2016-06-06 - Village Board Committee of the Whole - Agenda Packet2. Special Business
A. International Code Council (ICC) 2015 Building Codes (Trustee Ottenheimer)
B. Review of Sunset Provision on Home Rule and Utility Use Taxes (Trustee Johnson)
C. Information Technology Funding Strategy (Trustee Weidenfeld)
D. Buffalo Creek Watershed -Based Plan Presentation (Trustee Weidenfeld)
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. 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 : International Code Council (ICC) 2015 Building
Codes
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends discussion.
As identified in both the Village's Strategic Plan and the 2016 Economic Development Plan, the
Community Development Department is beginning the process of updating the Village's Building Codes to
the 2015 International Code Council (ICC) family of Codes. Additional information is included in the
attached memorandum.
ATTACHMENTS:
• Staff Memo (DOCX)
Trustee Liaison
Ottenheimer
Monday, June 6, 2016
Staff Contact
Chris Stilling, Community Development
Updated: 6/2/2016 1:41 PM
Page 1
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2.A.a
"II'Le GE OF
BUFFL � OV I
DATE: June 2, 2016
TO: President Beverly Sussman and Trustees
FROM: Christopher Stilling, Director of Community Development
Brian Sheehan, Building Commissioner
SUBJECT: International Code Council (ICC) 2015 Building Codes
Is
BACKGROUND
As identified in both the Village's Strategic Plan and the 2016 Economic Development Plan, the
Community Development Department is beginning the process of updating the Village's Building
Codes to the 2015 International Code Council (ICC) family of Codes. Currently, the Village is
utilizing the 2006 ICC Codes. Since the Village's adoption of the 2006 ICC Codes, the ICC has
released updates in 2009, 2012 and most recently in 2015. The Village has historically updated
the codes once every two to three cycles to insure that the Village is keeping up to date on
building requirements. Implementing the 2015 ICC Codes allows the Village to stay abreast of
changes in technology and building construction methodology. Furthermore, staff has received
requests from commercial/industrial developers suggesting the update to the most recent code
(2015 ICC).
STAFF ANALYSIS
Over the next several months, Community Development staff will be performing a
comprehensive review of the 2015 codes to identify necessary local amendments. Based upon
this analysis, along with the Board's direction, staff may recommend amendments for additions
or deletions to the final code adoption by the end of 2016.
Residential Sprinkler Requirements
One of the more significant changes to the ICC since the Village adopted the 2006 version is the
inclusion of fire sprinkler requirements for new single family detached home construction. The
single family detached sprinkler requirement has been included in ICC's Residential Code since
2009 and this will be the first time this regulation is included in an edition of the ICC that the
Village is considering. Currently, the Village only requires residential sprinklers in two-family
dwellings and townhomes. As part of staff's analysis, we will be reviewing the residential
sprinkler requirement for single family detached homes. Based on a brief review of the four (4)
nearby communities who have updated their building codes (Arlington Heights, Vernon Hills,
Wheeling and Palatine), Vernon Hills and Wheeling require sprinklers for single family detached
homes. Both Palatine and Arlington Heights have amended their Code to not require sprinklers
for single family detached homes.
ACTION REQUESTED
While no specific action is being request at this time, staff is seeking questions/feedback from
the Village Board regarding the future adoption of the 2015 ICC Codes.
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2.B
Information Item : Review of Sunset Provision on Home Rule and
Utility Use Taxes
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
In 2004, the Village Board adopted Ordinance No. 2004-16 amending Chapter 3.40 of the Municipal Code
to increase the Home Rule Sales Tax by .5 percent to 1.0 percent effective July 1, 2004. Within the
recitals of the ordinance was a requirement that by January 2006 and each January thereafter, a review is
to be undertaken to determine if the rate should remain at the current level. The .5 percent increase
accounts for $1.9 million in the FY 2016 Budget.
In 2010 (effective 2011), the Village Board adopted ordinances for the collection of Utility Use Taxes on
electricity and natural gas. Within the recitals of the ordinances were requirements that a review is to be
undertaken to determine if the rate should remain at the current level. The combined revenue of both
utility use taxes is $2.7 million in the FY 2016 Budget.
A total of $4.6 million or 11 percent of the General Fund revenue budget is subject to sunset provisions.
Given the continued service levels and no new sources of revenue, staff recommends no changes to
Home Rule, Electricity or Natural Gas Use Taxes.
Trustee Liaison Staff Contact
Johnson Scott Anderson, Finance
Monday, June 6, 2016
Updated: 6/2/2016 1:50 PM Page 1
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2.0
Information Item : Information Technology Funding Strategy
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends discussion.
In 2015, the Village created an internal service fund for Information Technology (IT) to keep track of
expenses and charge departments for their use of the IT infrastructure. Due to the rapidly changing
landscape of Information Technology, staff has prepared a 5 year IT budget with reserve contributions in
order to level out IT expenses over time. The following memo will review the manner in which reserve
contributions were calculated and are proposed
ATTACHMENTS:
• IT Funding Plan (DOCX)
Trustee Liaison
Weidenfeld
Monday, June 6, 2016
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 6/2/2016 3:46 PM
Page 1
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2.C.a
11% I D11A CU M . 0111001
DATE: June 6, 2016
TO: Village President and Board of Trustees
FROM: Jennifer Maltas, Deputy Village Manager
SUBJECT: Information Technology Funding Plan
IN
Background
In 2015, the Village created an internal service fund for Information Technology (IT) to keep
track of expenses and charge departments for their use of the IT infrastructure. Due to the
rapidly changing landscape of Information Technology, staff has prepared a 5 year IT funding
plan using reserve contributions in order to level out IT expenses over time. The following
memo will review the manner in which reserve contributions were calculated and are proposed.
Reserve Contribution
In order to develop the appropriate IT reserve, staff reviewed the major capital expenses related
to the Village's IT infrastructure and assigned the useful life of the infrastructure and the cost to
replace the item. The major categories include the Village's networking, phone system, software
solutions, emergency vehicle laptops and connectivity, records management, storage of data, and
servers. The costs to replace the capital items identified above were then annualized to develop
an appropriate annual contribution for the IT reserve (see the table on the top of page 2).
With the appropriate IT reserve funding, long-term the Village will have the funds necessary to
replace these items at the end of their life expectancy. To use an example, when the phone
system is in need of replacement it will require a budgeted amount of approximately $150,000 to
complete the project. If the reserve funds are budgeted appropriately, when that time comes, the
Village will be able to pull that amount out of the IT reserve instead of budgeting $150,000 to
fund the replacement. The result of this financial planning is a flattened IT budget, rather than
the peaks and valleys that come with budgeting for one time expenses without putting money
into reserve to pay for them.
It is important to note that all the expenses listed in the capital reserve will need to be budgeted
at some point, whether or not the reserve financing mechanism is in place. Oftentimes, when IT
is budgeted without a reserve approach to financing, infrastructure replacement is delayed
making the replacement of the infrastructure more expensive and the upkeep of the entire system
more costly. This strategy was used by the Village for many years and as a result the Village has
had to put a lot of money into the Village's IT infrastructure over the last several years in order
for our infrastructure to be up to date.
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2.C.a
Capital Reserve for Technology
555.40 - Technology Reserve
Life
Exp.
Cost
Per Year
Telephones
10
150,000
15,000
Municipal Area Network (RF)
10
200,000
20,000
Audio/Visual
10
100,000
10,000
Networking(Firewalls,Routers,Switches,Wireless)
7
100,000
14,286
Servers
6
100,000
16,667
Storage (Production)
6
85,000
14,167
Storage (Backup)
6
20,000
3,333
Microsoft Licensing
5
155,000
31,000
Software Solutions (NWS,Laserfiche)
10
650,000
65,000
Emergency Vehicle Internet Connectivity
5
20,000
4,000
Emergency Vehicle Laptops
5
315,000
63,000
Fire Records Management
10
30,000
3,000
Building Surveillance 2016
10
70,000
7,000
Electronic Ticketing 2017
7
40,000
5,714
Contribution Calculation
Annual Projected Contribution
272,167
5 Year Projected Total
1,360,833
Capital Technology Balance
0
Calculated Annual Contribution
272,167
5 Year IT Budget
Staff developed a 5 year IT budget to show how the reserve will impact the budget long term.
Staff estimated the costs of our current infrastructure and contracts moving forward as the
baseline and then met with each department to determine if there were any new projects that
required budgeting in the out years of the plan. A 3% escalator was used in cases where contracts
expired during the 5 year period. The numbers included in the 5 year IT budget are estimates at
this time and will be more clearly refined when contracts come due and the final budget is
developed for 2017 and beyond. This plan will be refined on an annual basis through the budget
process.
The chart at the top of page 3 shows the 5 year IT budget and the impact of the capital reserve on
the budget.
Page 2 of 3
Packet Pg. 7
2.C.a
Though the budget jumps in FY 2017, largely due to the capital reserve addition, it is important
to note that due to the capital reserve amounts the IT budget remains relatively flat in the out
years. As noted above, because the Village is creating a capital reserve for technology, the
spikes in the budget for major capital replacement will not occur as often. Additionally, with the
reserve the Village will have funds available to make emergency replacements when these occur
without dipping into the General Fund reserves. A good example of this was in 2015 when the
entire wireless system went down throughout Village facilities and an emergency replacement
was required.
As with all of the Village's capital reserves, the amount put away in the reserve is subject to
availability of funds. However, the capital reserve amount listed in the 5 year IT budget will be
the starting point in the budget process used by staff moving forward.
Next Steps and Consortium IT Plan
All members of the Consortium are going through a similar planning process over the next six
months for their internal IT needs. After each member community has their plan complete, the
Consortium will then create a plan for Consortium wide projects. With a completed plan for each
community, the Consortium will be able to see what projects make sense and when depending on
when contracts expire and large purchases need to be made.
I will be available at the meeting for questions and comments regarding the information
provided.
Page 3 of 3
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2.D
Information Item : Buffalo Creek Watershed -Based Plan
Presentation
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff requests direction.
Jeff Weiss and Marcy Knysz from the Buffalo Creek Clean Water Partnership will present a brief overview
of their Buffalo Creek Draft Watershed -Based Plan.
The executive summary is attached to this agenda item. The complete plan can be found at
https://www.lakecountyil.gov/2378/Buffalo-Creek
ATTACHMENTS:
• 6-6-16 Board Memo - Buffalo Creek Plan (DOCX)
• Executive Summary (PDF) (PDF)
Trustee Liaison
Weidenfeld
Monday, June 6, 2016
Staff Contact
Brett Robinson, Finance
Updated: 6/2/2016 3:18 PM A
Page 1
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2.D.a
VILLAGE OF
BUFFALO 101j,"
DATE: May 31, 2016
TO: President Beverly Sussman and Trustees
FROM: Brett Robinson, Purchasing Manager
Darren Monico, Village Engineer
Mike Reynolds, Public Works Director
Chris Stilling, Community Development Director
SUBJECT: Buffalo Creek Watershed -Based Plan
BACKGROUND
is
At the June 6, 2016 Committee of the Whole meeting, Jeff Weiss, a member of the Buffalo
Creek Clean Water Partnership (BCCWP), will present the Buffalo Creek Watershed -Based
Plan. Mr. Weiss has expressed a desire that the Village Board consider adopting the plan via
resolution.
The BCCWP began developing the plan in partnership with the Lake County Stormwater
Management Commission (SMC) in April of 2012 with the finalized Watershed -Based plan
adopted by the SMC on April 7, 2016.
From the plan:
"The purpose of this effort was to come up with a plan to restore watershed lakes, streams, and
wetlands to a healthy condition while reducing the impacts of water pollution on watershed
residents, and providing opportunities for watershed stakeholders to have a significant role in
the process. "
Both the plan and executive summary are attached.
RECOMMENDATION
Similar to the sustainability plan recently presented to the Village Board, staff is supportive of
the plan and recommends using the plan as a reference rather than as a policy document. The
merit of the projects listed in chapter 6 of the plan should be considered on their own and within
the context of funds available in Village's capital/street program.
Packet Pg. 10
find inside this
Summary
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a Challenges a Threats �i,�,?£y"�,q� �'+.s. � n
5 Green InfrastructureCL
6. Action Recommendations
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7. Get Involved
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Source: Arkansas Watershed Advisory Group
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Introduction"°'°°
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Each of us lives, works, and plays in a°
watershed. A watershed is the area of
land drained by a river/stream system or
a body of water. As simple as the
definition sounds, a watershed is actual)
a complex interaction between ground,
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climate, water,vegetation
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oday's developed wate sheds, other I n
,
elements such as sewage, agricultural
drainage, impervious surfaces (such as
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streets, parking lots, buildings),
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stormwater and erosion are can have
detrimental effects on the health of a
watershed. Buffalo Creek is a tributary of
,the Des Plaines River, .located in Lake
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and Cook counties (see map, right).
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Lek Watershed is approximately 11 miles long and 2.5 miles wide with a total'
of 26.8 square miles. The general orientation of :the watershed slopes frorr
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utheast. Two tributaries, the North Branch and the South Branch, join tog
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Alert- Lake to form the main channel of Buffalo Creek in the northwest porti
w of
to Creek enters the Buffalo Creek Reservoir at the Long Grove/Buffa1j
a le
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th oif`"Checker Road. Another tributary named Tributary A o'rtginates' in ft ,,
E ;r
ounty Forest Preserve and enters the Buffalo Creek' --Reservoir` ftorn�/the
i
xits the Buffalo Creek Reservoir via a spillway located 'at th ' southw sf eo n
a af''
tom° Road- and Checker Road. %1
reek, crosses into Cook County,two more tributaries feed, tI%6 rre'�i "' �
Z" ,
e,�nters ,from the north ,while White Pine Ditch joins frorn- the Southwest
Jrh yy,, %
�he, Village of Buffalo Grove. When B'uffelo Creek passU«�de�
t
r„ , �/ �„�ti
k,01�%,�m theviliage of Wheeling, "it becomes the Uheel°igain e
r ' bitch , flows ,/ outheast until it reaches Wolf F�oad It we
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Jn the 19902 aorows to;the, Des Plaines River.
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i/ ';zi ,,,/a it%/%� ,nr,,, z,,„ e ,s, ,. / ,,,,,,/G'/r,✓ 1%//%j �, : 1 i k/r„,r!//r, i�%nor,
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PURPOSE
2.D.b
The first step toward improved water quality in the Buffalo Creek Watershed is the developme ' )f
a Watershed -Based Plan. Watershed planning requires collaboration between local stakeholde o
appropriately sustain and manage water resources. Watershed plans are a compreher e
approach to environmental protection that relies on science, policy and public involvement. R< �r
than focusing on single issues, watershed plans address multiple water quality issues under e
program, thus taking a holistic approach of water resource management.
The goal of this effort was to come up with a plan to restore watershed lakes, streams,
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wetlands to a healthy condition while reducing the impacts of water pollution on water
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residents. This process provided opportunities for watershed stakeholders to have a significant
e
in the process. A significant outcome of this planning effort and implementation of the plan c
a g
forward is to return the stream segments and watershed lakes that are presently lister
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"impaired" on the Illinois 303(d) list of impaired waters to conditions that fully support
it
designated uses.
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In 2012, the Buffalo Creek Clean Water Partnership (BCCWP) applied for and received fur
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from the Illinois Environmental Protection Agency through Section 319 of the Clean Water A
s o
undergo a volunteer planning effort to produce a comprehensive "Watershed -Based Plan" fo
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Buffalo Creek watershed. Projects identified in this plan become eligible for state and fel
31
grants. All recommendations in this plan are for guidance only and not required by any fec
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state, or local agency.
The primary jurisdictions in the watershed include the municipalities of Wheeling, Buffalo Gi
° ),
Long Grove, Kildeer, Palatine, Deer Park, Lake Zurich, Arlington Heights and Prospect He
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(see map, below).
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Legend
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Watershed Boundary Municipality
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Streets"';;;;;;< Arlington Hai
— Major Roads Buffalo Grov
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Watershedl I tl
Freeway Deer Park
Open Water Kildeer
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Streanrs & Tributaries a Lake Zurich
—
Stormwater Diversion Channel Long Grove
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Township Boundary Ijf�fMAIN. Palatine
Illinois Nature Preserve Prospect Hei
"Orm CrookWheeling
'
Municipal Park Boundaries uu����uuuQ7
Forest Preserve
3
Illinois Natural Areas Vnventory
Packet Pg. 13
2.D.b
was converted to agricultural practices,
followed by residential and commercial
land uses.
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m,
tagricunurai, private pumic open space, wettana', a,",
water) comprises 3,026 acres or 17% of e
watershed. Total developed land, including reside Il,
commercial/retail/mixed use, government, instituti II,
industrial, office and research parks, transports a i,
and utilities accounts for 14,359 acres or 83% o e
watershed. a
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ca
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Current 6
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Legend ///'!j '' C
Q Watershed Boundary Government/Institutional E
Streets Industrial E
— Major Roads M Open Space - Conservation
Freeway %%%%/ Open Space - Golf Course % j >
---- Streams & Tributaries Open Space - Park },
Stormwater Diversion Channel Open Water v
Land Use Ulf1)JJJJJJ Residential - Multi -Family
Agriculture - Equestrian Residential - SingIe Family W
Agriculture - Green house/NUrsery Transportation
Agriculture - Row Crap Utilities
!� Cenle� M te Vacant Land
I010101010101010101010101� Commercial/Retail � � �,� Wetland
i
Packet Pg. 14
Vision Statemen 2.D.b
11 l II h Quallity Natuirall Aireas 1\Aa1p Buffalo Creek will be a sustainable w
success story with reduced erosion, improved water
quality, thriving wildlife, decreased flooding and
beauty of native vegetation. This will be
Harm c accomplished through collaborative and inclusi
For "" community and agency partnerships.
WQty tip. m ii
004
� t a O
&"r'h 4lq 4r
orest
i
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/ 1..�� e
Ow M
woodl old
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Legend
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Watershed Boundary Illinois Nature Preserve U
Streets Illinois Natural Areas Inventory G
%% "/ �°
Major Roads ��j Forest Preserve � �
— Freeway ADID Wetlands (Lake County only) m
Open Water go High Biological Value ap
Streams & Tributaries High Hydrological Value Ln
u7
Stormwater Diversion Channel = Both High Biological and Hydrological Value
LL
WATERSHED PLAN GOALS a
2-11
/„COAL #1 WATER Qrove and protect � � � >;physical, biolo i�al, nd chemical f7' � ),
��<<`
Impairmentint sourceen# eland de �� nd mana
r f f
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f„ �,��l'
GREEN INFRASTRUCTURE & YOUR BACKYA
A Green Infrastructure Network is a connected system of natural areas and other open space +hat
conserves natural ecosystem values and functions, sustains clean air and water, and provid a
wide array of benefits to wildlife and people. The network is made up of hubs and linking corril 3.
Hubs generally consist of the largest and least fragmented areas such as Deer Grove F 3t
Preserve, Buffalo Creek Reservoir, large agricultural area � courses. Corn
generally formed by smaller private residential„a,�y��
,o 0 �..
,
rl
LINK
HUBS
Source: Chicago Wilderness Green Infrastructure
Vision June 2012
If a portion of a stream runs through your backyard, here are some tips
to help property manage your piece of the green infrastructure network:
1. MAINAGIER IIF- I JR"'i"' III II,,,,, III "IIEE IR USIE
Avoid over fertilizing lawns adjacent to streams and only use
phosphorus when soil testing shows that it is necessary.
. INO I[) U I Il:111 I
Avoid dumping yard waste and clear heavy debris jams.
. REMOVIE I .,dNTIII IIEESPIE::011ES
Identify and remove plants that are not native to the area (see photo
guide, right).
. Il:)11,,,, I T INXI IVIE VIEGIE::"'i"' TIII N
Deep rooted, native plants adapted to the Midwest climate can help
control erosion by stabilizing banks.
. I "ru RAII s"rREAMS
Work with experts to restore degraded streams.
For more information, check out the Lake County Stormwater
Management Commission's booklet, "Riparian Area Management: A
Citizen's Guide," at www.lakecountyil.gov/stormwater.
Any property owner can improve green infrastructure. Create a safe
place for wildlife by providing a few simple things such as food, water,
cover, and a place for wildlife to raise their young. The National Wildlife
Federation's Certified Wildlife Habitat® and the Conservation
Foundation's Conservation@Home programs can help you get started.
Golf courses can become certified through the Audubon Cooperative
Sanctuary Program.
2.D.b
Creating a rain garden (see photo, above), or a small vegetated
depression, to capture water is another way of promoting infiltration
while beautifying Your yard and providing additional habitat.
0
Disconnecting your roof downspouts and capturing that runoff in rain
barrels (see photo, above)not only reduces the amount of runoff entering
but also serves as a great source of water for irrigating your
sttredams,
packet
Pg.17
GET INVOLVED
2.D.b
Watershed planning and implementation is a voluntary effort. Active watershed
stakeholders are needed to put this watershed plan into action. Buffalo Creek Clean Water
Partnership is in place to support plan implementation and future planning efforts. Contact
the Buffalo Creek Clean Water Partnership to learn how you can help. The Buffalo Creek
Watershed -Based Plan can be downloaded at: www.buffalocreekcleanwater.org.
How can YOU help Buffalo Creek?
Residents & Businesses
❑ Reduce fertilizer use on lawns and only use phosphorus based on soil testing results.
❑ Use less salt on driveways, parking lots, and sidewalks during winter months.
❑ Use native landscaping to decrease watering needs and maintenance.
❑ Install rain gardens and use rain barrels to reduce stormwater runoff.
❑ Manage your backyard as part of the green infrastructure network.
❑ Attend meetings with decision makers to express concerns about the watershed.
❑ Build a sense of community in your neighborhood around Buffalo Creek and the
watershed.
❑ Attend watershed education events.
Municipalities & Townships
❑ Adopt the Buffalo Creek Watershed -Based Plan
been developed.
❑ Incorporate watershed plan goals and recom
plans, zoning overlays, codes, a.nd ,ordinancE
❑ Build "demonstration projects, or la
near public facilities.
❑ Distribute materials to help residents m
Forest Preserve Districts
❑ Control non-native/invasive species an
inform the public that a plan has
local comprehensive
water quality & public education projects,
e streams in their backyards.
place with native vegetation.
❑ Look for opportunities to acquire green infrastructure protection areas.
ca n " ck"anw ate[
ru�n wateu,
Shaping the Future Partnership
41A.
For more information contact:
Buffalo Creek Clean Water Partners[
www.buffalocreekcleanwater.org
Executive Summary & Plan produced
Cardno
www.cardno.com
All photos by Cardno unless otherwise note
a
This plan was prepared using United States Environmental Protection Agency funds under S
Clean Water Act distributed through the Illinois Environmental Protection Agency. The findings I Packet Pg. 18
herein are not necessarily those of the funding agencies.