2018-02-26 - 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 - Rescheduled Regular Meeting - Jan 22, 2018 7:30 PM
B. Village Board - Committee of the Whole - Feb 5, 2018 7:30 PM
3. Approval of Warrant
A. Approval of Warrant #1286 (Trustee Johnson) (Staff Contact: Scott Anderson)
4. Village President's Report
5. Village Manager's Report
A. Promotion of Battalion Chief Alexander and Lieutenant Morris (Trustee Ottenheimer)
(Staff Contact: Mike Baker)
B. Presentation on School Safety in Buffalo Grove (President Sussman) (Staff Contact:
Steven Casstevens)
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. 0-2018-8 Amendment to Ordinance 2015-17 for a Change in Ownership at 950 Busch
Pkwy (Rockin Jump) (Trustee Stein) (Staff Contact: Chris Stilling)
SUMMARY: The Petitioner recently acquired the existing Rockin Jump at 950 Busch
Parkway and is requesting approval of an amendment to the current special use
Ordinance. At this time, the petitioner is not proposing any changes to the existing facility
or operations. The name would also remain the same.
B. 0-2018-9 Ordinance Approving Sign Variations for 600 W Lake Cook (Amita Health
Medical Group) (Trustee Ottenheimer) (Staff Contact: Chris Stilling)
SUMMARY: The petitioner is seeking a variation to install a wall sign on the north side of
the multi -tenant building at 600 W Lake Cook Road for Amita Health Medical Group. The
proposed sign would be 18.2 square feet in area and be located on the north side of the
building. Pursuant to the Sign Code, variations are required.
C. R-2018-4 Resolution Reallocating the 2018 Volume Cap to the Village of Buffalo Grove
(Trustee Ottenheimer) (Staff Contact: Chris Stilling)
SUMMARY: The Village is the host of the Private Activity Bond Clearinghouse for Lake
County. This is the annual Resolution that transfers the Village's Volume Cap to the
Clearinghouse.
9. Ordinances and Resolutions
A. 0-2018-7 Reconsider Ordinance No. 2018-7 Regarding Recreational Vehicles (Trustee
Ottenheimer) (Staff Contact: Chris Stilling)
B. 0-2018-11 An Ordinance Updating Title 12 - Streets, Sidewalks, and Other Public
Places (Trustee Stein) (Staff Contact: Michael Reynolds)
C. R-2018-6 Resolution Adopting the Amendment to the 2018-2023 Buffalo Grove
Strategic Plan (Trustee Johnson, Trustee Ottenheimer) (Staff Contact: Jenny Maltas)
D. R-2018-7 A Resolution Authorizing the Execution of By -Laws and Intergovernmental
Agreement - Lake County Major Crimes Task Force (Trustee Smith) (Staff Contact:
Dane Bragg)
10. Unfinished Business
11. New Business
A. Strand Professional Engineering Services (Trustee Stein) (Staff Contact: Michael
Reynolds)
B. GHA Construction Management (Trustee Stein) (Staff Contact: Kyle Johnson)
C. Drainage Improvement Project (Trustee Stein) (Staff Contact: Darren Monico)
D. Amend Lake County Traffic Signal Master Agreement (Trustee Berman) (Staff Contact:
Darren Monico)
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. Executive Session
A. Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment,
Employment, Compensation, Discipline, Performance, or Dismissal of Specific
Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing
Testimony on a Complaint Lodged Against an Employee of the Public Body or Against
Legal Counsel for the Public Body to Determine Its Validity. (President Sussman) (Staff
Contact: Dane Bragg)
14. 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 andlor
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.
MINUTES OF THE RESCHEDULED 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, JANUARY 22,2018
CALL TO ORDER
President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to
the Flag.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Stein, Weidenfeld,
Johnson and Smith. Trustee Ottenheimer was absent.
Also present were: Jennifer Maltas, Deputy Village Manager; Peter Murphy, Acting Village Attorney;
Scott Anderson, Finance Director; Andrew Brown, Deputy Finance Director; Art Malinowski, Director of
Human Resources; Brett Robinson, Director of Purchasing; Evan Michel, Management Analyst; Peter 0
Cahill, Human Resources Management Analyst; Christopher Stilling, Director of Community '70
Development; Nicole Woods, Village Planner; Mike Skibbe, Deputy Director of Public Works; Brian 0-
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Sheehan, Darren Monico, Village Engineer; Geoff Tollefson , Director of Golf Operations; Fire Chief CL
Baker and Police Chief Casstevens. <
APPROVAL OF MINUTES
Moved by Johnson, seconded by Smith, to approve the minutes of the December 18, 2017 Regular
Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
A13SENT: I - Ottenheimer
Motion declared carried.
Moved by Smith, seconded by Stein, to approve the minutes of the January 8, 2018 Committee of the
Whole Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
WARRANT #1285
Mr. Anderson read Warrant #1285. Moved by Johnson, seconded by Weidenfeld, to approve Warrant
#1285 in the amount of $3,733,752.67 authorizing payment of bills listed. Upon roll call, Trustees voted as
follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
There is no Village President's report tonight.
VILLAGE PRESIDENT'S REPORT
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VILLAGE MANAGER'S REPORT
Chief Baker reviewed the credentials of Eric Sutherland, after which Fire & Police Commission Chairman
Brian Rubin administered the oath of office to Firefighter/Paramedic Eric Sutherland. FF/PM
Sutherland was congratulated and welcomed by the audience and the Board as his badge was pinned on.
Mr. Brown reported that the Government Finance Officers Association (GFOA) recently conferred upon
the Village of Buffalo Grove its Certificate of Achievement for Excellence in Financial Reporting Program
(CAFR) Award for the FY 2016 audit report. This is the Village's 35'h CAFR Award. The Village also
received the Popular Annual Financial Reporting (PAFR) award for the FY 2016 Village of Buffalo Grove
PAFR. The Village published its fourth PAFR in as many years. Buffalo Grove is I of 13 communities in
Illinois to receive this award. Mr. Bragg thanked Mr. Brown and Mr. Anderson for the effort put into
receiving these awards.
PUBLIC HEARING — 16802 W. APTAKISIC ROAD (LINK CROSSING)
President Sussman called the Public Hearing for the Annexation Agreement for the property at 16802 W.
Aptakisic Road (proposed Link Crossing Development) to order at 7:39 PM. 0
Roll call indicated the following present: President Sussman, Trustees Berman, Stein, Weidenfeld, Johnson P
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and Smith. Trustee Ottenheimer was absent. CL
President Sussman read the Notice of Public Hearing published in the Daily Herald on December 26, 2017.
Mr. Stilling provided an overview of the proposed Annexation Agreement, details of which may be found
in his memo to the Board of January 19, 2018, as well as the Village Board Meeting Agenda Item
Over -view that he prepared.
President Sussman swore in the following to give testimony: Lawrence Freedman, Ash, Anos, Freedman
& Logan, L.L.C.; Jon Isherwood, K. Hovanian Homes; James Truesdell, K. Hovanian Homes; Javier
Millan, KLOA; Zoran Milutinovic, Kane, McKenna and Associates, Inc., Mark Kurensky, HKM Architects
+ Planners, Inc.; and Steven Kaminski, Mackie Consultants.
Mr. Isherwood went through the evolution of what has transpired over the past 20 months and reviewed the
goals and objectives that the developer set out to meet when they began planning the Link Crossing
community over 20 months ago. Mr. Isherwood also highlighted recent changes made to the plan as well
key points and evolution of the plan.
Mr. Isherwood stated that the detention basin will be incorporated as part of the homeowner's association at
Link Crossing and will be owned and maintained in perpetuity by that homeowner's association; he
confirmed that the streets are designed to Village requirements and would be publicly dedicated.
President Sussman swore in Stacy Bachar, Assistant Superintendent for Business Services at Aptakisic School
District 102 to give testimony. Ms. Bachar confirmed that the developer's figures are correct and the plan does
have a positive impact on the school district, and also confirmed that District 102 has reviewed the most
current plan.
Mr. Stilling confirmed that all normal standards and requirements are met with this plan; he also reviewed
the ratio of single-family detached to multi -family, which has changed from the original plan to the current
plan.
Mr. Stilling noted that there is a traffic signal on Buffalo Grove Road that less than 1000' to the north at
Thompson, so the LCOT stated that the future opportunity for a traffic signal at this site is not likely to
occur.
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Mr. Stilling commented on the pricing of the proposed residences and what the property taxes might be and
if they would be competitive with similar developments in the area.
President Sussman pointed out that Board members are in possession of all of the minutes from the P&ZC
meetings as well as all comments made by residents at the public information meetings.
As the following residents came forward to speak, President Sussman separately swore in each of them to
give testimony before hearing their comments.
Robby Young, 50 Carlyle Lane, stated that she is a resident and a realtor and she is concerned with the
amount of traffic that this development will impose on the area; as a realtor, she finds that those 55 and
older are not staying in Buffalo Grove because no one wants to pay the taxes; she believes we need single-
family homes starting at less than $500,000; the residents in the area do not want this development to
proceed.
Mark Berjoya, 2071 Wright Boulevard, stated that no Board member has asked the developer why they are
not reducing the density as they were told to do by the P&ZC; he believes that there are too many
townhomes and not enough single-family homes, and he urges the Board to reject this proposal.
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Mike Garfield, 2118 Jordan Terrace, stated that he has lived here for 35 years and he believes that the
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density is too high, and neither he nor any one of his neighbors are in favor of this density; they are in favor
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of development, but not in favor of this density; he believes that the density numbers are skewed because
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much of the property cannot be used since it is wetlands.
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Elliott Haitstein, 908 Providence, would like to talk about price, property and the process; he believes the
developer is paying too much for this property; he believes our community prides itself on creating
neighborhoods with reasonable density, and this particular proposal is simply too dense. Mr. Hartstein is
proud of the fact that we have a community that has a good process in place, and the Village Board sent
this proposal to the P&ZC. The P&ZC used a thorough, comprehensive and dedicated process to try to
come up with the best possible answer on this project. The answer was to reject this proposal, and he
strongly urges the Board to respect the process, to respect the P&ZC decision and to reject this proposal.
Kyle Olsen, 738 Aspen, stated that there are no positive comments concerning this development, and
overall the feedback is incredibly negative; he noted the majority of the comments from the Commissioners
were negative as well; the density is just too high; he also questions the fact that this will have a positive
impact on the schools.
Jeff Braiman, 26 Canterbury, thanked staff for all of their work on this project, and he commended Mr.
Stilling for his efforts to keep residents informed of the progress on the plan. Mr. Braiman believes the
plan is flawed because of zoning, density and housing stock. The Comprehensive Plan shows this property
to be developed with single-family, large -lot homes; the proposed zoning is contrary to neighboring zoning;
this plan does not correspond to that which surrounds it, it is not compliant with the Comprehensive Plan,
and it is not in the best interest of the Village. The way the Board votes today will have significant impact
and implications moving forward. The P&ZC and the residents are overwhelmingly opposed to this
development and he urges the Board to reject this proposal in its present form.
Rani Sharma, 2013 Olive Hill, believes that the number of townhomes should be decreased to
approximately 70; she commented on the increased traffic that this development will bring because of the
density that could bring another 380 cars into the area; she has two small children and she is very
concerned about safety and there are a lot of small children and she is concerned that there could be a
serious accident because of the proximity to the park; she urges the Board to listen to constituents and
reject this proposal.
Jennifer Murilloo, 197 Hoffman, noted that she will literally be right next door to this development; she is
in favor of development on the land; she does appreciate some of the changes that have been made over the
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many months of this process; she still believes that the density is much too high; this is a quality of life
issue for this neighborhood.
Julie LeFar, 2038 Jordan Terrace, agrees with most of the previous comments; she is concerned with
investors coining in and buying large amounts of units for rental property and she urges the Board to
address the issue before it becomes a problem; although traffic has been addressed, construction traffic has
not been mentioned and it does need to be addressed so that the residents are not negatively affected by the
construction traffic, which will occur over a long period of time because of the amount of homes being
built.
Eric Brehm, 191 Hoffman Drive, is very upset because he does not believe the residents were aware of this
meeting and he does not believe that the Village wanted the residents to be aware of this meeting; he is
upset because of the amount of townhomes; he is very concerned because of the increased traffic that this
development will bring to the neighborhood.
Mr. Stilling commented on the density in LeParc.
Mr. Freedman stated that they do not want to eliminate the possibility of rental properties here, and they are 0
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willing to work with staff to come up with a plan where rental properties will be the exception and not the >
rule. Mr. Bragg noted that issue may be addressed with the Final Plat of Covenant. 0
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Mr. Stilling explained how they have worh ed with the LCOT to minimize consti uction traffic so as to <
minimally affect the surrounding residents. 2
Mr. Freedman addressed the density issue and the comparisons that were brought up by speakers. With
regard to the school numbers, they sat down with the school district, where their calculations were
validated as not only correct, but actually conservative. The Village has validated that housing product
needs to vary, and they have done that with their proposal.
At 9:18 PM, President Sussman continued the Public Hearing until later on in tonight's agenda.
REPORTS FROM TRUSTEES
The Village Clerk noted that Tuesday, February 20, 2019 is the last day to register to vote in the Primary
Election to be held on March 20, 2018.
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.
Resolution No. 2018-1 — Procurement Policv
Motion to pass Resolution No. 2018-1 revising the Procurement Policy.
Ordinance No. 2018-1 — 55 Dundee Road
Motion to pass Ordinance No. 2018-1, approving an Amendment of Village Ordinance No. 2015-47 to
allow for a name change for 55 Dundee Road.
Ordinance No. 2018-2 — Buffalo Grove High School
Motion to pass Ordinance No. 2018-2, approving a Special Use and Variation for Buffalo Grove High
School at I 100 W. Dundee Road.
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Ordinance No. 2018-3 — Municipal Code
Motion to pass Ordinance No. 2018 -3, amending Chapter 10 of the Village of Buffalo Grove Municipal
Code.
Motion to accept Prairie Road Dedication Hoffman Parcel.
Prnirie. Rond
Proclamation — National En2ineers Week
Motion to approve a Proclamation declaring the week of February 18-24, 2018 as National Engineers
Week.
Moved by Smith, seconded by Berman, to approve the Consent Agenda. Upon roll call, Trustees voted as z
follows on the Consent Agenda:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith 0
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NAYS: 0 — None >
ABSENT: I — Ottenheimer 0-
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Motion declared carried CL
ORDINANCE NO. 2018-4 — ANNEXATION AGREEMENT - 16802 W. APTAKISIC
Moved by Stein, seconded by Weidenfeld, to pass Ordinance No. 2018-4, approving an Annexation
Agreement for the property at 16802 W. Aptakisic Road (proposed Link Crossing Development).
In answer to a question from Trustee Berman, Mr. Murphy stated that he has personally reviewed the
document and it complies with Illinois law.
Mr. Stilling stated that he has spoken with Mr. Raysa and he is comfortable overall with the Annexation
Agreement.
Trustee Stein stated that, as he looks at this property, he is comfortable with the transition going from lower
density single family to the townhomes.
Trustee Johnson stated that this has been a long process and has been thoroughly vetted by the P&ZC and
our staff, the density has decreased by over 15% and is less dense than other neighborhoods in Buffalo
Grove; our Comprehensive Plan does recommend clustered and single-family homes for this property; the
plan achieves all goals set by the Park District; the plan is fiscally positive to the school districts; it is in
line with the Village's economic and development strategic plans; it is a fact that the Village needs
diversity in our housing stock. Although there are residents that are unhappy, she has personally spoken
with many people who are looking to downsize and are waiting for this development to break ground.
Trustees Stein and Weidenfeld amended the motion to make it subject to putting a maximum ratio of rental
units in the final plat, and also to include a construction traffic management plan that is comfortable to
staff.
Mr. Isherwood stated that the developer would think a maximum of 10% to 20% rental units would be
appropriate.
Upon roll call, Trustees voted as follows on the amended motion:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
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Motion declared carried
Moved by Berman, seconded by Johnson, to close the Public Hearing.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried
The Public Hearing was closed at 9:35 PM.
ORDINANCE NO. 2018-5 — ANNEXING THE PROPERTY 16802 W. APTAKISIC
Moved by Stein, seconded by Weidenfeld, to pass Ordinance No. 2018-5, annexing the property at 16802
W. Aptakisic Road (proposed Link Crossing Development) in accordance with materials contained in
Board packets.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried
ORDINANCE NO. 2018-6 — REZONING THE PROPERTY AT 16802 W. APTAKISIC
Moved by Stein, seconded by Weidenfeld, to pass Ordinance No. 2018-6, approving a rezoning for the
property at 16802 W. Aptakisic Road (proposed Link Crossing Development) in accordance with materials
contained in Board packets.
In answer to a question from Trustee Berman, Mr. Stilling confirmed that the variations currently requested
were actually less now than those that were originally requested. The requested zoning is a part of the
Zoning Ordinance and is available for use for a development.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO. 2018-7 — MUNICIPAL CODE — RECREATIONAL VEHICLES
Moved by Stein, seconded by Berman, to pass Ordinance No. 2018-7 approving an Amendment to Chapter
17.36 and Section 8.24.170 of the Municipal Code concerning Recreational Vehicles (RV's) in accordance
with materials contained in Board packets
Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the Board of
January 18, 2018.
Trustee Stein stated that he has concerns about the proposed ordinance, and he believes that researching the
number of residents that will be impacted should have been done before bringing the ordinance forth.
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Trustee Stein stated that he believes the older section of the Village will be disproportionately affected
because they do not have large enough lots to store vehicles out of sight. Mr. Stilling responded that the
P&ZC brought up that issue, and there will be a variation process for those instances.
Sue Wiebe, a resident of Chevy Chase Drive stated that the complaints being voiced are against large RV
vehicles, a trailer that has not been moved, and a vehicle that has vegetation growing up through it, but she
has not heard a complaint against a boat or a jet ski; she is wondering why the ordinance is so broad; she
does have a 16' boat that is properly and safely stored on a cut-out to her driveway; she does not have a
side yard but the boat is shielded by bushes; she does not believe that 10 days per year is long enough for
boat or jet ski storage; she believes this will affect many Buffalo Grove residents without any due notice.
Trustee Stein understands the impetus of the proposed ordinance, but he believes that there has to be a less
restrictive way to enforce what we are looking to enforce.
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Upon roll call, Trustees voted as follows:
AYES: 3 — Berman, Johnson, Smith
NAYS: 2 — Stein, Weidenfeld 0
ABSENT: I — Ottenheimer >
Motion declared carried. 0-
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RESOLUTION NO. 2018-2 — COMBINED AREA TRAINING FACILITY <
Moved by Johnson, seconded by Weidenfeld, to pass Resolution No. 2018-2, approving a Revised
Intergovernmental Agreement for the Combined Area Fire Training Facility.
Chief Baker reviewed the proposed resolution, details of which are contained in his memo to President
Sussman of January 3, 2018.
Upon roll call, Trustees voted as follows:
AYES: 5 — Ben-nan, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
RESOLUTION NO. 2018-3 — 2018 PERSONNEL MANUAL REVISIONS
Moved by Berman, seconded by Weidenfeld, to pass Resolution No. 2018-3, adopting the 2018 Personnel
Manual Revisions in accordance with the staff memorandum contained in Board packets and the draft
resolution that appears on page 538 of Board packets.
Mr. Cahill reviewed the proposed resolution, details of which are contained in the memo that he and Mr.
Malinowski sent to the Board on January 18, 2018.
Upon roll call, Ti ustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
TOTAL PATCHER VORTEX
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Moved by Stein, seconded by Weidenfeld, to waive bids and purchase the Total Patcher Vortex unit fi-om
Hampton Equipment in Raymond, IL in an amount not to exceed $69,517.67 in accordance with materials
contained in Board packets
Mr. Robinson reviewed the proposal, details of which are contained in the January 11, 2018 memo that he
and Mr. Reynolds sent to Mr. Bragg, after which he answered questions from the Board.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
REPLACEMENT VEHICLES
Moved by Stein, seconded by Berman, to authorize purchase of Replacement Vehicles through the
Suburban Purchasing Cooperative in accordance with the Illinois Governmental Joint Purchasing Act in a 0
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total not to exceed amount of $300, 289.00, in accordance with materials contained in Board packets. >
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Mr. Robinson reviewed the proposal, details of which are contained in the January 11, 2018 memo that he CL
and Mr. Reynolds sent to Mr. Bragg. <
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
SIDEWALK CUTTING
Moved by Stein, seconded by Weidenfeld, to approve authorization of waiver of bids and authorization to
execute an agreement with Safe Step, LLC in an amount not to exceed $34,999.00, pending final review
and approval of the agreement by the Village Attorney and in accordance with materials contained in Board
packets and information presented sent by Deputy Village Manager Maltas.
Mr. Robinson reviewed the proposal, details of which are contained in the January 11, 2018 memo that he
and Mr. Monico sent to Mr. Bragg.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: I — Ottenheimer
Motion declared carried.
EQUIPMENT PURCHASE
Moved by Stein, seconded by Smith, to approve the staff recommendation that equipment be acquired
through the National Joint Powers Alliance program in accordance with the Illinois Governmental Joint
Purchasing Act in a total not to exceed amount of $172,154.59 in accordance with information contained in
Board packets.
Mr. Robinson reviewed the proposal, details of which are contained in the January 11, 2018 memo that he
and Mr. Reynolds sent to Mr. Bragg.
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Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
UESTIONS 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 requests.
ADJOURNMENT
Moved by Johnson, seconded by Weidenfeld, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The meeting was adjourned at 10:24 P.M.
Janet M. Sirabian, Village Clerk
APPROVED BY ME THIS 26 th DAY OF. February - 2018
Village President
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MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE BOARD OF THE
VILLAGE OF BUFFALO GROVE HELD AT THE INDIAN TRAILS LIBRARY, 355 SCHOENBECK,
WHEELING, ILLINOIS ON MONDAY, FEBRUARY 5,2018
CALL TO ORDER
President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the
Flag.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees, Stein, Ottenheimer, Weidenfeld, Johnson
and Smith. Trustee Berman arrived at 7:40 PM.
Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jennifer Maltas, Deputy
Village Manager; Scott Anderson, Director of Finance; Andrew Brown, Deputy Director of Finance; Art
Malinowski, Director of Human Resources; Brett Robinson, Director of Purchasing; Evan Michel, Management
Analyst; Chris Stilling, Director of Community Development; Nicole Woods, Village Planner; Mike Reynolds,
Director of Public Works; Darren Monico, Village Engineer; Geoff Tollefson, Director of Golf Operations; P
Police Chief Casstevens; Fire Chief Baker and Deputy Fire Chief Wagner. CL
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President Sussman expressed condolences to the family, friends and fellow firefighters of Firefighter/Paramedic 2
Kevin Hauber who passed away last week. CL
The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues.
PRAIRIE VIEW METRA STATION
Mr. Stilling briefly introduced the proposal to engage the services of Ratio to complete the Prairie View Metra
Station Planning Study, details of which are contained in the Village Board Meeting Agenda Item Overview and
his memo to the Board of January 31, 2018.
RESIDENT SURVEY
Mr. Michel briefly introduced the proposed topic. Michelle Kobayashi with the National Research Center
presented the results of the Next Steps Workshop. The workshop took place this afternoon and the results of the
survey and strategies to improve results were presented to and discussed by the Board.
ISO CLASSIFICATION
Chief Baker began by thanking everyone for the support given in honor of Firefighter/Paramedic Hauber.
Chief Baker then made a presentation outlining the 2017 ISO classification components and subsequent Class 2
rating of the Buffalo Grove Fire Department, details of which are contained in his January 31, 2018 memo to Mr.
Bragg.
VILLAGE BOARD PRIORITIES
President Sussman reviewed the leadership/communications portion of the Village Board Priorities. The
priorities will be incorporated into an updated strategic plan.
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.
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Mike Garfield, 2118 Jordan Terrace, commented on a new Chinese real estate firm that is opening its first United
States office in Buffalo Grove. Mr. Garfield is concerned that this concept will attract investors buying multiple
properties and renting them to those who only want to live in the community to be in our school districts while
they have school -age children. Staff responded that there are restrictions that can be included in Annexation
Agreements that limit the number of rental units in a development.
AD30URNMENT
Moved by Weidenfeld, seconded by Johnson, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The meeting was adjourned at 8:46 P.M.
Janet M. Sirabian, Village Clerk
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APPROVED BY ME THIS 26th DAY OF February 2018
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Action Item : Approval of Warrant #1286
Recommendation of Action I
............ § ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
taff recommends approval.
Total Warrant #1286: $5,708,015.87.
ATTACHMENTS:
a W#1286 SUMMARY (PDF)
Trustee Liaison
Johnson
Staff Contact
Scott Anderson, Finance
I Monday, February 26, 2018 1 1
Updated: 2/22/2018 2:13 PM
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VILLAGE OF BUFFALO GROVE WARRANT #1286
26-Feb-18
General Fund: 1,112,143.31
Parking Lot Fund: 622.75
Motor Fuel Tax Fund: 0.00
Debt Service Fund: 0.00
School & Park Donations 0.00
Capital Projects -Facilities:
58,982.33
Capital Projects -Streets:
28,700.07
Health Insurance Fund:
0.00
Facilities Development Debt Service Fund:
0.00
Retiree Health Savings (RHS):
0.00
Water Fund:
1,266,827.75
Buffalo Grove Golf Fund:
3,305.42
Arboretum Golf Fund:
11,742.57
Refuse Service Fund:
72,253.80
Information Technology Internal Service Fund:
83,019.79
Central Garage Internal Service Fund:
100,231.68
Building Maintenance Internal Service Fund:
64,589.55
2,802,419.02
PAYROLL PERIOD ENDING 01/25/18 980,989.17
PAYROLL PERIOD ENDING 02/08/18 942,830.04
PAYROLL PERIOD ENDING 02/22/18 981,777.64
2,905,596.85
TOTAL WARRANT #1286 5,708,015.87
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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Information Item : Promotion of Battalion Chief Alexander and
Lieutenant Morris
Recommendation of Action
.................... §
aff recommends approval of promotion presentation.
The appointment of Battalion Chief Shawn Collins to Training Officer will result in the promotion of Lt. Joe
Alexander to Battalion Chief and FF/PM Jeff Morris to Lieutenant.
Trustee Liaison
Ottenheimer
I Monday, February 26, 2018 1
Staff Contact
Mike Baker, Fire
Updated: 2/22/2018 2:51 PM
Page 1
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Information Item : Presentation on School Safety in Buffalo Grove
Recommendation of Action I
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taff recommends presentation.
Chief Casstevens will make presentation regarding school safety in the village.
Trustee Liaison
Sussman
I Monday, February 26, 2018 1
Staff Contact
Steven Casstevens, Police
Updated: 2/22/2018 8:51 AM
Page 1
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Ordinance No. 0-2018-8 : Amendment to Ordinance 2015-17 for a
Change in Ownership at 950 Busch Pkwy (Rockin Jump)
Recommendation of Action I
............................. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
: ............................................................................................................................................................................................................................................................................................................................................................................... ............................................
e Planning & Zoning Commission recommended approval, subject to conditions. Staff concurs with this
recommendation.
SUMMARY: The Petitioner recently acquired the existing Rockin Jump at 950 Busch Parkway and is
requesting approval of an amendment to the current special use Ordinance. At this time, the petitioner is
not proposing any changes to the existing facility or operations. The name would also remain the same.
ATTACHMENTS:
a BOT Memo (DOCX)
• Ordinance (DOCX)
• Brief Narrative (PDF)
• PZC Minutes (DOC)
Trustee Liaison
Stein
I Monday, February 26, 2018 1
Staff Contact
Chris Stilling, Community Development
Updated: 2/21/2018 3:10 PM
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VILL,AGE OF
BUFFALO G110"VE
DATE:
TO:
FROM:
SUBJECT
February 23, 2018
President Beverly Sussman and Trustees
Christopher Stilling, Director of Community Development
An amendment of Village Ordinance 2015-17, allowing for a change of ownership
BACKGROUND
The Petitioner, Jim Goncleck, is requesting approval of an amendment to the current special use
Ordinance so that he may assume ownership of the existing facility and continue to operate the
recreational facility. At this time, the petitioner is not proposing any changes to the existing facility
and operations. He is only requesting a change in ownership.
PLANNING & ZONING COMMISSION (PZQ RECOMMENDATION
The Planning & Zoning Commission recommended approval (7-0) of the amendment, subject to the
following condition:
1. The special use is granted to Jump Buffalo Grove, LLC d/b/a/Rockin' Jump and said special
use does not run with the land.
2. The special use granted to Jump Buffalo Grove, LLC d/b/a/Rockin' Jump may be assignable to
subsequent petitioners seeking assignment of this special use as follows:
i. Upon application of a petition seeking assignment of this special use, the Village
of Buffalo Grove, in their sole discretion, may approve the assignment
administratively, or may refer it to the Planning & Zoning Commission and/or
the Village Board for a public hearing.
ii. Such assignment shall be valid only upon the written approval of the Village of
Buffalo Grove granting said assignment, which may be granted or denied for any
reason.
3. Except as modified by this Ordinance, the terms and conditions of Village Ordinance No
2011-37 and 2015-17 shall remain in full force and effect.
Staff concurs with this recommendation.
PUBLIC HEARING COMMENTS
There were no residents who testified at the meeting.
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PLANNING & ZONING ANALYSIS
• In 2011, the Village Board approved Ordinance 2011-37 granting a special use to Eric Beck
owner of Xtreme Trampolines approving the operation of a recreational facility (indoor
trampoline facility) at 950 Bush Parkway.
• In 2015, the Village Board approved Ordinance 2015-17 further amending the special use for
a change of ownership to allow Shannon O'Connor of Jump Park Buffalo Grove, LLC to
continue to operate the recreational facility as well as to allow the addition of a rock -
climbing wall.
• The petitioner is proposing no changes to the current operations, this is a change of
ownership only. The name of the facility would remain as Rockin'Jump.
RECOMMENDATION
Staff recommends that the Village Board approve an Ordinance granting the change in ownership.
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ORDINANCE NO. 2018 -
AN ORDINANCE APPROVING AN AMENDMENT TO A
SPECIAL USE FOR A RECREATION FACILITY
IN THE INDUSTRIAL DISTRICT,
VILLAGE OF BUFFALO GROVE,
COOK AND LAKE COUNTIES, ILLINOIS
Jump Buffalo Grove, LLC d/b/a/Rockin' Jump
950 Busch Pkwy
The Corporate Grove Business Park
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois
Constitution of 1970; and,
WHEREAS, the Village approved Ordinance No. 2011-37 granting a special use for the
Xtreme Trampolines recreation facility at 950 Busch Parkway, zoned in the Industrial District;
and,
WHEREAS, the special use was granted solely to Eric Beck as operator of Xtreme
Trampolines and did not run with the land and was not assignable; and,
WHEREAS, said facility is located on the real property legally described in Exhibit A (the
"Property") attached hereto, and 900 Busch Parkway Venture LLC is the owner ("Owner"), of
the Property; and,
WHEREAS, the Village approved Ordinance No. 2013-13 which amended the special use
on the Property to allow for additional coin operated amusement devices within the business on
the Property; and,
WHEREAS, the Village approved Ordinance No. 2015-17 which further amended the
special use on the Property for a change in ownership to Jump Park Buffalo Grove, LLC and to
allow rock wall climbing; and,
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WHEREAS, Jump Buffalo Grove, LLC d/b/a/Rockin' Jump has acquired the business
and wishes to continue to operate it as is and,
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WHEREAS, the facility would continue to be operated in accordance with and pursuant to
the following exhibits:
EXHIBIT A Legal Description
EXHIBIT B Acceptance and Agreement concerning amendment of the special
use
WHEREAS, notice of the public hearing concerning the petition for amendment to the
special use was given, and the public hearing was held by the Buffalo Grove Plan Commission on
January 17, 2018; and,
WHEREAS, the Village Planning & Zoning Commission voted unanimously to
recommend approval of the amended special use to Jump Buffalo Grove, LLC d/b/a/Rockin'
Jump; and,
WHEREAS, the President and Board of Trustees after due and careful consideration have
concluded that the development of the Property on the terms and conditions herein set forth
would enable the Village to control development of the area and would serve the best interests of
the Village.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES,
ILLINOIS:
Section 1. This ordinance is made pursuant to and in accordance with the Village's
Zoning Ordinance, Development Ordinance and the Village's Home Rule powers. The preceding
Whereas clauses are hereby made a part of this Ordinance.
Section 2. The Corporate Authorities hereby adopt a proper, valid and binding ordinance
approving an amendment to the special use for a name change, subject to the following conditions:
1. The special use is granted to Jump Buffalo Grove, LLC d/b/a/Rockin' Jump and said
special use does not run with the land.
2. The special use granted to Jump Buffalo Grove, LLC d/b/a/Rockin' Jump may be
assignable to subsequent petitioners seeking assignment of this special use as follows:
i. Upon application of a petition seeking assignment of this special use, the
Village of Buffalo Grove, in their sole discretion, may approve the assignment
administratively, or may refer it to the Planning & Zoning Commission and/or
the Village Board for a public hearing.
ii. Such assignment shall be valid only upon the written approval of the Village of
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Buffalo Grove granting said assignment, which may be granted or denied for
any reason.
3. Except as modified by this Ordinance, the terins and conditions of Village Ordinance No.
2011-37 and 2015-17 shall remain in full force and effect.
Section 3. This Ordinance shall be in full force and effect upon the submittal to and
approval by the Village of the executed Acceptance and Agreement (Exhibit B hereto). This
Ordinance shall not be codified.
AYES:
NAYS:
ABSENT:.
PASSED:
APPROVED:
ATTEST:
Village Clerk
� 2018
2018
APPROVED:
Beverly Sussman, Village President
I Packet Pg. 24 1
EXHIBIT A
Legal Description
Jump Buffalo Grove, LLC d/b/a/Rockin' Jump
950 Busch Pkwy
The Corporate Grove Business Park
SUBJECT PROPERTY LEGAL DESCRIPTION: Lots 52, 53, 54, 55, 56, 57, 58, 59, 60, 61,
62, 63, 64 and 65 in the Corporate Grove, being a subdivision of part of the southwest
quarter of Section 26 and part of the south half of Section 27, Township 43 North, Range I I
East of the Third Principal Meridian according to the plat thereof recorded August 22, 1984
as Document 2305059 in Lake County, Illinois.
SUBJECT PROPERTY COMMON DESCRIPTION: 900 Busch Parkway, Buffalo
Grove, IL PIN:
1527303021
1527303022
1527303023
1527303024
1527303025
1527303026
1527303027
1527303028
1527303029
1527303030
1527303031
1527303032
1527303033
1527303034
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EXHIBIT B
Jump Buffalo Grove, LLC d/b/a/Rockin' Jump
950 Busch Pkwy
The Corporate Grove Business Park
Acceptance and Agreement concerning special use ordinance
Jump Buffalo Grove, LLC d/b/a/Rockin' Jump does hereby accept and agree to abide by and be
bound by each of the terms, conditions and limitations set forth in Buffalo Grove Ordinance No.
2018- duly passed and approved by the Village of Buffalo Grove, IL amending the special use
set forth in said Ordinance.
Jump Buffalo Grove, LLC d/b/a/Rockin' Jump acknowledges that it has read and understands all
of the terms and provisions of said Buffalo Grove Ordinance No. 2018 - and does hereby
acknowledge and consent to each and all of the provisions, restrictions, and conditions of said
Ordinance.
Jump Buffalo Grove, LLC
d/b/a/Rockin' Jump
By:
Printed Name
The undersigned Owner acknowledges that it has read and understands all of the
terms and provisions of said Buffalo Grove Ordinance No. 2018-
900 Busch Parkway Venture LLC
M.
Printed Name
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12/18/2017
To Whom It May Concern:
My intention is to acquire a village license to operate the Rockin' Jump currently located at 950 Busch
Parkway, Buffalo Grove.
I purchased the Rockin' Jump located at 950 Busch Parkway from the previous owners and intend on
operating the facility in the same manner as Rockin' Jump is currently being operated.
This is a Rockin' Jump franchise (Franchise Agreement Attached). I already passed all of the franchise
requirements to operate the facility in an acceptable manner with the Franchisor.
Thank you,
PER 0,
IRA, I
Jump Buffalo Grove LLC
Previous Owner:
Shannon 0' Connor
Jump Park Buffalo Grove LLC
I Packet Pg. 27 1
01/17/2018
MINUTES OF THE REGULAR MEETING OF THE PLANNING AND ZONING COMMISSION OF THE
VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD,
BUFFALO GROVE, ILLINOIS ON WEDNESDAY, JANUARY 17,2018
Call to Order
The meeting was called to order at 7:36 PM by Commissioner Zill Khan
Public Hearings/items For Consideration
Consider an Amendment to Ordinance 2015-17 for a Change in Ownership at 950 Busch
Pkwy (Rockin Jump) (Trustee Stein) (Staff Contact: Chris Stilling)
Mr. Jim Gondeck, Jump Buffalo Grove, LLC, 950 Busch Parkway, was present and sworn
in.
Mr. Gondeck explained that he purchased the franchise location in Buffalo Grove and has
been authorized to operate the facility as Rockin Jump. He is requesting to transfer the
Special Use to Jump Buffalo Grove, LLC.
Com. Moodhe asked staff about changing the language in Special Use ordinances to
allow staff to approve ownership changes as long as there is no change in the facility
operations. Mr. Sheehan explained that staff has modified the language in the Section 2J
of the proposed Ordinance to allow staff to approve an assignment of the Special Use
administratively or to refer it to the Planning & Zoning Commission.
Com. Lesser confirmed with the Petitioner that he purchased the business only and not
the underlying real estate.
Com. Goldspiel asked about the safety of the operations at the facility. Mr. Sheehan
responded that when the facility changed from Xtreme Trampolines to Rockin Jump the
Fire Department provided statistics on the number of calls to this facility compared to the
number of calls at similar recreational facilities in the Village and found that there was not
an increase in those calls.
Com. Weinstein asked the Petitioner if he has experience in running this type of a
business. Mr. Gondeck stated that he has had three (3) businesses throughout his career
and still currently owns one (1) in East Dundee. He has been a business owner for over
twenty one (21) years. This is his first time being a trampoline facility owner. Com.
Weinstein asked how many facilities Rockin Jump owns. Mr. Gondeck stated that Rockin
Jump had forty three (43) facilities but is now up to ninety-six (96) since they acquired
Sky Zone. Sixty five percent (65%) of the total facilities are trampoline facilities. The
average age range of his customers isbetween 7 to 14 years old. Com. Weinstein asked
if any aspects of the business or services will be changed. Mr. Gondeck responded no,
he is only looking to decrease the energy usage at the facility. However, he still needs to
speak with ComEd and the landlord.
I Packet Pg. 28 1
01/17/2018
Mr. Sheehan added that the conditions in the original Special Use Ordinance are specific
as to the layout and services provided.
Acting Ch. Khan entered the Staff Report dated Januaty 17, 2018 as Exhibit I
Mr. Gondeck thanked the Commissioners and invited them to stop by and check out the
facility.
There were no additional questions or comments from the Commissioners. There were
no questions or comments from the audience.
The public hearing was closed at 7:51 PM.
Moved by Com. Weinstein, seconded by Com. Moodhe, to recommend to the Village
Board to approve the amendment, subject to the following conditions:
The special use is granted to Jump Buffalo Grove, LLC dIblalRockin'Jump and said
special use does not run with the land.
2. The special use granted to Jump Buffalo Grove, LLC dIblalRockin'Jump may be
assignable to subsequent petitioners seeking assignment of this special use as follows:
i. Upon application of a petition seeking assignment of this special use, the Village of
Buffalo Grove, in their sole discretion, may approve the assignment administratively, or
may refer it to the Planning & Zoning Commission andlor the Village Board for a public
hearing.
ii. Such assignment shall be valid only upon the written approval of the Village of Buffalo
Grove granting said assignment, which may be granted or denied for any reason.
3. Except as modified by this Ordinance, the terms and conditions of Village Ordinance No.
2011-37 and 2015-17 shall remain in full force and effect.
RESULT: RECOMMENDATION TO APPROVE [UNANIMOUS]
Next: 2126/2018 7:30 PM
MOVER: Mitchell Weinstein, Commissioner
SECONDER: Adam Moodhe, Commissioner
AYES: Moodhe, Goldspiel, Khan, Lesser, Weinstein
ABSENT: Frank Cesario, Matthew Cohn, Amy Au
I Packet Pg. 29 1
Ordinance No. 0-2018-9 : Ordinance Approving Sign Variations for
600 W Lake Cook (Amita Health Medical Group)
Recommendation of Action
.............................
e Planning & Zoning Commission voted 7-0 recommending approval of the variations, subject to a
condition. Staff concurs with this recommendation.
SUMMARY: The petitioner is seeking a variation to install a wall sign on the north side of the multi -tenant
building at 600 W Lake Cook Road for Amita Health Medical Group. The proposed sign would be 18.2
square feet in area and be located on the north side of the building. Pursuant to the Sign Code, variations
are required.
ATTACHMENTS:
0 BOT Memo (DOCX)
• Ordinance (DOC)
• Findings of Fact (DOC)
• Exhibit C Sign Drawings (PDF)
Trustee Liaison
Ottenheimer
Staff Contact
Chris Stilling, Community Development
I Monday, February 26, 2018 1 1
Updated: 2/21/2018 3:11 PM
Page 1
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VILL,AGE OF
BUFFALO G110"VE
DATE:
TO:
FROM:
SUBJECT
February 23, 2018
President Beverly Sussman and Trustees
Christopher Stilling, Director of Community Development
A variation to allow a wall sign in the Office & Research District for 600 W
Lake Cook Road
BACKGROUND
The petitioner is seeking a variation to install a wall sign on the
north side of the multi -tenant building at 600 W Lake Cook Road
(Amita Health Medical Group). The proposed sign would be 18.2
square feet in area and be located on the north side of the
building. Pursuant to the Sign Code, a variation is required.
PLANNING & ZONING COMMISSION (PZQ RECOMMENDATION
At the public hearing, the Petitioner originally requested a sign
that would be much larger than allowed by Code. Following discussions with both staff and PZC, the
petitioner agreed to reduce the sign to 18.2 square feet which meets code. As a result, the Planning
& Zoning Commission recommended approval (7-0) of both variations subject to the following
condition:
1. The wall sign shall be no more than 18.2 square feet in area and shall be installed in
accordance with "Exhibit C" within the Findings of Fact
Staff concurs with this recommendation.
PUBLIC HEARING COMMENTS
There were no residents who testified at the meeting.
PLANNING & ZONING ANALYSIS
WaU Sign
The proposed wall sign is to be located on the north facing wall
which faces north side parking lot and the Buffalo Grove Golf
Course and would not be visible from the public right of way.
The sign is proposed to be constructed with illuminated channel
letters. The intent of the sign is to identify their locations to
customers seeking service.
VARIATIONS
The following is a summary of the requested variations:
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Variation to Section 14.16.020 to allow a wall sign in the Office & Research zoning district.
The Village's Sign Code allows for one identification sign for each developed parcel in the Office and
Research (OR) zoning district not to exceed a total of thirty two square feet in area for all displays.
The intent of the Code is to allow only I sign (ground or wall) for a building. As in this case, the multi -
tenant building already has a ground sign. Therefore, the additional wall sign requires a variation for
an additional sign.
Variation to Section 14.16.070 to allow a wall sian laraer than is allowed bv code.
A wall sign is allowed to be up to one-third of the occupant's frontage and not greater than one-half
the height of the portion of the building above the lintel and no more than 33% of the wall sign
background may be used for copy. The sign code would allow the wall sign in this location to be a
maximum of 5.99 feet long. The proposed sign is 8.5 feet in length. Therefore the variation is
required.
RECOMMENDATION
Staff recommends that the Village Board approve an Ordinance granting the variations.
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2/8/2018
ORDINANCE NO. 2018-
GRANTING VARIATIONS FROM CERTAIN SECTIONS
OF THE BUFFALO GROVE SIGN CODE
Amita Health Mediocal Group
600 Lak-e Cook Road, Buffalo Grove, IL
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970; and
WHEREAS, the real property ("Property") hereinafter legally described is zoned in the
Office & Research District and is commonly known as 600 Lake Cook Road, Buffalo Grove,
Illinois; and,
WHEREAS, request is being made for variations to Section 14.16.020 and Section
14.20.070 of the Village Sign Code (Title 14 of the Buffalo Grove Municipal Code) for the
purpose of installing an illuminated wall sign at Amita Health Medical Group 600 Lake Cook
Road, and;
WHEREAS, the Planning & Zoning Commission held a public hearing at which it
received testimony on the requested variations; and
WHEREAS, the Planning & Zoning Commission made certain findings of fact, made a
positive recommendation for the variations, and prepared minutes of the public hearing; and
WHEREAS, the Corporate Authorities of the Village of Buffalo Grove hereby determine
and find that the requested sign variations are in harmony with the general purpose and intent of
the Sign Code (Title 14 of the Buffalo Grove Municipal Code) , and that the Petitioner has
shown:
I . The literal interpretation and strict application of the provisions and requirements of
this Title would cause undue and unnecessary hardships to the sign user because of
unique or unusual conditions pertaining to the specific building, parcel or property in 0
question; and
2. The granting of the requested variance would not be materially detrimental to the (D
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3. The unusual conditions applying to the specific property do not apply generally to
other properties in the Village; and
Packet Pg. 33
4. The granting of the variance will not be contrary to the purpose of this Title pursuant
to Section 14.04.020
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 preceding WHEREAS clauses are hereby adopted by the Corporate Authorities
and made a part hereof.
Section 2. Variations are hereby granted to Section 14.16.020 and Section 14.20.070 of the
Village Sign Code (Title 14 of the Buffalo Grove Municipal Code) for the purpose of installing
an illuminated wall sign at Amita Health Medical Group 600 Lake Cook Road, legally described
as follows:
Parcel A: That part of the north 1/2of the northwest 1/4of the northeast 1/4of Section 5, Township
42 north, Range 11, east of the Third Principal Meridian, in Cook County, Illinois.
Parcel C: Outlot S-Z in Strathmore in Buffalo Grove, Unit 1, being a Resubdivison of certain lots
and vacated streets in Arlington Hills in Buffalo Grove, being a Subdivision in Sections 5 and 6
and of sundry tracts of land in the west 1/2of said Section 5, all in Township 42 north, Range 11,
east of the Third Principal Meridian, in Cook County, Illinois.
SUBJECT PROPERTY COMMON DESCRIPTION: 600 West Lak-e Cook Road, Buffalo
Grove, Illinois.
PIN: 03-05-200-011 -0000
PIN: 03-05-100-021-0000
Section 3. The wall sign shall be no more than 18.2 square feet in area and shall be installed in
accordance with "Exhibit C" within the Findings of Fact.
Section 4. This Ordinance shall be in full force and effect from and after its passage, and
approval. This Ordinance shall not be codified.
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AYES:
NAYES:
ABSENT: —
PASSED:
APPROVED:
ATTEST:
Village Clerk
2018.
2018.
N WMITOW"I
Beverly Sussman, Village President
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PLANNING & ZONING COMMISSION
VILLAGE OF BUFFALO GROVE, ILLINOIS
FINDINGS OF FACT ON A VARIATION TO THE VILLAGE SIGN CODE
THE BUFFALO GROVE PLANNING & ZONING COMMISSION HEREBY MAKES THE FOLLOWING FINDINGS OF
FACT AND CONCLUSIONS:
THE SUBJECT PROPERTY:
A. Applicant: Amita Health Medical Group/Garry Potts
B. Location: 600 Lake Cook Road Buffalo Grove, IL
C. Zoning District: Office & Research
D. Type of Variation:
A variation to Section 14.16.020 and Section 14.20.070 of the Village of Buffalo
Grove Sign Code. Within the O&R District one identification sign is allowed for each
developed parcel not to exceed a total of 32 square feet in area for all displays. The
variation is to allow a second sign exceeding the 32 square feet for all displays and
to allow the length of the wall sign to exceed the maximum length allowed.
E. Characteristics of Sign: The proposed signs will be a face lit sign with LED
illuminated channel letters with an overall height of 25 9/16" and an overall length
of 103 1/16" and approximately 18.2 square feet in area.
F. Lot Characteristics: Irregular rectangular shaped lot located at 600 Lake Cook
Road Buffalo Grove.
11. CHARACTERISTICS OF THE SURROUNDING AREA:
North
— R4 Residential
South
— R5A Residential
East -
B3 Commercial
West -
R4 Residential
Ill. VARIATION SOUGHT:
A variation to Section 14.16.030 and Section 14.20.070 of the Village of Buffalo Grove
Sign Code. Within the O&R District one identification sign is allowed for each developed
parcel not to exceed a total of 32 square feet in area for all displays. The variation is to
allow a second sign and to allow the length of the wall sign to exceed the maximum
length allowed.
IV. EXHIBITS
A. Public Notice
B. Minutes from the February 7, 2018 Meeting
C. Sign Rendering with dimensions
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V. VILLAGE ENGINEER'S REPORT:
The Village Engineer has reviewed the plans and does not have any comments.
V1. VARIATION POWER & CRITERIA:
Village of Buffalo Grove Sign Ordinance, Section 14.16.020 and Section 14.20.070.
VII. PUBLIC HEARING:
After due notice as required by law, a copy of said publication notice being attached
hereto as Exhibit A, the Planning & Zoning Commission held a public hearing regarding
the proposed variations on Wednesday, February 7, 2018 at the Village Hall, 50 Raupp
Blvd., Buffalo Grove, IL 60089 at 7:30P.M.
The applicant, Gary Potts, for Amita Health Medical Group, testified at the hearing and
presented documentary evidence.
The following objectors appeared at the hearing: None.
The following sent written objection prior to the hearing: None.
Vill. FINDINGS:
The Planning & Zoning Commission finds that the criteria as set forth in Section
14.40.010, Subsection A of the Zoning Ordinance have been met in that the Petitioner
has shown:
1. The literal interpretation and strict application of the provisions and requirements
of this Title would cause undue and unnecessary hardships to the sign user because
of unique or unusual conditions pertaining to the specific building, parcel or
property in question; and
2. The granting of the requested variance would not be materially detrimental to the
property owners in the vicinity; and
3. The unusual conditions applying to the specific property do not apply generally to
other properties in the Village; and
4. The granting of the variance will not be contrary to the purpose of this Title
pursuant to Section 14.04.020
IX. CONDITIONS:
The variations shall be subject to the following condition:
1. The sign is to be installed in conformance with Exhibit C.
X. CONCLUSION:
Findings of Fact
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The Zoning Board of Appeals, by a vote of 7 to 0, recommends to the Village Board to
grant the request for variance of the Village of Buffalo Grove Sign Code Section
14.16.020 and Section 14.20.070. The variation is to allow a second sign and to allow
the length of the wall sign to exceed the maximum length.
Dated — February 7, 2018
VILLAGE OF BUFFALO GROVE, IL
Frank Cesario, Chairman
Planning & Zoning Commission
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Public Hearing Notice — Exhibit A
PUBLIC NOTICE IS HEREBY GIVEN that a Public Hearing will be held by the Buffalo Grove Planning & Zoning
Commission on Wednesday, January 17, 2018 at 7:30 P.M. in the Jeffrey S. Braiman Council Chambers,
Buffalo Grove Municipal Building, 50 Raupp Boulevard, Buffalo Grove, IL concerning the following matter:
SUBJECT: Petition to the Village of Buffalo Grove for variation to Sign Code, Section 14.16.020,,
pertaining to Office& Research Districts; and Sign Code, Section 14.20.070, pertaining to Wa I I Signs, forth e
purpose of allowing a wall sign.
The petitioner is proposing a 46.1 square foot illuminated wall sign on the north elevation of the building
PETITIONER: Garry Potts, 11 on behalf of Amita Health
600 West Lake Cook Road
Buffalo Grove, IL 60089
SUBJECT PROPERTY LEGAL DESCRIPTION:
Parcel A: That part of the north Y2of the northwest Xof the northeast Xof Section 5, Township 42 north,
Range 11, east of the Third Principal Meridian, in Cook County, Illinois.
Parcel C: Outlot S-Z in Strathmore in Buffalo Grove, Unit 1, being a Resubdivison of certain lots and
vacated streets in Arlington Hills in Buffalo Grove, being a Subdivision in Sections 5 and 6 and of sundry
tracts of land in the west Y2of said Section 5, all in Township 42 north, Range 11, east of the Third
Principal Meridian, in Cook County, Illinois.
SUBJECT PROPERTY COMMON DESCRIPTION: 600 West Lake Cook Road, Buffalo Grove, Illinois.
PIN: 03-05-200-011-0000
PIN: 03-05-100-021-0000
Documents submitted by the petitioner for the public hearing concerning this petition are on file with the
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Village Clerk and the Department of Building & Zoning, 50 Raupp Boulevard, and may be examined by any 00
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interested persons. Anyone with questions concerning the hearing may contact Brian Sheehan, Building CD
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Commissioner, 847-459-2530. 0
All persons present at the public hearing will be given the opportunity to be heard.
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Dated this 18 day of December, 2017.
Frank Cesario
Buffalo Grove Planning & Zoning Commission
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Draft Minutes - Exhibit B
Mr. Garry Potts II, Professional Permits, 58171 Dragonfly Court, Osceola, IN 46561, was
present and sworn in.
Mr. Potts II is the owner of Professional Permits and is representing the building owner,
Mr. Glazer and Amita Health Medical Group, the tenant. Amita Health is requesting a
variance to install a 46.1 square foot illuminated wall sign on the north elevation of the
multi -tenant building at 600 Lake Cook Road. The Sign Code prohibits both a wall and
ground sign at this building. The proposed sign will help assist the public in locating the
medical office. Amita Health has received feedback from its patients indicating they did
not know which building or tenant space to go to. The proposed wall sign will not have a
negative effect since it faces the golf course. The literal interpretation and strict
enforcement of the Code would create a practical difficulty by reducing the wayfinding of
the general public as they search for the business. During the winter months it gets dark
early and the sign will help assist clients in locating the office. This is especially true
when traveling from the east off Weidner Road, on the campus access road. He ran
directions with Google Maps and found that the directions are not accurate and take
people to the wrong location. An internally illuminated wall sign would assist customers
in locating the business. Although as mentioned in the Staff Report that staff may
support a sign 10-15 square feet in size, this would result in individual character font
sizes that would be too small to incorporate LED illumination. They believe an
illuminated sign would help provide safe wayfinding of the medical office location while
following the intent of the Code. If you consider the negative space within the sign and
only measure the Amita Health and Medical Group letters separately, the total square
footage would be 26.3 square feet. He has worked with staff to come to a mutually
agreed upon size but has been unable to. He needs to get relief tonight as Amita Health
feels the sign would provide safe wayfinding for their patients. They are open to any
options that staff and/or the Commission may present.
Com. Weinstein asked Mr. Potts 11 to explain the difference in the square footage
between the 26.3 square feet and the 46.1 square feet. Mr. Potts 11 stated that the Code 0
measures the entire box area of length times the width to determine sign area. If you
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measure the individual letters, "Amita" by itself; "Health" by itself; "Medical" by itself; 00
and "Group" by itself, the sign is actually 26.3 square feet. There is a lot of empty space
in the calculation made by the Code. Com. Weinstein asked how many square feet Amita 0
is by itself. Mr. Potts 11 responded that Amita by itself is 18.6 square feet. Com.
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Weinstein asked if "Amita" by itself would be enough to satisfy all the issues. Mr. Potts U_
11 advised that it would not. He asked his client the same and their corporate name is 0
Amita Health Medical Group and they insist their full name is on the sign. Com.
Weinstein confirmed with Mr. Potts 11 that if he were to go smaller, as staff
recommends, the sign would not be large enough to illuminate. Mr. Potts 11 stated that it
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correct. On a 15 square foot sign, the "Medical Group" portion would be about 2.5 inches
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tall and would be too small to put LED lighting within. The absolute minimum size for
the "Medical Group" portion to be illuminated is 4-11/16 inches tall. Com. Weinstein
confirmed that there are two variations being requested; the first the wall sign as it
would be a second sign, and second for the size. If the size was kept down to 36-33
square feet, a variation would not be required. Mr. Sheehan stated that there are three
different variations being requested. The overall square footage is one issue, but also
they are only allowed one third the length of the frontage of the tenant space, which
would only allow 5.99 feet in total length. And the height is 50% of the height of the
lintel to the top of the building which would be approximately 3 feet in height. Staff
discussed the Sign Code as it relates to frontage. Mr. Stilling explained that if this were a
multi -tenant building in the B Zoning District, the sign could be up to 33 square feet.
Com. Weinstein asked Mr. Potts 11 to review the criteria standards. Mr. Potts II reviewed
the criteria; 1) They believe not granting a variance would cause undue hardship because
it would reduce the wayfinding of the general public. 2) The granting of the variance
would not be detrimental to the property owners in the vicinity because the sign would
be facing the rear of the property. The sign would not be seen from Lake Cook Road. 3)
They have a unique situation where all the entrances to the building are off west bound
Lake Cook Road, which is a divided road and directions are not clear. Instead of making
a left at Weidner Road and taking patients to the access road, directions take you past to
the next intersection where you have to make a U-turn. 4) They feel that this is the
minimum relief needed for the general public to have safe wayfinding. The vinyl door
signage is okay during the day, but at night it is not visible and you cannot tell the office
entrance location. Com. Weinstein asked what the smallest square footage sign they
would consider knowing the staff recommendation. Mr. Potts 11 advised that the
proposed sign is their standard corporate sign used. He did ask Amita Health what the
minimum size is that could be used in order to keep the sign illuminated and that would
be an 18.2 square foot sign. Mr. Potts 11 distributed a revised sign rendering depicting an
illuminated wall sign at 18.2 square feet in overall size. The size of the lettering for
Amita would be 15-1/ inches tall and the Medical Group letters would be 4-11/16 inches
tall. That is the absolute smallest sign that would allow for internal LED illumination.
Com. Weinstein asked if the 18.2 square feet is based upon the Village's sign area
calculation. Mr. Potts 11 responded yes.
Com. Au asked if the proposed wall sign is the standard layout for Amita Health Medical
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Group. Mr. Potts 11 replied that this appears to be the standard layout with the stacked
letter set. Com. Au asked if it would be possible to stack each word one above the other
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in a block as opposed to the two lines. Mr. Potts 11 responded that Amita Health does
not do that.
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Com. Goldspiel stated that this sign would not be visible from Lake Cook Road or the
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access drive from Lake Cook Road. And there is nothing behind the building. The
parking lot is narrow and there is not enough space to back up and see the whole sign. It
seems to be too big of a sign for the small building and the low parapet height. It would
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throw the whole building out of balance. He does not understand why a big sign looking
out onto nothing would be a help to anyone in finding the building because you would
have to be in the parking lot in order to see the sign. Mr. Potts II asked if Com. Goldspiel
was speaking to the original proposed sign or the revised sign drawing that was just
distributed to the Commission. Com. Goldspiel asked if the revised drawing is now what
is being proposed. Mr. Potts 11 advised that the revised drawing is as close as they can
get to what staff recommended while still allowing the sign to be illuminated. Mr.
Sheehan advised that staff would be supportive of the revised sign at 18.2 square feet.
Mr. Stilling provided a photograph of the NorthShore Medical Group wall sign that is
similar in size to what staff had recommended. Com. Goldspiel stated that if the Amita
Health sign would be similar in size to the NorthShore Medical Group sign, he would
not have an issue with it. But if it were to be as originally proposed, he would have a big
issue with it. Com. Goldspiel asked about size requirements based on Code with staff. He
also asked what variations would still be required. Mr. Sheehan stated that variations
would still be required. Com. Goldspiel asked Mr. Potts 11 if the white letters of Medical
Group portion of the sign would be white when illuminated. Mr. Potts 11 advised yes.
Com. Goldspiel confirmed with staff that the revised proposed wall sign would need a
variance because it is an additional sign and asked if any other variations would be
required. Mr. Sheehan responded that it would need a variance for size as well. Com.
Goldspiel asked the opinion of staff about the internally illuminated sign as opposed to a
flood lit sign. Mr. Sheehan responded that staff has no opinion but believes that
Petitioner's testimony indicated that the vinyl lettering on the doors do not help patients
find the location at night. Com. Goldspiel stated that the sign would not be visible to
anyone driving and they would have to be in the parking lot behind the building to see it.
It would not be visible from the west side of the building or the south side of the
building or the east side of the building. Mr. Sheehan stated that this building is rear
loading so people come in from the rear. The sign would not be visible from the right-of-
way. Mr. Potts 11 added that at night, the sign would be visible from the access road used
from Weidner Road. Com. Goldspiel stated that the visibility would depend on the
location of the sign on the building. This sign seems to be located towards the middle of
the building. Mr. Potts 11 stated that as you come around the corner of the access road,
the sign would be visible.
Ch. Cesario confirmed with Mr. Potts II that the request before the Planning & Zoning
Commission now is the revised wall sign with a total area of 18.2 square feet.
There were no additional questions or comments from the Commissioners. There were
no questions or comments from the audience.
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Ch. Cesario entered the Staff Report dated February 7, 2o18 as Exhibit 1 and the revised
sign drawing depicting the total square footage of the proposed wall sign to be 18.2
square feet as Exhibit 2.
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The public hearing was closed at 7:59 PM.
Moved by Com. Weinstein, seconded by Com. Khan, to recommend to the Village Board
to approve the proposed sign variation to allow a wall sign in the O&R Zoning District in
accordance with the dimensions of the sign set forth in Exhibit 2 for the property located
at 600 Lake Cook Road.
Com. Weinstein thanked the Petitioner for providing a proposal that alleviated the
concerns of staff and the Commission and he is in favor of the request.
Ch. Cesario stated that the purpose of the sign has been demonstrated to be
identification and safety. The revised size is consistent with the building structure with
those goals as stated. He is supportive of adding a sign under variation for those
purposes and for the size as discussed.
Com. Goldspiel asked how many tenants are in the building. Mr. Sheehan advised that
there are four tenants in the building. Com. Goldspiel asked about the other tenants
wanting a sign as well. Mr. Sheehan advised that they would have to apply for a
variation.
RESULT: RECOMMENDATION TO APPROVE [UNANIMOUS]
Next: 4/20/2016 7:30 PM
MOVER: Weinstein, Commissioner
SECONDER: Khan, Commissioner
AYES: Au, Cesario, Cohn, Goldspiel, Khan, Lessor, and Weinstein
ABSENT: Moodhe
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.............
Sign Exhibit - Exhibit C
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Resolution No. R-2018-4 : Resolution Reallocating the 2018 Volume
Cap to the Village of Buffalo Grove
Recommendation of Action
.................... §
aff recommends approval.
SUMMARY: The Village is the host of the Private Activity Bond Clearinghouse for Lake County. This is
the annual Resolution that transfers the Village's Volume Cap to the Clearinghouse.
ATTACHMENTS:
a 2018 Resolution (DOCX)
Trustee Liaison
Ottenheimer
I Monday, February 26, 2018 1
Staff Contact
Chris Stilling, Community Development
Updated: 2/21/2018 3:11 PM
Page 1
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VILLAGE OF BUFFALO GROVE
RESOLUTION NO. 2018-
A RESOLUTION OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS REALLOCATING
2018 VOLUME CAP TO THE VILLAGE OF BUFFALO GROVE, ILLINOIS.
WHEREAS, the Village of Buffalo Grove in Lake and Cook Counties, Illinois the
("Municipality"), is a municipality and a home rule unit of government duly organized and validly
existing under Section 6(a) of Article VII of the 1970 Constitution and laws of the State of Illinois; and
WHEREAS, certain tax exempt private activity bonds may be issued only if sufficient volume
cap pursuant to Section 146 of the Internal Revenue Code of 1986, as amended (the "Code"), is available
for the bonds; and
WHEREAS, pursuant to the Code, the Municipality has been allocated volume cap equal to
$105.00 per resident of the Municipality in calendar year 2018, or $4,357,080.00 for the issuance of such
tax exempt private activity bonds; and
WHEREAS, pursuant to Section 6 and Section 6.1 of the Illinois Private Activity Bond
Allocation Act, 30 ILCS 345/1 et seq. (the "Bond Allocation Act"), and the Guidelines and Procedures
promulgated thereunder, the Municipality may, prior to May 1, 2018, reallocate to other home rule units
of government the volume cap allocated to the Municipality by the Code for their issuance of such tax
exempt private activity bonds or for subsequent transfer or reallocation; and
WHEREAS, the Municipality has not used any of its 2018 volume cap and has no present
intention to use the same; and
WHEREAS, the Lake County Partnership for Economic Development, Inc. has offered Lake
County home rule communities the opportunity to participate in a program to combine their respective
volume cap allocations and create a Private Activity Bond Clearinghouse Pool (the "Pool") to facilitate
the issuance of tax-exempt private activity bonds to finance manufacturing and multi -family housing
commercial projects in Lake County, Illinois, for economic development purposes ("Eligible Projects");
and
WHEREAS, the Village of Buffalo Grove, a home rule unit of government ("Buffalo Grove"),
pursuant to its Resolution No. 2001-51 adopted December 17, 2001, agreed to host the Pool and to
reserve its own volume cap, and accept volume cap reallocated to Buffalo Grove by other home rule units
of government, for the issuance of tax-exempt private activity bonds placed through the Pool to finance
Eligible Projects; and
WHEREAS, Buffalo Grove has requested that the Municipality reallocate all of its 2018 volume
cap to Buffalo Grove to be used for the issuance of tax-exempt private activity bonds placed through the
Pool to finance Eligible Projects;
NOW, THEREFORE, BE IT RESOLVED BY LAKE COUNTY, ILLINOIS, AS
FOLLOWS:
I Packet Pg. 46 1
SECTION ONE: RECITALS. The foregoing recitals are incorporated in and made a part of
this Resolution by this reference as findings of the Village Board
SECTION TWO: TRANSFER AND REALLOCATION OF 2018 VOLUME CAP.
Pursuant to Section 6 and Section 6.1 of the Bond Allocation Act and the Guidelines and Procedures
promulgated thereunder, the Municipality irrevocably agrees to, and does hereby, transfer and reallocate
all of its 2018 volume cap to Buffalo Grove to be used for the issuance of tax-exempt private activity
bonds placed through the Pool to finance Eligible Projects as directed by the Advisory Committee created
pursuant to Buffalo Grove Resolution No. 2001-5 1.
SECTION THREE: AGREEMENT. This Resolution shall constitute the agreement of the
Municipality to a different allocation under Section 146(e) (3) of the Code and the writing required under
Section 6 of the Bond Allocation Act.
SECTION FOUR: WARRANTY. The Municipality covenants and warrants that it has taken
no action or issued bonds that would abrogate, diminish, or impair its ability to fulfill the written
agreement, covenants, and undertakings on its part under this Resolution.
SECTION FIVE: AUTHORIZATION. As required by the Bond Allocation Act and the
Guidelines and Procedures promulgated thereunder, a certified copy of this Resolution shall be
transmitted to the Office of the Governor of the State of Illinois. Any and all appropriate and proper
officers, officials, agents, and employees of the Municipality are hereby authorized, empowered, and
directed to take all necessary and advisable actions, and to execute all such documents and certificates, as
may be necessary to further the purposes and intent of this Resolution.
SECTION SIX: MAINTAIN RECORD. The Municipality shall maintain a written record of
this Resolution in its records for so long as the bonds to which the volume cap transferred by this
Resolution is reallocated remain outstanding.
SECTION SEVEN: EFFECTIVE DATE. This Resolution shall be in full force and effect from
and after its passage and approval as required by law and is enacted by the Municipality pursuant to its
powers under the laws of the State of Illinois and the Illinois Constitution of 1970 and its home rule
powers.
PASSED THIS DAY OF 12018
AYES:
NAYS:
ABSENT:
PASSED THIS DAY OF 2018
ATTEST:
Village Clerk
Village President
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Ordinance No. 0-2018-7 : Reconsider Ordinance No. 2018-7
Regarding Recreational Vehicles
Recommendation of Action
.................... §
aff recommends that the Village Board reconsider Ordinance 2018-7 pursuant to the steps outlined in
the attached staff memorandum.
A motion to reconsider Ordinance 2018-7 (RV Regulations) has been placed on the February 26, 2018
Village Board agenda. Staff is recommending that the Village Board reconsider the Ordinance and
discuss modifications. Additional information can be found in the attached staff memorandum.
ATTACHMENTS:
• BOT Memo 2.26.18 (DOCX)
• Original Ordinance 2018-7 (DOC)
• Revised Draft Ordinance with Amendments (DOC)
0 Draft RV Handout (PDF)
Trustee Liaison
Ottenheimer
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Staff Contact
Chris Stilling, Community Development
Updated: 2/22/2018 1:36 PM
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NIIII'LikGE OF
I
BUFFiNLO GROVIr,
MEMORANDUM
DATE: February 23, 2018
TO: President Beverly Sussman and Trustees
FROM: Christopher Stilling, Director of Community Development
SUBJECT: Recreational Vehicles Ordinance
nark'r.Rn1 Min
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nd
On January 22 , the Village Board considered a new Ordinance amending Chapter 17.36 and Section
8.24.170 of the Buffalo Grove Municipal Code concerning Recreational Vehicles (RVs). This item came
to the Board with a unanimous recommendation from the PZC. The following is a brief summary of
the Ordinance as originally considered:
New, broader definition
Limited the outside storage of a RV to the rear and or side yards (must meet zoning setbacks)
and have proper screening on a solid surface
Driveway storage is allowable up to 10 calendar days per year (to allow people time to
prepare equipment)
The effective date would be June 1, 2018
Residents may petition the Village for a variation if they are unable to meet these regulations
JANUARY 22,2018 BOARD MEETING
At the January 22, 2018 Board meeting, there was motion made and a second to approve the revised
RV regulations, as recommended by the PZC. Following some discussion, the Village Board voted to
approve the Ordinance amending it to include a provision that would allow the PZC to have the
approval authority for granting a variation to the new RV regulations. A copy of the original
Ordinance, as amended by the Village Board at the meeting and updated by the Village Attorney
(Ord. 2018-7) is attached for references purposes. The vote upon the motion was 3 ayes and 2 nays
and the motion was declared passed by the Village Clerk.
Subsequent to the meeting, Attorney Raysa determined that pursuant to State Law (Illinois Municipal
Code 65 ILCS 5/3.1-40-40) any Ordinance approved by the Village shall have four (4) affirmative votes
to be valid.
RECONSIDERATION
To address the matter, a motion to reconsider Ordinance 2018-7 has been placed on the February
26, 2018 Village Board agenda. The motion for reconsideration shall be made by a Trustee who
voted on the prevailing side of the question to be reconsidered. The prevailing side would be Trustee
Weidenfeld or Trustee Stein. Any Trustee may second a motion to reconsider. Any vote upon the
motion to reconsider shall be by roll call vote. If the motion to reconsider passes, then Ordinance
2018-7 is before the Village Board for discussion and consideration. The Village Board may approve,
deny or amend Ordinance 2018-7.
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FEBRRUARY 26, 2018 BOARD MEETING
A motion to reconsider the Ordinance 2018-7 has been placed on the February 26, 2018 Village
Board agenda. Staff is proposing the following steps for the meeting:
Step 1- Motion to Reconsider
When the motion to reconsider comes up for discussion on the agenda, Trustee Stein or Trustee
Weidenfeld can make the motion to reconsider. Any Trustee may second the motion. Once the item
has been seconded and before a vote is taken, staff would recommend that Attorney Raysa provide
the legal background for why the item was being reconsidered. Following the procedural
background, the Village Board should vote, by roll call, on whether or not to reconsider the
Ordinance.
Step 2- Staff Presentation
Should the motion to reconsider pass, then the original Ordinance (Ord 2018-7) is before the Village
Board for discussion. Staff will then provide the Board with a presentation. During staff's
presentation, staff will provide the Board with additional background regarding Ordinance 2018-7.
The following information will be covered in staff's presentation:
Background on the original Ordinance and the work done by staff and the PZC.
Staff will then summarize a resident handout addressing the new regulations. Attached is a
copy for the Board's review. Thefinal handout will reflect the any changes adopted by the
Village Board.
Staff will provide a summary of the variation process. As noted, any variation from the RV
regulations will require a public hearing and approval by the PZC. Staff has confirmed with
Attorney Raysa that residents may proceed with the variation process prior to the effective
date. The PZC can grant the variations, provided that it (variation) will not be effective until
the RV regulations are effective. Pursuant to the Zoning Ordinance, should the PZC deny a
request by a resident, the resident may file an appeal to the Village Board who may overrule
or modify the PZC's decision provided that it receives 4 affirmative votes.
During staffs presentation, staff will also recommend a few amendments to the original Ordinance
Staff is offering the following amendments for consideration:
• Delay the effective date to August 1. This will allow additional time for residents to find
other storage options or seek a variation, It will also provide staff more time to identify RV's
that may not be able to comply since more people may be bringing them out from storage
to be used during the summer months.
• Increase the total days an RV can be temporarily parked in the driveway from a combined 10
days to no more than 30 days in a calendar year. This increase will allow more time for
residents who may take multiple trips in a calendar year. This item may be subject tofurther
discussion and consideration by the Village Board.
Add a provision that states any RV storage on a driveway shall not create a sight obstruction
Decrease the filing fee for a variation to the RV regulations from $125 to $50. Please note
that this change will be brought the Village Board at their April meeting via a separate
Ordinance.
Amend the Ordinance to clarify that a resident may request a variation to any part of the RV
regulations (location, timing, landscaping, etc.)
Step 3- Motion to approve, deny or amend the original RV Ordinance
Following staff's presentation, the Village Board may discuss the amendments. In the event there is
consensus on the amendments or if the Board wishes to consider additional amendments, staff
recommends that the Trustee(s) make a motion and a second to AMEND the original Ordinance, with
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the modifications. Any Trustee can make this motion. A roll call vote will have to be taken to consider
only the amendments. If the motion to amend the Ordinance is approved, the revised/amended
Ordinance is up for final approval. Staff has attached a revised Ordinance reflecting the additional
changes highlighted in yellow and outlined above in Step 2.
Step 4- Motion to approve the Ordinance
Once the motion to amend the Ordinance has been approved by the Village Board, the Trustees can
then vote to approve the new Ordinance, as amended. This can be done through the normal
procedures where any Trustee can make the motion and it is seconded. Once seconded, the Village
Board can vote to approve or deny the Ordinance.
RECOMMENDATION
Staff recommends that the Village Board approve the updated Ordinance amending the RV
regulations. The Village Board may consider additional amendments.
Page 3 of 3
Packet Pg. 51
Underlined = addition
Stfikeoti = deletion
0 1/25/2018A
#705653
ORDINANCE NO. 2018 - 7
AN ORDINANCE AMENDING SECTION 17.36.030, ADDITIONAL REGULATIONS -
PARKING, SECTION 8.24.170, DESIGNATIONS, AND SECTION 17.52.040,
AUTHORIZED VARIATIONS BY PLANNING AND ZONING COMMISSION OF THE
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 has received several complaints from residents concerned that
the Village's parking regulations for recreational vehicles ("RV") are too permissive; and
WHEREAS, the Village conducted a survey through the Northwest Municipal
Conference (NWMC) to see how RVs are regulated in other communities; and
WHEREAS, proposed RV parking regulations were discussed at several Planning &
Zoning Commission meetings; and
WHEREAS, a violation of Sections 17.36.030. H.3 and HA.is found to be a nuisance;
and
WHEREAS, the Village Planning & Zoning Commission shall have the right to grant
variations regarding the parking regulations set forth in Section 17.36.030 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. Subsection H, Parking in Residential Districts of Section 17.36.030,
Additional Regulations -Parking, of the Buffalo Grove Municipal Code is hereby amended to
read as follows:
I Packet Pg. 52 1
17.36.030, Additional Regulations -Parking.
H. Parking in Residential Districts. The following restrictions and regulations
shall apply to parking and storage on private property in all residential districts.
1. Commercial vehicles. One commercial vehicle up to the following size
including appurtenances and attachments per zoned residential lot shall be permitted:
Length 18 feet
Width 8 feet
Height 7 feet
No parking of any commercial vehicle shall be allowed on Village streets except
for deliver or service.
2. Definition of recreational vehicle (RV): Vehicles or trailers for
recreational or non- commercial uses that can be driven, towed, sailed,
or hauled. This includes, but is not limited to, those vehicles commonl
referred to as RVs, such as motor homes and travel trailers, as well as
any snowmobiles, pull campers, all -terrain vehicles (ATV), tent trailers,
special purpose trailers, cargo trailers, horse trailers, utilijy trailers used
for haulin, or other similar vehicle-, water -oriented vehicles and their
trailers including, but not limited to, power boats, cruisers, jet skies,
fishin/huntiu boats, pontoon boats, personal watercrafts (PWC), as well
as, row boats, sail boats, and other non -motorized watercraft. A
recreational vehicle(s) such as an ATV, PWC or boat on a trailer shall
constitute one recreational vehicle.
3. Parking or storage of recreational vehicles.
a. General Regulations
i) Recreational vehicles of anv size and anv number can be Darked
in a fully enclosed garage unless such parking specifically prohibite
elsewhere in the Code.
(ii)No more than one recreational may be parked outside on an
residential lot.
(iii) Recreational vehicles that are parked outside shall conform to
the followin mzulations:
• Recreational vehicles shall be within size regulations of. 30
feet in length, 10 feet in height and 8 feet in width.
• Recreational vehicles shall not have their wheels removed
or be affixed to the ground.
• Recreational vehicles shall be parked on an qpproved hard
surface (i.e. concrete, asphalt, pavers, or other similar
Packet Pg. 53
materials resulting in a dust free surfij��ej
o Recreational vehicles shall not encroach into the right-of-
way or over the public sidewalk.
o Recreational vehicles shall be operable and moved at least
once in any calendar year.
(iv) Parked recreational vehicles should not be used for living,
sleeping or other p=oses or as accessoLy structures.
(y) Recreational vehicles that are being repaired, in a
inoperative condition, or not licensed, may be parked outside
on a temporary basis (no more than 48 hours), otherwise they are
to be in an enclosed garage.
b. Location.
(i) Recreational vehicles of any size may be parked in the front
yard only on a temporajy basis for no more than a total of 10
calendar days per calendar year for the puEpose of loading,
unloading, cleaning, and maintenance. Recreational vehicles shall
not encroach into the right-of-way or over the public sidewalk.
(ii) A recreational vehicle can be parked in the interior side yard
of a residentially zoned lot provided that it is effectivel
screened from the public view and is not parked �Yithin the
required side yard setback of the zoning district. Adequate
screening (fencing or landscgping) shall be a minimum of 5 feet
in height is installed and properly maintained.
(iii) A recreational vehicle can be parked in the rear yard of a
residentially zoned lot provided that it is effectively screene
from the public view and it meets the required rear yard
setback of the zoning district. Adequate screening (fencing or
landscqping) shall be a minimum of 5 feet in height is installed
and properly maintained.
(iv) A recreational vehicle shall not be located in the comer side
yard setback.
(y) Any property not coMplying with the regulations set forth in
this Subsections.H.2 and H.3. shall require a variation pursuant to
the tenns established in Chqpter 17.52 of the Buffalo Grove
Zoning Ordinance.
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-3.4. Multiple -Family Districts (R-7, R-8, and R-9).
a. In multiple -family districts (R-7, R-8, and R-9) the requirements
of Seetion 17.36.030.14.2.b.-(i) Subsections 17.36.030.H.2. and H.3.
(i) shall apply where a driveway is present on the zoned lot.
b. In multiple -family districts (R-7, R-8, and R-9) where no
driveway is present and where common parking areas are provided,
then the number of recreational vehicles shall not exceed the
number of units on the zoning lot. In all other respects, the
E
I Packet Pg. 55 1
requirements of Seetien 17.36.030.14.2.b.-(O Subsections
17.36.030.H.2. and H.3. hereof shall be applicable.
c. Parking of recreational vehicles shall be in a designated area
separate from general parking.
Section 3. Subsection I of Section 8.24.170, Designation, is hereby added to the
Buffalo Grove Municipal Code to read as follows:
Section 8.24.170
1. -To cause or allow a violation of Subsections 17.36.030.H.3. or H.4.of the
Buffalo Grove Municipal Code.
Section 4. Subsection A.7. of Section 17.52.040, Authorized variations — Planning &
Zoning Commission, is hereby added to the Buffalo Grove Municipal Code to read as
follows:
17.52.040 Authorized variations — Plannin2 & Zonim! Commission.
A.7. To permit variations of Subsections 17.36.030.H.3 and HA regarding
parking regulations
Section 5. If any section, paragraph, clause or provision of this Ordinance shall be held
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
Section 6. Any person violating any portion of this Ordinance shall be punished
according to the provisions of Chapter 1.08 of the Buffalo Grove Municipal Code.
Section 7. This Ordinance shall be in full force and effect from and after its passage,
approval and publication. This Ordinance may be published in pamphlet form. The
implementation of this Ordinance shall be delayed until June 1, 2018.
AYES:
NAYES:
ABSENT:
PASSED: 12018
APPROVED: 2018
PUBLISHED: 2018
I Packet Pg. 56 1
ATTEST:
Janet Sirabian, Village Clerk
4705653
APPROVED:
Beverly Sussman, Village President
I Packet Pg. 57 1
Underlined = addition
Stfikeoti = deletion
— additional staff changes from the Original Ordinance
2/21/2018
#705653
ORDINANCE NO. 2018 -
AN ORDINANCE AMENDING SECTION 17.36.030, ADDITIONAL REGULATIONS -
PARKING, SECTION 8.24.170, DESIGNATIONS, AND SECTION 17.52.040,
AUTHORIZED VARIATIONS BY PLANNING AND ZONING COMMISSION OF THE
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 has received several complaints from residents concerned that
the Village's parking regulations for recreational vehicles ("RV") are too permissive; and
WHEREAS, the Village conducted a survey through the Northwest Municipal 1�
Conference (NWMC) to see how RVs are regulated in other communities; and 11�
co
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40
WHEREAS, proposed RV parking regulations were discussed at several Planning & C�
Zoning Commission meetings; and 0
and
WHEREAS, a violation of Sections 17.36.030. H.3 and HA.is found to be a nuisance;
WHEREAS, the Village Planning & Zoning Commission shall have the right to grant
variations regarding the parking regulations set forth in Section 17.36.030 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.
I Packet Pg. 58 1
Section 2. Subsection H, Parking in Residential Districts of Section 17.36.030,
Additional Regulations -Parking, of the Buffalo Grove Municipal Code is hereby amended to
read as follows:
17.36.030, Additional Regulations -Parking.
H. Parking in Residential Districts. The following restrictions and regulations
shall apply to parking and storage on private property in all residential districts.
1. Commercial vehicles. One commercial vehicle up to the following size
including appurtenances and attachments per zoned residential lot shall be permitted:
Length 18 feet
Width 8 feet
Height 7 feet
No parking of any commercial vehicle shall be allowed on Village streets except
for deliver or service.
2. Definition of recreational vehicle (RV): Vehicles or trailers for
recreational or non- commercial uses that can be driven, towed, sailed, 0
U
or hauled. This includes, but is not limited to, those vehicles commonl
referred to as RVs, such as motor homes and travel trailers, as well as
any snowmobiles, pull campers, all -terrain vehicles (ATV), tent trailers, co
T.-
spe ial purpose trailers, cargo trailers, horse trailers, utilijY trailers used 40
C�
for hauling, or other similar vehicle, water -oriented vehicles and their 0
trailers including, but not limited to, power boats, cruisers, jet skies,
fishing/hunting boats, pontoon boats, personal watercrafts (PWC), as well
as. row boats. sail boats. and other non -motorized watercraft. A
recreational vehicle(s) such as an ATV, PWC or boat on a trailer shall
constitute one recreational vehicle.
3. Parking or stornre of recreational vehicles.
a. General Regqlations
i) Recreational vehicles of anv size and anv number can be Darked
in a fully enclosed garage unless such parking specifically prohibite
elsewhere in the Code.
(ii)No more than one recreational may be parked outside on an
residential lot.
(iii) Recreational vehicles that are parked outside shall conform to
the following regulations:
o Recreational vehicles shall be within size reizulations of. 30
feet in lem-,th, 10 feet in hei�zht and 8 feet in width.
Z;
.2
Packet Pg. 59
o Recreational vehicles shall not have their wheels removed
or be affixed to the -round.
• Recreational vehicles shall be parked on an qpproved hard
surface (i.e. concrete, asphalt, pavers, or other similar
materials resultin in a dust free sur&��e�
• Recreational vehicles shall not encroach into the ri4t-of-
wav or over the Dublic sidewalk.
o Recreational vehicles shall be operable and moved at least
once in any calendar year.
(iv) Parked recreational vehicles should not be used for living,
sleeping or other pLiMoses or as accessoly structures.
(v) Recreational vehicles that are being repaired, in an
inoperative condition, or not licensed, may be parked outside
on a teMporary basis (no more than 48 hours), otherwise they are
to be in an enclosed garage.
b. Location.
(i) Recreational vehicles of any size may be parked in the front
yard only on a temporaa basis for no more than a total of 30
calendar days per calendar year for the purpose of loading,
unloading, cleaning, and maintenance. Recreational vehicles shall
not encroach into the right-of-way or over the public sidewalk.
Recreational vehicles Darked in the drivewav shall not create a
line of si�4ht obstruction.
11�
(ii) A recreational vehicle can be parked in the interior side yar
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of a residentially zoned lot provided that it is effectivel
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screened from the public view and is not parked ithin the
required side yard setback of the zoning district. Adequate
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screening (fencing or landscaping) shall be a minimum of 5 feet
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in height is installed and properly maintained.
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(iii) A recreational vehicle can be parked in the rear yard of a
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residentially zoned lot provided that it is effectively screene
from the public view and it meets the required rear yard
setback of the zoning district. Adequate screening (fencing or
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landscgping) shall be a minimum of 5 feet in height is installed
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and properly maintained.
(iv) A recreational vehicle shall not be located in the comer side
0
yard setback.
M-
(v) Any property not complying with any portion of the
regulations set forth in this Subsections.H.2 and H.3. shall requir
a variation pursuant to the terms established in Chqpter 17.52 of
>
the Buffalo Grove Zoning Ordinance.
I Packet Pg. 60 1
_... MI
. . . . . . . . . .
...........
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Imy. .1m
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a. In multiple -family districts (R-7, R-8, and R-9) the requirements
of Seetieti 17.36.030.14.2.b.-(i) Subsections 17.36.030.H.2. and H.3.
(i) shall apply where a driveway is present on the zoned lot.
b. In multiple -family districts (R-7, R-8, and R-9) where no
driveway is present and where common parking areas are provided,
then the number of recreational vehicles shall not exceed the
number of units on the zoning lot. In all other respects, the
requirements of Seetion 17.36.030.14.2.b.-(O Subsections
17.36.030.H.2. and H.3. hereof shall be applicable.
c. Parking of recreational vehicles shall be in a designated area
separate from general parking.
Section 3. Subsection I of Section 8.24.170, Designation, is hereby added to the
Buffalo Grove Municipal Code to read as follows:
Section 8.24.170
Jo cause or allow a violation of Subsections 17.36.030.H.3. or HA.of the
Buffalo Grove Municip I Code.
Section 4. Subsection A.7. of Section 17.52.040, Authorized variations — Planning &
Zoning Commission, is hereby added to the Buffalo Grove Municipal Code to read as
co
follows: V.-
CD
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17.52.040 Authorized variations — Plannin2 & Zonin2 Commission. 0
A.7. To permit variations of any portion of Subsections 17.36.030.H.3
and HA regarding parking regulations
Section 5. If any section, paragraph, clause or provision of this Ordinance shall be held
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
Section 6. Any person violating any portion of this Ordinance shall be punished
according to the provisions of Chapter 1.08 of the Buffalo Grove Municipal Code.
Section 7. This Ordinance shall be in full force and effect from and after its passage,
approval and publication. This Ordinance may be published in pamphlet form. The
implementation of this Ordinance shall be delayed until August 1, 201 S.
AYES:
NAYES:
ABSENT:
I Packet Pg. 62 1
PASSED: 12018
APPROVED: 12018
PUBLISHED: � 2018
ATTEST:
Janet Sirabian, Village Clerk
#705653
APPROVED:
Beverly Sussman, Village President
11�
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I Packet Pg. 63 1
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Ordinance No. 0-2018-11 : An Ordinance Updating Title 12 - Streets,
Sidewalks, and Other Public Places
Recommendation of Action
.................... §
aff recommends approval.
Ordinance language modifications to allow for the enforcement of the removal of dead trees from private
property which pose a hazard.
ATTACHMENTS:
a Dead Tree Enforcement Memo (DOC)
a CHICAGO 1 -#698340-vl -Ordinance---Dead—Tree—On—Private—Property (DOC)
Trustee Liaison
Stein
I Monday, February 26, 2018 1
Staff Contact
Michael Reynolds, Public Works
Updated: 2/22/2018 12:09 PM
Page 1
t Pg. 66
VILIAGE" OF
BUFFALO ('�'FROVE
MEMORANDUM
TO: Jenny Maltas, Deputy Village Manager
FROM: Mike Reynolds, Director of Public Works 1`0�,J-Jq ��,',,6*4,
1)
DATE: February 6, 2018
RE: Private Property Tree Removal — Village Code Modifications
In October 2016, Forestry and Community Development staff began enforcing the Chapter 12 of the
Village Code that requires private property owners to remove dead Ash or Elm trees. Community
Development has worked hard to make sure the commercial properties are in compliance and we have
now been focusing on residential properties. Given the expense that can come with tree removal, Staff
has worked closely with the residents to educate them about the hazards of dead trees and will not
write adjudication tickets unless the resident refuses to work with the Village on a reasonable timeline
for removal. The Forestry Section estimates there could be as many as 10,000 dead Ash trees on
residential properties throughout the Village. To date we have inspected 172 properties with no
enforcement action required.
41
Through this effort, an issue that has become apparent is the existence of other species of dead trees for M
which the Village has no Code provisions to address. As such the Village does not have any legal CL
authority to compel residents to remove dead trees other than Ash or Elm trees. Each year the Village
receives numerous complaints from neighbors and concerned citizens regarding dead trees on private
property. While we have no enforcement authority, we do investigate the complaint and urge property
owners to remove the dead or dying trees which may be considered hazardous.
0
At the August 21, 2017 Board meeting, Public Works presented a Code modification to Chapter 12
which would address this enforcement deficiency. At that meeting, Trustee Berman had concerns
about the modification as presented and suggested that it was too broad, did not clearly define the
circumstances under which the Village would require the removal of the tree and that perhaps the
language was better suited somewhere else in the Chapter. As such it was agreed that staff would re-
work the language and come back to the Board with modifications that address the Board's concerns.
Attached for your review and comment, are the revised modifications which we feel addresses the
Board concerns. Language was added to clarify that dead trees were required to be removed if the tree
posses a hazard or threat to an adjacent property. The language used to deten-nine hazards is the also
the generally accepted tree risk standards of arboriculture.
Feel free to contact me with any questions.
c: Mike Skibbe, Deputy Director of Public Works
Chris Stilling, Director of Community Development
Brian P. Sheehan, Building & Zoning
Tom Milas, Forestry Manager
I Packet Pg. 67 1
Underlined � addition
StFikethr-ough � deletion
02/19/2018
9698340
ORDINANCE NO. 2018 -
AN ORDINANCE AMENDING CHAPTER 12.20, TREES, SHRUBS, AND OTHER
PLANTS, OF THE BUFFALO GROVE MUNICIPAL CODE.
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970,
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 recital is hereby adopted and incorporated into and made a
part of this Ordinance as if fully set forth herein.
Section 2. Sections 12.20.070, 12.20.090, 12.20.091, 12.20.092, 12.20.093 and
12.20.094, of the Buffalo Grove Municipal Code are hereby amended to read as follows:
12.20.070 - Maintenance —Property owner responsibility.
A. The owner or person in control of any lot or parcel of land in the Village upon which any
trees are growing shall trim or cause to be trimmed the branches thereof so that the same
shall not obstruct the passage of light from any street light in any street, alley or highway in
the Village to the adjacent street or sidewalk. Owners shall trim all branches of any tree now
or hereafter growing on their premises which overhang any sidewalk, street, alley or public
highway so that there shall be a clear height of twenty feet above the surface of the street,
alley or highway unobstructed by branches, and a clear height of eight feet over any
sidewalk. Such owners shall also remove from such trees all dead, decayed or broken limbs
or branches that overhang such street, alley or highway. When any of such trees are dead,
such owners shall remove the same so that they shall not fall in the street, alley or public
highway.
B. The owner or person in control of any lot or parcel of land in the,�fillqge shall rernov Formatted: Font: Times New Roman,
cause to be d or sub Undedine, Not Highlight
red a hazard aL-pf2yidgA--jL
Section 12. efittiRe4a4�e
-o-f 4t s- shall be made using
generally accepted tree risk assessment standards of arboriculture and include, but not be
limited to he4zht of the tree, the Diameter at Breast Height ("DBH") of the tree and the
Proximity of the tree to people, vehicles, power lines, buildings or other appurtenances
I Packet Pg. 68 1
which could sustain injury or damage as a direct result of the tree's failure. Whenever an
tree is removed from any lot or parcel of land in the Village, the owner of such lot shall
cause the tree to be removed at 2round level.
C. Any person who fails to comply with any of the provisions of this section within thirty
calendar days after notice from the Director of Public Works or designee of the particular
things to be done under this section shall be subject to the penalties provided in Section
12.20.140.
12.20.090 - Infected trees declared a nuisance.
All species and varieties of elm tree (trees of genus Ulmus) infected with the
fungus known as the Dutch elm disease (Certostomella ulmi) as determined by laboratory
analysis and emerald ash borer (Agrilus planipennis Fairmaire)-infested ash trees
(Fraxinus spp) as determined by the Department of Public Works Divisieii e Forestry
Section are declared a public nuisance.
12.20.091 - Certain dead trees declared a nuisance.
The followim4 are declared to be public nuisances as determined by the Department of Public
Works ForesLry Section:
A. All species and varieties of elm trees that are dead or substantially dead, and all dead
elmwood to which the bark is still attached, which because of its condition, may serve as a
breeding place for the European elm bark beetle (Scotytus multisriatus) and the native elm
bark beetle (Hylurgopinus rufipes).
B. All species and varieties of ash trees that are dead or substantially dead, and all dead
ashwood to which the bark is still attached, which because of its condition, mu serve as a
breeding place for the a*d emerald ash borer (Agrilus planipennis Faiimaire). infeeted as
t+ees as deteffiiined by �he Depffftfflefft of Publie Wer-ks Di�visieii of Fer-estt-y afe deelaf
Formatted: Font: Times New Roman,
Underline, Not Highlight
Such Formatted: Font: Times New Roman,
ed--a7 , �', - , I Underline
determination shall be made using generally accepted tree risk assessment standards of
arboriculture and include, but not be limited to hei2ht of the tree, the DBH of the tree and the
proximity of the tree to peo-Ple, vehicles, power lines, buildings or other appurtenances which
could sustain injjLry or damage as a direct r9sult of the tree's failure.
I Packet Pg. 69 1
12.20.092 - Disposition of trees.
A. It is unlawful for any owner of any lot or parcel of land in the Village to permit or maintain
on any lot or parcel of land, any elm tree or dead elmwood or ash tree or ashwood which, as
provided in Sections 12.20.090 and 12.20.091 is declared a public nuisance, and it shall be
the duty of any owner promptly to remove and dispose of any elm tree or dead elmwood
within thirty calendar days following notification of the discovery of such trees or wood.
B. It shall be the duty of any owner and/or fo+ any landscape contractor, to promptly to remove
and dispose of any ash tree or ashwood within ten days following notification of the
discovery of such trees or wood. It is unlawful for such owner or landscape contractor to
remove from any lot or parcel of land such trees or wood unless: (1) the trees or wood have
been chipped or processed to a size measuring less than one inch in two dimensions-, (2) the
bark and outer one-half inch of sapwood has been removed; or (3) the trees or wood are
moved to a certified processing site, as certified by the Director of the Illinois Department of
Agriculture, by a landscape contractor who shall have in his/her possession a fully executed,
certified copy of the Illinois Department of Agriculture's Emerald Ash Borer Quarantine
Zone Compliance Agreement. It is also unlawful to remove and transport any such trees or
wood between May I st and August 31st or at any other time so designated by the Illinois
Department of Agriculture. Whenever any ash tree is removed from any lot or parcel of land
in the Village, the owner of such lot shall cause the ash stump to be ground to eight inches
below the soil surface and covered with soil.
be considered a hazard as is
pjt�s, �ne+� �-� it shall be the duty of any owner promptly to remove and dispose of an
such tree within thirty calendar days following notification of the discovery of such trees.
Whenever any tree is removed from any lot or parcel of land in the Village, the owner of
such lot shall cause the tree to be removed at Lround level.
12.20.093 - Right to enter premises and inspect trees.
A. In order to carry out the purposes of Sections 12.20.090 through 12.20.092, and to
implement its enforcement, the Village's Director of Public Works or designee, is authorized
and empowered to enter upon any lot or parcel of land in the Village at all reasonable hours
for the purpose of inspecting any elm trees, ash trees, dead elmwood or ashwood situated
thereon and may remove specimens from any trees as are required for the purpose of
laboratory analysis referred to in Section 12.20.090, or to determine whether the trees,
because they are dead or substantially dead, may serve as a breeding place for the European
elm bark beetle, the native elm bark, beetle or the emerald ash borer. It is unlawful for any
person to take any action to prevent the Director of Public Works or designee from entering
Formatted: Font: Times New Roman,
Undedine
Formatted: Font: Times New Roman,
Undedine, Not Highlight
Formatted: Font: Times New Roman,
Undedine
I Packet Pg. 70 1
on any lot or parcel of land in the Village for the purpose of the inspection, or to interfere
with the Director of Public Works or designee in the performance of any of the duties
provided for under provisions of Sections 12.20.090, 1220.091 or 12.20.092.
B. In order to canry out the purposes of Sections 12.20.091 and 12.20.092, and to implement
their enforcement, the Villw4e's Director of Public Works or desianee, is authorized and
empowered to enter upon any lot or parcel of land in the Village at all reasonable hours for
the puipose of inspecting any species or varieties of trees that are dead or substantially dead,
which because of its condition, mU be considered a hazard.
12.20.094 - Notice to owner of infected elm/elmwood, of ash/ashwood, or hazardous trees to
comply.
A. If, upon analysis of specimens removed from any elm or ash tree by the Village's Director of
Public Works or designee, it is determined that the tree is a public nuisance as provided in
Section 12.20.090, or if the Director of Public Works or designee determines that any dead,
or substantially dead, elm tree, ash tree, dead elmwood or dead ashwood, is a public
nuisance as provided in Section 12.20.091, the Director of Public Works or designee shall
serve or cause to be served on the owner of the lot or parcel of land on which the tree or
dead elmwood or dead ashwood is located, a written notice requiring the owner to comply
with the provisions herein. If the person upon whom the notice is served fails, neglects or
refuses to remove and destroy the elm tree, ash tree, dead elmwood or dead ashwood within
thirty calendar days after set -vice of the notice, the Village may proceed to remove and
destroy the tree, dead elmwood or ashwood.
B. if, upon investigation of any dead or substantially dead tree by the Village's Director of
Public Works or designee, it is determined that the tree is a public nuisance as provided in
Sections 12.20.091 and 12.20.092, the Director of Public Works or designee shall serve or
cause to be served on the owner of the lot or parcel of land on which the dead, o
substantially dead tree is located, a written notice requiring the owner to comply with the
provisions herein. If the person upon whom the notice is served fails, neglects or refuses to
remove the tree(s) within thirty calendar days after service of the notice, the Village ma
proceed to remove the tree.
-RC. If the Village removes any tree which is a public nuisance as provided by Section 12.20.090
e,r--Lhrough 12.20.09+_2 the assessment of the cost of the work done by the Village against
the owner of the lot or parcel of land involved shall be in addition to any penalties imposed
in this Code for any violation or noncompliance with any provisions of this Code.
Additionally, the Village may place a lien upon such property for such costs incurred in the
manner provided by law.
Section 3. If any section, paragraph, clause or provision of this Ordinance shall be held
invalid, the invalidity thereof shall not affect any other provision of this Ordinance.
Section 4. Any person violating any portion of this Ordinance shall be punished
according to the provisions of Chapter 1.08 of the Buffalo Grove Municipal Code.
CL
C�
0
I Packet Pg. 71 1
Section 5. This Ordinance shall be in full force and effect from and after its passage,
approval and publication. This Ordinance may be published in pamphlet form.
CL
C�
0
I Packet Pg. 72 1
AYES:
NAYES:
ABSENT:
PASSED: 2018
APPROVED: 12018
CL
PUBLISHED: 2018
APPROVED: C�
0
Beverly Sussman, Village President
CL
ATTEST: 0
I-
CL
Janet Sirabian, Village Clerk
#698340
I Packet Pg. 73 1
Resolution No. R-2018-6 : Resolution Adopting the Amendment to
the 2018-2023 Buffalo Grove Strategic Plan
Recommendation of Action
.................... §
aff recommends approval.
The Board approved the 2018-2023 Buffalo Grove Strategic Plan at the December 4, 2017 Regular
Meeting. The Village Board Priorities section of the document was left blank at the time as the Village
President & Board of Trustees were working on finalizing the Board Priorities document. The plan has
been amended to reflect the changes to Board Priorities agreed to at the February 5, 2018 Committee of
the Whole meeting.
ATTACHMENTS:
0 Adoption of Strategic Plan Res (DOC)
0 2018-2023 BG Strategic Plan Final BP REV (PDF)
Trustee Liaison
Johnson, Ottenheimer
I Monday, February 26, 2018 1
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 2/22/2018 3:48 PM
Page 1
t Pg. 74
RESOLUTION No. 2018-
Resolution Adopting an Amendment to the 2018-2023 Buffalo Grove Strategic Plan
WHEREAS, the Village of Buffalo ("Village") has a population of more than 25,000 and is
therefore a "Home Rule Unit" under the 1970 Illinois Constitution; and
WHEREAS, the Illinois Constitution of 1970 provides that a Home Rule Unit may exercise any
power and perform any function pertaining to its government and affairs, including but not
limited to the power to regulate for the protection of the public health, safety, morals and
welfare; to license, to tax; and to incur debt; and
WHEREAS, the Village of Buffalo Grove has identified strategic priorities, initiatives, goals,
and action steps to pursue; and
WHEREAS, the strategic priorities include Service Optimization, Financial Stability,
Collaboration, Economic Development, and Infrastructure Sustainability; and
WHEREAS, the Village Board has written and wishes to reaffirm its Theme, Mission and
Values to coincide with its strategic priorities; and
WHEREAS, the Village Board wishes to update the plan to reflect the inclusion of the Board
Priorities; and
BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as
follows:
SECTION ONE: The Corporate Authorities of the Village adopt the 2018-2023 Buffalo Grove
Strategic Plan.
SECTION TWO: This Resolution shall be in full force and effect from and after its passage
and approval.
AYES:
NAYS:
ABSENT:
PASSED AND APPROVED this day of � 2018
Attest:
Village Clerk
Village President
I
I Packet Pg. 75 1
Vill��b,ge
of
u f f a � o
Grove
11
I Packet Pg. 76 1
Buffalo Grove at a Glace ............................................................................................... 01
2
Vision, Mission, and Core Values .....................................................................................
02
(D
P
Village Board Priorities ....................................................................................................
03
0
0
ExecutiveSummary .......................................................................................................
05
4!
Strategic Planning Process ..............................................................................................
06
N
06
StrategyMap ................................................................................................................
07
PlanOverview ...............................................................................................................
08
2
Strategic Planning Priorities .............................................................................................
12
E
Service Optimization
Financial Stability
E
<
Collaboration
Economic Development
Infrastructure Sustainability
0
r-
0
Buffalo Grove Action Plan .............................................................................................. 18
Service Optimization
0
Financial Stability
Collaboration
Economic Development
C�
Infrastructure Sustainability
LU
Appendix A: Previous Strategic Accomplishments .............................................................
35
W
Service Optimization
a.
Organizational Culture
Revenue Growth
U-
Economic Development
Infrastructure Sustainability
.2
Appendix B: Employee Survey Results ..............................................................................
40
N
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U
IPacket Pg. 77 1
Estimated Population*
Population: 41,663
Estimated Education Levels*
High school diploma or higher: 96.6%
Bachelor's degree or higher: 62.4%
Estimated Employment Status*
Population in Labor Force: 24,185
Employed: 93.5%
Unemployed: 6.5%
Population not in Labor Force: 8,935
Estimated Housing Units*
Households: 16,167
Single Family: 11,599
Multi -family: 5,065
Average Household Size: 2.57
Estimated Household Income*
Median Household Income: $94,391
US News and World Report School
Ratings
Stevenson High School: #5 HS in
Illinois
Buffalo Grove High School: # 18 in
Illinois
Parks and Open Space
Acres of parks and open space: 400
Quality of Life Awards
The 46th Best Place to Live in the US
by Money Magazine -the only Illinois
community recognized in 2013
The 20th safest community in the
United States and the 2nd safest in
Illinois in 2017
The 4th most family -friendly
community in Illinois in 2017
Best Chicago suburbs for young
professionals in 2015.
Recipient of a 2014 Sunshine Award
by the Illinois Policy Institute for
transparency
* Source: 2009-13 Annericar Community Survey, U.S. Census
Bureau
Buffalo Grove is proud to be one of the finest
communities in Illinois with a diversified mix of
retail, business, and residential development.
The Village's current population is 41,663 and
covers 9.25 square miles. The Village is located
approximately 35 miles northwest of downtown
Chicago. The Village is governed by the council-
manager form of government that combines the
strong political leadership of elected officials in the
form of a Village Board, with the strong managerial
experience of an appointed Village Manager.
Page I I
I Packet Pg. 78 1
The Village's Management Theme is "Achieving Excellence."
Excellence in Service Delivery: Continuously
evaluate programs and services to ensure they are
carried out efficiently and effectively.
Excellent Community Focus: Promote programs
and services which focus upon enhancements to
family values, social amenities, and enhanced
opportunities that contribute to business expansion
and success.
Excellent Organizational Dynamics: Ensure that the
organization remains accountable as it addresses
change and transition. We shall remain committed
to competent, dependable, and efficient service
delivery by all of our staff.
Excellent Fiscal Responsibility: Deliver valuable
public services in a responsive manner within the
parameters of adopted tax and fiscal duties.
Furthermore, we remain committed to managing
and maintaining public infrastructure and assets
with proactive services
COIZ[11' VALUE,S
Strategy: The Village's core strategy focuses on
fiscally prudent, high quality and differentiated
services to residents. Ongoing operations and
future services are defined in terms of short,
intermediate, and long-term strategies that reflect
the high-level service requirements, expectations,
and demographics of the community.
Efficiency: The Village strives to deliver products
and services in the most cost-effective manner,
seeking to minimize time and resources obligated
to core services and to lower the cost of service
delivery through competition, collaboration, and
innovation.
Culture: The Village maintains a culture of service,
loyalty, and dedication to our competencies
through adherence to a series of performance
metrics and accountability.
Technology: The Village's priority is to launch
technology as a means to provide better and more
efficient services to our internal and external
customers. We evaluate and implement the
newest technology as an ongoing effort to improve
efficiency and enhance communications.
Page 1 2
I Packet Pg. 79 1
Goal
The Village will encourage and foster economic
development as a means to provide resources for
operational and capital needs as well as to
improve the quality of life of the community.
Policy Implication
Economic development requires systemic
reinvestment in existing and new commercial areas.
The Village Board will explore and adopt financial
mechanisms that allow needed reinvestment to
occur - in the planning and development phases
of redevelopment.
Prior Actions
The Village has previously approved revenue
sharing agreements for sales tax producing entities
(Hines Lumber, Connexion, auto dealers).
The Village considered a proposal to redevelop the
Buffalo Grove Golf Course property for a downtown
project.
The Lake Cook Road Corridor Study is under
development.
Specific Actions
The Village Board will assess successful projects in
other communities to gain an understanding of
financial, legal, land use and other tools available
to develop successful local projects.
The Village Board will explore establishing a
commercial brokerage relationship to seek and vet
potential projects.
For obsolescent, underutilized, environmentally
challenged and/or vacant commercial properties,
the Village Board will identify and make available
development finance mechanisms for the
redevelopment of the property, dependent upon
specific site/trade characteristics.
The Village Board will implement the goals adopted
in the Economic Development Strategic Plan.
�'f NJ /\ NJ C'' f A I.,
Goal
The Village will allocate state shared revenues to
fund Tier 11 and Tier III services within five years.
Implication
State shared revenues will be allocated to one-time
and non -essential services based upon the
availability of funds.
Prior Actions
The Village Board previously allocated its non -debt
service levy to public safety expenditures, ensuring
a stable revenue source for this program area.
Capital reserve transfers are made at the end of
each calendar year, providing maximum flexibility
to the Village in allocating resources for programs.
Services have been assigned priority by Tier 1, 11 and
111, and further used as a guide to develop resource
allocations.
Staff developed a comprehensive fee and fine
survey and rate analysis, which is used to compare Lu
rates to comparable service providers. W
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Specific Actions
Generate revenue allocation profile by service. As
E
part of the program based budget, each service
will show its corresponding revenue source(s)
a.
The Village Board will assess and provide direction
.2
a)
on any identified local revenue sources that can be
T
enhanced or implemented.
00
The Village will continue to pursue entrepreneurial
M
arrangements to sell external services to other units
of local government, where a net benefit can be
realized.
The Village will continue to provide services based
on core competencies, seeking alternate service
E
M
delivery models where practical and
U
Page 1 3
I Packet Pg. 80 1
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Goal
The Village Board will strive to communicate
effectively and work cooperatively to achieve
common goals. The Board will respect and accept
differences of opinions and will work together in a
constructive manner that is both essential and
necessary to achieve its goals for the residents of
the Village of Buffalo Grove. The Village President
will take every opportunity to share information
regarding the President's activities and
communicate matters of important substance to
the Village Board, including summaries of meetings
attended.
Policy Implication
Effective cooperation is essential for the success of
the Village Board and the achievement of
identified goals and to accomplish what is in the
2018-2023 Strategic Plan.
Leadership
The Village President will reach out to the members
of the Village Board to provide information on
various agenda items. The Village President will
listen to Trustees and work collaboratively with them
to build a shared vision.
Prior Actions
N/A
Specific Actions
Village President/Trustee Communications: In order
to improve communication, the Village President
will make every effort to communicate with
Trustees. The Village President will share information
with Trustees on an ongoing and continuous basis.
To build relationships and mutual support,
interaction with Trustees will be a number one
priority. The Village President will always be
available to Trustees. Communication can take
place through telephone calls, emails, one-on-one
meetings and any additional ways to achieve the
goal of successful communication. Trustees will
contact the Village President with questions that
might arise.
Trustee/Trustee Communications: Trustees will wori(
well together by respecting and accepting
differences of opinions to enhance the decision -
making process. Trustee liaisons will provide updates
of committee/board/commission activities to the
Village Board that they feel are important to share
at Village Board Meetings on an ongoing basis in
sufficient detail to allow the Board to have a
reasonable understanding of the issues.
The Village Board will periodically review the Code
of Conduct as a guide for Board activities.
The Village Board will promote the Village of Buffalo
Grove and inform the public of its actions through
the Village News, ENews, FACEBOOK Page,
Community Development Information, etc.
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I Packet Pg. 81 1
Strategic planning is a comprehensive and
systematic management tool designed to help
organizations assess the current environment,
anticipate and respond appropriately to changes
in the environment, envision the future, increase
effectiveness, develop commitment to the
organization's mission and achieve consensus on
strategies and objectives for achieving that mission.
Strategic planning for public organizations is based
on the premise that leaders must be effective
strategists if their organizations are to fulfill their
missions, meet their mandates, and satisfy their
constituents in the years ahead. An important
component of this process is evaluating the success
of past planning initiatives.
In 2012, the Village of Buffalo Grove embarked on
the development of its first Strategic Plan. As part
of the project, the Village contracted with the NIU
Center for Governmental Studies to assist in the
facilitation of the process. The majority of the plan
coordination and development was done internally
by Village staff. This lead to the adoption of the
2013-2018 Village of Buffalo Grove Strategic Plan.
Five strategic planning priorities were identified in
this process, which were Service Optimization,
Organizational Culture, Revenue Growth, Economic
Development, and Infrastructure Sustainability.
As the first plan was coming to an end, the Village
Board directed staff to update the 2013-2018 Plan
through the development of revised strategic
planning priorities; an assessment of organizational
strengths, weaknesses, opportunities, and threats;
and the identification of strategic initiatives, goals,
and action steps to achieve the strategic priorities.
Goals achieved through the 2013-2018 Strategic
Plan are described in Appendix A of this document.
The Strategic Plan involved the hard work and
dedication of many individuals. The Village Board
led the way with the support of the Village
management team. Village staff members from all
segments of the organization spent countless hours
developing a plan that would be outcome -specific
and measurable. Special thanks to Trustees Joanne
Johnson and Lester A. Ottenheimer III who served
as the Trustee Liaisons to the planning process.
Page 1 5
I Packet Pg. 82 1
The Village Board directed staff to update the 2013-2018 Plan through the development of revised strategic
planning priorities; an assessment of organizational strengths, weaknesses, opportunities, and threats; and the
identification of strategic initiatives, goals, and action steps to achieve the strategic priorities.
Employee Feedback
Arepresentative sample of all village
departments participated in a series of three
face-to-face workshops. These meetings
were facilitated by Village staff members Jennifer
Moltos and Evan Michel, to assess the
organization's current strategic direction,
organizational capacity, and specific obstacles to
the development. A questionnaire that included
the same questions that were posed at the
employee workshops was developed and
distributed to every village employee to assess the
Village's core competencies as well as competitive
advantages. The information from the responses
provided keen insight into the Village's strengths,
weaknesses, opportunities, and threats. The results
of employee meetings and the survey are listed in
Appendix B of this document.
Senior Staff Feed Back and Review
ennifer Maltas and Evan Michel then met
individually with the senior leadership of each
department to analyze the employee data,
discuss departmental goals, and identify any other
areas for improvement. The results of these
meetings were discussed with all of the members of
the Village Board of Trustees. These findings were
used as the central tool in the identification of
Strategic Initiatives and Action Steps to achieve the
identified Strategic Priorities. These items are not
intended to be a comprehensive list of all goals
rather, the Initiatives, Goals, and Acton Steps, that
are the highest priority and provide specific
direction for the advancement and improvement
of the village.
Development of Priorities
"I'he results and conceptual themes of the
Management Team's data collecting initiatives
were compiled and grouped into the following
overarching Strategic Planning Priorities: Service
Optimization, Financial Stability, Collaboration,
Economic Development, and Infrastructure
Sustainability. The employee feedback focused
upon career development and more opportunities
for collaboration. Employees were happy with their
compensation and were focused on the next steps
in their career. This feedback is a major shift from
the information collected in 2012. During this period
there was a great deal of uncertainty in the
organization. The current employee feedback
demonstrates that the strategic changes during the
past five years have improved overall employee
morale.
Village Board Review and Approval
'11'rustee Joanne Johnson and Trustee Lester A.
Ottenheimer III served as the Trustee Liaisons to
the planning process. They participated in
senior staff's evaluation of the employee data and
proposed priorities. A final draft of the 2018-2023
Buffalo Grove Strategic Plan was presented to the
Village Board during the October 2, 2017
Committee of the Whole meeting with approval of
the plan taking place in December of 2017.
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I Packet Pg. 83 1
In order to achieve the board's directive to identify Strategic Initiatives, Goals, and Action Steps staff developed
the following plan definitions and plan structure
Within each Strategic Planning Priority, there are Initiatives, Goals, and Acton Steps that are developed
by staff based on direction from the Village Board and feedback from employees. Each Action Step
contributes to the performance of a Goal. Each Goal promotes the effectiveness of a Strategy.
Initiatives enhance the village's ability to promote the achievement of a Strategic Planning Priority. Each
Action Step includes the department responsible for its accomplishment, the Budget Program that funds
achievement of the goal, and a timeframe for completion of the goal.
-A broad statement about what the village is striving to achieve.
Strategic
Planning
Priority
-An area of focus that will enhance the village's performance related to a Planning Priority
Strategic
Initiative
-Defined activities that are measurable and contribute to the success of the initiative.
Strategic
Goal
-Specific projects, processes, or programs that are required to achieve the goal.
Action
Steps
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I Packet Pg. 84 1
P L A k1 11 N C . J'JJ 111RADIR'Ll'"I"IES
"The plan is comprised of five overarching
Strategic Planning Priorities based on feedback
received from employees, senior staff, and the
Village Board. These priorities direct the
development of the annual budget and guide the
Village's work throughout program areas. The five
overarching Strategic Planning Priorities are as
follows:
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organizations that serve the community in the
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I Packet Pg. 85 1
STRATEGIC INITIATIVES
GOALS
MAJOR UPCOMING ACTION STEPS
Implement an online benefit administration
program
Develop a comprehensive plan to utilize existing
data collection practices to implement intelligent
policing practices
Investigate opportunities to sell water services to
smaller agencies and unincorporated areas
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I Packet Pg. 86 1
COLLABORATION
MAJOR UPCOMING ACTION STEPS
Implement a plan to interview current staff
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opportunities
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the Police Department through neighborhood
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Relationships with
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employee recognition program
Develop plan to improve internal
communication between employees
Develop a comprehensive plan to centralize and
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standardize employee training
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Develop strategies to use a 501 (c)3 to partner with
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can gather knowledge, learn best
Establish elected official liaisons to local taxing
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growth, and achievements
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Page 1 10
I Packet Pg. 87 1
STRATEGIC INITIATIVES
GOALS
MAJOR UPCOMING ACTION STEPS
Update the Comprehensive Plan
Develop a vision for subareas and consider
creating a central business district
Schedule on -site visits at businesses or brokerages
and include the Police Department in visits
Enhance administrative forms and processes
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Convert the Buffalo Grove Environmental Plan to a
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Sustainability Plan
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I Packet Pg. 88 1
Below is a high level snapshot of important action steps within the area of Service Optimization.
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I Packet Pg. 89 1
Below is a high level snapshot of important action steps within the area of Financial Stability.
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I Packet Pg. 90 1
Below is a high level snapshot of important action steps within the area of Collaboration.
Trustee
Liaisons to
Local Taxing
Bodies
Develop
501 (c)3 to
Enhance
Programming
Departmental
Collaboration
Employee
Onboarding
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Collaboration
Supervisor
Training
Program
Village -wide
Employee
Recognition
Comprehensive
Training
Program
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Below is a high level snapshot of important action steps within the area of Economic Development.
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Below is a high level snapshot of important action steps within the area of Infrastructure Sustainability
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I Packet Pg. 93 1
Based on needs and expectations of the community and prioritization of core services, provide optimal service
enhancing processes both internal and external to the organization.
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Str(,xtegic G,(>ak Explore opportunities to improve customer experience
!ifimfegic (;,ock Facilitate citizen participation in village programs
Action Steps Responsible Budget Program Term
Department
Develop a comprehensive plan to utilize existing
data collection practices to implement intelligent
Sti'(,,',jtegk: Goc,,fl: Implement an expanded portfolio of E-services
Action Steps Responsible Budget Program Term
Department
Explore the implementation of an online portal for
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the purchase Real Estate transfer stamps
Explore opportunities to facilitate online payments
of administrative adjudication payments
Finance
Administration
Near
Page 1 17
I Packet Pg. 94 1
Based on needs and expectations of the community and prioritization of core services, provide optimal service
enhancing processes both internal and external to the organization.
Str(,xtegic G,(>ak Achieve economies of scale through inter -agency cooperation
Action Steps Responsible Budget Program Term
Department
Implement investment tracking software to provide
additional oversight of the village's investment
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portfolio
Investigate opportunities to sell water services to
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Mid
smaller agencies and unincorporated areas
Strategic Goak Investigate opportunities to sell services to other communities
Action Steps Responsible Budget Program Term
Department
Explore shared services opportunities with other
municipal HR Departments
Investigate other opportunities to provide
overweight trucking enforcement and overnight
Police
Traffic Unit
Near
parking enforcement to other communities
Investigate opportunities to sell sign shop services to
smaller agencies
Continue to investigate opportunities to share or
contract snow and ice activities with other
PW
PW Admin.
Long
communities.
Stin:rtc:�glc Goc,,fl�� Work with other agencies to provide increased public safety services
Action Steps Responsible Budget Program Term
Department
Explore a shared services model for Incident
Command Vehicle with other fire agencies �� EN
Explore opportunities to share Administrative Police Tech Services Near
Adiudication services
Improve communications with other communities
to streamline Joint Maior Incident Command
Page 1 18
I Packet Pg. 95 1
Based on needs and expectations of the community and prioritization of core services, provide optimal service
enhancing processes both internal and external to the organization.
hi )rterinad� O�peirafloii"iis
Str(,xtegic G,(>ak Instill a culture of continual process improvement
Action Steps
Responsible
Budget Program
Term
Department
Develop and implement a retention and scanning
policy for all village records
Develop a plan to streamline travel and training
Finance
Fiscal Services
Near
reimbursement
Explore the standardization of all village forms
Evaluate the role and structures of the Fire
Protection Bureau
Fire
Administration
Near
Evaluate the role and structures of the EMA
Seek accreditation of Fire Department
Fire
Administration
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programs
Assist in the creation of a performance
management consortium
Explore the current structure of Police command
Police
Administration
Mid
staff
Page 1 19
I Packet Pg. 96 1
Maintain a positive financial position with a long-term perspective by diversifying revenue sources, aligning fee
structures to adequately reflect service demands, reducing the Village's reliance on property and state shared
taxes, and ensuring revenues adequately fund services and infrastructure needs.
Cost Contird
""rin Go(:'flk Evaluate village programs
Action Steps Responsible Budget Program Tern
Department
Evaluate opportunities for revenue enhancements
and cost containment strategies for B Days
Evaluate opportunities to streamline the payroll Finance Administration Mid
process
Review non -core services the village provides H BOOM IRE F% WN OM swwf�,
S�I'Wegk'� '(Soak Streamline village administrative processes
Action Steps Responsible Budget Program Term
Department
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I Packet Pg. 97 1
Maintain a positive financial position with a long-term perspective by diversifying revenue sources, aligning fee
structures to adequately reflect service demands, reducing the Village's reliance on property and state shared
taxes, and ensuring revenues adequately fund services and infrastructure needs.
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Action Steps Responsible Budget Program Term
Department
Establish a strategy to fund the building reserve at
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Examine dedicated funding source for Police and
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Fire Pensions
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Reporting
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I Packet Pg. 98 1
Maintain a positive financial position with a long-term perspective by diversifying revenue sources, aligning fee
structures to adequately reflect service demands, reducing the Village's reliance on property and state shared
taxes, and ensuring revenues adequately fund services and infrastructure needs.
�,eve,tue )�versfflcatfor'i
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Action Steps
Responsible Budget Program Term
Department
Create procedure to update fee and fine
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Develop a listing of all locally controlled taxes and
Budgeting and
fees the Village currently does not assess
Finance
Reporting
Mid
Complete Water Rate Study
Go�.,�,k Streamline village administrative processes
Action Steps
Streamline fire billing ordinance
Responsible Budget Program Term
Department
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I Packet Pg. 99 1
Create and maintain an environment that engages and empowers all employees, residents, and organizations
that serve the community in the mission of the Village as well as encourage the development of human capital
and resources.
Enhance current communication tools
Action Steps
Responsible Budget Program Term
Department
Evaluate the cost associated with starting a "block
OVM
Administration
Mid
party wagon" program
Explore the development of a Citizen's Academy
OVM
Communications
Mid
which covers all village services
Develop plan to increase citizen engagement with
Police
Community
Near
the police through neighborhood meetings
Relations
Evaluate the National Night Out Program
Police
Administration
Mid
Investigate the opportunity to host "pop-up" city
CID
Planning and ED
Mid
halls to share economic development information
Implement a refresh of the village website
OVM
Communications
Near
Implement strategies identified through the Citizens
Innovation and
Survey
OVM
Analytics
Mid
Establish Village Manager blog to address current
issues in the community
OVM
Communications
Mid
Investigate on information technology platform for
OVM
Communications
Long
citizen feed back/engagement
Complete Citizen Survey in 2020 to compare data
OVM
Innovation and
Long
from 2017 results
Analytics
Establish enhanced public outreach for road
PW
Eng neering
Near
projects
Evaluate the cost associated with starting a "block
OVM
Administration
Mid
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I Packet Pg. 100 1
Create and maintain an environment that engages and empowers all employees, residents, and organizations
that serve the community in the mission of the Village as well as encourage the development of human capital
and resources.
Encourage employees to grow and develop in each stage of their career
Action Steps
Responsible Budget Program Term
Department
Develop and implement a formal Succession Plan
Fire
Administration/Training
Mid
for all departments
Develop and implement a formal employee
Human
Recruitment and
onboarding program
Resources
selection
Near
Develop and implement a formal Village wide
Human
Training and Org
employee recognition program
Resources
Development
Near
Develop and implement a formal program which
Human
assists retiring employees
Resources
Benefits Admin
Mid
Develop and implement formal recruitment
Human
Recruitment and
strategy
Resources
selection
Mid
Develop and implement formal employee
Human
Training and Org
mentoring program
Resources
Development
Mid
Establish a plan to encourage a culture of
Innovation and
innovation
OVM
Analytics
Mid
Develop plan to improve internal communication between employees and management
Action Steps
Responsible Budget Program Term
Department
Develop and implement a budget seminar to
Budgeting and
educate all employees on the budget process
Finance
Reporting
Mid
Develop an employee budget committee to
Finance
Budgeting and
Mid
provide input in to the process
Re orting
Explore opportunities for senior management to
Human
Training and Org
engage with village staff
Resources
Development
Mid
Enhance employee communication through
Human
Training and Org
employee portal and newsletter
Resources
Development
Mid
Evaluate and make necessary changes to the
Human
employee compensation program
Resources
Benefits Admin
Long
Develop strategies to enhance communication
with employees about general Village business
OVM
Communications
Mid
Develop a comprehensive cross training program
between all village departments
OVM
Administration
Long
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I Packet Pg. 101 1
Create and maintain an environment that engages and empowers all employees, residents, and organizations
that serve the community in the mission of the Village as well as encourage the development of human capital
and resources.
skills
Foster an environment where employees can gather knowledge, learn best practices, and new
Action Steps
Responsible Budget Program Term
Department
Develop a comprehensive plan to centralize and
Human
Training and Org
Near
standardize employee training
Resources
Development
Develop a comprehensive training and
Police
Tra in in g
Near
advancement plan for new supervis rs
Support and recognize employee needs, growth, and achievements
Action Steps
Responsible Budget Program Term
Department
Develop a strategy to highlight employees
Human
Training and Org
accomplishments via the e-news, newsletter, and
Resources
Development
Near
social media
Implement a plan to interview current staff
Human
Training and Org
members to identify employee concerns and
Resources
Development
Mid
opportunities
Develop and implement more opportunities for
OVM
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Near
departments to collaborate
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I Packet Pg. 102 1
Create and maintain an environment that engages and empowers all employees, residents, and organizations
that serve the community in the mission of the Village as well as encourage the development of human capital
and resources.
Assist other agencies with preparing for emergences
Action Steps
Responsible Budget Program Term
Department
Standardize pre plans for all buildings in the
Fire
FFB
Long
village
Standardize all Emergency Plan's for schools
Fire
FPB
Long
Enhance communication and cooperation with area agencies
Action Steps
Responsible Budget Program Term
Department
Develop strategies to use a 501 c3 to partner with
OVM
Administration
Near
local agencies on programming
Establish elected official liaisons to local taxing
OVM
Village Board
Near
bodies
Explore opportunities to share facilities with local
Intergovernmental
agencies
OVM
Relations
Near
Explore shared services opportunities with local
OVM
Intergovernmental
Mid
taxing bodies
Relations
Establish a comprehensive list of services provided
to the community by local non -profits and taxing
OVM
Administration
Long
bodies
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Page 1 26
I Packet Pg. 103 1
Maintain and enhance the quality of life in the community through on -going assessment, public and private
partnerships, and by leveraging resources to meet community objectives. Create an inviting environment for
doing business in the community through targeted communication and marketing methods, consistent with the
needs and values of the village.
Grow�Hh
S �� 1! e l� Go(,,')/,L Develop business -friendly processes, programs, and practices
Action Steps Responsible Budget Program Term
Department
Enhance administrative forms and processes
Recognize businesses that are new, expanding, or
are making a notable contribution to local
CID
Planning and ED
Near
economy and quality of life
Provide welcoming package and schedule a meet
and greet for new businesses
Evaluate opportunity to provide flexible work space
CID
Planning and ED
Mid
for entrepreneurs
S�41(""�'160C ( Help broaden and enrich the labor pool for local businesses
Action Steps Responsible Budget Program Term
Department
Facilitate partnerships between the workforce
development providers and local businesses
Work with local businesses (particularly
manufacturing businesses) and high schools to
CID
Planning and ED
Long
foster awareness of advanced manufacturing
industry and other budding industries
Enhance workforce accessibility through
partnerships with local busineSSE
Improve communications and relations with current and potential businesses, owners, and the
development community
Action Steps Responsible Budget Program Term
Department
Create a business e-newsletter
Schedule on -site visits at businesses or brokerages
CID
Planning and ED
Near
and include the Police Department in visits
Develop regularly scheduled roundtable discussiions
Continue to work on the branding and marketing
OVM
Communications
Mid
campaign
Page 1 27
I Packet Pg. 104 1
Maintain and enhance the quality of life in the community through on -going assessment, public and private
partnerships, and by leveraging resources to meet community objectives. Create an inviting environment for
doing business in the community through targeted communication and marketing methods, consistent with the
needs and values of the village.
Use aind r][
e Create a vision for community
Action Steps Responsible Budget Program Term
Department
Update the Comprehensive Plan
Develop a vision for subareas and consider
CD
Planning and ED
Mid
creating a central business district
Evaluate opportunities to expand municipal
boundaries
&41 �,k Facilitate commercial development and redevelopment opportunities.
Action Steps Responsible Budget Program Term
Department
Create and update an inventory of commercial
;IFFI
properties
Continue to refine Buffalo Grove's planning,
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Mid
development, and permit processes
Continue to offer site -specific economic
development incentives, while exploring
opportunities to offer economic development
incentives for multi -site districts
Goa.,.[, Update the Buffalo Grove Municipal Code.
Action Steps Responsible Budget Program Term
Department
Revise the Sign Code !��
Consider developing a Unified Development CID Planning and ED Long
Ordinance (UDO)
Update Zoning Code to reflect community vision
articulated in the comorehensive plan
Page 1 28
I Packet Pg. 105 1
Maintain and enhance the quality of life in the community through on -going assessment, public and private
partnerships, and by leveraging resources to meet community objectives. Create an inviting environment for
doing business in the community through targeted communication and marketing methods, consistent with the
needs and values of the village.
Q u a �� fl[ y, of �� ffe
e Improve accessibility to, from, and around the Village
Action Steps
Responsible Budget Program Term
Department
Participate in regional transportation projects
J
Go(�,:t[: Maintain and enhance the Village's housing stock and market.
Action Steps
Diversify housing stock
Responsible Budget Program Term
Department
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I Packet Pg. 106 1
Infrastructure, which includes Village buildings, streets, utilities, information assets, vehicle fleet, and other assets
necessary for maintaining service levels. Plan for the financial resources necessary to maintain current
infrastructure, upgrade for efficiency or enhanced capabilities, and plan for the future infrastructure needs of
the community.
Go�,,-�k Encourage environmentally sustainable development
Action Steps
Promote energy efficiency programs
Establish sustainable standards for buildings and
forestry
Responsible Budget Program Term
Department
PW I PW Admin. I Long
sirn"""flreglc I 'Oak Participate in regional environmental planning
Action Steps Responsible Budget Program Term
Department
Implement Greenest Regions Compact 2 77/77/77/77/777 M �77777!
Review and evaluate current environmental actions
Action Steps
Responsible Budget Program Term
Department
Convert the Buffalo Grove Environmental Action
Plan to a Sustainability Plan M
Review fleet purchases against green options to PW PW Admin. Long
determine oDtimal ar)K)roach
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I Packet Pg. 107 1
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Infrastructure, which includes Village buildings, streets, utilities, information assets, vehicle fleet, and other assets
necessary for maintaining service levels. Plan for the financial resources necessary to maintain current
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infrastructure, upgrade for efficiency or enhanced capabilities, and plan for the future infrastructure needs of
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the community.
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Maintain, enhance, and promote multimodal
infrastructure.
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Responsible
Action Steps Budget Program Term
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capital equipment
Reduce tree trimming cycle to 5 years
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Action Steps Budget Program Term LL
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Implement new RMS and CAD System
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Implement Cartegraph pavement asset
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I Packet Pg. 108 1
Infrastructure, which includes Village buildings, streets, utilities, information assets, vehicle fleet, and other assets
necessary for maintaining service levels. Plan for the financial resources necessary to maintain current
infrastructure, upgrade for efficiency or enhanced capabilities, and plan for the future infrastructure needs of
the community.
Develop programs to assist residents with infrastructure costs
Action Steps
Explore low interest loans for residents facing
water/sewer renairs
Evaluate new sources of revenue
Responsible Budget Program Term
Department
Action Steps Responsible Budget Program Term
Department
Investigate revenue sources for infrastructure PW PW Ad m1n. Long
improvements
Page 1 32
I Packet Pg. 109 1
Strategic planning is a comprehensive and systematic management tool designed to help organizations assess -2
the current environment, anticipate and respond appropriately to changes in the environment, envision the *8
future, increase effectiveness, develop commitment to the organization's mission and achieve consensus on
strategies and objectives for achieving that mission. Strategic planning for public organizations is based on the
premise that leaders must be effective strategists if their organizations are to fulfill their missions, meet their 0
mandates, and satisfy their constituents in the years ahead. An important component of this process is 0
evaluating the success of past planning initiatives.
In 2012, the Village of Buffalo Grove embarked on the development of its first Strategic Plan. As part of the m
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project, the Village contracted with the NIU Center for Governmental Studies to assist in the facilitation of the 0
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process. The majority of the plan coordination and development was done internally by Village staff. All of this 00
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hard work leads to the adoption of the 2013-2018 Village of Buffalo Grove Strategic Plan. Five strategic cND
planning priorities were identified in this process, which were:
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Service Optimization
Organizational Culture
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Revenue Growth
Economic Development E
Infrastructure Sustainability
In this Appendix, a detailed description of each priority is provided as well as a list of the major strategic
accomplishments for each priority that was achieved though the life of the plan.
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Page 1 33
I Packet Pg. I 10 1
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Based on the needs and expectations of the community and prioritization of core
services, provide optimal service by supporting an adaptive and efficient work force.
Below are the major strategic accomplishments:
Staff categorized all Village services into "core" and "non -core" categories
(Tier I through Tier 3 - Tier I being core services such as public safety, provision MW
of utilities, and maintenance of infrastructure and Tier 3 being value -add
services the Village provides such as special events and public relations) which was approved by the
Village Board.
Staff costed out all Tier 3 services, which assisted with necessary budget balancing strategies for FY 2014.
The Village joined the GIS Consortium in January 2013. GIS Analysts met with each department and put
together a 5-year plan that laid out project priorities. This plan is updated every year. As a part of this
project, the Community Portal is now available for residents and the BG Connect application has been
launched.
Implemented Cartegraph, a work order and asset management program for the Public Works
department. All activities that the Department manages are tracked in the system in order to get an
accurate accounting of the cost of all services the Department provides.
Assisted with the creation and is a charter member of the GovITC, which provides opportunities to
leverage technology assets and gain highly skilled support services.
Implemented online police reporting for minor incidents so that residents can go online and submit
reports in lieu of coming into the Police Department.
Revised the communications strategy, which included the use of social media allowing the Village to
reach out to its residents and businesses in a number of ways.
Went live with online payments for business licensing, parking permits, and Police and Fire test sign up.
Increased social services outreach to the community due to the increase in Police calls related to
mental illness.
Completed a citizen survey of all residents that included benchmarking to other communities and a
presentation on strategies on how to improve ratings and resident experiences.
Investigated the opportunity to deploy mobile tablets in the field for Public Works.
Implemented a revised vehicle utilization plan in the Fire Department.
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Page 1 34
I Packet Pg. I 11 1
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Create and maintain an environment that engages and empowers all employees,
residents, and organizations that serve the community in the mission of the Village as
well as encourage the development of human capital and resources.
Below are the major strategic accomplishments:
.' Launched an employee Pay for Performance Plan and developed a mid -year
performance review program.
Fully deployed a new electronic performance evaluation system.
Developed an Online Applicant Tracking system for new hires and volunteers.
Established an employee Health and Wellness Program and provided participation incentives.
Staff formulated a cross-trcining plan that will combine the Building & Zoning and Finance customer
service counters. The combined counters were launched in 2014.
Identified and deployed scheduling software for all Departments that integrate with the Village's
financial software.
Developed an employee intranet with one location to host all support documentation for employees.
Established a compensation strategy that includes a commitment to review all non -represented
positions every 3 years against the Village's comparables.
Implemented a comprehensive employee appreciation program.
Maintain a positive financial position with a long-term perspective by diversifying revenue
sources, aligning fee structures to adequately reflect service demands, reducing the
Village's reliance on property and state shared taxes, and ensuring revenues adequately
fund services and infrastructure needs. Below are the major strategic accomplishments:
Through cost cuts and revenue enhancements, the General Fund reserve is now
above the Village Board's goal of 35%.
• Implemented an administrative adjudication program that allows residents to
attend court locally rather than going to the County. This program also allows the Village to recoup
court costs and enhance revenues collected.
• Successfully utilized performance contracting for the installation of AMI water meters and LED
streetlights by partnering with other municipalities to drive down costs
Reviewed the Village's fleet and eliminated vehicles based on operational needs.
Staff presented the Village Board with a 5-year general fund pro forma that mapped out expenditure
and revenue profiles based on current trends, which exhibited what needed to be done to both
expenditures and revenue to reach the corporate goal of increasing general fund reserves to 35
percent by January 1, 2016.
Implemented a program based budget for FY 2018.
Reviewed and revised the Village's fee and fine structure, comparing the Village's fees and fines to 14
other Chicagoland municipalities. Fees and fines were revised such that they reflected the Village's
cost to provide the service or were comparable to other communities. Also updated the Code to
implement a comprehensive fee schedule.
Page 1 35
I Packet Pg. 112 1
Maintain and enhance the quality of life in the community through on -going
assessment, public and private partnerships, and by leveraging resources to meet
community objectives. Create an inviting environment for doing business in the
community through targeted communication and marketing methods, consistent with
the needs and values of the village.
Below are the major strategic goal accomplishments:
Evaluated the development review process and created a streamlined approach to the Village Board
that includes process improvements and ordinance modifications. This included the merger of the
Planning & Zoning Commission, creating a one -stop shop for developers and residents. This merger took
several weeks off of the development review process making it more efficient for residents and
developers.
Reviewed and updated the Development Ordinance to streamline processes.
Worked with a Steering Committee to develop an Economic Development Strategic Plan.
Developed an annexation strategy.
Began the implementation of corridor planning and market analysis for Lake Cook Road corridors.
Presented to the Village Board example projects that demonstrate how a variety of economic
development tools that can be used to assist with successful projects.
Initiated several economic incentive agreements to assist the relocation and/or expansion of seveial
new businesses.
Assess and maintain reliable high quality infrastructure, which includes Village
buildings, streets, utilities (including water, sanitary sewer and drainage systems),
information assets, vehicle fleet, and other assets necessary for maintaining service
levels. Plan for the financial resources necessary to maintain current infrastructure,
upgrade for efficiency or enhanced capabilities, and plan for the future
infrastructure needs of the community.
Below are the major strategic accomplishments:
• Implementation of a Stormwater Utility Program in order to create a capital -funding source for
stormwater utility improvements. Created a 20-year Stormwater utility proforma to identify potential
future capital needs.
• Approved a Bike Plan and reviewed the Village's Bike System and Bike Plan to identify priority
connections and develop a plan to make connections.
Developed and executed a plan for BGGC clubhouse and restaurant improvements.
Assessed costs and benefits of a green fleet program.
Evaluated the Village's facilities and develop a long term strategy for space needs and location of
facilities.
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I Packet Pg. 113 1
A representative sample of all village departments participated in a series of three face-to-face workshops,
which were facilitated by Village staff members Jennifer Maltas and Evan Michel. These meetings assessed the
organization's current strategic direction, organizational capacity, and specific obstacles to the development,
as well as implementation of the strategic plan. These meetings facilitated discussion of the Village's strengths,
weaknesses, opportunities, and threats. The participants were then divided into small group to brainstorm
possible internal process improvements, cost savings, potential revenue enhancements, prospective new
programs, and opportunities for employee engagement.
A questionnaire that included the same questions that were posed at the employee workshops was developed
and distributed to every village employee to assess the Village's core competencies as well as competitive
advantages. The information from the responses provided keen insight into the Village's strengths, weaknesses,
opportunities, and threats. The questionnaire was open from April 14 through 28, 2017. During this period there
were 72 responses submitted by Buffalo Grove employees.
Jennifer Maltas and Evan Michel then met individually with the senior leadership of each department to
analyze the employee data, discuss departmental goals, and identify any other areas for improvement. The
results of these meetings were reviewed and discussed with the Executive Team and Trustee Liaisons Lester
Ottenheimer and Joanne Johnson. These findings were used as the central tool in the identification of Strategic
Initiatives and Action Steps to achieve the identified Strategic Priorities.
The results and conceptual themes of these data collecting initiatives were compiled and grouped into the
following categories: organizational strengths, weaknesses, opportunities, and threats. The results of the data
collecting initiatives were visualized as Word Clouds. They are visual tools that are composed of words used in
the survey responses, in which the size of each word indicates its frequency or importance.
Page 1 37
I Packet Pg. 114 1
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I Packet Pg. 115 1
,J, (r,� u, t in a, 11 H1, te A re �ii �hr c,,, �,,1 1,,� g�,,,�
The employee feedback from this question coalesced around the following topics:
The overwhelming majority of respondents believed
that the village's employees were its greatest strength. Individual
responses stated that the level of customer service provided was
a key factor. They likewise credited the high level of individual
dedication and community pride that many employees possess
as an organizational strength.
Many of the respondents credit the
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ta organization's culture and sound financial footing as a key
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t strength. In previous SWOT analyses, this was considered a
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weakness. However, the Village of Buffalo Grove has made a
concerted effort over the past five years to stabilize its financial
health. These efforts have allowed the village to strengthen and
expand many programs including training, tuition reimbursement, and equipment replacement.
C (:� rr)� rr� 11 � fl, y A ii Respondents recognized that the greater Buffalo Grove community has many quality
amenities that strengthen the village as a whole. The most identified feature was the quality schools in Buffalo
Grove. Both Adlai E. Stevenson and Buffalo Grove High Schools are consistently ranked as two of the best
schools in Illinois. Likewise, the Buffalo Grove Park District, Indian Trails Library District and Vernon Area Library
District were noted as amenities that contribute to the strong quality of life in Buffalo Grove.
�,,N'ha �� �,,J'o y o,, u, t iri k o, jr� t+u,� . . . . k f t", Fot_" V � I I
The employee feedback from this question coalesced around the following topics:
Of �d The vast majority of
respondents identified the historical lack of economic
development and business/retail support in the Village of Buffalo
Grove as the most pressing weakness. They noted that although
much work had been done to correct this deficiency in recent
years, there were still many areas that needed improvement.
The respondents specifically noted that the lack of retail options,
empty storefronts, and central business districts as areas of
weakness.
Agiii Some respondents expressed concerns
regarding the aging of village infrastructure as well as
equipment. They noted that many of the village's facilities are becoming too small to keep pace with the
current needs of the village. Likewise, they noted that many of the facilities currently need or will soon need a
great deal of maintenance.
Respondents indicated that there was a compartmentalization of communication between
individual departments as well as between management and front line employees. They feel that messages
and the rationale for decisions are not communicated to a satisfactory level. This left many employees unsure
of the long-term vision for the Village or confusion on what was happening with economic development.
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I Packet Pg. 116 1
)vi r I FI c�, ri 6 x, N" r s, i1i "J", tt oi J", i"[ � nj re i 11�, J,( Q; J� Jo �;,Jj rt, � J" r[ Y 11' gc�
The employee feedback from this question coalesced around the following topics:
14ew "coirioirn�c The survey respondents identified
the Village of Buffalo Grove greatest's opportunity over the next
five years is new business development. Many were excited about
the new revenue generated by the incoming Woodman's Food
Market. Likewise, respondents were encouraged by the
preliminary results of the Lake -Cook Road Corridor Study. They
recognized that although these initiatives were still in process that
they would have long reaching benefits to the future of the village.
Serv�c(,v,'. Many respondents viewed the
expansion of current municipal services as a major opportunity for
the village over the next five years. These services include the
selling of services to other agencies, increased EMS billing, Mobile
Integrated Health Care, and development/annexation.
C 0 rr)� rr� i �Iirfl'[Y 0�,flre(,,vJ �� A key opportunity identified by respondents was increased community outreach. They
felt that the Village of Buffalo Grove could engage its citizenry through the expanded use of social media.
Likewise, many in the facilitated group discussion recommended new concepts for programs such as a ride
along program, activities for families, and services that cater to the village's changing demographics.
�jvor ihe ri�ext "',`5 What (J �u yo�,,), �',]'drik,, j�ur,c� i+�,e ("'St, I,] im 11,,��,�',,��,_
The employee feedback from this question coalesced around the following topics:
11,,)ie State of �1firioIs: The most pressing threat
identified by the respondents was the dysfunction of the state
government. Although Illinois' budget crisis, which was still
ongoing during the information gathering process, has been
resolved; the long-term effects of the crisis will likely have long
lasting negative effects on the fiscal health of all municipalities
in the state. Likewise, the underlying issues that caused the
crisis in the first place have yet to be resolved by state
lawmakers.
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organization over the next five years as a major threat to the
Village of Buffalo Grove. Many noted that long-time village employees are eligible to retire. These retirements
will cause the loss of institutional knowledge. One similar fear is the threat of being unable to find qualified
candidates to fill positions specifically in the Police Department given the current climate surrounding policing.
Some respondents cited the changing expectations of the communityas an ongoing
threat to the village. Many stated that the mantra of "do more with less" is unsustainable. The increasing need
for service without the corresponding resources will lead to staff burnout in the eyes of respondents. Likewise,
many were uneasy about the loss of control and customer service that is associated with the privatization of
services.
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I Packet Pg. 117 1
I J) I I J�J V I I � N()�J( I I ��1\4 I (',A I " NJ NJ'�
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Part of the facilitated group discussions as well as the employee survey included questions that assessed
internal process improvements, possible cost savings, potential revenue enhancements, prospective new
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programs, and opportunities for employee engagement. This process provided an opportunity for front line
staff, which interacts with the public on a day-to-day basis, to share their insights on how to improve service
delivery and increase value to the village's internal and external customers. Many of the participants and
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common areas that were incorporated into the formation of Strategic Priorities, Strategic Initiatives, and Actions
Steps.
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responses. The theme of centralized communication was repeatedly mentioned as a process in need of
improvement. Respondents stated the method in which information is disseminated by management was
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often compartmentalized and did not include an adequate level of detail.
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pressing employee concerns could begin to mitigate the problem. Likewise, many believed that
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communication through technology, such as an improved employee portal, online services, and enhanced
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departments were understaffed and did not have the same level of resources they once had. However, in this
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time of diminishing resources and increased public demand, most recognized that increasing staffing was not a
sustainable solution. Several survey respondents identified cross training of employees as a method to minimize
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the impact of lower staffing levels.
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through the elimination or restructuring of programs. Representatives from the Public Works Department
identified the Holiday Tree Lighting Program and Light Pole Banner Program as esthetically pleasing but require
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a great deal of staff time to perform. Likewise, many felt that the duration of Buffalo Grove Days could be
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shortened.
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enhancing the Village's preventative maintenance program for the Fire Department fleet to catch small
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repairs before they become large, costly ones could save money. Likewise, other respondents suggested the
outsourcing of vehicle maintenance to a third party.
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Currently, the Village of Buffalo Grove provides limited inspection, water, and snowplowing services to
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surrounding communities. Many of the employees that participated in the group discussions and the survey
identified the growing trend of selling services to other units of local government as an excellent opportunity to
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enhance revenue. They believe that the village could sell these services to other surrounding communities and
15
units of government. Several opportunities were identified and are listed in the Strategic Plan.
(a
Page 1 41
I Packet Pg. 118 1
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Arc, �,]Neire t i'�I t IV 0 v, n, �k, o" � �JI "'Y, �,I cI rv� In v J,' r,,� . . .. . � du ir� r h e L� u, ""i '� fl�, C `I S
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The entrepreneurial spirit of the employees of the Village of Buffalo Grove was demonstrated through their '5)
responses. Many of the respondents identified service gaps that were negatively affecting the residents of the
village. Several employees suggested the creation of programs that serve Buffalo Grove's growing aging
population. >
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Additionally, staff identified the growing need to assist members of the community who are suffering with 0
mental health issues. Employees, specifically in Police and Fire, were very happy with the addition of the social 4!
worker in the Police Department but noted that as the state continues to cut programs for the mentally ill more M:'
services will be necessary.
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Similarly, employees identified an opportunity to increase civic engagement in the community by building off
the success of the Citizens Police Academy and the former Citizens Fire Academy to other municipal services. 0
The program model could be used to educate the residents of the Village of Buffalo Grove how the Public
Works, Community Development and Finance Departments work. This program would provide residents a
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I Packet Pg. 120 1
Resolution No. R-2018-7 : A Resolution Authorizing the Execution
of By -Laws and Intergovernmental Agreement - Lake County Major
Crimes Task Force
Recommendation of Action I
............ § i ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
aff recommends approval of the contract and by-laws of the Lake County Major Crimes Task Force
effective April 1, 2018.
As noted in the attached cover memorandum, the proposed by-laws and intergovernmental agreement
establish the terms of renewal for the Village's membership in the Lake County Major Crimes Task Force,
effective April 1, 2018.
ATTACHMENTS:
0 02-14-18 LCMCTF By -Laws Update Memorandum (DOCX)
• Lake County Major Crimes Task Force - Update Summary Final (DOCX)
• LCMCTF Update Summary 1-22-2018 Attach (PDF)
CHICAGO14709107-0-
Resolution—Approving_Lake_County_Major—Crimes—Task—Force—Contract (DOCX)
0 LCMCTF BY LAWS Clean 011518
Trustee Liaison
Smith
I Monday, February 26, 2018 1
(PDF)
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 2/22/2018 3:00 PM
Page 1
t Pg. 121
N't 1, 1, ACRI: 0 F
13LTFAL0 GlION/l,',
MEMORANDUM
DATE: February 23, 2018
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Managpr�,",,.,
Is
SUBJECT: Proposed By -Laws — Lake County Major Crimes task Force
lRecornirneindatilloin
Staff recommends approval of the contract and by-laws of the Lake County Major
Crimes Task Force, effective April 1, 2018.
Backgrouind
The Lake County Major Crimes Task Force was formed in the early 1990s by a
consortium of approximately 40 member communities. The purpose of the Task
Force has been and continues to be the investigation of significant incidents such as
homicides and officer involved shootings. The Task Force Board of Directors most
recently amended its by-laws in 2006, which consisted of an amendment to the
original form by-laws. Many changes in law enforcement, legal matters and risk
management have occurred since the original formation of the Task Force.
The Task Force Board, in concert with the Lake County Managers, formed a by-laws
subcommittee to research and update the by-laws and investigate risk management
solutions to the benefit of the Task Force and its participating members. The
subcommittee consisted of several area Police Chiefs and Village Managers
(including Chief Casstevens and Manager Bragg), as well as representatives from
the Lake County State's Attorney, Lake County Risk Management and the Illinois
State Police. The subcommittee retained the services of Mr. Rob Bush of Ancel
Glink to provide counsel on the by-laws development and risk management options.
In addition, the subcommittee employed the services of Alliant Americas to explore
and price insurance coverages.
The proposed by-laws contain the following substantive changes in the form and/or
structure of the Task Force:
1. The provision of a unified defense to claims or suits involving the Task Force
(currently defense is provided by each member separately);
2. The ability to obtain Law Enforcement Liability and Public Officials Liability
(including employment practices liability) coverages for the Task Force;
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Page I of 2
Packet Pg. 122
3. An updated governance structure which provides each member with one
representative/one vote on the Task Force board; and
4. Professional training and certification standards for officers assigned to the
Task Force, consistent with state law.
The ability to obtain commercial insurance coverage is the most important aspect of
the new structure of the Task Force. Currently, Alliant Americas is obtaining quotes
for coverage of the Task Force. The expected coverage level will be $2 million per
occurrence, $4 million aggregate in the first year of coverage. The Task Force
intends to increase the coverage amounts based on future experience. It is
anticipated that the direct cost to the Village of Buffalo Grove for its share of
coverage will be less than $1,500 on an annual basis, however, the Task Force will
absorb the first year cost of coverage from its current reserve. Based upon current
coverage language, each member community would be named as an additional
insured on the Task Force's policy.
Coinclusilloin
The proposed by-laws represent the culmination of over one year of work by the Task
Force, risk management advisors, legal professionals, police chiefs and village
managers to modernize the organization, governance and financial structure of the
consortium. Staff recommends approval of the by-laws as presented.
Next Stellps
Once each member agency has approved the proposed by-laws, the Task Force
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Board of Directors will take action to approve the by-laws at its March, 2018 meeting.
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Page 2 of 2
Packet Pg. 123
Lake County Major Crimes Task Force — Update Proposal Summary January 22, 2018
Introduction
Formed originally in early 1990's, the 40 or so members of the Lake County Major Crimes Task Force
have seen many changes in its operations and legal environment since its inception. Last revised in
2006, good housekeeping, improved practices and recent court decisions made it apparent that the
LCIVICTF Contract and By -Laws needed to be updated. With the support of Special Legal Counsel (Ancel,
Glink, Diamond, Bush, DiCianni & Krafthefer), the Lake County Director of Human Resources and Risk
Management and Insurance Advisors (Alliant and West), the LCMCTF Executive Committee and several
Lake County Village Managers and Administrators have worked together since early 2017 to develop a
structural update to meaningfully address concerns, while still supporting and retaining the professional
operational advances that have lead to the cooperative success experienced by the members of the
LCIVICTF.
Unified Defense
A key element in the update is to provide a unified defense when responding to claims or suits for
LCMCTF activities. For past claims, those LCMCTF members named were required to respond and
defend against the claims separately leading to members being pitted against each other, as well as
each also having the expense of defending the claims.
Substantial Insurance Coverage
Having a structure that allows the LCMCTF to attain conventional insurance coverage of a sizable
amount (initially $2 million with hopes to increase substantially in layers to $10 or $20 million through
the demonstration of positive experience) and requiring that members have at least $5 million in
additional coverage provides the protection necessary to allow members to continue to participate and
demonstrate meaningful commitment to the LCIVICTF.
Governance
The update provides each member with one position/vote on the LCIVICTF Board of Directors. Board
members and alternates must be officially appointed by each member (Village Board/City
Council/Sherriff, etc.). The Board of Directors elects the Executive Committee, who shall serve
overlapping 3-year terms. The Illinois State Police and the Lake County State's Attorney will be
permanent members of the Executive Committee, but not vote on financial matters as they pay no dues
Financial
As in the past, the update provides that the Annual Budget must be approved by the LCIVICTF Board of
Directors. Dues assessments will continue to be paid based on the present system — the number of full
time equivalent police officers of the member agency (attached). The update provides a mechanism to
change the dues structure in the future should 2/3's of the Board of Directors agree to do so. The quote
for the $2 million in conventional insurance being attained in 2018 will not require a change to the dues
I Packet Pg. 124 1
structure from 2017 levels. Future conventional and excess layer coverage will be paid through the
annual budget along with other LCIVICTF expenses. Each member will be required to pay its annual dues
and submit proof of its $5 million insurance coverage each year.
Operations, Procedures and Standards
Professional law enforcement standards and training certifications required by the State of Illinois will
be required for LCIVICTF members and designated officers and responders to LCMCTF events.
Timing
It is anticipated that the update will take effect April 1, 2018 requiring that at least 20 members will
have approved it and appointed their representatives and alternate representatives in the first quarter
of 2018. Once the 20-member threshold is reached, other members may be added thereafter.
Resources
Many member Police Chiefs and Managers -Administrators have participated with our Special Legal
Counsel and Insurance Advisors and Lake County Risk Management staff over the last many months as
this topic has been considered and solutions identified. If you have questions for the Working Group or
Special Counsel, please contact us directly. We have also attached summary information on LCIVICTF
activations, including the 34 callouts on behalf of 14 different members in 2016 and 2017. We believe
this clearly demonstrates its current relevance and the need for it to continue.
Conclusion
On behalf of the Executive Committee of the Lake County Major Crimes Task Force and the Managers -
Administrators LCMCTF Working Group, we recommend and respectfully request approval of the
proposed Contract and By -Laws for the Lake County Major Crimes Task Force prior to April 1, 2018.
Attached are the proposed Contract and By -Laws and template Authorizing Resolution for use with your
governing board.
Respectfully Submitted,
Kevin Woodside
Kevin Woodside, Gurnee Police Chief
LCIVICTF President
Kent Street
Kent Street, Deerfield Village Manager
Coordinator Managers -Administrators
I Packet Pg. 125 1
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Chief John Sliozis
Village Manager Kent Street
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Note the Task Force's 2017 activation summary for your review:
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(0) Officer -involved Shootings — (N/A)
Sincerely,
Patrick Zimmerman
Deputy Chief, Vernon Hills Police Department
L.C.M.CTF, Commander
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I Packet Pg. 130 1
Revised February 23, 2018
RESOLUTION NO. 2018-
A RESOLUTION APPROVING THE CONTRACT AND BY-LAWS OF THE LAKE COUNTY
MAJOR CRIMES TASK FORCE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of
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1970;and 00
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WHEREAS, Article VII, Section 10 of the Illinois Constitution of 1970 and 5 ILCS 220/6 et seq.
authorize units of local government to contract or otherwise associate among themselves to obtain or share
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services, to exercise, combine or transfer any power or function, in any manner not prohibited by law; and !0
WHEREAS, the Lake County Major Crimes Task Force ("Task Force") is an intergovernmental
cooperative agency voluntarily established by contracting municipalities and other units of government for the
purpose of providing comprehensive investigations, insurance coverage and self-insurance coverage to member
departments of the Task Force of major murder cases, police -involved shootings, non -parental kidnappings, in -
custody deaths, and other exceptionally heinous offenses when requested to do so by the chief of police or other
designated person(s) of member departments
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 attached Contract and By-laws of the Lake County Major Crimes Task Force is
hereby approved.
Section 2. Except to the extent of the financial contributions to the Task Force set forth in the
Contract and By -Laws, no contracting party, by authorizing the execution of the contract and By -
Laws, acknowledges or accepts any responsibility in any way for claims due to the property losses,
claims in tort or contract or other claims or losses made against any other member of the Task
Force.
Section 3. The Chief of Police is appointed to be the MEMBERS' representative on the Task Force
Board of Directors and the Village Manager is appointed to be the MEMBERS' alternative
representative as provided for in the Task Force Contract and By -Laws.
Section 4. The Village Manager, or his designee, is authorized and directed to execute the attached
Contract and By-laws of the Lake County Major Crimes Task Force.
AYES:
NAYES:
ABSENT:
PASSED: 2018 APPROVED: 2018
ATTEST:
Janet Sirabian, Village Clerk
Beverly Sussman, Village President
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#709107
I Packet Pg. 131 1
CONTRACT AND BY—LAWS
OF THE
LAKE COUNTY MAJOR CRIMES TASK FORCE
JANUARY 1., 2018
TABLE OF CONTENTS
ARTICLE 1. DEFINITIONS AND PURPOSE . ............................................................................ 3
ARTICLE 11. POWERS AND DUTIES ........................................................................................ 5
ARTICLE 111. PARTICIPATION AND TERM ............................................................................ 6
ARTICLEIV. TERM . .................................................................................................................... 8
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ARTICLE V. BOARD OF DIRECTORS . .................................................................................... 9 T_
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ARTICLE VI. MEETINGS OF THE BOARD OF DIRECTORS . ............................................. 16 s
ARTICLE VII. OTHER TASK FORCE OFFICERS .................................................................. 17
ARTICLE VIII. FINANCES AND AGENCY RISK MANAGEMENT .................................... 20
ARTICLE IX. SCOPE OF LOSS PROTECTION . ..................................................................... 24
ARTICLE X. CONVENTIONAL INSURANCE . ...................................................................... 26
ARTICLE XI. OBLIGATIONS OF MEMBERS ........................................................................ 27
ARTICLE XII. LIABILITY OF BOARD OF DIRECTORS OR OFFICERS ............................ 30
ARTICLE XIII. NO THIRD -PARTY BENEFICIARIES ............................................................ 30
ARTICLE XIV. OPTIONAL DEFENSE BY MEMBER . .......................................................... 31
ARTICLE XV. CONTRACTUAL OBLIGATION . ................................................................... 33
I Packet Pg. 132 1
ARTICLE XVI. EXPULSION OF MEMBERS .......................................................................... 34
ARTICLE XVII. TERMINATION OF THE AGENCY . ............................................................ 35
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I Packet Pg. 133 1
ARTICLE 1. DEFINITIONS AND PURPOSE.
DEFINITIONS:
As used in this agreement, the following terms shall have the meaning hereinafter set out:
TASK FORCE — Lake County Major Crimes Task Force comprising of Law
Enforcement departments of Member public entities, including the Lake County Sheriff s
office, the Illinois State Police and the Lake County State's Attorney established pursuant
to the Constitution and the statutes of this State and by this intergovernmental agreement.
(Hereinafter referred to as "Contract")
ANNUAL PAYMENTS - The amount each Member must annually pay to fund the
anticipated costs of the full operation of the Agency.
CONVENTIONAL INSURANCE - Insurance of any kind, including, but not limited to,
Excess, Aggregate, Reinsurance and Professional liability insurance, purchased by the
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Task Force from an insurance company approved by the Illinois Department of Insurance C�
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to write such coverage in Illinois providing various types of insurance which may be 00
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subject to deductible amounts.
CORPORATE AUTHORITIES - The governing body of a municipality or other
governmental unit which is a Member of the Task Force.
LOSS PROTECTION FUND - A fund of public monies established by the Task Force
to purchase conventional insurance for the Task Force as set forth in this Contract, to
administer the role of the Task Force as set forth in this Contract, to jointly self -insure
certain risks within an agreed scope and to pay other expenses within the scope of this
Contract .
3
I Packet Pg. 134 1
MEMBERS - The units of government or intergovernmental agencies with corporate
boundaries at least partially within Lake County which initially or later enter into the
intergovernmental Contract. Contract. The Lake County Sheriff, Lake County State's
Attorney and the Illinois State Police shall also be Members subject to the limitations set
forth in this Contract.
RISK MANAGEMENT - A program attempting to reduce or limit casualty losses and
injuries to persons or property caused by the operations of the Members. Where claims
arise out of Task Force operations or activities, the Task Force shall cause the processing
of such claims, investigate their validity, settle or defend against such claims within the
financial limits of this Contract , tabulate such claims, costs and losses and carry out
other assigned duties.
SELF-INSURANCE - The decision of the Task Force not to purchase insurance
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coverage for risks below certain limits; to seek all immunities provided by Illinois law for C�
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a non-insured government; to rely upon its financial capabilities to pay any third -party 00
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claims which are held valid and not barred by available immunities and to purchase
conventional insurance to protect against excess or aggregate losses.
SUPPLEMENTARY PAYMENTS - Members shall also be obligated as required, to
make supplementary payments if the amount of the annual payments shall be insufficient
to fund the operations of the Task Force.
PURPOSE:
The LAKE COUNTY MAJOR CRIMES TASK FORCE ("TASK FORCE") is an
intergovernmental cooperative agency voluntarily established by contracting municipalities and
V.
I Packet Pg. 135 1
other units of government pursuant to Article VII, Section 10 of the 1970 Constitution of the
State of Illinois and 5 ILCS 220/6 of the Illinois Compiled Statutes for the purpose of providing
comprehensive investigations, insurance coverage and self-insurance coverage to Member
Departments of the Task Force of major murder cases, police -involved shootings, non -parental
kidnappings, in -custody deaths, and other exceptionally heinous offenses when requested to do
so by the chief of police or other designated person(s) of Member Departments.
These By -Laws shall constitute the substance of a contract among the Members.
All funds contained within the Loss Protection Fund are monies directly derived from its
Members which are municipalities and other units of local government within the State of
Illinois. It is the intent of the parties in entering into this Contract that, to the fullest extent
possible, the scope of risk management undertaken by them through a joint governmental
insurance program using governmental funds shall not waive, on behalf of any local public entity
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or public employees as defined in the Local Governmental and Governmental Employees Tort C�
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Immunity Act, any defenses or immunities therein provided.
ARTICLE 11. POWERS AND DUTIES.
The powers of the Task Force to perform and accomplish the purposes set forth above
shall, within the budgetary limits and procedures set forth in these By -Laws, be the following
A. To employ agents, employees and independent contractors;
B. To purchase or lease equipment, machinery, or personal property
necessary for the carrying out of the purpose of the Task Force;
C. To carry out training, educational and other programs relating to risk
reductions, investigations and other police operations;
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I Packet Pg. 136 1
D. To cause the creation of, see to the collection of funds for, and administer
a Loss Protection Fund;
E. To purchase conventional, excess, aggregate and reinsurance to
supplement the Loss Protection Fund or, in the absence of any self-insurance
element of the program, to purchase primary coverages from the conventional
insurance market;
F. To establish reasonable and necessary loss reduction and prevention
procedures which shall be followed by the Members;
G. To provide risk management services and the defense of, settlement and
subrogation of claims within the coverage limits established by the Task Force;
H. Solely within the budgetary limits established by the Members to carry out
such other activities as authorized by the Board of Directors to be performed by
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the Task Force, it's Executive Committee or any officer or agent. C�
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1. To provide comprehensive investigative services to Member Departments 00
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in accepted cases upon request of the Chief of Police of the police department (or
other designated person) of the local Jurisdiction wherein the crime occurred and
to pay for such investigative services.
J. To establish Operational Rules, Policy Manuals, Training Requirements,
personnel selection standards/guidelines, Investigation Procedures
recommendations and other directives governing the operation, response and
other duties of the Task Force.
ARTICLE 111. PARTICIPATION AND TERM.
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I Packet Pg. 137 1
A. The Members of the Task Force, as of April 1, 2018, shall be those entities, the names of
which are listed on Appendix A which, by that date, have had a Resolution adopted by their
Corporate Authorities approving membership on the Task Force.
So long as the Task Force shall continue in existence, any new Member joining the Task
Force shall remain a Member for at least three (3) years. After a new Member's initial required
terni of membership in the Task Force, any Member of the Task Force may withdraw from the
Task Force at the end of a fiscal year of the Agency upon the giving of at least 120 days prior
written notice. A Member which gives notice of withdrawal and then wishes to rescind such
notice within the 120 day notice period may do so only upon approval of such action by the
affin-native vote of two-thirds of the Executive Committee present at a regular or special meeting
under terms established for readmission by the Executive Committee or Board of Directors. The
Executive Committee may, at its sole discretion, choose to waive any portion of the 120 day
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notice requirement it deems necessary in order to protect the best interests of the Task Force. If C�
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a Member withdraws from the Task Force, it shall be entitled to coverage for the period of its CO
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membership to the same extent as other Members of the Task Force, but it shall not continue to
have a representative on the Board of Directors. The withdrawing Member shall continue to be
responsible for its share of the payment of all supplementary and other payments attributable to
years during which it was a Member of the Task Force and other obligations of membership
The notice of intent to withdraw shall be addressed to the Chair of the Task Force and
shall be accompanied by a Resolution of the Board of the Member electing to withdraw from the
Task Force. A Member which withdraws from the Task Force shall not be permitted to reapply
for membership in the Task Force for a period of two (2) years from the date on which the
7
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Member's resolution was served upon the Chair, unless such prohibition is waived by the Board
of Directors upon a four/fifths vote of the entire membership of the Board. Furthermore, said
former Member must reapply through the normal application process, having once again met
membership criteria for a new Member.
No Member which withdraws from the Task Force shall receive a return of surplus funds
or rebate(s) approved by the Board of Directors from any year for which said withdrawn
Member was a Member of the Task Force.
Every member shall, upon admission to the Task Force, have in full force and effect
conventional and/or self-insurance or cooperative self-insurance no less than $5 million dollars
in professional liability (this term is used here and elsewhere to include insurance coverage also
referred to as "Public Officials Liability" or "Errors and Omissions" coverages) insurance
coverage and $5 million dollars in police liability coverage from a carrier acceptable to the
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Executive Committee. Each member shall retain such coverage during their entire membership C�
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on the Task Force and shall annually submit copies of their insurance policies to the Executive 00
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Committee for approval. The limits set forth herein may be increased by a 2/3 vote of the full
Board of Directors. Said required limits may not be decreased at any time by the Board.
The Board may establish and periodically review standards for the admission of new
Members.
ARTICLE IV. TERM.
The Task Force shall commence its operations on April 1, 2018. The term of the Task
Force shall run thru and including March 31, 2029. At the end of that term, the term of the
Task Force may be extended for a multi -year term, as permitted by law, by a two-thirds (2/3)
I Packet Pg. 139 1
affirmative vote of the entire Board of Directors or, by majority action of the Board, it may
continue in existence from year-to-year as a Contract.
ARTICLE V. BOARD OF DIRECTORS.
A. There is hereby established a Board of Directors of the Task Force. Each
Member shall appoint one (1) person to serve as the authorized representative of
that body on the Board of Directors along with another person to serve as an
alternate representative for when the authorized representative is unable to carry
out his or her duties. The representative and alternate shall be appointed as other
municipal officers are appointed by the Member. Once such appointments are
made known to the Board of Directors, the persons appointed shall remain in
office until the Chair receives evidence of the appointment of other persons. The
Board of Directors shall be the judge of the proper appointment of authorized
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representatives and alternates to the Board of Directors and shall utilize, in case of N
a dispute, general principles of Illinois municipal law. The representative and 00
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alternate shall be either the Member's Police Chief, Manager/Administrator or a
senior officer in the Member's police department.
B. It is expected that the day to day operations of the Task Force shall be
monitored and governed by an Executive Committee. An Executive Committee is
hereby expressly created and established by this Contract. At the first meeting of
the Board after April 1, 2018, the Board shall select from the authorized
representatives and alternates six persons to serve on the Executive Committee
but only one (1) person from a Member may serve on the Executive Committee at
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any time. (The Officers and Executive Committee members of the expiring Task
Force shall remain in those same positions for this new Task Force until the Board
meets to select a new Executive Committee). In addition, the Executive
Committee shall include the Lake County Sheriff or an appointed representative,
the Lake County States Attorney or an appointed representative and the Illinois
State Police (through an appointed representative). The representative/alternate
for the Lake County State's Attorney and the Illinois State Police, so long as these
entities do not make a financial contribution to the Task Force, shall not vote,
either as a Board Member or a member of the Executive Committee, on any
matter calling for the expenditure of Task Force funds, the settlement of any Task
Force case or any claims or disputes for insurance coverage under any Task Force
insurance policy.
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C. The election of Executive Committee members shall thereafter be held at C�
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the last regular Board meeting held during each fiscal year for the open Executive 00
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Committee terms which begin to run at the start of the immediately following
fiscal year.
D. The persons on the Executive Committee shall be elected by the Board
with the representative or alternate of each Member casting as many votes as
there are then open positions on the Executive Committee. The person(s)
receiving the most votes for the number of available positions shall be declared to
be elected.
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E. The term for the nine Executive Committee positions shall be three years.
The terms of the Executive Committee positions shall be staggered so that no
more than three positions shall come up for re-election in any one fiscal year
After the initial election in 2018, the terms of the Lake County Sheriff, the Lake
County States Attorney, and the Illinois State Police shall initially run through
March 31, 2019. Thereafter, the term of these Executive Committee Members
from the County and State shall be for three years. The tenris of the remaining
Executive Committee positions shall be initially staggered by lot so that three
initial Executive Committee Members shall serve through March 31, 2020 and
three Executive Committee Members shall serve through March 31, 2021.
Thereafter, these Executive Committee Members shall serve for respective three
year terms.
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F. If any vacancy should occur on the Executive Committee, the Chair shall C�
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fill that position by appointment for the remainder of the unexpired term with the 00
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advice and consent of the remaining Members on the Executive Committee. If a
vacancy shall occur in the position of Chair, the Vice Chair shall assume the
position of Chair and appoint a new Vice Chair with the advice and consent of the
remaining Members on the Executive Committee. If a vacancy should occur in
the position of Vice Chair, Treasurer or Secretary, the Executive Committee shall,
by election, select from among its Members, a new Vice Chair, Treasurer or
Secretary to serve the remaining unexpired term of said office. If both positions
of Chair and Vice Chair are vacant, the Executive Committee shall fill those
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positions by election from among its members and the persons selected shall fill
out the unexpired terms of the persons they replace.
G. The Chair, Vice Chair, Treasurer and Secretary shall be elected to those
positions by election of the Executive Committee and shall be Members of the
Executive Committee at the time of their election to their respective positions and
during their entire terms in said positions. The term for the Chair, Vice Chair,
Treasurer and Secretary shall be one year and the person selected to fill those
positions shall continue to serve until a replacement has been selected and
qualified. The Executive Committee's election for the positions of Chair, Vice
Chair, Tresurer and Secretary shall be held at the next regular or special meeting
of the Executive Committee following the election held by the Board of Directors
for Executive Committee Members referenced previously herein.
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H. The Board of Directors may remove any Member of the Executive C�
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Committee with notice, but without a hearing, by a two-thirds (2/3) affirmative 00
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vote of the entire membership of the Board of Directors. Such vacancy shall be
filled in the same manner as other vacancies.
1. Where any action of the Board of Directors shall be contrary to an action
of the Executive Committee, and where the legal rights of third parties have not
intervened, the policy and position of the Task Force shall be that taken by the
Board of Directors.
J. The Board of Directors shall determine the general policy of the Task
Force which policy shall be followed by the officers, agents, employees and
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independent contractors employed by the Task Force. Among other items, it shall
have the responsibility for (1) Approval of amendments to the By -Laws, (2)
Approval of the process for the acceptance of new Members; (3) Approval and
amendment of the annual budget of the Task Force, (4) Approval of reasonable
and necessary loss reduction and prevention procedures which shall be followed
by all Members, (5) Approval of annual and supplementary payments to the Loss
Protection Fund for each Member, (6) Approval of additional terms for the
existence of the Task Force, (7) Resolution of disputes over the scope of Task
Force self-insurance or insurance coverage or over late notice of a claim provided
to the Task Force on an appeal from the decision of the Executive Committee and
(8) approval of the minimum amount of conventional or self-insurance required to
be carried annually by all Members. The Board of Directors may establish such
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rules and regulations regarding the payout of funds from the Loss Protection Fund C�
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as shall from time to time seem appropriate.
K. Each Member shall be entitled to one (1) vote on the Board of Directors
except as described earler regarding the Lake County State's Attorney and the
Illinois State Police. Such vote may be cast only by the authorized representative
of the Member or, in the representative's absence, by an alternate selected by the
Member in the same manner as specified for the selection of the authorized
representative. No proxy votes or absentee votes shall be permitted. Voting shall
be conducted by voice vote unless one (1) or more Members of the Board of
Directors shall request a roll call vote; provided, however, that:
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1. Any vote which requires a greater than majority vote for
passage shall be by roll call vote, and
2. Any vote for the authorization of the expenditure of funds
shall pass by a roll call vote of either the Board or Executive Committee
as appropriate.
3. On any other vote taken by the Board, a Member voting in
the minority position on a voice vote may also have that vote recorded in
the Minutes by specifically indicating such vote to the presiding officer.
L. The representative or alternate appointed by the Member may be removed
at any time by that Member. In the event that a vacancy occurs in the
representative or alternate representative, the Member shall appoint a successor
The failure of a Member to select a representative or the failure of that person to
participate shall not affect the responsibilities or duties of a Member under this
Contract.
M. The Board of Directors and Executive Committee shall have the power to co
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establish both standing and ad hoc committees. The Chair may also establish ad W
hoc committees which do not conflict with those established by the Board or
Executive Committee. Unless the Board of Directors shall establish some other
procedure, the selection of persons who shall serve on such committees and chair
them shall reside with the Chair. The Board of Directors may assign to the
Executive Committee the authority to authorize the expenditure of funds and to
settle claims or suits brought against entities within the scope of coverage
provided by the Task Force.
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N. A quorum at a meeting of the Board of Directors or Executive Committee
or any standing or ad hoc committee shall consist of a majority of the Board or
Committee. Except as otherwise provided in this Contract, a simple majority of a
quorum shall be sufficient to pass upon all matters.
0. A greater vote than a majority of a quorum shall be required to approve
the following matters:
1. Such matters as the Board of Directors shall establish
within its rules as requiring for passage a vote greater than a majority of a
quorum, provided, however, that such a rule can only be established by a
greater than a majority vote at least equal to the greater than majority
percentage within the proposed rule.
2. The expulsion of a Member shall require the two-thirds
(2/3) vote of the entire voting membership of the Board of Directors.
3. The approval of any expenditure of Task Force funds shall CO
require a 2/3 vote of a quorum of either the Board or Executive Committee
as appropriate. CO
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4. Any amendment of this Contract, shall require the two- W
thirds (2/3) vote of a quorum of the Board of Directors. 00
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5. The continuation in existence of the Task Force after each
approved fixed term shall require a vote as described in this Contract.
6. The agreement to rescind a Notice of Withdrawal within
the 120 day Notice requires the approval by the affirmative vote of 2/3 of
the Executive Committee.
7. The removal of any member of the Executive Committee
requires a 2/3 affirmative vote of the entire membership of the Board of
Directors.
8. The waiving of the prohibition against readmission for two
years after a Member withdraws shall require a 4/5ths vote of the entire
membership of the Board.
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I Packet Pg. 146 1
9. The changing of the funding formula to determine Annual
Payments provided for in Article VIII shall requires a 2/3 affirmative vote
of the entire membership of the Board of Directors.
P. No one serving on the Board of Directors shall receive any salary or other
payment from the Task Force and any salary, compensation, payment or expenses
for such representative or alternate shall be paid by each Member separate from
this Contract. The Chair, Vice Chair, Secretary, Treasurer, Executive Committee
members and such other officers as may be selected from time to time may submit
to the Executive Committee for their approval reimbursement of the actual cost of
expenses incurred on behalf of the Task Force.
ARTICLE VI. MEETINGS OF THE BOARD OF DIRECTORS.
A. A regular meeting of the Board of Directors shall be held at least one (1)
time a year. The date of the regular meeting shall be in the last quarter of each
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fiscal year unless that date is changed by the Executive Committee with at least C�
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fourteen (14) days written notice prior to the respective regularly scheduled 00
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meeting. Any item of business may be considered at a regular meeting, but action
may only be taken on items specified on the agenda. In addition to the notice
described above, the Chair or, in the Chair's absence, the Vice Chair, shall give at
least seven (7) days written notice of regular meetings to the authorized and
alternate representatives of each Member and an agenda shall accompany such
notice. Special meetings of the Board of Directors may be called by its Chair, or
by representatives of any three Members upon no less than fourteen (14) days
written notice. A formal agenda shall be included with said notice. Business
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conducted at special meetings shall be limited to those items specified on the
agenda.
B. The time, date and location of regular and special meetings of the Board of
Directors shall be determined by the Chair, or in the Chair's absence, by the Vice
Chair or by the convenor(s) of a special meeting.
C. To the extent not contrary to these By -Laws, and except as modified by
the Board of Directors, Roberts Rules of Order, latest edition, shall govern all
meetings of the Board of Directors. Draft Minutes of all regular and special
meetings of the Board of Directors shall be sent to all Members of the Board of
Directors no more than 30 days after each respective meeting and final minutes of
said meeting shall be sent no more than 10 days after said final minutes are
approved.
ARTICLE VII. TASK FORCE OFFICERS.
A. The Officers of the Task Force shall be (1) the Chair, (2) the Vice Chair,
(3) the Treasurer and (4) the Secretary.
The Chair shall be the chief executive officer of the Task Force.
The Chair shall preside at all meetings of the Board and the Executive Committee
at which the Chair is present. The Chair may request information from any
officer of the Board or any employee or independent contractor of the Task Force.
The Chair shall vote on all matters that come before the Board or Committees on
which the Chair serves. The Chair shall be a non -voting ex-officio Member of all
committees of the Task Force on which the Chair does not directly serve. The
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I Packet Pg. 148 1
Chair shall have such other powers as are set forth in these By -Laws and such
other powers as may be given from time to time by action of the Board. A
vacancy in the office of Chair shall be filled by the Vice Chair for the remaining
unexpired term of the Chair. The Chair may not be a representative or alternate
from the same Member as the Vice Chair, Secretary, Treasurer or any person
serving on the Executive Committee.
ii. The Vice Chair shall carry out all duties of the Chair during the
absence or inability of the Chair to perform such duties and shall carry out such
other functions as are assigned from time to time by the Chair, the Board of
Directors or the Executive Committee. The Vice Chair may not be a
representative or alternate from the same Member as the Chair, Secretary,
Treasurer or any person serving on the Executive Committee.
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iii. The Treasurer may not be a representative or alternate C�
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representative from the same Member as the Chair, the Vice Chair, Secretary or 00
any person serving on the Executive Committee.
I . The Treasurer shall:
a. Have charge and custody of and be
responsible for all funds and securities of the Task Force; receive
and give all receipts for moneys due and payable to the Task Force
from any source whatsoever; deposit all such moneys in the name
of the Task Force in such banks, savings and loan associations or
other depositories as shall be selected by the Board of Directors or
Executive Committee; and, invest the funds of the Task Force as
are not immediately required in such securities as the Board of
Directors shall specifically or generally select from time to time.
Maintain the financial books and records of the Task Force.
Provided, however, that all investments of the Task Force funds
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shall be made only in those securities which may be purchased by
Illinois non -home rule municipalities under the provisions of the
Illinois Compiled Statutes.
b. In general, perform all duties incident to the
office of Treasurer and such other duties as from time to time may
be assigned to him by the Board of Directors or the Executive
Committee;
3. The Task Force shall purchase a bond in the minimum
amount contained within the Loss Protection Fund from time to time to
assure the fidelity of the Chair, Vice Chair and the Treasurer. Without
amending these By -Laws, the Executive Committee may increase the
amount of the bonds for the aforesaid officers and procure fidelity and
other bonds for officers, directors, employees or independent contractors
of the Task Force.
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4. The Board or Executive Committee may select a financial CO
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institution or individual to carry out some or all of the functions which W
would otherwise be assigned to a Treasurer to assist the Treasurer.
iv. The Secretary shall take, keep and provide each Member copies of
the minutes of all meetings of the Board and Executive Committee and shall
retain possession of all the books, records and correspondence of the Task Force.
In the Secretary's absence, the Chair or Vice Chair shall assume the duties of the
Secretary.
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B. The Board of Directors may, from time to time, establish such other
officers as are deemed necessary, unless authority to do so is assigned to the
Executive Committee.
ARTICLE VIII. FINANCES AND TASK FORCE RISK MANAGEMENT.
A. The fiscal year of the Task Force shall commence on April 1, and end on
March 31 of each year.
B. The Annual Payments from the Members shall be in an amount sufficient
to fund the administrative expenses of the Task Force, the Loss Protection Fund,
the purchase of Conventional Insurance, and other costs relating to the services
and projects of the Task Force. In determining the amount of the Annual
Payment due from each Member, the Executive Committee shall recommend such
Annual Payments and the Board of Directors may take into consideration some or
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all of the following factors: C�
I . Population of the governmental body;
2. Number of sworn police officers employed by the
governmental body;
3. Number of police -purposed vehicles owned by the
governmental body and the use made of the vehicles;
4. The police department payroll of the Member;
5. The budget and revenue of the Member;
6. The professional liability and police liability claims and
loss experience of the Member;
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7. Such other factors as the Executive Committee and Board
shall deem relevant.
The Annual Payments due shall be based, in whole or in part, upon an
objective formula which may vary from year to year. This formula must be
applied equally to all Members similarly situated except that it is recognized the
Lake County State's Attorney and Illinois State Police may make no or limited
Annual Payments and shall retain membership on the Task Force subject to the
limitations described herein.
It is the responsibility of each Member to provide the Task Force with
accurate inforination relating to the factors used in determining the amount of the
annual payment due from each Member.
C. Calls for Supplementary Payments may be made by the Board of
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Directors, providing, however, that the total Supplementary Payments called for C�
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in any one year shall not exceed 100% of the Annual Payments established for 00
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that year. Supplementary Payments shall not be required in the event the Annual
Payments and any conventional insurance purchased for the Task Force for any
specific year have been exhausted but shall be at the discretion of the Board. The
Board shall also make calls for Supplementary Payments from Members which
have withdrawn or been expelled for years during which they were Members.
The forwarding of such Annual and Supplementary Payments within a time
specified in notices to the Members giving them not less than sixty (60) days to
make such payments, shall be of the essence of this contract. Supplementary
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Payments may only be called for by the Board of Directors where there is a
reasonable concern that the sum remaining from the Annual Payments and
conventional insurance will not be sufficient to meet the responsibilities of the
Task Force established in these By -Laws. Members shall be responsible for
Supplementary Payments during the entire life of the Task Force and any later
period when claims or expenses need be paid which are attributable to the year of
membership when the event out of which the expense or claim occurred.
Supplementary Payments may be called for in a number of individual requests
provided that the total amount of the Supplementary Payments shall not exceed
the maximum amount permitted.
D. The Executive Committee may permit the Annual or Supplementary
Payments to be paid on a monthly or quarterly basis. The amount of any
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Supplementary Payments required shall be based upon the same formula as was C�
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used in establishing the Annual Payment for that year.
E. If, for any year during which the Task Force was in existence, all claims
known or unknown have either been paid or provision has been made for such
payment, the Board of Directors as then constituted may distribute surplus funds
to the Members who constituted the membership of the Task Force in that prior
year, after first deducting therefrom reasonable administrative and other non -
allocated costs incurred by the Task Force in the processing of the claims in years
other than the one in which the claim was made.
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F. If Conventional Insurance of any kind is purchased, and the insurance
provider should fail to perform its contractual obligations, the Members shall be
called upon to repay to the Task Force, within a period of time of not less than
sixty (60) days after notice, any amounts, then needed for reserves or to make
payments, for the claim year in question, as had been previously distributed to
them as refunds, rebates or other repayment of surplus funds. Members shall also
be obligated to make Supplementary Payments, up to the maximum allowed
amount, for losses or claims which fall within the scope and amount of coverage
which the Task Force agreed to cover through Joint Self -Insurance rather than
through levels of coverage which were to be paid from the proceeds of
Conventional Insurance of any kind.
In all cases where the Task Force has purchased Conventional Insurance
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of any kind, the Members shall took solely to the provider of the Conventional C�
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Insurance coverage for the payment of claims or losses within the scope of 00
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coverage of the policies purchased. Neither the Loss Protection Fund, nor funds
procured through Supplementary Payments, shall be used to pay claims or losses
within the dollar amount and scope of coverage assumed by an insurance
company which has sold Conventional Insurance of any kind to the Task Force.
The Board of Directors may authorize the use of Task Force funds to pay the
costs of litigation of a Member against any Conventional Insurance provider
which contends that a claim or loss has not been paid as contractually required by
the Conventional Insurance company.
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G. A budget for the Task Force shall be recommended to the Board of
Directors by the Executive Committee for each fiscal year and approved by the
Board in the final quarter of the previous fiscal year. That budget shall confirm
and authorize the payment of any funds made earlier during that fiscal year as
well as such funds as are estimated to be required during the remainder of that
fiscal year.
H. The Board shall have an annual audit performed on the finances of the
Task Force according to standard governmental principles of accounting and by a
finn familiar with the auditing of intergovernmental agencies and municipalities
The audit shall be accepted by the Board or Executive Committee and, within 30
days thereafter, copies shall be sent to the representative and Chief Executive
Officer of each member.
ARTICLE IX. SCOPE OF LOSS PROTECTION.
The Task Force shall provide loss protection from any self -insured retention funds only
to the extent that protection would be accorded within the terms of the first layer of Conventional
Insurance held from time to time by the Task Force for the benefit of its Members. The intent of
this Contract and By -Laws shall be that the Members herein do not intend to utilize the Loss
Protection Fund of the Task Force to cover claims or losses where the first layer of Conventional
Insurance does not cover the claim or loss. Provided, however, that without limiting the
generality thereof, except in the amount and to the extent paid for by the conventional insurance
purchased by the Task Force, the Task Force shall not provide self-insurance coverage in the
following areas:
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I Packet Pg. 155 1
A. Punitive or exemplary damages.
B. Liability of individuals otherwise covered for acts committed outside the scope of
their duties and powers.
C. Those portions of causes of action seeking only non -monetary claims such as
injunction, mandamus and declaratory relief. However, to the extent that such
non-monetaiy claims are included in complaints with counts seeking monetary
damages covered under this contract, then defense of such non -monetary counts
shall be provided as required by common law or statutory law.
D. The payment of the attorneys' fees of opposing counsel or other court costs where
a judgment providing no other monetary relief to the plaintiff is entered.
E. Those portions of causes of action alleging improper acts by officers of Members
who have been appointed by the Member as representatives of those Members on
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the Board of any other intergovernmental agencies based directly or indirectly on C�
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that person's duties as an appointed representative on that other Board.
F. Those portions of causes of action alleging improper acts by police officers,
whether sworn or unsworn, police departments or other officers of Members
serving as law enforcement officers where said individuals or departments are not
certified by the State of Illinois or other Task Force approved by the Executive
Committee to certify local police officers and local police departments, or have
been found, previous to the cause of action arising, to not meet minimum State of
Illinois requirements established for said police officers or departments. The
minimum state requirements referred to in this exclusion shall be those
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requirements promulgated pursuant to the Illinois Police Training Act, 50 ILCS
705/1 et seq. or any related Illinois statute intended to regulate the training and/or
certification of local police offices and local police departments, effective on the
date the alleged cause of action accrues.
The Task Force shall, within thirty (30) days of receiving notification from a Member
that a lawsuit or claim has been filed against the Task Force or one of its Members or a
Member's employee, submit a copy of any such claim or complaint to the representative and
alternate representative of every Task Force Member.
By entering into this Contract, each Member of the Task Force agrees to be bound by a
decision of the Executive Committee that a particular matter presented to the Task Force for
defense and indemnification is or is not within the scope of coverage provided by the Task
Force. A decision of the Executive Committee to not cover a claim or loss may be appealed by
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the affected Member by submitting a Notice of Appeal with detailed reasons to the Chair C�
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supporting the appeal. Such Notice must be submitted no more than seven (7) days after the 00
decision of the Executive Committee is issued. The Chair shall, within seven (7) days thereafter,
appoint a 3-person Appeal Panel from the Board membership, not including members of the
Executive Committee. The Appeals Panel shall call for a hearing on the Appeal to be held within
the fourteen (14) days of the receipt of the Notice by the Chair. The decision of the Appeal Panel
shall be issued within seven (7) days of said hearing. The Decision of the Appeal Panel shall be
final in the absence of fraud or a gross abuse of discretion. If there is no appeal, the decision of
the Executive Committee shall be final in the absence of fraud or a gross abuse of its discretion.
ARTICLE X. CONVENTIONAL INSURANCE.
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The Task Force may purchase excess, aggregate insurance or reinsurance from a
company approved by the Department of Insurance to write such coverage in Illinois in such
amounts as shall be approved by the Board of Directors.
In addition to any conventional primary or excess insurance coverage established by the
Task Force, the Task Force may purchase aggregate insurance or reinsurance such that in the
event that the Task Force should in any single year expend a maximum aggregate sum set from
time to time by the Board of Directors for the payment of claims, aggregate insurance or
reinsurance will pay additional claims above that amount to certain maximum annual amount.
The Board of Directors shall determine the commencement level of the aggregate insurance or
reinsurance and its limit based upon the current assets and risk history of the Task Force.
In the event that a series of losses should entirely deplete the amounts which are raised
from Annual and all called for Supplementary Payments, the conventional insurance, the
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aggregate insurance and reinsurance for any one fiscal year, then the payment of such uncovered C�
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valid loss shall be the obligation of the individual Member or Members against which the claim 00
was made and which remains outstanding. Unless otherwise provided for, the Task Force shall
make payments from the Loss Protection Fund, and the conventional insurance, reinsurance and
aggregate insurance proceeds in the order in which the legal fees, costs, judgments or settlements
against the Task Force or its Members, or a Member's officers/employees/agents specifically
engaged in Task Force activities, have been incurred, entered or reached.
ARTICLE XI. OBLIGATIONS OF MEMBERS.
The obligations of Members of the Task Force shall be as follows:
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A. To budget for and to promptly pay all Annual and Supplementary or other
payments to the Task Force at such times and in such amounts as shall be
established by the Board of Directors within the scope of this agreement. Any
payments more than 60 days delinquent shall have added to them an amount equal
to the highest interest rate allowed by statute to be paid by an Illinois unit of local
government.
B. To appoint an authorized representative to serve on the Board of Directors
and to appoint an alternate representative.
C. To allow the Task Force reasonable access to all facilities of the Member
and all records which relate to the purpose or powers of the Task Force.
D. To allow attorneys employed by the Task Force to represent the Member,
its officers, employees or agents in investigation, settlement discussions and all
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levels of litigation arising out of any claim made against the Member, its officers, C�
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employees or agents within the scope of loss protection furnished by the Task CO
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Force.
E. To furnish full cooperation with the Task Force's attorneys, claims
adjusters, and any agent, employee, officer or independent contractor of the Task
Force relating to the purpose and powers of the Task Force.
F. To follow in its operations all loss reduction and prevention procedures
established by the Task Force within its purpose and powers.
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G. To follow in its operations all Task Force training requirements, policies,
procedures and other directives to enable the Member to properly participate in
Task Force matters.
H. To report to the Task Force within the time limit specified the following
items:
1. To report, within ten (10) days of receipt, a statutory notice
of claim, a summons and complaint or other pleading before a court or
agency for which coverage is sought.
2. To report, within thirty (30) days of receipt, a written
demand for monetary relief for which coverage is sought.
3. To report at the earliest practicable time any information of
an occurrence received by the Member and from which the Member could
reasonable conclude that coverage will be sought.
4. To report, within ten (10) days of such change, any change (F
in insurance carrier or coverage amounts of all professional liability
coverage or police liability coverage in effect for said Member. CO
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In the event that the items set forth above are not submitted to the Task W
Force within the time periods set forth above, the Task Force may, in whole or in
part, decline to provide a defense to the Member or to extend the funds of the
Task Force for the payment of losses or damages incurred. In reaching its
decision, the Task Force shall consider whether and to what extent the Task Force
was prejudiced in its ability to investigate and defend the claim due to the failure
of the Member to promptly furnish notice of the claim. Any Member may, within
thirty (30) days after receiving such a decision of the Chair, request, in writing,
that the Executive Committee take official action to affirm or reverse that
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decision. In the absence of fraud or a gross abuse of discretion, the decision of
the Executive Committee shall be final.
ARTICLE XII. LIABILITY OF BOARD OF DIRECTORS OR OFFICERS.
The Members of the Board of Directors or officers of the Task Force should use ordinary
care and reasonable diligence in the exercise of their power and in the performance of their
duties hereunder; they shall not be liable for any mistake of judgment or other action made, taken
or omitted by them in good faith; nor for any action taken or omitted by any agent, employee or
independent contractor selected with reasonable care; nor for loss incurred through investment of
Task Force funds, or failure to invest. No Director shall be liable for any action taken or omitted
by any other Director. No Director shall be required to give a bond or other security to guarantee
the faithful performance of their duties hereunder. The Task Force may purchase Conventional
Insurance providing liability coverage for such Directors or officers. Where no such insurance
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has been purchased to provide liability coverage for such Directors or officers, or the amount of C�
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the Conventional Insurance purchased shall be inadequate to cover all claims, the Loss 00
Protection Fund shall be utilized to defend and pay claims on behalf of such Directors or
officers.
ARTICLE XIII. NO THIRD -PARTY BENEFICIARIES.
The scope of coverage of the Task Force shall extend only to the Members and this
Contract is not intended to, nor does it grant, any rights, including, but not limited to, the right to
an interpretation of its provisions or benefits to any third parties. Any language in Conventional,
Excess, Aggregate or Reinsurance policies expanding the scope of coverage to any third -parties
extends to the Members only, and not to such third -parties.
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ARTICLE XIV. OPTIONAL DEFENSE BY MEMBER.
Whenever the Task Force proposes to settle any pending claim or suit where the amount
of that proposed settlement shall exceed a reserve amount established from time to time by the
Executive Committee, the Member shall be given advance notice of that settlement. Such notice
may be given by the establishment of a new reserve amount. The officers and employees of the
Task Force shall, however, endeavor to give specific oral or written notice to a Member of the
exact amount of any proposed settlement at least fourteen (14) days prior to the date at which the
Task Force proposes to bind itself to pay such settlement amount. It is recognized by the
Members that under some circumstances the Task Force may not be able to give fourteen (14)
days' prior oral or written notice of the proposed settlement. The officers, employees or
independent contractors of the Task Force shall attempt to give the Members as much notice of
the settlement as is possible under the circumstances of each case.
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In the event that a Member should disagree with the amount at which the Task Force C�
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proposes to settle a case or claim, the authorized Board representative of the Member, the 00
alternative representative, or the Manager or other Chief Executive Officer of the Member may
n 'f
oti y the Chair in writing that the Member exercises its right to prevent the Task Force from
reaching a settlement for the Member or its employees at the agreed upon amount. In cases
where such a written objection is received, the Task Force will not settle the case without the
subsequent written consent of the Member. In the event that the Task Force does not settle a
case based upon the objection of a Member, the Task Force shall continue to provide a defense to
the Member unless the Member should desire to itself undertake the defense at its sole cost and
expense. In the event that the case or claim is eventually resolved through a settlement or
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judgment in an amount less than the amount at which the case could have been previously settled
by the Task Force then the Member which has undertaken the costs of its own defense shall be
entitled to its additional actual costs, including attorneys' fees, up to the level at which its costs
and the prior allocated costs of the Task Force, including attorneys' fees, equal the amount at
which the case could have been settled by the Task Force up to the level of the Task Force's
applicable insurance coverage and only from dollars provided by said conventional or other
insurance -like protection. To the extent that the case or claim is resolved through settlement or
judgment at an amount greater than that at which the case or claim could have been previously
settled by the Task Force, the Member shall be obligated to pay to the Task Force, within thirty
(3 0) days upon receipt of written notice, the amount that the sum of the settlement or judgment,
plus all other allocated costs of the Task Force, exceed the sum of money at which the case could
have been earlier settled by the Task Force. Such payments shall be unlimited in amount and the
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Task Force shall not be required to advance the payment due from the Member. If at any time C�
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the amount of the allocated costs of the Task Force devoted to the case shall equal or exceed the CO
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amount at which the case could have been settled, the Task Force may require periodic payments
from the Member if the Member wishes to have the Task Force continue to provide the defense.
Allocated costs shall mean those costs which are allocated to individual cases under the
bookkeeping and accounting system utilized by the Task Force. The Task Force may establish
the amount at which it could have settled the case through a written settlement offer to the
plaintiff, or through other competent evidence of the availability of the settlement at a particular
sum.
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To the extent that payment shall be made from an aggregate, excess or other insurance
carrier, the provision of this Article shall prevail when not contrary to those insurance contracts.
ARTICLE XV. CONTRACTUAL OBLIGATION.
This document shall constitute a contract among those units of local government which
become Members of the Task Force. The obligations and responsibilities of the Members set
forth herein including the obligation to take no action inconsistent with this Contract as
originally written or validly amended shall remain a continuing obligation and responsibility of
the Member. The terms of this Contract may be enforced in a court of law by the Task Force or
any Member. Should the Task Force be required to enforce the terins of this Agreement against
a Member in a court of law and the Task Force be the prevailing party, the Member (or former
Member) against which the claim is brought shall pay the Task Force's costs and attorney's fees
within sixty (60) days after the litigation is terminated.
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The consideration for the duties herewith imposed upon the Members to take certain C�
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actions and to refrain from certain other actions shall be based upon the mutual promise and 00
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agreements of the Members set forth herein. This Contract may be executed in duplicate
originals and its passage shall be evidenced by a certified copy of an ordinance or resolution
passed by a majority of the Members. Provided, however, that except to the extent of the limited
financial contributions to the Task Force agreed to herein or such additional obligations as may
come about through amendments to these By -Laws no Member agrees or contract herein to be
held responsible for any claims in tort or contracts made against any other Member. The
contracting parties intend in the creation of the Task Force to establish an organization only
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I Packet Pg. 164 1
within the scope herein set out and have not herein created as between Member and Member any
relationship of surety, or responsibility for the debts of or claims against any Member.
ARTICLE XVI. EXPULSION OF MEMBERS.
By the vote of two-thirds (2/3) of the entire membership of the Board of Directors, any
Member may be expelled. Such expulsion may be carried out for one or more of the following
reasons:
A. Failure to make any payments due to the Task Force.
B. Failure to undertake or continue loss reduction and prevention procedures
adopted by the Task Force.
C. Failure to allow the Task Force reasonable access to all relevant facilities
of the Member and to all records which relate to the purpose or powers of the
Task Force.
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D. Failure to furnish full cooperation with the Task Force's attorneys, claims C�
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adjusters, and any agent, employee, officer or independent contractor of the Task 00
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Force relating to the purpose and powers of the Task Force.
E. Failure, at any time, to carry the minimum amount of professional liability
and police liability insurance coverage set forth in this Contract.
F. Failure to carry out any obligation of a Member which impairs the ability
of the Task Force to carry out its purpose or powers.
No Member may be expelled except after notice from the Chair of the alleged failure
along with reasonable opportunity of not less than thirty (30) days to cure the alleged failure.
The Member may request a hearing before the Board before any decision is made as to whether
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the expulsion shall take place. The Board shall set the date for a hearing which shall not be less
than fifteen (15) days after the expiration of the time to cure has passed. A decision by the Board
to expel a Member after notice and hearing and a failure to cure the alleged defect shall be final
unless the Board shall be found by a court to have committed a gross abuse of discretion. The
Board of Directors may establish the date at which the expulsion of the Member shall be
effective at any time not less than thirty (30) days after the vote expelling the Member has been
made by the Board of Directors except that the expulsion of a Member for reasons A and E
above may be made effective immediately. If the motion to expel the Member made by the
Board of Directors or a subsequent motion does not state the time at which the expulsion shall
take place, such expulsion shall take place at 5:00 p.m., thirty (30) calendar days after the date of
the vote by the Board of Directors expelling the Member.
After expulsion, the former Member shall continue to be fully obligated for its portion of
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any claim against the Task Force which was created during the term of its Membership along C�
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with any other unfulfilled obligations as if it was still a Member of the Task Force. The Task 00
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Force shall continue to provide insurance coverage for all claims which would have been
covered prior to the expulsion except that it shall be excused from such coverage if the actions of
the Member prevent the Task Force from providing an adequate defense on its behalf. The
expelled Member shall, after expulsion, no longer be entitled to participate or vote on the Board
of Directors and shall not be entitled to any refund, rebate or other return of surplus funds which
may be authorized by the Task Force for any year for which the expelled entity was a Member of
the Task Force.
ARTICLE XVII. TERMINATION OF THE TASK FORCE.
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I Packet Pg. 166 1
If, at the conclusion of any fixed term of the Task Force, the Board of Directors does not
vote to continue the existence of the Agency, or, if at any time the number of the Members of the
Task Force which will continue as Members into the next fiscal year shall be less than twenty
(20), or at any time upon a 2/3rds vote of the entire Board of Directors at a regular or special
meeting thereof, then the Task Force shall cease its existence at the close of the then current
fiscal year. Under those circumstances, the Board of Directors and the Executive Committee
shall continue to meet on such a schedule as shall be necessary to carry out the winding up of the
affairs of the Task Force. It is contemplated that such meetings may continue for some
substantial period of time in order to accomplish this task.
All Members upon a general termination of the Task Force shall remain fully obligated
for their portion of any claim against the assets of the Loss Protection Fund which was created
during the term of their membership along with any other unfulfilled obligations, including, but
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not limited to calls for Supplementary Payments for years of their membership which may be C�
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required and called for in subsequent years.
4817-2416-7514, v. 1
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Action Item : Strand Professional Engineering Services
Recommendation of Action I
............ § ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
taff recommends approval.
Staff seeks authorization to execute the an agreement with Strand & Associates, for professional
engineering services to complete a Water Model and Rate Study in an amount not to exceed $123,630.
ATTACHMENTS:
• Request—For—Proposal_Strand (PDF)
• Strand Buffalo Grove Proposal (PDF)
• Water Model and Rate Study Engineering Services Recommendation (DOCX)
Trustee Liaison
Stein
I Monday, February 26, 2018 1
Staff Contact
Michael Reynolds, Public Works
Updated: 2/22/2018 12:41 PM
Page 1
t Pg. 168
En&eerhng [Ilepartment
f ifty � �ne P"WPP Bh��J,
Buffak,b Grove, H 60089-,2298
�)honp,847 4139 2�21:1,
Fax K!l 7 13 � 7 5 R4 1:1,
Water Modeling and Rate Study
TO: Strand Associates, Inc.
FROM: Village of Buffalo Grove Engineering Department
K yle E. Johnson, P.E.
ISSUE DATE: February 2'd,2018
DUE DATE: February 9"', 2018
SUBJECT: Request for Proposal
The Village of Buffalo Grove was incorporated in 1958 and has a population of 41,663. The Village
currently owns and operates awater systern which generally consists of 189 miles of water main
ranging in size from 6" to 16" in diameter; 4 pump stations/reservoirs'\Vlth 7.5 Million gallons in
storage. The Village receives its water via the Northwest Water Commission to these four pumping
stations and has a current water allocation of 4.930 MGD with a consumption of approximately 3.4
MGD. The Village has models from 1977, 1980 and 2008, along with rate studies from 1977 and
1980. It can be assumed the raw data from these reports will provide little to no value, however
they will be available to explore previous rate structure methodology.
The Village of Buffalo Grove is seeking a proposal for a water model and rate study.
The following is a brief description past work:
a 1977 — Water systern analysis and connect.ion rate study
0 1980 - Water systerin anjly�si�s with an ernphas[s on the Village's expansion north of Route 22 and
connection rate study
0 2008 - Water systei,n analysis (Data integrity arid quality issues, therefore unusable as a base)
& 2017 — SIrnple waLer consunnlotion rate and connection raLe study
Tentative schedule of work:
• Award of Contract — F:ebruary 26"", 2018
• Kick off Meeting vvith Staff — March 6"", 2018
• Board Meeting - June 4' , 201.8 (Problern Identification Conirnittee of the Whiole discussion on systern
condition arid natural deterioration, prelli,ninary figure's on future financing ineed to be d1scussed.)
• Draft Report — October 19"', 201.8
• F:Inal Report — Decernber 7"', 2018
• Board Meeting — February 4"', 2019 (Sol utIon/Recorn rnendatlon Presentatlon — CornrinIttee of the Whole
to dernonstrate ho�/v the Village can properly operate and rnaIntain the systenn through appropriate
financing In perpetuity.)
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• Report Revisions and F:ollow Up Board Meeting — Adjustments to the report and recomi-nendatlons based
on the feedback from the Board. It can 1-.)e assumed the adjustaients will loe made by staff; however the
consultant will be present at another 20'11.9 Board Meeting to help present the findings and answer any
new questions.
• Other meetings with staff (7 in total) —T13E) (K[(,,k Off, ModO Caliloration/AnalVsis, Draft Review and
Discussion, F:inal R(iasults/13oard Presentation, Others)
• Presentation of finding at Village l3oard Meetings (3 in total�) - I 131E.) (Committee of the Whole or Regular
Village Board Meetings)
Scope of Services:
1. Water Model Creation, Cal[L.)ration arid F.'valuation
a. The water rinodel creation, calibration and evaluation shall cover the compIete Village of Buffalo
Grove water system and consider any potential future connections to adjacent municipalities.
An appropriate hydraulic model and computer simulation rnay be needed for a variety of
situations to assess the complete system performance,
13, Attend a project kickoff meeting with Village to review study objectives, project schedule, areas
of potential future development, and current and future service boundaries,, I he Village wiH
provide the following water system and GIS Information::
i. � lard copy map(s) of the water distribution systern.
Ii. SCAIDA control set points and reasonable arnounts of historical information.
i1i. GIS Information to include�
iv. Pipe information including pipe lengths, materials, and sizes (not aH verified).
v. Customer physicA addresses.
vi. Booster pump station and ground-leve� reservoir locat�ions.
vii. Fire Hydrant locations.
viii. Aerial photography.
ix. 2-foot elevation contours.
x. Latest ISO fire flow testing results.
xi. Locations and historic water usage (past 10 years) for the 10 largest water users.
Ai. I fistoricA and projected Census tract data.
Aii. Receiving Station metering records for the past 10 years.
xiv. Billing information based on physicA addresses for the past 10 years,
xv, I lourly pumping and reservoir water level records for the 2017 maximurn day.
xvil, As -built records of al�l water system facilities, including reservoir physical dirnensions,
pump layouts, pump curves, and yard-pipilng configurations.
xviii, Comprehensive planning and zoning information to identify future demands frorn areas
of potentiA development.
xvi�ii�, Water si,.jpply agreement.
xix. Previous water, system studies and reports.
xx. Break history as a GlS export
c. Create a water hydraulic rnodO using the latest versions of either InfoWater or WaterGEMs
software that wiH include aH water piping 6-inch In diameter or larger. I he model will loe built
utilizing the Village's existing GIS and SCADA databases. Discontinuities within the distribution
system's GIS will be corrected as part of the modeling effort, The Village's water main atlas will
The used in helping construct the model, resolving any inconsi�stenci�es or discontinuities.
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Improvements that have not yet been added to the GIS or hard copy atlas Will be Identified and
Included in the model.
d. Water demands will be estimated and allocated to the nodes In tl,,ie (fistrILwflon systern rnodel In
accordance with AWWA M32 using billing records and physIc.al locations of meters. Significant
Industrial and cornrinerc.ial water users will be separately identified and Included In the rnodel.
Where vacant land exists within the service area, zoning maps and cornprehensk/es plans rnay be
referred to when estimating water demands frorn future custorners. Census tract data rnay also
be used as a check for population density.
e. The model will IDe base tested to verify connectivity Integrity and establish functionality.
f, The model will loe calll,,.)rated by rneans of hydrant flow testing during periods of lomi water,
dernand. Village personnel will assist with this effort. 11 lowever, a rninlrnum of one week notice
must loe provided. 11 lydrants to l,.)e flOW tested will IDe as Identified In conjunction with the Village,,
PrevIous ISO test results will be referred to When selecting test hydrant locations.
g� Calibration will be completed to Industry standards through comparison of rriodel results to field
flow testing results using steady-state simulations. The model will also be calibrated to industry
standards using extended period simulations (EPS). 11 listorical SCAIDA inforrnation for the 20'11.7
rnaxii-nurn day will loe used to develop diurnal curves and sinnulate reservoir water levels for the
F.PS calibration.
h. Attend a rneeting with the Village to review the rnodel calibration and discuss the water
modeling scenarios to loe analyzed.
1, [)istrilbutlon system modeling will then IDe perforrined. At a rninlinum, model runs will include the
followlng:�
I. Maximum day plus fire. A maximum day water demand condition Will be modeled. F:ire
flows at various locations will be added to tl,,ie model to assess system performance
under a stressed condition. EPS scenarios will be used to determine the worst hour
under this scenario.
[I. Maximurn day. I he rnaxlrnum day will be simulated using an EPS scenario over a 72-
hour period. I his run will assess the performance of the ground -level reservoirs In the
systern by evaluating the system's ability to rej.alenlsh storage by the end of the
consecutive maxii-nurn dernand days.
Ill. As loart of the modeling effort, distribution systern Irrijarovernents and other potential
water, systern Improvements will be Identified and added to the model to assess
Improved system performance under various modeling conditions.
iv. A rninlrnum of five Vi I lage-specl fled improvement conditions, as determined during the
Initial project meeting, will also be joerforrned using EPS modeling.
v. Evaluate the purnping facilities cal',)aclties to ensure they are adequate to provide water
to customers throi,ighout the service area,
vi. Perform steady state and extended period simulation analyses to determine required
water storage needs. Use the hydraulic rnodel to assist in the overall supply arid storage
needs analysis.
Following the modeling effort, results will be reviewed with the Village, including initially
proposed improvements. Attend a meeting with the Village staff to review the practicality of the
proposed improvements and adjustments to be rnade recognizing potential physical constraints.
k, Revise model simulations taking into account the adjustments made to determine that the
desired improvernents in system performance will be achieved.
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Prepare a draft report summarizing the model creation arid calibration effort arid describing
proposed improvernents, including opinions of probable project cost. Include a recommended
Capital Improvernent Prograrin with detailed phasing of projects required in the first 5 year
planning period. Projects required beyond the first 5 year planning period shall be prioritized
and distril,,)uted evenly over the next three five year planning periods. Priorltization will be
completed using a systematic scoring matrix that considers age/life cycle status, condition, risk
factor, etc. This prlorltization will be presented In a tal,,)ular and rinapped format. Draft report
will then be prepared and delivered to the Village for review. F:ollovving receipt of Village
comments obtained during a meeting with the Village, the report WH be revised as necessary
arid issued In final form,
m. The report Is to also Include contour maps with water systern pressures, Water age, and available
fire flows. Also, all sVstem deficiencies Will be rinapped,
1 Water and Sewer Rate Study arid F�ee Evaluation
a� Provide a comparison of current water arid sewer system operational costs for Lip to four naetrics
against appropriate industry and regional benchi-narks,
b. Recornimend water arid sewer rate and fee structures that are loased on a cost of service analysis
and are si,ifficient to meet the short and long-terrn revenue requirements of the Village's Water
and Sewer Utility,
c. Recornimended rate structures shall consider the following factors::
i. Current and future cost of providing water services In accordance with the water systern
study, as well as established and anticipated standards and regulations based.
I L Projected water demands of the community based on water study findings arid regional
planning.
III. Projected maintenance and replacernent costs for aging infrastructure provided by
Village.
iv. Funding requirements for all current long-term liabilities and debt obligations.
v. Consistency with industry practice for utility rate making in Minois.
vi. Equitably distribute costs.
vii. Revenue stability,.
AIL Simplicity to adi-ninister and lbe under -stood by clustorners.
d. Provide three recornmended rate alternatives lbased on standard rate practices that consider the
criteria above and make a recommendation as to which one best meets the water and sewer
iutility's needs.
e. Evaluate benefits of proposed rate structure modifications and financial impacts on user classes.
f. Provide justifications for uroposed rate structure changes.
g. Evaluate the stability of the revenue for each rate structure alternative as compared to the
current structure,
h, Provide the Village with an electronic rate model in Excel which can The adjusted by the Village to
consider alternative scenarios,
L Provide the Village with recornmendations on adjusting connection fees.
L Consultant will review the Village's available data on plant -In-service, accurra.flated
depreciation and con trR.)u tions-in-aid of construction, and verify the expected usefi,.,il life
of water systern cornponents. Consultant will calculate the rate base and determine the
allocation of rate base using the base extra capacity method
ii. Deterrnine the cost -of -service to the Village for water and sewer service. These analyses
will include the appropriate allocation of costs based on units of service and allocadon
I Packet Pg. 172 1
methodologies accepted by the AWWA. Compare the cost -of -service for each custorner
classification against the revenues generated from each customer classification to
deter -mine if sufficient revenues are being generated from each classification. Possible
rate structure adjustments will need to be evaluated, which equitably distribute costs to
tl,,ie respective classes of custorners.
III, Consultant will discuss connection charges, fire protection service charges, arid
requirements for property contributions. Review all current fees and charges, and make
recorn mend a tions for any fees or other potential revenue sources that it is believed
should be implemented to provide sufficient revenues to meet expenses,,
j. Provide a projection of revenues, operation and rnaIntenance expenses, capital Improvement
costs, and water rates for a five year study period. Provide a cash flOW analysis for the water and
sewer utility Including cash balances, reserve fund balances, the use of an lEPA 11 oan or the
Issuance of debt to meet the water and sewer utility financing needs. T1,'ds cash flow analysis tool
should be provided to the Village In art electronic model in Excel that can be readily adjusted by
the Village to consider alternative scenarios. F:inancing assumptions are to be provided by the
Village,
k. Provide a draft report surni-narizing the rate study, alternatives, and recornmenclations. F:ollowmg
receipt of Village corrinnents obtained during a rneetIng Mth the Village, the report will IDe
revised as necessary and Issued in final forri,
3. Presentation of F:indlings
a. Prepare! draft presentations of water study and rate study findings and review with Village to
ol,,)taIn comments.
b. l:::Inallze tl,,ie presentations based on Village c 'ornrnents and submit final presentation rnaterials.
c. Attend Lip to three 13oard meetings and present tl,,ie study findings.
4. Deliverables
a. Three (3) letar'd copi�es of the bound report (details above and developed through the Course of
work).
b. One electronic copy of the report as both a wrIteable word docurnent and pdf.
c. Electronic bases files from model and analysis.
The following information will be needed in your proposal to allow the Village to choose whom to
proceed with on this project.
1. Not I o Exceed (N rE) overall [:1roject Cost.
a. Use the following subtotals in the presentations of your total N rii::.� number
L Water Systern Model
[I. Water Systern Report
III. Water and Sewer Consumption Rate Study
iv. Water and Sewer Connection Rate Study
b, Associated with this overall cost shall be a breakdown of how the cost Was determined.
Specifically included should be an hours breakdown by staff member (matching titles from
resurne anci 1,iourly billing rate sheet) and in each phase of the work.
2. Submission on Prirnary Staff
a. Brief resurnes of the Primary Staff to be utilized, (I page maximum each, 5 people maxirriurn In
total)
3. 1 lourly Billing Rates
a. Titles to reflect all staff to be used in this project
4. Scope of Services
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a, [)etaHs to rnatch requirernents of thIs request. Anything that was not specIfically cited here
please rnake specific note of and Include why it is critIcal to project success. Please show any
work outside our requested scope as its own line Itern cost as well.
5. Qualifications Statement
a. BrIef staternent (1/2 page maximum) on why your- firm Is the 1,.)est fit for thIs specific project.
6. Project Schedule
a. Straightforward schedule of IhMA/ you plan to accornplish the linear work flMA/ of tasks needed to
complete the requests of this proposal.
Other information critical to proposal formation:
Is ThIs project will be completed using all \/Illage funds through a variety of revenue sources
Kyle Johnson, Civil F.�nglneer ll will be the primary point of contact. for this work. I le will assist In
coordinating information loack and forth oetween the Village and Consultant. I le will also determine the
software to loe used In the nnodel, with specific atte'ritlon to the Importing arid exporting to the Village's
GIIS systern, 11 le (and possibly some GIS staff) will need basic training on the software for future
manipulation and use.
0 Do not provide any contingency of hours or value in your proposal,
* Water services frorn the rnain to the house are owned by resIderits In Buffalo Grove.
* lf after review of the proposals the Village stIll does not feel it can rnake a decision based on the
information provided, it may request a brief rneeting/interview with the proposed project manager
and/or other staff.
The following is the Village's standard Professional Service Agreement. Our intention would be to
use this document for finalizing our agreement therefore any exceptions to the agreement should be
stated with the proposal submittal.
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VILLAGE OF BUFFALO GROVE
PROFESSIONAL SERVICES AGREEMENT
ENGINEERING SERVICES
THIS AGREEMENT is dated as of the day of .2017 ("Agreement")
and is by and between the VILLAGE OF BUFFALO GROVE, an Illinois home rule municipal corporation
("Village") and the Consultant identified in Subsection 1A below.
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in this
Agreement, and pursuant to the Village's statutory and home rule powers, the parties agree as follows:
SECTION 1. CONSULTANT.
A. Engagement of Consultant. The Village desires to engage the Consultant
Identified below to provide all necessary professional consulting services and to perform the work in
connection with the project identified below:
Company. ("Consultant")
Street
City, State, Zip
Telephone:
Email:
B. Project Description. The Consultant shall provide Engineering Services for Buffalo Grove
infrastructure or public works projects
C. Representations of Consultant. The Consultant has submitted to the Village a description of the
services to be provided by the Consultant, a copy of which is attached as Exhibit B to this Agreement
("Services"). The Consultant represents that it is financially solvent, has the necessary financial resources,
and is sufficiently experienced and competent to perform and complete the professional consulting services
set forth in Exhibit B in a manner consistent with the standards of professional practice by recognized
consulting firms providing services of a similar nature.
I Packet Pg. 175 1
SECTION 2. SCOPE OF SERVICES.
A. Retention of the Consultant. The Village retains the Consultant to perform, and the Consultant agrees to
perform, the Services.
B. Services. The Consultant shall provide the Services pursuant to the terms and conditions of this Agreement.
C. Commencement. Time of Performance. The Consultant shall commence the Services immediately upon
receipt of written notice from the Village that this Agreement has been fully executed by the Parties (the
"Commencement Date"). The Consultant shall diligently and continuously prosecute the Services until the
completion of the Work.,
D. Reporting. The Consultant shall regularly report to the Public Works Director ("Director"), or his/her
designee, regarding the progress of the Services during the term of this Agreement.
SECTION 3. COMPENSATION AND METHOD OF PAYMENT.
A. Agreement Amount. The total amount billed for the Services during the term of this Agreement shall not
exceed the amount identified in the Schedule of Prices section in Exhibit A, unless amended pursuant to
Subsection 8A of this Agreement.
B. Invoices and Payment. The Consultant shall be paid as provided in Exhibit A. The Consultant shall submit
invoices to the Village in a Village approved format for those portions of the Services performed and
completed by the Consultant. The amount billed in any such invoice shall be based on the method of
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payment set forth in Exhibit A. The Village shall pay to the Consultant the amount billed pursuant to the
Illinois Local Government Prompt Payment Act (50 ILCS 505/1 et seq.)
C. Records. The Consultant shall maintain records showing actual time devoted and costs incurred, and shall
permit the authorized representative of the Village to inspect and audit all data and records of the
Consultant for work done under the Agreement. The records shall be made available to the Village at
reasonable times during the Agreement period, and for three years after the termination of the Agreement
D. Claim In Addition To Agreement Amount. if the Consultant wishes to make a claim for additional
compensation as a result of action taken by the Village, the Consultant shall provide written notice to the
Village of such claim within 7 calendar days after occurrence of such action as provided by Subsection 8.D. of
this Agreement, and no claim for additional compensation shall be valid unless made in accordance with this
Subsection. Any changes in this Agreement Amount shall be valid only upon written amendment pursuant to
Subsection 8.A. of this Agreement. Regardless of the decision of the Village relative to a claim submitted by
the Consultant, the Consultant shall proceed with all of the Services required to complete the project under
this Agreement as determined by the Village without interruption.
I Packet Pg. 176 1
SECTION 3. COMPENSATION AND METHOD OF PAYMENT (cont.)
E. Taxes, Benefits and Royalties. The Agreement Amount includes all applicable federal, state, and local
taxes of every kind and nature applicable to the Services as well as all taxes, contributions, and
premiums for unemployment insurance, old age or retirement benefits, pensions, annuities, or similar
benefits and all costs, royalties and fees arising from the use on, or the incorporation into, the Services,
of patented or copyrighted equipment, materials, supplies, tools, appliances, devices, processes, or
inventions. All claim or right to claim additional compensation by reason of the payment of any such tax,
contribution, premium, costs, royalties, or fees is hereby waived and released by Consultant.
F. Final Acceptance. The Services, or, if the Services are to be performed in separate phases, each phase of
the Services, shall be considered complete on the date of final written acceptance by the Village of the
Services or each phase of the Services, as the case may be, which acceptance shall not be unreasonably
withheld or delayed.
SECTION 4. PERSONNEL SUBCONTRACTORS.
A. Key Promect Personnel. The Key Project Personnel identified in Exhibit B shall be primarily responsible
for carrying out the Services on behalf of the Consultant. The Key Project Personnel shall not be changed
without the Village's prior written approval.
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AvailabilitV of Personnel. The Consultant shall provide all personnel necessary to complete the Services
including, without limitation, any Key Project Personnel identified in this Agreement. The Consultant
shall notify the Village as soon as practicable prior to terminating the employment of, reassigning, or
receiving notice of the resignation of, any Key Project Personnel. The Consultant shall have no claim for
damages and shall not bill the Village for additional time and materials charges as the result of any
portion of the Services which must be duplicated or redone due to such termination or for any delay or
extension of the Time of Performance as a result of any such termination, reassigning, or resignation.
IPacket Pg. 177 1
SECTION 4. PERSONNEL SUBCONTRACTORS (cont.)
Approval and Use of Subcontractors. The Consultant shall perform the Services with its own personnel
and under the management, supervision, and control of its own organization unless otherwise approved
by the Village in writing. All subcontractors and subcontracts used by the Consultant shall be acceptable
to, and approved in advance by, the Village. The Village's approval of any subcontractor or subcontract
shall not relieve the Consultant of full responsibility and liability for the provision, performance, and
completion of the Services as required by the Agreement. All Services performed under any subcontract
shall be subject to all of the provisions of this Agreement in the same manner as if performed by
employees of the Consultant. For purposes of this Agreement, the term "Consultant" shall be deemed
also to refer to all subcontractors of the Consultant, and every subcontract shall include a provision
binding the subcontractor to all provisions of this Agreement.
D. Removal of Personnel and Subcontractors. If any personnel or subcontractor fails to perform the
Services in a manner satisfactory to the Village, the Consultant shall immediately upon notice from the
Village remove and replace such personnel or subcontractor. The Consultant shall have no claim for
damages, for compensation in excess of the amount contained in this Agreement of for a delay or
extension of the Time of Performance as a result of any such removal or replacement.
SECTION 5. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term "Confidential Information" shall mean information in the possession
a
or under the control of the Village relating to the technical, business or corporate affairs of the Village;
Village property; user information, including, without limitation, any information pertaining to usage of
the Village's computer system, including and without limitation, any information obtained from server
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logs or other records of electronic or machine readable form; and the existence of, and terms and
conditions of, this Agreement. Village Confidential Information shall not include information that can be
demonstrated: (i) to have been rightfully in the possession of the Consultant from a source other than
the Village prior to the time of disclosure of said information to the Consultant under this Agreement
("Time of Disclosure"); (ii) to have been in the public domain prior to the Time of Disclosure; (iii) to have
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become part of the public domain after the Time of Disclosure by a publication or by any other means
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except an unauthorized act or omission or breach of this Agreement on the part of the Consultant or the
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Village; or (iv) to have been supplied to the Consultant after the Time of Disclosure without restriction
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by a third party who is under no obligation to the Village to maintain such information in confidence.
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B. No Disclosure of Confidential Information by the Consultant. The Consultant acknowledges that it
shall, in performing the Services for the Village under this Agreement, have access to or be directly or
indirectly exposed to Confidential Information. The Consultant shall hold confidential all Confidential
Information and shall not disclose or use such Confidential Information without express prior written
consent of the Village. The Consultant shall use reasonable measures at least as strict as those the
Consultant uses to protect its own confidential information. Such measures shall include, without
limitation, requiring employees and subcontractors of the Consultant to execute a non -disclosure
agreement before obtaining access to Confidential Information.
I Packet Pg. 178 1
SECTION 6. WARRANTYE INDEMNIFICATION: INSURANCE
A. Warranty of Services. The Consultant warrants that the Services shall be performed in accordance with
the highest standards of professional practice, care, and diligence practiced by recognized consulting
firms in performing services of a similar nature in existence at the Time of Performance, The warranty
expressed shall be in addition to any other warranties expressed in this Agreement, or expressed or
implied by law, which are hereby reserved unto the Village.
B. Indemnification. The Consultant shall, without regard to the availability or unavailability of any
insurance, either of the Village or the Consultant, indemnify, save harmless, and defend the Village, and
its officials, employees, agents, and attorneys against any and all lawsuits, claims, demands, damages,
liabilities, losses, and expenses, including attorneys' fees and administrative expenses, that arise, or may
be alleged to have arisen, out of or in connection with, the Consultant's performance of, or failure to
perform, the Services or any part thereof, whether or not due or claimed to be due in whole or in part to
the active, passive, or concurrent negligence or fault of the Consultant, except to the extent caused by
the sole negligence of the Village.
C. Insurance. Contemporaneous with the Consultant's execution of this Agreement, the Consultant shall
provide certificates and policies of insurance, all with coverages and limits acceptable to the Village, and
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evidencing at least the minimum insurance coverages and limits as set forth in Exhibit B to this
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Agreement. For good cause shown, the Public Works Director ("Director") may extend the time for
submission of the required policies of insurance upon such terms, and with such assurances of complete
and prompt performance, as the Director may impose in the exercise of his sole discretion. Such
certificates and policies shall be in a form acceptable to the Village and from companies with a general
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rating of A minus, and a financial size category of Class X or better, in Best's Insurance Guide. Such F4
insurance policies shall provide that no change, modification in, or cancellation of, any insurance shall
become effective until the expiration of 30 calendar days after written notice thereof shall have been
given by the insurance company to the Village. The Consultant shall, at all times during the term of this
Agreement, maintain and keep in force, at the Consultant's expense, the insurance coverages provided
above, including, without limitation, at all times while correcting any failure to meet the warranty
requirements of Subsection 6.A., Warranty of Services, of this Agreement.
D. No Personal Liability. No elected or appointed official, agent, or employee of the Village shall be
personally liable, in law or in contract, to the Consultant as the result of the execution of this
Agreement.
I Packet Pg. 179 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The Consultant shall act as an independent contractor in providing and
performing the Services. Nothing in, nor done pursuant to, this Agreement shall be construed (i) to
create the relationship of principal and agent, employer and employee, partners, or joint ventures
between the Village and Consultant; or (ii) to create any relationship between the Village and any
subcontractor of the Consultant.
Conflict of Interest. The Consultant represents and certifies that, to the best of its knowledge, (1) no
Village employee or agent is interested in the business of the Consultant or this Agreement; (2) as of the
date of this Agreement neither the Consultant nor any person employed or associated with the
Consultant has any interest that would conflict in any manner or degree with the performance of the
obligations under this Agreement; and (3) neither the Consultant nor any person employed by or
associated with the Consultant shall at any time during the term of this Agreement obtain or acquire any
interest that would conflict in any manner or degree with the performance of the obligations under this
Agreement.
No Collusion. The Consultant represents and certifies that the Consultant is not barred from contracting
with a unit of state or local government as a result of (i) a delinquency in the payment of any tax
administered by the Illinois Department of Revenue unless the Consultant is contesting, in accordance
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with the procedures established by the appropriate revenue act, its liability for the tax or the amount of
the tax, as set forth in Section 11-42. 1-1 et seq. of the Illinois Municipal Code, 65 ILCS 5/11-42.1-1 et
seq.; or (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33E of the Criminal Code of
1961, 720 1LCS 5/33E-1 et seq. The Consultant represents that the only persons, firms, or corporations
interested in this Agreement as principals are those disclosed to the Village prior to the execution of this
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Agreement, and that this Agreement is made without collusion with any other person, firm, or
corporation. If at any time it shall be found that the Consultant has, in procuring this Agreement,
colluded with any other person, firm, or corporation, then the Consultant shall be liable to the Village
for all loss or damage that the Village may suffer, and this Agreement shall, at the Village's option, be
null and void.
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D. Sexual Harassment Policy, The Consultant certifies that it has a written sexual harassment policy in full
compliance with Section 2-105(A)(4) of the Illinois Human Rights Act, 775 ILCS 512-105(A)(4).
E. Termination. Notwithstanding any other provision hereof, the Village may terminate this Agreement,
without cause, at any time upon 15 calendar days prior written notice to the Consultant. In the event
that this Agreement is so terminated, the Consultant shall be paid for Services actually performed and
reimbursable expenses actually incurred, if any, prior to termination, not exceeding the value of the
Services completed as determined as provided in Exhibit B.
Term. The Time of Performance of this Agreement, unless terminated pursuant to the terms of this
Agreement, shall be for 18 months.
I Packet Pg. 180 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
G. Compliance with Laws and Grants. Consultant shall give all notices, pay all fees, and take all other
action that may be necessary to ensure that the Services are provided, performed, and completed in
accordance with all required governmental permits, licenses, or other approvals and authorizations that
may be required in connection with providing, performing, and completing the Services, and with all
applicable statutes, ordinances, rules, and regulations, including without limitation the Fair Labor
Standards Act; any statutes regarding qualification to do business; any statutes prohibiting
discrimination because of, or requiring affirmative action based on, race, creed, color, national origin,
age, sex, or other prohibited classification, including, without limitation, the Americans with Disabilities
Act of 1990, 42 U.S.C. §§ 12101 et seq., and the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq.
Consultant shall also comply with all conditions of any federal, state, or local grant received by Owner or
Consultant with respect to this Agreement or the Services.
Consultant shall be solely liable for any fines or civil penalties that are imposed by any governmental or
quasi -governmental agency or body that may arise, or be alleged to have arisen, out of or in connection
with Consultant's, or its subcontractors', performance of, or failure to perform, the Services or any part
thereof.
Every provision of law required by law to be inserted into this Agreement shall be deemed to be
inserted herein.
H. Default. if it should appear at any time that the Consultant has failed or refused
to prosecute, or has delayed in the prosecution of, the Services with diligence at a rate that assures
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completion of the Services in full compliance with the requirements of this Agreement, or has otherwise
failed, refused, or delayed to perform or satisfy the Services or any other requirement of this Agreement
("Event of Default"), and fails to cure any such Event of Default within fourteen (14) calendar days after
the Consultant's receipt of written notice of such Event of Default from the Village, then the Village shall
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have the right, without prejudice to any other remedies provided by law or equity, to pursue any one or
more of the following remedies:
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1. Cure bV Consultant. The Village may require the Consultant, within a reasonable time, to
complete or correct all or any part of the Services that are the subject of the Event of Default;
and to take any or all other action necessary to bring the Consultant and the Services into
compliance with this Agreement.
2. Termination of Agreement by Village. The Village may terminate this Agreement without
liability for further payment of amounts due or to become due under this Agreement.
3. Withholding of Payment by Village. The Village may withhold from any payment, whether or
not previously approved, or may recover from the Consultant, any and all costs, including
attorneys' fees and administrative expenses, incurred by the Village as the result of any Event of
Default by the Consultant or as a result of actions taken by the Village in response to any Event
of Default by the Consultant.
I Packet Pg. 181 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
No Additional Obligation. The Parties acknowledge and agree that the Village is under no obligation
under this Agreement or otherwise to negotiate or enter into any other or additional contracts or
agreements with the Consultant or with any vendor solicited or recommended by the Consultant.
J. Village Board Authority. Notwithstanding any provision of this Agreement, any negotiations or
agreements with, or representations by the Consultant to vendors shall be subject to the approval of the
Village Board of Trustees. The Village shall not be liable to any vendor or other third party for any
agreements made by the Consultant, purportedly on behalf of the Village, without the knowledge and
approval of the Village Board of Trustees.
K. Mutual Cooperation. The Village agrees to cooperate with the Consultant in the performance of the
Services, including meeting with the Consultant and providing the Consultant with such non -confidential
information that the Village may have that may be relevant and helpful to the Consultant's performance
of the Services. The Consultant agrees to cooperate with the Village in the performance of the Services
to complete the Work and with any other consultants engaged by the Village.
News Releases. The Consultant shall not issue any news releases or other public statements regarding
the Services without prior approval from the Director.
M. Ownership. Designs, drawings, plans, specifications, photos, reports, information, observations,
calculations, notes, and any other documents, data, or information, in any form, prepared, collected, or
received by the Consultant in connection with any or all of the Services to be performed under this
Agreement ("Documents") shall be and remain the exclusive property of the Village. At the Village's 04
request, or upon termination of this Agreement, the Consultant shall cause the Documents to be P%L
promptly delivered to the Village.
I Packet Pg. 182 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
N. Joint Purchasing/Purchasing Extension
The purchase of goods and services pursuant to the terms of this Agreement shall also be offered for
purchases to be made by other Village, as authorized by the Governmental Joint Purchasing Act, 30 ILCS
525/0.01, et seq. (the "Act"). All purchases and payments made under the Act shall be made directly by
and between each municipality and the Consultant. The Consultant agrees that the Village shall not be
responsible in any way for purchase orders or payments made by the other Village. The Consultant
further agrees that all terms and conditions of this Agreement shall continue in full force and effect as to
other Village during the extended term of this Agreement.
The Consultant and the other Village may negotiate such other and further terms and conditions to this
Agreement ("Other Terms") as individual projects may require. In order to be effective, Other Terms
shall be reduced to writing and signed by a duly authorized representative of both the Consultant and
the other municipality.
The Consultant shall provide other Village with all documentation as required in the Request for
Qualifications, and as otherwise required by the Village including, but not limited to:
Certificate of insurance naming each additional municipality as an additional insured
SECTION 8. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be effective unless and until such
amendment or modification is in writing, properly approved in accordance with applicable procedures,
and executed.
B. Assignmen . This Agreement may not be assigned by the Village or by the Consultant without the prior
written consent of the other party.
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I Packet Pg. 183 1
SECTION 8. GENERAL PROVISIONS (cont)
C. Binding Effect. The terms of this Agreement shall bind and inure to the benefit of the Parties hereto and
their agents, successors, and assigns.
D. Notice. Any notice or communication required or permitted to be given under this Agreement shall be in
writing and shall be delivered (i) personally, (ii) by a reputable overnight courier, (iii) by certified mail
and deposited in the U.S. Mail, postage prepaid, (iv) by facsimile, or (v) by electronic Internet mail ("e-
mail"). Facsimile notices shall be deemed valid only to the extent that they are (a) actually received by
the individual to whom addressed and (b) followed by delivery of actual notice in the manner described
in either (i), (ii), or (iii) above within three business days thereafter at the appropriate address set forth
below. E-mail notices shall be deemed valid and received by the addressee thereof when delivered by e-
mail and (a) opened by the recipient on a business day at the address set forth below, and (b) followed
by delivery of actual notice in the manner described in either (i), (ii) or (iii) above within three business
days thereafter at the appropriate address set forth below. Unless otherwise expressly provided in this
Agreement, notices shall be deemed received upon the earlier of (a) actual receipt; (b) one business day
after deposit with an overnight courier as evidenced by a receipt of deposit; or (c) three business days
following deposit in the U.S. mail. By notice complying with the requirements of this Subsection, each
Party shall have the right to change the address or the addressee, or both, for all future notices and
communications to such party, but no notice of a change of addressee or address shall be effective until
actually received.
Notices and communications to the Village shall be addressed to, and delivered at, the following 6
address:
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Village of _. ("Village")
Street
City, State, Zip P
Attention:
Email:
With a copy to
Law Firm.
Street
City, State, Zip
Attention:
Email:
Notices and communications to the Consultant shall be addressed to, and delivered at, the following
address:
Company. ("Consultant")
Street
City, State, Zip
Attention:
Email:
I Packet Pg. 184 1
SECTION 8. GENERAL PROVISIONS (cont)
E. Third Party Beneficiary. No claim as a third party beneficiary under this Agreement by any person, firm,
or corporation other than the Consultant shall be made or be valid against the Village.
F. Provisions Severable. If any term, covenant, condition, or provision of this Agreement is held by a court
of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions shall
remain in full force and effect and shall in no way be affected, impaired or invalidated.
G. Time. Time is of the essence in the performance of this Agreement.
H. Governing Laws. This Agreement shall be interpreted according to the internal laws, but not the conflict
of laws rules, of the State of Illinois. Venue shall be in Cook County, Illinois
1. Entire Agreement. This Agreement constitutes the entire agreement between the parties and
supersedes any and all previous or contemporaneous oral or written agreements and negotiations
between the Village and the Consultant with respect to the Request for Proposal.
J. Waiver. No waiver of any provision of this Agreement shall be deemed to or constitute a waiver of any
other provision of this Agreement (whether or not similar) nor shall any such waiver be deemed to or
constitute a continuing waiver unless otherwise expressly provided in this Agreement.
K. Exhibit. Exhibit, A and Exhibit B are attached hereto, and by this reference
incorporated in and made a part of this Agreement. In the event of a conflict between the Exhibit and
the text of this Agreement, the text of this Agreement shall control.
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L. Rights Cumulative. Unless expressly provided to the contrary in this
Agreement, each and every one of the rights, remedies, and benefits provided by this Agreement shall
be cumulative and shall not be exclusive of any other such rights, remedies, and benefits allowed by law
M. Counterpart Execution. This Agreement may be executed in several counterparts, each of which, when
executed, shall be deemed to be an original, but all of which together shall constitute one and the same
instrument.
N. Rights Cumulative. Unless expressly provided to the contrary in this Agreement, each and every one of
the rights, remedies, and benefits provided by this Agreement shall be cumulative and shall not be
exclusive of any other such rights, remedies, and benefits allowed by law.
0. No Waiver of Tort Immunfty, Nothing contained in this Agreement shall constitute a waiver by the
Village of any right, privilege or defense available to the Village under statutory or common law,
including, but not limited to, the Illinois Governmental and Governmental Employees Tort Immunity Act,
745 ILCS 10/1-101 et seq., as amended.
I Packet Pg. 185 1
SECTION 8. GENERAL PROVISIONS (cont)
P. Freedom of Information. Consultant agrees to furnish all documentation related to this Agreement and
any documentation related to the Village required under an Illinois Freedom of Information Act (ILCS
140/1 et. seq.) ("FOIA") request within five (5) calendar days after Village issues notice of such request
to Contractor. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay
all reasonable costs connected therewith (including, but not limited to reasonable attorney's and
witness fees, filing fees and any other expenses) for the Village to defend any and all causes, actions,
causes of action, disputes, prosecutions, or conflicts arising from Consultant's, actual or alleged violation
of the FOIA or Consultant's failure to furnish all documentation related to a request within five (5)
calendar days after Village issues notice of a request.
Furthermore, should Consultant request that Village utilize a lawful exemption under FOIA in relation to
any FOIA request thereby denying that request, Consultant agrees to pay all costs connected therewith
(such as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend the denial
of the request. The defense shall include, but not be limited to, challenged or appealed denials of FOIA
requests to either the Illinois Attorney General or a court of competent jurisdiction. Consultant agrees to
defend, indemnify and hold harmless the Village, and agrees to pay all costs connected therewith (such
as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend any denial of a
FOIA request by Consultant's request to utilize a lawful exemption to the Village.
Acknowledgement.
The undersigned hereby represent and acknowledge that they have read the foregoing Agreement, that
they know its contents, and that in executing this Agreement they have received legal advice regarding
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the legal rights of the party on whose behalf they are executing this Agreement, and that they are P%L
executing this Agreement as a free and voluntary act and on behalf of the named parties. M
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates set forth below.
ATTEST:
By:
Village Clerk
Date:
ATTEST:
By: _
Title:
Date:
VILLAGE OF BUFFALO GROVE
By:
Name, Title
Company
By:
Title:
I Packet Pg. 186 1
Exhibit A.
Agreed Upon Pricing Structure
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Exhibit B.
Description of Work
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I Packet Pg. 188 1
Proposal
Village of Buffalo
Grove, I L
February 9, 2018
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ASSOC I A TES'
I Packet Pg. 189
Strand Associates, �na`
1170 �k)Wlh � LdOoll, � I, ()�)d
STRAND
ASS 0 C � Al E S`
L 60,V" I
(11) 8 � 5 i4l" "1'900
(F) �i I �)� 0M 4�', I ",
February 9, 2018
Mr. Kyle E. Johnson, P.E.
Engineering Department
Village of Buffalo Grove
Fifty One Raupp Boulevard
Buffalo Grove, IL 60089-2198
Re: Request for Proposals (RFP) — Water Modeling and Rate Study
Dear Mr. Johnson:
On behalf of Strand Associates, Inc.', thank you for the opportunity to submit this proposal to the Village of
Buffalo Grove's (Village) Water Modeling and Rate Study. We are excited about the possibility of assisting the
Village with this project.
Selecting our firm will result in a water modeling and rate study that provides solutions the Village can
implement with confidence. We know this because of the following key factors:
• Qualifications and similar experience produce a strong foundation of proven solutions to challenging
water system issues.
• Comprehensive approach results in an accurate water system study and rate analysis to support
recommendations to the Board.
• Project team brings unmatched expertise to evaluate the Village's water system issues and needs.
• Project schedule provides frequent Village interactions to provide valuable input and eliminate
surprises.
• Project effort reflects our efficient and effective approach to delivering a calibrated water model, an
updated water system study, and a rate study.
After selection, we will meet with Village staff and establish the final scope of services for this project and
discuss and negotiate acceptable terms and conditions of the Engineering Services Agreement. While we agree in
general with the terms and conditions of the sample agreement provided with the Request for Proposal (RFP), we
would like the opportunity to discuss the wording in the Warranty of Services and Indemnification sections, but
we are confident we will be able to reach agreement.
We look forward to working with the Village on this project and to providing the exceptional knowledge, ca.-,
and detail needed to make this project a success.
Sincerely,
STRAND ASSOCIATES, INC.t
Chris J. Ulm, P.E.
Project Manager
P I 80.084/CJ-U/tk
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A S S 0 C � Al E�S,
Table of Contents
Section
Page No.
Statei,rierit
Qualifications and Similar Experience Produce a Strong Foundation of Proven Solutions
to Challenging Water System Issues .................................................................................. I
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Comprehensive Approach Results in an Accurate Water System Study and Rate
Analysis to Support Recommendations to the Board ......................................................... I
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Project Team Brings Unmatched Expertise to Study the Village's
Water System Issues and Needs ......................................................................................... I
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Pir� sc['Iedtfle
Project Schedule Provides Frequent Village Interactions to Provide Valuable Input
and Eliminate Surprises ...................................................................................................... I
Pii'oject ',,,"eefl eve�� of ["Elffort
Project Effort Reflects Our Efficient and Effective Approach to Delivering a Calibrated
Water Model, an Updated Water System Study, and a Rate Study .................................... I
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I Packet Pg. 191
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A S S 0 C � Al E�S,
Qualifications Statement
Qualifications and Similar Experience Produce a Strong Foundation of
Proven Solutions to Challenging Water System Issues
We have completed numerous comprehensive water system studies and reports, as well as
sewer and water rate studies. Each of these reports typically includes an evaluation of
source of supply, storage, and distribution system; a demand analysis (domestic and fire); a
computer analysis of the distribution system; and a system improvement plan. After
performing an analysis of the water main system, or when seeking special funding, such as
State Revolving Loan fund from Illinois Environmental Protection Agency, we also often
perform a water and/or sewer rate analysis to provide recommendation on the revenue
generation required to meet the cost of the improvements recommended.
As a final statement of qualifications for this project, we are providing the table below
showing the numerous water system studies performed by the members of the Buffalo
Grove Water System Study team over the past 10 years.
14 11�ii
Orland Park, I L — Water System Study
2017
River Forest, I L — Water System Study
2017
Romeoville, I L —Water System Master Plan
2017
Niles, I L — Skokie Water System Repurposing
2017
Oak Creek, WI — Waukesha Demand Modeling
2017
Whitewater, WI — Water System Study
2017
Fond du Lac, WI — Water System Master Plan Update
2016
Wilmington, I L —Water System Model Updates
2016
Niles, I L —Water System Master Plan
2016
Glencoe, I L — Water Distribution System Plan
2016
Crest Hill, IL — Water System Model and Analysis
2015
Fitchburg, WI — Water System Master Plan Update
2015
Lockport, I L — Computer Hydraulic Model Update
2015
Stoughton, WI — Water System Study Update
2015
Glencoe, I L — Water System Master Plan
2015
Belvidere, I L —Southwest Area Water System Study
2014
Middleton, WI — Water System Planning
2014
Decatur, I L —Water System Master Plan Update
2014
Hoffman Estates, I L — North Pressure Zone Study
2014
Streamwood, I L —Water System Plan
2014
New Lisbon, WI — Comprehensive Water System Study
2014
Lake Mills, WI — Water Needs Assessment
2013
Monona, WI — Water System Study Update
2013
New Berlin, WI — Water System Study
2013
Romeoville, I L —Water Model Creation
2013
Downers Grove, I L — Hydraulic Computer Model Update
2012
Lindenhurst, I L — Lake Water Supply Hydraulic Modeling
2012
Waunakee, WI — Water System Evaluation
2012
Stoughton, WI — Water System Modeling
2012
Waukesha, WI — Oak Creek Connection Option
2012
Wilmette, I L — Specific Area Water Model Analysis
2012
Wilmette, IL —Wilmette —Kenilworth Interconnection Evaluation
2012
Downers Grove, I L —Water Model Update and GIS Transition
2011
Belvidere, I L — Water System Study Update
2008
Highland Park, IL — Water Distribution System Master Plan
2007
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A S S 0 C � Al E�S,
Project Approach
Comprehensive Approach Results in an Accurate Water System Study and
Rate Analysis to Support Recommendations to the Board
The Village is seeking engineering expertise to prepare and calibrate a computerized
M,,., aire
water system model, use the model to complete several system analyses, then develop a
Capital Improvement Plan (CIP) for the water system. The project will also include a
in �,Ject
water and sewer rate and fee analysis. All findings and recommendations will be
proveii �i
compiled in two reports, a Water System Study, and a Water and Sewer Rate Study.
ai d
expeii'leii iceiJI, ,�,r�,:,Y)Ject
We are uniquely qualified to perform these services for the Village, as we have worked
on many similar projects throughout Illinois and Wisconsin. Recently, we performed
similar services for Niles, Streamwood, Elgin, Fox River Water Reclamation District,
Crest Hill, Lockport, Romeoville, Highland Park, Glencoe, Downers Grove, and
Schaumburg, Illinois, which are similar in size and hydraulic configuration to the Village.
Because the project entails two phases or steps, we provide an overview of the Water
System Modeling and Analysis first, with those tasks being designated a "M" tasks for
"Modeling". Following that, we provide an overview of the Water and Sewer Rate and
Fee Study, with those tasks being designated as "W' tasks for "Rate Study". After the
overviews, we provide details of each task in our approach.
Frequent Village involvement in the water system modeling and analysis
process eliminates surprises and maximizes value.
Each step in our proven process provides an opportunity to add value to the resulting
model and report. This project will determine and support many future decisions.
Thus, the proper steps must be taken now so that the resulting decisions are sound and
economical. Using the wrong software, cutting corners on calibration, making overly
conservative improvement choices, or not investigating the proper improvements will
- - ----- +
likely cost much more in the long -run than spending the extra effort on a comprehensive
water analysis that provides effective and economical recommendations.
+
We propose to involve the Village in creation of the model, analysis of current and future
improvement scenarios, and establishment of the direction of the report. We will
+
incorporate Village input by submitting technical memoranda of the report sections as
+ % vill Sd P--awn
they are prepared. We will then have a workshop to discuss the results of the previous
steps and the direction of the next step(s). This process is shown visually in the adjacent
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graphic. This process enables the Village to know the study direction at all times and not
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to be surprised or disappointed at the end, but, rather, informed and confident in the
1 irr d 1 i�
results.
At this time, it is anticipated that the report will be based on the following outline:
• Executive
Summary
• Section I
— Introduction
• Section 2
— Summary of Existing Water System and Water Demands
• Section 3
— Creation and Calibration of Water System Model
• Section 4
— Analysis of Current Water System Performance
• Section 5
— Analysis of Water System Improvements
• Section 6
— Water Main Replacement Analysis
• Section 7
— Recommendations and Cost Opinions
N
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A S S 0 C � Al E�S,
Based on our discussions with Village staff and our experience with similar projects,
we have developed the following task list for our approach, with additional details of
each step after the brief listing.
Water Systeir)r)i 'Viodkfl
Task MI - Conduct a project kickoff meeting to collect and review existing data,
discuss future and existing system deficiencies, and determine the
expectations for accuracy, ease of use, and maintenance requirements
of the model.
Task M2 - Perform a demand analysis to observe water usage trends and forecast
projected water demands.
Task M3 - Perform a water pumpage and storage capacity analysis to assess
additional storage or pumping capacity needs.
Task M4 - Conduct field investigations to understand and document storage and
pumping station information and collect hydrant flow data.
Task M5 - Develop and calibrate the water model using WaterGEMS V8i water
system modeling software.
• Create distribution system model based on using GIS data.
• Incorporate facilities into water model.
• Allocate water demands based on data provided by the Village.
• Allocate top ten water users' demands, if necessary.
• Calibrate the water model using flow data provided by the Village
and flow data obtained from field testing.
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Task M6 - Assess the performance of the current water system using the calibrated CN
water model, and identify facility and distribution system performance
on average -day, max -day, and max -day plus fire demands. U)
Task M7 - Prepare technical memorandum for the findings and attend a workshop
ineeting with Village staff to discuss the findings to -date and the
direction of the next steps.
Task M8 -
Develop system improvement scenarios and analyze the ability to
improve current system performance.
Task M9 -
Prepare technical memorandum for the findings and attend a workshop
meeting with Village staff to discuss the findings to -date and the
direction of the next steps.
Task MIO -
Perform a water main replacement analysis using a scoring matrix to
evaluate each segment of the system and prioritize replacement based
on scoring results.
Task MI I -
Develop a CIP for the improvements recommended.
Task M12 -
Develop a draft report detailing the study findings and
recommendations.
Task M13 -
Meet with Village staff to discuss the draft report.
Task M14 -
Prepare a final report based on Village comments and submit to the
Village.
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A S S 0 C � Al E�S,
We have specifically discussed the tasks identified in the Village's R_FP. However, there
are some additional tasks that the Village might find beneficial. These tasks would be
provided on an optional, ala carte basis, and may be selected or rejected independent of
the main task scope. If the Village wants to add any of these services, we can develop
proposed fees and discuss each task further after our firm selection.
Flexible, customized rate design provides a tailored solution that
recognizes the needs of the Village and its customers.
Our philosophy for determining rates is based on developing rates on a case -by -case basis
that reflect the unique characteristics of each water and wastewater Utility. There are
many tools available to assist in the development of rate structures, such as regulatory
guidelines, AWWA and Water Environment Federation (WEF) manuals, and
comparisons with rate structures of neighboring communities. The rates, ultimately, must
be tailored to best meet the needs of the Village. The report will define the cost of service
rate design methodologies for defensible rate structures and financial sustainability.
The rates developed for the Village water and sewer systems will be based on the
respective costs of service, and will meet the revenue requirements for each Utility. The
CIPs for each Utility,�A-ill be included in the rates over the 5-year period. The rate model
spreadsheet tool for each enterprise will enable the Village to annually review rates,
evaluate rate impacts for proposed capital improvements, and provide more financial
stability.
The rate study will provide one combined report for the water system, wastewater
system, and other associated rates. The report will discuss the rate methodologies,
assumptions, and basis for developing each of the rates. Based on our understanding of
the Village's goals, as well as our significant experience with similar rate studies, we
anticipate evaluating the following for each fate analysis. Each of the report scope items
are discussed in greater detail on the pages that follow.
Our rate study approach will address the key elements described in the RFP. The
following proposed scope of services presents our detailed approach to this study.
Wa,teii," arid Seweii�, �i")floiri Rate Sfildy
Task RI - Conduct kickoff meeting (combined with Water System Model portion
of project) to establish goals, provide request for information, and
collect data.
Task R2 - Identify four metrics for the water and sewer systems to track and
evaluate operational efficiency. We will provide comparisons against
industry and regional benchmarks.
Task R3 - Prepare revenue requirement forecasts for the water system and sewer
system over the 5-year period covered by the CIPs and other planning
documents.
Task R4 - Prepare projected units of service and growth for the 5-year planning
period for number of meters, water sales, and peak usage.
Task R5 - Provide cost of service analysis, including review of cost allocations of
water and sewer systems, base charges, extra capacity charges, fire pro-
tection charges, analysis of proportionality of revenues versus costs for
user classifications, and justification of classification of customer
types.
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A S S 0 C � Al E�S,
Task R6 - Compare three water and sewer rate structure alternatives and
rate -setting strategies for promoting short- and long-term financial
sustainability versus the existing rate structure.
Task R7 - Review revenues generated of proposed rates, including impacts for
typical ratepayers for each user classification and provide a 5-year
cash -flow analysis for impacts on reserve balances. The cash -flow
analysis will review rate impacts for funding CIP projects through
combinations of reserves and financing options.
Task R8 - Prepare rates with a rate -setting spreadsheet model that covers
short- and long-term revenue requirements, and maintains the stability
of the revenue stream to facilitate capital infrastructure improvements
and replacement of infrastructure.
Watei,' airi(,'I Seweii�, �Rau� Sttj�ciy
Task R9 - Evaluate water and sewer connection fees and other service charges.
Wateir aii �d Seweir, ��Rate Shvly ts
Task RIO - Discuss the methods used, evaluations, findings and recommendations
in the consumption rates study report and connection rate study report.
We will meet to review the draft report with the Village and will
prepare a final report incorporating Village comments.
%1leedi")igs Ilii�'id
Meetings will be used to en age Village staff, Village Board, and our experts on each
9
major subject matter before draft deliverables are developed. We anticipate 10 meetings,
as listed below.
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Kickoff meeting with the Village staff to collect data and refine project direction N
• Meeting to discuss the modeling calibration results and demand analysis
• Meeting to discuss results of the modeling analysis
0
• Meeting to discuss the draft water study and CTPf a
0
• Meeting to review rate study preliminary findings L.
• Meeting to review draft rate study report with Village staff and provide staff with
hands-on training with the rate model spreadsheet 0
• Meeting to review draft board presentation 0
a Three public meetings to present the final report and recommended rates
36 v&4!)�es
Anticipated deliverables include the following. We will provide both paper copies and an
electronic copy in NIS Word format for the draft and final reports.
• Technical Memo I — Water Demand Analysis, Purnping and Storage Capacity
Analysis, and Model Creation and Calibration
• Technical Memo 2 — Existing and Future Water System Modeling Analysis Results
• Draft Water System Modeling and Analysis Report
• Final Water System Modeling and Analysis Report
• Draft Water and Sewer Consumption Rate Study and Connection Fee Rate Study
Reports
• Final Water and Sewer Consumption Rate Study and Connection Fee Rate Study
Reports
• Rate model spreadsheet in Excel format
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A S S 0 C � Al E�S,
The following provides a detailed discussion of our proposed and optional
Scope of Services tasks.
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This is a very important step in the project. The Village's input and thoughts on the
system will lay the groundwork for the remainder of the study. The Village will be asked
to provide the following to assist us in meeting the Village's objectives efficiently and
effectively:
• Hard copy map(s) and AutoCAD or GIS file(s) of the system
• Pipe age and materials
• Operating schemes for the receiving/main pumping station, three system booster
stations, and elevated water storage tanks
• Aerial photographs of the village (GIS file)
• Contour map with 2-foot elevation contours (Lake and Cook County GIS file)
• Historic water demand data
• Water billing records for past 5 years
• Previous water system studies and reports
• Needed fire flow demands from ISO and the Village's fire department
• Available fire flow field test data and SCADA measurements
• Existing facility plans
• Anticipated growth areas and type of growth
• Locations and information on the 10 largest water system users
• Locations and information on critical water customers (from vulnerability
assessment)
• Historic problem areas in water distribution system and facilities
Our goal for the kickoff meeting is to develop an understanding of the existing problems
and discuss the future anticipated impacts to the water system. We value the Village
staff's time and seek to make the entire process as streamlined and efficient as possible.
Furthermore, we will consult with Village staff to determine the Village's expectations of
accuracy, ease of use, and maintenance requirements of the water model.
. ... .... Water System
7 Maps and GIS
7 Data
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Facility Information
(C-Factor Tests)
Fire Flow Data
(Pump Curves)
Existing Water .0ow
Model
Model
.......... ...........
Billing Data
---O'Operational Information
Water Main Break & Age
Information
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Evaluating current and future demands of the water system is essential for proper
planning. We will evaluate historic and future water system demands using historical
pumpage and sales data and records provided by the Village. We will use historical
records to establish typical per capita usage rates, then apply these rates to the projected
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population and growth area provided by the Village. We will review specific items,
including:
• Average daily pumpage records.
• Maximum -day water usage.
• Seasonal pumping records.
• Population projections.
• Known changes that may impact future water use.
• Demand projections for future customers, based on area using an assumed sales -
per -acre -per -day value.
• Diurnal curves for water usage of a maximum -day, created by hourly SCADA
information.
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As part of a pumping and storage capacity analysis, we will develop a diurnal water
usage curve and compare the capacities of the pumping stations, water supply
equipment, and storage tanks with the required capacity for both current -day and
anticipated future demands. Typically, we will use the maximum -demand -day plus fire
demand for the storage and pumping analysis.
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Working with Village staff, we will complete up to 24 flow tests at critical points in the
distribution system, including areas developed since the model was originally calibrated,
to verify calibration of the model. The points will be selected to obtain a representative
sampling of water main sizes and ages, but will not be located near sources of supply or
storage. Conducting a test near an elevated tank only provides information on what is
occurring between the test point and the tank, which is typically not useful for model
calibration.
For model calibration, it is necessary to know the behavior of the system during hydrant
flushing in order to correctly determine the system's response to the localized hydraulic
stresses created by this test. Booster pump flow rates, water storage tank levels, and
system demands (including flow data from consecutive users) will be observed and
documented during the performance of the test or gathered from detailed SCADA
records after the testing. This information is then used during the calibration process for
each of the tested areas.
Included in the effort to calibrate the model is the collection and input of the facility data
and parameters. We will visit the supply and storage sites to assess how they operate and
gather information necessary to recreate them in the model during the kickoff meeting.
However, if pump curves are not available or inaccurate and the Village desires that the
model include the most current pump curves, for an additional fee we can provide
assistance with field testing to develop the curves. In that case, we will ask for Village
staff s assistance in performing pump tests to operate the valves, hydrants, and pumps.
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We are recommending the use of WaterGEMS V`8i software for the Village's water
model. WaterGEMS V`8i is produced by Bentley Software and has the capability to
incorporate data from ESRI/Arcview GIS, AutoCAD, and MicroStation sources.
The software is also capable of working in these platforms and as a stand-alone program.
WaterGEMS V8i also meets all the performance and presentation requirements as
described in the Village's request for qualifications (RFQ). Additionally, the software is
continually updated and supported. WaterGEMS V8i is completely open architecture and
used by many consultants, so the Village will maintain cost control and not be locked into
any single firm.
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A S S 0 C � Al E�S,
The base of the model will be created using the Village's GIS water main database and
shapefiles. WaterGEMS will work directly with the ESRI/Arcview data. We are very
familiar with the Village's water system GIS data and have an unmatched understanding
of what it will require to get that data ready to be a fully connected pipe network, ready
for modeling. We will be able to move swiftly from model creation, into calibration and
facility addition.
Water model calibration will include allocating the water demands throughout the
system. In recent studies, we have been able to use WaterGEMS to allocate the demands
based on the meter reading data from an average- and max -day. The billing and GIS data
included coordinates for each meter and WaterGEMS was able to find the closest node
for each demand and allocate it to that point. With this approach, the level of accuracy is
very high and there is no need to complete any special processes for large users, as this is
automatically incorporated.
Alternately, as we did in the Village of Downers Grove, we can allocate the demand
based on zoning. By selecting a typical demand per -acre of zoning type using the
Village's historical meter reading data, we will apply that data over those zoning types
This proved to have a high degree of accuracy in Downers Grove and several other
locations.
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With the calibrated model, we will be able to review the overall operation of the existing
system, as a whole, under both instantaneous and EPS. We will look for areas of
exceptionally high or low pressure, major variation in pressure, and inadequate fire flow.
Another item we will review is very high or very low velocities in distribution segments.
This can result in shorter pipe life or excessive settlement within the pipe. Finally, we
will look into other facility operations, such as tower turnover.
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These analyses will be observed under average -day demand conditions, maximum -day
demand conditions, peak -hour demand conditions, and maxii-num-day plus fire
conditions. We will look into other facility operations, such as tower and storage
turnover, and water booster pumping station operation.
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In addition, we will perform both desktop and model analysis of supply and storage
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capacities. The desktop analysis will give an overview using recommended standards for
storage and supply capacities for the Village's demand patterns. The model will provide a
sys4or'ni
dynamic perspective and assist in showing how the various facilities interact during high
demand situations, such as major fires. Graphics, such as the one for pressure, can be
easily created to show the results of the analysis.
The modeling process will be clearly documented to show assumptions and input data
sources, and the model development, operation, and resulting recommended
improvements will be based on the American Water Works Association (AWWA)
suggested best practices. Modeled available fire flows will be compared with
recommended fire flow ranges and durations for the specific zoning types
(e.g., residential, commercial, industrial). Extended period simulations will be performed
to assess the ability to meet the ISO recommended fire flows for the recommended
duration.
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As discussed, we will provide technical memoranda at key stages during the study.
These will eventually become the sections of the report. We will also schedule a
workshop meeting with the Village to discuss the memoranda, obtain comments, and
direction for our next steps. This will enable the Village to stay involved with the study,
provide vital input, and be aware of possible results.
This Technical Memorandum will summarize the scope of the report and detail our
findings and analysis of the demand patterns, pumping and storage capacity analysis,
hydrant flow testing, and the model creation and calibration.
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This step includes identifying recommended improvements to the system to help better
meet today's conditions and issues, as well as future potential issues as the demands
change during the next 10 and 20 years.
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Once we have determined possible improvements to help the system meet current and
In �if olll
future demands, we will run scenarios for these improvements and observe the results.
If the results are favorable, we will include the improvements and opinions of their
probable cost in the CIP and report. The following figure shows a future maximum -day
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demand fire flow availability for a study recently completed.
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This Technical Memorandum and workshop will detail our findings and analysis of the
existing system behavior based on the modeling, as well as proposed improvements to the r-
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We will perform water main replacement through the use of a matrix -based scoring (,,"',iriteirla w6�g�� 1, �� ini a
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program. The matrix will use Village input to assign weights to criteria. Several criteria ii a 11"""",114es V��Iageto L.
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will be analyzed based on availability of information, including physical characteristics, n�ze 'Ils wa'N,,,'�,r' a)
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0
exclusive list, is a sampling of criteria that could can be used for scoring a water main ��3 il'O g in""'�' 11,11 1 0
replacement program. 0
Physical characteristic criteria include:
0 Material, installation date, and diameter.
Condition criteria include:
0 Number and fi-equency of main breaks and leak survey results.
Perfon-nance criteria include:
Historical fire flow records and results from the deficiency analysis modeling to
identify underperforming areas.
Critical location criteria include:
Accessibility and proximity to booster pumping stations, storage facilities, highways,
railroads, hospitals, large water users, and schools.
We will use this data to create a pipeline prioritization database in ArcGIS that
incorporates information from the existing water model database, as well as additional
layers of Village -provided information. We will work with the Village to make
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assumptions where information is missing or unavailable and will document assumptions
in the report.
Using a matrix -scoring program that we have developed on past projects, we will adjust
the scoring process based on Village -desired importance for the different areas of
scoring. The spreadsheet scoring program will give each pipe segment a score indicating
its priority level for replacement. Each of the criteria will be assigned a category of risk,
which is either a likelihood or consequence of failure. Multiplying these two factors
results in the overall priority score for replacement of a segment of pipe. A sample from a
recent assessment is shown below.
Impact Score
Criteria
6
Weight
Category of Risk
Break Rate
0
�0.5
0.5 to I
>1
5
Likelihood
Number of Breaks
0
1 to 5
610 10
>11
5
ikelihood
Ri ai 11 e i e- r -- -- -- -- -- -- -- --- --
--- -- NVA -- -- -- ---
-- -- 6---to 10-inch
4-inch and
-- -- -- -- -- -- -- -- -- -----
12-inch and
- - -- -- - ---- -----
2
-- -- -- -- -- -
Consequence
smaller
larger
--------
P_V_C
---------
(-'a's-tiroi-i -
2
L_ike_IiI"_io`o"_c"I"
Noteworthy Areas
Default
12-inch or largerand
Non -looped
River and
2
Consequence
within 1/4 indes of
critical mains
highway
sources of supply
crossings
Accessibility
Defiult
County Rigbt-of�Way
State or
N/
I
Consequence
Federal
Riglit-of-Way
Critical Custorners
Default
Police and Fire
Schools
Medical
I
Consequence
Stations
Facilities
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After we run the pipe segments through the scoring matrix program, we will provide a
figure showing the replacement priority for each pipe segment included in the study.
This figure will display water main replacements prioritized in colorized rankings that are
easily understandable by the elected officials and the public, as shown in the following
example prioritization map.
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Once our technical memos have been reviewed and updated, we will prepare the final
section of the draft Water System Evaluation, including the opinions of probable cost for
each recommendation. We will factor in the specific situation of each recommended
improvement and not resort to using generic unit price ranges.
The improvements will be organized into different levels of priority and a CIP will be
developed.
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This will be the final progress report submittal. The technical memoranda that we have
been providing to the Village will be formatted into a draft of the Water System
Evaluation report that includes the reviews, evaluations, opinions of probable cost for
each recommendation/suggestion, anticipated manpower needs, and schedule for
implementation of the proposed improvements. We will also include a discussion of
potential funding mechanisms to support financing of the project. The draft report will be
based on the following outline:
• Executive Summary
• Section I — Introduction
• Section 2
— Summary of Existing Water System and Water Demands
• Section 3
— Creation and Calibration of Water System Model
• Section 4
— Analysis of Current Water System Performance
• Section 5
— Analysis of Water System Improvements
• Section 6
— Water Main Replacement Analysis
• Section 7
— Recommendations and Cost Opinions
After giving the Village time to review the information, we will meet with the Village to
discuss the draft evaluation report and review in detail the proposed recommendations
and alternatives.
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After approval of the plan by the Village, we will incorporate comments into the Water
System Evaluation and provide a final hard copy and PDF document for use by the
Village.
Water and Sewer Rate Study Project Approach
The study for the water system and sewer system consumption rates and connection fees
will follow a similar approach and the studies will be completed concurrently.
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This meeting will be concurrent with the Water Study Kickoff Meeting.
We recognize the time investment it takes for stakeholders and municipalities to develop
a sound plan for the future and the importance of utility rates for Village decision makers.
The key to planning is effective communications among all parties involved. Our goal for
the kickoff meeting is to establish a communications plan, tasks, deliverables, and
schedule with Village staff so that there is a clear understanding of the study. The
meeting will also be used as a springboard to consider the needs of the Village's water
system and sewer system; and to build on our strong understanding of the Village's
financial and pricing objectives, Village's initiatives, existing systems, rate structures,
and reserve policies. The Village's goals will lay the groundwork for the rate study.
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We will provide the Village our list of requested information prior to the kickoff meeting.
A preliminary listing of information that we will need to conduct the water and sewer rate
study includes the following:
• Actual revenues and expenses
• Outstanding debt service schedules
• Any proposed or planned fiscal year 2019 additions to debt service
• Depreciation schedule and other asset lists
• Coverage ratio requirements for existing debt service
• Proposed fiscal year 2019 operation and maintenance (O&M) budget for each system
• Current cash reserves and desired cash reserve levels
• Current reserve fund and capital fund balances
• Village policies for reserve funds
• Historic monthly water volume billings by customer class and revenues
• Number of water accounts by customer class and meter size
• Current methods of billing
• Sample Utility bill
• Existing sewer facilities planning documents and CTPs for 5-year planning period
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We will review the water and sewer utility's expenses and identify key performance
indicators to compare to industry benchmarks. Key indicators will be discussed and
reviewed with the Village to establish the benchmark indicators that are important to the
Village and residents' desired level of service. Identifying performance indicators for the
benchmark analysis and continued tracking is an important component of an asset
management program and Effective Utility Management framework. The performance
indicators selected for this benchmark analysis can provide a foundation for the Village
to perform self -audits in the future. The indicators can also be a public communication
too] to prioritize Village initiatives and demonstrate progress.
The identified indicators will be analyzed and compared to similar Utilities. Sources
including the AWWA Benchniarking Performance Indicators for Water and Wastewater,
University of North Carolina Environmental Finance Center, Moody's Investor Service
rating methodology for municipal utilities, and asset management program guidance will
be used for identification of performance indicators and for comparison data.
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Additionally, our experience with similar metrics used by Wisconsin Utilities and data
collected by the Public Service Commission of Wisconsin will aid in our evaluation of We wHl w( �iiI< MIJI"11 the
performance indicators. VHlage W cYleirdHl�,y
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Below is a list of financial and rate benchmarks that could be reviewed.
• Bond rating jJ) �4 ri""t, 11, ill 0'('
• Debt service coverage ratio 1,1,1(� �,,,,,,�ewer
• Balance debt and equity funding sources UtHH1,'Y,,
• Operating ratio
• Cash reserves days on hand
• Percent of capital assets depreciated
• O&M cost per volume
• Rate comparisons
As a starting point of the rate development, the existing water and sewer rates will be
compared to similar -sized Utilities in the area. The rates developed as part of the rate
study will reflect the cost of service for the Village's Utilities, but comparisons of rates
and rate structures will provide useful indicators for Village managers and officials.
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A key step in rate design is the determination of the revenue requirements. For each water
enterprise, the revenue requirements from rates will be determined, including O&M, debt
service, operating cash reserves, replacement funding, and capital improvement funding.
We recommend the revenue requirement analysis be completed on a "cash -basis"
approach in order to clearly show cash reserves, reserve fund balances, debt service, and
debt coverage ratio requirements. Other tasks of this study, including the benchmarking
analysis and cash flow analysis, will provide feedback to identify the level of reserve
funding and future debt service revenue requirements. The revenue requirements will be
projected through the 5-year CIP period.
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$6,000,000
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Replacement m Repayment of City Contributions
IF/ Annual CIP Contributions m Debt Service
E Cash Reserve
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The ability of the rates to support the Village's CIP's is an important goal of the rate
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study. Identified future projects, their timing, costs, and funding methods are all often
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fluid in the course of planning. For this reason, the rate calculation spreadsheet will
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provide flexibility to adjust the CIP and allow Village leaders to review the potential rate
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impacts of project decisions. The spreadsheet rate model will also provide a cash flow
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analysis to review rate increases and CIP effects on reserve balances. Capital projects will
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be categorized and allocated depending on the costs related to replacement, additional
capacity, and regulatory requirements.
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Units of service are the billing components used for each cost component, including the
number of meters, measured water sales volumes, and peak usage rates. The rate model ,�,ro,Odes
will include assumptions in the projections of revenue requirements, including inflation �.y �� o a dj u,,,,,
rates for O&M expenses, construction cost inflation, interest rates for future long-term
debt service, replacement costs, and service life. Future water demands and wastewater ��.,,�,nd wii
flow projections depend on the Village's population growth, development, and potential �,x,,�)
water conservation and water efficiency increases. From the water study, our expertise, ic,',, s�,,,,nsHNH,,y oll
regional experience, and with Village input, we can make conservative evaluations of 111,w ratr,,,.,,s aind, hinaw 4
these factors in developing the rate.
Where possible, we will review historic trends and population projections from regional
and local economic planning studies. The spreadsheet rate model provides the ability to
adjust these assumptions as conditions change in the future or to run different scenarios to
test sensitivity of the rates and financial stability.
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The methodology for allocations of costs and justification of user classes will be defined T.-
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in the report. A base -extra capacity method, as outlined in AWWA Manual MI, is N
proposed to be used for cost of service allocation. User classifications will be evaluated
based on their respective levels of service and usage. We will evaluate allocation of the
Village's O&M budgets, capital costs, and overhead costs to appropriate cost component
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within each rate structure. Fire protection service charges will be evaluated in the cost of
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service analysis based on the extra capacity method.
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The allocation analysis will establish an equitable basis of assigning costs of service for C?uvi� wa��
each rate. This analysis will additionally review the allocations of fixed costs versus
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variable costs related to the rate design alternative to add a fixed meter fee. Our extensive
water and sewer design, system modeling, and engineering experience provides expertise
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to appropriately allocate operational and capital costs. Operational cost allocations for
water rates, for example, will be based on factors including peak -demand, peak -flows,
fire services, and regulatory requirements for each cost component. Costs for debt service
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and reserves will be allocated based on design criteria and other factors for each cost
component. The results of the cost of service analysis will provide justification if changes
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to the rate structure or rate classifications are proposed.
ras�,(,, ��R6 ........... Rate Des�gri airici Rate Aterimadves
The rate methodology will follow common industry practices: AWWA Manual M I for
water rates, and WEF Manual of Practice No. 27 for sewer rates. We will define rate
methodologies used in rate development in the report to provide a defensible basis for the
rates and community understanding of the rate design. The rate design methodology
includes revenue requirement analysis, cost of service analysis, and rate design analysis.
The cost of service analysis will provide the basis for equitable allocations of costs
between customer classes within the rate structure. The rate design will be the result of
balancing revenue requirements, cost -of -service, and Village objectives.
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We will evaluate the existing rate structures and methodologies of the current rate design. We Mfll
Through our review, we will propose alternative rate structures and justifications for the ex��,,.,,,i'lliJiog 'ate MAIM'k),111
Village to consider. Rate structure options will be discussed at the kickoff meeting and ,,), 1 H,,,l
workshops to establish the three rate structure alternatives to evaluate rates. With the lVir deteinrr',fl�il ti-le,
Village's input, rate structure changes will be further evaluated in the rate development. ci�,)IlinreiiA, ralles.
Any proposed rate structure will be in accordance with standard practices and
regulations, equitable, defensible, understandable for residents, and simple to administer.
The long-term needs, Village's goals, and impacts of each rate structure alternative will
be reviewed in the report. Three potential rate structure alternatives for the Village to
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consider for water and sewer rates are listed below.
• Uniform Volume Charge — Review water and sewer rates for continuing the
existing rate structure with a uniform block volume charge.
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• Uniform Volume Charge with Fixed Charges — Review water and sewer rate
structure with uniform block volume charge and a fixed charge. The fixed charge
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could be uniform or vary by meter size. Costs would be allocated between volume-
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related costs and fixed -related costs. If justified, fixed costs will be allocated by
meter size. Instead of a fixed charge, a minimum charge could be considered as
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another option to recover fixed costs of the system not associated with consumption,
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and increase revenue stability.
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• Increasing Block Volume Charge — This water rate structure would include volume
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charges that increase based on usage. The higher rates associated with higher usage
provides a price signal to promote water conservation and could delay capital
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projects to expand capacity. The block sizing would be based on seasonal usage
distribution by user class. As another option, residential users could have an
increasing block structure, while commercial and industrial users would have a
uniform volume charge. For example, residential winter -base consumption will be
compared to the increased consumption because of summer lawn watering. A
seasonal surcharge to promote conservation could also be considered.
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The impacts of the rate increases for each rate structure alternative will be reviewed for
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each user classification. Changes in the rate structure could affect some users
disproportionately, so rate impacts for each user classification will be considered for the
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rate structure alternatives. The "rate shock" to users from large rate increases should be
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mitigated, if possible. The study will evaluate the infrastructure needs and rate impacts
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over a 5-year planning period, for a long-term sustainable rate structure. We will also
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compare the proposed rates with similar -size communities in the area.
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Based on the projected capital improvement projects, Village staff input, and the
projected revenue requirements, an assessment of the need for additional debt service will
be completed. This will be performed by comparing the projected level of annual capital
funding, debt services, revenues, and resultant reserve and cash balances.
A review of the impact of any proposed future borrowing on the revenue requirements to
meet, or exceed, the required coverage ratio will also be evaluated. Borrowing for future
capital improvements will be coordinated with retirement of existing bonds or loans, if
needed.
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Our spreadsheet tools developed in previous rate studies have been incrementally
improved through each of our rate reviews. Individual rate spreadsheet tools will be
developed for the water and sewer systems and tailored to the Village's unique
conditions. The rate spreadsheets will be used to evaluate the impact on rates for the rate
structure alternatives included in the study. In addition, the Village's spreadsheet will be
flexible to change inputs, budgets, assumptions, and funding sources for capital
improvement projects. The spreadsheets will provide summary tables, including O&M
expenses, revenue requirements, debt service, allocations, units of service, cash flow
projections, anticipated revenues from each customer class, and overall expenses. The
rate model will include a 5-year CIP outlook.
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Based on policy input from the Village's local leaders, we can help evaluate the impact of
one-time rate increases compared to graduated and periodic rate increases. Periodic rate
increases to adjust for water consumption variations, revenues, and capital improvement
projects; can provide greater financial stability. Our training of Village staff on use of the
spreadsheet model will enable the Village to review and adjust rate assumptions annually.
An in -person training session can be scheduled to be coordinated to occur the same day
as one of the public hearing presentations. The report will also describe how the Village
can use the spreadsheet tool to assess rates in the future.
I as < 9 ........... ReVew JtHty Fee�,,3 aii")id Seii Vc:e Qhai,,�]es
We understand the Village is interested in evaluating the utility connection fees and other
service charges. Similar to the water and sewer rates, we will compare these fees to
neighboring communities. The proposed fees, however, will be justified based on the
Village's unique capacity and system characteristics, and use of typical industry practices
and AWWA and WEF manuals. An equitable approach using a "growth pays for growth"
philosophy could be evaluated to minimize impacts on ratepayers. We will review with
the Village its water demands, system design capacities, and capacity expansion costs
identified in the Water Study. Projects planned to meet future development capacities
will be allocated to connection fees. The fees could also cover "buy -in" costs related to
existing reserve capacity. Village data on plant -in-service value, accumulated
depreciation, and contributions -in -aid of construction will be reviewed to establish the
existing value current ratepayers invested. The new user's capacity portion of the existing
infrastructure investment will be included in the connection fees.
Additionally, we will review the Village's service fees for the water system and
recommend other potential revenue sources. Service fees could include turn -on and turn-
off fees, final meter reading fee, meter testing, and new account fees.
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After preliminary analysis and development of preliminary rates, we will have a review
meeting at the Village to discuss the draft rates for each rate structure alternative. This
review meeting with staff will also include a demonstration of the preliminary rate
spreadsheet model. The draft reports will contain numerous tables and graphics to
conrimmicate the preliminary analysis efficiently and effectively. Following the review
meeting, we will incorporate Village staff comments into the draft reports.
F�]iriM Re�z)oirts
The final reports will be developed from the comments received from the draft reports.
We will review the report with Village staff and finalize the recommendations. The
review meeting will also include training Village staff to understand the spreadsheet
model, how to change inputs, and evaluate rate scenarios for future rate reviews.
Pii,'eseiritadoii,is
The final recommendations, including rate methodology, calculations, and proposed
rates, will be presented at three scheduled public hearings. For consensus building and
understanding, we will provide a summary sheet of the rate study for Village Board
members and, if desired, for the Village to distribute to its residents. We will provide our
PowerPoint presentation to the Village so the Village can share the rate study
recommendations with additional audiences and stakeholder groups of the Village's
choosing.
As the Village will see, our approach is firm and well -developed to meet the needs of the
Village. Our experience in system studies for many other communities has refined our
approach to produce results the Village can rely on and implement with confidence.
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We want the Village to be completely satisfied, both after the study and after N
improvements are made.
Discussion of Possible Optional Tasks
During conversations with Village staff regaf ding this project, several other possible
tasks were mentioned as being of interest. These tasks were not included in the RFP,
so we did not provide fee or include them in our schedule. However, if the Village wants
to add these to the scope, fee, and schedule, we would be happy to provide that
information for discussion during or after the selection process. Those possible additional
scope items are discussed below.
Wateir, Age Air4ys�s
We can also run extended period simulations to look at the water age. In order to
calibrate a water model to the level of detail that provides accurate Water age, a vast and
highly expansive amount of field testing and verification is needed. However, we have
found that we can provide information on areas of concern with the level of calibration
provided in our typical study scope. While we may not be able to say exactly how old the
water is, we will be able to tell that the water in certain regions is much older than in
others.
Wateir, Aruflys�s
We can review the Village's overall water system information using AWWA M36
methodology and software to identify and understand the Village's nonrevenue water,
identify that portion that is water loss, and present recommendations as to the most efficient
means to address the water loss, in an attempt to meet the Illinois Department of Natural
Resources 2019 requirement of no more than 10 percent water loss.
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As noted in the figure above, in general, water use is comprised of three categories:
• Metered use,
• Authorized unmetered use (system hydrant flushing, fire crews, system
backwashing, landscape watering and street cleaning, water fountains, potential
government agency use).
• Unauthorized unmetered use (main breaks, leaking service lines, storage overflows,
theft of water, meter inaccuracies, and accounting discrepancies).
We will attempt to separate the apparent losses from the real losses and aid the Village in
rectifying both. We will first review the Village's produced and billed water to identify
the amount of nonrevenue water. We will then review the Village's inventory of water
meters for their potential accuracy issues. Village records will be reviewed for the meter
testing and calibration history, the replacement history of the meters, the meter type and
age throughout the system, cumulative volume by meter, and the status of the Village's
Automatic Meter reading (AMR) system.
We will review the Village's water leak and main break data and the management
information of the system to identify known leaks and their volume. We will identify the
number of service connections on the Village's water system to identify potential
unmetered loss on the service lines. We will use generally accepted AWWA
methodologies to estimate losses on those service lines and potential unreported water
main leakage losses. We will then identify the Village's recoverable leakage, that is, the
volurne of water on which the Village can expect to claim revenue. This can amount to
apparent losses caused by inaccurate meters, excessive unbilled authorized consumption,
and high value real water losses from water main breaks and service leaks. We will
estimate the value of the recoverable leakage, estimate the cost to recover the leakage,
and evaluate and recommend to the Village options to recover the leakage and strategies
to reduce water main losses.
We recently assisted the City of Lockport, Village of Indian Head Park, and Village of
Romeoville with the AWWA M36 Water Audit process. For the City of Lockport, we
have also continued to prepare nonrevenue water reduction plans at the request of Illinois
Department of Natural Resources.
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This process will focus the Village on the major contributors of water loss and
nonrevenue water, and provide the direction for improvements that will provide the
greatest value towards reducing the nonrevenue water percentage.
Sei,Vces
We can provide on-call/as-needed hydraulic modeling to perform adequacy reviews on
proposed developments within the village. Reviews will identify adequacy of water
system to serve development or scope and pfobable cost of necessary modifications for
proposed development.
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A S S 0 C � Al E�S,
Project Team
Project Team Brings Unmatched Expertise to Study the Village's Water
System Issues and Needs
The staff selected for this project have the combination of technical expertise and recent
relevant experience in evaluating and treating similar water supply systems. The team has
worked together on various types of projects, including creation, calibration, and analysis
of computerized water system models, and evaluation of water and sewer utility rates.
The approach detailed in the Project Approach section was developed by this team using
our past relevant experience and successes as guidance. The Village will benefit from our
team's familiarity and expertise.
We understand the value our clients place on consistency of personnel and continuity in
project development. Accordingly, we expend every effort to make sure the team initially
chosen is involved with a project from beginning to end. All phases of the project will be
completed by our in-house staff, eliminating the need for subconsultants and streamlining
the project. The organizational chart below outlines our team members and identifies the
specific responsibilities of each team member.
ewl Pin,,�qect 1�,Eing�irieer
Timothy Scholz, RE.
clt,ufl�ty Cc'1n111r(!fl
Justin Bilskemper, RE.
Troy Stinson, RE.
�, ea(l ����Rate Ain4yst
Philip Severson, RE.
Sti����qaoirt Staff (as rieeded)
Administrative Staff, Drafters, and Technicians
��D ii�,�",,)j e c t 'V� a ii ageir
Chris J. Ulm, P.E., Senior Associate, will serve as Project Manager for this project.
Located in our Joliet office, Chris has been with our firm for more than 20 years and
currently serves as the Assistant Director of Operations. He also led the office's water
and wastewater departments for more than 13 years. Chris has either managed or
reviewed every water system study prepared by Joliet office staff. His experience is
highlighted by water system modeling, planning, and design efforts in Niles, Glencoe,
Streamwood, Joliet, Highland Park, Schaumburg, Downers Grove, Channahon, Monee,
Braid,wood, Wilmington, Decatur, and Romeoville, Illinois. Additionally, he managed
water and sewer rate studies for Elgin, Illinois, and the Fox River Water Reclamation
District. As Project Manager, Chris will be responsible for communication and project
administration from start to finish. He will be heavily involved in the project and will be
responsible for seeing that the Village's needs are met, keeping staff inforrned as the
project progresses, and making sure the Village is satisfied with the workwhen it is done.
We are
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A S S 0 C � Al E�S,
ea(i
Ject
Timothy J. Scholz, P.E., will serve as the Lead Project Engineer for the water system
model and report portion of the project. Tim has been in the Joliet office for nearly 13
years and has gained considerable experience in performing studies and designing water
system components for various projects in Joliet, Schaumburg, Highland Park, Downers
Grove, Northbrook, Huntley, Channahon, Romeoville, and Rockford, Illinois.
Tim has worked on water system studies and evaluations in many municipalities, such as
Downers Grove, Schaumburg, Streamwood, Morton Grove, Highland Park, Joliet,
Romeoville, Channalion, Lockport, Crest Hill, Monee and Braidwood, Illinois; and for
private entities, such as Clarendon Water Company and Great Northern Utilities, Illinois,
and Indiana Water Services, Indiana.
Tim has prepared basic and advanced water model training materials and has trained
personnel in Schaumburg and Joliet, Illinois, in the proper use of water models. He has
given award winning presentations to Illinois Section AWWA on the subject of water
models and their applicability to maintaining water quality in a municipality's
distribution system.
QtA4,fl ��ty coirrtir�','fl ["Eiric ir'ioeii . ........... Wateir, Systeinni Vlk�,d6�
Justin R. Bilskemper, P.E., will serve as the Quality Control (QC) Engineer for the
water system model and report portion of the project. Justin received his bachelor's
degree in civil engineering from the University of Wisconsin -Platteville and has gained
considerable experience in water system master planning, groundwater treatment and
pumping design, and computerized water system modeling in his 12 years with our firm.
Justin has worked on many of our water distribution modeling and system evaluation
projects, including more than 30 full-scale studies and evaluations, and dozens of
smaller modeling projects. His extensive experience includes steady state, EPS,
available fire flow, and water age modeling to evaluate distribution system hydraulics
and improvements needed for current demands and future growth scenarios. Justin will
utilize his experience and technical expertise to complete the QC reviews at designated
points throughout the planning process. Justin brings to the project team the level of
relevant project experience required to be a Technical Advisor and QC Engineer.
ead Rate Ain4pit
Philip B. Severson, P.E., has a B.S. in Civil/Environmental Engineering from the
University of Wisconsin -Madison and will serve as the Lead Rate Analyst. Phil has
8 years of experience and is a registered professional engineer in the state of Wisconsin.
Phil is an experienced engineer in our wastewater group and has significant experience
both with completing rate studies and with wastewater design and facilities planning. He
also has completed facilities plans and condition assessments for Glenbard Wastewater
Authority and Moline, Illinois; as well as Algoma, Manitowoc, Marathon City, Chippewa.
Falls, and Ashland, Wisconsin.
For rate studies, Phil has specifically led projects with both sewer and water components.
He has completed rate and utility financial studies for the Fox River Water Reclamation
District (FRWRD), City of Elgin, Illinois, and Chippewa Falls, Wisconsin. Phil has also
managed the annual rate study updates for Marshfield, Wisconsin, where he reviews
wastewater rates and effluent reuse rates. Additionally, Phil has reviewed water and
sewer connection fees to cover existing and future capacity requirements for Bristol,
Wisconsin.
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A S S 0 C � Al E�S,
(")� '��Y Coi"rti"o�� �'� , "I g 11, 11"1 ee 11 . ........... "I"cite", Stt,�dy
Troy W. Stinson, P.E., Senior Associate ' has B.S. and M.S. degrees in Civil and
Environmental Engineering from the University of Illinois. He has 26 years of experience
with our firm and is a registered professional engineer in Wisconsin and Illinois. Troy has
been the QC Engineer or Project Manager on a number of our larger wastewater facilities
planning, design, and construction observation projects for communities and agencies
serving populations of 1,000 through 100,000 on projects ranging in cost from $20,000
through $54 million. Some of these projects include Bensenville, Moline, Mount Morris,
Dixon, Sandwich, Rochelle, Glenbard Wastewater Authority, Washington, Joliet, the
Kankakee River Metropolitan District, and Galena, Illinois.
Troy has managed or provided QC for a number of our sewer rate studies, including
those for Fox River Water Reclamation District (FRWRD), Galena, Sandwich, Dixon,
and Rochelle, Illinois, and Redgranite, New Glarus, Dodgeville, Horicon, and
Milton, Wisconsin. Because he routinely manages the design and construction -related
services of large-scale wastewater improvements, he also knows where to took for
potential operational inefficiencies that, if adjusted, could result in savings.
QC measures provide minimal construction issues and change orders.
To promote quality on our projects, we have developed a QC program that focuses on
applying quality peer review at certain stages of the project. We understand that quality is
not defined by end -of -the -line checking. During project scoping, a Project Management
Memorandum (PMM) is issued that describes the individual QC plan for the project. This
plan identifies the Key QC Engineer who is responsible for critiquing the plans,
calculations, and design reports, at critical stages throughout the project, for technical
adequacy, constructability, and conformance to project objectives. The Key QC engineer
is experienced with projects of similar scope and has knowledge of the project elements,
but is not typically part of the project team. This enables the Key QC Engineer to provide
an objective perspective when reviewing the work. By assembling the QC plan early in
project scoping, all team members are aware of the stages at which quality reviews will
take place and can plan accordingly. At design completion, the Key QC Engineer signs
the QC plan, indicating that all reviews have been completed.
. . . . . . . . . . . . .
. . . . ...........
By adhering to the above practices, we have been able to provide quality engineering
work and projects that are within budget, meet client goals, and are on schedule.
Fi"oy 2E3 yea's d
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Chris J. Ulm. P.E.
Senior Associate
0 Water Treatment
9 Water Loss Audits
Ground and Surface Water Supply and
Treatment including feasibility studies, design
studies, pilot studies, design and construction
administration for iron and manganese removal,
zeolite softening, aeration, VOC removal, radon
removal, radium removal, corrosion control,
taste and odor control, chemical room
renovations, chemical and UV disinfection, and
intake structures.
Water System Studies including computer
analysis, demand and trend analysis, supply and
storage evaluations, facility evaluation,
efficiency analysis, alternative development cost
impact evaluation, and capital improvement
program development. Systems include surface
water and groundwater supplies with and without
elevated storage facilities. Certified Vulnerability
Assessor using AWWA Sandia Labs RAM-W
methodology.
Studies include development of pipeline
replacement prioritization plans to rank
probability of failure and consequences of
failure, and to develop a recommended order of
replacement. Matrices were used to evaluate a
multitude of factors that were weighted and
scored to develop a clear graphic showing need
and areas needing focus.
Storage Facility Design including design
studies, material selection, layout, and
preparation of drawings and specifications for
new facilities and rehabilitation of existing
facilities. Facilities include elevated and ground
storage, constructed of steel, concrete, and
precast materials.
Water Loss Audits including studies on meter
accuracy, impacts on unaccounted-for flows, and
improvement analyses for automated meter
reading implementation. Water loss and water
audits include an analysis of revenue and non-
0 Water System Studies
0 Rate and Financing Studies
0 Storage Facilities
revenue water using AWWA M36 audit process
and analysis approach. Assisted water supply
systems with completion of the audit and
supplemental processes such as LM02 submittal
and system specific water loss studies.
Rate and Financing Studies including project -
specific impacts to rate structure, comprehensive
rate studies and recommendations, and analyses
of possible funding mechanisms. Study approach
includes use of AWWA practices for water rates,
fees, and charges, as well as development of
interactive spreadsheets for rate and fee analysis.
• American Water Works Association
• Recipient of Illinois Section American
Water Works Association 2008
Volunteer Appreciation Award
• Education Committee Chair 2006 —
2011
• ACE 2010 Facility Tours Committee
Chair 2007 — 2010
• ACE 2016 Facility Tours Committee
Chair 2014 — 2016
• Illinois Section AWWA Trustee at
Large —2013 and 2014
• Illinois Section AWWA Vice Chair
2015
• Illinois Section AWWA Vice Chair
2016
• Illinois Section AWWA Vice Chair
2017
• Illinois Potable Water Supply Operators
Association
YEAFM OF EXNERIEN
21
Y 1����ARS W1 1 1 1 ��F I ��R ��M
21
l,,,,�JDUCA I IGN
B.S. Civil Engineering —
Bradley University, Illinoi�
1996
REGIS I 11A 1 1014
Professional Engineer in
Illinois and Indiana
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FPacket Pg. 215 1
Timothy J. Scholz, P.E.
0 Water Treatment Facilities Design
9 Construction Engineering
Water Supply Engineering experience includes
water tank and tower inspection procedures;
water tower design; well design, testing, and
production investigation; emergency
interconnect siting and design; booster station
design; treatment plant analysis and design
including hydrous manganese oxide (HMO),
conventional surface water treatment plant and
groundwater pressure filtration analysis and
design; distribution system modeling, testing,
and analysis; comprehensive system studies;
water quality reports; funding (SRT loan and
grant) acquisition and construction observation.
Water System Studies and Master Plans for
communities include distribution system
computer analysis, demand analysis, storage
capacity analysis, supply capacity analysis, and
facility improvement evaluations. Systems have
included surface water and groundwater
supplies. Energy efficiency analysis for
communities includes review of pumping and
related equipment and computer analysis.
Computer analysis of water distribution
systems has included data collection, creation
and calibration of water system models, fire flow
and C-factor tests, water main sizing, water age
and chemical dispersion analysis, surge analysis,
well, interconnect and elevated tank siting using
WaterGEMs, and LIQT computer modeling
programs. Experience includes steady state and
extended period modeling of distribution
systems.
Water System Studies and Master Hydraulics and System Analysis
Planning
sewer, storrn sewer, deep rock wells, and force
main. Water storage experience has included
climbing and inspecting elevated tanks,
reservoirs, and hydropneumatic storage tanks
prior to, during, and post construction,
repaint/repair, cellular antenna installation, and
construction projects.
Flow Metering and Data Analysis experience
includes installation, maintenance, removal, and
data analysis of area velocity flow meters in
sanitary sewer and combined sewer applications.
Data analysis includes quality control and
characterization of dry weather flows and wet
weather flows.
S
WaterGEMS and GIS — How to Streamline
Your Model, Chicago Metro Chapter
APWA Annual Meeting, Schaumburg,
TI linois, June 2010
Monitoring the Health of your Well and
Pumps, ISAWWA Annual Convention,
Springfield, March 2015
A�%���') �!R COG N 1 1014
0 American Society of Civil Engineers
0 American Water Works Association
0 Mid -Central Water Works Association
Construction Engineering experience includes o 2015, Secretary
surveying staking, observation, and project o 2016, Treasurer
administration for water treatment plants, well o 2017, Vice President
and well house projects, water main, sanitary o 2018, President
'fl'""�ARS OF
13
'Cl����ARS W1 I I I ��F I ��R ��M
13
l,,,,�DUCA I IGN
B.S. Civil Engineering and
Environmental Engineerin�
Bradley University, Illinoi�
2005
��R 1111 11� G I S I ��RA 1 1014
Professional Engineer in
Illinois
C
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2013 Illinois Section American Water
Works Award E.D.U.C.A.T.E. Award
F—
Packet Pg. 216 1
Justin R. Bilskemper, P.E.
0 Water System Master Planning
9 Wellhead Protection Planning
Water System Studies and Master Plans for
communities include distribution system
computer analysis, demand analysis, storage
capacity analysis, supply capacity analysis, and
facility improvement evaluations. Systems have
included surface water and groundwater
supplies. Energy efficiency analysis for
communities includes review of pumping and
related equipment and computer analysis.
Computer Modeling of water distribution
systems, including collection of field data such
as fire flow testing, C-factor testing, and field
capacity testing of pumping equipment, model
creation and calibration, sizing new sources of
supply and storage, analysis of water main
extensions, and evaluation of water systems for
fire flow and service area pressure using
KYPIPE, WaterCAD and WaterGEMS computer
modeling programs. Experience includes steady
state and extended period modeling to determine
hydraulics of distribution systems, water -age
problem areas, and optimal pumping facilities
energy efficiency. Completed projects include
more than 30 full-scale studies and evaluations
for communities.
Well Design for deep rock wells, including
aquifer analysis, capacity evaluation, design and
construction observation, pump design, test well
drilling, alignment testing, pump testing, and
well rehabilitation.
Wellhouse and Treatment Design for
groundwater systems includes site layout,
grading, process piping arrangement, pump
design and analysis, and iron and manganese
removal through pressure filtration.
Water System Computer Modeling Well Drilling and Treatment Facilit
Design
Wellhead Protection Planning experience
includes water system background information,
regional aquifer characteristics, potential sources
of contamination, and management plans and
strategies to protect and sustain drinl<ing water
quality.
American Society of Civil Engineers —
Southwest Branch Board
0 2006 — 2014, Scholarship Committee
Chair
0 2008 — 2011, Secretary
0 2007,2009,2010,2012,2013,2015,
2017 Conference Planning Committee
o 2011 — 2014, Younger Member
Executive Committee
o 2012 — 2016, Director
American Society of Civil Engineers —
Wisconsin Section Board
0 2011 — 2014, Director -at -Large
0 2015 — 2016, Vice President
0 2016 — 2017, President -Elect
0 2017 — Present, President
American Water Works Association -
Wisconsin
YlIIIIIARS OF
12
'Cl����ARS WI I I I PHRM
12
1���]IHJCA I IGN
B.S. Civil Engineering —
University of Wisconsin -
Platteville, 2006
REGIS I RA I ION
Professional Engineer in
Wisconsin
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Philip B. Severson, P.E.
• Wastewater Treatment Planning,
Design and Construction
• Asset Management
Water and Wastewater User Rate
Development experience includes the City of
Marshfield, Wisconsin, annual review since
2009, City of Lancaster, Wisconsin, City of
Whitewater, Village of Brooklyn, Wisconsin,
City of Chippewa Falls, Wisconsin, City of
Dodgeville, Wisconsin, Wisconsin, Village of
Waunakee, Wisconsin, City of Dixon, Illinois,
City of Elgin, Illinois, and Fox River Water
Reclamation District, Illinois.
Financial Assistance experience include Illinois
Clean Energy grants, Illinois Department of
Commerce and Economic Opportunity grants,
Community Development Block Grants,
Wisconsin Focus on Energy grants, and state
revolving fund programs in Wisconsin, Illinois,
and Iowa.
0 Water and Sewer Rate Studies
a Connection Fees
Facilities Planning experience including process
evaluations, flow and loading projections,
stringent nutrient limits, alternative analysis, and
fiscal impact analysis.
Wastewater Treatment Design experience
includes 45 mgd influent screening and
submersible pumping station design for the
North Slope WWTP in Moline, Illinois,
cogeneration system design of the biogas
microturbines and heat recovery system at the
Dubuque, Iowa, Water and Resource Recover
Center, hauled waste receiving station design for
codigestion of high strength dairy waste in the
Fond du Lac, Wisconsin, Water Pollution
Control Facility anaerobic digester.
0 Financial Assistance
Construction experience includes observation
for the $5 million Fontana-Walworth Water
Pollution Control Commission expansion
project, project manager for the $0.7 million
Lancaster improvements project, Wisconsin, and
construction administration services for
Dubuque, Iowa.
Water Environment Federation/Central
States Water Environment Association
Yll"IIARS OF
8
YEAIIS W1 I I I [�� I 1� ��M
B.S. Civil/Environment
Engineering — University c
Wisconsin -Madison, 2009
��R 1111 11� G I S I ��RA 1 1014
Professional Engineer in
Wisconsin
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Troy W.
Senior Associate
Stinson, P.E.
0 Wastewater Treatment Unit
Processes
Biological and Chemical Nutrient
Removal
0 Project Financing
0 Rate Studies
Capital Improvement Planning, Funding, and
Rate Study experience includes project
management and quality control review for Fox
River Water Reclamation District (FRWRD),
Galena, Sandwich, Dixon, and Rochelle, Illinois,
and Redgranite, New Glarus, Dodgeville,
Horicon, and Milton, Wisconsin. Troy has
extensive long-term capital planning experience
including project management for the Town of
Salem Sanitary Utility Wastewater Master Plan
that evaluated the general condition of the
wastewater treatment facility, collection system
and 26 pumping stations, prioritized and ranked
several projects, and provided a cash -flow
analysis spreadsheet model for District staff to
build reserve funds and plan for future projects.
CSO/SSO Systems experience includes project
management, quality control review, peak excess
flow treatment, and blending. Troy's project
management CSO/SSO/peak excess flow -related
projects include:
City of Joliet, Illinois
Glenbard Wastewater Authority —
Glen Ellyn, Illinois
City of Dixon, Illinois
Wheaton Sanitary District — Wheaton,
Illinois
Fox River Water Reclamation District —
Elgin, Illinois
Municipal Wastewater Treatment and
Conveyance experience includes planning,
design and construction phase services on
wastewater treatment facilities. Specific areas of
expertise include biological treatment systems,
aeration system design, biosolids digestion and
handling systems, and wastewater treatment odor
control, computer modeling for process analysis,
control, and design. Experience in permit
assistance, industrial pretreatment and local
0 Odor Control
Solid and Hazardous Waste
Management/Industrial Pretreatment
limits evaluation, and pumping station and
collection system review and evaluation.
PRI ]ICA 1 1014S AW�)
I A I IGNS flPautial 1 Is,fiing)
Dynamic Utility -Consultant Collaboration
Transforms Noncompliance Concerns into
Comprehensive Master Plan for the City of
Moline, Illinois, Presented at WATERCON
Total Water Conference 2015, Springfield,
Illinois.
Combined Sewer Overflow Long -Term
Control Plan, City of Joliet, August 2009
Lornbard Combined Sewage Treatment
Facility Public Information Meeting, Village
of Lombard, August 2007.
Stinson, T.W., "Taking the Mystery Out of
Troubleshooting and Enhanced BPR
System", Illinois Water Environment
Association, 28th Annual Conference,
March 2007.
0 Illinois Association of Wastewater Agencies
0 Illinois Water Environment Association
Water Environment Federation/Central
States Water Environment Association
Wisconsin Wastewater Operator's
Association
WEF Ten States Standards Review
Committee
YEAlZS OF EXNERI�EN
26
Y 1,,,,,�ARS W1 1 1 1 ��F I ��R ��M
26
E[MCA I 0M
M.S. Civil/Environmental
Engineering — University c
Illinois, Champaign, 1992
.S
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Engineering — University c �;
Illinois, Champaign, 1991 04
Z,
[ZEGlS I ��R�A I 0N
Professional Engineer in
Wisconsin and Illinois
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A S S 0 C � Al E�S,
Project Schedule
Project Schedule Provides Frequent Village Interactions to Provide
Valuable Input and Eliminate Surprises
Our proposed schedule for each major task of the project is shown below. This schedule
Oilw very
was developed with several considerations in mind. First, we need to get field-testing
completed early, once the winter weather breaks. Second, we want to allow time for
wfll .),etu
Village review of documents, and worl< shop meetings to discuss with the Village and
"riieet, Mth VH1wj.e sta,[H�
gather input. Finally, we want to get the water main replacement analysis completed prior
ii id, c# �11ect 11 1[ e e I Y/
to the June Board meeting so we have compelling data to present at that time.
V��11age.
As the schedule indicates, the rate study can accomplish a few tasks early on in the
process, but much of the rate and fee analysis will need to wait until the water modeling
efforts reveal the improvements needed and their associated costs, which the proposed
rate structure will then need to cover.
.-A APO J.", J.1y
S11 -i
2 W.- Sy,tr,n St.dy S�lnd.l�
3 Kickoff Meeting & Data Gathering
I—
'r Water Dartt Analyll,
5 Purrping and Starage Capacitv Analysis
100
6 Fir a Hrdrart Fl— Ta,tr,g and An,aly
7 Water Modell Cneation arid calibratior
8 Model Calibration Meeting
9 Wat, r Me 1, R ophr—riat A in.ly,!,
to lAsIng ',later 1,1t11 fiotll,�Il
11 Aftend8oard
IN
12 Futurr,Syttem modeling Atall
mm/,
13 syste"I modefingmawltsImmeUrig
24 Draft Reportarid CIP Prep—tion
Draft Report Subi mid Meeting
26 Fina[ Irmi add Cl P
1B
19 Water and Sewer Rate and Fee Study
2D Kickoff Meeting & I Gathering
21 Benhrr,ark An.IWI,
22 Devlop Preliminary RevenLo,
part. nnnern, add Rate SpireenhheO
23 Incairp—tia Water Study findings
2� Urrt� Of SaHeLe
11 C.1t of Sera— Analyn,
26 C-y- Th—li Raire St—WIV,
. ......
27 F,�.at. i of at. and fee t,rict., a�
oc pared to n—tor,go and —1, flow
c"ely
29 Da,el.p Rate Model Sp—dAti.ak
6 ..........
29 E-luate Conro,ctlor, IF— and Service
ch%cs
30 Readew prellaftaryfindings with Village
321 Incorporaln of findings into a &aft report
3 Draft Report S.Imnttal and Meeting
33 Fonal Roport and Fol-Inleridarti-I
Internal, corporatewide scheduling system proves availability of key project
team members.
Our record of meeting agreed upon project schedules is excellent, as our references can
attest. We have also provided the extra effort necessary to meet tight and unanticipated
timeframes and funding deadlines. Based on our computerized, corporate -wide scheduling
system, we can make commitments to project schedules because we know the current
workload of every employee each month for several years out, and we closely monitor the
progress of each project.
Ctui,i,eii t t,,, Wo ii,, irr, �� oad a ri d Ava �� �� a [3 �� �� �� ty
Our engineering team is available to begin immediately and can easily accommodate the M,�..ii, ��s
Village's project schedule. In addition, the team's degree of availability exceeds our ��iinirrie� �fl�al,,Oy avaH4ble
anticipated level of effort needed for the project and, therefore, we have ample capacity $,o W0111< 11 Ill
for unforeseen changes in scope. �p ir t,:,�,J e c �,,
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A S S 0 C � Al E�S,
Our firmwide scheduling system indicates that the tearn members will be available to work
on the project throughout its duration. Our scheduling system is reviewed biweekly and
updated monthly by our Project Managers so we are confident that this team will remain
available to work on this project. These multiple reviews provide our Project Managers
with the information necessary to meet changing project conditions on a staff member -by -
staff member basis. Our system also give us confidence when scheduling multidiscipline
team members. The scheduling system provides demonstrable proof that for the duration
of a project, we have arnple capacity with the selected team members.
In reviewing our team's current commitments, we are confident in our team's availability
to meet the Village's project schedule, as substantiated by the graph below.
100%
9(YYI"
8 ( M
70%
60%
5 Vx
el' 40%
3 C M
20X
109/1
nov
IMIar-18
Project Team Availability
Jun-118 Sep-18 D:ec18
Month
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Proven task schedule and budget management methodology will result in a
cost-conscious, expeditiously completed project.
A successful project not only yields completed facilities that serve their intended function,
but also is a project that is completed effectively, on time, and within budget. Most
projects have time constraints of a fiscal nature or are established by permit regulation or
order. Regardless, these time constraints must be met. Our projects are managed using an
integrated system of task and budget management employing the following steps:
Proper Assignment of Personnel — Assigning qualified, experienced, and motivated
staff to important project tasks is the first step in budget/task management. We pay
close attention when assembling our project teams to assign qualified, available
personnel for each given task.
Detailed Work Plan Development — Prior to the start of a project, the Project
Manager prepares a Work Plan that includes the major project tasks, their manpower
and other resource requirements, their duration, and their interdependence with other
project work. Budget allocations are then made for each task based on the overall
budget and task requirements.
Obtain Village Input — As our client, we will obtain the Village's input relative to the
tasks and level of effort prior to proceeding. A computerized budget/task management
system is created to aid the Project Manager in adhering to task budgets and schedules
as the project proceeds.
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Effective Staff Management — As the project proceeds, the Project Manager works
with the assigned staff to make sure they have the inforination required for the task
and are proceeding in a satisfactory manner. This enables the Project Manager to
provide the needed support or make other adjustments, as needed, for a quality project.
Tracking of Performance Indicators — The Project Manager, on a monthly basis,
compares the time budgeted for the assigned staff with the actual number of hours
spent, as well as compares schedule requirements with the budget spent. This review
enables the Project Manager to identify problems early and make needed adjustments
to keep the project on track and within budget.
Effective Client Communications — We fully recognize the client as part of our
team. Throughout the project, the Project Manager maintains contact with the client
to obtain input on task requirements and performance of the project team. Only with
an understanding of Village objectives and integration of Village ideas can we
achieve a successful project.
Adherence to Standardized Quality Control Program — We have a standardized,
in-house quality control program to make sure that all projects are reviewed for
quality. The quality control program begins with a memorandum that defines who the
quality control person is and establishes milestones for an independent review of the
work products as the project progresses.
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Project Fee/Level of Effort
Project Effort Reflects Our Efficient and Effective Approach to Delivering
a Calibrated Water Model, an Updated Water System Study, and a Rate
Study
We have spoken with the Village several times regarding this project and carefully
reviewed the suggested scope and the associated level of effort to implement the project
outlined in the RIP efficiently. The table on the following page shows our anticipated
hour -task breakdown per task for the Scope of Services presented in the Project
Approach section. There is also a fee breakdown per task associated with the Scope of
Services. These fees are based on the proposed hours per task and the rates for the
specific project tealn members presented in the Project Team section. The rates shown
are the current rates for those individuals and are subject to adjustment in July 201 S.
ras�< �ot� ��ir Birea�<fic�wirii
The following table shows our anticipated task -hour breakdown for the Scope of Services
presented in the Project Approach section. Hour subtotals for the major portions of the
project are shown above each detailed breakdown.
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Water System Model
..........
4
43
140
0
12
6
8
213
• Administration/Project management
4
26
6
36
• Meeting — Kickoff and data gathering
8
6
2
16
• Demand and future growth analysis
2
20
2
2
26
• Pumping and storage capacity analysis
12
1
13
• Water model creation and base testing
30
2
4
36
• Field hydrant flow testing
24
1
25
• Steady state and EPS model calibration
1
48
4
53
• Meeting — Model calibration
6
2
8
Water System Study
0
20
198
0
16
12
16
262
• Current day modeling
12
1
13
• Future growth modeling
20
1
21
• Village requested modeling
24
2
26
• Meeting — Model results and
improvements
6
2
8
• Adjusted model simulations
6
6
• Water main replacement analysis
4
80
4
4
92
• Draft report and CIP
1
40
6
6
8
61
• Meeting — Draft report
8
8
• Final report and CIP
1
16
2
2
6
27
Meeting — Review Presentations
0
21
17
186
13
0
16
253
• Meeting — Kickoff and data gathering
2
2
16
2
22
• Benchmarking analysis
10
1
11
• Revenue requirements
20
20
• Units of service and growth review
1
2
14
17
• Cost of service analysis
1
2
24
27
• Rate design and rate alternatives
20
2
22
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• Rate impacts and cash flow
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1
32
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34
• Electronic rate model and training
2
16
18
• Meeting — Review findings
6
2
4
12
• Draft report
1
6
20
6
8
41
• Meeting — Draft report
8
4
12
• Final report
1
2
8
2
4
17
Connection Rate Study
0
1
2
28
4
0
0
35
9 Water and sewer connection fees
1
2
28
4
35
Board Presentations
0
30
10
10
6
2
6
64
• Draft presentation preparation
1
8
8
4
2
4
27
• Meeting — Review presentations
8
8
• Final presentation preparation
1
2
2
2
0
2
9
• Meeting — Review presentations
20
20
Total Proposed Hours
4
115
367
224
51
20
46
827
�� (; a �� �� k,)iu,]y Rates
Listed below are typical hourly rates for each staff classification. These rates are updated
annually on July 1. There may be some time required by staff members other than those
shown in the Project Team section.
Principal
$270 to $350
Project Manager
$105 to $234
Project Engineers/Rate Analysts
$89 to $125
Engineering Technicians
$45 to $125
Office Production
$85 Average
Pir(,,)Je(,',,,,t ���:'ee St,��ii ri rii a ir y
Based on the task -hour estimates shown above and the rates of our project team
members, the following is our fee for the Village's Water Modeling and Rate Study
project. Fee subtotals for the major portions of the project are shown above each detailed
breakdown. Direct expenses were also added to each task item.
Water System Model
$32,940
• Administration/Project management
$6,920
• Meeting — Kickoff and data gathering
$2,810
• Demand and future growth analysis
$3,790
• Pumping and storage capacity analysis
$1,780
• Water model creation and base testing
$5,090
• Field hydrant flow testing
$3,430
• Steady state and EPS model calibration
$7,590
• Meeting — Model calibration
$1,530
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Water System Study
$38,180
• Current day modeling
$1,850
• Future growth modeling
$3,000
• Village requested modeling
$3,700
• Meeting — Model results and improvements
$1,530
• Adjusted model simulations
$870
• Water main replacement analysis
$13,310
• Draft report and CIP
$8,290
• Meeting — Draft report
$1,770
• Final report and CIP
$3,860
Meeting — Review presentations
$36,180
• Meeting — Kickoff and data gathering
$3,220
• Benchmarking analysis
$1,530
• Revenue requirements
$2,590
• Units of service and growth review
$2,290
• Cost of service analysis
$3,650
• Rate design and rate alternatives
$3,120
• Rate impacts and cash flow
$4,520
• Electronic rate model and training
$2,380
• Meeting — Review findings
$1,940
• Draft report
$5,980
• Meeting — Draft report
$2,230
• Final report
$2,730
Connection Rate Study
$4,820
e Water and sewer connection fees
$4,820
Board Presentations
$11,510
• Draft presentation preparation
$3,880
• Meeting — Review presentations
$1,770
• Final presentation preparation
$1,370
• Meeting — Review presentations
$4,490
Total Proposed Fee
$123,630
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VILIAGE OF
BU kTA LO GROVE
TO:
DANE C. BRAGG, VILLAGE MANAGER
FROM:
MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
SUBJECT:
WATER MODELING AND RATE STUDY
DATE:
FEBRUARY IS, 2018
11
As part of the 2017 Strategic Plan, Public Works was charged with the task of evaluating the current
water service connection fees. Pursuant to this, Public Works staff performed a cursory review of the
history of the subject fees and related water system study documentation to determine the next
steps and feasibility of undertaking such an effort. With the exception of water meter fees, and, to a
much lesser extent, water connection fees, the overall fee structure related to water & sewer
connections has not changed since 1975. Accordingly, the Village's 2018 Strategic Planning
document was amended to include a much broader water rate study. This study would evaluate all
aspects of the water system and provide a more holistic long-term approach to funding, fees and
capital planning.
In January 2018, the Village issued a Request for Proposals (RFP) to complete a water model and rate
study. Staff received proposals from AECOM Technical Services, Inc. (AECOM) and Strand Associates,
Inc. (Strand). The decision to request proposals from these two firms in particular was generated
from the results of the Request for Qualifications for all Engineering Services completed from August
2017 to December 2017 by a committee comprised of Public Works, Engineering and Community
Development staff.
Strand's experience and expertise was strongly reinforced in their proposal showing clear ties to the
Village of Buffalo Grove along with new and unique perspectives. Given the variables requested for
consideration in this model a perspective without influence of past work in the Village will provide
the most inclusive review. Strand adhered to the emphasized consideration placed on water main
replacement analysis from the proposal request. Their approach and associated time commitments
to the work demonstrate the type final product staff anticipates from the work. The replacement
analysis coupled with the Capital Improvement Planning and rate study will provide a comprehensive
approach to water and sewer system asset management for the next 50-100 years.
The work for this professional service contract is expected to largely be completed in 2018. Some
revisions and communication may go into 2019 based on staff and Village Board's input near the end
of 2018.
Based upon our review, staff recommends approval of the Strand contract in an amount not to
exceed $123,630.00, pending legal review.
I Packet Pg. 226 1
Action Item : GHA Construction Management
Recommendation of Action I
............ § ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
taff recommends approval.
Staff seeks authorization to execute an agreement with Gewalt Hamilton Associates, Inc. for resident
engineering and construction staking services in an amount not to exceed $190,344.
ATTACHMENTS:
0 GHA—Proposal (PDF)
* 201 8—Co nstru ctio n_E n g i nee ri ng_Consul ta nt—Seclection_B rief (PDF)
* Request—For—Proposal_GHA (PIDF)
Trustee Liaison
Stein
I Monday, February 26, 2018 1
Staff Contact
Kyle Johnson, Engineering
Updated: 2/22/2018 12:48 PIVI
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February 2, 2018
Mr. Kyle Johnson
Civil Engineer 11
Village of Buffalo Grove
50 Raupp Boulevard
Buffalo Grove, IL 60089
Re: Proposal for 2018 Street & Utility Improvement Project
Construction Engineering & Construction Staking
Village of Buffalo Grove
GHA Proposal No. 2018.CS013
Dear Mr. Johnson:
r I f, T HAM
L ARI GEWAL
I ASSOCIATES, INC.
C 0 N S U LT I N G E N G I N E E R S
625 Forest Edge Drive, Vernon Hills, 11, 60061
TEi, 847.478.9700 N FAx 847,478.9701
www.gha-engincers.com
Thank you for requesting a proposal from Gewalt Hamilton Associates, Inc. (GHA) for the 2018 Street and Utility
Improvement Project. As the design engineer for these improvements, we are invested in the successful
implementation of the project.
Resident Engineering will be provided by Lucas Deferville, who has successfully managed dozens of roadway and
water main improvement projects in the Villages of Riverwoods and Northfield. With 15 years of hands-on
construction experience, Lucas is highly respected by contractors for his ability to competently balance project
objectives and requirements with actual field conditions. He is well -liked by municipal staff and residents for his
personable demeanor, timely responses, and exceptional communication skills. He will be a tremendous asset to
the Village on this important project.
Combined with our specific knowledge of this year's improvement project, our previous experience constructing
roadway and water main improvements for the Village, and the expertise of our staff, we are confident that Gewalt
Hamilton is best positioned to deliver a successful project for the Village of Buffalo Grove.
We look forward to working with the Village to implement these critical infrastructure improvements. Should you
have any questions regarding our submittal, please feel welcome to call or email us.
Sincerely,
Gewalt Hamilton Associates, Inc.
Leo X. Morand, P.E.
Associate/Senior Engineer
Imorand@gha-engineers.com
Direct: 847-821-6292
Af,
Todd P. Gordon, P.E.
Director of Construction & Survey
tgordon@gha-engineers.com
Direct: 847-821-6218
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Table of Cantents
Section I
�l
Overa�hd� Cost
Section 2
Res�dervt " �1 g �� '�rieke r,, , �,11 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 1111 Ili, ii ii ii ii ii ii ii ii ii ii ii ii ii ii ii 11 3
Section 3
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Section 4
�Ratesiii ii ii ii ii ii ii 11 113
Section 5
Scqpe (.),f Serv�tes I., V"""')
Section 6
111
Q il,j a if ��� c a It ��� o n si S ta Ite riri col r�� It ii ii ,I, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III, III III, III, III, III, III, III, III, III, III, III, III, III, III, III,
I Packet Pg. 230 1
Section I
�q Overa�hd� ect Cost,
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Section I
N ��i Ovei,41 Diroject Cost
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
CE VI
$174
� CE IV
$170
CE III
$150
CEJI 1
$1 5
LS IV 2
$142
LS112
$118
ETV
$170
�ETIV
$126
Total
Hours
Fee
g )'N & ("OG�R��)�NA ON
Prepare preconstruction agenda &
minutes
2
4
6
$844
Attend Preconstruction Meeting
4
4
4
12
$1,784
Review shop drawings, schedules, &
contractors
2
2
12
16
$2,152
Layout proposed curb patches
20
20
$2,520
Design and limits layout of ADA
corners
2
2
8
2
32
46
$6,260
1. Category Subtotal
2
10
14
0
0
0
2
72
100
$13,560
C () ��4 S �ZLJGI K)N O���'ll,�'oS���'ll,��"I'�����VA ON & ��M ��q A 0 ��q
Full -Time construction observation
8
16
235
16
500
775
$96,857
Conduct weekly progress meetings
40
52
92
$13,352
Create a photo log
16
16
$2,016
Maintain daily documentation
65
66
131
$15,791
Prepare pay estimates and
recommend to Village
4
16
20
$2,696
RFI & Plan Clarification
20
40
60
$9,400
11. Category Subtota�l
8
80
40
300
0
0
16
650
1094
$140,112
C 0 ��q S K� ON S A U ��q G
Allowance
0
$7,500
111. Category Subtotal
0
0
0
0
0
0
0
0
0
$7,600
V. ��iIUNOI'Ifl �s
Final walk through and punch list
coordination
12
160
172
$22,200
IV. Category Subtotal
0
12
0
0
0
0
0
160
172
$22,200
Review As -Built Drawings
1
8
9
$1,178
Coordinate final quantities with
contractor
2
1
12
15
$2,030
Final quantity breakdown by road
2
2
$252
Restoration inspection & coordination
12
12
$1,512
V. Category Subtotal
2
2
0
0
0
0
0
34
38
$4,972
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54
300
0
0
18
"16
1404,
$188,344
Reimbursable Expenses $2,000
1`01`1 A ��i ��i X�1113UR '190,341,
1 The standard rate for a CE I is $120/hr. We have provided a reduced rate for this staff category as a courtesy to the Village.
2 Construction layout will be completed by a Land Surveyor 11 with oversight provided by a Land Surveyor IV. We are comfortable with the
provided $7,500 allowance for this service.
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Section 2
�ieskieril i,�� "111glIllic"IN,
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
EdUCiltion
Bachelor of Science Construction
Management, Western Illinois
University, 2005
IDOT Pavement Maintenance
3/6/2007
IDOT MUTCD Training 4/13/2006
L ixas J. Delbri/Ifle
E'tigineering Technician IV
Gewalt Hamilton Associates, Inc.
847-821-62011 Ideferville@gha-engineers.com
Exj)erpence
Lucas J. Deferville is a Senior Construction Engineer with over 15 years of experience in
construction observation, documentation, material testing, construction layout and staging, and
project administration. He has served as field engineerfor a variety of municipal, state, and private
sector projects with responsibility for construction observation and coordination with residents,
business owners, and regulatory agencies.
North Avenue Improveinents, Village(s) of Deerheld and Bannockburn
Mr. Deferville was the Resident Engineer for the $2.5 million federally and locally funded
improvements to North Avenue in the Village(s) of Deerfield and Bannockburn. Improvements
included storm sewer, sanitary sewer system upgrades, water main, roadway widening and
reconstruction, and parkway landscape enhancements. Mr. Deferville was responsible for
construction observation in conformance with IDOT specifications and documentation, materials
inspection management, and extensive resident coordination.
fi. Rfe. 22 Adedian Enhanceirpent Projcwt, Village of I.incoinshire
IDOT ICORS & MISTIC - 2009 This federally funded ITEP project consisted of landscape enhancements to four existing grass
medians on IL Route 22 (Half Day Road). Mr. Deferville provided Phase III Construction
Prohmisiotial Regis;b-atioii Engineering for the project. Improvements consisted of installation of antique cobblestones,
IDOT Documentation of Contract ornamental perennials and grasses, and various other improvements at two east -west gateways
Quantities Certification #17-12335 to the Village. All work was performed in conformance with IDOT specifications and
1/18/21 documentation, as well as all material inspection procedures and quantity calculations.
IDOT Material Management of Capilai improveynent Programs, Village of Rivermioods
Jobsite Certified 8/21/06 Mr. Deferville continuously manages a diverse series of annual water, sewer relief, and roadway
Certified Work Zone Safety improvement projects with a combined value of over $7 million utilizing local and Motor Fuel Tax
Specialist ISMA Certification funding. The projects typically include new water main, storm sewer upgrades, sanitary sewer
#ZZ 939013/21/09 improvements, roadway reconstruction or resurfacing, and private lot inspections. Mr. Deferville
oversees all aspects of project administration including planning, bidding and construction phases
CPR and First Aid Certified 1/2018 within the community.
Lake County Designated Erosion Capihol Impr ovement Programs, Village of N(Ohlieki
Control Inspector Mr. Deferville has been the Resident Engineer for 12 water main, sewer relief, bridge, and/or
roadway improvement projects over the past several years. Projects consisted of, in general, over
Men,7beiships 4.5 miles of water main and sewer improvements, and 17 miles of various road maintenance
American Society of Civil Engineers programs utilizing local and MFT funding totaling over $11 million. Mr. Deferville was responsible
for all phases of contract administration, general layout, construction observation, documentation,
material inspection management, and extensive resident and business coordination.
Mfillowftml (FAP 305) hriproveinents, Northfieki, 11.
As part of the $27 million widening of Willow Road from IL Rte. 43 (Waukegan Road) to 1-94
(Edens Expressway), IDOT constructed over $3.5 million in Village sewer main, water main, and
landscape enhancements. Throughout the three-year construction period, Mr. Deferville served
as the Village's Resident Engineer and liaison, working with IDOT's RE, contractors, Northfield
Public Works Department, and Village residents to coordinate construction sequencing, water line
isolation, sewer construction, utility conflicts, residential and business access, and concerns and
complaints received from the public. Mr. Deferville provided regular construction progress updates
to Village staff, officials, and residents, and verified pay item quantities for Village -funded
improvements. He also provided notices to residents when unavoidable utility service or access
interruptions were necessary, and worked with the contractor and IDOT to minimize interruptions.
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Section 3
Suppc��ii�'fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Various GHA staff have been assigned to assist Lucas Deferville, the Resident Engineer, on this project.
Construction Inspector ...................... Julie M. Roberts, PEI
Quality Assurance / Control ............... Todd P. Gordon, P.E.
Construction Management ................ K. David Marquardt
Design Consultation .......................... Leo X. Morand, P.E. and Brian J. Wesolowski, P.E., CFM
Survey / Layout Manager .................. Jonathan F. Past, PLS
Resumes of these staff are included on the following pages.
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Section 3
Suippc��ii�,fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Edoxation
Bachelors of Science in Civil
Engineering, Minor in Leadership,
University of Detroit Mercy, 2015
Profbssioi7al Registi,,aticUl
Illinois Professional Engineer Intern
# 061.038935
IDOT Documentation of Contract
Quantities Certification #17-13149
Mlwiber.,,bips
American Society of Civil Engineers
Jidte M. R(�)betllts, PEI
Civil Engineer
Gewalt Hamilton Associates, Inc.
847-821-6276 1 jrobe�s@gha-engineers.com
Expeplens:e
Ms. Julie Roberts is a civil engineer with two years of experience in design and construction of
roadway and utility improvements. She began her career as an intern at GHA where she provided
construction oversight on a variety of municipal infrastructure improvements. Her construction
skills are supported by her design experience on roadway and highway resurfacing and
reconstruction projects. Ms. Roberts works
Beck Road lml7rovements Phase III, Ifillage off.indenhurst
Ms. Roberts was an inspector for the improvements to Beck Road between Sand Lake Road
and Grass Lake Road. These STP-funded improvements include roadway resurfacing (between
Sand Lake Road and Rolling Ridge Lane, and between Rolling Ridge Lane and Springhill
Lane); storm sewer, curb & gutter, and roadway base spot repairs; sidewalk installation; and
coordination with ComEd for light pole relocations and upgrades. Between Springhill Lane and
Grass Lake Road, the project consists of roadway widening and reconstruction; new storm
sewer and underdrains, sidewalk installation, new curb & gutter, and reprofiling to improve
drainage. Ms. Roberts was responsible for construction observation and daily project
documentation
2017 Road Progyam, Vilidge of Goll
Ms. Roberts served as the Resident Engineer for the $68,000 project. Improvements included
milling and HMA resurfacing, curb & gutter removal and replacement, and ADA sidewalk
improvements. Ms. Roberts was responsible for all aspects of construction, including
conformance with plans and specifications, schedule and budget adherence, material inspection
management, and coordination between the Village, residents, and the contractor.
2017 Bn Circle Water, Main Improvements, Village of Golf'
Ms. Roberts served as the Resident Engineer on the $63,000 water main Improvement project
in the Village of Golf which consisted of abandoning the existing water main and the installation
of approximately 180' of 8" PVC pipe and associated water services. Ms. Roberts was
responsible for all aspects of construction, including conformance with plans and specifications,
schedule and budget adherence, water main testing verification, and coordination between the
Village, residents, and the contractor.
Lake Street Phase It, Village of Grayslake
Ms. Roberts is part of the design team for this STP funded resurfacing project, which includes
sidewalk ramp and crosswalk improvements along the full project length. A portion of the project
also includes new curb & gutter and associated drainage improvements. Ms. Roberts'
responsibilities include design of sidewalk ramps for ADA compliance, calculation of quantities,
and preparation of cost estimates.
2018 Street Prograrry, Village of Schiller Park
As part of the design team for this annual improvement project, Ms. Roberts was responsible for
designing the full reconstruction of two alleys, utility coordination, calculation of quantities, and
cost estimating.
Molidor, Road Safe Routes I o School, Gamt Tcwnsh4�
For this federally funded project, Ms. Roberts was responsible for the preliminary geometric
design, preparation of cross sections, computation of quantities and preparation of cost
estimates.
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Section 3
Suppc�ii�,fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
E�, df,xadon
Bachelor of Science Civil
Engineering, University of
Wisconsin Platteville, 1990
Master of Business Administration,
Keller Graduate School of
Management, 1999
ProWsiorial Regh,.� ;ttatiori
Illinois Licensed Professional
Engineer #062-050080
Metnbersffir)s
National and Illinois Society of
Professional Engineers
American Public Works Association
— Chicago Metropolitan Chapter —
Lake Branch (2005 President)
American Society of Civil
Engineers
7111116cid P. G""' onion, PJ I",
Civil Engineer V1
Gewalt Hamilton Associates, Inc.
847-821-6218 1 tgordon@gha-engineers.com
Exj)erpence
Todd P. Gordon is a Registered Professional Engineer practicing for over 25 years as a Civil
Engineer with emphasis on municipal engineering and roadway design. Prior to joining GHA, Mr.
Gordon served as Assistant Director of Engineering for the Village of Gurnee.
Constnic0on Management
Construction engineer for a variety of roadway and infrastructure projects with responsibility for
project layout, utilities, construction observation, contract administration and client/agency
contact.
Municipai Engineering
Coordination between public and private sector projects, including reviewing engineering plans,
subdivision plats, annexation and planned development agreements and permits. Project
manager for capital funded improvements and motor fuel tax projects and assisted in the
inspection of related projects during construction. Coordinated the planning, design and
construction engineering of several municipal -level projects including street improvements, utility
planning, lighting design, sanitary sewer, water main, stormwater management and long-term
capital improvement planning.
Grass Lake Road Pedestrian Und(-npass, Linderyhiirst Park District
Mr. Gordon is the Project Manager for the Phase 1, Phase 11 and Phase III for the creation of a
new pedestrian underpass in the Village of Lindenhurst. The Lindenhurst Park District initiated
the concept to connect Wetzel Field to the McDonald Woods Forest Preserve by creating a
pedestrian passage under Grass Lake Road. This approximately $2.5 million project was funded
through an i nter-govern mental agreement with the Lake County Forest Preserve District,
Lindenhurst Park District, Lake Villa Township and the Village of Lindenhurst. It also qualified for
funding through the Safe Routes to School and CMAQ (Congestion Mitigation and Air Quality)
programs. Mr. Gordon was responsible for the design, permitting through the Lake County
Division of Transportation, project coordination, and construction management.
Washington Street & Cemetery Road hnprovements, Viliage of Gvuniee
Mr. Gordon was the Project Manager for the Phase 11 and Phase III Cemetery Road and
Washington Street Reconstruction Project in the Village of Gurnee. The project construction cost
was approximately $6.5 million which included roadway reconstruction, drainage improvements,
traffic signals, bicycle path and associated improvements for the Village of Gurnee, Warren
Township, and Lake County Division of Transportation (LCDOT). This project was partially funded
with American Recovery and Reinvestment Act (ARRA) Federal funds, with the local share
contributions from the Village of Gurnee, Warren Township, and Lake County Division of
Transportation. An important component of Mr. Gordon's tasks for this project included the
tracking of the project's funding sources and communicating each of the agencies' funding
responsibilities.
I ake Street Bridqe, Village of Libettyville
Mr. Gordon was the Project Manager for the Phase 11 and Phase III Lake Street Bridge in the
Village of Libertyville. He oversaw the preparation of engineering construction documents and
construction management services for the replacement of the bridge. Included was a multitude of
permit coordination with LCSMC, USACE, IEPA IDNR and US Fish and Wildlife and coordination
with the Structural and Geotechnical consultants.
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I Packet Pg. 238 1
Section 3
Suppc�ii�,fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
E�, df,xadon
Bachelor of Science in Construction
Management, Illinois State
University; 1990
IDOT Documentation of Contract
Quantities Certification #17 12513
IDOT Construction Material
Inspection Documentation
Union Pacific/CN Railroad
Workplace Safety Training
IDOT MUTCD Training
IDOT ICORS Training
IDOT MISTIC Training
Certified Work Zone Safety
Specialist ISMA Certification
#ZZ93908
Certified Signs & Markings
Specialist 1, IMSA Certification No.
DID 93908
CTA Rail Safety Training
Pr,t,,,)f6ss1on,a1 RegWnafkw
Lake County Designated Erosion
Control Inspector
Mer0eiships
American Concrete Institute
IMSA Public Safety
K1 DaVild Marcluardt
E'tigineering Technician V
Gewalt Hamilton Associates, Inc.
847-821-6263 1 dmarquardt@gha-engineers.com
Exj,,)erlep,�ce
K. David Marquardt is a Senior Construction Engineer with over 27 years of industry experience,
with an emphasis on infrastructure improvements. As the Assistant Director of Construction and
Survey, Mr. Marquardt is responsible for coordinating and scheduling projects with clients and
other Divisions within the firm, and provides guidance and support to field staff. Mr. Marquardt
has served as a field engineer for a variety of municipal and private sector projects with
responsibility for managing all phases of the construction project. He is proficient in layout,
construction observation, conformance with plans and specifications, schedule and budget
adherence, material inspection management, and coordination between municipalities, residents,
business owners, clients, and contractors. Prior to joining GHA, Mr. Marquardt worked for IDOT
in the Bureau of Construction on complex utility, road, and bridge reconstruction projects.
Capital Improvement Projects, Village of Skokie
Projects included watermain improvements, street lighting, and reconstruction of several streets
in the Village's TIF District. Mr. Marquardt was responsible for general layout, construction
observation, documentation, business interaction and coordination, and material inspection.
Capital improvement Projox. ts, Citry of'Evanston
Mr. Marquardt has been the Resident Manager for six water main, sewer relief, and street
improvement projects over the past few years. These projects consisted of over 26,000 lineal feet
of water main and relief sewer improvements, and various street resurfacings. Mr. Marquardt was
responsible for general layout, construction observation, documentation, material inspection
management, and extensive resident and business coordination.
Capital Improvernent Projects, Village off.incoinwood
Mr. Marquardt managed a series of annual water, sewer, and roadway programs with a combined
value of over $15 million. The projects typically included new water main, storm sewer upgrades '
sanitary sewer improvements, and roadway reconstruction or resurfacing. Mr. Marquardt oversaw
all aspects of the construction phase including general layout, documentation, and observation.
141ater Sysitern linprovement Project, Ifiliage off.incoinshire
This project involved the installation of a water transmission main from the City of Highland Park
to the Village of Lincolnshire with a cost of over $5 million. The project consisted of installing over
12,000 lineal feet of 30" PCCP and DIP water main, and also included augering 1,000 lineal feet
of 48" steel casing. Mr. Marquardt was responsible for documentation, construction observation,
and coordination with several municipalities, residents, businesses, LCSMC, IDOT, and the
Tollway Authority. This project received the 2008 APWA Project of the Year Award.
Kensington Road Reconstniction Project, Village of Mount Prospect
As the Resident Engineer, Mr. Marquardt was responsible for construction supervision and
documentation. This $3.3 million construction project involved pavement realignment, roadway
widening, and roadway reconstruction using full -depth HMA pavement. The project also included
street lighting, traffic signal modernization, extensive storm sewer installation, and earthwork. A
substantial amount of unsuitable and contaminated soils was removed from the project.
Lee St & Fleny 113t. Widening, Resurf6cing, & 7�affic,Sifjnal, City of Des Raines
This $1 million project involved roadway widening, realignment, and resurfacing improvements.
This project included the installation of a new traffic signal and street lighting, as well as removal
of contaminated soils. Mr. Marquardt was the Resident Engineer responsible for general layout,
roadway construction supervision, and documentation.
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Section 3
Suppc��iiI'fiiig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
E�, df,xadon
Bachelor of Science, Civil
Engineering, Rose-Hulman Institute
of Technology, 2002
ProWskwial Registi"atioti
IL Licensed Professional Engineer
No. 062-059505
Mef � �bershil,'*
American Society of Civil Engineers
American Public Works Association
National and Illinois Society of
Professional Engineers
III,
L eo X'111 Morand, RE1111,11".
Civil Engineer IV
Gewalt Hamilton Associates, Inc.
847-821-6229 1 Imorand@gha-engineers.com
Exj)erpence
Mr. Morand joined Gewalt Hamilton Associates, Inc. in 2001 as an intern. After receiving his
degree in 2002, Mr. Morand became a full-time project engineer focusing primarily on municipal
engineering, site design, construction engineering, and maintenance planning. Mr. Morand works
directly for numerous government agencies.
Annuai Road & Utility Improvements, Village of Bu&io Grove
Since 2013, Mr. Morand has helped the Village establish long-range goals for water main, storm
sewer and roadway budgets, and assists the Village in determining project limits as well as broad -
scale scope forfuture capital improvement projects. Mr. Morand works with Village staff to develop
budgets for Board approval, and also aids in determining funding sources, potential additional
taxes/charges on current Village water bills. Projects typically include surveying, water main
design, roadway design, roadway resurfacing, MFT funds, permitting, resident coordination, and
Resident Engineering during construction. Totaling over $8 million, the 2016 improvements were
completed in multiple phases.
Phase 1 (— $2 million) — 3,500 If full -depth roadway reconstruction; curb & gutter
replacement, ADA curb ramps upgrades; existing watermain replacement with new 8"
watermain; and existing storm sewer replacement with new 24" storm sewer.
Phase 2 (— $1.8 million) — 5,600 If full -depth roadway reconstruction; curb & gutter
replacement; and ADA curb ramps upgrades.
Phase 3 (— $4.5 million) — 9.5 miles of roadway resurfacing and reconstruction; spot
removal/replacement of curb & gutter; and ADA curb ramps upgrades.
Annuai Ca[Wal Improvement Prc4ects, Village of Barringlon
Mr. Morand has completed many design projects for the Village since 2004 and has served as
Project Manager for these programs since 2009. Work has included the design of over 25,000
linear feet of roadway reconstruction/rehabilitation with various utility improvements. The
programs typically include new watermain, storm sewer upgrades, sanitary sewer replacements
and storm and sanitary sewer spot repairs. The combined value of the seven programs is over
$15 million.
Mr. Morand served as the Project Manager for the design of 2,885 If of water main improvements
along Main Street. The project included relocating the water mains from the I DOT right-of-way to
the Village right-of-way behind the buildings, and relocating the storm sewer from under existing
buildings to the Public right-of-way. As the project limits traverse the Union Pacific Railroad (UP),
GHA worked with the UP to shift train traffic in order to limit the need for reinforced excavation
along the railroad. Construction was completed in two phases, with a large percentage of the
utility work in the right-of-way completed during nighttime construction in order to limit traffic
disruptions. The project received the APWA Public Works Project of the Year Award for
Environmental — Less than $5 Million.
Sanilaq Sewer Rej)hicement Pr'qj(-.,ct, Village of Barrington
Mr. Morand is the Project Manager for an approximately $12 million infrastructure improvement
project scheduled for 2017-2018 construction. Improvements include approximately 5,200 linear
feet of full -depth roadway reconstruction; 800' of replacement water main; new 60" storm sewer;
and new 12"-30" sanitary sewer buried to depths between 5' and 33'. The project will address
sewer surface surcharge in a key location within the Village by reducing inflow and infiltration (I&I)
and increasing sewer capacity. sanitary sewer spot repairs. GHA services include topographic
surveying and design engineering services, and preparation of permit applications, bid
documents, and specifications.
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Section 3
Suppc�ii�,fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
EdUCil,flon
Bachelors of Science in Civil
Engineering, Iowa State University,
2010
Pr,c)Wsion,al Regisf/'Z16017
State of Illinois Licensed
Professional Engineer #062-066656
Brian J, 1,AA,'.'1,so1oiAtsk1Y P.E., CFM
Civil Engineer M
Gewalt Hamilton Associates, Inc.
847-821-6235 1 bwesolowski@gha-engineers.com
Experperice
Mr. Wesolowski is a civil engineer with six years of industry experience. As a student at Iowa
State University, he began working as an intern at GHA in 2007, and joined the firm full-time
following graduation in 2010. Mr. Wesolowski's work has been concentrated on municipal
engineering and construction phase services. He works closely with clients to design capital
improvements and coordinates with contractors to ensure quality work on a variety of projects.
Mr. Wesolowski also assists with addressing issues that arise during construction.
Crawtord Avenue Watermain Replaceinent, Lincoinwood
As Project Engineer, Mr. Wesolowski was responsible for the design of 5,500 linear feet of
replacement watermain on Crawford Avenue, as well as various transmissions lines outside the
Lincolnwood pump station. The project required coordination with the Cook County Department
of Transportation and Highways to implement the new watermain with the Crawford Avenue
reconstruction project. Whenever possible, improvements were installed during off-peak hours to
help minimize service disruptions to residents and businesses.
Certified Floodplain Manager No. Annual Road and Utility Program, Barrington
IL-16-00748 Mr. Wesolowski serves as Project Engineer for the design of the Village's annual roadway
reconstruction/rehabilitation and utility improvements. The programs typically include new
watermain, storm sewer upgrades, sanitary sewer replacements and storm and sanitary sewer
Mefnbersffir,,�s spot repairs. The programs average approximately $750,000 in water main and approximately $1
American Society of Civil Engineers million in roadway improvements annually.
American Public Works Association Oakton Street and L incoln Avenue Water Again, Skokie
Mr. Wesolowski served as the Project Engineer for the design of 1,600 linear feet of water main
at the intersection of Oakton Street and Lincoln Avenue in the Village of Skokie. GHA services
included topographic surveying, preparation of final plans and contract documents, permitting
assistance through IDOT and IEPA, and assistance with the bidding and negotiation phase .
Construction is estimated at $1.5 million.
Sanitary Sewer Replacen7ent Project, Village of Barringlon
Mr. Wesolowski was the Design Engineer for an approximately $12 million infrastructure
improvement project scheduled for 2017-2018 construction. Improvements include approximately
5,200 linear feet of full -depth roadway reconstruction; 800' of replacement water main; 1,400'
of6O" storm sewer; and over 5,000'of 12"-30" sanitary sewer buried to depths between 5'and 33'.
The project will address sewer surface surcharge in a key location within the Village by reducing
inflow and infiltration (I&I) and increasing both storm and sanitary sewer capacity. GHA services
include topographic surveying and design engineering services, and preparation of permit
applications, bid documents, and specifications.
,Se�Amr Rehabilitation Prograrn, Lhicokimfood
Mr. Wesolowski served as the Project Engineer for the 2012-2013 Village -wide sewer
rehabilitation program. GHA reviewed video footage of all 40 miles of the Village's combined
sewer, and assessed and rated the conditions. After final determination of lining and/or
replacement was made, Mr. Wesolowski prepared the plans and contract documents for the
repairs, complete with a four-year phased replacement schedule and cost estimates.
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Section 3
Suippc�ii�,fliig Staff
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Jonathan, F��. Past', P1 . .. . . . . . . . S
Land Surveyor IV
Gewalt Hamilton Associates, Inc.
847-821-6236 1 jpast@gha-engineers.com
Exj)erpence
Mr. Past is a Licensed Professional Surveyor with more than 30 years of industry experience in
all types of surveys using a variety of technologies. As Manager of GHA's Survey Group, Mr. Past
is responsible for scheduling and management of all survey staff, project procurement and pricing,
QA/QC of completed work, and R&D for new innovations in land surveying.
Prof6ssional Reghstt,Wion
i3ounclary Surveys
Retraces and monument title lines for ALTA/ACSM/NSPS land title surveys, new subdivisions
State of Illinois Licensed
and existing parcels requiring a current survey, including legal descriptions and plat preparation.
Professional Land Surveyor
Also prepares legal descriptions and plats for roadway and easement dedications, roadway and
#035-003341
easement vacations and tax division or annexation parcels.
Mernbershi�,)s
Rotite S�jrveys
.0
Transportation related experience involving control surveys by GPS and classical methods.
Illinois Professional Land Surveyors
Determines existing centerline alignments and existing right-of-way from field surveys and public
41
Association, Northeast Chapter
records. Also prepares plats of highway with legal descriptions for proposed right-of-way for small
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and large-scale land acquisition projects.
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Surveyors
Ebgineenng and Constniction Surveys
Broad range of experience in small to very large private and public works projects involving
I ezidership
settlement monitoring, roadway and site topographic surveys, centerline alignment surveys, and
Past President, Illinois Professional
drainage and hydraulic surveys. Experience also includes construction layout and final as -built
04
Land Surveyors Association,
surveys. All experience has included residential, commercial and industrial development, along
!E1
Northeast Chapter, 2016-2017
with railroads, quarries, roadways, bridges and airports.
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0
purposes. Includes control for photogrammetry, densification, and topographic and engineering
a. I
surveys.
Subclivusion Surveys
Preparation and execution Subdivision surveying for the development of several multi acre
developments (Residential, Retail and Industrial Subdivisions). From project beginning to
E
fulfillment including deed research, Boundary Survey, ALTA/ACSM/NSPS Land Title Survey, Plat
U
of Subdivision, Individual Lot Plats. Field staking of development including layout of civil
improvements, property lines houses, etc., in Lake, McHenry, Boone, DuPage, Kane and Cook
Counties.
Monitoring Surveys
Experience with numerous and varied monitoring projects including but not limited to; Railroad
track location monitoring at the McCook Quarry for the United States Army Corp of Engineers in
2008, 2009 & 2010. Subterranean Railroad tunnel (Washington Street Station) and historic
building settlement monitoring during the construction phase of Block 37, Chicago Loop. Building
and Chicago Transit Authority Earth Retention System settlement monitoring for existing
structures surrounding current construction of the Alumni Student Center, Loyola University,
Chicago, Illinois
Gewalt Hamilton Associates, Inc.
I Packet Pg. 242 1
Section 4
�Ihhhng ��Rates
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Section 4
oii,nriy �3HHrig Rates
............. ................................
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Services provided under this Agreement will be billed according to the following hourly:
Categoiry
�Iates
Ass��giinpd Staff
Principal
$202.00
Civil Engineer VI
$174.00
Todd P. Gordon, P.E.
Civil Engineer V
$172.00
Civil Engineer IV
$170.00
Leo X. Morand, P.E.
Civil Engineer 111
$150.00
Brian J. Wesolowski, P.E., CFM
Civil Engineer 11
$140.00
Civil Engineer 1
$120.00 t
Julie M. Roberts, PEI
Land Surveyor IV
$142.00
Jonathan F. Past, PLS
Land Surveyor 11
$118.00
tbd
Land Surveyor 1
$116.00
Engineering Technician V
$170.00
K. David Marquardt
Engineering Technician IV
$126.00
Lucas J. Deferville
Engineering Technician 111
$116.00
Engineering Technician 11
$102.00
Engineering Technician 1
$76.00
GIS Professional 11
$130.00
GIS Professional 1
$124.00
Environmental Consultant 11
$126.00
Environmental Consultant 1
$116.00
Administrative 1
$64.00
t Note that the standard rate for Julie M. Roberts, a CE 1, is $120/hr. As a courtesy to the Village, GHA will bill a
reduced rate of $115/hr for this staff category for the duration of this project.
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Section 5
I
Scc:io�pi� 11 of Svl�ces
CD
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Section 5
s("qpe Of serv�ces
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Gewalt Hamilton Associates, Inc. will provide the services delineated in the Village's RFP. In addition to the
services specified by the Village, GHA will also provide the features italicizzecl in or,::mge as part of our normal
services.
1 Preconstruction Meeting and Coordination
a.
Prepare an agenda and lead the preconstruction meeting.
b.
Provide meeting minutes to all attendees.
c.
Review shop drawings (with Village input), schedule, subcontractors and all other preliminary
information before starting work.
d.
Curb patches will not be laid out on the plans, it is expected the construction engineer will select
these areas.
e.
ADA corners will only be designed at controlled stops. It is expected the construction engineer will
determine the limits of removal and design the modifications in the field to ensure current
compliance with current rules and regulations.
2. Construction
Observation and Documentation
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a.
Full-time construction observation. The Village does not allow for Saturday work unless it creates
an overall benefit to the residents. If it is permitted then one full day is removed from the
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b,
(31 1A o/d/ tnaAe obs�3� v�]Pons of the utflity marks provi(ied by the J.11,LLE systern, am16ifh1re,q
,00
f)otenfial c��)nfflcts with 1he cf)ntraclor,
f
G i 1A will pe rforn) (Yady I ra fl:ic Coi � I rDl In SI)e tiot �s it � mlc fifif )i � to the i e � i u iry d week ly a r � (i bi rno� �thly
fluring night hours, amY tespectn,ely submil flet��ienf rernatk,<� lo the Conbactor with approptiate
c10rreC1fiL�?,1S requeste�l.
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Conduct weekly progress meetings and supply all attendees with meeting minutes.
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Ensure all materials and procedures are in conformance with the contract, plans and specifications.
f.
Maintain IDOT inspection rates.
g.
Create a photo log of the construction process.
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h.
Communicate with all residents about their project related concerns.
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i.
Maintain daily documentation in accordance with IDOT's documentation of contract quantities and
complete weekly reports for the contractor's and Village's use.
j.
Create and agree to pay estimates with the contractor, and then provide recommendations to the
Village.
k.
3
1f,,1 fieki cl)am,�:�e or authonzation is reqwn:NY, wheth�:r fimle �:�ccount ot agteed unit price, (711A will
noti4, anci afivisse the Village p6or to makmg any ckici�ions, In addifion, our detad()fY (Yof,�un?entatiorl
of the Contractor�s chIJ41 �Ictivflies M11 h(,!I�) provifle siffi.,h!ril information to permil, venfication of fh�!,
nature &0 �;osls of�::Wy Chi!:Wge�s i�l plans or auffiotize�l e,�ha tvork.
1.
Other various tasks as needed to complete the project work.
Gewalt Hamilton Associates, Inc. ......................................................................... F-el .... P-ac-k-et-;g. 246
Section 5
s("qpe Of serv�ces
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
m. After the contractor has submitted notice of final completion in writing of the project the Village will
walk the site with the contractor to assemble a punch list. The construction engineer will need to be
present for this walk through and all of the contractor's effort in completing the punch list work. The
Village will then complete the final walk through when all of the punch list work is complete. As the
extent of punch list work is unknown at this time please use 160 hours of construction engineer
time and 12 hours of project manager for this portion of the work.
3. Documentation Closeout
a. Review contractor submitted as -built drawings.
b. Agree to final quantities with the contractor.
c. Complete a road by road cost breakdown, details to be supplied by the Village. .
Include 8 hours of time for the following fall and 4 hours for spring 2019 to check on restoration
status and arrange repairs as needed.
4. Construction Staking
a. Exact details of these services cannot be determined without final plans. Please use an allowance
of $7,500 for these services at this time. If your firm cannot provide these services and would have
to subcontract them from another firm please indicate who the other firm would be along with your
expected markup to facilitate the contract.
As a representative or liaison of the Village of Buffalo Grove, GHA staff understands the importance of our interface 8
with the public, and will conduct all dealings with public officials, business owners, residents, and the traveling
public with professionalism and courtesy. We will utilize measures outlined in our Public Relations Plan to provide
prompt, considerate attention to the problems and concerns of the affected groups on behalf of the Village.
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Qua�h��flcatans Staterrian't
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QUahficafloi,'is Statei"reinit
Village of Buffalo Grove — 2018 Street & Utility Improvement Project: Construction Engineering & Construction Stakeout
Gewalt Hamilton has been involved — contractually or conceptually — with virtually every water main replacement
program the Village has undertaken in the past three years. Because every municipal water system is different,
each community follows its own set of standards when contractors perform this work. Our past experience with the
Village gives us first-hand knowledge of the Village's standards, and enables us to enforce these requirements and
ensure the contractor is adequately following them with minimal input from Village staff.
Resident Engineer Lucas Deferville has over 15 years of experience providing construction observation and
coordination for municipal roadway and water main projects in Lake County and northern Cook County
communities. He will communicate directly with the GHA staff who designed this improvement project regarding any
questions that arise or when interpretation of the contract documents is necessary. While our approach is designed
to reduce dependency on Village staff, we are dedicated to ensuring communication of day-to-day operations and
issues directly to the Village throughout the course of the construction project.
Lucas has managed social media pages and website content to communicate project updates with residents in
other communities. He is passionate about providing the highest level of service to impacted residents, ensuring
they understand the scope and schedule of improvements, which helps ensure projects are completed on time and
within budget — and with community support.
Because of the above noted experience and qualifications we feel selecting Gewalt Hamilton Associates for this
project will not only save the Village money during construction but ensure the project is complete on time and with
minimal impact to residents, Village staff and the surrounding community.
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Gewalt Hamilton Associates, Inc.
I Packet Pg. 249 1
VILLAGE OF
BUFFALO CrROVE
11
TO: DANE C. BRAGG, VILLAGE MANAGER
FROM: DARREN MONICO, VILLAGE ENGINEER
SUBJECT: 2018 STREET AND UTILITY IMPROVEMENT CONSTRUCTION ENGINEERING AND STAKING
DATE: FEBRUARY 15, 2018
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
The Engineering Division is proposing street and/or utility improvements to the following streets
Buffalo Grove Road — Bernard Dr. to Golfview Terr.
Roberta Ct. — Mohawk Tr. to End
Sussex Ct. — Cambridge Dr. to End
Trinity Ct. — Cambridge Dr. to End
Middlesex Ct. — Cambridge Dr. to End
Harvard Ln. — University Dr. to End
Palmgren Ct. — Harvard Ln. to End
Anthony Rd. — Harvard Ln to approximately 261 Anthony Rd.
These improvements are currently out to bid and have a bid opening scheduled for March 1st, 2018.
Pending a review of the bid submittals the recommendation to award to a construction contractor
will be on the March 19th , 2018 Village Board agenda for approval. All work is expected to be
performed in 2018 for this project.
In January 2018 the Village issued a Request for Proposals (RFP) to manage the subject
improvements. Staff received proposals from Bollinger, Lach and Associates (BLA), V3 Companies
(V3) and Gewalt Hamilton and Associates (GHA) for construction engineering and staking for the
above described improvements. The decision to request proposals from these three firms in
particular was generated from the results of the Request for Qualifications for all Engineering
Services completed from August 2017 to December 2017 by a committee comprised of Public Works,
Engineering and Community Development staff.
After reviewing the proposals staff found GHA closely adhered to the request while BLA and V3's
responses did not include the necessary hours to complete the work. GHA appropriately included
1,404 total staff hours for the fully requested of scoped services while BLA and V3's hours are
estimated at 10.5% and 27.2% less hours respectively. While the reduced staff hours do result in a
lower proposal cost staff does not believe they can provide enough availability to properly oversee
all aspects of construction to ensure conformance with the contract nor will it provide the expected
level of customer service to the residents along the project.
As the design engineer who completed the plans and specifications for this project, GHA is the most
familiar with the overall concepts and execution of the work required. Furthermore, GHA has acted
as resident engineer on several other projects for the Village; therefore they are aware of our current
policies and procedures. They also are able to minimize administration costs across all projects due
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I Packet Pg. 250 1
to contracting with only one firm on all these projects. GHA has created a relationship of support to
the Village of Buffalo Grove along with the highest understanding of our priorities.
Based upon our review, staff recommends approval of the GHA contract in an amount not to exceed
$190,344.00, pending legal review.
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I Packet Pg. 251 1
En&eerhng [Ilepartment
f ifty � �ne R"Wpp Bh��J'
Buffak,b Grove, H 60089-'2298
�)honp,847 4139 2�21:1'
Fax K!l 7 13 � 7 "1 R4 1:1,
2018 Street and Utility Improvement Project
Construction Engineering
Construction Staking
TO: Gewalt Hamilton Associates
FROM: Village of Buffalo Grove Engineering Department
K'yle E. Johnson, P.E.
ISSUE DATE: January 22 �d 2017
DUE DATE: February 2 nd 2017
SUBJECT: Request for Proposal
The Village of Buffalo Grove is seeking a proposal for the 2018 Street and Utility Improvement
Pro)ect for Construction Engineering services.
The following is a brief description of the work:
0 4,600'of Water Main 1eplacernent
• Abandon old main in parkway, move main to approximately 4frorn curb in roadway
• Replace all hydrants in, accordance with current spacing
• Cornplete a combination of non pressure and pressure connections to existing main
(D Install all new services from main to b box
a 1,600' of Water Service Transfers/Main Abandonrnent
0 Transfer 15 water services frorn failing 8" main to 12" active main along Buffalo Grove Road.
C) F.�llrninate valves, hydrants and other apparatuses on existing main
F:Ill existing main after removing current Interconnects
o Approximately 80% of work is in parkway, 20% in roadway. All to require a lane shut down and
coordination with Cook County Departryient of I ransportatIon and I fighways.
& 4,650' of Street Rehabilitation
() Ci,.jrlb patching for rnaterial and structural defect (arid water rnain WOrlk)
• Replace all sldeWalk corners with ADA cornpRaint Improvements, I hese are to be designed In the
fi�el�d in coordination with the contractor.
• Structure adjustments or repair of aH curb and roadway structures,
• Pavement removal of 4-6" (existing stone base 8 10", aggregate base repailr as needed,
resurfacing wIth 2.5" of lbilnder and 2" of surface. PossIlble reconstruction limits needed based on
conditions discovered during water main excavation and pavement rernoval.
I Packet Pg. 252 1
Tentative schedule of work:
• F:inal Design - F:eloruary 8' 201.8
• Advertise for Bids - F::e1,,)ruary 15'�', 201.8
• Bid Opening — March 1", 2018
• Boa rd Ap p rova I — M a rcl,'� 191h 2018
nd
• Preconstri,.ictlon Meeting - March 22 , 201.8
• Construction Start — April 2 n", 2018
• Construction F�nd —June 29th, 2018
• Punch List. Completion — July 13 1h 2018
Locations of work:
* Buffalo Grove Road — Bernard Dr. to GolfvleW I err.
* Roberta Ct. — Mohawk Tr. to End
* Sussex Ct. — Cambridge Dr. to End
* Trinity Ct. — Carnbridge Dr, to F.'rid
* Middlesex Ct. — Cambridge [,)r. to F.�nd
* Harvard 11 n. — UnIversiLV Dr. to End
* PaIrngren Ct, — I larvard Lin, to End
* Anthony Rd, — 11 larvard 11 n to approximately 261 Anthony Rd,
The Village has used the results of the Request for Qualifications process along with other
mitigating factors to determine your firm's ability to potentially serve as this project's construction
engineer. The services the Village requests to be included with your proposal:
1. Preconstruction Meeting and Coordination
a. Prepare an agenda and lead the preconstruction aieetlng.
L). Provide meeting aiinutes to all at.t.endees.
c. Review shop drawings (with Village Input),schedule, subcontractors and all other preliminary
Inforniation before starting work.
d. Curb patches will riot loe laid out on the plans, It Is expected the construction engineer will select
these areas.
e. ADA corners will only be designed at controlled stops. It Is expected the construction engineer
will determine the Ili -nits of removal and design the rnodIf [cations in the field to ensure current
compliance with current rules and regulations,
2. Construction Observation and Documentation
a, F�i.jH tirne construction observation, I he Village does not allow for Saturday work unless it
cireates an oveiraH benefit to the iresildents, If it is permitted then one full day is rernoved frorn
the completion date.
b. Conduct weekly progress meetings and supply all attendees with imeeting ininutes,
c. F.�nsure all materials and procedures are In conformance with the contract, plans and
specifications.
d. Maintain 11..)C1 Inspection rates.
e. Create a photo log of the construction process.
f. Communicate with all residents about their project related concerns,,
g. Maintain dally docurnentation in accordance with 11DOT's docurnentation of contract quantities
and complete weekly reports for the contractor's and Village's use.
I Packet Pg. 253 1
h, Create and agree to pay estimates with the contractor', and then provide recorm-nendations to
the Village.
Other various tasks as needed to complete the project work.
j. After the contractor has submitted notice of final cornpletion in writing of the project the Village
will walk tl,,ie site with the contractor to assemble a purich list. I he construction engineer will
need to be present for this walk through and all of tl,,ie contractor's effort In completing the
punch list work. rhe Village mfill then complete tl,,ie final walk through when all of the puricl,'i list
work is complete. As the extent of punch list work Is unknown at this time please use 160 hours
of construction engineer time anid 1.2 hours of project rnanager for this portion of the work.
3. Documentation Closeout
a. Review contractor submitted as ouilt drawings,,
b. Agree to final quantities With the contractor.
c. Complete a road by road cost breakdown, details to be supplied loy the Village.
& Include 8 hours of t[rirre for the following fall and 4 hours for spring 20.1.9 to chieck on, restoration
status and arrange repairs as needed.
4� Construction Staking
a, Exact details of these services cannot be deterrinined without final plans, Please use an
allowance of $7,500 for these services at this time. If your firm cannot provide these services
and would have to subcontract thern frorn another firm please Indicate who the other firm woul�d
be along with your- expected markup to facilitate the contract.
The following information will be needed in your proposal to allow the Village to choose whom to
proceed with on this project.
1, iNot I o Exceed (iN rii::.�) Overall ProIect Cost (Construction F.�nglneering i. Constri,iction, Staking = Total)
a. Associated with this overal�l cost shall IDe a breakdown Of 11OW the Cost Was determined.
SI.,.)eclflcally Included should IDe an hours breakdown by staff METriber (matching titles frorn
resume and hourly billing rate sheet) and in each phase of the work,
2. Submission on Resident :::.ngineer
a. Detalled resume of this person with background displaying focus on similar work to this project
3. Submission on Supporting Staff
a. Brief resumes of all support staff to be utilized.
4. � lourly Billing Rates
a. ritles to reflect all staff to be used in this project
5. Scope of Services
a. [)eta[is to match requirements of this request. Anything that was riot specifically cited here
please make specific note of and Include why it is critical to project success. Please show any
work outside our- requested scope as its own line Item cost as well.
6. Qualific.ations Statement
a, BrIef statement (1/2 page maxirnurn) on why your firm Is the lbest fit for this specific project,
Other information critical to proposal formation:
• This project will be completed using all Village funds through a variety of revenue sources
• The Village will hire a materials consultant for concrete, asphalt, soils and aggregate testing,, I heir
cont.ract. will be direct to the Village; however The construction engineering may need to coordinate their
services.
a The Village will review all certified payroll and waivers of Hen.
I Packet Pg. 254 1
Kyle Johnson, CMI ll:.�nglneer III will be the primary poInt of contact for this work. rhe construction
engineer- will riot be expected to coordinate Village staff for shutdowns or other work.
* Do not provide any contingency of hours or value in your proposal,
* Water service!s frorn the main to the house are owned by residents in Buffalo Grove, Under-JULIE law the
contractor is required to protect therri without. any locates. As a courtesy, the Village may locate the b-
boxes to help guide the contractor but They will not trace any lines. It is the Village"s expectation that the
construction engineer will coordinate thIs effort witl,,i the contractor before and durIng The work.
* rhe Village expects that the entIrety of the contractor's work will adequately be observed and inspected.
GIven the project schedule and scope of work to be accomplished it is likely support st.aff will be needed.
For the purposes of this proposal formation a second resident engineer should be rnade avallable for six
weeks during the period of water servIce installation, storm sewer improvernents and other various work
between water rinain installation and Curb repairs. The second resident engineer shall be consistent for
the duration of the work and have a m1ninnurn 1 year of experience.
0 If after review of the proposals the Village still does not feel it can rnake a decision based on the
inforrination provided, it rnay request a brief rneeting/interview with the proposed construction engineer
and/or other staff.
The following is the Village's standard Professional Service Agreement. Our intention would be to
use this document for finalizing our agreement therefore any exceptions to the agreement should be
stated with the proposal submittal.
I Packet Pg. 255 1
VILLAGE OF BUFFALO GROVE
PROFESSIONAL SERVICES AGREEMENT
ENGINEERING SERVICES
THIS AGREEMENT is dated as of the day of .2017 ("Agreement")
and is by and between the VILLAGE OF BUFFALO GROVE, an Illinois home rule municipal corporation
("Village") and the Consultant identified in Subsection 1A below.
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth in this
Agreement, and pursuant to the Village's statutory and home rule powers, the parties agree as follows:
SECTION 1. CONSULTANT.
A. Engagement of Consultant. The Village desires to engage the Consultant
Identified below to provide all necessary professional consulting services and to perform the work in
connection with the project identified below:
Company. ("Consultant")
Street
City, State, Zip
Telephone:
Email:
B. Project Description. The Consultant shall provide Engineering Services for Buffalo Grove
infrastructure or public works projects
C. Representations of Consultant. The Consultant has submitted to the Village a description of the
services to be provided by the Consultant, a copy of which is attached as Exhibit B to this Agreement
("Services"). The Consultant represents that it is financially solvent, has the necessary financial resources,
and is sufficiently experienced and competent to perform and complete the professional consulting services
set forth in Exhibit B in a manner consistent with the standards of professional practice by recognized
consulting firms providing services of a similar nature.
I Packet Pg. 256 1
SECTION 2. SCOPE OF SERVICES.
A. Retention of the Consultant. The Village retains the Consultant to perform, and the Consultant agrees to
perform, the Services.
B. Services. The Consultant shall provide the Services pursuant to the terms and conditions of this Agreement.
C. Commencement. Time of Performance. The Consultant shall commence the Services immediately upon
receipt of written notice from the Village that this Agreement has been fully executed by the Parties (the
"Commencement Date"). The Consultant shall diligently and continuously prosecute the Services until the
completion of the Work.,
D. Reporting. The Consultant shall regularly report to the Public Works Director ("Director"), or his/her
designee, regarding the progress of the Services during the term of this Agreement.
SECTION 3. COMPENSATION AND METHOD OF PAYMENT.
A. Agreement Amount. The total amount billed for the Services during the term of this Agreement shall not
exceed the amount identified in the Schedule of Prices section in Exhibit A, unless amended pursuant to
Subsection 8A of this Agreement.
B. Invoices and Payment. The Consultant shall be paid as provided in Exhibit A. The Consultant shall submit
invoices to the Village in a Village approved format for those portions of the Services performed and
completed by the Consultant. The amount billed in any such invoice shall be based on the method of
payment set forth in Exhibit A. The Village shall pay to the Consultant the amount billed pursuant to the
Illinois Local Government Prompt Payment Act (50 ILCS 505/1 et seq.)
C. Records. The Consultant shall maintain records showing actual time devoted and costs incurred, and shall
permit the authorized representative of the Village to inspect and audit all data and records of the
Consultant for work done under the Agreement. The records shall be made available to the Village at
reasonable times during the Agreement period, and for three years after the termination of the Agreement
D. Claim In Addition To Agreement Amount. if the Consultant wishes to make a claim for additional
compensation as a result of action taken by the Village, the Consultant shall provide written notice to the
Village of such claim within 7 calendar days after occurrence of such action as provided by Subsection 8.D. of
this Agreement, and no claim for additional compensation shall be valid unless made in accordance with this
Subsection. Any changes in this Agreement Amount shall be valid only upon written amendment pursuant to
Subsection 8.A. of this Agreement. Regardless of the decision of the Village relative to a claim submitted by
the Consultant, the Consultant shall proceed with all of the Services required to complete the project under
this Agreement as determined by the Village without interruption.
I Packet Pg. 257 1
SECTION 3. COMPENSATION AND METHOD OF PAYMENT (cont.)
E. Taxes, Benefits and Royalties. The Agreement Amount includes all applicable federal, state, and local
taxes of every kind and nature applicable to the Services as well as all taxes, contributions, and
premiums for unemployment insurance, old age or retirement benefits, pensions, annuities, or similar
benefits and all costs, royalties and fees arising from the use on, or the incorporation into, the Services,
of patented or copyrighted equipment, materials, supplies, tools, appliances, devices, processes, or
inventions. All claim or right to claim additional compensation by reason of the payment of any such tax,
contribution, premium, costs, royalties, or fees is hereby waived and released by Consultant.
F. Final Acceptance. The Services, or, if the Services are to be performed in separate phases, each phase of
the Services, shall be considered complete on the date of final written acceptance by the Village of the
Services or each phase of the Services, as the case may be, which acceptance shall not be unreasonably
withheld or delayed.
SECTION 4. PERSONNEL SUBCONTRACTORS.
A. Key Promect Personnel. The Key Project Personnel identified in Exhibit B shall be primarily responsible
for carrying out the Services on behalf of the Consultant. The Key Project Personnel shall not be changed
without the Village's prior written approval.
AvailabilitV of Personnel. The Consultant shall provide all personnel necessary to complete the Services
including, without limitation, any Key Project Personnel identified in this Agreement. The Consultant
shall notify the Village as soon as practicable prior to terminating the employment of, reassigning, or
receiving notice of the resignation of, any Key Project Personnel. The Consultant shall have no claim for
damages and shall not bill the Village for additional time and materials charges as the result of any
portion of the Services which must be duplicated or redone due to such termination or for any delay or
extension of the Time of Performance as a result of any such termination, reassigning, or resignation.
I Packet Pg. 258 1
SECTION 4. PERSONNEL SUBCONTRACTORS (cont.)
Approval and Use of Subcontractors. The Consultant shall perform the Services with its own personnel
and under the management, supervision, and control of its own organization unless otherwise approved
by the Village in writing. All subcontractors and subcontracts used by the Consultant shall be acceptable
to, and approved in advance by, the Village. The Village's approval of any subcontractor or subcontract
shall not relieve the Consultant of full responsibility and liability for the provision, performance, and
completion of the Services as required by the Agreement. All Services performed under any subcontract
shall be subject to all of the provisions of this Agreement in the same manner as if performed by
employees of the Consultant. For purposes of this Agreement, the term "Consultant" shall be deemed
also to refer to all subcontractors of the Consultant, and every subcontract shall include a provision
binding the subcontractor to all provisions of this Agreement.
D. Removal of Personnel and Subcontractors. If any personnel or subcontractor fails to perform the
Services in a manner satisfactory to the Village, the Consultant shall immediately upon notice from the
Village remove and replace such personnel or subcontractor. The Consultant shall have no claim for
damages, for compensation in excess of the amount contained in this Agreement of for a delay or
extension of the Time of Performance as a result of any such removal or replacement.
SECTION 5. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term "Confidential Information" shall mean information in the possession
or under the control of the Village relating to the technical, business or corporate affairs of the Village;
Village property; user information, including, without limitation, any information pertaining to usage of
the Village's computer system, including and without limitation, any information obtained from server
logs or other records of electronic or machine readable form; and the existence of, and terms and
conditions of, this Agreement. Village Confidential Information shall not include information that can be
demonstrated: (i) to have been rightfully in the possession of the Consultant from a source other than
the Village prior to the time of disclosure of said information to the Consultant under this Agreement
("Time of Disclosure"); (ii) to have been in the public domain prior to the Time of Disclosure; (iii) to have
become part of the public domain after the Time of Disclosure by a publication or by any other means
except an unauthorized act or omission or breach of this Agreement on the part of the Consultant or the
Village; or (iv) to have been supplied to the Consultant after the Time of Disclosure without restriction
by a third party who is under no obligation to the Village to maintain such information in confidence.
B. No Disclosure of Confidential Information by the Consultant. The Consultant acknowledges that it
shall, in performing the Services for the Village under this Agreement, have access to or be directly or
indirectly exposed to Confidential Information. The Consultant shall hold confidential all Confidential
Information and shall not disclose or use such Confidential Information without express prior written
consent of the Village. The Consultant shall use reasonable measures at least as strict as those the
Consultant uses to protect its own confidential information. Such measures shall include, without
limitation, requiring employees and subcontractors of the Consultant to execute a non -disclosure
agreement before obtaining access to Confidential Information.
I Packet Pg. 259 1
SECTION 6. WARRANTYE INDEMNIFICATION: INSURANCE
A. Warranty of Services. The Consultant warrants that the Services shall be performed in accordance with
the highest standards of professional practice, care, and diligence practiced by recognized consulting
firms in performing services of a similar nature in existence at the Time of Performance, The warranty
expressed shall be in addition to any other warranties expressed in this Agreement, or expressed or
implied by law, which are hereby reserved unto the Village.
B. Indemnification. The Consultant shall, without regard to the availability or unavailability of any
insurance, either of the Village or the Consultant, indemnify, save harmless, and defend the Village, and
its officials, employees, agents, and attorneys against any and all lawsuits, claims, demands, damages,
liabilities, losses, and expenses, including attorneys' fees and administrative expenses, that arise, or may
be alleged to have arisen, out of or in connection with, the Consultant's performance of, or failure to
perform, the Services or any part thereof, whether or not due or claimed to be due in whole or in part to
the active, passive, or concurrent negligence or fault of the Consultant, except to the extent caused by
the sole negligence of the Village.
C. Insurance. Contemporaneous with the Consultant's execution of this Agreement, the Consultant shall
provide certificates and policies of insurance, all with coverages and limits acceptable to the Village, and
evidencing at least the minimum insurance coverages and limits as set forth in Exhibit B to this
Agreement. For good cause shown, the Public Works Director ("Director") may extend the time for
submission of the required policies of insurance upon such terms, and with such assurances of complete
and prompt performance, as the Director may impose in the exercise of his sole discretion. Such
certificates and policies shall be in a form acceptable to the Village and from companies with a general
rating of A minus, and a financial size category of Class X or better, in Best's Insurance Guide. Such
insurance policies shall provide that no change, modification in, or cancellation of, any insurance shall
become effective until the expiration of 30 calendar days after written notice thereof shall have been
given by the insurance company to the Village. The Consultant shall, at all times during the term of this
Agreement, maintain and keep in force, at the Consultant's expense, the insurance coverages provided
above, including, without limitation, at all times while correcting any failure to meet the warranty
requirements of Subsection 6.A., Warranty of Services, of this Agreement.
D. No Personal Liability. No elected or appointed official, agent, or employee of the Village shall be
personally liable, in law or in contract, to the Consultant as the result of the execution of this
Agreement.
I Packet Pg. 260 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The Consultant shall act as an independent contractor in providing and
performing the Services. Nothing in, nor done pursuant to, this Agreement shall be construed (i) to
create the relationship of principal and agent, employer and employee, partners, or joint ventures
between the Village and Consultant; or (ii) to create any relationship between the Village and any
subcontractor of the Consultant.
Conflict of Interest. The Consultant represents and certifies that, to the best of its knowledge, (1) no
Village employee or agent is interested in the business of the Consultant or this Agreement; (2) as of the
date of this Agreement neither the Consultant nor any person employed or associated with the
Consultant has any interest that would conflict in any manner or degree with the performance of the
obligations under this Agreement; and (3) neither the Consultant nor any person employed by or
associated with the Consultant shall at any time during the term of this Agreement obtain or acquire any
interest that would conflict in any manner or degree with the performance of the obligations under this
Agreement.
No Collusion. The Consultant represents and certifies that the Consultant is not barred from contracting
with a unit of state or local government as a result of (i) a delinquency in the payment of any tax
administered by the Illinois Department of Revenue unless the Consultant is contesting, in accordance
with the procedures established by the appropriate revenue act, its liability for the tax or the amount of
the tax, as set forth in Section 11-42. 1-1 et seq. of the Illinois Municipal Code, 65 ILCS 5/11-42.1-1 et
seq.; or (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33E of the Criminal Code of
1961, 720 1LCS 5/33E-1 et seq. The Consultant represents that the only persons, firms, or corporations
interested in this Agreement as principals are those disclosed to the Village prior to the execution of this
Agreement, and that this Agreement is made without collusion with any other person, firm, or
corporation. If at any time it shall be found that the Consultant has, in procuring this Agreement,
colluded with any other person, firm, or corporation, then the Consultant shall be liable to the Village
for all loss or damage that the Village may suffer, and this Agreement shall, at the Village's option, be
null and void.
D. Sexual Harassment Policy, The Consultant certifies that it has a written sexual harassment policy in full
compliance with Section 2-105(A)(4) of the Illinois Human Rights Act, 775 ILCS 512-105(A)(4).
E. Termination. Notwithstanding any other provision hereof, the Village may terminate this Agreement,
without cause, at any time upon 15 calendar days prior written notice to the Consultant. In the event
that this Agreement is so terminated, the Consultant shall be paid for Services actually performed and
reimbursable expenses actually incurred, if any, prior to termination, not exceeding the value of the
Services completed as determined as provided in Exhibit B.
Term. The Time of Performance of this Agreement, unless terminated pursuant to the terms of this
Agreement, shall be for 18 months.
I Packet Pg. 261 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
G. Compliance with Laws and Grants. Consultant shall give all notices, pay all fees, and take all other
action that may be necessary to ensure that the Services are provided, performed, and completed in
accordance with all required governmental permits, licenses, or other approvals and authorizations that
may be required in connection with providing, performing, and completing the Services, and with all
applicable statutes, ordinances, rules, and regulations, including without limitation the Fair Labor
Standards Act; any statutes regarding qualification to do business; any statutes prohibiting
discrimination because of, or requiring affirmative action based on, race, creed, color, national origin,
age, sex, or other prohibited classification, including, without limitation, the Americans with Disabilities
Act of 1990, 42 U.S.C. §§ 12101 et seq., and the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq.
Consultant shall also comply with all conditions of any federal, state, or local grant received by Owner or
Consultant with respect to this Agreement or the Services.
Consultant shall be solely liable for any fines or civil penalties that are imposed by any governmental or
quasi -governmental agency or body that may arise, or be alleged to have arisen, out of or in connection
with Consultant's, or its subcontractors', performance of, or failure to perform, the Services or any part
thereof.
Every provision of law required by law to be inserted into this Agreement shall be deemed to be
inserted herein.
H. Default. if it should appear at any time that the Consultant has failed or refused
to prosecute, or has delayed in the prosecution of, the Services with diligence at a rate that assures
completion of the Services in full compliance with the requirements of this Agreement, or has otherwise
failed, refused, or delayed to perform or satisfy the Services or any other requirement of this Agreement
("Event of Default"), and fails to cure any such Event of Default within fourteen (14) calendar days after
the Consultant's receipt of written notice of such Event of Default from the Village, then the Village shall
have the right, without prejudice to any other remedies provided by law or equity, to pursue any one or
more of the following remedies:
1. Cure bV Consultant. The Village may require the Consultant, within a reasonable time, to
complete or correct all or any part of the Services that are the subject of the Event of Default;
and to take any or all other action necessary to bring the Consultant and the Services into
compliance with this Agreement.
2. Termination of Agreement by Village. The Village may terminate this Agreement without
liability for further payment of amounts due or to become due under this Agreement.
3. Withholding of Payment by Village. The Village may withhold from any payment, whether or
not previously approved, or may recover from the Consultant, any and all costs, including
attorneys' fees and administrative expenses, incurred by the Village as the result of any Event of
Default by the Consultant or as a result of actions taken by the Village in response to any Event
of Default by the Consultant.
I Packet Pg. 262 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
No Additional Obligation. The Parties acknowledge and agree that the Village is under no obligation
under this Agreement or otherwise to negotiate or enter into any other or additional contracts or
agreements with the Consultant or with any vendor solicited or recommended by the Consultant.
J. Village Board Authority. Notwithstanding any provision of this Agreement, any negotiations or
agreements with, or representations by the Consultant to vendors shall be subject to the approval of the
Village Board of Trustees. The Village shall not be liable to any vendor or other third party for any
agreements made by the Consultant, purportedly on behalf of the Village, without the knowledge and
approval of the Village Board of Trustees.
K. Mutual Cooperation. The Village agrees to cooperate with the Consultant in the performance of the
Services, including meeting with the Consultant and providing the Consultant with such non -confidential
information that the Village may have that may be relevant and helpful to the Consultant's performance
of the Services. The Consultant agrees to cooperate with the Village in the performance of the Services
to complete the Work and with any other consultants engaged by the Village.
News Releases. The Consultant shall not issue any news releases or other public statements regarding
the Services without prior approval from the Director.
M. Ownership. Designs, drawings, plans, specifications, photos, reports, information, observations,
calculations, notes, and any other documents, data, or information, in any form, prepared, collected, or
received by the Consultant in connection with any or all of the Services to be performed under this
Agreement ("Documents") shall be and remain the exclusive property of the Village. At the Village's
request, or upon termination of this Agreement, the Consultant shall cause the Documents to be
promptly delivered to the Village.
I Packet Pg. 263 1
SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.)
N. Joint Purchasing/Purchasing Extension
The purchase of goods and services pursuant to the terms of this Agreement shall also be offered for
purchases to be made by other Village, as authorized by the Governmental Joint Purchasing Act, 30 ILCS
525/0.01, et seq. (the "Act"). All purchases and payments made under the Act shall be made directly by
and between each municipality and the Consultant. The Consultant agrees that the Village shall not be
responsible in any way for purchase orders or payments made by the other Village. The Consultant
further agrees that all terms and conditions of this Agreement shall continue in full force and effect as to
other Village during the extended term of this Agreement.
The Consultant and the other Village may negotiate such other and further terms and conditions to this
Agreement ("Other Terms") as individual projects may require. In order to be effective, Other Terms
shall be reduced to writing and signed by a duly authorized representative of both the Consultant and
the other municipality.
The Consultant shall provide other Village with all documentation as required in the Request for
Qualifications, and as otherwise required by the Village including, but not limited to:
Certificate of insurance naming each additional municipality as an additional insured
SECTION 8. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be effective unless and until such
amendment or modification is in writing, properly approved in accordance with applicable procedures,
and executed.
B. Assignmen . This Agreement may not be assigned by the Village or by the Consultant without the prior
written consent of the other party.
I Packet Pg. 264 1
SECTION 8. GENERAL PROVISIONS (cont)
C. Binding Effect. The terms of this Agreement shall bind and inure to the benefit of the Parties hereto and
their agents, successors, and assigns.
D. Notice. Any notice or communication required or permitted to be given under this Agreement shall be in
writing and shall be delivered (i) personally, (ii) by a reputable overnight courier, (iii) by certified mail
and deposited in the U.S. Mail, postage prepaid, (iv) by facsimile, or (v) by electronic Internet mail ("e-
mail"). Facsimile notices shall be deemed valid only to the extent that they are (a) actually received by
the individual to whom addressed and (b) followed by delivery of actual notice in the manner described
in either (i), (ii), or (iii) above within three business days thereafter at the appropriate address set forth
below. E-mail notices shall be deemed valid and received by the addressee thereof when delivered by e-
mail and (a) opened by the recipient on a business day at the address set forth below, and (b) followed
by delivery of actual notice in the manner described in either (i), (ii) or (iii) above within three business
days thereafter at the appropriate address set forth below. Unless otherwise expressly provided in this
Agreement, notices shall be deemed received upon the earlier of (a) actual receipt; (b) one business day
after deposit with an overnight courier as evidenced by a receipt of deposit; or (c) three business days
following deposit in the U.S. mail. By notice complying with the requirements of this Subsection, each
Party shall have the right to change the address or the addressee, or both, for all future notices and
communications to such party, but no notice of a change of addressee or address shall be effective until
actually received.
Notices and communications to the Village shall be addressed to, and delivered at, the following
address:
Village of _. ("Village")
Street
City, State, Zip
Attention:
Email:
With a copy to
Law Firm.
Street
City, State, Zip
Attention:
Email:
Notices and communications to the Consultant shall be addressed to, and delivered at, the following
address:
Company. ("Consultant")
Street
City, State, Zip
Attention:
Email:
I Packet Pg. 265 1
SECTION 8. GENERAL PROVISIONS (cont)
E. Third Party Beneficiary. No claim as a third party beneficiary under this Agreement by any person, firm,
or corporation other than the Consultant shall be made or be valid against the Village.
F. Provisions Severable. If any term, covenant, condition, or provision of this Agreement is held by a court
of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions shall
remain in full force and effect and shall in no way be affected, impaired or invalidated.
G. Time. Time is of the essence in the performance of this Agreement.
H. Governing Laws. This Agreement shall be interpreted according to the internal laws, but not the conflict
of laws rules, of the State of Illinois. Venue shall be in Cook County, Illinois
1. Entire Agreement. This Agreement constitutes the entire agreement between the parties and
supersedes any and all previous or contemporaneous oral or written agreements and negotiations
between the Village and the Consultant with respect to the Request for Proposal.
J. Waiver. No waiver of any provision of this Agreement shall be deemed to or constitute a waiver of any
other provision of this Agreement (whether or not similar) nor shall any such waiver be deemed to or
constitute a continuing waiver unless otherwise expressly provided in this Agreement.
K. Exhibit. Exhibit, A and Exhibit B are attached hereto, and by this reference
incorporated in and made a part of this Agreement. In the event of a conflict between the Exhibit and
the text of this Agreement, the text of this Agreement shall control.
L. Rights Cumulative. Unless expressly provided to the contrary in this
Agreement, each and every one of the rights, remedies, and benefits provided by this Agreement shall
be cumulative and shall not be exclusive of any other such rights, remedies, and benefits allowed by law
M. Counterpart Execution. This Agreement may be executed in several counterparts, each of which, when
executed, shall be deemed to be an original, but all of which together shall constitute one and the same
instrument.
N. Rights Cumulative. Unless expressly provided to the contrary in this Agreement, each and every one of
the rights, remedies, and benefits provided by this Agreement shall be cumulative and shall not be
exclusive of any other such rights, remedies, and benefits allowed by law.
0. No Waiver of Tort Immunfty, Nothing contained in this Agreement shall constitute a waiver by the
Village of any right, privilege or defense available to the Village under statutory or common law,
including, but not limited to, the Illinois Governmental and Governmental Employees Tort Immunity Act,
745 ILCS 10/1-101 et seq., as amended.
I Packet Pg. 266 1
SECTION 8. GENERAL PROVISIONS (cont)
P. Freedom of Information. Consultant agrees to furnish all documentation related to this Agreement and
any documentation related to the Village required under an Illinois Freedom of Information Act (ILCS
140/1 et. seq.) ("FOIA") request within five (5) calendar days after Village issues notice of such request
to Contractor. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay
all reasonable costs connected therewith (including, but not limited to reasonable attorney's and
witness fees, filing fees and any other expenses) for the Village to defend any and all causes, actions,
causes of action, disputes, prosecutions, or conflicts arising from Consultant's, actual or alleged violation
of the FOIA or Consultant's failure to furnish all documentation related to a request within five (5)
calendar days after Village issues notice of a request.
Furthermore, should Consultant request that Village utilize a lawful exemption under FOIA in relation to
any FOIA request thereby denying that request, Consultant agrees to pay all costs connected therewith
(such as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend the denial
of the request. The defense shall include, but not be limited to, challenged or appealed denials of FOIA
requests to either the Illinois Attorney General or a court of competent jurisdiction. Consultant agrees to
defend, indemnify and hold harmless the Village, and agrees to pay all costs connected therewith (such
as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend any denial of a
FOIA request by Consultant's request to utilize a lawful exemption to the Village.
Acknowledgement.
The undersigned hereby represent and acknowledge that they have read the foregoing Agreement, that
they know its contents, and that in executing this Agreement they have received legal advice regarding
the legal rights of the party on whose behalf they are executing this Agreement, and that they are
executing this Agreement as a free and voluntary act and on behalf of the named parties.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates set forth below.
ATTEST:
By:
Village Clerk
Date:
ATTEST:
By: _
Title:
Date:
VILLAGE OF BUFFALO GROVE
By:
Name, Title
Company
By:
Title:
I Packet Pg. 267 1
Exhibit A.
Agreed Upon Pricing Structure
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Exhibit B.
Description of Work
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I Packet Pg. 269 1
Action Item : Drainage Improvement Project
Recommendation of Action I
............ § ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
taff recommends approval.
Staff recommends approval to award Halloran & Yauch, Inc. the 2018 Rear Yard Drainage Improvements
in the not to exceed amount of $37,400.
ATTACHMENTS:
0 2018 Drainage Improvement Project Memo (DOCX)
0 Halloran Proposal (PDF)
a RearYardDrainage201813idSummary (PDF)
Trustee Liaison Staff Contact
Stein Darren Monico, Public Works
I Monday, February 26, 2018 1
Updated: 2/22/2018 4:11 PM Page 1
t Pg. 270
N"I 1, 1, A('D'[,: () F
BUFFALO GRON't',
TO:
DANE C. BRAGG, VILLAGE MANAGER
FROM:
DARREN MONICO, VILLAGE ENGINEER
SUBJECT:
2018 DRAINAGE IMPROVEMENT PROJECT
DATE:
FEBRUARY 16, 2018
CC:
MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
11
The Village Public Works staff has identified several stormwater and storm sewer drainage issues
within the Village of Buffalo Grove. The department has been seeking to address these issues with a
drainage project in each year, as funding is available. In 2018, staff seeks to repair two rear yard
storm sewer drainage issues within the Canterbury Fields and Woodlands Unit 5 neighborhoods.
A request for proposals was published and six proposals were received on Thursday, February 15,
2018. Staff believes that the best proposal was received from Halloran & Yauch, Inc., a drainage and
irrigation system company located in Lake Forest. Their proposal provided an excellent summary of
the proposed work, the schedule, and the equipment to be used. They likewise detailed then
manner in which they expected to complete this project in sensitive areas such as the rear yards of
village residents. In a request for proposals process, it is not required to award the project to the
lowest bidder, but to the contractor whom staff believes has provided the best proposal to complete
the project. In this case, Halloran & Yauch was determined to have the best proposal and in addition
was only $250 higher than the low bidder. Therefore, staff recommends that the Village award the
2018 rear yard drainage project in the not to exceed amount of $37,400 to Halloran & Yauch, Inc.
I Packet Pg. 271 1
vement Project — 2018
ALW & IC=�
8lAl
YTm
28322Ballard Drive
Lake Forest, 11, 60045
Telephone 847-28l-9400
fmxO47-28l-9780
E-mail mzv/cc@n .conu
Introduction
Halloran &Yaurh,Inc isa 51-vear-oldlicensed plumbing and landscape irrigation
contactor. We are a UDiVO shop who specializes in high profile critical irrigation,
plumbing, and drainage work such 8SLincoln Park Zoo, Navy Pier, Northwestern
University, and others. The following are details ofhow Halloran &Yauchwill
complete the neighborhood drainage work.
The neighborhood drainage project will follow the schedule laid out in the packet
pending weather. It is important to start the project when weather forecasts one clear of
rain for anextended period oftime.
1.) H&Ywill apply for and obtain any and all necessary permits for the job.
2.) H&Ywill contact lUlJ.Eand after underground facilities are marked, hand
locate all utilities prior to digging. Safety of our employees and the neighbors
'|Og.S8F2tynfOUrerDploy2eSaDdth8neighhors
are ofutmost importance.
3.) H&Y will install all the pipe according to specifications and meet local codes and
requirements.
4.) H&Y will restore the areas to near original condition by cutting and replacing
turf instead of seeding.
Objective 2: Sensitive Work Areas
AtHalloran 8'Yauch,vveunderstand the importance ofnot damaging Lhesurn/unding
areas and restoring the work areas to near original condition. We are a hybrid company
with skills iAboth landscape irrigation and plumbing. Therefore, vve are recommending
the following:
1.\ We only do the work when conditions are dry and the ground is solid to reduce
disturbing areas around the construction site.
l) There will be only one entry and exit point for each site. The Raintree Court site
will beaccessed through the park astoavoid disturbing any residents
landscaping, The Canterbury site will bpaccesses the North end ofBlue Ash
Drive toavoid disturbing front yards. (See attached plan)
0
RESIDENTIAL
oomwmcmL°
GOLF COURSE °
3.) We will utilize plywood or canvas near the site to protect turf and planting beds
where appropriate.
4.\ We will cut and roll up the turf in the areas to be trenched for later use. When
the job is complete, we will replace the rolled turf restoring the area to near
original conditions. This speeds up the restoration process and guarantees the
restored area matched exactly what was there previously. There will not be
areas ofdifferent color ortexture grasses. (Please see attached picture ofthe
process.) We will only seed areas where the existing grass is of poor quality and
not able tobereplaced.
5.) All excess soil will be placed in a scooter or bobcat and taken away off site at the
end ufthe day.
G.) All gravel shall beimported inthe reverse fashion.
Obiective 3: Compact Time -Frame
Halloran & Yauch will dedicate the necessary manpower to complete the job in the time
frame laid out unthe schedule pending weather.
Key Personnel for Project
Project Lead - Tom Halloran, Vice President
Construction Manager ' Rod Beiter|y,Supervisor
Foreman - TBD
Eauipment to be Utilized for Proiect
Dump Truck
8ockhoe
Bobcat
Trencher
Sod Cutter
Subcontract
There will not be any subcontractors used or employed on this job.
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I Packet Pg. 274 1
VoBG-2018-11
EXHIBIT A - VILLAGE OF BUFFALO GROVE PUBLIC CONTRACT
STATEMENTS
The Village of Buffalo Grove is required to obtain certain information in the administration and awarding of public contracts,
The following Public Contract Statements shall be executed and notarized.
PUBLIC CON TRACT STATEMENTS
CERTIFICATION OF CONTRACTOR/CONSULTANT
In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires the following certification be
acknowledged:
The below -signed Consultant/contractor hereby certifies that it is not barred from Bidding or supplying any goods, services
or construction let by the Village of Buffalo Grove with or without Bid, due to any violation of either Section 5/33 E-3 or 5/33
E-4 of Article 33E, Public Contracts, of the Chapter 720 of the Illinois Compiled Statutes, as amended. This act relates to
interference with public contracting, Bid rigging and rotating, kickbacks, and Biding.
CERTIFICATION RELATIVE TO 65 ILCS 5/11-42.1.1
In order to comply with 65 Illinois Complied Statutes 5/11-42.1.1, the Village of Buffalo Grove requires the following certification:
The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the
Illinois Department of Revenue unless it is contesting, in accordance with the procedures established by the appropriate
revenue Act, its liability for the tax or the amount of the tax. The undersigned further understands that making a false
statement herein: (1) is a Class A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts
paid to it under the contract.
CONFLICT OF INTEREST
The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general
ethics requirements of the Village:
The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of
acceptance of this (Proposal or purchase order) that none of the following Village Officials is either an officer or director of
supplier or owns five percent (5%) or more of the Supplier: the Village President, the members of the Village Board of
Trustees, the Village Clerk, the Village Treasurer, the members of the Zoning Board of Appeals and the Plan Commission,
the Village Manager and his Assistant or Assistants, or the heads of the various departments within the Village,
If the foregoing representation and warranty is inaccurate, state the name of the Village official who either is an officer or director
of your business entity or owns five percent IS%) or more thereof:
(Official)
Subscribed and Sworn
Notary Public
"OFFICIAL SEAL'
Rodney Betterly
Notary Public, State of Illinois
My Commission Expires 3/29/2019
ill..
7 1 elL 1 / 0 1, et"', I e, e, 4 41,?
Print Name of Contractor/Consultant/Supplier
Signature
Title
day of f�l PU 0i ;Z�, 2018.
1
Notary Expiration Date_�65/,�p i
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I Packet Pg. 275 1
E}{H[B{7 B - SCHEDULE OF PRICES
Rear Yard Drainage Improvement Project 2018
TO: THE VILLAGE OF BUFFALO GROVE, ILLINOIS
FULL NAME OFCONTRACTOR: .
MAIN BUSINESS ADDRESS:
The undersigned, declares that it has carefully examined the proposed work and all other documents
referred toormentioned herein and itproposes and agrees, ifthis Proposal isaccepted, that itwill
contract with the Village, in the form of the Contract attached (Appendix A.), to complete the Work titled
"Rear Yard Drainage Improvement Project 2018", and that it will take in full payment therefore the sums
set forth inthe following Schedule ofPrices,
SECURITY
Accompanying this Proposal is a
in the amount of (J Dollars
(
-
Note: (m)Insert the words "Bank 0mft" "Cashier's Check","Certified Check" or"Bid gond",mythe
case maybe.
(b) Amount must be equal to at least five percent (5%) of the Total Cost.
4
EXHIBIT B - SCHEDULE OF PRICES (cont.)
SCHEDULE OF PRICES
A. BASE COST - CANTERBURY FIELDS
|bo
B. BASE COST - WOODLANDS UNIT 5
Dollars
/
VoBG-2018-11
Each Contractor shall attach a Schedule of Values showing breakdown and estimated itemized costs of
base costs. An example of which is shown on the following page
� Total Cost, Add Items A+13 $
Written amount of Total Cost 'N"U�;:�'L"J rc,,Uv- 1'u-L.J—"--A
VoBG-2018-00Schedule ofPrices for Village ofBuffalo Grove, Illinois
Rear Yard Drainage Improvement Project ZD18
VoBG-2018-11
EXHIBIT B - SCHEDULE OF PRICES (cont.)
SCHEDULE OF VALUES
Scope,,,,,
Base Price
A. CanjgrbuDj Field.1
Excavation
Underground Work
Material
C
General Restoration
-3 61
Mobilization
B. Woodlands Unit
Excavation
c)
Underground Work
5�el 7 0
Material
3,
General Restoration
A,
Mobilization
General Conditions
0
Overhead and Profit
Insurance
310
Bonds
TOTAL COST
37,
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VoBG-2018-11
SUBCONTRACTOR LISTING
Contractor, to ernploy the following listed subcontractors for the following enumerated classes of
work and is not to alter or add to such list without the written consent of the Village.
SUBCONTRACTOR
CLASS OF WORK
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ACKNOWLEDGEMENT OF ADDENDA
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Ackiiowledgei-nentofi-eceiptofAddenda(s) fv�z'C,'6ie 0< (list each addendum FSL
number)
Attach each signed addendum, if any, to the bid packet as part of your submittal.
CONTRACTOR SIGNATURE and CONTACT INFORMATION
Date q Phone
6, 1-2 AA) 41
Legal Entity
(Sign here)�
'T'(A(:� o,,,r'; [4,(-,ic ([ , (Z A A)
(Print Name)
S (�� r V I' C e V-1 V"
E-mail
I Packet Pg. 279 1
VoBG-2018-11
EXHIBIT C — REFERENCE LIST
Contact Name: P) ".I d V) k" a I et (
Municipality/Business: 1 7 LA 44CL C> 6 VIC' V(10 �;, " 1/ ^1 _� t�
D v �.l o�
Project Naine: K- V- 6 - C_ Contract Value$
Phone Number or E-mail address: 2—
Contact Name: Met k- D,- v, Gk e_ x
Municipality/Business: �4_ -e- C d- Deuv�'A
Project Name:. Contract Value $
Plione Number or E-mail address: 5' - Y 3 7 '7
Contact Name: -G el r
Z
Municipality/Business: 7-7_�,� it), 4+ r-n e_i 6L cL V ej
Ah,;' 1 ri-I Uv L v C-(" 5;
Project Name: <(
13t_p4 _Q gAi� vA,.l Conti -act Value $
Pbone Number or E-mail address: 3 u - 5) 4; -7 - 6'7 0 c)
Contact Name:
+ t-,
Municipality/Business:
ProjectName: Contract Value
Plione Number or E-mail address: -7 7 t� 3 3
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I Packet Pg. 280 1
From: Mark ABiedenwolf <mbiedenwCo)vbm/o/g>
Sent Monday, February l2,2O189:42AM
To: devindcnnstruct@yahoo.con;Michael 6reveo<mg[Hve[s@D5|awnsphDNe[[O0>
(myneveo@ns|avvnsphnk|e:cono);nnurk@dimeobros.cVnn; emmi|yqI983@gmai|.com;
johnthnnl8s@noisfitsconstru(tiVD.conn; Kurt Corrigan (k[Orrigan@v3co.com); Andrew
[har|eton(Andnew@e|ana/.cunn);Nick Johnson (Nick.Johnson@isqft.com); Mike
A||enstein(A||enstein@nnaneva|constcom);marcyb@frnntrangeenvinonmental.com;
dominic@archonon|inm.conn; jgiannini@manhardzonn; 'u|ie dustin 6u|ie@databid.com);
rygast@scan|onexcavatingoet K4arkDiVa|erio; 'ohansen@spandszonT
eotimating@sewepwater.com;nnargaretflores@marknneedeexcavotoozom
Subject: Rear Yard Drainage Improvement Project 2OIBVi||ageo/Buffa|oG/ove
To All;
Builders Risk Property Coverage as shown in Article IX — Insurance of the Proposal Documents is not required for this
Mark DiederwolfP.E.
Civil Engineer
Village ofBuffalo Grove
(847)459-2523(phone)
Document A31OTM-2010
conforms with The American Institute of Architects AIA Document 310
CONTRACTOR:
ftaim, logalstatux and addmmy)
Halloran & Yauch, Inc.
28322 Ballard Drive
Lake Forest, IL 60045
OWNER:
�Nania, legal st.alusandadUrm)
Village of Buffalo Grove
51 Raupp Blvd
Buffalo Grove, 11., 60089
SURETY:
(Neane, legaiNalus toidpyincIpal placo of hushioss)
Merchants Bonding Company Mutual
2100 Fleur Drive
Des Moines, IA 50321-1158
BOND AMOUNT: $ 5 Percent (5%) of Total Amount of Bid
PROJECT:
(Naina, locationoraddres,; amillrqjectnumben ffaqi�
Village of Buffalo Grove
This document has Important
legal consequences. Consultation
with an attorney Is encouraged
vAth respect to Its completion or
Modification.
Any singular reference to
Contractor, Surety, Owner or
other party shall, be considered
plural where applicable.
51 Raupp Blvd, Buffalo Grove, IL 60089
The Woodlands 445 & 455 Blue Ash Drive and The Canterbury Fields, 647-649 Raintree Ct
4aNtURFAAROM KiWhc Owner in ilia amount sot forlb above. for the payniont of which ilia Contractor and Surety bind
themselves. their sucecssorsrand assigns, joinflyand severally, as provided herein. The conditions ofthis
Bond are S11011 that if tile CKvncr accepts tile bid of ilia Contractor %viiiiin ilia lime specified in'the bid doeunionts, orvithin such time period
as ajay be agreed to by the Owner and Contractor, and the Contractor either (1) cnters into a contract Nvith the Owner in accordance with
the terrus of such bid, and,gives such bondor bonds as may be specified in the bidding or Contract Mcunients, with a surety admitted in
thc.iii4s,diction of the 1WIcot and ollictiviso acceptablo to tile 0%viler"for tile faillifid licTfQrniance of'such Contract and for the prompt
payment of labor and n)atcrial famished in Ilia P"Mccution thereof, or (2) pays to ilia Owner tbc difference, not to exceed ilia aniount of
this Bond, betv.,con the aniountspecified in said bid and strait larger antount for which the Owner may in good faith contract with another
party it) perform the work covered by suld bid, then this obligutioa hhul I be null and void, otherwise to remain in 1101 fomc and oll'eot. Ilit
Surety livrol%y waives any notice ol*an agreement betweetv the Owner and Contractor to extend tile tiole in which tile Ownur Inayaccept tile
bid, Wai%lor ornotici; by j1he �9urcty 1litill flat apply to any emension exceeding sixty (00) days in the aggregate beyond (lie litno 11ir
accoplunco Orbids spveifled in tile bid dootiments, and ilia Ounor and Conlrawor,'Jiull obtain theSurclys consent Ibr an extension beyond
sixty (60) days.
If this Bond is issued iqcontiection with a subcontractor's bid to a Contractor, ilia tomi Contractorin this Bond shall be deemed to be,
S uIxontraelor and the term Owner sloll be doerned to be Contractor.
Whoa this Boild has been tbroished to comply willi astaltitory or othor legal rcquirornent in the location ol1ho Project, inly provision in
this Bond conilicting %vilh saidstatutory or legal requirement shall be decincd deleted heralroni and provisions cotiffinoing it) such
stututory or other Itgul requirunicnishull be deemcd incorporated herein. Whon so rumished, the intent is that this Bond shall be construed
usustuititory bond and not as a coninion law bond.
Signod and scaled this 13 tb day of February, 2018
A
I/
Halloran & Yaucb, Inc.
(PrincipqA� (Seal)
Mae)
Merchants Bonding Company Mutual
(81'r"tiq (8001)
Mau) Diana Dix, Attorney -in -Fact
I Packet Pg. 282 1
KnowAll Persons By These Presents, that MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.,
both being corporations of the State of Iowa (herein collectively called the "Companies") do hereby make, constitute and appoint, individually,
Constance J Rivera; Diana Dix; Jacqueline McCloskey; Precious Norman Walton
their true and lawful Attorney(s)-in-Fact, to sign its name as surety(i9s) and to execute, seal and acknowledge any and all bonds, undertakings
contracts and other written instruments in the nature thereof, on behalf of the Companies in their business of guaranteeing the fidelity
of persons, guaranteeing the performance of contracts and executing or guaranteeing bonds and undertakings required or permitted in ally
actions or proceedings allowed by law.
This Power -of -Attorney is granted and is signed and sealed by facsimile under and by authority of the following By -Laws adopted by the Board
of Directors of Merchants Bonding Company (Mutual) on April 23, 2011 and amended August 14, 2015 and adopted by the Board of Directors
of Merchants National Bonding, Inc., on October 16, 2015.
"The President, Secretary, Treasurer, or any Assistant Treasurer or any Assistant Secretary or any Vice President shall have power and authority
to appoint Attorneys -in -Fact, and to authorize them to execute on behalf of the Company, and attach the seal of the Company thereto, bonds and
undertakings, recognizances, contracts of indemnity and other writings obligatory in the nature thereof."
"The signature of any authorized officer and the seal of the Company may be affixed by facsimile or electronic transmission to any Power of Attorney
or Certification thereof authorizing the execution and delivery of any bond, undertaking, recognizance, or other suretyship obligations of the
Company, and such signature and seal when so used shall have the same force and effect as though manually fixed."
In connection with obligations in favor of the Florida Department of Transportation only, it is agreed that the power and aut hority hereby given to the
Attorney -in -Fact includes any and all consents for the release of retained percentages and/or final estimates on engineering and construction
contracts required by the State of Florida Department of Transportation. It is fully understood that consenting to the State of Florida Department
of Transportation making payment of the final estimate to the Contractor and/or its assignee, shall not relieve this surety company of any of
its obligations under its bond.
In connection with obligations in favor of the Kentucky Department of Highways only, it is agreed that the power and authority hereby given
to the Attorney-i n -Fact cannot be modified or revoked unless prior written personal notice of such intent has been given to the Commissioner -
Department of Highways of the Commonwealth of Kentucky at least thirty (30) days prior to the modification or revocation.
In Witness Whereof, the Companies have caused this instrument to be signed and sealed this 21st dayof December 2017
�113 CqV.
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MERCHANTS BONDING COMPANY (MUTUAL)
MERCHANTS NATIONAL BONDING, INC.
O's
Cc -0- -0-Co.
2003 i�o 1933 :ci*
By
......... .
Pre sident
STATE OF IOWA
COUNTY OF DALLAS ss.
On this this 21 st day of December 2017 before me appeared Larry Taylor, to me personally known, who being by me duly sworn
did say that he is President of MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC.: and that the
seals affixed to the foregoing instrument are the Corporate Seals of the Companies:
and that the said instrument was signed and sealed in behalf
of the Companies by authority of their respective Boards of Directors.
ALICIA K. GRAM
0 Commission Number 767430
Z My Commission Expires
Aprill, 2020
Notary Public
(Expiration of notary's commission
does not invalidate this instrument)
1, William Warner, Jr., Secretary of MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDING, INC., do hereby
certify that the above and foregoing is a true and correct copy of the POWER -0 F-ATTORN EY executed by said Companies, which is still in full
force and effect and has not been amended or revoked.
In Witness Whereof, I have hereunto set my hand and affixed the seal of the Companies on this 21st day of December 2017
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HALLORAN & YALICH, INC
28322 BALLARD ROAD
LAKE FOREST IL 60045
THOMAS HALLORAN
07 Lake
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HALLORAN & YAUCH, INC
28322 BALLARD ROAD
LAKE FOREST IL 60045
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Action Item : Amend Lake County Traffic Signal Master Agreement
Recommendation of Action I
............ § ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
taff recommends approval.
The Traffic Signal Master Agreement with Lake County DOT needs to be updated for the proposed new
signal for the Woodman's and Shorewood Developments.
ATTACHMENTS:
• Lake County Master Signal Agreement Memo 18-0215 (DOCX)
• Lake County Master Agreement update 2018 (PDF)
Trustee Liaison
Berman
I Monday, February 26, 2018 1
Staff Contact
Darren Monico, Public Works
Updated: 2/20/2018 1:31 PM
Page 1
t Pg. 289
N"I 1, 1, ACRI: () F
BUFFALO GRON/E,
TO: DANE C. BRAGG, VILLAGE MANAGER
FROM: DARREN MONICO, VILLAGE ENGINEER
SUBJECT: LAKE COUNTY TRAFFIC SIGNAL MASTER AGREEMENT AMENDMENT #1
DATE: FEBRUARY 15, 2018
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
11
As a condition of the Deerfield Road improvements related to the Woodman's and Shorewood
Developments, which includes a new traffic signal located on Deerfield Road west of Milwaukee
Avenue, the Lake County Department of Transportation requires an amendment to the Master
Agreement relating to traffic signals on County Roads. This amendment will include a new column on
the Exhibit A for the new signal on Deerfield Road for these developments. The village will not be
charged for the monthly maintenance on the signal until it is built.
The amendment also redistributes the percentages of maintenance costs for three other
intersections in the Village.
The intersection of Commerce Court and Deerfield Parkway increases from a 33% Village
responsibility to a 50% responsibility. This increase was intended to go into effect in 2002 with the
construction of new industrial buildings at the intersection.
The intersection of Weiland Road and Pauline Avenue is being reduced from 100% Village
responsibility to a 50% Village responsibility as the Village only has jurisdiction of two legs of the
intersection.
The intersection of Deerfield Parkway and Weiland Road is also being reduced from a 50% Village
responsibility to a 0% Village responsibility as the County has jurisdiction of all four legs of the
intersection.
I Packet Pg. 290 1
Division of Transportation
I a k e C o u ri t y
LETTER OF INTENT AND CONCURRENCE
Master Agreement County -Owned Traffic Control Devices
Amendment 91 to Exhibit A
December 20, 2017
The Hon. Beverly Sussman
Village of Buffalo Grove
50 Raupp Boulevard
Buffalo Grove, IL 60089
Dear President Sussman:
Shane E. Sc.hneidet', FE.
Director of Transportation/County Engineer
600 West Winchester Road
Libertyville, Illinois 60048-1381
Phone: 847.377.7400
Fax: 847.984.5888
As a result of the new traffic signal that will be added to Deerfield Parkway by the proposed development on
the northwest and southwest comers of Deerfield Parkway and IL Route 21, a revision to Exhibit A of the
Master Agreement between the County of Lake and the Village of Buffalo Grove for Energy Costs,
Maintenance Costs and Future Costs Associated with COUnty-Owned Traffic Control Devices (executed
January 21, 2009) is necessary. The proposed traffic signal is considered a private benefit signal, which will
exist solely due to the commercial development proposed along Deerfield Parkway immediately west of IL
Route 21. It is the County's policy to not enter into signal agreements directly with a development, as
ownership of commercial properties often changes without notice to the County's Division of Transportation.
The County respectfully requests that the traffic signal maintenance costs, future costs, and energy costs for the
proposed private benefit signal on Deerfield Parkway be apportioned to the Village of Buffalo Grove. In turn,
the Village may enter into an agreement with the developer as a part of the development approval process to
transfer traffic signal maintenance costs, future costs, and energy costs for this proposed signal on Deerfield
Parkway to the developer. It has also come to our attention that the cost -sharing arrangement for the traffic
signal at Deerfield Parkway and Commerce Court and at Weiland Road and Pauline Avenue should be adjusted
to re -apportion signal costs among our agencies and that the County should now be responsible for 50% of
maintenance and future signal costs. Additionally, the traffic signal at Deerfield Parkway and Weiland Road
should be adjusted to re -apportion signal costs so that the County should now be responsible for 100% of
inaintenance and future signal costs of this signal.
Pursuant to Section 11, item 7, of the above -referenced Master Agreement between the County and the Village,
Exhibit A of said agreement may be amended by a letter of concurrence signed by the County Engineer and the
Chief Elected Official on behalf of the Village. Exhibit A of said agreement is recommended to be amended to
include the proposed traffic signal to be installed along Deerfield Parkway at the proposed commercial access
approximately 700' west of IL Route 21 (to be constructed via LCDOT Permit No. MAJACC-006567-2017)
and to re -apportion signal maintenance and future cost sharing of the signals at Deerfield Parkway and
Commerce Court, Weiland Road and Pauline Avenue, and Deerfield Parkway and Weiland Road.
ww�,(v.�a�(ecou�,kty�l.g(�)v/trakispo�,tatiori I Packet Pg. 291 1
Amendment to Exhibit A
LETTER OF INTENT AND CONCURRENCE
December 20, 2017
Page 2 of 2
Please find enclosed two (2) original copies of this LETTER OF INTENT AND CONCURRENCE, each
containing the revised EXHIBIT A, reflecting the changes summarized above related to County -owned traffic
signals. Please countersign below and return one original signed copy to us. If you have any questions regarding
this matter, please contact Kevin Carrier, LCDOT Director of Planning & Programming at (847) 377-7448.
Very truly yours,
Shane E. Schneider, P.E.
Director of Transportation/
County Engineer
Please check the box indicating the Village's disposition in this matter.
FICONCUR The Village of Buffalo Grove concurs with the proposal contained herein.
0 NOT CONCUR The Village of Buffalo Grove does not concur with the proposal contained herein.
ATTEST: VILLAGE OF BUFFALO GROVE
Village Clerk
Village of Buffalo Grove
(seal)
Village President
Village of Buffalo Grove
Date
I Packet Pg. 292 1
EXHIBIT A
DIVISION OF COSTS
Decentiber 20, 2017
MAINTENAN
FUTURE
Effective
COSTS
COSTS
Intersection
Date
ENERGY
VILLAGE
COUNTY
VILLAGE
COUNTY
Aptakisic Rd. (Co unty Hwy. 33)
1
at Barclay Blvd,
2/1/2009
25
50
25
50
Lincolnshire
Aptakisic Rd. (County Hwy. 33)
6/23/2009
50
50
50
50
Buffalo Grove
at Brandywyn Ln,
---- ----------
Aptakisic Rd. (County Hwy. 33)
2/1/2009
0
100
0
---------
100
Buffalo Grove
at Buffalo Grove Rd. (County Hwy. 16)
---- ------------
Aptakisic Rd. (County Hwy. 33)
at Leider Ln.1
5/7/2010
25
50
25
50
Buffalo Grove
Aptakisic Rd. (County Hwy. 33)
2/11/2009
33.3
66.7
33.3
66.7
Buffalo Grove
at Prairie Rd.
Aptakisic Rd. (County Hwy. 33)
2/11/2009
33.3
66.7
33.3
66.7
Buffalo Grove
at Weiland Rd.
-- ---------------
Arlington Heights Rd. (County Hwy. 79)
2 2, 5 50
at Checker Rd .
25
50
Buffalo Grove
----------- ---------
Buffalo Grove Rd. (County Hwy. 16)
2/1/2009
50
50
50
50
Buffalo Grove
at Old Checker Rd.
Buffalo Grove Rd. (County Hwy. 16)
2/1/2009
33.3
66.7
33.3
66.7
Buffalo Grove
at Port Clinton Rd.
-----------
Buffalo Grove Rd. (County Hwy. 16)
2/1/2009
50
50
50
50
--------
Buffalo Grove
at Thompson Blvd.
- ------ - ---------- - ----- -
Deerfield Pkwy. (County Hwy. 11)
2/1/2009
0
100
0
100
Buffalo Grove
at Buffalo Grove Rd. (County Hwy. 16)
Deerfield Pkwy. (County Hwy. 11)
2/1/2009
33.3
66.7
33.3
66.7
Buffalo Grove
at Busch Pkvvy.
Deerfield Pkwy. (County Hwy 11)
3
100
0
100
0
Buffalo Grove
at Commercial Access 700'West of IL Route 21.
Deerfield Pkwy. (County Hwy. 11)
4
5
50
50
50
50
Buffalo Grove
at Commerce Ct.
-- - — ----- ----------
Deerfield Pkvvy. (County Hwy. 11)
211/2009
100
0
--
100
-----
0
Buffalo Grove
at Fire Station No. 26
Deerfield Pkwy. (County Hwy. 11)
2/1/2009
50
50
50
50
Buffalo Grove
at Highland Grove Dr.
Deerfield Pkvvy. (County Hwy. 11)
4
5
0
100
0
100
Buffalo Grove
at Weiland Rd .
Weiland Rd. (County Hwy. 73)
2/1/2009
100
0
100
0
Buffalo Grove
at Aptakisic-Tripp School Entrance
Weiland Rd. (County Hwy. 73)
5
50
50
50
50
Buffalo Grove
at Pauline Ave.
I The remaining 25% of Maintenance and Future Costs at this signal are the responsibility of the Village of Lincolnshire.
2 The remaining 25% of Maintenance and Future Costs at this signal are the responsibility of the Village of Long Grove.
Effective upon the completion of construction activity and the acceptance of the TRAFFIC SIGNALS at the intersection by the COUNTY ENGINEER (construction via LCDOT
permit no. MAJACC-006567-2017).
At these intersections the Village owns and maintains street lights that are affixed to County owned and maintained mastarm traffic signals.
The effective date for the revised cost sharing at this signal shall be the latter of 1/1/2018 or the first day of the month which follows the date that this Letter of Intent and
Concurrence is signed by the Village.
I Packet Pg. 293 1
Information Item : Executive Session - Section 2(C)(1) of the Illinois
Open Meetings Act: the Appointment, Employment, Compensation,
Discipline, Performance, or Dismissal of Specific Employees of the
Public Body or Legal Counsel for the Public Body, Including
Hearing Testimony on a Complaint Lodged Against an Employee of
the Public Body or Against Legal Counsel for the Public Body to
Determine Its Validity.
Recommendation of Action I
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
N/A
Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: The appointment, employment,
compensation, discipline, performance, or dismissal of specific employees of the public body or legal
counsel for the public body, including hearing testimony on a complaint lodged against an employee of
the public body or against legal counsel for the public body to determine its validity.
Trustee Liaison
Sussman
Staff Contact
Dane Bragg, Office of the Village Manager
I Monday, February 26, 2018 1 1
Updated: 2/20/2018 9:28 AM
Page 1
t Pg. 294