2017-10-23 - Village Board Special Meeting - Agenda Packeti1i
Meeting of the Village of Buffalo Grove
Village Board
Special Meeting
October 23, 2017 at 7:30 PM
Call to Order
A. Pledge of Allegiance
2. Special Business
A. 2017 Civics Forum (Clerk Sirabian) (Staff Contact: Evan Michel)
Fifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
I Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
4. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
2.A
Information Item : 2017 Civics Forum
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Recommendation of Action
N/A
Students from Buffalo Grove and Stevenson High Schools will participate in the 2017 Civics Forum.
ATTACHMENTS:
• 2017 Civic Forum Packet (PDF)
Trustee Liaison
Ms. Sirabian
Monday, October 23, 2017
Staff Contact
Evan C Michel, Office of the Village Manager
Updated: 10/19/2017 3:43 PM
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2.A.a
BUFFALO(ISO E
MEMORANDUM
TO: Dane Bragg, Village Manager
FROM: Mike Baker, Fire Chief
DATE: September 20, 2017
RE: Purchase of EZ LIFT Rescue System
11
Back and lower spine injuries are the most frequent EMS injury type and seven times the
national average with overexertion from lifting being the most common cause. The only
occupation that has a similar worker injury profile to EMS is professional football. Back injuries
are exceedingly common as a result of lifting and moving patients and are a result of cumulative
smaller injuries. Every time a patient is picked up off the ground or loaded into an ambulance,
the EMS rescuer's back moves closer to a failure point. Average national cost of lifting related
injuries is $18,000 per incident.
A comprehensive injury reduction program includes the use of Power Cots, Power Loaders,
Stair Chairs and Patient Sliders, which the Buffalo Grove Fire Department actively uses. The EZ
LIFT Rescue System reinvents the traditional backboard to make lifting safer and reduce on-the-
job back injuries. This unique design uses extendable handles that allow EMS rescuers to lift
from a safe position just below the knees, instead of the more injury prone traditional lift
position required to pick up a backboard from the ground.
Three of the EZ LIFT Rescue Systems with a total purchase price of $1980 (one for each
ambulance at $660 each) is a cost effective method for reducing the potential of back injuries of
our fire department personnel.
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VI�eL �E OF
RUFFALP OV
MEMORANDUM
DATE: October 6, 2017
TO: Evan Michel, Management Analyst
FROM: Mike Reynolds, Director of Public Works
SUBJECT: 2017 Civics Forum — Public Works Proposal
Rolling Vehicle Jacks
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The Village of Buffalo Grove Public Works Department proposes the purchase of two (2) sets of EZV
rolling vehicle jacks to be used in the Central Garage Section. These units would alleviate issues with
stored -inoperable vehicles until such time as a $4.5 million fleet expansion could be funded to allow more
vehicle lifts to be installed in the shop.
A stored -inoperable vehicle is a unit that is torn down and awaiting a parts delivery. The wait time could
be up to a week or more, in which case extra time is spent reassembling the vehicle without the new
parts, so that it can be moved out of the way, and stored awaiting parts.
The current situation in the Central Garage is as follows:
- The garage is equipped with three (3) stationary vehicle lift systems, each with a technician
utilizing this equipment for maintenance and repair.
- This equipment is often disassembled to the point that it cannot be moved from the lift until
repair parts have been delivered and reinstalled by the technician.
- As special order parts often take time for delivery, this makes the lift unusable for other
necessary repair and maintenance.
- The "down time" lost to an unusable lift negatively affects the overall productivity and
efficiency of the Central Garage staff.
The EZV rolling vehicle jacks will solve this problem as follows:
- The rolling vehicle jacks will allow the technician to "unload" the vehicle lift, and move the
equipment under repair out of the way until repair parts are delivered.
- Once the lift has been emptied, the technician can move the next unit for repair onto the lift
and continue maintenance and repairs.
Summary of benefits:
- Time savings and productivity gains, due to not having to reassemble vehicles to a rolling
state in order to remove them from a vehicle lift.
- Average time lost to reassemble vehicles is two hours per mechanic per week (24 hours per
month)
- Average rack time for routine maintenance is three hours, when removing parts delivery from
the equation.
- Eight more routine services could be completed each month with this purchase.
- The equipment would be in use for at least 6 years before requiring replacement.
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Additional Information:
2.A.a
Video Link of EZV rolling vehicle jack system:
https://www.youtube.com/watch?v=Oj9e2aa-Ulk&feature=youtu.be
Website
www.EZVJack.com
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MEMORANDUM
TO: Dane C. Bragg, Village Manager
Jennifer I. Maltas, Deputy Village Manager
FROM: Peter Cahill, Human Resources Management Analyst
DATE: October 5, 2017
RE: Wellness Lunch and Learn Program
Background
Holistic wellness programs are essential part of any Village's benefit program. Our quarterly
lunch and learns have become an integral part of Buffalo Grove's Wellness Program over the last
year. At these events, we bring in an expert on a subject such as a personal trainer from a local
gym to give a presentation on a wellness related topic. We also provide lunch to the employees
who attend. These events have included topics such as "Yoga you can Do at your Desk",
"Mindfulness", and "Holiday Nutrition and Fitness Tips". The lunch and learns have proved to
be popular with employees and an important part of our Wellness Program.
Currently, the Village relies on free presentations from local businesses to provide content,
which limits our pool of speakers. Furthermore, pressure on the Village's budget restricts the
potential growth in this program. If we are able to obtain a larger budget, we will be able to
bring in higher quality presenters and possibly stage events such as a healthy cooking
demonstration.
Re uest
The Human Resources department is recommending that the Village approves additional $2,000
expenditure to expand wellness lunch and learns. Based on our discussions with our Health and
Wellness Committee, we would like to use the extra $2,000 to provide two additional lunches
and learns, in which we would hire an expert presenter and provide lunch to employees.
Justification
A comprehensive wellness program provides a key benefit to the modern workplace. Lunch and
learns can be an important piece to this puzzle. According to the Harvard Business Review,
Wellness Programs save businesses 5-6% per year in health costs. Laura Linnan, a professor of
public health at the University of North Carolina Chapel Hill in a 2015 Fortune Magazine article
entitled "5 Hallmarks of Successful Corporate Wellness Programs" stated that "people who have
comprehensive programs have better health outcomes and other outcomes we expect from a
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comprehensive approach." These positive health outcomes include lower absenteeism, higher job
satisfaction and work productivity, higher employee retention, and lower health care costs.
The Harvard Business Review argues that wellness programs are most successful when wellness
is done with employees, not to them. A lunch and learn program is way to engage employees in a
different, more interactive way than an annual wellness exam.
Based on the preliminary costs we are proposing to hold two additional lunch and learns at a
total budgeted cost of $1,980. Our Employee Assistance Program, BDA Morneau Shepell, offers
several wellness programs (see attached catalogue) for a $690 fee which does not include a travel
fee of up to $125. We would utilize these services and additionally provide sandwiches from
Subway or Jimmy John's, bottles of water and a snack. A full budget for two full lunch and
learns is below:
Per Session Individual Cost Proposed Total
Program $690 $1,380
Speaker Travel Costs $125 $250
Lunch $185 $370
Total Budget $2,000
As demonstrated by the above budget, the amount request will cover exactly two of these
sessions.
Conclusion
We believe that these lunch and learns are an integral part of our wellness program. These funds
will allow us to continue and expand these programs to meet the needs of our employees.
I am available to discuss this matter with your further at your convenience.
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2.A.a
FROM: Brett Robinson, Purchasing Manager
DATE: October 17, 2017
RE: Request for Expenditure Approval for Digital Signage
The Finance and Community Development Departments would like to request an expenditure
approval for a digital sign that would be placed at the Village Hall in the lobby near the front counter.
Staff believes the information provided by the new signage would decrease counter wait time,
alleviate a portion of village employees' time spent at the counter assisting residents and visitors, and
most importantly offer variety of information to
make Buffalo Grove's residents visit to village hall
more convenient.
Residents will be able to provide with a variety of
information, such as:
• Community Events
• Conference Room Locations, Meeting Times
and Information
• Hours of Operation for each Department
• Information on Committees and Commissions
• Legal Postings
• Listing of Government Representatives and Voting Information
The digital signage functionalities outlined above will aid village employees in providing quality
service to Buffalo Grove's residents. The cost will be approximately $1,850 which would include
installation, display, mounting hardware and software. The convenience of proving information
without having to wait and speak with a department representative will result in hassle free, quick,
and smooth service.
More information on the products requested can be found at the following websites
http://disl2laysolutions.Samsung.com/di itg al-signage/standalone
http://displaysolutions.samsung.com/solutions/by-applications/ma ig'cinfo
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2.A.a
BUFFALO GROVE POLICE DEPARTMENT
INTERNAL MEMORANDUM
TO: Deputy Chief Michael Szos
FROM: Officer Matthew Mills
DATE: October 3, 2017
SUBJECT: Civics Forum — Police Department Proposal
The Buffalo Grove Police Department is committed to the principal of community
engagement in policing. Our agency is consistently seeking out innovative
means to further our positive interactions with residents. These efforts include
many activities that involve people coming to the police station. Our department
would like the police station's exterior to send a more cordial, welcoming
impression to our residents.
To achieve this goal the police department is requesting funds to purchase a
commercial bench and picnic table along with landscaping improvements (see
Attachment B). There is currently no exterior seating near the police station's
entrance or parking lot (see Attachment A). The new seating would provide a
place for tour groups (schools, scouts, etc.) to meet and gather. This space
would also provide an outdoor area for residents that use the police department
as an internet sales exchange site. Furthermore, the improvements would create
a convenient area for people that need to wait for taxis, car seat installations, or
to meet with officers. Finally, it would provide a non -threatening space for people
whose anxiety is increased when they enter the police department.
3' Personalized (Bench$900
A[)A CoirnIplllllii4nt IIr llcrmlino °T IlbMlle 900
Landscaping 1 0
tmm S1 (III II Iltmm [l 1 L. 1 950
Our agency takes pride in our commitment to transparency and service to the
community. We would like our station's exterior to reflect this commitment by
providing an environment that promotes positive interaction between our police
officers and the public we serve.
Respectfully,
Officer Matthew Mills, #146
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2.A.a
Attachment A
Station entrance as seen from the public parking lot. Bench and table to be placed on the north side of the walk
opposite the flag pole.
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2.A.a
Attachment B
Actual bench would be in navy and be mounted in -ground. Example of an ADA compliant picnic table
The bench and picnic table is made of graffiti proof, long lasting thermoplastic coated steel.
Each piece would be ordered in navy with "BUFFALO GROVE POLICE" inscribed into the bench.
For security reasons each piece will be mounted in -ground. Finally, any dead or overgrown
vegetation would be replaced by low maintenance, native and sustainable flowers, shrubs and
grasses.
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