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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 Packet Pg. 2 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. Page 1 of 1 Packet Pg. 3 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 Packet Pg. 4 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 Packet Pg. 5 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. Page 1 of 3 Packet Pg. 6 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 Packet Pg. 8 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 Packet Pg. 9 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 Rainfall e x,� P kkC�iB���CJaa W rpose and Goals y� st, Present & Future ��, a, ,"�n NEW 7`���� a Challenges a Threats �i,�,?£y"�,q� �'+.s. � n 5 Green InfrastructureCL 6. Action Recommendations l ! 7. Get Involved a Source: Arkansas Watershed Advisory Group � Introduction"°'°° d m . _v ........... .......... 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, ��� ��'/� U climate, water,vegetation p oday's developed wate sheds, other I n , elements such as sewage, agricultural drainage, impervious surfaces (such as h '° 00 LO streets, parking lots, buildings), -- 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 E and Cook counties (see map, right). '&'hn S g A16 Cr"k vsA40114d MO Gn V1.4h_b tt' 69t40 O LAM C, ,,.M.. ,aWw o nk N@Y1.¢,pp uRu41P 6wamufw dlraiuMy ,X kna ;,gwkrtt0181ieV9rdi _..e�..._,,�wraeG�_...........- E N 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 ie utheast. Two tributaries, the North Branch and the South Branch, join tog x ;r 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 ��. 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 Packet Pg. 12 Jn the 19902 aorows to;the, Des Plaines River. Atk J i/ ';zi ,,,/a it%/%� ,nr,,, z,,„ e ,s, ,. / ,,,,,,/G'/r,✓ 1%//%j �, : 1 i k/r„,r!//r, i�%nor, t''!',l"Y 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, 2 d wetlands to a healthy condition while reducing the impacts of water pollution on water = d 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 is "impaired" on the Illinois 303(d) list of impaired waters to conditions that fully support it designated uses. N In 2012, the Buffalo Creek Clean Water Partnership (BCCWP) applied for and received fur t4 g 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 e 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 -lid 11, 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 0 :s (see map, below). 00 Legend 00 Watershed Boundary Municipality N Streets"';;;;;;< Arlington Hai — Major Roads Buffalo Grov �. Watershedl I tl Freeway Deer Park Open Water Kildeer LL d Streanrs & Tributaries a Lake Zurich — Stormwater Diversion Channel Long Grove � 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. r 4,% 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 d ca Oa Current 6 s a � d ri+� /i V r� 0. p } 00 Ln ,� „*x 4 LL / I U CL 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 I� r� a / 1..�� e Ow M woodl old rW"0d4406 d Legend i 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 x LU �® t 'J / / 1 / SIte� vel st rani fa"/Q anrl° i1r ilc 1" Q Packet Pg. 15 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.