2019-04-01 - Village Board Committee of the Whole - Agenda Packet19
Meeting of the Village of Buffalo Grove
Village Board
Committee of the Whole
April 1, 2019 at 7:30 PM
Call to Order
A. Pledge of Allegiance
Fifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
2. Special Business
A. Village Continuity of Operations (Trustee Ottenheimer) (Staff Contact: Mike Baker)
B. ALICE Training (Trustee Ottenheimer) (Staff Contact: Steven Casstevens)
C. CAFT Training Building Update (Trustee Ottenheimer) (Staff Contact: Mike Baker)
D. 2019 Golf Department Marketing Presentation (Trustee Weidenfeld) (Staff Contact:
Geoff Tollefson)
3. Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
4. 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)
5. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
2.A
Information Item : Village Continuity of Operations
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
Continuity of Operations (COOP) is a critical component for the uninterrupted provision of Village services
during a significant natural or man made event. Mick Fleming, Joint Emergency Management Coordinator
from North West Central Dispatch System will provide a brief overview of COOP and how it will mesh into
a larger regional response and recovery model.
Trustee Liaison
Ottenheimer
Monday, April 1, 2019
Staff Contact
Mike Baker, Fire
Updated: 3/26/2019 2:58 PM
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2.B
Information Item : ALICE Training
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
Officer Matt Mills will provide an approximately hour long training on the ALICE program designed to
prepare organizations for active shooters.
Trustee Liaison
Ottenheimer
Monday, April 1, 2019
Staff Contact
Steven Casstevens, Police
Updated: 3/28/2019 2:15 PM
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2.0
Information Item : CAFT Training Building Update
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
The Combined Area Fire Training (CAFT), comprised of five area fire departments, is in the process of
selecting a builder and architect to construct a replacement training building on the CAFT site. A selection
process update and concept floor plan will be presented.
ATTACHMENTS:
Lamp - Studio 22 - CAFT - Floor Plan Proposal (PDF)
• Procurement CAFT 2019 (DOCX)
• CAFT Price (PDF)
Trustee Liaison
Ottenheimer
Monday, April 1, 2019
Staff Contact
Mike Baker, Fire
Updated: 3/28/2019 1:30 PM
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2.C.B
VILLACE OF
MEMORANDUM
DATE: March 28, 2019
TO: William Baker, Fire Chief
FROM: Brett Robinson, Purchasing Manager
SUBJECT: Design Build CAFT Facility Project 2019
Background
After discussion with the Fire Chiefs that make up the Combined Area Fire Training (CAFT) Board it was
decided that due to the higher than expected pricing generated from the previous two bid attempts, this
work might be best suited to be procured using a Request For Proposals and Design -Build construction
methodology.
Staff published the Design and Construction CAFT Facility RFP in the Daily Herald on December 12, 2018
In addition, staff directly marketed to eleven companies and published the bid to the Village website.
On January 25, staff opened the four proposals that were received and began the evaluation process. The
proposal provided by Lamp Inc., was well received by the CAFT Chiefs and the costs were in line with
expectations. The cost tabulation of those proposals is attached for reference. Please note staff has not yet
negotiated a final contract, as such the pricing is likely to change prior to award.
After meeting with the two preferred design build firms, The Chiefs elected to engage Lamp Inc. in contract
negotiations. While both firms were very impressive Lamp Inc. provided some interesting design concepts
and innovative value engineering propositions that may ultimately lead to costs savings for the project.
The proposed contract would include the complete design and construction of a new CAFT classroom
facility. The design is such that the Village could use this building as a limited use Fire Station on a short
term basis if circumstances required it.
The total cost for this contract is expected to be an estimated $945,000. While an exact cost comparison
cannot be made due to design differences, previous low bids received were $1,401,000 and $1,139,900.
Staff believes the functionality and goals for the new facility will be met at a reduced cost and within the
projected budget.
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2.D
Information Item : 2019 Golf Department Marketing Presentation
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
As traditionally done in previous years, the golf department presents to the Village Board the objectives
and strategies executed to market both of the golf operations of the village. The presentation includes the
outlets used by the department to advertise both of the operations in that calendar year along with a brief
review of performance for the Buffalo Grove Golf Course as well as the Arboretum Club.
The 2019 presentation will highlight the changes in approach the golf department will be taking to market
the golf courses going forward. Included in the presentation will be a brief re -cap of the latest industry
report provided by the National Golf Foundation and data illustrating a much more diverse customer base.
As the golfing population has become more diverse, the department will be shifting its marketing
approach with a heavier emphasis on social media to capture the ever changing golfing demographic.
The presentation will highlight how both operations will be using the outlets of Facebook, Twitter, and
Instagram to market and the demographics associated with each of those outlets.
Finally, the presentation will also include a brief review on future Point Of Sale technology the department
would like to institute prior to the 2019 golfing season. This brief presentation will highlight the benefits of
streamlining all of our processes into one system.
ATTACHMENTS:
• 2019 Marketing Presentation (PDF)
Trustee Liaison
Weidenfeld
Monday, April 1, 2019
Staff Contact
Geoff Tollefson, Golf
Updated: 3/28/2019 2:12 PM
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4.A
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
Staff recommends going into executive session.
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
Monday, April 1, 2019
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 3/26/2019 9:01 AM
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