotton, cork, wool). • Locally harvested/extracted and processed materials (within 500 miles of the site). • Consist of at least 50% Forest stewardship Council (FSC)-certified paper products. Resources and Tools Forest Stewardship Council Certified Paper Products: https://us.fsc.org/find-products.213.htm 32 1p::'" � g e Packet Pg. 107 2.E.c Standard Operating Procedures and System Documentation Background, Goals and Objectives For a building to operate efficiently, it is critical that the staff understand the building's current performance, operational requirements and the delivered conditions necessary to meet the needs of our residents. Having in place, up-to-date operations plans and system documentation ensures that we are meeting those requirements, but also have continuity across our facilities. Sustainability Standard The Village of Buffalo Grove is committed to developing effective operational procedures that highlight and support green or sustainable operations. This includes building documentation and operating plans, preventative maintenance plans and employee training. We will work closely with our industry partners to ensure that the proper documentation for key systems is maintained an updated regularly. At each facility, we will update, write and implement the following: • Building operating plan. • Operations manual. • Preventative maintenance plan. • Sequence of operations of major equipment. • Training of staff on any potential new processes or procedures. 33 1p::'" � g e Packet Pg. 108 2.E.c Sustainability Standards for Operating Procedures and System Documentation The Building Operating Plan summarizes in a single, easy to use format the operating schedules and setpoints for all major building systems and operations procedures so that building personnel have at -a -glance the intended operating conditions for mechanical equipment in all of the building spaces. The plan accounts for differences in needs or desired conditions for different portions of the facility, as well as seasonal variations in operating patterns. In addition, the Building Operating Plan accounts for all the monitored space conditions used to control base building systems. It identifies the following for the building: • Building space use divisions (e.g. common areas, back of house spaces and residential units). • Space uses. • Occupancy types. • Conditions required in each space (temperature, humidity, CO2, etc.). • Time of day schedules for every system for each day type (Monday — Sunday, holiday). • Mode of operation for each system when running (occupied vs. unoccupied, day vs. night). • Desired indoor conditions or setpoints for each schedule or mode. • Custodial schedule. The Sequence of Operations consists of system level documentation that defines the desired operational states under specific conditions in the buildings. For each base building system, on -site staff should have a Sequence of Operations that includes specific information. The Sequence of Operations includes specific information for the following: • Operating phases (warm-up, occupied, unoccupied). • Setpoints and controls. • Feedback systems to monitor performance. The Preventive Maintenance Plan is a summary of each preventive maintenance measure and the scheduled frequency of each activity that is performed for key building systems. The plan includes: • Description of the PM performed on all key systems within the facilities. • Documentation of PM performed on each system, including frequency, checks and reporting. 34 1p::'" � g e Packet Pg. 109 2.E.c Ongoing Assessments of Energy, Water and Sustainability Performance Background, Goals and Objectives Operating at the highest levels of performance requires a commitment to identifying areas of improvement, and implementing measures that have a positive impact on the environment as well as positive financial returns for the asset. Across our facilities, we recognize our responsibility to use resources efficiently, and by institutionalizing the practice of regularly assessing our performance with energy, water and sustainability, we can conserve resources and reduce cost throughout our operations. Sustainability Standard The Village of Buffalo Grove is committed to continuous improvement across our operations, and to continually identify opportunities to reduce resource consumption and have a positive impact on the environment. We regularly assess our facilities to identify opportunities to reduce energy and water consumption, track our utility usage and benchmark the performance of our facilities through industry recognized tools, standards and approaches. In addition, we assess our facilities through the lens of our sustainability program and initiatives, to ensure consistency across our portfolio by implementing our sustainability standards and practices. At each of our facilities, we will: • Perform facility -wide sustainability assessments, at a minimum annually, to ensure that we are following the guidelines of our sustainability standards and initiatives. • Benchmark energy, water and greenhouse gas emissions, utilizing industry- standard tools and methodologies, with the goal of identifying opportunities for improvement. • Perform facility -wide energy and water assessments, at a minimum annually, to identify opportunities for conservation, cost savings and emissions reductions. • Commit to implementing any identified low-cost or no -cost conservation measures as they are identified. • Educate employees, staff and service providers to continually identify actions to reduce resource use throughout our facilities. 35 1p::'" � g e Packet Pg. 110 2.E.c Sustainability Standards for Energy, Water and Sustainability Performance The following is a list of the sustainability standards that The Village of Buffalo Grove will follow, when available and applicable, related to the ongoing assessment of our energy, water and sustainability performance: Enerav Benchmarkin The EPA's ENERGY STAR program is a nationally recognized energy performance rating system that addresses a wide range of commercial and institutional building types. It provides a means for building owners and managers to benchmark energy performance versus similar buildings based on type, size and geographic region. ENERGY STAR rates a building's energy performance on a scale of 1 to 100, with 50 representing the average compared to similar buildings. A building that achieves an ENERGY STAR score of 75 or higher is eligible to receive the ENERGY STAR Label. At this time, multifamily housing communities are unable to receive a 1-100 rating. However, Portfolio Manager provides a number of energy performance metrics to use to compare buildings against past performance. These include a weather -normalized Energy Use Intensity (EUI), a comparison of performance versus a Sustainability and the facility's emissions footprint. It is critical to note that whole building energy use is not required, as whole building energy use is not available for many of our facilities. ENERGY STAR allows benchmarking based on the specific metering configuration of a facility: whole building, common area only, or tenant consumption only. This allows us to compare our performance for "like" communities. In addition, water consumption and cost data can be included in Portfolio Manager. At this time, we will utilize ENERGY STAR Portfolio Manager when required by local ordinances or legislation to benchmark our facilities, and share the data with the city or municipality. Energy Audits and Assessments There are a range of industry standard energy audits and assessments. The most widely used have been developed by the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE). ASHRAE Level 1 Energy Audit: An ASHRAE Level 1 Audit follows industry standards for providing valuable insight into building and system performance. The ASHRAE Level I Energy Assessment emphasizes the identification of potential energy improvements, understanding the general building configuration and defining the type and nature of energy using systems. The assessment results in a preliminary, high-level energy -use analysis for the facility with limited engineering details. This level of assessment does not include extensive engineering calculations. The ASHRAE Level I Energy Assessment is intended to help determine where the building performs relative to its peers, establish a Sustainability for measuring improvements and deciding whether further evaluation is warranted and if so, where to focus that effort. The assessment will also outline the range of potential financial incentives available from federal, state, local and utility sources. ASHRAE Level 2 Energy Audit: The purpose of a Level 11 Energy Audit (also referred to as the Energy Survey and Analysis phase) is to identify and develop modifications to reduce the buildings energy consumption and operating costs. The analysis provides a more detailed building survey and analysis than a Level I walk-through assessment. It takes into consideration the building's operations and maintenance practices, constraints, and economic criteria. Potential capital -intensive opportunities are identified in the final report for further research and analysis. The results of the analysis identify practical measures that meet the owner's guidelines, as well as a cost -benefit analysis for any changes in operations and maintenance procedures. The audit also identifies potential capital - intensive improvements that require more detailed data collection and engineering analysis, and an estimate of potential costs and savings. Beyond the ASHRAE Level 1 and 2 audits, an investment grade audit can be performed for instances where significant capital improvements are evaluated, and more complex energy analysis and financial assessment is required. In addition, existing building commissioning can be utilized as a means to implement system -wide improvements and establish more clearly -defined energy and management process for complex buildings and systems. Packet Pg. 111 2.E.c Water Conservation Audits and Assessments Conducting a water audit or assessment is critical to the success of any water management program. Assessing water is similar to the process for energy audits or assessments — the goal is to evaluate current performance, and identify potential areas of improvement to reduce water use and cost. A water audit or assessment generally includes the following key elements: • Analyze water bill data, and benchmark performance versus a historical Sustainability and other facilities. • Assess all sources of water use and identify leaks, areas of excessive consumption, and other opportunities for efficiency improvements. • Identify the degradation of previously efficient devices. • Form the basis of efficiency improvement and investment planning. Resources and Tools EPA ENERGY STAR: www.energystar.gov ASHRAE Energy Audit Guidelines: www.ashrae.org PNNL Guide to Energy Audits: http://www.pnnl.gov/main/publications/external/technical reports/pnnl-20956.pdf Packet Pg. 112 2.E.c Staff Engagement Industry Engagement and Professional Credentials for our Employees Background, Goals and Objectives Today there are a wide range of opportunities for professional engagement related to sustainability. Industry associations are taking a leadership role in sustainability, and professional associations provide education, training and professional credentialing programs that are aligned with our vision for communities and our facilities. Sustainabilitv Standard The Village of Buffalo Grove is committed to advancing sustainability, and believes that continuing education for our staff and actively encouraging our employees to engage in the marketplace is valuable to our goals. We not only ensure that our employees receive the necessary training and education to advance sustainability, but we proactively support our employees to earn valuable professional credentials and certifications. We will: • Provide and support the training and education for our on -site staff to ensure that our sustainability program is effectively implemented and managed. • Encourage our employees to pursue third -party training and earn professional credentials, through organizations such as the U.S. Green Building Council, IFMA, AEE and others. • Support our employees to actively participate in local sustainability organizations and groups that are focused on our industry and aligned with our sustainability vision and initiatives. Packet Pg. 113 2.E.c Sustainability Standards for Industry Engagement, Education and Professional Credentials for our Employees Following is a list of options to support industry engagement, education and professional credentials: • Professional Credentials: - U.S. Green Building Council, LEED Green Associate and LEED Accredited Professional: http://www.usgbc.org/credentials - NAA Credential for Green Property Management: (http://www.naahg.org/learn/education/credential-qreen-property-management) - IFMA Sustainability Facility Professional: (http://www.ifma.org/professional-development/credentials/sustainability-facility-professional- sfP) - IFMA Facility Management Professional: (http://www.ifma.org/professional-development/credentials/facility-management-professional- fm�) - AEE Building Energy & Sustainability Technician: (http://www.aeecenter.org/i4a/pages/index.cfm?pageid=3938) • Education and Training: - U.S. Green Building Council Green Building Webinars: (http://www.usgbc.org/Education/) - BOMI International High Performance Sustainability Program: (http://www.bomi.org/hp=program.aspx) - BOMA International Webinar Portal: (http://webinars.boma.org/store/provider/provider09.php#blank) • Local Organizations and Associations: - U.S. Green Building Council chapters: (http://www.usgbc.org/chapters) - NAA Affiliate organizations: (http://www.naahg.org/join/find-an-affiliate-in-your-area) Packet Pg. 114 2.E.c Green Fleet Green Fleet Standards and Approaches Backaround. Goals and Obiectives The transportation sector accounts for nearly 25% of total U.S. greenhouse gas emissions as well as other pollutants that impact overall environmental quality. The Village of Buffalo Grove operates a diverse fleet of vehicles that support a range of activities across our operations. While necessary to provide valuable services and maintenance, it is critical that we identify opportunities to reduce the negative impact of our fleet on the environment and create opportunities to reduce overall fuel use and cost. Sustainabilitv Standard The Village of Buffalo Grove is committed to advancing sustainability, and believes that continuing education for our staff and actively encouraging our employees to engage in the marketplace is valuable to our goals. We not only ensure that our employees receive the necessary training and education to advance sustainability, but we proactively support our employees to earn valuable professional credentials and certifications. We will: • Meet all Federal and local emissions requirements for our fleet, and test vehicle emissions at a minimum annually or as required by local law, whichever is more frequent. • Measure annual fuel use and fleet average miles per gallon by vehicle type or class, with the goal of demonstrating an increase in annual average fleet miles per gallon. • Implement a safe driving and no idling policy for all fleet operations to reduce fuel use and minimize air pollution. • Purchase, when necessary in the course of operations and maintenance of the fleet, new vehicles that meet industry sustainability standards and provide the Village with the best available net reduction in vehicle fleet emissions and improved overall fleet miles per gallon. • Increase the use of alternative fuel vehicles, including electric, hybrid and alternative/renewable fuel vehicles when applicable and economically viable. • Adopt strategies that reduce overall fleet miles travelled via the use of technology and other approaches. • Encourage the use of alternative transportation use by employees. • Achieve efficiency through proper vehicle maintenance. Packet Pg. 115 2.E.c Sustainability Standards and Guidelines for Green Fleet Following is a list of options to support Green Fleet strategies and approaches for the Village: • Sustainability standards for purchasing new vehicles: - All new or leased passenger and light duty vehicles will meet the American Council for an Energy -Efficient Economy's Green Car guidelines or the EPA's Smartways standards when available for the application and where service levels are not negatively impacted . http://www.greenercars.org http://www.epa.gov/greenvehicles/you/smartway.htm - For medium and heavy duty vehicles, the Village shall purchase or lease only vehicles whose engines are EPA certified as low -emissions when available for the application and where service levels are not negatively impacted. Inset website here • Safe driving and no idling guidelines: - Educate Village employees to abide by local speed limit laws, avoid rapid acceleration and braking, and implement a no idling policy for all fleet operations. • Approaches to minimize vehicle miles travelled: - Adopt strategies that reduce the number of driving trips such as conferencing technologies, centralized meeting locations and travel route optimization when applicable. - Consider meeting locations to facilitate employees to walk, or use bicycles versus driving. • Vehicle maintenance approaches: - All vehicles shall be scheduled for regular maintenance. - All maintenance shall be performed promptly. - Strategies such as proper tire inflation and other approaches shall be part of the overall fleet maintenance plan. - Environmentally friendly products, such as recycled coolants and re -refined oils, shall be used where available when cost effective. 41 1p::'" � g e Packet Pg. 116 4.A Information Item : Executive Session- Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine Its Validity. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Recommendation of Action Staff recommends approval. Executive Session- Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine Its Validity. Trustee Liaison Sussman Monday, May 2, 2016 Staff Contact Dane Bragg, Office of the Village Manager Updated: 4/29/2016 2:10 PM Page 1 Packet Pg. 117