2016-07-18 - Village Board Regular Meeting - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
2. Approval of Minutes
A. Village Board - Regular Meeting - Jun 20, 2016 7:30 PM
B. Village Board - Committee of the Whole - Jul 11, 2016 7:30 PM
3. Approval of Warrant
A. Approval of Warrant #1265 (Trustee Johnson)
4. Village President's Report
5. Village Manager's Report
6. Special Business
7. Reports from Trustees
8. Consent Agenda
All items listed on the Consent Agenda, which are available in this room this evening, are
considered to be routine by the Village Board and will be enacted by one motion. There will be
no separate discussion of these items unless a Board member or citizen so requests, in which
event, the item will be removed from the General Order of Business and considered after all other
items of business on the Regular Agenda under New Business. (Attached).
A. Fire Stations Diesel Exhaust Retrofit (Trustee Trilling)
SUMMARY: Due to the proprietary nature of the equipment staff recommends a waiver of
bids and authorization to purchase magnetic exhaust disconnection equipment and
installation services from Hasting Air Energy Control in an amount not to exceed
$28,396.33.
B. 0-2016-38 An Ordinance Amending Title 18 of the Village of Buffalo Grove Municipal
Code (Trustee Trilling)
SUMMARY: The attached ordinance clarifies two items that were intended to be in the
streamlined Development Ordinance Amendment the Village Board approved in March.
C. 0-2016-39 An Ordinance Amending Chapter BG-15, Size, Weight and Load, of the
Village of Buffalo Grove Municipal Code (Trustee Trilling)
SUMMARY: This ordinance streamlines and updates the size, weight, and load
provisions in the Buffalo Grove Municipal Code to be consistent with best practices.
D. Approve Change Order Chadwick Contracting Company (Trustee Stein)
SUMMARY: On May 5th, the Board authorized $105,969.00 in Bike Path and Parking Lot
Repairs to Chadwick Contracting Company. Staff recommends approval of a $17,554.33
change order. 90% of the costs associated with the change order will be paid by the
Park District for requested bike path improvements.
E. Computer Purchase through GovITC (Trustee Weidenfeld)
SUMMARY: Staff recommends the Village waive the formal bid process and purchase 41
replacement computers through the GovITC at a price not to exceed $24,579.62.
9. Ordinances and Resolutions
10. Unfinished Business
11. New Business
A. Authorization to Negotiate with Reliable Property Services (Trustee Johnson)
B. Intergovernmental Risk Management Agency Withdrawal (Trustee Berman)
C. R-2016-19 Resolution Authorizing the Village Manager to Negotiate with Risk
Management and Insurance Companies for Insurance Services (Trustee Berman)
12. Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
13. 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
MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF
BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD,
BUFFALO GROVE, ILLINOIS ON MONDAY, JUNE 20, 2016
CALL TO ORDER
President Sussman called the meeting to order at 7:30 P.M.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Stein,
Ottenheimer, Weidenfeld, and Johnson.
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Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jeff Stein, Assistant
Village Attorney; Deputy Village Manager Jennifer Maltas; Scott Anderson, Director of Finance; Art
Malinowski, Human Resource Director; Christopher Stilling, Director of Community Development; Nicole
Woods, Village Planner; Evan Michel, Management Analyst; Brett Robinson, Director of Purchasing; _0
Brian Sheehan, Building Commissioner; Mike Reynolds, Director of Public Works; Darren Monico, >
Village Engineer; Police Chief Casstevens; Deputy Chief Szos; Fire Chief Baker. a
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APPROVAL OF MINUTES Q
Moved by Johnson, seconded by Stein, to approve the minutes of the May 16, 2016 Regular Meeting.
Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
Moved by Ottenheimer, seconded by Weidenfeld, to approve the minutes of the June 6, 2016 Committee of
the Whole Meeting. Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
Moved by Stein, seconded by Weidenfeld, to approve the minutes of the June 13, 2016 Special Meeting.
Upon roll call, Trustees voted as follows:
AYES: 5 — Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
ABSTAIN: 1 — Berman
Motion declared carried.
WARRANT #1264
Mr. Anderson read Warrant #1264. Moved by Trilling, seconded by Ottenheimer, to approve Warrant
#1264 in the amount of $4,410,011.07, authorizing payment of bills listed. Upon roll call, Trustees voted
as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
VILLAGE PRESIDENT'S REPORT
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2.A
Dr. Robert Hudson and Mrs. Charlene Chausis of Aptakisic-Tripp CCSD 102 shared some history and
highlights from the B.A.S.I.C. Public Service Announcements, which addresses the areas of bullying,
alcohol and drug education, social networking, internet safety, and cell phone and text usage.
President Sussman read a Proclamation Supporting the Redefining Ready Campaign, declaring that the
Village of Buffalo Grove supports the framework of multiple readiness indicators proposed in the
Redefining Ready campaign to more accurately assess students' readiness to succeed in college, career and
life. President Sussman then presented the Proclamation to the president of the School District 214 School
Board, who spoke thanking the Board for their support.
President Sussman read a Proclamation Commending Roman Mazur for Years of Dedicated Service to
the Promotion of the Arts in Buffalo Grove and recognized Roman Mazur's contributions to the cultural
enrichment of Buffalo Grove. President Sussman presented the Proclamation to Mr. Mazur, who then y
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thanked the Board for the recognition. 3
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President Sussman read a Proclamation recognizing June as Alzheimer's and Brain Awareness Month,
after which she presented the Proclamation to representatives of the Alzheimer's organization. 0
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President Sussman appointed Amy Au to the Planning & Zoning Commission. Moved by Johnson, o
seconded by Ottenheimer, to concur with President Sussman's appointment. Upon roll call, Trustees voted a
as follows: Q
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
President Sussman recently attended a program entitled Celebrating Partnerships where outstanding
volunteers were honored. Ernie Karge and Stuart Kanowitz were honored at this event, and President
Sussman congratulated them on their achievements.
RESOLUTION NO. 2016-17 — DR. THERESA DUNKIN
Mr. Bragg read the proposed resolution congratulating Dr. Theresa Dunkin on her retirement as
Superintendent of District 102.
Moved by Trilling, seconded by Berman, to pass Resolution No. 2016-17, congratulating Dr. Theresa
Dunkin on her retirement as Superintendent of District 102.
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenteld, Johnson
NAYS: 0 — None
Motion declared carried.
Dr. Dunkin thanked the Board and the Village for this honor and for the wonderful spirit of cooperation and
partnership that she has had with the Village of Buffalo Grove.
VILLAGE MANAGER'S REPORT
Chief Casstevens presented a brief history of the Buffalo Grove Police Department Canine Unit, after
which he introduced our newest officer, Hogyn. Chief Casstevens then swore in Hogyn as the Buffalo
Grove Canine Officer. Officer Hogyn was then presented with his badge and congratulated by the audience
and the Board. Officer Hogyn's partner, Officer Baron, thanked the Board for their continued support of
the canine program.
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Mr. Bragg presented an update on the proposed flight departure changes at Chicago Executive Airport,
and noted that a meeting is set up for this week to discuss the possible impact of these changes on Buffalo
Grove.
Rob Sherman, 778 Stonebridge, stated the concerns that he has regarding the proposed changes and how he
believes they are detrimental to the Village of Buffalo Grove.
PUBLIC HEARING — 20914 & 20926 N. MILWLAUKEE
President Sussman called the Public Hearing regarding the Annexation Agreement for 20914 & 20926 N.
Milwaukee Avenue to order at 8:13 P.M.
Roll call indicated the following present: President Sussman, Trustees Berman, Trilling, Stein,
Ottenheimer, Weidenfeld and Johnson.
President Sussman read the Purpose of Public Hearing. Notice of Public Hearing was published in the
Daily Herald on May 26, 2016.
Mr. Stilling reviewed the proposed annexation, details of which are contained in the Village Board Meeting
Agenda Item Overview, as well as his memo to the Board of June 17, 2016.
Steven Elrod, Holland & Knight, counsel representing the developer, was sworn in to give testimony, after
which he provided a brief background on the project. Mr. Elrod commended Mr. Raysa and Mr. Stilling
for their work on this issue and noted that they are tremendous assets to the Village. Mr. Elrod stated that
the version of the Annexation Agreement before the Board tonight is acceptable to the developer.
Jeff Silverman, MJR, owner/developer of the property, was sworn in to give testimony, after which he
further elaborated on the proposed project.
Mr. Elrod confirmed that they are prepared to deliver the cross access easement, and they are in hopes that
the Village will use its good offices to help that become a reality.
At 8:20 P.M., President Sussman continued the Public Hearing until later on in the meeting.
TRUSTEE REPORTS
Trustee Johnson presented a background on the Textile Arts Competition, after which she announced the
winners of the competition, Lynne Schneider, Valerie Koppenhaver, Judy Yublosky and Anne O'Donnell.
The winners were present and presented with a certificate as they were congratulated by the audience and
the Board.
Trustee Johnson announced the 2016 Landscaping Contest, and noted that the deadline has been extended
until June 30, 2016.
Trustee Johnson announced that Buffalo Grove Symphonic Band will be presenting several concerts over
the summer.
Trustee Johnson announced that Culver's had a grand re -opening today, and noted that Culver's owner, as
well as representatives from the corporate office, complimented the Village of Buffalo Grove staff for
working so quickly and easily to complete this renovation.
Trustee Ottenheimer noted that the Buffalo Grove Action Team Green Fair will be taking place on
Sunday, June 26, 2016 in conjunction with the Farmer's Market.
Trustee Stein announced the Farmer's Market began on June 12, 2016 and urged residents to attend.
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CONSENT AGENDA
President Sussman explained the Consent Agenda, stating that any member of the audience or the Board
could request that an item be removed for full discussion. The Village Clerk read a brief synopsis of each
of the items on the Consent Agenda.
Harassment Awareness Traininu
Motion to authorize staff to seek proposals for Harassment Awareness Training.
Sole Source Pavement
Motion to authorize bid waiver for Sole Source Pavement Rejuvenation Services.
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Adiudication Software
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Motion to authorize bid waiver and negotiation with adjudication software vendors.
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Tile Flooring Replacements >
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Motion to award bid for Tile Flooring Replacements. a
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Motion to authorize execution of a contract for ambulance and fire billing.
Motion to award bid for landscaping.
Ambulance and Fire Billing 2
Landscaping
Resolution No. 2016-18 — Buffalo Creek Watershed
Motion to pass Resolution No. 2016-18, supporting the Buffalo Creek Watershed -Based Plan.
Moved by Ottenheimer, seconded by Berman, to approve the Consent Agenda. Upon roll call, Trustees
voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
ORDINANCE NO.2016-34 — ANNEXATION AGREEMENT
Moved by Weidenfeld, seconded by Berman, to pass Ordinance No. 2016-34, approving an Annexation
Agreement for 20914 & 20926 N. Milwaukee Avenue, in accordance with materials contained in Board
packets.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in the Village Board Meeting
Agenda Item Overview that he prepared, as well as his memo to the Board of June 17, 2016, after which he
answered questions from the Board; he confirmed that the draft Annexation Agreement dated 6/15/2016 is
the document that has received approval from both parties.
Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
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Motion declared carried.
Moved by Weidenfeld, seconded by Berman, to close the Public Hearing. Upon roll call, Trustees voted as
follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
President Sussman closed the Public Hearing at 8:35 P.M.
ORDINANCE NO. 2016-35 — ANNEXATION
Moved by Weidenfeld, seconded by Johnson, to pass Ordinance No. 2016-35, annexing 29014 & 20926 N.
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Milwaukee Avenue, in accordance with the agreement previously approved. Upon roll call, Trustees voted
as follows on the motion:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson _0
NAYS: 0 — None >
Motion declared carried.
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ORDINANCE NO. 2016-36 — REZONING Q
Moved by Weidenfeld, seconded by Johnson, to pass Ordinance No. 2016-36, approving a Rezoning to
B-3 for the property at 20914 & 20926 N. Milwaukee Avenue. Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
ORDINANCE NO. 2016-37 — WOODMAN'S
Moved by Ottenheimer, seconded by Berman, to pass Ordinance No. 2016-37, approving a Development
Agreement with Woodman's Food Markets, Inc.
Mr. Bragg extended appreciation to Mr. Stilling, Mr. Stein and the Woodman's team for the hours devoted
to this project and the professionalism displayed by all parties.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the Board of
June 16, 2016.
Bret Backus, Vice President at Woodman's, shared information about Woodman's and what makes them
unique, as well as their excitement at becoming a part of the Buffalo Grove community. Mr. Backus then
answered questions from the Board.
Mr. Bragg clarified that the agreement before the Board is subject to final approval by Mr. Raysa as well as
the attorney for Woodman's.
Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
WOODMAN'S DEVELOPMENT
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2.A
Moved by Berman, seconded by Ottenheimer, to refer the Woodman's Development to the Planning &
Zoning Commission for review. Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
20914 & 20926 N. MILWAUKEE AVENUE
Moved by Stein, seconded by Weidenfeld, to approve the Development Improvement Agreement for 20914
& 20926 N. Milwaukee Avenue, in accordance with materials contained in Board packets.
Mr. Monico noted that staff recommends approval of the Development Improvement Agreement.
Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
2016 STREET IMPROVEMENT PROJECT
Moved by Stein, seconded by Weidenfeld, to award bid for 2016 street improvement Project Phase III, in
accordance with information contained in Board packets.
Mr. Bragg reviewed the proposed bid award, after which he answered questions from the Board,
Upon roll call, Trustees voted as follows:
AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson
NAYS: 0 — None
Motion declared carried.
QUESTIONS FROM THE AUDIENCE
President Sussman reviewed the parameters to be followed by speakers, and asked if there were any
questions from the audience on items not on tonight's agenda; there were no such questions.
ADJOURNMENT
Moved by Berman, seconded by Weidenfeld, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The meeting was adjourned at 9:15 P.M.
Janet M. Siiabian, Village Clerk
APPROVED BY ME THIS 18`" DAY OF July , 2016
Village President
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2.B
MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE OF
BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS,
50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, JULY 11, 2016
CALL TO ORDER
President Sussman called the meeting to order at 7:31 P.M. Those present stood and pledged allegiance to the
Flag.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Ottenheimer, _
Weidenfeld and Johnson. Trustee Stein was absent. U)
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Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jennifer Maltas, Deputy
Village Manager; Scott Anderson, Director of Finance; Andrew Brown, Deputy Finance Director; Art
Malinowski, Director of Human Resources; Christopher Stilling, Director of Community Development; Brian _o
Sheehan, Building Commissioner; Mike Reynolds, Director of Public Works; Evan Michel, Management
Analyst; Pete Cahill, Human Resources Management Analyst; Darren Monico, Village Engineer; Geoff o
Tollefson, Director of Golf Operations; Fire Chief Baker; Deputy Police Chief Szos. a
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The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues. s
CAFR AND PAFR
Mr. Brown reviewed the Comprehensive Annual Financial Report (CAFR), which is the Village's Annual
Financial Report, and presents the information in a manner that goes above and beyond the requirements of
generally accepted accounting principles. This format provides transparency and full disclosure of the financial
statements for the benefit of the user.
The Popular Annual Financial Report (PAFR) is a summary of the CAFR and is not meant to replace the CAFR.
It is the intention of staff to provide the PAFR as a reader -friendly format targeted at those who want to learn
about the Village and its financial performance, but does not require the user to have an accounting or finance
background to understand the information presented.
AUDIT MANAGEMENT COMMENTS
Mr. Brown reviewed the Audit Management Comments, details of which are contained in his memo to the Board
of July 5, 2016.
SIGN CODE
Mr. Sheehan reviewed future amendments to the Sign Code, details of which are contained in the memo to the
Board from him and Mr. Stilling of July 7, 2016.
FIVE YEAR GENERAL FUND FORECAST
Mr. Anderson reviewed the five-year operating forecast, details of which are contained in the Village Board
Meeting Agenda Item Overview that he prepared, as well as the document itself.
TWENTY YEAR WATER FUND PROFORMA
Mr. Anderson reviewed the twenty-year water fund proforma, details of which are contained in his memo to Mr.
Bragg of July 7, 2016.
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2.B
PROGRAM BASED BUDGET
Staff reviewed the program -based budget, details of which are contained in the memo from Mr. Anderson and
Ms. Maltas to Mr. Bragg of July 7, 2016.
LIABILITY INSURANCE
Staff reviewed the various options for liability insurance.
OUESTIONS FROM THE AUDIENCE
President Sussman reviewed the parameters to be followed by speakers, and asked if there were any questions
from the audience on items not on tonight's agenda. There were no such questions.
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ADJOURNMENT 3
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Moved by Berman, seconded by Ottenheimer, to adjourn the meeting. Upon voice vote, the motion was 2
unanimously declared carried. The meeting was adjourned at 9:15 P.M. 0
APPROVED BY ME THIS 18t" DAY OF July 2016
Village President
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Janet M. Sirabian, Village Clerk S
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3.A
Action Item : Approval of Warrant #1265
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends approval of Warrant #1265 which totals $5,076,701.11
ATTACHMENTS:
• W#1265 Summary (PDF)
Trustee Liaison
Johnson
Monday, July 18, 2016
Staff Contact
Scott Anderson, Finance
Updated: 7/13/2016 3:49 PM
Page 1
Packet Pg. 11
3.A.a
VILLAGE OF BUFFALO GROVE WARRANT #1265
18-Jul-16
General Fund:
640,655.93
Parking Lot Fund:
291.19
Motor Fuel Tax Fund:
673,568.06
Debt Service Fund:
0.00
School & Park Donations
274,543.35
Capital Projects -Facilities:
51,856.68
Capital Projects -Streets:
174,637.04
Health Insurance Fund:
0.00
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Facilities Development Debt Service Fund:
0.00
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Retiree Health Savings (RHS):
0.00
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Water Fund:
1,022,247.39
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Buffalo Grove Golf Fund:
106,655.68
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Arboretum Golf Fund:
160,945.02
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Refuse Service Fund:
0.00
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Information Technology Internal Service Fund:
74,090.86
Central Garage Internal Service Fund:
70,839.44
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Building Maintenance Internal Service Fund:
10,029.53
3,260,360.17
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PAYROLL PERIOD ENDING 06/30/16 897,323.33
PAYROLL PERIOD ENDING 07/14/16 919,017.61
1,816,340.94
TOTAL WARRANT #1265 5,076,701.11
APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, ILLINOIS
Village Clerk
Village President
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8.A
Action Item : Fire Stations Diesel Exhaust Retrofit
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Due to the proprietary nature of the equipment staff recommends a waiver of bids and
authorization to purchase magnetic exhaust disconnection equipment and installation services from
Hasting Air Energy Control in an amount not to exceed $28,396.33.
ATTACHMENTS:
• Memo - Exhaust Retrofit (DOCX)
• Hastings_2016 (PDF)
Trustee Liaison
Trilling
Monday, July 18, 2016
Staff Contact
Mike Baker, Fire
Updated: 7/14/2016 11:14 AM
Page 1
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8.A.a
VILLAGE OF
BUFFALO 101j,"
DATE: July 8, 2016
TO: Dane Bragg
FROM: Brett Robinson, Purchasing Manager
Mike Baker, Fire Chief
SUBJECT: Vehicle Diesel Exhaust Extraction Retrofits
BACKGROUND
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This project will replace the current Plymovent equipment that uses compressed air to fill a
rubber sleeve that grips the exhaust pipe to capture the diesel exhaust. The current equipment is
becoming problematic with increasing maintenance and replacement costs as there are many
mechanical parts (compressors, air lines, rubber boots, etc.) that are reaching the end of their life
expectancy. The Plymovent retrofit replaces the air system with a magnetic collar eliminating the
need for an air compressor, air lines, rubber boots with less overall parts to maintain.
As detailed in the attached letter from Plymovent, Hastings Air Energy Control Inc., is the only
dealer in our area authorized to perform work on the existing Plymovent systems installed at all
three fire stations. Staff was able to get pricing for similar equipment from a different supplier,
however costs were 30% higher.
RECOMMENDATION
Due to the proprietary nature of the existing equipment staff recommends a waiver of bids and
authorization to purchase magnetic exhaust disconnection equipment and installation services
from Hasting Air Energy Control in an amount not to exceed $28,396.33.
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January 1, 2016
To Whom It May Concern,
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The purpose of this letter is to confirm that Hastings Air Energy Control Inc. is the exclusive
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dealer of Plymovent vehicle exhaust extraction systems in the state of Illinois for the zip codes
inclusive of 600-617. As the only Plymovent dealer in this territory, Hastings Air Energy Control
Inc. is in good standing and has the exclusive rights to sell, install and service our vehicle
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exhaust extraction systems.
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For over 35 years, Plymovent has created products that provide a safe and healthy work
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environment. Together with our nationwide dealer network, Plymovent continuously strives to
design and engineer products that meet or exceed our customers' expectations and needs.
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If you have any questions, please do not hesitate to contact me.
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Kindest regards,
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PLYMOVENT CORP.
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Brad Pitzl
President/General Manager
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www.hastitigsair.com
Regionally Serving Illinois I Indiana I Iowa I Kentucky I Michigan I Minnesota I North and South Dakota I Ohio I Wisconsin
Chief Baker
Buffalo Grove Fire Dept. #25
505 West Dundee Road
Buffalo Grove IL 60089
Ship To:
Buffalo Grove Fire Dept. #25
505 West Dundee Road
Buffalo Grove IL 60089
Date: 6/20/2016
Sales Person: Dean Havnen
Quote #: QUO-28885-M6N5Y3
Expires: 8/31/2016
Part #
Description
Qty
DISC-023
Safety disconnect handle for 4" hose on Magnetic Systems
4.00
ADAP-111
Reducer 5" - 3.5" Kit
1.00
GRAB-019
Magnetic Grabber® STIR 5". Includes Magnetic Grabber® Nozzle With 4" Hose Connection, Conical
Tailpipe Connector 5" And Balancer Locking Cable.
4.00
SADL-018
4" 90 deg Saddle
5.00
FX-FF-401
LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE
4.00
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Installation of the magnetic conversion kits performed by Hastings service technician.
1.00
FRT
Freight
1.00
$8,589.50
NOTE: Shipping and Tax are NOT INCLUDED.
I have read the terms page, a single, separate page from the pricing,
and I accept the terms and conditions of this quotation.
Signed
Name:
Terms:
Title:
Prepay - 3% Discount:
Net 30 Days from Shipment
Visa/Mastercard/Discover
Purchase Order #
Thank you for considering Hastings.
Please remit to:
Hastings Air -Energy Control, Inc.
5555 S. Westridge Drive
New Berlin, WI 53151-7900
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F: 800.260.9199 f 262.3640550
www.hastitigsair.com
Regionally Serving Illinois I Indiana I Iowa I Kentucky I Michigan I Minnesota I worth and South Dakota I Ohio I Wisconsin
Chief Baker
Buffalo Grove Fire Dept. #26
109 Deerfield Parkway
Buffalo Grove IL 60089
Ship To:
Buffalo Grove Fire Dept. #26
109 Deerfield Parkway
Buffalo Grove IL 60089
Date: 6/20/2016
Sales Person: Dean Havnen
Quote #: QUO-23822-N4G1D0
Expires: 8/31/2016
Part #
Description
Qty
DISC-023
Safety disconnect handle for 4" hose on Magnetic Systems
6.00
ADAP-126
Tailpipe Adapter Conical 6"
2.00
ADAP-111
Reducer 5" - 3.5" Kit
1.00
GRAB-019
Magnetic Grabber® STIR 5". Includes Magnetic Grabber® Nozzle With 4" Hose Connection, Conical
Tailpipe Connector 5" And Balancer Locking Cable.
4.00
GRAB-023
Magnetic Grabber® SBT 3". Includes Magnetic Grabber® Nozzle With 4" Hose Connection, Conical
Tailpipe Connector 3" And Balancer Locking Cable.
2.00
SADL-018
4" 90 deg Saddle
8.00
FX-FF-401
LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE
6.00
ADAP-134
3.5" conical adapter
2.00
INST-M
Installation of the magnetic conversion kits performed by Hastings service technician.
1.00
FRT
Freight
1.00
$12,950.10
NOTE: Shipping and Tax are NOT INCLUDED.
I have read the terms page, a single, separate page from the pricing,
and I accept the terms and conditions of this quotation.
Signed
Name:
Terms:
Title:
Prepay - 3% Discount:
Net 30 Days from Shipment
Visa/Mastercard/Discover
Purchase Order #
Thank you for considering Hastings.
Please remit to:
Hastings Air -Energy Control, Inc.
5555 S. Westridge Drive
New Berlin, WI 53151-7900
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F: 800.260.9199 / 262.3640550
www.hastitigsair.com
Regionally Serving Illinois I Indiana I Iowa I Kentucky I Michigan I Minnesota I worth and South Dakota I Ohio I Wisconsin
Chief Baker
Buffalo Grove Fire Dept. #27
100 West Halfday Road
Halfday Road Station
Buffalo Grove IL 60089
Ship To:
Buffalo Grove Fire Dept. #27
100 West Halfday Road
Halfday Road Station
Buffalo Grove IL 60089
Date: 6/20/2016
Sales Person: Dean Havnen
Quote #: QUO-28884-FOL1N7
Expires: 8/31/2016
Part #
Description
Qty
DISC-023
Safety disconnect handle for 4" hose on Magnetic Systems
3.00
ADAP-126
Tailpipe Adapter Conical 6"
1.00
ADAP-111
Reducer 5" - 3.5" Kit
1.00
GRAB-019
Magnetic Grabber® STIR 5". Includes Magnetic Grabber® Nozzle With 4" Hose Connection, Conical
Tailpipe Connector 5" And Balancer Locking Cable.
3.00
FX-CWCW-402
FH Grade Hose, yellow/black, 4"x25'
1.00
SADL-018
4" 90 deg Saddle
3.00
FX-FF-401
LOWER HOSE ONLY, 2' LONG 4" DIA. BLACK SPECIALITY HI TEMPERATURE
3.00
INST-M
Installation of the magnetic conversion kits performed by Hastings service technician.
1.00
FRT
Freight
1.00
ADAP-086
Ford F-Series, Vehicle Model F250-F550 Fleet Kit (Angled Louvered Pipe, 3.5" Stop Plate)
1.00
$6,856.73
NOTE: Shipping and Tax are NOT INCLUDED.
I have read the terms page, a single, separate page from the pricing,
and I accept the terms and conditions of this quotation.
Signed
Name:
Terms:
Title:
Prepay - 3% Discount:
Net 30 Days from Shipment
Visa/Mastercard/Discover
Purchase Order #
Thank you for considering Hastings.
Please remit to:
Hastings Air -Energy Control, Inc.
5555 S. Westridge Drive
New Berlin, WI 53151-7900
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Packet Pg. 18
8.B
Ordinance No. 0-2016-38 : An Ordinance Amending Title 18 of the
Village of Buffalo Grove Municipal Code
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The attached ordinance clarifies two items that were intended to be in the streamlined
Development Ordinance Amendment the Village Board approved in March.
ATTACHMENTS:
• Ordinance amending Title 18 (DOCX)
• village code ordinance memo 16-0711 (DOCX)
Trustee Liaison
Trilling
Monday, July 18, 2016
Staff Contact
Darren Monico, Public Works
Updated: 7/14/2016 11:40 AM
Page 1
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8.B.a
07/ 11/2016A
ORDINANCE NO. 2016 -
AN ORDINANCE AMENDING TITLE 18, FLOODPLAIN REGULATIONS OF THE
VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, it is prudent that the Village adopt the latest editions of the Metropolitan
Water Reclamation District of Greater Chicago's Watershed Management Ordinance and the
Lake County Stormwater Management Commission's Watershed Development Ordinance; and
WHEREAS, the Village desires to update its development and floodplain standards.
NOW THEREFORE BE IT ORDAINED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, as follows:
Section 1. The foregoing recitals are hereby adopted and incorporated into and made a
part of this Ordinance as if fully set forth herein.
Section 2. Section 18.04.330, Flood protection elevation (FPE), of the Buffalo Grove
Municipal Code is hereby amended to read as follows:
18.04.330 - Flood protection elevation (FPE).
"Flood protection elevation (FPE)" means the elevation of the base flood or one -hundred -year
frequency floods plus twenty four 44inches of freeboard at any given location in the SFHA.
Section 3. Subsection H. of Section 18.12.100, Construction of the lowest floor below
the base flood elevation (BFE), of the Buffalo Grove Municipal Code is hereby amended to read
as follows:
18.12.100.11.
The basement floor shall be at an elevation that is no more than five feet below the BFE
Section 4. Subsection G. of Section 18.20.010, General, of the Buffalo Grove Municipal
Code is hereby amended to read as follows:
18.20.010.G.
1
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8.B.a
The elevation of the crown of any new street
constructed within or adjacent to the SFHA shall be not less than one foot above the base flood
elevation for the area. The design of such facilities shall be such that the normal direction of
course of drainage or runoff throughout the area is not altered.
Section 5. This Ordinance shall be in full force and effect from and after its passage,
approval and publication.
AYES:
NAYES:
ABSENT:
PASSED: , 2016
APPROVED: 2016
PUBLISHED: .2016
ATTEST:
Janet Sirabian, Village Clerk
0)
APPROVED:
Beverly Sussman, Village President
Packet Pg. 21
8.B.b
VILIAGE OF
TO: DANE BRAGG, VILLAGE MANAGER
FROM: DARREN MONICO, VILLAGE ENGINEER
11
SUBJECT: VILLAGE CODE UPDATES FOR THE DEVELOPMENT ORDINANCE AND STORMWATER
REQUIREMENTS
DATE: J U LY 11, 2016
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
Introduction
As a part of the 2015 strategic plan goals, Staff reviewed and updated sections of the Village Code
specifically the Development Ordinance. Staff is proposing a set of changes to the Village Code to
streamlines processes that are the culmination of these efforts. This was last discussed with the
Committee of the Whole on September 24, 2015 and many of these changes were adopted earlier
this year in March.
Additional Updates
Staff discovered two sections in the floodplain ordinance (Title 18) that were intended to be included
in the March 2016 Development Ordinance updates to bring the Village Code to the same standards
as Cook and Lake County's Stormwater Requirements. This update also includes two sentences that
were discovered to have a missing word (feet of foot) as shown below. The changes are in red.
The updates are as follows:
18.04.330 - Flood protection elevation (FPE).
"Flood protection elevation (FPE)" means the elevation of the base flood or one -hundred -year
frequency floods plus twenty four th4ty inches of freeboard at any given location in the SFHA.
18.12.100 Construction of the lowest floor below the base flood elevation (BFE)
The basement floor shall be at an elevation that is no more than five feet below the BFE.
18.20.010.G - General
The elevation of the crown of any new street
constructed within or adjacent to the SFHA shall be not less than one foot above the base flood
elevation for the area. The design of such facilities shall be such that the normal direction of course
of drainage or runoff throughout the area is not altered.
Packet Pg. 22
8.0
Ordinance No. 0-2016-39 : An Ordinance Amending Chapter BG-15,
Size, Weight and Load, of the Village of Buffalo Grove Municipal
Code
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
SUMMARY: This ordinance streamlines and updates the size, weight, and load provisions in the Buffalo
Grove Municipal Code to be consistent with best practices.
ATTACHMENTS:
• Redlined Ordinance (DOC)
• CHICAGO1-#668931-v1-Ordinance_Amending_Chapter_BG-15_Clean (DOC)
Trustee Liaison
Trilling
Monday, July 18, 2016
Staff Contact
Steven Casstevens, Police
Updated: 7/14/2016 4:14 PM
Page 1
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8.C.a
Underlined = addition
Stfikethfetfgh = deletion
07/06/2016
#668892
ORDINANCE NO. 2016 -
AN ORDINANCE AMENDING CHAPTER BG-15, SIZE, WEIGHT AND LOAD,
OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, the Village Police Department has recommended amendments to Article III,
Overweight and Oversized Vehicle Permits, of Chapter BG-15, Size Weight and Load, of the
Buffalo Grove Municipal Code.
NOW THEREFORE BE IT ORDAINED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES,
ILLINOIS, as follows:
Section 1. The foregoing recitals are hereby adopted and incorporated into and made a
part of this Ordinance as if fully set forth herein.
Section 2. Article III, Overweight and Oversized Vehicle Permits, of Chapter BG-15,
Size, Weight and Load, of the Buffalo Grove Municipal Code is hereby amended to read as
follows:
Article III, Overweight and Oversized Vehicle Permits
BG-15-301 Definitions.
For purposes of this Article, the following definitions apply:
A. One-way or single trip permit: one move from the point of origin to the point of
destination. Any additional stops between the point of origin and the point of
destination are expressly prohibited. Single trip permits are valid for 5
consecutive days from the date of issuance unless otherwise directed by the
Police Department.
B. Round-trip movement: two trips over the same route in opposite directions.
Round-trip permits are valid for 10 consecutive days from the date of issuance.
C. Quarterly permit: a permit issued to a single ttucl!c, truck -tractor power unit, or
piece of special mobile equipment which is valid for unlimited moves for a period
not to exceed thfee no,-t. s n t el� 9i�9 days from the date of issuance.
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8.C.a
D. Annual permit: a permit issued to a single truck, truck -tractor power unit, or piece of
special mobile equipment which is valid for unlimited moves for a period not to
exceed ono -year tlii;a° rere. ^axl d�3fi' dad from the date of issuance.
E. Non -divisible: a vehicle and load will be considered non -divisible when
of : it meets the definitions found. in the Illinois
............................................................................................................................................................................................................................................................................................................................................
elnicle t::"�::a ie a 25 IIIC,C 5, 911....1 8.8.
..........................................................................................................................................................................................................................................................................
Would require more than 8 work hours to dismantle using appropriate
equipment. The applicant has the burden of proof as to the number of work
hours required to dismantle the load.
2. Will compromise or destroy the intended use of the load only. A load
can be either permanently mounted or temporarily secured equipment.
Any parts, fluids, or material necessary to the operation of only the power unit
portion of the vehicle shall be deemed non- divisible.
3. Would prohibit the vehicle from hauling one attachment that is necessary to
the operation of the load. To be considered non -divisible, the attachment
must be securely mounted to the load in the manner it is to be used and not
carried as a separate object on the hauling vehicle. It is the duty of the
applicant to declare such an attachment in the permit application.
F. Police Department: the Village of Buffalo Grove Police Department.
G. Village: the Village of Buffalo Grove.
BG-15-302 Permits.
A. A permit shall be required for the movement of any vehicle or combinations of
vehicles, which is non- divisible or is carrying a load that is non -divisible, while
operating on roadways and bridges within the jurisdiction of the Village which
exceeds the ."O"oWing 4.4s-1 maxHum size and weight, iimit;s descrit)ed in the ➢>Ilin ois
Tehnc;i tl u t......�i2 III t9! i...................i 02 {wn ltlnb, C C il: n ci : l tl..r 1 ip I i am rytlu n.nn�l
1�n i.�:..1 (np:l"ul
1. Maximum gFess weight of mere than 90,000
,
7. Mwicifnuin single axle weight ef ffiefe than 20,000 pounds;
8. bRnv;m,,m t,,,-®,ie axle weightf more than 34,000 pounds-.
B. Exempt from permits are the following:
1. Fire department vehicles;
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8.C.a
2. Those vehicles operating under an emergency declaration;
3. Village owned vehicles engaged in emergency utility repair;
4. Equipment used for snow and ice removal, owned or operated by any
governmental body.
C. Permits shall be issued only in the name of a person, firm, business, or corporation
that owns and operates the transporting vehicle or that operates the vehicle under a
bona fide lease agreement.
D. Permits for vehicles av�;�,u� .._areWth ovefweight and, ofoversize are valid only a
half hour before sunrise until a half hour after sunset, on any day which a permit
issued by the Illinois Department of Transportation is valid.
E. Permits are non -transferable and apply only to the permittee a. id vehicle to wvhac tl...lit
was issued.
..................................................................................
F. The Village may issue revisions to permits for dufe of,,,_(L)r0Yk offihaa orlgan�u
pg�rnit fee .:i the o g ad p�a��ut icew...:was 39
1. To correct an error attributed to the Village( Q,re j; ,io��,,,,fee),;
2. To correct an error attributed to the applicant, discovered before the move.
3. To adjust weights, dimension or routes as issued on the permit, before the move
is made.
G. The permit, when issued, constitutes an agreement between the permittee and the
Village that the move described in the application will take place only as
described. The permittee has the responsibility to report to the Police Department
any inaccuracies or errors on the part of either the Village or the permittee before
starting any move. Undertaking the move is prima facie evidence of acceptance of
the permit as issued and its terms.
H. The routing prescribed in the permit constitutes the sole extent of the authority
granted by the permit for the use of roads within the jurisdiction of the Village, and
any vehicle and/or load found to be off route will be considered off route and without
a permit. Permits shall be in the driver's possession in either or e: ectronlc naat
all times unless otherwise directed by the Police Department and presented upon
demand to any and all police officers for the purpose of inspection.
I. Any vehicle(s) and/or load found to be divisible will render the permit null and void.
The entire gross weight and axles weights of the vehicle(s) with the load are
subject top,a.�.gg size and weight limits prescribed by State statutes. It is the duty of
the applicant to verify the non -divisibility of the vehicle(s) before making application
for the permit. The permit application itself is prima facie evidence that the applicant
confirmed the vehicle(s) and/or loads were non -divisible.
J. If required, arrangements shall be made by the permittee to have the proper utilities
notified, property moved, bridge or highway analysis performed and completed in
advance of any permit movement.
K. All movements under the permit shall be made in accordance with all applicable
federal, State and local laws, ordinances, rules and regulations.
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8.C.a
The Police,_� lhie cat his ,�lesu, ewe rn��t'..nurnu n(l the l is t....,f°uorn time t�t.......tuuuu� l ll�e L,) (.)visions sll.aall not be
nuior ....:res"Iriclivethan those. _Ested......_in the,.. OPER. 993 form issued b:y, tluv ...:1:.1luno is C111partn'ie<nt. of
u�un �nu:tu:�tion g:ar tli.e uu� st cu rrcu"at l��Ls�; cul iuute!f state harunonization i1olicies issti.e l by the
unn�,mncan A.sso� a.flon of Scat and l I:i. �I ... Fri ants c�rtrnti(.�n t:➢itucu�.Os, exce t u�::... � xtri c �ne c,�� se^�...
c ruauin p ovna no �s......shall ;;;�cc(,, , ip uny ever�l)en n uit issued.
L. . Permits are null and void if altered for the purpose of deception. The permits issued under this
Article constitute the grant of a privilege by the Village and may be denied or suspended for such
reasons as the Village may deem rationally related to its governmental interests including, but not
limited to:
1. Apermittee know�figl � pfoavid-ig I a��,doAlu .ably provuties incorrect information in an application for
a permit;
2. A permittee, its agents, or employees operating on a permit which has been altered for
purposes of deception;
3. Non-compliance by permittee, its agars or employees with federal, State, or local ordinances
pertaining to the transport of goods or operation of a vehicle engaged in the transport of
goods;
4. Moving on Village streets without a valid permit as required under this Article.
M.N. All single -trip or round-trip permits are limited to movements on assigned routes
only
N.( All quarterly or annual overweight permits are restricted to the following maximum limitations
and routing:
1. 12 feet in width
2. 13 feet 6 inches in height
3. 115 feet in length
4. May not move across bridges or structures that are posted or listed as such on the Village
truck route map.
5. May not move on a "no -truck" route that is posted or listed as such on the Village truck route
map, without written permission from a member of the Police Department.
6. May not use any Village street as a cut-thru to avoid using a State, County, or Township
highway.
Permits are subject to the requirements set forth in BG-15-303 herein, except that the load may
be interchanged provided none of the above listed maximum weight and size dimensions are
exceeded. Quarterly and annual permits shall list the registration number and state for the
power unit, and vehicle identification number (VIN). The serial number of the power unit, and/or
owner applied number shall also be listed, if applicable. Any violation of these terms will render
the permit null and void, and subject the driver, firm, business, or corporation that owns the
vehicle to weight and dimension laws prescribed by State statutes. The arresting police officer
will immediately confiscate the permit.
Page 4
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8.C.a
BG-15-303 - Applications for Permit.
A. All applications for permits shall be given full consideration. Permits for proposed moves may be
issued:
1. When the Village roadways and bridges will not be unduly damaged; and
2. When the safety of the traveling public will be adequately protected.
B. Applications for a permit to move an oversized and/or overweight vehicle, and/or load, must be
made to the Police Department. The following information shall be included on the permit
application ..:in �-�dd�::ptia)�u t iai�y ii�laear anQ°orrimatdian cilccai��,d uii�, ci,ss in�� tlic. I�oiacc Deparri.rneuiid:
1. Company name.
2. Company address.,......::"ity„ state and z l�...._�°gd.�. c
3. Company crrijfax and telephone numbers.
0
4. M..ake. of hauling vehicle or power unit. 3
i
5. Description of load to be moved
s
6. Maximum dimensions, gross weight, and axle weights of vehicle including load.
7. Roads under the jurisdiction of the Village to be traveled.
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BG-15-304 Police escorts.
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`ivfliarl......op::......f.c ji(..% ......escorts are required . n O
at i e c t i o t] i t e... Pia➢ic is Qe..[ tment. The total number of pfl cc officers necessary to
provide for a safe move shall be determined by the Police Department,
^�* based upon th-
Of *"e fte4Mimove
. Fees for f*„escorts shall be in addition to the permit fees set forth herein
arid. n ➢uded in 1, bid➢in�� inv¢�ii i�ug a nib:.. i okc Lion cal 7Gae�mit tees. B~ L-esc.o t 1 shall provide for 0
a minimum of 2 hours of service calculated by the most current overtime rate established by the Police o
Department.
as
G-15-305 - Indemnification and insurance.
c
aD
The permittee shall assume total liability for any and all damages to streets, bridges, Village s
owned appurtenances and private or public property while engaged in a permit move. The measure
of liability is the cost for all repairs or replacement of property damaged by the permittee. Q
B. The permittee shall indemnify and hold harmless the Village from any costs, judgments or
settlements, including attorney's fees, arising from physical injuries, including loss of life, or
damage to or loss of property related to acts or omissions by permittee, its officers, agents, or
employees pursuant to the permit.
C. Upon application for a permit each applicant shall provide evidence of a valid comprehensive
general liability insurance policy, , for protection
against personal injury or property damage in the minimum anioLint of $1,000,000.00 per
occurrence. The Village shall be listed as an ad litional in�,,Lrr ,dl certificate holder on the policy.
BG-15-306 Suspension and reinstatement.
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8.C.a
A. Suspension of a current permit shall be for the time determined appropriate by the Police
Department; however, reinstatement may be made upon conditions determined by the Village and
payment of all outstanding settlements or judgments.
B. The Chief of Police or designee shall administer and enforce this Article and shall have the authority
to grant, deny, suspend, or reinstate permits. Any applicant or permittee denied a permit or who
has had a permit suspended, upon request, shall be given a hearing before the Chief of Police.
C. No permits shall be issued an applicant or company who has outstanding fees or payments due to
he Village.
BG-15-307 Permit fee schedules.
as
U
A. The Village with respect to highways Colder its jurisdiction shall collect a fee as shown herein from
applicants for the issuance of a permit to operate or move a vehicle or combination of vehicle(s),
and/or loads, which fit the categories shown. Any axle--of-gm weight greater than the maximum p
weights set forth in the fee schedule are subject to special assessment and investigation to
determine appropriate fees.
B. Fee Schedule.
1. The fee schedule for si lriele ��v� a r✓;, u,g 1tub, „aw;uA, ,n; , w,,,,,;�r, , ;;p,�,l,e; ,s, shall be as follows:
a�
fVATT !`a ll Tli/ AVT TC'AXTT TCY ®ITTAn n AT.T TTTAY O
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O
01
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........ ........ ........ ........ ....... ........ ........ ........ ........ ........ ........ a
Page 6
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TANDEM
42-1000
GROSS
$4-9#W-W
ANY SINGLE;
AXLE
49-,OW
wa-lwo
2 AXLE TANDEM
GROSS
&74-.W
...............................................................................
$445,00
..................................................................................
$245-.W
................................................................................
$44,44,04
...................................................................
ANY SINIII Q
AXLE
I A VT C T A
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4+
54-,W0
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.—NDE'M
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2 AXLE TANDEM
GROSS
S44,00
V5-.-oo
$440,00
$64440
44OW
ANY SIN(I-T F
...............................................................................
..................................................................................
................................................................................
...................................................................
AXLE
AXLE TAND-EM
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44-
3
801-NO
2
GROSS
40-.W
$440,00
$22-5-.W
$WJO-. 00
54-,W0
A VV 0 FKTrT U
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...............................................................................
..................................................................................
..................................................................................
AXLE
2 AXLE TANDEM
3 0R 4 A VT F
0
Lol
Page 7
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8.C.a
CINIFIF" 14pllpY
1� KIMU M NUIIU,�BIIFl IlkO➢ AXLES
GROSS
Ur➢pU6 L,E' V'V1111
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ANNUAL
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$J.5:.00
$25.0.00
$85.00
$340.303
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$20D..0 0
$35.00.03
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$403.03...0103
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.................................................................
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8.C.a
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Section 3 If any section, paragraph, clause of provision of this Ordinance shall be held
0
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
c
Section 4. This Ordinance shall be in full force and effect from and after its passage,
approval and publication.
CD
E
s
v
ca
AYES:
a
NAYES:
ABSENT:
PASSED: , 2016
APPROVED: , 2016
11
Packet Pg. 34
8.C.a
PUBLISHED: 12016
ATTEST:
Janet Sirabian, Village Clerk
#668892
12
APPROVED:
Beverly Sussman, Village President
Packet Pg. 35
8.C.b
07/06/2016
#668931
ORDINANCE NO. 2016 -
AN ORDINANCE AMENDING CHAPTER BG-15, SIZE, WEIGHT AND LOAD,
OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, the Village Police Department has recommended amendments to Article
III, Overweight and Oversized Vehicle Permits, of Chapter BG-15, Size Weight and Load, of the
Buffalo Grove Municipal Code.
NOW THEREFORE BE IT ORDAINED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, as follows:
Section 1. The foregoing recitals are hereby adopted and incorporated into and made a
part of this Ordinance as if fully set forth herein.
Section 2. Article III, Overweight and Oversized Vehicle Permits, of Chapter BG-15,
Size, Weight and Load, of the Buffalo Grove Municipal Code is hereby amended to read as
follows:
Article I11, Overweight and Oversized Vehicle Permits
BG-15-301 Definitions.
For purposes of this Article, the following definitions apply:
A. One-way or single trip permit: one move from the point of origin to the point of
destination. Any additional stops between the point of origin and the point of
destination are expressly prohibited. Single trip permits are valid for 5
consecutive days from the date of issuance unless otherwise directed by the
Police Department.
B. Round-trip movement: two trips over the same route in opposite directions.
Round-trip permits are valid for 10 consecutive days from the date of issuance.
C. Quarterly permit: a permit issued to a single ttucl, truck -tractor power unit, or
piece of special mobile equipment which is valid for unlimited moves for a
period not to exceed ninety (90) days from the date of issuance.
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8.C.b
D. Annual permit: a permit issued to a single truck, truck -tractor power unit, or piece
of special mobile equipment which is valid for unlimited moves for a period not
to exceed three -hundred sixty-five (365) days from the date of issuance.
E. Non -divisible: a vehicle and load will be considered non -divisible when it meets
the definitions found in the Illinois Vehicle Code at 625 ILCS 5.0/1-148.8.
1. Would require more than 8 work hours to dismantle using appropriate
equipment. The applicant has the burden of proof as to the number of
work hours required to dismantle the load.
2. Will compromise or destroy the intended use of the load only. A load
can be e i t h e r permanently mounted or temporarily secured equipment.
Any parts, fluids, or material necessary to the operation of only the power
unit portion of the vehicle shall be deemed non- divisible.
3. Would prohibit the vehicle from hauling one attachment that is necessary to
the operation of the load. To be considered non -divisible, the attachment
must be securely mounted to the load in the manner it is to be used and not
carried as a separate object on the hauling vehicle. It is the duty of the
applicant to declare such an attachment in the permit application.
F. Police Department: the Village of Buffalo Grove Police Department.
G. Village: the Village of Buffalo Grove.
BG-15-302 Permits.
A. A permit shall be required for the movement of any vehicle or combinations of
vehicles, which is non- divisible or is carrying a load that is non -divisible, while
operating on roadways and bridges within the jurisdiction of the Village which
exceeds the maximum size and weight limits described in the Illinois Vehicle Code
at 625 ILCS 5.0/15-102 (width), 15-103 (height), 15-107 (length) and 15-111
(weight).
B. Exempt from permits are the following:
1. Fire department vehicles;
2. Those vehicles operating under an emergency declaration;
3. Village owned vehicles engaged in emergency utility repair;
4. Equipment used for snow and ice removal, owned or operated by any
governmental body.
C. Permits shall be issued only in the name of a person, firm, business, or corporation
that owns and operates the transporting vehicle or that operates the vehicle under a
bona fide lease agreement.
D. Permits for vehicles which are oversize are valid only a half hour before sunrise
until a half hour after sunset, on any day which a permit issued by the Illinois
Department of Transportation is valid.
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8.C.b
E. Permits are non -transferable and apply only to the permittee and vehicle to which it
was issued.
F. The Village may issue revisions to permits for a fee of $20 (or 50% of the original
permit fee if the original permit fee was $30 or less):
1. To correct an error attributed to the Village (no revision fee);
2. To correct an error attributed to the applicant, discovered before the move.
3. To adjust weights, dimension or routes as issued on the permit, before the move
is made.
G. The permit, when issued, constitutes an agreement between the permittee and
the Village that the move described in the application will take place only
as described. The permittee has the responsibility to report to the Police
Department any inaccuracies or errors on the part of either the Village or the
permittee before starting any move. Undertaking the move is prima facie evidence
of acceptance of the permit as issued and its terms.
H. The routing prescribed in the permit constitutes the sole extent of the authority
granted by the permit for the use of roads within the jurisdiction of the Village, and
any vehicle and/or load found to be off route will be considered off route and
without a permit. Permits shall be in the driver's possession in either paper or
electronic form at all times unless otherwise directed by the Police Department and
presented upon demand to any and all police officers for the purpose of inspection.
I. Any vehicle(s) and/or load found to be divisible will render the permit null and
void. The entire gross weight and axles weights of the vehicle(s) with the load
are subject to legal size and weight limits prescribed by State statutes. It is the
duty of the applicant to verify the non -divisibility of the vehicle(s) before making
application for the permit. The permit application itself is prima facie evidence that
the applicant confirmed the vehicle(s) and/or loads were non -divisible.
J. If required, arrangements shall be made by the permittee to have the proper
utilities notified, property moved, bridge or highway analysis performed and
completed in advance of any permit movement.
K. All movements under the permit shall be made in accordance with all applicable
federal, State and local laws, ordinances, rules and regulations.
L. The Police Department shall maintain a list of reasonable provisions to accompany
every permit. The Police Chief or his designee may amend t he 1 i s t from time to time.
The provisions shall not be more restrictive than those listed in the OPER 993 form
issued by the Illinois Department of Transportation, or the most current phase of
interstate harmonization policies issued by the American Association of State and
Highway Transportation Officials, except in extreme cases. Permit provisions shall
accompany every permit issued.
M. Permits are null and void if altered for the purpose of deception. The permits issued
under this Article constitute the grant of a privilege by the Village and may be denied
or suspended for such reasons as the Village may deem rationally related to its
governmental interests including, but not limited to:
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8.C.b
1. Apennittee fraudulently provides incorrect information in an application for a
permit;
2. A permittee, its agents, or employees operating on a permit which has been
altered for purposes of deception;
3. Non-compliance by permittee, its agents or employees with federal, State, or
local ordinances pertaining to the transport of goods or operation of a vehicle
engaged in the transport of goods;
4. Moving on Village streets without a valid permit as required under
this Article.
N. All single -trip or round-trip permits are limited to movements on
assigned routes only.
O. All quarterly or annual overweight permits are restricted to the following
maximum limitations and routing:
1. 12 feet in width
2. 13 feet 6 inches in height
3. 115 feet in length
4. May not move across bridges or structures that are posted or listed as such on
the Village truck route map.
5. May not move on a "no -truck" route that is posted or listed as such on the
Village truck route map, without written permission from a member of the Police
Department.
6. May not use any Village street as a cut-thru to avoid using a State, County, or
Township highway.
Permits are subject to the requirements set forth in BG-15-303 herein, except that
the load may be interchanged provided none of the above listed maximum
weight and size dimensions are exceeded. Quarterly and annual permits shall
list the registration number and state for the power unit, and vehicle identification
number (VIN). The serial number of the power unit, and/or owner applied number
shall also be listed, if applicable. Any violation of these terms will render the
permit null and void, and subject the driver, firm, business, or corporation that
owns the vehicle to weight and dimension laws prescribed by State statutes. The
arresting police officer will immediately confiscate the permit.
BG-15-303 Applications for Permit.
A. All applications for permits shall be given full consideration. Permits for proposed
moves may be issued:
1. When the Village roadways and bridges will not be unduly damaged; and
E
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8.C.b
2. When the safety of the traveling public will be adequately protected.
B. Applications for a permit to move an oversized and/or overweight vehicle, and/or
load, must be made to the Police Department. The following information shall be
included on the permit application in addition to any other information deemed
necessary by the Police Department:
1. Company name.
2. Company address, city, state and zip code.
3. Company email, fax and telephone numbers.
4. Make of hauling vehicle or power unit.
5. Description of load to be moved.
6. Maximum dimensions, gross weight, and axle weights of vehicle including load.
7. Roads under the jurisdiction of the Village to be traveled.
BG-15-304 Police escorts.
Civilian or police..... escorts are required at the direction of the Police Department.
The total number of police officers necessary to provide for a safe move shall be
determined by the Police Department. Fees for police escorts shall be in addition to
the permit fees set forth herein and included in the billing, invoicing and collection of
permit fees. Police escort fees shall provide for a minimum of 2 hours of service
calculated by the most current overtime rate established by the Police Department.
BG-15-305 - Indemnification and insurance.
A. The permittee shall assume total liability for any and all damages to streets,
bridges, Village owned appurtenances and private or public property while engaged
in a permit move. The measure of liability is the cost for all repairs or replacement
of property damaged by the permittee.
B. The permittee shall indemnify and hold harmless the Village from any costs,
judgments or settlements, including attorney's fees, arising from physical injuries,
including loss of life, or damage to or loss of property related to acts or omissions
by permittee, its officers, agents, or employees pursuant to the permit.
C. Upon application for a permit each applicant shall provide evidence of a valid
comprehensive general liability insurance policy for protection against personal
injury or property damage in the minimum amount of $1,000,000.00 per occurrence.
The Village shall be listed as an additional insured certificate holder on the policy.
BG-15-306 Suspension and reinstatement.
A. Suspension of a current permit shall be for the time determined appropriate by the
Police Department; however, reinstatement may be made upon conditions
determined by the Village and payment of all outstanding settlements or judgments.
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8.C.b
B. The Chief of Police or designee shall administer and enforce this Article and shall
have the authority to grant, deny, suspend, or reinstate permits. Any applicant or
permittee denied a permit or who has had a permit suspended, upon request, shall
be given a hearing before the Chief of Police.
C. No permits shall be issued an applicant or company who has outstanding fees or
payments due to the Village.
BG-15-307 Permit fee schedules.
A. The Village with respect to highways under its jurisdiction shall collect a fee as
shown herein from applicants for the issuance of a permit to operate or move a
vehicle or combination of vehicle(s), and/or loads, which fit the categories shown.
Any gross weight greater than the maximum weights set forth in the fee schedule are
subject to special assessment and investigation to determine appropriate fees.
B. Fee Schedule.
1. The fee schedule for overweight and oversize vehicles shall be as follows:
CATEGORY
MINIMUM NUMBER OF AXLES
GROSS
SINGLE TRIP
ROUND TRIP
QUARTERLY
ANNUAL
Al
2
48,000
$15.00
$25.00
$85.00
$340.00
A2
2
54,000
$20.00
$35.00
$100.00
$400.00
A3
2
> 54,000
$40.00
$75.00
$150.00
$500.00
A4
3
60,000
$25.00
$45.00
$115.00
$460.00
A5
3
68,000
$30.00
$55.00
$130.00
$520.00
A6
3
72,000
$60.00
$1 15.00
$270.00
$1,080.00
A7
3
80,000
$70.00
$135.00
$285.00
$1,140.00
A8
3
>80,000
$100.00
$195.00
$400.00
$1,500.00
A9
4
72,000
$35.00
$65.00
$145.00
$580.00
A10
4
76,000
$65.00
$110.00
$160.00
$640.00
A11
4
80,000
$80.00
$150.00
$225.00
$900.00
Al2
4
> 80,000
$100.00
$190.00
$350.00
$1,200.00
A13
5
88,000
$45.00
$85.00
$235.00
$940.00
A14
5
100,000
$50.00
$95.00
$250.00
$1,000.00
A15
5
> I10,000
$85.00
$160.00
$320.00
$1,280.00
A16
6
110,000
$45.00
$85.00
$235.00
$940.00
X
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8.C.b
A17
6
120,000
$50.00
$95.00
$250.00
$1,000.00
A18
6
143,000
$60.00
$115.00
$325.00
$1,300.00
A19
6
> 143,000
$100.00
$200.00
$390.00
$1,560.00
A20
7
162,000
$70.00
$135.00
$300.00
$1,200.00
A21
7
> 162,000
$110.00
$220.00
$440.00
$1,760.00
A22
8
187,000
$80.00
$155.00
$310.00
$1,240.00
A23
8
200,000
$100.00
$195.00
$390.00
$1,560.00
A24
8
>200,000
$160.00
$300.00
$600.00
$2,400.00
A25
9+
225,000
$125.00
$240.00
$800.00
$3,200.00
A26
9+
>225,000
$150.00
$300.00
$1,000.00
$4,000.00
2. The fee schedule for oversize vehicles shall be as follows:
CATEGORY
WIDTH
HEIGHT
LENGTH
SINGLE TRIP
ROUND TRIP
QUARTERLY
AN
BI
10,
14'
115'
$15.00
$25.00
$75.00
$3
132
12'
14'
115'
$20.00
$40.00
$120.00
$4
B3
14'
14'
115'
$30.00
$55.00
$165.00
$6
134
18,
16'
135'
$50.00
$95.00
$250.00
$1,1
B5
> 18,
> 16'
> 135'
$100.00
$195.00
$350.00
$1,:
Section 3 If any section, paragraph, clause of provision of this Ordinance shall be held
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
Section 4. This Ordinance shall be in full force and effect from and after its passage,
approval and publication.
AYES:
NAYES:
ABSENT:
PASSED:
2016
Packet Pg. 42
8.C.b
APPROVED: , 2016
PUBLISHED: , 2016
APPROVED:
Beverly Sussman, Village President
ATTEST:
Janet Sirabian, Village Clerk
Packet Pg. 43
8.D
Action Item : Approve Change Order Chadwick Contracting
Company
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval of a $17,554.33 change order in additional quantities to a new contract
amount of $123,532.33.
SUMMARY: On May 5th, the Board authorized $105,969.00 in Bike Path and Parking Lot Repairs to
Chadwick Contracting Company. Staff recommends approval of a $17,554.33 change order. 90% of the
costs associated with the change order will be paid by the Park District for requested bike path
improvements.
ATTACHMENTS:
• Chadwick Change Order #1 bike and parking lot (PDF)
• Bike path and parking lot Bid Tab (PDF)
• CHICAGO1-#669470-v1-Change_Order Determination (DOCX)
Trustee Liaison Staff Contact
Stein Darren Monico, Public Works
Monday, July 18, 2016
Updated: 7/14/2016 11:45 AM Page 1
Packet Pg. 44
VILLAGE OF BUFFALO GROVE
2016 BIKE PATH AND PARKING LOT IMPROVEMENTS
ITEM NO.
1
ITEM
m
Hot -Mix As halt Surface Reoval, Variable De th 0-1 Inch
UNIT
,Y S
QUANTITY
1,278
UNIT PRICE
$4,30
TOTAL
$5.495.40
2
Pavement Removal - 6 Inch
S.Y
124
$19.65
$2„436.60
3
Earth Excavation
C.Y.
35
$28 42
$994.70
4
Aaare iate Base Course, Tvpe B
TON
89
$44.75
$3,982.75
5
Class D Patches, Type IV - 5 Inch
S.Y.
0
$33 44
$0,00
6
7
Class D Patches, Type IV - 3.5 Inch
Hot -Mix As halt Surface Course, Mix "C", N50
S,Y
TON
1,630
194
$22.63
$83,96
$36,886.90
$16,288,24
8
Hot -Mix As halt Binder Course, IL-19,N50
TON
0
$76.85
$0.00
9
10
Concrete Curb & Gutter Removal and Replacement B6:12)
5" PCC Sidewalk Removal & Replacement
LF
S.F,
94
96
$35 52
$18.27
$3.338.88
$1,753,92
ff16"C
Dum ster Pad - New
S.F.
180
$12.18
$2,192.40
table Warnings
S.F.
12
$35.52
$426,24
13
Draina a and Utility Structures to be adjusted
EACH
3
$203 00
$609,00
14
15
Hot A lied Rubberized Crack Sealant
Two Coat Coal Tar Emulsion Sealcoat
LF,
S.F.
6„000
199„350
$0.70
$0,120
$4.200.00
$23 922.00
16
17
18
4" WhiteNellow Painted Stall Lines
Tree Root Prunin with Base Preparation
Topsoil and Seed with Erosion Control Blanket
LT
Each Tree
S,Y
1,010
5
1,185
$0,54
$125.00
$11,220
$545,40
$625,00
$13,295,70
19
Class D Patches, Ty e IV 2 - Inch
S.Y
305
$21 440
$6,539,20
TOTAL COST ESTIMATE
$123,532,33
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DATE: July 12, 2016
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Manager
SUBJECT: Change Order for Chadwick Contracting
Is
I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized as a designee
by the Village Board of the Village of Buffalo Grove and after reviewing the facts presented to me by staff,
as detailed in the agenda item for this matter, "Change Order Chadwick Contracting Company", do hereby
determine that the increase in work to be performed by the contractor is in the best interests of the
Village of Buffalo Grove.
DM#669470
Page 1 of 1
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8.E
Action Item : Computer Purchase through GovITC
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends the Village waive the formal bid process and purchase 41 replacement
computers through the GovITC at a price not to exceed $24,579.62.
ATTACHMENTS:
• Memo - GovITC PC Purchase (DOCX)
Trustee Liaison
Weidenfeld
Monday, July 18, 2016
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 7/14/2016 11:50 AM
Page 1
Packet Pg. 48
8.E.a
VILLAGE OF
BUFFALO (11101j,"T
DATE: July 12, 2016
TO: Dane Bragg
FROM: Brett Robinson, Purchasing Manager
Jennifer Maltas, Deputy Village Manager
SUBJECT: Computer Purchases
BACKGROUND
is
The Government Information Technology Consortium (GovITC) has undertaken the process of
consolidating both the manufacturer and models of computers purchased by member
communities. This process allows for more efficient service and replacement of computers along
with cost saving when ordering in bulk. The members paired down the selection of computers to
the attached list and then had the GovITC seek competitive pricing on behalf of the member
communities. Initial observations indicate that the Village can expect to save at least 3% over
previous purchases by ordering in concert with the other communities through the GovITC.
A Summary of the prices received for the member communities is displayed below.
Vendor Buffalo Grove Glenview Lake Bluff * Linclonshire Total
Shi �����Utll�������� $ 84,934.57
Paragon $ 26,749.52 ° ,. ; , ; „ $ 3,280.96 $ 91,055.79
M nJ $ 29,164.88 $ 3,334.34 fir' 6,53, ? $ 93, 896.49
CDW �������� $52,808.46 ������� $ 6,289;92 $ 105,907.05
Notes:
CDW did not provide pricing on all items
Shi's costs are inclusive of 2 extra PCs for Lake Bluff
RECOMMENDATION
Staff recommends the Village waive the formal bid process and purchase 41 computers through
the GovITC at a price not to exceed $24,579.62.
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8.E.a
Approved Consortium Hardware List
Buffalo
Laptops
Grove Qt
Dell Latitude E7470 - Intel Core i7-66000 2.3GHz/8GB RAM/256GB SSD/Win 7 Pro - 3yr Basic Warr
Dell Latitude E7470 - Intel Core i5-62000 2.3GHz/8GB RAM/128GB SSD/Win 7 Pro - 3yr Basic Warr
Dell Latitude E5470 - Core i5-6300HQ 2.3 Ghz/4GB RAM/5000B HD/Win 7 Pro - 3yr Basic Warr
7
Dell E-Port Replicator Docking Station
Dell 3 Year Accidental Protection
Rugged Laptop
Dell Latitude 14 Rugged 5404 - Core i5-4310U 2.0 Ghz/8GB RAM/128GB SSD/ Win 7Pro - 3yr Basic Warr
USB Docking Station
Dell 3 Year Accidental Protection
Desktops
Dell OptiPlex 5040 SFF: Core i7-6700 3.4GHz/8GB RAM/256GB SSD/DVDRW/Win 7 Pro AMD Radeon R5
340X, 2GB, HH DP, SL-DVI-I / 3 Yrs Basic Warr
Dell OptiPlex 5040 SFF: Core i5-6500 3.2GHz/8GB RAM/256GB SSD/DVDRW/Win 7 Pro 3yr Basic Warr
Dell OptiPlex 5040 SFF: Core i5-6500 3.2GHz/4GB RAM/500GB HD/DVDRW/Win 7 Pro 3yr Basic Warr
34
Dell OptiPlex 3040Micro - 1 x Core i3 6100T / 3.2 GHz - RAM 4 GB - HDD 500 GB - HD Graphics 530 - GigE -
Win 10 Pro 64-bit /Win 7 Pro 64-bit downgrade
Microsoft Tablets
Microsoft Surface Book - with detachable keyboard - Core i5 63000 / 2.4 GHz - Win 10 Pro 64-bit - 8 GB RAM
- 256 GB SSD -13.5" touchscreen 3000 x 2000 - GF 940M - Wi-Fi - silver - kbd: English - North America -
commercia
Microsoft Surface Pro 4 - no keyboard - Core i7 665OU / 2.2 GHz - Win 10 Pro 64-bit - 8 GB RAM - 256 GB
SSD - 12.3" touchscreen 2736 x 1824 - Iris Graphics - Wi-Fi - silver - commercial
Microsoft Surface Pro 4 - no keyboard - Core i5 63000 / 2.4 GHz - Win 10 Pro 64-bit - 4 GB RAM - 128 GB
SSD - 12.3" touchscreen 2736 x 1824 - HD Graphics 520 - Wi-Fi - silver - commercial
Microsoft Surface Dock
Microsoft Surface Pro 4 Type Coker (Keyboard)
Microsoft Complete Accident Protection Surface Pro 4 - replacement 3 years
Microsoft Complete Accident Protection Surface Book - replacement 3 years
$ 24,579.62
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Packet Pg. 50
Action Item : Authorization to Negotiate with Reliable Property
Services
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff seeks authorization to negotiate with Reliable Property Services Inc., to expand their landscape
maintenance services to include the Village Campus and Village Green.
ATTACHMENTS:
• Memo - Reliable 2016 (DOCX)
Trustee Liaison
Johnson
Monday, July 18, 2016
Staff Contact
Brett Robinson, Finance
Updated: 7/14/2016 11:57 AM
Page 1
Packet Pg. 51
11.A.a
VILLAGE OF
BUFFALO 101j,"
DATE: July 8, 2016
TO: Dane Bragg
FROM: Brett Robinson, Purchasing Manager
SUBJECT: Reliable Property Services
BACKGROUND
is
In 2015, the Village engaged the services of Reliable Property Services to maintain both of the
Village's golf courses. Reliable has provided excellent service and have received numerous
compliments on the condition of both golf courses.
In June the Village outsourced the landscape maintenance of 150 acres of green space. The
landscape maintenance of the Village Campus and Village Green tends to be more involved than
the maintenance of medians and retention/detention basins. As such, Staff is requesting approval
to engage Reliable Property Services in negotiations to provide landscaping and snow removal
services for the Village Campus and Village Green, if it is cost effective to do so. Due to the fact
that Reliable already has staff and equipment on site, it may be a more efficient way to provide
the service. Staff would also like to explore with Reliable Property Services the possibility of
contracting some capital improvements at each of the golf courses.
RECOMMENDATION
Staff recommends the Village Board provide authorization to negotiate with Reliable Property
Services for additional landscaping and snow removal services for the Village Campus and
Village Green, as well as, capital improvements at both golf courses. If negotiations are
successful, staff will be back before the Village Board to seek approval of any contract
documents.
Packet Pg. 52
Action Item : Intergovernmental Risk Management Agency
Withdrawal
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends the Village Board direct the Village Manager not to rescind R-2016-10 and to withdraw
from IRMA.
Attached is Resolution R-2016-10 which gives notice to IRMA that the Village will withdraw its
membership. The Resolution gives the Village Manager the authority to revoke the resolution which
would allow the Village to remain in IRMA. Staff recommends leaving IRMA and negotiating with a broker
to provide a fully insured program outside of IRMA.
Subsequent to the July 11 Committee of the Whole presentation, additional information was sought and
provided concerning IRMA's future pricing, ability to re-enter the pool, etc. After a thorough analysis of the
information provided and previously developed, staff recommends withdrawing from IRMA and pursuing a
standalone risk management program. It is staff's opinion that future cost containment of the risk
management program requires a more tailored approach than can be provided by the IRMA plan given
the Village's size, scope, non -liability generating revenue streams and pay-as-you-go financing approach.
An example motion is to affirm R-2016-10, adopted March 28, 2016. In this case, an affirmative vote of
"aye" represents the intent to withdraw from IRMA, while a vote of "no" indicates the intent to stay within
the IRMA program for the 2017 plan year. If the Village wishes to continue membership in IRMA, notice
must be given on or before July 26, 2016.
ATTACHMENTS:
• 2391 (PDF)
Trustee Liaison
Berman
Monday, July 18, 2016
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 7/14/2016 2:38 PM
Page 1
Packet Pg. 53
11,B.a
3/25/2016
RESOLUTION NO.2016
A RESOLUTION AUTHORIZING THE VILLAGE OF BUFFALO GROVE TO ISSUE A
REVOCABLE WITHDRAWAL NOTICE TO THE INTERGOVERNMENTAL RISK
MANAGEMENT AGENCY
WHEREAS, the Village of Buffalo Grove ("Village") is and has been a member of the
Intergovernmental Risk Management Agency ("IRMA") which has served as the Village's
primary risk management and insurance provider for numerous years; and
WHEREAS, the Village is in the midst of conducting due diligence regarding the pricing
and services provided by IRMA as well as other potential risk management and insurance
carriers; and
WHEREAS, pursuant to the terms of the Contract and Bylaws of IRMA, a member
must give at least 120 days notice prior to withdrawing from IRMA as a member, but must also
provide such notice at least nine (9) months prior to the end of IRMA's fiscal year in order to
receive its Member Reserve Funds back; and
WHEREAS, the Village currently has approximately $460,000 in the Members Reserve
Fund; and
WHEREAS, IRMA's executive director has indicated that failure to provide this notice
nine (9) months prior to the end of IRMA's fiscal year would in fact result in a forfeiture of the
o
Village's Member Reserve Fund if it were to withdraw after that nine month period during this
fiscal year; and
WHEREAS, IRMA's executive director also indicated that such notice of withdrawal
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may be revoked should the Village decide to stay with IRMA after the completion of its due
diligence; and
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WHEREAS, the provisions of IRMA's Contract and Bylaws and IRMA's refusal to
waive those provisions have forced the Village to issue a revocable notice of withdrawal; and
WHEREAS, the President and Board of Trustees of the Village of Buffalo Grove believe
it is in the best interests of the Village and its residents to preserve its right to withdraw from
IRMA and secure its Member Reserve Fund should the results of the Village's due diligence
reveal a cost savings requiring it to withdraw from IMRA,
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, AS FOLLOWS:
SECTION 1: The foregoing findings and recitals, and each of them, are hereby adopted as
Section 1 of this Resolution and are incorporated by reference as if set forth verbatim herein.
Packet Pg. 64
11,B.a
SECTION 2: The President and Board of Trustees authorize that a notice be given, by
the Village Manager or his designee, to IRMA's executive director notifying IRMA of the
Village's intention to withdraw from IRMA this fiscal year pursuant to Article IV of IRMA's
Contract and Bylaws.
SECTION 3: The President and Board of Trustees hereby authorize that such
withdrawal be revocable and that the Village Manager is authorized, in his discretion based upon
the results of the Village's due diligence, to revoke the withdrawal notice by sending the same to
IRMA's Executive Director.
SECTION 4: This Resolution shall be in full force and effect from and after its passage
and approval as provided by law. All prior resolutions, motions and orders in conflict herewith
are hereby repealed, to the extent of such conflict.
AYES: 6:_........:.... .�"�.r'..,.h�e..ia.._._._.f....t;e�atx.�..i. r� Weidenfeld, Johnson
NAYES: onp,co
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ABSENT: U -none _.... ._.._.. _._..........................
ABSTAIN: w..._U.........-.........tic ne. ....--...........................................................w..vw............... ........ ._ Q
PASSED: Mar .h 28, 2016 52016 °=
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APPROVED: March 28 2016, , 2016 ,ro
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ATTEST:
JAN
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SIRABIAN, Village Clerk
APPROVED-
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BEVE 1.1SSMAN, Village President
2
Packet Pg. 55
Resolution No. R-2016-19 : Resolution Authorizing the Village
Manager to Negotiate with Risk Management and Insurance
Companies for Insurance Services
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends approval.
As discussed at the June 11th Committee of the Whole meeting, if the Village Board votes affirmatively to
leave IRMA and pursue a fully insured solution, the Village Board should pass the attached resolution
allowing the Village Manager to negotiate for insurance services and in accordance with the Proposal of
Insurance dated May 26, 2016 and addenda, provided by Arthur J. Gallagher Risk Management Services,
Inc.
ATTACHMENTS:
• A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO NEGOTIATE WITH RISK
MANAGEMENT AND INSURANCE COMPANIES FOR INSURANCE SERVICES (DOC)
Trustee Liaison
Berman
Monday, July 18, 2016
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 7/14/2016 2:24 PM
Page 1
Packet Pg. 56
11.C.a
7/13/2016
RESOLUTION NO. 2016 -
A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO NEGOTIATE
WITH RISK MANAGEMENT AND INSURANCE COMPANIES FOR INSURANCE
SERVICES
WHEREAS, the Village of Buffalo Grove ("Village") is and has been a member of the
Intergovernmental Risk Management Agency ("IRMA") which has served as the Village's
primary risk management and insurance provider for numerous years; and
WHEREAS, the Village is in the midst of conducting due diligence regarding the pricing
and services provided by IRMA as well as other third -party risk management and insurance
companies; and
WHEREAS, the Village, as part of its due diligence, desires to negotiate with risk
management and insurance companies to obtain the same or comparable services and protections
IRMA has provided the Village; and
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, AS FOLLOWS:
SECTION 1: The foregoing findings and recitals, and each of them, are hereby adopted as
Section 1 of this Resolution and are incorporated by reference as if set forth verbatim herein.
SECTION 2: The Village Manager, or his designee, is authorized and directed to
negotiate the terms of service, including pricing and scope of service, from one or more risk
management and insurance companies for said company to provide comparable insurance
coverage and services to those that were once provided to the Village by IRMA.
SECTION 3: The Village Manager is directed to provide to the Village Board a
proposal, after financial information and comparables pricing has been obtained and analyzed.
SECTION 4: No agreement shall be valid or binding upon the Village without the
approval and authorization from the Village's Corporate Authorities.
SECTION 5: This Resolution shall be in full force and effect from and after its passage
and approval as provided by law. All prior resolutions, motions and orders in conflict herewith
are hereby repealed, to the extent of such conflict.
AYES:
NAPES:
ABSENT:
Packet Pg. 57
11.C.a
ABSTAIN:
PASSED: .2016
APPROVED: 2016
ATTEST:
JANET SIRABIAN, Village Clerk
":• "D
2
BEVERLY SUSSMAN, Village President
Packet Pg. 58