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2019-11-04 - 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 3. Approval of Warrant A. Approval of Warrant #1307 (Trustee Johnson) (Staff Contact: Andrew Brown) 4. Village President's Report 5. Village Manager's Report A. Buffalo Grove Days Financial Report (Trustee Stein, Trustee Smith) (Staff Contact: Andrew Brown) B. Announcement of 2020 Draft Budget (Trustee Weidenfeld) (Staff Contact: Andrew Brown) 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. Change Order #2 for 2019 Painting Services (Trustee Pike) (Staff Contact: Brett Robinson) SUMMARY: As part of the Village's recent Police Department painting project staff is requesting additional work be performed at the Police Department and Fire Administration building in an amount not to exceed an additional $3,315.00 B. Municipal Compliance Report for the Year Ending 12/31/2018 - Firefighter's Pension Fund (Trustee Weidenfeld) (Staff Contact: Andrew Brown) SUMMARY: The following report is required to be accepted by the Village Board prior to the extension of property taxes for the Article 3 & 4 pension funds. The report provides a summary of revenues and expenditures, the actuarial amount of the levy, and a series of assumptions used C. Municipal Compliance Report for the Year Ending 12/31/2018 - Police Pension Fund (Trustee Weidenfeld) (Staff Contact: Andrew Brown) SUMMARY: The following report is required to be accepted by the Village Board prior to the extension of property taxes for the Article 3 & 4 pension funds. The report provides a summary of revenues and expenditures, the actuarial amount of the levy, and a series of assumptions used. 9. Ordinances and Resolutions A. 0-2019-56 Award a Contract with CBBEL for the Bernard Drive Phase I Engineering Study (Trustee Stein) (Staff Contact: Darren Monico) B. 0-2019-57 Approve an Ordinance Amending Chapters 1 and 13 of the Buffalo Grove Municipal Code Regarding Water and Sewer Rates and Implementing a Fixed Facility Fee (Trustee Weidenfeld) (Staff Contact: Chris Stilling) C. 0-2019-58 Approve an Ordinance to Chapter 3 of the Buffalo Grove Municipal Code Establishing a Municipal Motor Fuel Tax (Trustee Weidenfeld) (Staff Contact: Chris Stilling) D. Authorization to Refund the 2010B Bonds (Trustee Weidenfeld) (Staff Contact: Andrew Brown) 10. Unfinished Business 11. New Business A. Authorization to Execute an Amendment to the Contract for Golf Course Maintenance Services (Trustee Stein) (Staff Contact: Brett Robinson) B. Truth in Taxation Determination (Trustee Weidenfeld) (Staff Contact: Andrew Brown) C. Pre -Application Discussion Regarding a Special Use for a Adult -Use Cannabis Dispensary and Medical Cannabis Dispensary at 830-840 Milwaukee Avenue (Trustee Johnson) (Staff Contact: Chris Stilling) 12. Questions From the Audience Questions from the audience are limited to items that are not on the regular agenda. In accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the audience will be limited to 10 minutes and should be limited to concerns or comments regarding issues that are relevant to Village business. All members of the public addressing the Village Board shall maintain proper decorum and refrain from making disrespectful remarks or comments relating to individuals. Speakers shall use every attempt to not be repetitive of points that have been made by others. The Village Board may refer any matter of public comment to the Village Manager, Village staff or an appropriate agency for review. 13. Adjournment The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m. The Board, does, however, reserve the right to defer consideration of matters to another meeting should the discussion run past 10:30 p.m. The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that persons with disabilities, who require certain accommodations to allow them to observe and/or participate in this meeting or have questions about the accessibility of the meeting or facilities, contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable accommodations for those persons. 3.A Action Item : Approval of Warrant #1307 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff recommends approval of warrant #1307. ATTACHMENTS: • W#1307 (PDF) Trustee Liaison Johnson Monday, November 4, 2019 Staff Contact Andrew Brown, Finance Updated: 10/31/2019 4:37 PM Page 1 Packet Pg. 3 3.A.a VILLAGE OF BUFFALO GROVE WARRANT #1307 4-Nov-19 General Fund: 98,245.74 Parking Lot Fund: 224.00 Motor Fuel Tax Fund: 0.00 Debt Service Fund: 0.00 School & Park Donations 0.00 Capital Projects -Facilities: 0.00 Capital Projects -Streets: 41,768.74 Health Insurance Fund: 0.00 Facilities Development Debt Service Fund: 0.00 Retiree Health Savings (RHS): 0.00 Water Fund: 57,990.42 Buffalo Grove Golf Fund: 41,891.33 Arboretum Golf Fund: 73,408.32 Refuse Service Fund: 63,502.34 Information Technology Internal Service Fund: 165813.25 Central Garage Internal Service Fund: 11,721.65 Building Maintenance Internal Service Fund: 73,554.15 479,119.94 PAYROLL PERIOD ENDING 10/17/19 982,064.23 PAYROLL PERIOD ENDING 10/31/19 974,654.25 1,956,718.48 TOTAL WARRANT #1307 2,435,838.42 APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Village Clerk Village President Packet Pg. 4 5.A Information Item : Buffalo Grove Days Financial Report ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends acceptance. The attached report summarizes the financial performance of the 2019 Buffalo Grove Days event. All revenues and expenses related to the 2019 event are included by source and use. A comparative analysis of the prior year's festival is included for reference. Village staff time and over -time associated with event are not charged back or included in this analysis. The revenues and expenditures reported here should be considered final however, if a material addition or subtraction is required, the report will be revised and redistributed to the Village Board. ATTACHMENTS: • BG Fin report Memo 2019 (DOCX) Trustee Liaison Stein, Smith Monday, November 4, 2019 Staff Contact Andrew Brown, Finance Updated: 10/31/2019 3:37 PM Page 1 Packet Pg. 5 S.A.a FROM: Andrew Brown, Deputy Director of Finance Franceska Fabyan, Accountant DATE: 10/11/2019 RE: Buffalo Grove Days Financial Report This report summarizes the financial performance of the 2019 Buffalo Grove (BG) Days event. All 2019 revenues and expenses can be found on pages two through five of this report. A comparative analysis of 2018 versus 2019 is provided on page six. This table provides additional amounts for 2018 that were submitted after the compilation of the 2018 BG Days Financial Report. All departmental costs incurred by the Village to support this event are excluded from this report and absorbed in each department's budget. The Village does not charge back overhead costs for staff, facilities, insurance, and other indirect event expenditures. This financial report captures the direct costs associated with the event. It is important to note that the revenues and expenditures reported here should be considered final. Any submissions made after the date of this report will be reflected in the 2020 BG Days Financial Report. The Village maintains adequate procedural controls throughout the duration of the festival. The BG Days Committee is responsible for maintaining and approving expenditures that are less than $500 per instance. Expenditures exceeding $500 must get authorization from the Finance Department, including the staff liaisons to the BG Days committee. In addition to those responsibilities the Finance Department also audits the carnival tickets sold. The ticket numbers to be sold are reviewed and approved four weeks prior to the festival. The Finance staff spot checks the carnival ticket booths throughout each day of the fest to ensure that tickets being sold are from the approved serial number listing. Total revenue reported for 2019 is $171,979 up $46,294 from 2018. Carnival ticket sales increased by $32,394 from 2018. The Buffalo Grove Chamber's revenue share of the beer tent income to the Village increased by $11,451 from prior year. The higher sales numbers are mainly due to better weather conditions compared to the prior year which had multiple days rained out. Total expenditures reported for 2019 are down by $3,166 from 2018. Equipment cost went up by $14,987 mainly due to additional tents, tables, and chair rentals to accommodate the crowd. Consulting fees for the event significantly dropped by $6,636 and advertising fees decreased by $5,976 from prior year. The net cost for the 2019 Buffalo Grove Days fest was $34,304 which is down by $49,460 from 2018. Packet Pg. 6 S.A.a Village of Buffalo Grove Buffalo Grove Days Treasury Report__ 2019___ Revenue Donation Revenue Source Amount Category Donations: Bits Inc 500.00 Entertainment Civiltech 5,000.00 Entertainment College of Lake County 500.00 Entertainment COMED 500.00 Entertainment Connexion .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 500.00 Entertainment Donato Restaurant Group 500.00 Entertainment Exelon 1,000.00 Entertainment First Student 500.00 Entertainment Indeck 2,500.00 Entertainment Kevin Lucas DDs 300.00 Entertainment Mcadams 1,000.00 Entertainment Metro Storage LLC 500.00 Entertainment Mod Super Fast Pizza 3,000.00 Entertainment On your Toes Academy of Dance _PDI 750.00 Entertainment Medical 750.00 Entertainment Risk Placement Services, Inc. 500.00 Entertainment Steve Koebernick/ Dakota K Auto Repair 500.00 Entertainment Steven H Antman CLU 25.00 Entertainment T-Mobile 700.00 Entertainment Woodman's Markets 12,500.00 Entertainment Sub -total 32,025.00 Other Revenue Sources: Food Vendor Fees 7,350.00 Parade Fees 1,575.00 Chamber Revenue Sharing 24,459.99 Ice Sales 390.00 Craft Show Fees 1,335.00 _91,131.50 Carnival Sales Corn & Beverage Sales 13,230.40 Misc Revenue .......Sub 482.00 -total 139,953.89_. Total Revenue 171,978.89 txpenaitures All Abount Fun Entertainment 500.00 Entertainment Andrew Blendermann 450.00 Entertainment Barefoot Hawaiians, Inc. 395.00 Entertainment Bass/Schuler Entertainment 450.00 Entertainment Chicago Bears 550.00 Entertainment Chickaboom LLC 1,400.00 Entertainment ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Creative Booking Agency, LLC 20,000.00 Entertainment 2 Packet Pg. 7 S.A.a David DiNaso 300.00 Entertainment David A. Mack 500.00 Entertainment Euphoria Entertainment LLC 650.00 Entertainment Frank Rowley 111 650.00 Entertainment Jamac Enterprise INC. DBA School of Rock 275.00 Entertainment James Bottoms 450.00 Entertainment Jamie Martin 400.00 Entertainment Jason Kollum 700.00 Entertainment Jennifer Weeks 400.00 Entertainment Jose M_Miranda 550.00 Entertainment The Jumper Store 668.00 Entertainment Karyn Gordon 200.00 Entertainment Kathleen Wolf _2,800.00 Entertainment Margaret Ann Kanter 1,400.00 Entertainment Michael F. Bullock 250.00 Entertainment Minerva Solano 300.00 Entertainment New Blue Inc 4,050.00 Entertainment Paul B. Bellisario 400.00 Entertainment Personalities, Inc. 650.00 Entertainment Pete Kovacevich 450.00 Entertainment PPP Chicago 1,300.00 Entertainment Randall Bernstein 1,100.00 Entertainment The Right Stuff Entertainment, INC. 3,300.00 Entertainment Rinat Melton 375.00 Entertainment Robbie Gold Music 275.00 Entertainment Robert Hirsch 800.00 Entertainment Rock'N' Kids Inc. 150.00 Entertainment ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Shawn Hutchings 550.00 Entertainment There Goes The Neighborhood LLC 500.00 Entertainment Wolves Charities 275.00 Entertainment Sub Total - Entertainment 48,413.00 American Mobile Staging Inc. 8,870.00 Equipment Communications Direct, Inc. 1,044.00 Equipment Gand Concert Sound 1,800.00 Equipment Gen Power, Inc. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 9,228.60 Equipment Indestructo Rental Company 28,150.50 _5,055.00 Equipment Pac-Van, Inc, ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Equipment Rolling R Golf Cars 8,825.00 Equipment Service Sanitation 18,889.38 Equipment Sound Works Productions, Inc. 15,570.00 _3,003.00 Equipment UnitedRent-A-Fence Equipment Warren Oil 1,002.64 Equipment Sub Total - Equipment 101,438.12 Complete Image Apparel, LLC 355.50 Advertising DNH GODADDY.COM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 467.64 Advertising Presstech 2,894.00 Advertising RS*Domainname Register 15.18 Advertising Vicarious Productions, Inc. 1,195.00 Advertising 3 Packet Pg. 8 S.A.a Sub Total - Advertising 4,927.32 First Student 11,208.29 Transportation Sub Total - Transportation 11,208.29 Banner Plumbing 629.21 Misc Expense - Supplies Brothers Ribs 210.00 Misc Expense - Food Coupons Crown Trophy 211.00 Misc Expense - BG Days Awards Dorfler's Meat Market Inc 345.00 Misc Expense - Food Coupons EI-Cor Industries, Inc. 548.73 Misc Expense GFS 78.94 Misc Expense Grainger, Inc, 145.90 Misc Expense Home City Ice 1,265.10 Misc Expense Imperial Textile 135.09 Misc Expense Len's Ace Hardware 485.50 Misc Expense -Supplies Luke's of Mundelein _Menards 150.00 Misc Expense - Food Coupons 1,898.45 Misc Expense -Supplies Michael's Catering 420.00 Misc Expense - Food Coupons Mid American Water of Wauconda 380.80 Misc Expense Miscellaneous Expenses 363.22 Misc Expense Northwest Electrical Sur Perfect Cleaning Service Inc. 372.22 Misc Expense 3,200.00 Misc Expense - Custodial Cleani Rodney Odelson 102.95 Misc Expense Route 12 Rental Co, Inc 224.50 Misc Expense Village of Buffalo Grove Petty Cash 37.68 Misc Expense- Petty Cash Wintrust Credit Card 4,054.11 Misc Expense Woodman's Food Market 1,304.88 Misc Expense Sub Total - Miscellaneous Expenses 16,563.28 Matthew A. Settler 5,422.50 Sub Total - Consulting 5,422.50 Aaron Henning 225.00 Parade Buffalo Grove High School 600.00 Parade Chain-O-Lakes Model A. Club 200.00 Parade FLAT43 BMX 325.00 Parade Johnny Gabor Band 400.00 Parade Lake County Shrine Club 400.00 Parade Medinah Black Horse Troop 600.00 Parade ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Medinah Car Club 325.00 Parade Medinah Clowns ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 500.00 Parade Medinah Flying Carpets 400.00 Parade Medinah Highlanders 600.00 Parade Medinah Aviators 25.00 Parade Stevenson HS Marching Patriots 600.00 Parade St. Mary School Band 300.00 Parade Those Funny Little People 500.00 Parade West Suburban Shrine Club Roaring 57's 500.00 Parade Sub Total - Parade 6,500.00 Boy Scout Troop 79 677.29 Non -Profit Donations Boy Scout Troop 140 931.27 Non -Profit Donations Boy Scout Troop 401 846.61 Non -Profit Donations 4 Packet Pg. 9 S.A.a Buffalo Grove Parent Association 677.29 Non -Profit Donations Buffalo Grove Park District 338.64 Non -Profit Donations Congregation Beth AM 846.61 Non -Profit Donations Kingswood United Methodist Church 846.61 Non -Profit Donations Knights of Columbus 1,185.25 Non -Profit Donations Lions Club of Buffalo Grove 507.97 Non -Profit Donations Longfellow Independent PTO 846.61 Non -Profit Donations Na'amat USA Greater Chicago Council 846.61 Non -Profit Donations Northwest Chapter Hadassah 338.64 Non -Profit Donations ST. Mary Parish & School 2,243.52 Non -Profit Donations Township High School District 214 677.29 Non -Profit Donations Sub Total - Non -Profit Donations 11,810.21 Total Expenditures 206,282.72 Net Income/(Loss) (34,303.83) 5 Packet Pg. 10 Buffalo Grove Days - Event Comparison 2019-2018 Revenue/Expenditure Comparison Dollar PERCENTAGE Revenue 2019 2018 Change CHANGE Event Donations 32,025 26,000 6,025 23.17% Food Vendor Fees 7,350___ 8,850 (1,500) -16.95% BG Chamber Revenue Share 24,460 _1,575____ 13,009 11,451 88.02% Parade Fees 2,375 (800) -33.68% Craft Show Fees 1,335 3,925 -65.99% (2,590) Ice Sales 390____ 620 (230) _37.10% Carnival Sales 91,132 58,738 32,394 55.15% Corn and Beverage Sales 13,230 11,918 1,312 11.01% All Other Revenue 482 249 233 93.57% Total Revenue 171,979 125,685 36.83% 46,294 Expenditures Entertainment 48,413____ 52,388 (3,975) _7.59% Parade Expenses 6,500 7,450 (950) _12.75% Transportation Expenses 11,208___ 9,092 2,116 23.27% Advertising 4,927 10,904 (5,976) _54.81% Equipment 101,438___ 86,451 14,987 17.34% Consulting 5,423 12,059 (6,636) _55.03% Non -Profit Donations 11,810 10,583 1,227 11.59% All Other Expenditures 16,563 20,522 (3,958) -19.29% Total Expenditures 206,283 209,448 (3,166) -1.51% Net Income/ (Loss) (34,304) (83,764) 49,460 -59.05% 6 Packet Pg. 11 5.B Information Item : Announcement of 2020 Draft Budget ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends discussion. Trustee Liaison Weidenfeld Monday, November 4, 2019 Staff Contact Andrew Brown, Finance Updated: 10/31/2019 12:28 PM Page 1 Packet Pg. 12 8.A Action Item : Change Order #2 for 2019 Painting Services ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: As part of the Village's recent Police Department painting project staff is requesting additional work be performed at the Police Department and Fire Administration building in an amount not to exceed an additional $3,315.00 ATTACHMENTS: • CO 2 Memo (DOCX) • CO Statement(DOCX) • Change Order 2 (PDF) Trustee Liaison Pike Monday, November 4, 2019 Staff Contact Brett Robinson, Finance Updated: 10/28/2019 2:19 PM Page 1 Packet Pg. 13 8.A.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: October 31, 2019 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Change Order Painting Background Village staff members have identified additional work that should be completed at the Police Department and Fire Administration Facility. Village staff recommends a contract change order for the additional painting work in the amount of $3,315.00. Approval of this change order will bring the contract value to $36,893.75. There are available funds in the approved budget to cover the additional work. Recommendation Staff recommends that the Village Board approve the proposed change order as presented. w d a� U) aM c c a rn T Q N L w N L L 0 a� a� c t c.� 0 E m N 0 U c d E s U c� Q Packet Pg. 14 8.A.b VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: October 31, 2019 TO: President Beverly Sussman and Trustees FROM: Dane Bragg, Village Manager SUBJECT: Change Order Painting Project I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized as a designee by the Village Board of the Village of Buffalo Grove and after reviewing the facts presented to me, as detailed in agenda item 8B. "Change Order Painting 2019 Project", do hereby determine that the increase in work to be performed by Great Lakes Property Logistics is in the best interests of the Village of Buffalo G rove. Packet Pg. 15 8.A.c Village of Buffalo Grove Change Order Project Name Painting 2019 Project Number VoBG-2019-23 The Contract is altered as follows: Change Order Number 02 Date 11-04-2019 Additional Areas at the Police Department and Fire Administration Building are to be added to the agreement as Optional Painting The original Contract Amount was Amount altered by previous Change Order The Contract Amount prior to this Change Order The Contract Amount will be (increased, decreased) by this Change Order in the amount of The new Contract Amount including this Change Order Original Contract Completion Date Days altered by previous Change Order The Contract Time/Completion Date will be (increased,decreased)by The new Contract Completion Date Accepted by: Contractor Printed Name Signature Title $ 29,643.75 $ 3,935.00 $ 33,578.75 $ 3,315.00 $ 36,893.75 11/16/2019 30 Calendar Days Calendar Days 12/16/2019 The Village of Buffalo Grove Dane Bragg Printed Name Signature Village Manager Title Ver (10/26/2016) Packet Pg. 16 8.B Information Item : Municipal Compliance Report for the Year Ending 12/31/2018 - Firefighter's Pension Fund ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends acceptance. SUMMARY: The following report is required to be accepted by the Village Board prior to the extension of property taxes for the Article 3 & 4 pension funds. The report provides a summary of revenues and expenditures, the actuarial amount of the levy, and a series of assumptions used ATTACHMENTS: BuffaloGroveFire 12.31.18 MCR (PDF) Trustee Liaison Staff Contact Weidenfeld Andrew Brown, Finance Monday, November 4, 2019 Updated: 10/31/2019 1:50 PM Page 1 Packet Pg. 17 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND PUBLIC ACT 95-0950 MUNICIPAL COMPLIANCE REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2018 Packet Pg. 18 8.B.a 668 NORTH FtNFA RF)NAPFIRW IT, f41.6h,1066054,3 wwwd.faLA rbac1,'xanra ru o „or 'u' July 31, 2019 Members of the Pension Board of Trustees Buffalo Grove Firefighters' Pension Fund Buffalo Grove, Illinois Enclosed please find a copy of your Municipal Compliance Report for the Buffalo Grove Firefighters' Pension Fund for the fiscal year ended December 31, 2018. We have prepared the report with the most recent information available at our office. Should you have more current information, or notice any inaccuracies, we are prepared to make any necessary revisions and return them to you. The President and Secretary of the Pension Fund are required to sign the report on page 3. If not already included with the enclosed report, please also include a copy of the Pension Fund's most recent investment policy. The signed Public Act 95-0950 - Municipal Compliance Report must be provided to the Municipality before the tax levy is filed on the last Tuesday in December. We are sending the report via email to promote an environmentally -friendly work atmosphere. Ll If you have any questions regarding this report, please contact your Client Manager or PSA. Respectfully submitted, LAUTERBACH & AMEN, LLP Packet Pg. 19 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 The Pension Board certifies to the Board of Trustees of the Village of Buffalo Grove, Illinois on the condition of the Pension Fund at the end of its most recently completed fiscal year the following information: 1) The total cash and investments, including accrued interest, of the fund at market value and the total net position of the Pension Fund: Current Preceding Fiscal Year Fiscal Year Total Cash and Investments (including accrued interest) $58,087,012 $61,590,749 Total Net Position $58,060,345 $61,562,470 2) The estimated receipts during the next succeeding fiscal year from deductions from the salaries of firefighters' and from other sources: Estimated Receipts - Employee Contributions $564,400 Estimated Receipts - All Other Sources Investment Earnings $4,066,100 Municipal Contributions $1,984,773 3) The estimated amount necessary during the fiscal year to meet the annual actuarial requirements of the pension fund as provided in Sections 4-118 and 4-120: Annual Requirement of the Fund as Determined by: Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP Recommended Municipal Contribution Statutory Municipal Contribution $2,036,623 $1,984,773 $1,530,673 Page 1 Packet Pg. 20 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 4) The total net income received from investment of assets along with the assumed investment return and actual investment return received by the fund during its most recently completed fiscal year compared to the total net income, assumed investment return, and actual investment return received during the preceding fiscal year: Net Income Received from Investment of Assets Assumed Investment Return Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP Current Preceding Fiscal Year Fiscal Year ($2,917,746) $7,601,179 6.50% 6.50% 7.00% 7.00% Actual Investment Return (4.88)% 13.13% 5) The increase in employer pension contributions that results from the implementation of the provisions of P.A.93-0689: Illinois Department of Insurance N/A Private Actuary - Lauterbach & Amen, LLP N/A 6) The total number of active employees who are financially contributing to the fund: Number of Active Members 55 7) The total amount that was disbursed in benefits during the fiscal year, including the number of and total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being paid a disability pension, and (iii) survivors and children in receipt of benefits: Total Amount Number of Disbursed (i) Regular Retirement Pension 33 $2,446,931 (ii) Disability Pension 4 $221,581 CM N a� ii m 0 L 0 �a w 3 m C m E s v iiiSurvivors and Child Benefits 5 $261,736 Totals 42 $2,930,248 Page 2 Packet Pg. 21 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 8) The funded ratio of the fund: Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP Current Preceding Fiscal Year Fiscal Year 73.64% 76.88% 76.94% 78.51 % 9) The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded liability: Unfunded Liability: Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP $22,124,243 $18,668,435 The accrued liability is the actuarial present value of the portion of the projected benefits that has been accrued as of the valuation date based upon the actuarial valuation method and the actuarial assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued liability over the actuarial value of assets. 10) The investment policy of the Pension Board under the statutory investment restrictions imposed on the fund. Investment Policy - See Attached. Please see Notes Page attached. CERTIFICATION OF MUNICIPAL FIREFIGHTERS' PENSION FUND COMPLIANCE REPORT The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our knowledge, hereby certify pursuant to §4-134 of the Illinois Pension Code 40 ILCS 5/4-134, that the preceding report is true and accurate. Adopted this day of 12019 President Secretary Date Date Page 3 Packet Pg. 22 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS 1) Total Cash and Investments - as Reported at Market Value in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. Total Net Position - as Reported in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. 2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the Year Ended December 31, 2018 plus 5.78% Increase (Actuarial Salary Increase Assumption) Rounded to the Nearest $100. Estimated Receipts - All Other Sources: Investment Earnings - Cash and Investments as Reported in the Audited Financial Statements for the Year Ended December 31, 2018, times 7% (Actuarial Investment Return Assumption) Rounded to the Nearest $100. 3) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance - Suggested Amount of Tax Levy as Reported in the December 31, 2018 Actuarial Valuation. Private Actuary - Lauterbach & Amen, LLP: Recommended Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Statutorily Required Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Page 4 Packet Pg. 23 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS - Continued 4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. Assumed Investment Return: Illinois Department of Insurance - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the December 31, 2018 and 2017 Actuarial Valuations. Private Actuary - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the Lauterbach & Amen, LLP, December 31, 2018 and 2017 Actuarial Valuations. Actual Investment Return -Net Income Received from Investments as Reported Above as a Percentage of the Average of the Beginning and Ending Balances of the Fiscal Year Cash Investments, Excluding Net Investment Income, Gains, and Losses for the Fiscal Year Return Being calculated, as Reported in the Audited Financial Statements for the Fiscal Years Ended December 31, 2018 and 2017. 5) Illinois Department of Insurance - Amount of total suggested tax levy to be excluded from the property tax extension limitation law as contemplated by 35 ILCS 200/18-185. Private Actuary - No Private Actuarial Valuation amount available at the time of this report. 6) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31, 2018 - Schedule P. 7) (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31, 2018 - Schedule P for Number of Participants and Expense page I for Total Amount Disbursed. (ii) Disability Pension - Same as above. (iii) Survivors and Child Benefits - Same as above. Page 5 Packet Pg. 24 8.B.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS - Continued 8) The funded ratio of the fund: Illinois Department of insurance - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the December 31, 2018 and 2017 Actuarial Valuations. Private Actuary - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the Lauterbach & Amen, LLP, December 31, 2018 and December 31, 2017 Actuarial Valuations. 9) Unfunded Liability: Illinois Department of Insurance - Deferred Asset (Unfunded Accrued Liability) as Reported in the December 31, 2018 Actuarial Valuation. Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Page 6 Packet Pg. 25 8.0 Information Item : Municipal Compliance Report for the Year Ending 12/31/2018 - Police Pension Fund ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends acceptance. SUMMARY: The following report is required to be accepted by the Village Board prior to the extension of property taxes for the Article 3 & 4 pension funds. The report provides a summary of revenues and expenditures, the actuarial amount of the levy, and a series of assumptions used. ATTACHMENTS: BuffaloGrovePolice_12.31.2018_MCR (PDF) Trustee Liaison W eidenfeld Monday, November 4, 2019 Staff Contact Andrew Brown, Finance Updated: 10/31/2019 1:51 PM Page 1 Packet Pg. 26 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND PUBLIC ACT 95-0950 MUNICIPAL COMPLIANCE REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2018 Packet Pg. 27 8.C.a 668 NORTH FtNFA RF)NAPFIRW IT, f41.6h,1066054,3 wwwd.faLA rbac1,'xanra ru o „or 'u' July 18, 2019 Members of the Pension Board of Trustees Buffalo Grove Police Pension Fund Buffalo Grove, Illinois Enclosed please find a copy of your Municipal Compliance Report for the Buffalo Grove Police Pension Fund for the fiscal year ended December 31, 2018. We have prepared the report with the most recent information available at our office. Should you have more current information, or notice any inaccuracies, we are prepared to make any necessary revisions and return them to you. The President and Secretary of the Pension Fund are required to sign the report on page 3. If not already included with the enclosed report, please also include a copy of the Pension Fund's most recent investment policy. The signed Public Act 95-0950 - Municipal Compliance Report must be provided to the Municipality before the tax levy is filed on the last Tuesday in December. We are sending the report via email to promote an environmentally -friendly work atmosphere. Ll If you have any questions regarding this report, please contact your Client Manager or PSA. Respectfully submitted, LAUTERBACH & AMEN, LLP Packet Pg. 28 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 The Pension Board certifies to the Board of Trustees of the Village of Buffalo Grove, Illinois on the condition of the Pension Fund at the end of its most recently completed fiscal year the following information: 1) The total cash and investments, including accrued interest, of the fund at market value and the total net position of the Pension Fund: Current Preceding Fiscal Year Fiscal Year Total Cash and Investments (including accrued interest) $64,362,737 $67,570,890 Total Net Position $64,222,737 $67,432,478 2) The estimated receipts during the next succeeding fiscal year from deductions from the salaries of police officers and from other sources: Estimated Receipts - Employee Contributions Estimated Receipts - All Other Sources $706,500 Investment Earnings $4,505,400 Municipal Contributions $3,034,524 3) The estimated amount required during the next succeeding fiscal year to (a) pay all pensions and other obligations provided in Article 3 of the Illinois Pension Code, and (b) to meet the annual requirements of the fund as provided in Sections 3-125 and 3-127: (a) Pay all Pensions and Other Obligations $4,818,400 (b) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance N/A Private Actuary - Lauterbach & Amen, LLP Recommended Municipal Contribution $3,034,524 Statutory Municipal Contribution $2,539,482 Page 1 Packet Pg. 29 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 4) The total net income received from investment of assets along with the assumed investment return and actual investment return received by the fund during its most recently completed fiscal year compared to the total net income, assumed investment return, and actual investment return received during the preceding fiscal year: Net Income Received from Investment of Assets Assumed Investment Return Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP Current Preceding Fiscal Year Fiscal Year ($2,726,923) $8,300,526 N/A 7.00% Actual Investment Return (4.13)% 5) The total number of active employees who are financially contributing to the fund: Number of Active Members 6.50% 7.00% 13.05% 62 6) The total amount that was disbursed in benefits during the fiscal year, including the number of and total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being paid a disability pension, and (iii) survivors and children in receipt of benefits: Total Amount Number of Disbursed (i) Regular Retirement Pension 46 $3,467,554 (ii) Disability Pension 1 $42,580 (iii) Survivors and Child Benefits 5 $288,683 Totals 52 $3,798,817 w 0 N M N O I U 0 a m 0 i O m c a� E t U a Page 2 Packet Pg. 30 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 7) The funded ratio of the fund: Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP Current Preceding Fiscal Year Fiscal Year N/A 68.62% 71.2 4 % 69.74% 8) The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded liability: Unfunded Liability: Illinois Department of Insurance Private Actuary - Lauterbach & Amen, LLP N/A $27,787,624 The accrued liability is the actuarial present value of the portion of the projected benefits that has been accrued as of the valuation date based upon the actuarial valuation method and the actuarial assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued liability over the actuarial value of assets. 9) The investment policy of the Pension Board under the statutory investment restrictions imposed on the fund. Investment Policy - See Attached. Please see Notes Page attached. CERTIFICATION OF MUNICIPAL POLICE PENSION FUND COMPLIANCE REPORT The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our knowledge, hereby certify pursuant to §3-143 of the Illinois Pension Code 40 ILCS 5/3-143, that the preceding report is true and accurate. Adopted this day of 12019 President Secretary Date Date Page 3 Packet Pg. 31 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS 1) Total Cash and Investments - as Reported at Market Value in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. Total Net Position - as Reported in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. 2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the Year Ended December 31, 2018 plus 4.74% Increase (Actuarial Salary Increase Assumption) Rounded to the Nearest $100. Estimated Receipts - All Other Sources: Investment Earnings - Cash and Investments as Reported in the Audited Financial Statements for the Year Ended December 31, 2018, times 7% (Actuarial Investment Return Assumption) Rounded to the Nearest $100. 3) (a) Pay all Pensions and Other Obligations - Total Non -Investment Deductions as Reported in the Audited Financial Statements for the Year Ended December 31, 2018, plus a 25% Increase, Rounded to the Nearest $100. (b) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance - No December 31, 2018 Actuarial Valuation available at the time of this report. Private Actuary - Lauterbach & Amen, LLP: Recommended Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Statutorily Required Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Page 4 Packet Pg. 32 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS - Continued 4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2018 and 2017. Assumed Investment Return: Illinois Department of Insurance - Preceding Fiscal Year Interest Rate Assumption as Reported in the December 31, 2017 Actuarial Valuation. No December 31, 2018 Actuarial Valuation available at the time of this report. Private Actuary - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the Lauterbach & Amen, LLP, December 31, 2018 and 2017 Actuarial Valuations. Actual Investment Return -Net Income Received from Investments as Reported Above as a Percentage of the Average of the Beginning and Ending Balances of the Fiscal Year Cash Investments, Excluding Net Investment Income, Gains, and Losses for the Fiscal Year Return Being calculated, as Reported in the Audited Financial Statements for the Fiscal Years Ended December 31, 2018 and 2017. 5) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31, 2018 - Schedule P. 6) (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31, 2018 Schedule P for Number of Participants and Expense page 1 for Total Amount Disbursed. (ii) Disability Pension - Same as above. (iii) Survivors and Child Benefits - Same as above. Page 5 Packet Pg. 33 8.C.a THE VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND Public Act 95-950 - Municipal Compliance Report For the Fiscal Year Ending December 31, 2018 INDEX OF ASSUMPTIONS - Continued 7) The funded ratio of the fund: Illinois Department of Insurance - Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the December 31, 2017 Actuarial Valuation. No December 31, 2018 Actuarial Valuation available at the time of this report. Private Actuary - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the Lauterbach & Amen, LLP, December 31, 2018 and December 31, 2017 Actuarial Valuations. 8) Unfunded Liability: Illinois Department of Insurance - Deferred Asset (Unfunded Accrued Liability) - No December 31, 2018 Actuarial Valuation available at the time of this report. Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Lauterbach & Amen, LLP in the December 31, 2018 Actuarial Valuation. Page 6 Packet Pg. 34 9.A Ordinance No. 0-2019-56 : Award a Contract with CBBEL for the Bernard Drive Phase I Engineering Study ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. Staff seeks authorization to execute the an agreement with Christopher B Burke Engineering, Ltd. for professional engineering services to complete a Phase I Engineering Study for Bernard Drive in an amount not to exceed $304,845.50, pending attorney review. ATTACHMENTS: • CBBEL Phase _I_Memo (DOCX) • CBBEL Bernard Drive_Phase I Proposal_100919 (PDF) • Professional Services Agreement (DOCX) • CBBEL Ordinance (DOCX) Trustee Liaison Staff Contact Stein Darren Monico, Public Works Monday, November 4, 2019 Updated: 10/31/2019 2:11 PM Page 1 Packet Pg. 35 9.A.a VILLAGE OF TO: DANE C. BRAGG, VILLAGE MANAGER FROM: DARREN MONICO, VILLAGE ENGINEER SUBJECT: BERNARD DRIVE PHASE I ENGINEERING STUDY DATE: OCTOBER 9, 2019 CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS 11 Background The Engineering Division is proposing to begin a Phase I Design Study of Bernard Drive from Arlington Heights Road to Buffalo Grove Road. Following the general engineering Request for Qualifications process, Christopher B. Burke Engineering Ltd. (CBBEL) has submitted a Professional Services Phase I Design Contract for design work to be performed in 2019 and 2020. CBBEL has a strong expertise in federally funded projects and storm water management, the two critical items of this project. Staff Analysis The project scope is split into three separate parts in order to appropriately tie the project success, which will be defined to long term viability, to Village costs. Part A This part will be completed in 2019 using Invest in Cook funds from the Cook County Department of Transportation and Highways. The Village will expend the funds locally, then will be reimbursed from the County following the completion of the work to a maximum of $50,000. This part of the project will focus on developing funding sources, particularly the January 2020 call for projects through the Northwest Municipal Conference. Part B The efforts of this part will meet the federal guidelines to qualify for external funding. It is anticipated funding for Construction Engineering and Project Construction will be split 70/30 through Surface Transportation Program funds after the completion of this study. The January 2020 call for projects will allow us to determine if this project will have funding programmed for the future, therefore this part will not be completed if the project has low long term viability. Part C This part of the scope will be used for engineering discovery of storm water components that impact Bernard Drive, but are not along that particular roadway. While Part B will only work toward completing a project along Bernard Drive, Part C will help create conceptual solutions and costs to help bring storm water control to present day standards across the entire neighborhood. Dependent upon the initially finding of this study, a supplement may be needed for this area of focus to fully plan and design large scale storm water improvements away from Bernard Drive. Packet Pg. 36 9.A.a A timeline for the project based upon our current understanding of the scope is to complete the Phase I in 2020. The Phase II Engineering in 2021 and 2022, with construction taking place in 2023 and 2024. Phase 11 and construction is contingent upon Federal Funding and Village approval. Recommendation Based upon our review, staff recommends approval of the full CBBEL contract in an amount not to exceed $304,845.50, pending legal review. At this time however staff and CBBEL will only proceed with Part A ($50,000) in 2019. The balance of the contract will be contingent upon Federal Funding and Village approval. Packet Pg. 37 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:= II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 PROJECT UNDERSTANDING CBBEL understands that the Village of Buffalo Grove (Village) desires to complete Phase I Engineering Services (Phase I Study) for the proposed reconstruction of Bernard Drive between Arlington Heights Road (AHR) and Buffalo Grove Road (BGR) in anticipation of pursuing federal funding opportunities. The need for reconstruction is based on the age of the existing pavement structure, the current poor condition necessitating more frequent repairs and rehabilitation, and replacement of the existing roadway drainage system based on age and deficiencies. Although Phase I Engineering will be locally funded, to be eligible for federal funding opportunities for construction, completion of Phase I Engineering must comply with federal project development requirements in coordination with the Illinois Department of Transportation - Bureau of Local Roads and Streets (IDOT-BLRS) for review and approval. Phase I Engineering will be completed via Part A and Part B components to be individually authorized by the Village based on funding availability. In general, Part A includes initial survey compilation, typical section alternatives analysis, initial environmental surveys, and assisting the Village with applications for federal funding grants, including the upcoming call for Surface Transportation Program (STP) projects thru the Northwest Municipal Conference. Part B includes all remaining work required to complete Phase I Engineering per IDOT-BLRS requirements. In addition, Part C is included in the proposal to provide a high-level review of existing conditions and potential drainage improvements in the neighborhood areas adjacent to Bernard Drive that may be desired or required to provide a new upgraded drainage system for Bernard Drive that is designed for a 10-year storm event. The result of the Part C work will include recommendations for next steps, which may include analysis of potential alternatives that will require additional field survey work and additional technical analysis that would be addressed as a contract amendment. The Village has identified a potential need for a separate sub area stormwater management study for areas north and south of Bernard Drive and east of Raupp Boulevard, building on previous studies and recent additional information. As part of the Part B Roadway Drainage analysis (Task 11), further coordination will occur between CBBEL and Village to review and develop recommendations for next steps. Depending on the recommendations, additional level of effort may be required for completion of a sub area stormwater management analysis, which would be considered additional work and would be addressed as part of a future contract amendment. Bernard Drive is classified as a Minor Collector and consists of one lane in each direction with parking allowed along both sides of the roadway except in certain areas where it is specifically restricted by signing. The average daily traffic volume is approximately 3,500 vehicles per day, although updated traffic counts will be obtained. The Phase I Study will also include an evaluation of the projected increase in travel demand along Bernard Drive by the year 2050, the current regional planning horizon, a) which will be required to comply with IDOT requirements for reconstruction projects. Given the s developed nature of the area, it is not expected that the project year 2050 daily traffic volume will show a Page 1 of 10 FB_ Packet Pg. 38 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 much of an increase. AHR and BGR are both minor arterial roadways under Cook County Division of Transportation and Highways (CCDOTH) jurisdiction. The Phase I Study will include a complete evaluation of the existing operational conditions within the project limits, to identify any deficiencies with respect to travel performance and with respect to safety for not only vehicles but also non -motorized users. In particular, the Elliot Hartstein Trail crossing near White Pines Ditch will be evaluated with respect to crossing safety based on alignment, sight distance, pavement marking, advisory signing, etc. There are sidewalks along both sides of Bernard Drive throughout the study area with no designated bicycle accommodations. Part A will include an evaluation of proposed typical section alternatives to accommodate desired pedestrian and bicycle accommodations in accordance with the Village Bike Plan. Crash data will also be collected for the most recent five years and evaluated. Any over -represented crash types and locations will be identified along with appropriate countermeasures. In addition to identifying roadway improvements, identification of associated ancillary improvements and costs thereof, such as utility improvements, is an important part of the Phase I Study so the Village of Buffalo Grove can plan for and pursue appropriate levels of federal funding for subsequent engineering and construction. Another key element of the Phase I Study is to evaluate the need for additional right-of-way acquisition that may be required for the recommended roadway improvements (including drainage and utilities), and improvements to adjoining pedestrian and bicycle facilities. Although the objective is to avoid the need for right-of-way acquisition to the extent possible, any needed acquisition of right-of-way or easements will be identified as part of the Phase I Study. Based on an initial scoping discussion with the Village, the following unique scope of work requirements, exclusions and/or contingencies were identified: • As noted, Phase I Engineering will proceed via Parts A, B, and C based on funding availability, with Part A focused on identifying a preferred typical section for reconstruction, and Part B being all remaining work to complete Phase I Engineering. Part C will be a high-level drainage review that will provide recommendations for next steps. • Previous topographic survey for the Bernard Drive corridor was compiled from approximately 2010 to 2017. This survey was completed in NGVD'29 vertical datum whereas as the current State of Illinois standard is NAVD'88. In order to avoid the additional cost of a new topographic survey, CBBEL will convert the previous survey to NAVD'88 vertical datum to the extent practical and reestablish the previous control network (vertical and horizontal) and adjust as/if required in order to tie in supplemental pickup survey. Based on a cursory review, additional supplement pickup survey is anticipated to be required to address observed omissions or changes along Bernard Drive, and to complete the White Pine Ditch stream survey for hydraulic analysis. • The Bernard Drive reconstruction is not anticipated to include intersection improvements at U AHR or BGR, and therefore it is assumed that Intersection Design Studies (IDS) will not beFB_ a Page 2 of 10 Packet Pg. 39 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:= II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 required for either intersection. Although there are existing crosswalks at the AHR intersection, there are no crosswalks at the BGR intersection. It is assumed that east -west crosswalks at BGR intersection will not be required since there are no existing paths along the east side of BGR, and therefore an IDS or ADA Curb Ramp details per CCDOTH requirements will not be required. • The Phase I Engineering plans will identify locations where ADA Curb Ramp improvements will be required. Since Bernard Drive is a local collector roadway, IDOT will not require detailed design for ADA Curb Ramps along Bernard Avenue to be completed in Phase I, and therefore the detailed ADA Curb Ramp designs will be completed as part of Phase II Engineering. • Currently, there is existing intersection beacon lighting along Bernard Drive with no continuous roadway lighting. New continuous roadway lighting is not proposed with the reconstruction project. • Since pavement reconstruction has been determined based on age and condition of the pavement and ancillary roadway drainage system, soil borings will not be completed as part of Phase I Engineering and will be a lead Phase II Engineering task. • Part A coordination will be limited to coordination between CBBEL, the Village, and the Northwest Municipal Conference (NWMC) and will not include formal public involvement. Part B will include one Public Information Meeting (PIM) to be held near the completion of Phase I Engineering based on IDOT requirements, with up to four individual property owner meetings as/if needed • Although all efforts will be made to avoid right-of-way acquisition (permanent and/or temporary) for the project, some acquisition is possible and therefore will require coordination of environmental surveys with IDOT for review and approval as part of Phase I Engineering. • Innovative intersection designs along Bernard Drive, such as a modern roundabout or mini - roundabout, are not anticipated to be considered. If the Village desires to consider this intersection treatment as a traffic calming measure or community gateway feature, candidate locations would be the all -way stop controlled intersections at Weidner Road and Raupp Boulevard. If the Village desires to pursue a roundabout alternative, IDOT will require preparation of an intersection design study at each location, and that work would be added to Part B at a later date. • If the Part C work results in a recommendation to complete additional field survey work and/or technical analysis of alternative drainage improvement scenarios within the neighborhoods adjacent to Bernard Drive, that work would be addressed as a contract amendment at a later date. Based on the above project understanding, the following scope of services are proposed to complete Phase I Engineering in accordance with federal project development procedures in coordination with IDOT-BLRS: PHASE I ENGINEERING —PART A Page 3 of 10 Packet Pg. 40 9.A.b ii::: 3INAI D I Ilillvii::": IRECOINIS I IlUCTll IN ;, :::: VUAG"'. V�11�11:=II....C� IIIVII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 Task 1— Data Collection: CBBEL will coordinate with the Village to retrieve all available and required data for completion of the Phase I Study. This data will include at least the following base information: • Utility atlases within the project corridor • Record roadway and drainage plans • Existing Right -of -Way information • Survey Benchmarks • All other information determined to be required for completion of Phase I Engineering Task 2 —Part A Survey Compilation: Part A Survey Compilation will include office work only to compile previous survey completed by others to plot existing cross sections needed for Typical Section alternatives analysis. All other required work for datum correlation/conversion to NAVD'88, to reestablish survey control network (horizontal and vertical), supplemental pickup survey, stream survey, and plotting will occur in Part B. Task 3 — Part A Environmental Survey and Coordination: The Part A Environmental Survey and Coordination will include preparing and submitting the required Environmental Survey Request (ESR) form to IDOT as soon as possible as a lead Phase I task, since processing thru IDOT Central Office and receipt of all environmental clearances required for Phase I Design Approval can take time. This includes a field review to determine if waters of the US or wetlands (WOUS/Wetlands) are present within the project corridor and to complete required field delineations. Some WOUS/wetlands are anticipated to be delineated near White Pines Ditch, with minimal (if any) presence elsewhere along the corridor. The results of this field review and delineations will be summarized in a technical memorandum. Part A will also include a cultural resource field review including preparation of the required photo logs of all buildings greater than 40-years old for submittal to IDOT with the ESR. Task 4 —Typical Section Alternatives Analysis: This task includes an analysis of proposed typical roadway cross sections for the Bernard Drive corridor, with objective to identify the preferred alternative for development of the Phase I proposed improvement plans, profiles, and cross sections in Part B. Considering factors such as the federal Minor Collector design requirements per IDOT BLR Manual Figure 32-2G, and design variables such as locations of delineated on -street parking, overall ped/bike accommodations, on -street vs off-street bicycle accommodations, and a relative assessment of advantages/disadvantages and impacts, CBBEL will prepare up to 4 typical section alternatives for reconstruction of Bernard Drive. The typical section alternatives and comparative analysis will be submitted to the Village for review and determination of the preferred typical section. The relative assessment of advantages/disadvantages and impacts will consider factors such as tree impacts, right-of-way impacts, utility impacts, proximity to residences, connectivity to open space/parks, and order of magnitude cost factors (as/if applicable), etc. Upon selection of the preferred typical section alternative, CBBEL will prepare an 3D illustration (modified street level picture in Google Sketchup) of the final preferred typical section for distribution. Z a FB_ Page 4 of 10 Packet Pg. 41 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 As noted, Part A coordination will be limited to coordination between CBBEL, the Village, and the Northwest Municipal Conference (NWMC) and will not include formal public involvement. Coordination with the Village is anticipated to include the initial brainstorming, a review of alternatives, and a potential Village Board presentation. Task 5 —Grant Application Assistance: This task includes working with the Village to prepare an application to the NWMC for construction funding via the Surface Transportation Program (STP). This includes a coordination with NWMC regarding the application and preparation of the application itself CBBEL will consider all opportunities to maximize the project scoring per the application guidelines. In support of the STP funding application, CBBEL will prepare a planning level construction cost estimate for the preferred typical section alternative. Task 6 — Part A Management and Coordination: This task includes overall project management and coordination for the duration of Part A. Project management includes oversight of the project development process including work force allocations, budget, monthly progress reviews to ensure project milestones are being met. PHASE I ENGINEERING — PART B Task 7 —Part B Survey Compilation: Part B Survey Compilation will include completing the vertical datum conversion from NGVD'29 to NAVD'88, and verification/reestablishment of the overall project control network (vertical and horizontal) to the standard Illinois East State Plane Coordinate System (NAD'83) and recompiling the survey in Microstation vs AutoCAD per IDOT standards. Some additional field work is anticipated to reestablish/confirm survey control (Horizontal and Vertical), and for completion of supplemental topographic survey (pickup drainage, utilities, trees, curb ramps, etc.) to fill voids from previously completed survey by others. A new stream survey for White Pine Ditch will be obtained for completion of a hydraulic analysis and report in Task 11 (Roadway Drainage) that will be submitted to IDOT for review and approval. A detailed right-of-way survey will not be completed as part of Phase I Engineering. Existing right-of-way will be retrieved from the previously completed survey and based on available information from the Village. In addition, based on a cursory review of the previously completed survey it is not anticipated that additional JULIE coordination will be required and/or that additional tree surveys will be required, other than several spot locations. This task also includes compiling the above information into one base map in Microstation format at 1'=20' scale. This includes preparation of all base mapping, contour files, and plotting as required for use in completing Phase I Engineering. Q FB- Page 5 of 10 Packet Pg. 42 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 Task 8 — Part B Environmental Analysis and Coordination: The Part A environmental analysis and coordination will include completion of a Preliminary Environmental Site Assessment (PESA) report based on IDOT-BLRS requirements, a project tree survey and assessment, and preparation of Wetland Impact Evaluation (WIE) forms. CBBEL will also coordinate the completed WOUS/Wetland delineations with the USACE for a jurisdictional determination. For purposes of this proposal, it is assumed that one Wetland Impact Evaluation (WIE) form will be required for WOUS/Wetlands identified near the White Pines Ditch crossing. Task 9 —Traffic and Crash Analysis: This task includes completion of all required traffic analysis and crash analysis for completion of Phase I Engineering. CBBEL will obtain the latest 5-years of crash data from IDOT and the Village and complete a crash analysis for the Bernard Drive corridor for inclusion in the Project Development Report. The analysis will identify any overrepresented crash types, locations, ped/bike involvement, severity, and periods (day/night) and make recommendations for corrective measures as applicable. Based on the anticipated 12-month Phase I Engineering schedule, it is assumed that one update of the crash analysis will be required since IDOT requires the latest 5-years of data be evaluated. CBBEL will use an outside traffic count consultant to obtain the following full classification (including ped/bike) traffic counts: AHR and BGR Intersections = 4-hour counts (6-8 a.m., 4-6 p.m.) for completion of Synchro capacity analysis • Weidner and Raupp Intersections = 12-hour count (6 a.m. to 6 p.m.) to evaluate all -way stop warrants • 24-hour tube counts (two locations at east and west end of corridor) Based on the reconstruction scope of work, IDOT will require year 2050 traffic projections for Bernard Drive, which CBBEL will prepare and submit to the Chicago Metropolitan Agency for Planning (CMAP) for approval. Based on the developed nature of the corridor and adjacent areas, the 2050 traffic projections are anticipated to show only a minor increase in average daily traffic volumes along Bernard Drive. Since AHR and BGR are the project termini, IDOT will require completion of capacity analysis (Synchro) for each intersection for existing traffic and year 2050 traffic, for the a.m. and p.m. peak periods to demonstrate adequate level of service at both intersections. In addition, IDOT will require a review of all -way stop warrants being met at the Weidner Road and Raupp Boulevard intersections. Task 10 — Proposed Improvement Plans: This task includes preparation of the Phase I Engineering proposed improvement plans for the Preferred Typical Section including all applicable pedestrian and E bicycle accommodations and associated proposed pavement marking. CBBEL will prepare preliminary U Q Page 6 of 10 F Packet Pg. 43 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 and final geometry including proposed horizontal and vertical geometry, templated existing/proposed cross sections and a right-of-way/easement assessment for the project. Based on the Minor Collector designation of Bernard Drive, the design policy in the IDOT BLR Manual, Figure 32-2G will be followed to the extent possible. Any exceptions to this policy will be justified and presented to IDOT for approval, as applicable. CBBEL will prepare preliminary plan and profile sheets showing existing and proposed horizontal and vertical geometry at a scale of 1" = 20'. The proposed geometry will be set to meet design criteria for federally funded projects and to avoid or minimize right-of-way and easement requirements. Typical sections for the proposed improvement will be developed concurrently. Potential alignment modifications near Cherrywood Road and White Pine Road will be evaluated to improve intersection alignment and to improve visibility with respect to the Elliot Hartstein Trail crossing along White Pine Ditch. Existing and proposed cross -sections will be templated at 100' intervals and at all side streets, driveways and other grade controlling features to determine right-of-way and easement requirements, wetland impacts (if present), ditch locations and drainage patterns, and to fine-tune the proposed vertical geometry. Existing conditions cross -sections will be developed utilizing the topographic survey performed by CBBEL. These cross -sections will show existing right-of-way, existing grade, proposed grade (top surface only) and proposed right-of-way and easements where necessary. During this task, it is expected that preliminary plan, profile, and cross sections will be initially reviewed by the Village for their comments and/or concurrence, and then submitted to IDOT for review. At the end of this task the project team will have completed preliminary geometry and identified the proposed project limits including the right-of-way acquisitions and easements necessary for the construction of the proposed improvement. As noted, the Phase I Engineering plans will identify locations where ADA Curb Ramp improvements will be required. Since Bernard Drive is a local collector roadway, IDOT will not require detailed design for ADA Curb Ramps along Bernard Avenue to be completed in Phase I, and therefore the detailed ADA Curb Ramp designs will be completed as part of Phase II Engineering Also as noted, innovative intersection design along Bernard Drive, such as a modern roundabout or mini - roundabout, are not anticipated to be considered. If the Village desires to consider this intersection treatment as a traffic calming measure or community gateway feature, candidate locations would be Weidner Road and Raupp Boulevard. If a roundabout alternative is desired, IDOT will require preparation of an intersection design study that would be a contingency task that could be added to Part B by the Village at a later date. Task 11— RoadwaV Drainage: CBBEL will prepare a Local Drainage Study Technical Memorandum (LDTM) for the Village as part of £ Phase I Engineering, which includes an Existing Drainage Plan (EDP), a Proposed Drainage Plan (PDP), a Hydraulic Report (HR) for White Pine Ditch, and a summary of all applicable permitting requirements forFB_ a Page 7 of 10 Packet Pg. 44 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 the project. An outfall evaluation will be performed on all existing drainage outfalls to determine sensitivity and suitability for continued use. A key part of the PDP development will be to address any known drainage issues/concerns, and design for ease of maintenance and constructability. While opportunities are limited in the urban environment, the implementation of stormwater Best Management Practices will be considered a priority in the development of the proposed drainage design. Stormwater detention volume is not anticipated to be required by the MWRD Watershed Management Ordinance based on minimal added impervious area for reconstruction in -kind. However, at sensitive outlets, runoff reduction alternatives will be explored, including options for in -pipe storage. As noted, the Village has identified a potential need for a separate sub area stormwater management study for areas north and south of Bernard Drive and east of Raupp Boulevard, building on previous studies and recent additional information. As part of the EDP and PDP development, further coordination will occur between CBBEL and Village to review and develop recommendations for next steps. Depending on the recommendations, additional level of effort may be required for completion of a sub area stormwater management analysis, which would be considered additional work and would be addressed as part of a future contract amendment. Task 12 — Project Development Report: It is anticipated that IDOT will concurred with environmental processing of this project as a State -Approved Categorical Exclusion (State CE, or CE I), which will be documented in the form of State CE Project Development Report (PDR, IDOT-BLR Form 22211). This task includes development of the PDR, and all supporting exhibits, for initial review by the Village and ultimate review by IDOT for Phase I Design Approval. CBBEL will evaluate maintenance of traffic during construction and summarize the recommendation in the Project Development Report. The recommendation will focus on an expedited construction timeframe and maintenance of access points during construction for properties that are potentially adversely affected by the construction activities. Any (if any) required or advisory detours will be identified and coordinated with the Village for review and concurrence as required. The recommended maintenance of traffic during construction will be described at the Public Information Meeting held near the completion of Phase I Engineering. Task 13 — Public Involvement: This task includes preparing for and holding a Public Information Meeting (PIM) toward the end of the Phase I Study, as required by IDOT, to present the proposed improvement plans for public review and comment, including any required right-of-way or easements CBBEL will develop the exhibits and handout materials which is anticipated to include a project brochure describing the purpose and need for the project, the project objectives and timeline, the results of traffic and crash analysis, aerial exhibits to illustrate the scope of the improvement and any right-of-way requirements, and any other information determine to be necessary. The aerial exhibits will consist of the proposed improvements shown on the color digital orthophoto drawings at a scale of 1" = 20'. The PIM will be held in an open house format, with no formal presentation or audio-visual presentation, but information and staff available to discuss the project and answer questions attendees may have. a FB_ Page 8 of 10 Packet Pg. 45 9.A.b ii::: 31NA1 D I Ilillvii::": IRECOINIS I I11UCT11IN ;, :::: VUAG"'. V�11�11:=II....C� II1VII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 This task also includes individual property owner meetings as/if necessary, to resolve specific project issues. Meeting summaries will be prepared for all meetings for the project record and the Phase I PDR For purposes of this proposal, it is assumed that four property owner meetings will be held. Task 14 — Part B Management and Coordination: This task includes overall project management and coordination for completion of Phase I Engineering. Project management includes oversight of the project development process including work force allocations, budget, monthly progress reviews to ensure project milestones are being met. Progress coordination meetings are anticipated to be held with the Village, IDOT/FHWA, and the NWMC. PART C — SUBAREA DRAINAGE ASSESSMENT Phase I Engineering will include evaluating replacement of the existing roadway drainage system for Bernard Drive to provide a new drainage system designed for a 10-year storm event. The integrity of the proposed new drainage system along Bernard Drive is contingent upon adequately incorporating existing and/or future tributary flows from upstream areas and considering downstream outlet restrictions and/or future downstream improvements. In particular, the adjacent neighborhoods north and south of Bernard Drive, east of Raupp Boulevard, are known to be sensitive drainage areas that have been the subject of past evaluations. This area will be a focus area for Part C, but other areas adjacent to Bernard Drive will also be reviewed. The Part C work will include the following tasks. Task 15 — Data Collection: CBBEL will compile additional information needed to complete the Part C evaluation, including current Cook County 1' contour mapping, additional storm sewer atlases from the Village for the neighborhood areas beyond the Bernard Drive corridor (if necessary), previous evaluations completed including as part of the planned Lake -Cook Road and Buffalo Grove Road improvements by Cook County, available documentation of flood events and any other available information that would inform the overall evaluation. Some field observations are anticipated to confirm the information compiled. Task 16 — Subarea Evaluation: CBBEL will complete a review of the subarea drainage systems downstream of the existing Bernard Drive drainage outfalls with an objective to identify areas of concern for further analysis. One of these areas is along Navajo Trail which was previously reviewed with a recommendation to tie into the planned Cook County improvements to Lake -Cook Road and associated storm sewer improvements along Buffalo Grove Road just north of Bernard Drive. CBBEL will also complete a concept -level evaluation of other subareas and storm sewer systems and outfalls along Bernard Drive if additional problem areas are identified based on the desire to provide 10-year storm sewer capacity. s U a FB_ Page 9 of 10 Packet Pg. 46 9.A.b ii::: 3INAI D I Ilillvii::": IRECOINIS I IlUCTll IN ;, :::: VUAG"'. V�11�11:= II....C� IIIVII::. C�Iu II'�II....III��I� �IIII II �. �t� �. 1 CBBEL will review available flood records/data and other available information to assess the level of flooding experience and therefore sensitivity of the drainage outlets from Bernard Drive. Based on this information, CBBEL will identify areas of concern and potential additional alternatives for further analysis that would work holistically with the anticipated Bernard Drive storm sewer improvements to provide an overall watershed benefit. Detailed hydrologic and hydraulic watershed modeling are not included as part of the Part C work. The result of the Part C work will include recommendations for next steps, which may include cost -benefit analysis of potential alternatives that will require additional field survey work and technical analysis that would be addressed as a contract amendment. This task also includes coordination with the Village of Buffalo Grove to discuss findings and alternatives to be advanced for further analysis. Task 17 — Summary Technical Memorandum: CBBEL will prepare a Technical Memorandum summarizing the Part C evaluation including identification of offsite drainage deficiencies that will likely affect the proposed drainage system for Bernard Drive, and provide recommendations for further analysis including a potential cost -benefit analysis of alternatives for consideration by the Village. Page 10 of 10 Packet Pg. 47 dr,3(i�,ta �(�� �MI;A Bernard Drive Reconstruction Arlington Heights Road to Buffalo Grove Road ��1� Phase I Engineering 00# Work Hour Estimate Task Work Hours PART A 1. Data Collection Obtain and review base data from the Village of Buffalo Grove including utility atlases, record 26 roadway plans, existing right-of-way information, and any other information available that would assist the Phase I Engineering analysis. Task Subtotal: 26 2. Part A Survey Compilation 42 Office work only to compile previous survey completed by others to plot existing cross sections needed for Typical Section alternatives analysis. (all other required work for datum correlation/conversion to NAVD '88, to reestablish survey control network (horizontal and vertical), supplemental pickup survey, stream survey, and plotting will occur in Part B ). Task Subtotal: 42 3. Part A Environmental Survey and Coordination Environmental Field Review, including waters/wetlands screening and/or delineations as 32 applicable, and prepare Technical Memorandum. Field Review to prepare photo log of all buildings 40+ years old for submitted to IDOT as part 28 of the Cultural Resource Review. Prepare and Submit Environmental Survey Request (ESR) form to IDOT 16 Task Subtotal: 76 4. Typical Section Alternatives Analysis Based on initial discussion and brainstorming with the Village of Buffalo Grove, CBBEL will 80 prepare up to 4 typical cross section alternatives for reconstruction of Bernard Drive that comply with federal Minor Collector design requirements and factor in design variables such as on -street parking, overall ped/bike accommodations, on -street vs off-street bicycle accommodations, etc. CBBEL will also prepare an assessment of relative advantages/disadvantages for the typical section alternatives based on extrapolating each alternative along the entire corridor. The potential modifed cross sections will be submitted to the Village of Buffalo Grove for review and determination of the preferred typical section. 4 Typical Cross Section Alternatives at 20 hours each. Prepare illustration (modified street level picture in Google Sketchup) of the final preferred 24 typical section for distribution. Coordination with Village, including initial brainstorming, review of alternatives, and 60 potential Village Board presentation. 3 meetings at 20 hours each (prepare meeting materials, meeting attendance, prepare meeting summary) Task Subtotal: 164 5. Grant Application Assistance Assist the Village of Buffalo Grove with 2020 STP application thru NWMC. 32 8 Planning Level Construction Cost Estimate for the Preferred Typical Section Alternative. Task Subtotal: 40 6. Part A Management and Coordination Village of Buffalo Grove Kickoff Meeting * 1 Mtg x 2 ppl x 4 hours (includes Mtg Prep, Attendance, and Summary) 8 Agency Coordination Meetings * IDOT Kickoff. 1 mtg x 3 ppl x 4 hours (includes Mtg Prep, Attendance, and Summary) 12 9.A.b Packet Pg. 48 dr,3(i�,�G j��j �MI;A Bernard Drive Reconstruction Arlington Heights Road to Buffalo Grove Road ��1 Phase I Engineering 00# Work Hour Estimate Task Work Hours * NWMC. 1 mtg x 2 ppl x 3 hours (includes Mtg Prep, Attendance, and Summary) 6 Project Management and Monthly Progress Reports (3 months x 2 hours) 6 Task Subtotal: 32 Part A Work Hours: 380 PART B 7. Part B Survey Compilation Convert previous survey in NGVD'29 to NAVD '88 to comply with current standards, including 58 QA/QC spot checks 38 Field work to reestablish/confirm survey control (Horizontal and Vertical) as prepared via previously completed survey by others, and evaluate control adjustments as/if necessary. Supplemental topographic survey (pickup drainage, utilities, trees, curb ramps, etc.) to fill 38 voids from previously completed survey by others. Stream Survey - White Pine Ditch (Includes plotting of baseline and sections). 124 Prepare Base Mapping and Plotting 46 Task Subtotal: 304 8. Part B Environmental Analysis and Coordination Prepare Preliminary Environmental Site Assessment (PESA - Special Waste) for the corridor as 48 required by IDOT. Tree Survey (Type, Health, and Impact) for inclusion in Project Development Report 32 Prepare Wetland Impact Evaluation forms for identified WOUS/Wetlands. Assume 4 (each 32 quadrant at White Pine Ditch) at 12 hrs each. Task Subtotal: 112 9. Traffic and Crash Analysis Obtain latest 5-years of crash data from IDOT and the Village of Buffalo Grove as available, 6 and coordinate with traffic count subconsultant to obtain traffic counts as follows: * Arlington Heights Road = 4 hours (6-8 a.m., 4-6 p.m.) for capacity analysis * Weidner = 12 hours (6 a.m. to 6 p.m.) to evaluate all -way stop warrants * Buffalo Grove Road = 4 hours (6-8 a.m., 4-6 p.m.) for capacity analysis * 24-hour tube counts (two locations at east and west end of corridor) Develop 2050 traffic projections and coordinate with CMAP for concurrence based on the 8 reconstruction scope of work. Prepare a summary of crashes along Bernard Drive based on the latest 5-years of crash data 42 available, for inclusion in the Phase I Project Development Report as requried by IDOT. The summary will identify crash types and locations by year, including ped/bike involvement, injury related, day/night, etc., and recommend corrective measures (as applicable). This task includes preparation of all tables, exhibits, or diagrams for the summary. Based on overall 12- month schedule, one update is anticipated to be required since IDOT requires latest 5-years of data be represented. 9.A.b Packet Pg. 49 dr,3(i�, a j��� 0 1;A Bernard Drive Reconstruction Arlington Heights Road to Buffalo Grove Road �1��i Phase I Engineering 00#� Work Hour Estimate Task Work Hours A Synch ro/Simtraffic analysis will be completed for the project termini intersections at Arlington Heights Road and Buffalo Grove Road as required by IDOT for existing and year 2050 traffic projections, and for a.m. and p.m. peak periods. (2 int x 2 periods x 2 scenarios x 5 hours each. Includes model setup). A warrant analysis will be completed for the Weidner intersection to confirm all -way stop sign warrants are met per IDOT requirements. 1 analysis @ 4 hours 44 Task Subtotal: 100 10. Proposed Improvement Plans Prepare preliminary plan and profile exhibits for Bernard Drive based on the Preferred Typical Section and submit to the Village and IDOT for review. 126 Prepare Final plan and profile studies based on Village and IDOT review comments. 62 Prepare existing/proposed cross sections at 100' intervals plus driveways, critical locations, cross streets (estimate 260 cross sections at 1/2 hour each on average due to urban section) 86 Develop Phase I Engineer's Estimate of Probable Construction Cost 32 Task Subtotal: 306 11. Roadway Drainage General Location Drainage Map 4 Existing Drainage Plan 68 Identified Drainage Problems (Assume 2) 20 Design Criteria 4 Outlet Evaluation, Suitability and Sensitivity (Assume 5) 32 Storm Water Detention Analysis 4 Drainage Alternatives 40 Water Quality BMPs 4 Village and Agency Coordination (Drainage Plan) 16 Proposed Drainage Plan 106 Local Drainage Technical Memorandum (LDTM) Study Assembly 44 Hydraulic Analysis and Hydraulic Report - White Pine Ditch 166 Task Subtotal: 508 12. Project Development Report Compile Exhibits, Documents, and Materials for inclusion in PDR 32 Prepare Preliminary PDR (IDOT BLRS Form 22211 - State CE w/Report) and submit for Village and IDOT review in advance of the Public Information Meeting. 68 Prepare Final PDR based on results of the Public Information Meeting and based on review comments from the Village and IDOT, and submit for Phase I Design Approval. 24 Task Subtotal: 124 13. Public Involvement Public Information Meeting Prepare PIM announcement for use by Village to place in newspaper and ad to Village website 4 Prepare newspaper display ad and announcement for Village website. 4 Attend Dry Run meeting with Village (3 ppl x 4 hrs) 12 Prepare exhibits and brochures for PIM. Main exhibits anticipated to be color aerials for table top display with pertinent information labeled. Other exhibits/graphics/charts anticipated to be board mounted. 90 9.A.b Packet Pg. 50 kir"li,ta j��f Ada Bernard Drive Reconstruction Arlington Heights Road to Buffalo Grove Road ��1� Phase I Engineering 00# Work Hour Estimate Task Work Hours Prepare draft response to comments received at the PIM. (Assume 4 responses x 2 hour average) 8 Attend PIM. 5 ppl x 6 hours 30 Prepare PIM summary for inclusion in PDR. 32 hours. 32 Property Owner Meetings Assume 4 meetings x 2 ppl x 4 hours each (includes prep, attend mtg, mtg summary) 32 Task Subtotal: 212 14. Part B Management and Coordination Village of Buffalo Grove Coordination/Satus Meetings * Assume 3 Mtgs x 2 ppl x 4 hours (includes Mtg Prep, travel, Mtg attendance, and Summary) 24 Agency Coordination Meetings * IDOT/FHWA Meeting (scope, termini, processing). 1 mtg x 2 ppl x 4 hours (includes Mtg Prep and Summary) 8 * IDOT Meeting - Design Exceptions. 1 mtg x 2 ppl x 3 hours (includes Mtg Prep, Attendance, and Summary) 6 * NWMC (status). 1 mtg x 2 ppl x 3 hours (includes Mtg Prep, Attendance, and Summary) 6 Overall Project Management (14 months x 4 hours) 56 Monthly Progress Reports (14 months x 2 hour each) 28 Task Subtotal: 128 Part B Work Hours: 1,794 PART C 15. Data Collection Compile additional information needed to complete the Part C evaluation, including current Cook County 1' contour mapping, additional storm sewer atlases from the Village for the neighborhood areas adjacent to Bernard Drive (if necessary), previous evaluations completed including as part of the planned Lake -Cook Road improvements by Cook County, available documentation of flood events and any other available information that would inform the overall evaluation. 12 Field observations to confirm the information compiled, as required. 8 Task Subtotal: 20 16. Subarea Evaluation Identify and delineate the subarea drainage systems adjacent to Bernard Drive. 12 Review available flood records/data and other available information to assess the level of flooding experience and therefore sensitivity of the drainage outlets from Bernard Drive, including a review of previously recommended drainage improvements for the neighborhood areas adjacent to Bernard Drive 65 Identify areas of concern and potential additional alternatives for further analysis. 12 Coordination meeting with the Village to discussion findings and recommendations. 3ppl x 1 mtg x 3 hours (includings mtg prep, attendance, and summary) 9 Task Subtotal: 98 17. Summary Technical Memorandum Compile Exhibits, Documents, and Materials for inclusion in the Technical Memorandum 12 Prepare the Technical Memorandum and submit to the Village for review. Address any comments from the Village. 26 Task Subtotal: 38 9.A.b Packet Pg. 51 dr,3(i1,aM"MI;A Bernard Drive Reconstruction Arlington Heights Road to Buffalo Grove Road �1��i Phase I Engineering 00#� Work Hour Estimate Task Work Hours Part C Work Hours: 156 TOTAL Part A, B and C Work Hours: 2,330 9.A.b Packet Pg. 52 13883 411M PeAU03 a PJeMV = 99-6M-0) 6WOO lesodWd I ase4d—OAIJCI paeuaa8 13883 :}uOw43elly OI NI R 000000 00000000 000 0 _ m � M r m 0)(O � co co c0 O V (O M O V c0 O I- CD 0 co 0 (D (O m �� O V c0 O O O C R R O O N N (D r m 7 V N O N In O Ln O V r O O 0 W 0 7 0 (O W co 7 7 N n O M m M N V M m O M O 1` r O O r N (O M W O r M LO CO N V 00 7 Ln M N O O t I- I— Co LO N LO f� O M O M O t 0 w. O co V O M I� O t` O N m uj o0 m N' 'DM V O r V N W N N V r ;I-N O O O I� I` V W O N O O LO LO O c:)M M 00 M LO c:)n N N 7 LD N 7 N V V r r M (D r Cl) r co N CD m o o m y o 0 0 0 cl (n U) > Q m U G1 m m m N d d IL 0 0 0 o O C 0 C 0 C 0 0 0 C. O LD O O O 0 0 0 N (. 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H � ����� >>_= Z Z Z Z U 2 J J w w w w w w Z J of w Of Of Of>>_-- w w w Of Q 0 Q Q a�i 2 2 2(If awwwww a - wwwwZ¢ UU¢zzzzzw wwwwwrrrrrwwww¢U wwU00000w UZ_ZZ_Z_Z>»> jZZZZ2F=canW WC)f�� z QZZZZZ»»>ZZZZQW< <ZZZZZZ a wwwww cn cn cn cn cn w w w w U Q U C7 C7 � w w w w w w n 6) a a� m a X N -O CID F- (1) m UI U w U ¢ 2 2 2 w 2 0 U 2 � Ile ]]880LIm PeAU03epmm¥:9-6M-0 6WOOo ms dodIO e4d mJQpeUee ]]8130:Iuemt43mlv \ /):::::a......es:s,ses/ \\ ==2=22.=.=)2.y�=�=�_; cs -: Ei q 6 6 6 c6 �2 ;: �! �2 '! �2 j j c\\66 \§/\NO f)/\ :\ 00 0 US 9.A.c VILLAGE OF BUFFALO GROVE PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is dated as of the 21st day of October, 2019 ("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") Christopher B. Burke Engineering, Ltd. (CBBEL) Street 9575 W. Higgins Road, Suite 600 City, State, Zip Rosemont, IL 60018 Telephone: (847) 823-0500 Email: mmatkovic@cbbel.com B. Project Description. The Consultant shall provide Engineering Services for Buffalo Grove stormwater and roadway infrastructure and planning 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. 60 9.A.c 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 B, unless amended pursuant to Subsection 8A of this Agreement. B. Invoices and Payment. The Consultant shall be paid as provided in Exhibit B. 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 B. 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. Packet Pg. 61 9.A.c 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 Project 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. Availability 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. Packet Pg. 62 9.A.c SECTION 4. PERSONNEL SUBCONTRACTORS (contj C. 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. IN Packet Pg. 63 9.A.c SECTION 6. WARRANTY; 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. 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 A 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. Packet Pg. 64 9.A.c 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. B. 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. C. 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 ILCS 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. Packet Pg. 65 9.A.c 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 Contract 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 Contract 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. Packet Pg. 66 9.A.c SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.) I. 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. I 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. L. 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. so Packet Pg. 67 9.A.c 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 Proposals, 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. Assignment. This Agreement may not be assigned by the Village or by the Consultant without the prior written consent of the other party. 9 Packet Pg. 68 9.A.c 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 Buffalo Grove. ("Village") Street 51 Raupp Blvd. City, State, Zip Buffalo Grove, IL 60089 Attention: Michael Reynolds Email: MReynolds@vbg.org With a copy to Law Firm. Schain Banks Street 70 W. Madison, Suite 5300 City, State, Zip Chicago, IL 60602 Attention: Patrick Brankin Email: pbrankin@schainbanks.com Notices and communications to the Consultant shall be addressed to, and delivered at, the following address: Company. ("Consultant") Christopher B. Burke Engineering, Ltd. (CBBEL) Street 9575 W. Higgins Road, Suite 600 City, State, Zip Rosemont, IL 60018 Attention: Michael Matkovic Email: mmatl<ovic@cbbel.com `I.0 Packet Pg. 69 9.A.c SECTION B. 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 I. 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. O. No Waiver of Tort Immunity. 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. 1.1 Packet Pg. 70 9.A.c SECTION 8. GENERAL PROVISIONS (cont) 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: VILLAGE OF BUFFALO GROVE By: Name, Title Christopher B. Burke Engineering, Ltd. (CBBEL) By: By: Title: Date: Title: .1.2 Packet Pg. 71 9.A.c Exhibit A. CONSULTANT'S INSURANCE Consultant shall procure and maintain, for the duration of the Contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Consultant, his agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance: Coverage shall be at least as broad as: Insurance Services Office Commercial General Liability occurrence form CG 0001 with the Village of Buffalo Grove named as additional insured on a primary and non-contributory basis. This primary, non-contributory additional insured coverage shall be confirmed through the following required policy endorsements: ISO Additional Insured Endorsement CG 20 10 or CG 20 26 and CG 20 0104 13. 1. Insurance Services Office Commercial General Liability occurrence form CG 0001 with the Village named as additional insured, on a form at least as broad as the ISO Additional Insured Endorsement CG 2010 and CG 2026 2. Insurance Service Office Business Auto Liability coverage form number CA 0001, Symbol 01 "Any Auto." 3. Workers' Compensation as required by the Labor Code of the State of Illinois and Employers' Liability insurance. B. Minimum Limits of Insurance: Consultant shall maintain limits no less than: 1. Commercial General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate shall be twice the required occurrence limit. Minimum General Aggregate shall be no less than $2,000,000 or a project/contract specific aggregate of $1,000,000. 2. Business Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers' Liability: Workers' Compensation coverage with statutory limits and Employers' Liability limits of $500,000 per accident. .1.3 Packet Pg. 72 9.A.c C. Professional Liability 1. Professional liability insurance with limits not less than $1,000,000 each claim with respect to negligent acts, errors and omissions in connection with professional services to be provided under the contract, with a deductible not -to -exceed $50,000 without prior written approval. 2. If the policy is written on a claims -made form, the retroactive date must be equal to or preceding the effective date of the contract. In the event the policy is cancelled, non -renewed or switched to an occurrence form, the Contractor shall be required to purchase supplemental extending reporting period coverage for a period of not less than three (3) years. 3. Provide a certified copy of actual policy for review. 4. Recommended Required Coverage (architect, engineer, surveyor, consultant): Professional liability insurance that provides indemnification and defense for injury or damage arising out of acts, errors, or omissions in providing the following professional services, but not limited to the following: a. Preparing, approving or failure to prepare or approve maps, drawings, opinions, report, surveys, change orders, designs or specifications; b. Providing direction, instruction, supervision, inspection, engineering services or failing to provide them, if that is the primary cause of injury or damage. .1.4 Packet Pg. 73 9.A.c Exhibit B. Proposal Documents "Services and Pricing" 1..5 Packet Pg. 74 ORDINANCE 2019- 9.A.d AN ORDINANCE AUTHORIZING AN ENGINEERING AGREEMENT WITH CHRISTOPHER B. BURKE ENGINEERING LTD. (CBBEL) WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village seeks to enter into an Engineering Agreement with Christopher B. Burke Engineering LTD. (CBBEL) for Phase I Design Study of Bernard Drive from Arlington Heights Road to Buffalo Grove Road, 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 and made a part of this Ordinance as if fully set forth herein. SECTION 2. The Village Manager is authorized to enter into an Engineering Agreement with Christopher B. Burke Engineering LTD. (CBBEL) for Phase I Design Study of Bernard Drive from Arlington Heights Road to Buffalo Grove Road at a price not to exceed $304,845.50. 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. This Ordinance shall be in full force and effect from and after its passage and approval and shall not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2019 .2019 APPROVED: Beverly Sussman, Village President Packet Pg. 75 9.B Ordinance No. 0-2019-57 : Approve an Ordinance Amending Chapters 1 and 13 of the Buffalo Grove Municipal Code Regarding Water and Sewer Rates and Implementing a Fixed Facility Fee ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends that the Village Board approve the attached Ordinance implementing the new rate structure for consumption and the fixed facility fee after January 1, 2020, subject to the final approval by the Village Attorney. As presented at multiple COW meetings and recommended in the water and sewer rate analysis prepared by Strand and Associates, staff is recommending the Village amend the water and sewer rates and implement a fixed facility fee per metered utility account. Additional information can be found in the attached memorandum. ATTACHMENTS: • BOT Memo (DOCX) Final Ord 10.31.19 (DOC) • 8.5.19 COW memo (DOCX) • Attachment A (PDF) • Attachment B (PDF) Trustee Liaison W eidenfeld Monday, November 4, 2019 Staff Contact Chris Stilling, Community Development Updated: 10/31/2019 9:39 AM Page 1 Packet Pg. 76 9.B.a W[LAGE OF B1,JFFAL0 GROVE TO: Dane C. Bragg, Village Manager FROM: Andrew D. Brown, Interim Finance Director DATE: October 28, 2019 RE: FY 2020 Water and Sewer Rate and Fee Recommendation iN Background In 2012, the Village developed a 20-year water pro -forma to evaluate the water and sewer system's infrastructure needs. During the high growth years of the water system the Water and Sewer Fund addressed infrastructure maintenance and improvement on a pay as you go basis. Due to the relative age of the system, many system repairs and replacements are coming due over the next 5-10 years based on the growth periods for the Village. Since 2012, $18.7 million in infrastructure repairs and improvements has been spent. That includes $6 million in water meter replacement costs. In 2018, the Village engaged the services of Strand and Associates to complete a water and sewer rate analysis. The Village Board received the water and sewer rate study from Strand Associates at the June 3rd, 2019 COW meeting. The report detailed that the current rates structure is insufficient to fund water and sewer operations and capital needs. The Strand report identified funding strategies to address current and long range infrastructure needs which are incorporated into this report. The following is a list of the key findings of the Strand report: 1. The cost to replace the water and sewer system that has reached its useful life in FY 2020 through FY 2024 is $31,638,000. 2. The current rate structure in the water and sewer fund is unable to generate the reserve required to keep up with the anticipated replacement and improvement projects. 3. If the Village were to make no rate change and fund the improvements and replacements � it would require a debt service issue. A debt service issue, under current rate conditions d) T (4%), would cost $11.1 in interest expense over a 15 year payback period. The principal N and interest due annually total $2.85 million. O 0 The Village Board directed staff at the August Committee of the Whole (COW) meeting to develop a formal funding strategy for the water and sewer utility fund that will allow needed capital improvement to occur over the next 20 years. The goal was to develop a funding strategy with no 0 m impact to the tax levy and maintain a competitive water/sewer rate amongst other providers within the region. Originally, based off the recommendation in the Strand Report, staff had proposed a fixed facility fee along with a 37% increase in the water/sewer rates. At that time, the Village Board requested that staff re-evaluate its funding strategy by considering the utilization of debt to minimize and smooth the rate increase. Q Pagel of Packet Pg. 77 9.B.a Staff a ti Fixed Facility Fee As presented at multiple COW meetings and recommended in the water and sewer rate analysis prepared by Strand and Associates, staff recommends the Village implement a fixed facility fee per metered utility account. The fixed facility fee is a flat rate assessed to each metered account for access to the water and sewer system. The fixed fees collected are used for the maintenance and replacement of the capital infrastructure for the delivery of clean water and the removal of the wastewater. Currently, these expenditures are not being supported as needed on an annual basis. Based on the funding requirements in the Strand and Associates report, staff proposes establishing a monthly fixed facility fee schedule outlined below: Table 1 All Single -Family Detached, Single -Family Attached $17.39 Residential/Governmental/Institutional Multi -Family, Commercial/Industrial Based on Meter Size 1" meters or less $17.39 1.5" meters _ $22.02 2" meters _$45.17 3" meters $115.68 4" meters $180.68 6" meters $199.20 As shown, all single-family detached, single-family attached (townhomes), governmental and institutional users would pay a fixed facility fee of $17.39/month. 90% of all the meters fall within this category and have a meter size that is typically 1" or less. This yields an annual residential impact of $208.68 per year for the fixed facility fee. Multi -family, commercial and industrial users fees will be based on their actual meter size, which will increase based on the table above. This is based on the fact that larger meters demand higher infrastructure needs (flow pressure & fire suppression). The fixed fee will be evaluated every five years by utilizing the aggregate Consumer Price Index (CPI-U) over the preceding five-year period to determine if the rate must be increased. Water/Sewer Rate The Village's consumption model is driven by water rate and consumer use. The fees collected from system users should cover operating expenses such as the cost of the water sourced from the Northwest Water Commission. Currently, the Village water rate increases 4 percent per year. As previously noted, the Strand Report originally recommended a 37% increase in water/sewer rates in an effort to address long-term operations, maintenance and repair. Based on the Board's direction, for FY 2020, staff is proposing a one-time 11 percent increase to meet and sustain growth in operating expenditures. The annual increase would return to 4 percent in FY 2021 and future years. The following tables shows the rate changes from current to proposed in FY2020: 0 E aD O m c a� E z U Q Page 2 of Packet Pg. 78 9.B.a Table 2 2019 Rate 5.12 1.25 6.37 2020 Rate Based on Current 5.32 1.30 6.62 Code with 4% Increase Proposed 2020 Rate with 11% 5.67 1.40 7.07 Increase Revenue Impact The revenues generated by the water/sewer rate increase and facility fee will fully support the debt service on bonds needed for capital infrastructure improvements and have no impact on the tax levy. The fixed facility fee will fund a multilayered capital improvement strategy that is estimated to satisfy $150 million in water and sewer capital needs through 2038.The Village has slated $30 million in projects to be completed over the next five years. Below is a table showing the latest water and sewer rates for other comparable communities in the region and where Buffalo Grove ranks amongst them. It further provides fixed facility fees for those communities that have them. The first fee for Buffalo Grove represents our projected water and sewer rate for FY 2020 (4% increase from FY 2019) assuming no changes to the current code and not including a fixed facility fee. The second Buffalo Grove rate shows staff's recommended strategy. Table 3 Highland 3.48 - 1.74 9.00 5.22 Park* Palatine* 4.40 2.45 1.30 2.34 5.70 Buffalo Grove _ 5.32 - 1.30 6.62 (+4%) Gurnee 5.16 10.84 1.61 3.61 6.77 Wilmette 2.75 1.08 4.24 6.99 Buffalo Grove____ _5.67 9.26 1.408.13 7.07 (Fixed +11%) Wheeling 6.43 1.59 8.02 Glenview* 6.87 17.13 1.39 8.26 Arlington 6.93 1.79___ 8.72 Heights Niles 8.44 - 0.75 - 9.19 0 Park Ridge 8.11 9.68 1.51 3.55 9.62 £ Deerfield 6.82 15.01 4.73 6.96 11.55 a� Morton Grove___ 10.81 1.15 11.96 Hoffman 10.57 6.73 1.52 6.45 12.09 0 m Estates* Mundelein* 7.39 4.80 12.19 _ _ - _ _- £ Lincolnshire* 6.18___ 12.68 _6.50 Mt Prospect 11.05 5.00 2.31 5.00 13.36 `d Elmhurst 10.95 7.17 18.12 Q *Communities that have not determined increase for coming fiscal year Page 3 of Packet Pg. 79 9.B.a Currently, the Village is the third lowest per thousand -gallon rate among the comparable communities. The table is sorted by total rate per thousand gallons of consumption and the fixed fees have been included as an additional reference point. Recommendation Staff recommends that the Village Board approve the attached Ordinance implementing the new rate structure for consumption and the fixed facility fee after January 1, 2020, subject to the final approval by the Village Attorney. The revenues generated by the water/sewer rate increase and facility fee will fully support the debt service on bonds needed for capital infrastructure improvements and have no impact on the tax levy. The fixed facility fee will fund a multilayered capital improvement strategy that is estimated to satisfy $150 million in water and sewer capital needs through 2038.The Village has slated $30 million in projects to be completed over the next five years. 0 E d O m c a� E z U �a Q Page 4 of Packet Pg. 80 9.B.b ORDINANCE NO. AN ORDINANCE AMENDING TITLE 13 WATER AND SEWERS REGARDING WATER AND SEWER RATES AND ADOPTING A FIXED FACILITY FEE FOR WATER AND SEWER SYSTEM CAPITAL IMPROVEMENTS WHEREAS, the Village of Buffalo Grove ("Village") is a body politic and corporate, home rule unit of government under Section 6(a); Article VII of the 1970 Constitution of the State of Illinois, and may exercise powers pertaining to its local government and affairs, and duly organized and existing under the laws of the State of Illinois; and WHEREAS, the Village may exercise any power and perform any function granted to it by the State of Illinois; and WHEREAS, the Village is desirous of establishing a funding strategyto prepare the Village for needed capital improvements to the Village sewer and water systems over the next twenty years; WHEREAS, the Village retained Strand and Associates, a national civil engineering firm, to prepare a sewer/water rate analysis based on future capital improvement needs for the Village sewer and water systems; and WHEREAS, the Village requested Strand and Associates and Village Staff to create a funding strategy; and WHEREAS, the Village Board of Trustees has determined that it is necessary and appropriate to move forward with the recommendations presented by Strand and Associates and Staff which sets new water and sewer rates and establishes a Fixed Facility Fee to be paid by each metered utility account; and WHEREAS, the Village Board of Trustees finds and determines that the best Packet Pg. 81 9.B.b interests of the Village and its residents will be served by adoption of the recommendations presented; and NOW, THEREFORE, BE IT ORDAINED, by the Village President and Village Board of Trustees, acting in the exercise of their collective powers that: SECTION 1: The foregoing recitals are incorporated herein as findings of the Village Board of Trustees. SECTION 2: The Village of Buffalo Grove hereby amends Section 13.04.190-B of Title 13 entitled Water and Sewers by adjusting the water rates as follows. 13.04.190 Rates B. In addition to the charges set forth in Subsection C, each user/consumer of water service shall be billed and pay bimonthly at the rate of five dollars and sixty-seven cents per one thousand gallons of water consumed beginning with all billed usage after December31, 2019. Beginning January 1, 2021 the water service will be increased as set forth in Chapter 1.16 of this Code. SECTION 3: The Village of Buffalo Grove hereby amends Section 13.04.290-D-1 of Title13 entitled Water and Sewers by adjusting the sewer rates as follows. flow: D. User Charge Rate. The following unit charge shall be applied to each user's billable 1. The basic unit charge for operation, maintenance and replacement shall be one dollar and forty -cents per one thousand gallons of water consumed beginning with billed usage after December 31, 2019. Beginning January 1, 2021 the basic unit charge will increase as set forth in Chapter 1.16 of this Code. SECTION 4: Title 13 of the Buffalo Grove Code of Ordinances is hereby amended by 2 Packet Pg. 82 9.B.b adding Section 13.04.275 as follows: 13.04.275 Fixed Facility Fee. A fixed facility fee is a flat rate fee to be assessed to each metered account for access to the sewer and water system to be used for the maintenance and replacement of the capital infrastructure for the delivery of clean water and the removal of wastewater. The fixed facility fee shall be paid bimonthly with the utility bill. The initial fixed facility fees shall be as set forth below. The fixed facility fee shall increase every five years based on the aggregate of the CPI-U over the prior five year period. Single -Family Detached and Single- $17.39/month Family Attached Residential Users, Governmental Users and Institutional Uses as Defined in this Code All Multi -Family Residential Users, Commercial Users, Industrial Users as Defined in the Code and Other Customers Shall be Based on Water Meter Size as Follows: Water Meter Size Monthly Cost 1 inch or less $17.39/month 1-1/2 inch $22.02/month 2 inch $45.17/month 3 inch $115.86/month 4 inch $180.68/month 5 inch $199.20/month 3 Packet Pg. 83 9.B.b SECTION 5: Chapter 1.16.010 entitled Fee Schedule shall be amended as follows 13.04.190 subsection B. Annual increase for each Beginning January 1, 2021 user/consumer of water the water service rate will services be increased by four percent each year thereafter. 13.04.290 Sewer user rate basic Subsection D charge for operation, maintenance and replacement Beginning January 1, 2021 the basic unit charge of $1.40 will increase by four percent each year thereafter. SECTION 5. The invalidity of any section or provision of this Ordinance hereby passed and approved shall not invalidate other sections or provisions thereof. SECTION 6: All actions of Village officers, employees and attorneys taken prior to the date hereof in furtherance of or consistent with this Ordinance are ratified and affirmed. PLIPI-11 SECTION 7: The provisions of this Ordinance shall become effective on January 1, 4 Packet Pg. 84 9.B.b PASSED: This day of 12019 AYES: NAYS: ABSENT: PASS: APPROVED by me this day of , 2019 Village President of the Village of Buffalo Grove ATTESTED and FILED in the office of the Village Clerk this day of , 2019 Village Clerk ru 5 Packet Pg. 85 9.B.c VILLAGE OF BLYPFAL0 GROVE TO: Dane C. Bragg, Village Manager FROM: Andrew Brown, Interim Finance Director DATE: July 24, 2019 RE: FY 2019 — Utility Fund 20 Year Pro Forma Annual Update IN IIasllls;giii' oiiii.viin The Village Board received the water and sewer rate study from Strand Associates at the June 3rd, 2019 COW meeting. The report detailed that the current rates structure is insufficient to fund water and sewer operations and capital needs. The unfunded capital is deferred to the next fiscal year. The Strand report identified funding strategies to address current and long range infrastructure needs which are incorporated into this report. The following is a list of the key findings of the Strand report: 1. The cost to replace the water and sewer system that has reached its useful life in FY 2020 through FY 2024 is $31,638,000. 2. The current rate structure in the water and sewer fund is unable to generate the reserve required to keep up with the anticipated replacement and improvement projects. 2. If the Village were to make no rate change and fund the improvements and replacements it would require a debt service issue. A debt service issue, under current rate conditions (4.00 percent), would cost $11.1 in interest expense over a 15 year payback period. The principal and interest due annually total $2.85 million. Uyste rn Utatii.us 011fpdate o In FY 2019 the combined Village water and sewer rate was increased by four percent. The intent of the a rate is to match the true cost of the system (operating, capital, and depreciation and reserve costs) a with the consumption fees assessed to water customers. In determining the adequacy of the rate, the Twenty -Year Water Fund Proforma is updated to provide either a justification for the current rate or a a, recommendation to modify the water rate ordinance. N O A review of the audited 2018 Water Fund performance results in the following; c • The cash and investment balance is $3.8 million — an increase of $.7 million • The fund generated a surplus of $0.6 million. The previous year was a surplus of $1.4 million. aEi E • Total gallons billed were 1.21 billion (proforma estimate —1.30 billion) a 0.2 percent increase 0 previous year. C) The rate increase in the current year was $.23 moving the water rate from $6.14/1,000 gallons to $6.37/1,000 gallons. The composition of the rate is noted below. 00 d E t U a Page 1 of 7 Packet Pg. 86 I 9.B.c I FRASTRUCTURE RESERVES CAPITAL EXPENSES tat ui��W fm risur�iunql tiouiI Ilh���Iiii toiii�'y The Village maintained a water and sewer rate of $1.80/1,000 gallons for a period of twenty three years (1983-2005). One significant reason leading to this period of rate stability was due to the age of the water and sewer infrastructure. During the peak growth decades of the 1980's and 1990's, developers donated approximately 53 percent of the water and sewer system assets. Through a combination of minimal capital expenses, receipt of building and development fees, coupled with a period of growing water consumption, the Water Fund was able to generate strong cash reserves to allow for a strategy of pay-as-you-go financing for future infrastructure repair. Funding for future infrastructure replacement (funding depreciation) was never a component of the rate structure. Beginning in 2003, a pattern of declining water usage started. In 2002, 1.63 billion gallons of water were billed. In 2018,1.21 billion gallons were billed, a decrease of 25.8 percent. There is no expectation that the amount of water billed will reach those levels again absent a significant drought or the addition of heavy industrial uses. The following chart shows the annual gallons billed since 2009. Annual Gallons Billed (in thousands) 1,500,000 1,300,000 1,100,000 900,000 700,000 500,000 300,000 100,000 Hill Hill Hill Hill HOMO Hill Hill 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 ru Page 2 of 7 Packet Pg. 87 9.B.c The average ten year annual Village -wide consumption is 1.26 billion. That average drops to 1.20 billion over the last five years (5%). It is estimated in the study that the current fiscal year will close at 1.22 billion gallons billed. The analysis uses an estimate of 1.21 billion gallons and will carry forward through the next 20 years. Although there will be an increase in total consumers over the next two decades, continued conservation efforts, weather patterns, and other impacts on water usage could partially counterbalance that growth. afeir aui° d SeweiiIII°���uiiicl III° lilui°m ui°malii Ilia During the high growth years of the water system the Water and Sewer Fund addressed infrastructure maintenance and improvement on a pay as you go basis. Due to the relative age of the system, many system repairs and replacements are coming due over the next 5-10 years based on the growth periods for the Village. Since 2012, $18.7 million in infrastructure repairs and improvements has been spent. That includes $6 million in water meter replacement costs. The meter replacement costs were funded through an installment note the will be retired in 2030. In FY 2020, it is anticipated $4.8 million will be requested on system repairs. It is projected that the water and sewer system will require an additional $25.1 million in capital improvements between FY 2021 and FY 2024. On Attachment A, staff has presented a twenty year estimate of Revenues, Operating expenses, Capital expenses and Operating Transfers. This analysis includes fully funded capital replacement. As shown, the current rate structure in the water and sewer fund is unable to generate the reserve required to keep up with the anticipated replacement and improvement projects. 2019 1,754,000 0.00% 2020 4,774,000 0.00% 2021 4,384,000 2,069,556 47.21% 2022 5,571,000 2,229,363 40 02% 2023 6,352,000 2,411,665 37.97% 2024 8,803,000 2,601,759 29 56% 2025 mmm-------mmmm-------mmmm-- 4,101,160 -mmmm-------mmmm------mmmm-------m 2,799,956 ------mmmm-------mmmm----- 68 27% --mmmm-------mmmm---mm- 2026 4,101,160 3,006,575 73.31% 2027 4,101,160 3,221,955 78.56% 2028 4,101,160 3,446,440 84 04% 2029 4,101,160 3,950,600 96.33% 2030 15,765,680 4,980,430 31 59% 2031 .,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,15,765,680,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,5,825,826,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,36.95%,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 15,765,680 5,305,799 33.65% 2032 2033 15,765,680 6,181,137 39.21% 2034 15,765,680 6,578,514 41 73% 2035 .,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,5,456,920,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,-,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,0.00%,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 5,456,920 - 0.00% , 2036 2037,,, 5,456,920,,,,,0.00% 2038 5,456,920 - 0.00% Total $152,799,880 $54,609,575 35.74% Page 3 of 7 Packet Pg. 88 9.B.c The chart above represents both the total capital replacement requests and the amount unfunded in each fiscal year. Based on our current rate structure, over the next twenty years, the Village is unable to fund over 35% of its capital needs. Water in �I eweiiu- ^� si. iu'�ii'i Assels The utility system consists of 186 linear miles of water and sewer main. The service life of the water main infrastructure to be 65 years. Over the next 20 years, it is estimated that 24 percent of the water mains will reach their useful life. The replacement cost is forecasted to be $95 million. An eight inch water main constructed in 1966 has a replacement cost of $376 per linear foot, to replace the water main that services Bernard Dr from Raupp Blvd to Buffalo Grove road is estimated to cost $726,000. Approximately $18.2 million in water mains have reached useful life but have not needed to be extensively repaired. Estimating actual asset life at times is more abstract than qualitative. If the pipe is ensconced in stable soil and subjected to consistent water pressure, it may have a service life that is double an engineering estimate. Conversely, weak soils or pressure fluctuations may reduce the life by many years. As the first iterations of infrastructure are coming due, the Village is diligently assessing what is needed and what is functioning properly. The following chart shows the pattern of construction of water main since 1929. Water Malign Construction in Il....iiirn ar Feet 60,000 40,000 20,000 a) Cz 0 (N L0 01.1 0 r14 r;'S' 4U 00 0 r`J tD 00 l",:"P f^d ^;'T LO W 0 N ",I G0 00 0 M IS, I- NS) U:) U:) W W r, I- I- I- 1- 00 00 . 00 00 a) al M M Cn 0 0 .0 0 Q , I , I , I a....I During the thirteen years spanning 1983-1996, almost 50% of the water system was constructed. Fortunately during those years, the more resilient ductile iron was used. The cost of that original installation was paid by developers as specified within development agreements. The age distribution of the water main leads to the cost estimates to replace the system noted in the graph presented below: Page 4 of 7 Packet Pg. 89 9.B.c 0'rojected Water and Sewer Infrastructurzt- Replacement 200,000,000 150,000,000 100,000,000 w, 0 IM 020 2030 M M1 . IM Years — Replacement costs begin to ramp up in the 2040s and 2050s as mains installed during the peak construction years reaches seventy years of age. Water main is only one component of the delivery system. Other assets include the sanitary sewer main, lift stations, and booster stations. The sanitary sewer mains have roughly the same total mileage as the water main. The service life of the sewer mains should be significantly higher than water mains as they are not subjected to pressure. Since the Village does not treat waste there are no treatment facilities to fund. For the purpose of the pro forma, the FY 2019-2024 Capital Improvement Plan was added to the calculation. Beyond 2024, it is estimated that sanitary sewer system and lift station repairs will cost 60 percent of the water main replacement. ateiirm Rate Each year staff reviews the financial condition of the fund to determine the adequacy of current rates. The rate is set by ordinance to increase in FY 2020 by 4 percent annually. Attachment details the continuance of this procedure with no other funding strategy or additional rate increases. The funding strategy outlined in Attachment A, which shows projected revenues over expenditures over the next twenty years. Strand presented the water and sewer rate study to the Village Board at the June 3rd Committee of the Whole meeting. Their presentation detailed the need for additional funding for water and sewer infrastructure improvement projects. Under the current rate structure, the water and sewer fund is unable to generate the reserve required to keep up with the anticipated replacement and improvement projects. Attachment outlines the capital improvements and funding strategy to meet all the needs, operational and capital, of the Water and Sewer Fund. Staff recommends a funding approach that will incorporate a fixed rate for water service and a series of rate increases, without the need for debt. As a result, Attachment B outlines the revenues and expenditures forecasted based on the Strand Associates report, which assumes rate increases and fixed access fee without the need for debt. The graph below outlines the rate increase and fixed service fee allow the Village to accomplish in capital replacements to the water and sewer infrastructure. Page 5 of 7 Packet Pg. 90 ��000,000 �20,D00088 1.0�000,888 8�OOO'D88 �� 60,000'000 40,000'080 -- 20,000^008 tx � fear|nKervaUs The above graph shows the strategic building and utilization of the funds for capital reserve. This allows the Village to meet current and future infrastructure replacements. The decrease, toabout $1 million, isthe largest spend down toreplace the majority ofthe systems. Below is an estimated replacement cost of the water and sewer system. These are the costs that are represented in the 50 year cycle. The costs are also banded in five year increments. Total Replacement Percent ReplacementEst Sewer Cost ($) Funded 2015'2019 1,195,000 559,008 1,754,000 0.00Y6 ^~^~^~^— ^ 0 CL 2040'2044 b CO The strategy recommended by staff allows the Village to begin reserving funds for the xvatermain Page 6 of 7 Packet Pg. 91 9.B.c amount and the reserve will be used to fund the capital replacements from FY 2021 into perpetuity. The last column provides the percent funded of the total replacement cost is in reserve. This is the amount the Village of Buffalo Grove would have in reserve after the infrastructure replacement costs are paid in the series of years listed. Based on the projected replacement cycle the reserve fund will fluctuate as funding is used during the peak years of capital replacement. Provided in the graph below, is a long term view which demonstrates infrastructure replacement sustainability into the future, based on the funding strategy outlined Attachment B. apiitall IReserve l allaince . 115 ylr cycle 400,000,000 350,000,000 300,000,000 250,000,000 o 00,000,000 :fir, 1..50,000,0(.0 i� (S �S' Cif r (Z ` dlb C§� Cif �� z 6 �7 �') ") r C N y pV 11V yL v 'V n ,,G G 6"' Cad9 e� °" °V Cf16 CJCzr � 9a r7z Cyr Z Q n, n� I, , nP n. n, Year Intervals Page 7 of 7 Packet Pg. 92 Ln m r-I 00 rn cn N 00 00 lD N N Ln N N Lr ) ry m M N N n Ln Ln Cri Q0 ri IZI- lD 00 LD lD N O c» lD O O c-I M 00 ri LD N 1.6 O N Ln O c-I ai N al c-I a1 O LO 00 c-I LO lD Lri 00 c-I 00 to rn c-I n r-I n O O 0) Itt LO r-I 00 Ln Ln 00 Ln c-I O O lD N Ln c-I O O N O O O O N O O O 0 N O O O 0 N O O 0 0 N O O O 0 N O O O 0 N O O O 0 N U, N N 0) CO N Li N m L.L > LA ai oZS = > Ln ro hOA N N L = C ai t N C� U E a) } O u N L N +1 7 4' _ +� > Ln _J > z O c-I c-I Ln N O M N Ln ri O Ln N lD 0 al M Ln rn rn lfl 00 rf 00 n al N M O lD N N N N M lD c-I ai lD M (N Cl 00 O r-I rn n Ln O c-I c-I M N O c-I al n al al N I, O 0) lfl Ln N ri rn Ln al O c-I al N M lD 00 O ri LO N Lr1 ri Ln N O Ln r-I Lll n M n N O Lr1 n M 00 M 01 n �o c M 00 r-I N n 00 M n T Ln Ln n N M LO 00 00 n Ln N Ln v } C } C of a) E QJ E x C L 4-1 W W M M a a a C x ai ai - W L tLo c_ L ° L a ++ r6 O ar N co r-i r-I O r-I 0 r-I r-I O c-I O O O M O 00 00 O O O N Ln M L, O O O r� Ln Lrl O O O 00 M O O O O O O Ln ri M m m 00 m m ai n n c-I M 00 N c-I O O 00 <D N O Ln ro Q0 O n r-I Ql Ln ri 00 0 Ln 00 ri Ln N ri Ln O rr O ri O lfl ri O ri m r-I O O ri 00 n 00 al 00 Ln m 0) Ln a) al Ln a) rl Ln al M M al tG n M O Lr 0) M ri N 00 O1 n n ri M l0 01 01 r-I 00 0 M r-I n O �o 00 N O M LO Ln lC a -I n O Lr1 00 O Lr1 0) r-I Lr1 N t0 00 0) Ln M N Ln cu N C N CL x W 41 U 0 O O 00 ri O O O O 00 ri O O O 0 00 c-I O O O 0 00 ri O O 0 0 00 ri O O O 0 00 ri O O O 0 00 ri O O O O 00 ri r-� n 00 00 r, Ln 00 O ri LrLrn c-I ri 00 O r-I N N lD lN0 00 O ri ri ri LO W O O 00 00 00 O r-1 N N co 00 r-1 r-I ri Cl 00 rn O O Cr O1 Ln Lr1 a1 N I, 0) O O M M 00 00 LO Il m Ln 1p C aJ E aJ 4- ra Q x H 3 i L.L 4. 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Recommendation of Action Staff recommends approval, subject to the final review by the Village Attorney. At the October 7, 2019 Committee of the Whole, the Village Board discussed levying a municipal gas tax that would be earmarked for transportation/roadwork purposes. The Village currently utilizes State Motor Fuel Tax (MFT) funds to pay for road maintenance and repair. Exclusive reliance on the MFT to fund roadwork is not sufficient as it fails to keep pace with required roadwork costs. A municipal gas tax would help offset this shortfall. The tax would exclusively tax motor fuel purchases and be remitted to the Village. The tax would be structured to operate as a user fee. Therefore, those who heavily utilize Buffalo Grove roads and benefit from ongoing maintenance and repairs would most directly pay for this cost at Buffalo Grove gas stations. Staff is recommending that the Village Board approve an Ordinance establishing a $0.02/gallon Local Motor Fuel Tax effective January 1, 2020. ATTACHMENTS: • BOT Memo (DOCX) • Infographic (PDF) • Ordinance (DOC) Trustee Liaison W eidenfeld Monday, November 4, 2019 Staff Contact Chris Stilling, Community Development Updated: 10/31/2019 2:24 PM Page 1 Packet Pg. 97 9.C.a W p F E4 MEMORANDUM DATE: October 31, 2019 TO: Dane Bragg, Village Manager FROM: Christopher Stilling, Deputy Village Manager SUBJECT: Municipal Gas Tax Background At the October 7, 2019 Committee of the Whole, the Village Board discussed levying a municipal gas tax that would be earmarked for transportation/roadwork purposes. The Village currently utilizes State Motor Fuel Tax (MFT) funds to pay for road maintenance and repair. This tax is levied by the state and the funds are then distributed to communities based upon each municipality's population. Exclusive reliance on the MFT to fund roadwork is not sufficient as it fails to keep pace with required roadwork costs. For 2020, the Village faces approximately $9-11 million in roadwork costs ($6.8 million from previous years plus the annual estimated cost of $3.5-$4 million moving forward) and the MFT funds are estimated to generate approximately $1.6 million. A municipal gas tax would help offset this shortfall. The tax would exclusively tax motor fuel purchases and be remitted to the Village. The tax would be structured to operate as a user fee. Therefore, those who heavily utilize Buffalo Grove roads and benefit from ongoing maintenance and repairs would most directly pay for this cost at Buffalo Grove gas stations. Staff recommends that the Village Board approve an Ordinance establishing a $0.02/gallon Local Motor Fuel Tax effective January 1, 2020. Staff believes that developing a municipal gas tax is the most equitable solution to help fund roadwork. Therefore, staff recommends developing a municipal gas tax of $0.02 per gallon that would be considered a user fee and be exclusively earmarked for transportation/roadwork purposes, for the following reasons: 1. The Motor Fuel Tax (MFT), which is currently the exclusive funding source for the street program, is not sufficient to sustain replacement costs. MFT fails to keep pace with roadwork costs and, as a result, the Village becomes further behind on funding. 2. The proposed municipal gas tax is structured to operate as a user fee. Those who utilize Buffalo Grove O roads and benefit from its road maintenance and repairs (including and especially non-residents who 0 work in Buffalo Grove) would most directly pay for this cost at Buffalo Grove gas stations. E 3. A municipal gas tax is a common solution to help fund roadwork costs in various communities. In fact, O many Buffalo Grove residents are likely paying this fee when they purchase gas in other municipalities °0 during their time commuting or working in other communities. E z ca a Page 1 of 3 Packet Pg. 98 9.C.a Items for Consideration and Discussion Comparable Communities Of thirty-five communities surveyed in the Chicago Metro area in 2018, almost thirty have developed a x municipal gas tax. Municipal gas tax rates range from $0.020 to $0.060 per gallon. The average tax is $0.037 per gallon and the most frequent municipal gas tax rate is $0.040. Li L 0 Table 1- Comparable Community Rates (2018) 0 Municipality Municipal Gas Municipality Municipal Gas Tax 75 Tax (Per Gallon) (Per Gallon) 0 Arlington Heights NA Morton Grove $0.040 J Aurora $0.040 Mount Prospect $0.040 Batavia $0.040 Naperville $0.040 z Bloomingdale $0.020 Niles $0.040 N Carpentersville $0.020 North Chicago $0.050 Countryside $0.040 Oak Park $0.060 (n w Des Plaines $0.040 Palatine NA a) Elgin $0.040 Park City $0.010 0 Elmhurst $0.015 Park Ridge $0.040 U Evanston $0.040 Rolling Meadows $0.040 a Glenview $0.040 Schaumburg $0.030 2 Highland Park $0.020 Skokie $0.050 Highwood $0.050 Vernon Hills NA CD Hoffman Estates $0.025 Warrenville $0.040 s Lincolnwood $0.050 West Dundee $0.020 0 Lincolnshire NA Wheeling NA M L Long Grove NA Wilmette $0.040 Woodridge $0.040 CL t U 0 Proposed Municipal Gas Tax Rate U The table below illustrates the potential revenue from a $0.02/gallon municipal gas tax. It also demonstrates the amount of roadwork maintained or repaired over a ten-year period, as well as the annual resident impact. Additionally, the table illustrates the annual resident impact if the revenue was alternatively generated through O property taxes. c d Table 2- Municipal Gas Tax Rate 0 Q, 0. Q Municipal Annual Roadwork Benefit Annual Resident Annual Resident Property Tax Gas Tax Revenue Impact Impact Alternative 00 `? Rates Generated Amount of Roadwork Maintained or If 100% of gas is If 25% of gas is Estimated Annual N Repaired Over a 10 Yr. purchased in BG* purchased in resident impact if 0 Period BG* revenue was raised 0 through property E 0 taxes** 2 .........................$15.82......................$3..96............................$25................. 0.025..........$400,000.................3.8 Miles F_ O *Based upon the assumptlon'that the average B"G howsehold purehases,791 gallons ofgas a year. ((MAP; Lllinois Policy) m '1*86sed upb ,a median household market.value of $31S,b00. c a� E As shown, the proposed $0.02/gallon municipal gas tax would generate $400,000 per year. While this amount will not fully fund the road program, it will establish a dedicated source of revenue as part of a broader strategy a Page 2 of 3 Packet Pg. 99 9.C.a to achieve infrastructure sustainability. Furthermore, this estimate does not include the addition of the new True North Shell Station on Milwaukee or the proposed 2"d gas station for Woodman's. Implementation The municipal gas tax would be administered and collected by the Village of Buffalo Grove, similarly to the Prepared Food and Beverage tax. The State does not collect or administer this revenue stream. Staff recommends that this tax have an effective date of January 1, 2020. This will allow the Village to provide notice to the Village's seven existing fueling stations. Establishments would be required to collect the $0.02/gallon based on their volume of sales and remit the tax on a monthly basis to the Village. As with the Home Rule sales tax, staff will work with the Village Board as part of the annual budget process to amend or retain this revenue stream for subsequent years. Staff has also included an infographic that will be shared on the Village's website educating the community about the local motor fuel tax. Staff is also in the process of finalizing a short video that will be used to address comments and questions about the municipal gas tax. Ct!on Ra uest Staff recommends that the Village Board approve the attached Ordinance establishing a $0.02/gallon municipal gas tax, subject to final review by the Village Attorney. Page 3 of 3 Packet Pg. 100 9.C.b IM/ F;7�1�1�f,l�iE�,"(3111111�Ly""4lmllll[3l""711S�;�bulu[3 111...11he average III;,�3G housdidd dirivesr''vi ii III e.s a yewa ;uiir( iii iui g tc) 11 e average 6IIh iii III .„ ii,'' l iii iiinw l e c:urm, urnes cxnga�du''i of g a III iii iu .� every 4.7 iii miiii IIII e w average G housdiddIII ,,,,,, siii iiri a these iunit,j iirr ,) ii��sm m L / / /////.✓�//✓//�//���// �j��� � / �/ ��%/�/ �//�/ /�//�/%/��� .,ice/�/�/✓ ✓/ .// f 1 i / / / / / / / / / / / i / 00 Un �er�r per�r per�r per�r 9.C.c ORDINANCE NO. AN ORDINANCE AUTHORIZING THE VILLAGE OF BUFFALO GROVE TO ADOPT A MUNICIPAL MOTOR FUEL TAX PURSUANT TO ITS HOME RULE POWERS WHEREAS, the Village of Buffalo Grove ("Village") is a body politic and corporate, home rule unit of government under Section 6(a); Article VII of the 1970 Constitution of the State of Illinois, and may exercise powers pertaining to its local government and affairs, and duly organized and existing under the laws of the State of Illinois; and WHEREAS, the Village may exercise any power and perform any function granted to it by the State of Illinois; and WHEREAS, the Village is desirous of enacting a local home rule municipal motor fuel tax of $0.02 per gallon on all retail sales of motor fuel; and WHEREAS, the Village Board of Trustees has determined that it is necessary and appropriate to adopt a municipal motor fuel tax; and WHEREAS, the Village Board of Trustees finds and determines that the best interests of the Village and its residents will be served by adoption of a municipal motor fuel tax; and NOW, THEREFORE, BE IT ORDAINED, by the Village President and Village Board of Trustees, acting in the exercise of their collective powers that: SECTION 1: The foregoing recitals are incorporated herein as findings of the Village Board of Trustees. SECTION 2: The Village of Buffalo Grove hereby adopts a Municipal Motor Fuel Tax pursuant to the Village's home rule powers and authority at a rate of $0.02 per gallon. Packet Pg. 102 9.C.c SECTION 3: Chapter 3 of the Buffalo Grove Code of Ordinances is hereby amended by adding Section 3.73 as follows: Section 3.73 Municipal Motor Fuel Tax. 1. Short Title. The Tax imposed by this Section shall be known as the "Buffalo Grove Motor Fuel Tax" and is imposed in addition to all other motor fuel taxes imposed by the State of Illinois or any other municipal corporation or political subdivision thereof. 2. Definitions. For purposes of this Chapter, unless the context otherwise requires, the following words or terms shall have the meanings respectively applied to them: a. "Motor Fuel". Any volatile and inflammable liquid and gas produced, blended or compounded for the purposes of or which is suitable for operating motor fuel vehicles, as defined herein. b. "Person". Any individual, firm, trust, estate, partnership, association, corporation, joint venture, joint stock company, limited liability company, municipal corporation or political subdivision of this state, or a receiver, trustee, conservator, legal representative, or other legally recognized entity. c. "Motor Fuel Retailer or Retail Dealer". Any person who is engaged in the business of selling motor fuel in the Village of Buffalo Grove to a purchaser for the purchaser's use or consumption, and not for resale in any form. d. "Sale at Retail". Any sale to a person for that person's use or consumption and not for resale to another. e. "Sale, Retail or Purchase". Any transfer of ownership or title or both, any exchange or any barter, whether conditional or otherwise, in any manner or by any means whatsoever for consideration. f. "Use". The exercise of any right to, or power over, motor fuel incident to the ownership thereof, including, but not limited to, the receipt of vehicle fuel by any person into a fuel supply tank of a vehicle. g. "Vehicle". Any machine or device in, upon or by which any person or property is or may be transported or drawn upon a rail, street, road, highway or otherwise upon land, in or upon water. "Vehicle" shall include, but not be limited to, automobiles, trucks, buses, trains, motorcycles, and boats. 2 Packet Pg. 103 9.C.c 3. Tax Imposed. Commencing on January 1, 2020, a tax, in addition to all other taxes, is imposed upon the privilege of purchasing or using motor fuel at retail within the Village, at a rate of two cents ($0.02) per gallon of motor fuel, the ultimate incidence of and liability for payment of the tax shall be upon the purchaser or user of the vehicle fuel. Nothing in this Chapter shall be construed to impose a tax upon the occupation of selling or distributing motor fuel. It shall be a violation of this Chapter for any retail dealer to fail to add this tax to the retail price of motor fuel or to absorb the tax. The tax shall be in addition to any and all other taxes. 4. Collection of Tax by Retailer. The owner and operator of each motor vehicle retailer within the Village shall jointly and severally have the duty to collect and account for said tax by filing a sworn motor fuel tax return with the Village of Buffalo Grove Village Manager or designee for each such licensed premises located in the Village. Said return shall be prepared and submitted on forms prescribed by the Village and shall be filed with the Village by the last day of the month following the month in which such motor fuel was sold. Said return shall also be accompanied by payment to the Village of all taxes imposed by this Article which are due and owing for the period covered in this return. The return shall also be accompanied with a copy of the Illinois Department of Revenue Sales and Use Tax Return (ST-1) for each motor fuel retailer. 5. Registration and Maintenance of Books and Records. The owner and operator of each motor fuel retailer within the Village shall each register with the Village within thirty (30) days after the commencement of such business on forms provided by the Village of Buffalo Grove Village Manager or designee. The owner and operator of each motor fuel retailer shall have the duty to maintain complete and accurate books, records and accounts showing the gross receipts for the sale of motor fuel and the taxes collected from the purchaser thereof, which shall be available in the Village of Buffalo Grove for examination and for audit by the Village upon reasonable notice during customary business hours. 6. Late Payment Penalty. If any tax imposed by this article is not paid over to the Village when due, a late payment penalty equal to five percent (5%) of the unpaid tax is added for each month or any portion thereof, that such tax remains unpaid and the total of such late payment penalty shall be paid along with the tax imposed hereby. The Village may bring an action to collect any unpaid tax or penalty. 7. Penalty. In addition to any late payment penalty, any owner and operator of the motor fuel retailer violating any provision of this Chapter upon conviction thereof shall be fined not less than five hundred dollars ($500.00) nor more than one thousand dollars ($1,000.00) for each such offense. Each failure to collect the tax imposed hereby or each failure to pay such tax over to the Village of Buffalo Grove shall constitute a separate violation thereof. 3 Packet Pg. 104 9.C.c 8. Transmittal of Excess Tax Collections. If any person collects an amount upon a sale not subject to the tax imposed, but which amount is purported to be the collection of said tax, or if a person collects an amount upon a sale greater than the amount of the tax so imposed herein and does not for any reason return the same to the purchaser who paid the same before filing the return for the period in which such occurred, said person shall account for and pay over those amounts to the Village along with the tax properly collected. 9. Enforcement. Payment and collection of the municipal motor fuel tax and any late payment penalty may be enforced by the Village by action in any court of competent jurisdiction, and failure to collect, account for and pay over said tax and any late payment penalty shall be cause for suspension or revocation of any Village license for such motor fuel facility applicable to the premises thereof, as regulated in Chapter 5.04 of the Municipal Code, all in addition to any other penalty in this Chapter. SECTION 4. The invalidity of any section or provision of this Ordinance hereby passed and approved shall not invalidate other sections or provisions thereof. SECTION 5: All actions of Village officers, employees and attorneys taken prior to the date hereof in furtherance of or consistent with this Ordinance are ratified and affirmed SECTION 6: The provisions of this Ordinance shall become effective on January 1, 2020 and all purchases of motor fuel on or after that date shall be subject to and pay such Motor Fuel Tax. PASSED: This day of 201900 0 N AYES: NAYS: ABSENT: PASS: o c APPROVED by me this day of , 2019 L A �l Cd G t Village President of the Village of Buffalo Grove o a 4 Packet Pg. 105 9.C.c ATTESTED and FILED in the office of the Village Clerk this day of Village Clerk , 2019 5 Packet Pg. 106 9.D Action Item : Authorization to Refund the 2010B Bonds ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff is seeking the Board's authorization to proceed with the refunding of the 2010B Bonds. Following the Board's approval, staff will work with Speer to finalize the process and bring this item back to the Village Board at their December 2, 2019 Village Board meeting. In 2010, the Village issued $2,600,000 in bonds (2010B) for various capital needs. Current financial conditions and eligibility allow for the 2010B general obligation to be refunded in the current fiscal year. The Village of Buffalo Grove can realize an immediate savings by lessening principal and interest payments each year until the bond is retired. The refunding would not be executed through re-entry into the bond market, but rather through local/regional banks. This would avoid having to go through the rating agencies. The refunding would save the Village about $10,000 annually in debt service payments. ATTACHMENTS: • BOT Memo (DOCX) • Speer Info (PDF) Trustee Liaison W eidenfeld Staff Contact Andrew Brown, Finance Monday, November 4, 2019 1 1 Updated: 11/5/2019 11:35 AM Page 1 Packet Pg. 107 9.D.a BUFFALO 1 TO: Dane C. Bragg, Village Manager FROM: Andrew Brown, Interim Finance Director DATE: October 8, 2019 RE: 2010B Refunding Option Background On September 27th, Village staff met with Speer Financial to better understand the current bond market as well as discuss the Village's interest in possibly issuing debt for capital needs in 2020. As part of our discussion with Speer, we reviewed our existing outstanding bond obligations as well as discussed our long-term debt strategy that would allow the Village of Buffalo Grove to fund significant capital infrastructure over the next 20-25 years. Existing 2010B Bond Obligations In 2010, the Village issued $2,600,000 in bonds (2010B) for various capital needs. Current financial conditions and eligibility allow for the 2010B general obligation to be refunded in the current fiscal year. The Village of Buffalo Grove can realize an immediate savings by lessening principal and interest payments each year until the bond is retired. The refunding would not be executed through re-entry into the bond market, but rather through local/regional banks. This would avoid having to go through the rating agencies. The refunding would save the Village about $10,000 annually in debt service payments. Action Requested Attached is a preliminary work up from Speer Financial showing the savings from of 2010B refunding. The market and timing of this allows the Village to secure a savings prior to year-end. Staff is seeking authorization from the Village Board to proceed with the refunding. Following the Board's approval, staff will work with Speer to finalize the process and bring this item back to the Village Board at their December 2, 2019 Village Board meeting. Packet Pg. 108 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Table of Contents Report Debt Service Comparison 1 Sources & Uses Debt Service Schedule Net Debt Service Schedule 2 3 S1 Pricing Summary 5 Current Refunding Escrow Summary Cost 6 Fund Proof Of Yield (a� 0.0000000 Debt Service To Maturitv And To Call 7 8 Current Outstanding Debt Service 9 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 109 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Debt Service Comparison Existing Date Total P+I D/S Net New D/S Old Net D/S Savings 12/30/2019 - 213,675.00 213,675.00 213,675.00 - 12/30/2020 260,991.99 - 260,991.99 272,412.50 11,420.51 12/30/2021 258,292.98 258,292.98 269,712.50 11,419.52 12/30/2022 260,305.94 260,305.94 271,725.00 11,419.06 12/30/2023 256,846.26 256,846.26 268,265.00 11,418.74 12/30/2024 257,963.86 257,963.86 269,385.00 11,421.14 12/30/2025 258,588.68 258,588.68 270,010.00 11,421.32 Total $1,552,989.71 $213,675.00 $1,766,664.71 $1,8359185.00 $68,520.29 PV Analysis Summary (Net to Net) Gross PV Debt Service Savines 89,763.92 Net PV Cashflo'nr Savings () 2.368%(AIC) 89,763.92 Transfers from Prior Issue Debt Service Fund (26,206.25) Contingency or Rounding Amount 1.46 Net Present Value Benefit $63,559.13 Net PV Benefit / $1,430,000 Refunded Principal 4.445% Net PV Benefit / $1,449,275 Refunding Principal 4.386% Refunding Bond Information Refunding Dated Date Refunding Delivery Date 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM 12/17/2019 12/17/2019 Packet Pg. 110 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Sources & Uses Dated 12/17/2019 1 Delivered 12/17/2019 Sources Of Funds Par Amount of Bonds S 1 A49,275.00 Transfers from Prior Issue Debt Service Funds Total Sources $1,475,481.25 Uses Of Funds Costs of Issuance 18,400,00 to Current Refunding Fund 1,457,079.79 Rounding Amount 1.46 Total Uses $1,475,481.25 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 111 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Debt Service Schedule Date Principal Coupon Interest Total P+I Fiscal Total 12/17/2019 - - 06/30/2020 - - 14,988.28 14,988.28 - 12/30/2020 232,025.00 1.700% 13,978.71 246,003.71 260,991.99 06/30/2021 - - 12,006.49 12,006.49 - 12/30/2021 234,280.00 1.800% 12,006.49 246,286.49 258,292.98 06/30/2022 - - 9,997.97 9,897.97 - 12/30/2022 240,510.00 1.900% 9,897.97 250,407.97 260,305.94 06/30/2023 - - 7,613.13 7,613.13 - 12/30/2023 241,620.00 2.000% 7,613.13 249,233.13 256,846.26 06/30/2024 - - 5,196.93 5,196.93 - 12/30/2024 247,570.00 2.050% 5,196.93 252,766.93 257,963.86 06/30/2025 - - 2,659.34 2,659.34 - 12/30/2025 253,270.00 2.100% 2,659.34 255,929.34 258,588.68 Total $1,449,275.00 - $103,714.71 $1,552,989.71 - Yield Statistics Bond Year Dollars $5,198.40 Average Life 3.587 Years Average Counon 1.9951276% Net Interest Cost (NIC) 1.9951276% True Interest Cost (TIC) 1.9933955% Bond Yield for Arbitrage Purposes 1.9933955% All Inclusive Cost (AIC) 2.3678076% IRS Form 8038 Net Interest Cost 1.9951276% Weighted Average Maturity 3.587 Years 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 112 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Net Debt Service Schedule Existing Date Principal Coupon Interest Total P+I D/S Net New D/S 12/30/2019 - - - - 213,675.00 213,675.00 12/30/2020 232,025.00 1.700% 28,966.99 260,991.99 - 260,991.99 12/30/2021 234,280.00 1.800% 24,012.98 258,292.98 258,292.98 12/30/2022 240,510.00 1.900% 19,795.94 260,305.94 260,305.94 12/30/2023 241,620.00 2.000% 15,226.26 256,846.26 256,846.26 12/30/2024 247,570.00 2.050% 10,393.86 257,963.86 257,963.86 12/30/2025 253,270.00 2.100% 5,318.68 258,588.68 258,588.68 Total $1,449,275.00 - $103,714.71 $1,552,989.71 $213,675.00 $1,766,664.71 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 113 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Pricing Summary Type of Maturity Maturity Bond Coupon Yield Value Price Dollar Price 12/30/2020 Serial Coupon 1.700% 1.700% 232,025.00 100.000% 232,025.00 12/30/2021 Serial Coupon 1.900% 1.800% 234,280.00 100.000% 234,280.00 12/30/2022 Serial Coupon 1.900% 1.900% 240,510.00 100.000% 240,510.00 12/30/2023 Serial Coupon 2.000% 2.000% 241,620.00 100.000% 241,620.00 12/30/2024 Serial Coupon 2.050% 2.050% 247,570.00 100.000% 247,570.00 12/30/2025 Serial Coupon 2.100% 2.100% 253,270.00 100.000`Yo 253,270.00 Total - - - $1,449,275.00 - $1,449,275.00 Bid Information Par Amount of Bonds $1 Gross Production $1 Bid (100.000%) 1,449,275.00 Total Purchase Price $1 Bond Year Dollars $5,198.40 Average Life 3.587 Years Average Counon 1.9951276% Net Interest Cost (NIC) 1.9951276% True Interest Cost (TIC) 1.9933955% 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 114 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Current Refunding Escrow Summary Cost Par Principal +Accrued = Total Maturity Type Coupon Yield $ Price Amount Cost Interest Cost Current Refunding Escrow 01/06/2020 SLGS-CI 100.0000000% 1,430,873 1,430,873.00 1,430,873.00 Subtotal - - - $1,430,873 $1,430,873.00 - $1,430,873.00 Total - - - $1,430,873 $1,430,873.00 - S1,430,873.00 Current Refunding Escrow Cash Deposit 26,206.79 Cost of Investments Purchased with Bond Proceeds 1,430,873.00 Total Cost of Investments $1,457,079.79 Date 12/17/2019 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 115 9.D.b Preliminary, as of October 28, 2019 Village of Buffalo Grove, Lake and Cook Counties, Illinois General Obligation Refunding Bonds, Series 2019 Dated: December 17, 2019 Current Refunding of 2010B Bonds / Preliminary Primary Purpose Fund Proof Of Yield * 0.0000000% Present Cumulative Date Cashflow PV Factor Value PV 12/17/2019 1.000000ox 01/06/2020 1,430,873.00 1.000000ox 1,430,873.00 1,430,873.00 Total $1,430,873.00 - $1,430,873.00 - Composition Of Initial Deposit Cost of Investments Purchased with Bond Proceeds 1,430,873.00 Adjusted Cost of Investments 1,430,873.00 2019 Ref Bonds PRLM 10.25 1 SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 116 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois $2,600,000 General Obligation Corporate Purpose Bonds, Series 2010B **Final** Debt Service To Maturity And To Call Refunded Refunded Refunded Date Bonds Interest D/S To Call Principal Coupon Interest D/S 12/17/2019 - - - - - 12/30/2019 26,206.25 26206.25 3.500% 26206.25 26,206.25 01/06/2020 1,430,000.00 873.54 1,430,873.54 - - - 06/30/2020 - - 26206.25 26,206.25 12/30/2020 220,000.00 3.500% 26,206.25 246,206.25 06/30/2021 - - 22,356.25 22,356.25 12/30/2021 225,000.00 3.550% 22,356.25 247,356.25 06/30/2022 - - 18,362.50 18,362.50 12/30/2022 235,000.00 3.600% 18,362.50 253,362.50 06/30/2023 - - 14,132.50 14,132.50 12/30/2023 240,000.00 3.700% 14,132.50 254,132.50 06/30/2024 - - 9,692.50 9,692.50 12/30/2024 250,000.00 3.750% 9,692.50 259,692.50 06/30/2025 - - 5,005.00 5,005.00 12/30/2025 260,000.00 3.850% 5,005.00 265,005.00 Total $1,430,000.00 S27,079.79 $1,457,079.79 $1,430,000.00 - $217,716.25 $1,647,716.25 Yield Statistics Base date for Avg. Life & Avg. Coupon Calculation 12/17/2019 Average Life 3.634 Years Average Coupon 3.7216877% Weighted Average Maturity (Par Basis) 3.634 Years Weighted Average Maturity (Original Price Basis) 3.633 Years Refunding Bond Information Refunding Dated Date 12/17/2019 Refunding Delivery Date 12/17/2019 Series2010BPricing I SINGLE PURPOSE 1 10/28/2019 1 3:17 PM Packet Pg. 117 Preliminary, as of October 28, 2019 9.D.b Village of Buffalo Grove, Lake and Cook Counties, Illinois $2,600,000 General Obligation Corporate Purpose Bonds, Series 2010B **Final** Current Outstanding Debt Service Date Principal Coupon Interest Total P+I 12/30/2019 210,000.00 3.500% 3,675.00 213,675.00 Total $210,000.00 - $3,675.00 $213,675.00 Yield Statistics Base date for Avg. Life & Avg. Coupon Calculation 12/17/2019 Average Life 0.036 Years Average Coupon 3.7216877% Weighted Average Maturity (Par Basis) 0.036 Years Weighted Average Maturity (Original Price Basis) 3.633 Years Refunding Bond Information Dated Date Delivery Date Series2010BPricing I SINGLE PURPOSE 1 10/28/2019 1 3:17 PM 12/17/2019 12/17/2019 Packet Pg. 118 Action Item : Authorization to Execute an Amendment to the Contract for Golf Course Maintenance Services ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Staff recommends the Village Board authorize the Village Manager to execute an amendment to the Golf Course Maintenance Contract with Reliable Property Services Inc. ATTACHMENTS: • Memo RPS 2019 (DOCX) • Ordinance Approving Revisions to RPS Contract (DOCX) • Amendment to RPS Contract (DOCX) Trustee Liaison Staff Contact Stein Brett Robinson, Finance Monday, November 4, 2019 Updated: 10/28/2019 11:19 AM Page 1 Packet Pg. 119 11.A.a BUFFALO CROVE' MEMORANDUM DATE: October 31, 2019 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager Geoff Tollefson, Head Professional SUBJECT: Golf Maintenance Contract Background After a review of the Golf Maintenance Services provided to the Village by Reliable Property Services (RPS), it was noted that it would be possible to achieve a cost saving by negotiating an additional year of contractual service. RPS has performed very well and staff is very satisfied with their performance to date. The Village has agreed to provide PBS with an additional 1 year extension to the existing agreement in exchange for a reduction in cost escalators for year 6 and year 7 of the contract. The amended contract language would read as follows: 6th year contract extension - the above payments shall be adjusted by no more than +1.75 percent 7th year of the contract — the above payments shall be adjusted by no more than +1.75 percent. 8th year of the contract —the above payments shall be adjusted by no more than +1.00 percent. The reduction in cost escalators would save the Village $13,627 in FY 2020 and $27,903 in FY 2021 netting the Village a total cost savings of $41,530. Under the revised terms of the agreement the final year of golf course maintenance (81" year) would cost the Village $1,140.017 for maintenance services at both golf courses. Recommendation Staff recommends that the Village Board authorize the execution of an amendment to the existing contract with Reliable Property Services Inc. Packet Pg. 120 11.A.b ORDINANCE NO. 2019- A ORDINANCE APPROVING REVISIONS TO CONTRACT BETWEEN THE VILAGE OF BUFFALO GROVE AND RELIABLE PROPERTY SERVICES INC. WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970. WHEREAS, the Village entered into a contract with Reliable Property Services Inc., for golf course maintenance services after a competitive procurement process on February 23, 2015 WHEREAS, it is in the best interests of the Village to modify the contract and extend the agreement by one year; and NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as follows: Section 1. The Village President and Board of Trustees do hereby authorize staff to make revisions to the Golf Course Maintenance Services Contract as follows. The Schedule of Prices shall be altered to read 6th year contract extension - the above payments shall be adjusted by no more than +1.75 percent. 7th year of the contract — the above payments shall be adjusted by no more than +1.75 percent. Sth year of the contract — the above payments shall be adjusted by no more than +1.0 percent. Section 2. This Ordinance shall be in full force and in effect from and after its passage and approval and shall not be codified. 1 Packet Pg. 121 11.A.b AYES: NAYS: ABSENT: PASSED: APPROVED: ATTEST: Village Clerk Approved: 2 Village President Packet Pg. 122 11.A.c AMENDMENT TO VILLAGE OF BUFFALO GROVE and RELIABLE PROPERTY SERVICES, INC. GOLF MAINTENANCE CONTRACT This Amendment is entered into this _4th_day of November, 2019 by and between The Village of Buffalo Grove, Illinois, an Illinois Municipal Corporation (hereinafter the "VILLAGE") and Reliable Property Services, Inc. (hereinafter the "CONTRACTOR"), R F,CIT AT ,S Whereas, the VILLAGE and the CONTRACTOR have previously entered into a Golf Maintenance Contract dated February 23, 2015 (hereinafter the "CONTRACT") and Whereas, the VILLAGE and the CONTRACTOR find that it is in their best interests to amend the CONTRACT. WITNESSETH In consideration of the mutual covenants and agreements hereinafter set forth the VILLAGE and the CONTRACTOR agree to amend the CONTRACT as follows: 1. Item 12. Term: This subsection is hereby amended to read as follows: The Schedule of Prices shall be altered to read 6th year contract extension - the above payments shall be adjusted by no more than +1.75 percent. 7th year of the contract — the above payments shall be adjusted by no more than +1.75 percent. 8th year of the contract — the above payments shall be adjusted by no more than +1.0 percent. Packet Pg. 123 11.A.c EXECUTION This Amendment is entered into as of the date first written above. ATTEST: TITLE CONTRACTOR: Reliable Property Services, Inc. By: TITLE VILLAGE: THE VILLAGE OF BUFFALO GROVE By: VILLAGE MANAGER Packet Pg. 124 Information Item : Truth in Taxation Determination ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. The Truth in Taxation Act, (the "Act") Chapter 35, ILCS Section 200/18-55 through 200/18-100 requires that staff make a determination whether the proposed tax levy for next year exceeds the current year's levy by five percent. For determination purposes, only corporate, special purpose, and pension levies are compared. Debt service levies are exempt from the calculation but are required to be disclosed in the public notice. Abatements are added back to the levies for the comparison. The determination must be made not less than 20 days prior to the adoption of the FY 2019 levy. The levy will be presented to the Village Board on December 2nd. The increase for truth in taxation purposes is 3.85%. A public hearing is not required. ATTACHMENTS: • Truth in Tax 2019 (DOCX) • Truth in Taxation Certification - 2019 (DOC) Trustee Liaison W eidenfeld Monday, November 4, 2019 Staff Contact Andrew Brown, Finance Updated: 10/28/2019 9:42 AM Page 1 Packet Pg. 125 11.B.a BUFFALO GROVE TO: DANE C. BRAGG FROM: ANDREW D. BROWN SUBJECT: TRUTH IN TAXATION DETERMINATION DATE: 10/31/2019 STATUTORY REQUIREMENT 11 The Truth in Taxation Act, (the "Act") Chapter 35, ILCS Section 200/18-55 through 200/18-100 requires that staff make a determination whetherthe proposed tax levy for nextyear exceeds the currentyear's levy by five percent. For determination purposes, only corporate, special purpose, and pension levies are compared. Debt service levies are exempt from the calculation but are required to be disclosed in the public notice. Abatements are added back to the levies for the comparison. The determination must be made not less than 20 days prior to the adoption of the FY 2019 levy. That levy will be presented to the Village Board on December 2"d The proposed tax levy for purposes of truth in taxation reporting is as follows: Proposed 2019 Tax Levy (all levies other than debt service) $16,202,772 Final 2018 Tax Levy Extension Including Abatements $15,602,211 Annual Levy Increase 3.85% Based on the above calculation, it will not be necessary to publish for and hold a public hearing as required by the Truth In Taxation Act. A notice certifying that the Village has complied with all of the requirements of the Act shall be provided at the time the Tax Levy is filed in both Cook and Lake Counties. TAX LEVY SUMMARY The following are the component of the levy and the proposed increase. ............ Only the first three are included in the determination Below is an historic Truth -in -Taxation review since tax year 2010 with the percentage change of levy over extension for each individual levy. Page 1 of 2 Packet Pg. 126 11.B.a 5.00% 4.00% 3.00% 2.00% 1.00% 0.00% Corporate Levy Growth by Year 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 The following chart provides a review of the components of the tax levy (net of debt service) over the last ten years. The total aggregate levy that will be presented in December will have a lower tax rate than the previous year. The following is a five year history of the Village tax rate. Fax Date Per ,,,00 Equal1lized Assessedall The average growth of the levy over the last ten years, less the amount required for debt service, is 2.36 percent. The proposed tax levy will be discussed in its entirety during both the budget hearing on November 17th and ordinance presentation on December 2na Page 2 of 2 Packet Pg. 127 11.B.b f III'iiii1l1� 'w� III����!� m� �71 TO: DANE C. BRAGG FROM: ANDREW D. BROWN SUBJECT: TRUTH IN TAXATION CERTIFICATION DATE: 11/5/2019 Section 200/18-90 of the Truth In Taxation Act (the "Act") requires that "the presiding officer of the corporate authority" shall certify that the Village has complied with certain provisions of 0 the Act. The provisions that must be complied with (Sections 200/18-60 through 200/18-85 of the Act) are summarized as follows: L Section 200/18-60. Sets forth the requirements of the corporate authorities to °' determine the amount of funds to be raised by taxation for the particular tax year under o consideration. This must be done no less than twenty (20) days prior to the adoption of = the levy. The Village Board was notified on November 1, 2010 as to the amount to be ° raised by taxation subject to the constraints of the Act. x Section 200/18-65. States that until it has complied with the notice and hearing = provisions of the Act, no taxing district shall levy an amount of property taxes which is more that 105% of the amount which was extended, or estimated to be extended, in the prior tax year. Section 200/18-70. States the requirements that must be followed if the estimate presented per Section 200/18-60 is 105% of the prior tax year's extension. In that case, N the corporate authorities shall give public notice of, and hold a public hearing on, its intent to adopt a levy in the amount which is more than 105% of the prior year's c extension. The requirements and specifics relative to the public notice and hearing called for under the Act are also noted. c, Section 200 18-75. Sets the public notice requirements if the final tax levy as adopted w Uitters trom what was originally proposed and published. Sections 200/18-80 and 18-85. These sections contain the form of notice and in part set. 0 orth certain public hearing cisclosure requirements. The intent here is the provide for x and publish a more realistic comparison of the levy proposed against the prior year's extension, which is grossed back up by the amount of levy abatements approved, in the = immediate case, for tax year 2018. s The Certificate of Compliance is attached for the Village President's signature to be affixed to 3 the levy submittal after the tax levy is adopted. a� E s �a a Packet Pg. 128 11.B.b CERTIFICATE OF COMPLIANCE ILLINOIS TRUTH IN TAXATION ACT I, Beverly Sussman, hereby certify that I am the presiding officer of the Village of Buffalo Grove, Cook and Lake Counties, Illinois, and as such presiding officer, I do hereby certify that the 2019 Tax Levy Ordinance of said Village of Buffalo Grove, a copy of which is attached, was adopted pursuant to, and in all respects in compliance with the provisions of Sections 200/18-60 through 200/18-85 of the Illinois Truth In Taxation Act, as amended. _ 0 _ The Village published a notice as required and conducted a hearing meeting the requirements of the Truth in Taxation Act. 2 a� X The Village's aggregate levy did not exceed a 5% increase over the prior o year's extension. Therefore, a notice and hearing were not necessary. 0 The proposed aggregate levy did not exceed a 5% increase over the prior __ year's extension and therefore a hearing was not held. The adopted aggregate tax levy exceeded 5% of the prior year's extension and notice was published within 15 days of its adoption in accordance with the Truth in Taxation Act. The adopted levy exceeded the amount stated in the published notice. A second notice was published within 15 days of the adoption in accordance with the Truth in Taxation Act. In Witness, Whereof, I have placed my official signature on this day of c December, 2019. Beverly Sussman, Village President as E s �a ATTEST: a Janet M. Sirabian, Village Clerk Packet Pg. 129 Information Item : Pre -Application Discussion Regarding a Special Use for a Adult -Use Cannabis Dispensary and Medical Cannabis Dispensary at 830-840 Milwaukee Avenue ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ............... :................................................................................................ ..................................................................................... Staff recommends discussion and referral to the Planning & Zoning Commission On October 21, 2019, the Village Board approved Ordinance 2019-54 (attached) establishing regulations for Adult -Use Cannabis Dispensaries (recreational cannabis dispensaries) in the Village. Subsequent to the approval, the Village has received an application from the Village's existing medical cannabis dispensary, PDI Medical, requesting a special use to operate both a recreational and medical cannabis dispensary at 830-840 Milwaukee Avenue in the Shops of Buffalo Grove development. The petitioner is still compiling all the required documentation for their petition and is seeking comments from the Village Board and referral to the Planning and Zoning Commission. The petitioner will provide an overview of their request at the November 4th meeting. The following memorandum provides a brief summary of their proposal. ATTACHMENTS: • BOT Memo (DOCX) • PDllnformation (PDF) • Map (PDF) • 2019-54 (PDF) Trustee Liaison Johnson Monday, November 4, 2019 Staff Contact Chris Stilling, Community Development Updated: 10/31/2019 6:22 PM Page 1 Packet Pg. 130 11.C.a VILLAG'E OF BUFFALO C'MONIE' MEMORANDUM DATE: October 31, 2019 TO: Dane Bragg, Village Manager FROM: Christopher Stilling, Deputy Village Manager Is SUBJECT: Pre -Application Discussion- Proposed Special Use for an Adult -Use Cannabis Dispensary and Medical Cannabis Dispensary for 830-840 Milwaukee Avenue BACKGROUND On October 21, 2019, the Village Board approved Ordinance 2019-54 (attached) establishing regulations for Adult -Use Cannabis Dispensaries (recreational cannabis dispensaries) in the Village. Subsequent to the approval, the Village has received an application from the Village's existing medical cannabis dispensary, PDI Medical, requesting a special use to operate both a recreational and medical cannabis dispensary at 830-840 Milwaukee Avenue in the Shops of Buffalo Grove development. The petitioner is still compiling all of the required documentation for the petition and is seeking comments from the Village Board and referral to the Planning and Zoning Commission. The petitioner will provide an overview of their request at the November 4tn meeting. The following memorandum provides a brief summary of their proposal. PROPOSAL PDI Medical In 2015, the Village approved Ordinance 2015-18 granting a special use allowing PDI Medical (PDI) to operate a medical cannabis dispensary at 1623 Barclay Boulevard. Included with the request was a Development and Operating agreement ("Host Agreement") between PDI and the Village to address the operations of the business and establish certain fees to cover any extraordinary costs the Village may incur as a result of their business operations. In 2018, PDI was purchased by Cresco Labs, a national company specializing in the cannabis dispensing business. While Cresco Labs assumed the ownership of the business, the name and operations of the existing establishment and the approving Ordinance remain unchanged. PDI has been in operation at their current location for nearly four years and to date, the Village has not experienced any material problems or complaints from the use. Proposed Request As noted, PDI and their owner Cresco Labs are seeking to relocate the existing dispensary and operate both a recreational and medical cannabis dispensary at 830-840 Milwaukee Avenue in the Shops of Buffalo Grove development. The request would include a special use for an Adult -Use Cannabis Dispensary and Medical Cannabis Dispensary pursuant to the Village's recently adopted Ordinance. Page 1 of 3 Packet Pg. 131 11.C.a Proposed Plan PDI has submitted a preliminary package of information summarizing the proposed use and operations. They have also included a floor plan and interior rendering of the new layout. While further information is required prior to scheduling the public hearing, the following is a brief summary of the plan: • lis proposing ooccupy a s 00 square t tenant space the Shops foot of Buffalo Grove development which is zoned B3 '"� j Planned Business District. y • The space is located between the existing 9 Starbucks and T-Mobile and will have frontage on Milwaukee Avenue. • The business would include both a recreational and medical cannabis dispensary and is permitted as a special use, subject to conditions, in the B3 District. • PDI is in the process of amending their current State License to relocate the dispensary to the new location. • In terms of parking, while further review and analysis is required for the public hearing, staff notes that this space was originally identified as a restaurant and parking was developed at a ratio of 10 spaces/1,000 square feet (50 spaces). Pursuant to the Village code, the proposed use requires 20 spaces. • The proposed floor plan has a single secured entrance on the north side of the space. • Customers will be required to check in and be verified in this area before gaining access to the secured retail area. • Medical cannabis cardholders that are under the age of 21 would be escorted into an adjacent room where they would complete purchases. Medical cannabis cardholders under 21 will not be allowed to enter the retail area and will be escorted out of the lobby. • All items on the showroom floor are for "display only" and do not contain actually product. All products are kept in a secured area and brought out to the customer as part of their transaction. • The proposed location would meet the minimum buffer requirements established in the Village's Ordinance. PROCESS a PDI's petition will be subject to the conditions in the Village's Ordinance which include: a • Must be a medical license holder; o • Establishes a 1,000 foot buffer from schools, daycares, museums, libraries and drug; E a� treatment and counseling centers; • Meet the minimum parking regulations; O m • Limits the sale of food products, other than cannabis infused food products;; • Prohibits on -site consumption and smoking lounges; E • Limits exterior display and advertising in accordance to State regulations; • Restricts access to recreational dispensary areas to anyone under 21; and • Requires a security plan. a Page 2 of 3 Packet Pg. 132 11.C.a As part of the special use process, staff will evaluate the complete petition as it pertains to the requirements of Village Code. Based on initial review, the application meets the minimum requirements for Zoning districts, buffering and licensing. Furthermore PDI has stated that they will be willing to enter into a Host Agreement to address other security and operational issues. ACTION REQUESTED Both staff and PDI are seeking the Board's comments concerning the application and a referral to the Planning and Zoning Commission for the necessary public hearings. 0 E a� O m c d E s U �a Q Page 3 of 3 Packet Pg. 133 C R E S C 0 L A B S 0 400 W. Erie Street I Suite 110 1 Chicago, It. 60654 312-929-0993 www.crescolabs.com Chris Stilling Community Development Director Village of Buffalo Grove 50 Raull Blvd Buffalo Grove, IL 60089 Dear Mr. Stilling, PDT Medical 111, LLC ("the Applicant") is pleased to request a pre -application conference for a special use permit to occupy avacant commercial space at 830-840 Milwaukee Ave. The Applicant intends to change its location from 1623 Barclay Blvd. (the "Existing Location") to 830-840 N. Milwaukee Ave. (the "Proposed Location"), Buffalo Grove because it will allow the Applicant to better serve the patients of the Village of Buffalo Grove (the "Village"). The Proposed Location has more square footage, which will allow the Applicant to improve every aspect of its operational layout. Additionally, the Proposed Location is on a major intersection in the Village and will provide patients with better public access. These changes will make the Applicant's new site Illinois' premier cannabis dispensary. The Applicant is owned by one of the most experienced medical marijuana operators in the country, Cresco Labs. Cresco has established itself as one of the premier vertically integrated multi -state operators in the industry for earning very limited and highly competitive merit -based marijuana licenses. Cresco Labs was 'founded by professionals with legal, operational, and compliance experience in banking, commercial real estate, and technology. Cresco has leveraged the experience from those disciplines to incorporate established methodologies and best practices from other highly regulated industries at its existing site at 1623 Barclay and will continue these practices at 830-840 N Milwaukee Ave. The Applicant has been a reliable source of medical cannabis in Buffalo Grove since Cresco's acquisition in early April 2019 and the Applicant wants to expand accessibility to affordable medical cannabis for the Village's growing number of registered patients and purchasers. The Applicant's move to a larger building just a few blocks away from its original location will allow it to better serve Illinois patients and conduct operations in a safer, more compliant matter. We look forward to discussing our plans with the Village at a pre -application conference. Sincerely, s h Cal abiano res dent, CRESCOlabs I Packet Pg. 134 1 11.C.b PDI Medical III, LLC ("the Applicant") is requesting a special use permit from the Village of Buffalo Grove (the "Village") to develop a vacant commercial space into a medical and adult use cannabis dispensary at 830-840 N. Milwaukee Avenue, Buffalo Grove (the "Proposed Location"). Zoning The Proposed Location is zoned B3 (Planned Business Center District). Buffalo Grove's Zoning Ordinance allows for a an adult use/medical cannabis dispensary to operate in a B3 zone. The Proposed Location has frontage on Milwaukee Avenue in a business district, compliant with Buffalo Grove's dispensary regulations. Location Compliance Additionally, the Proposed Location is compliant with Sections 130 (d) and 140 of the Medical Cannabis Pilot Program Act (the "Act"). In accordance with Section 130 (d) of the Act and the Village ordinance, the property is located more than 1,000 ft. from the property line of any pre-existing public or private preschool, elementary or secondary school, day care center, day care home, group day care home, part day child care facility, museums, libraries, or substance abuse treatment/counseling centers within Buffalo Grove. In order to ensure that the Proposed Location is compliant, the Applicant searched publicly available resources and utilized third -party services to determine distances from the applicable sites. The Applicant will comply with all of the Village's local zoning conditions set forth in its ordinance. Host Agreement The Applicant desires to be a responsible corporate citizen and contributing member of the Village's business community. The Applicant intends to provide the Village certain benefits as requested that go above and beyond typical economic development benefits pertaining to new manufacturing and retail concerns in the Village and will work with the Village attorney and Village Board as it has done at 1623 Barclay Blvd. Buffalo Grove Recreational Cannabis Dispensary Regulation Compliance The Applicant will comply with all requests for inspections, both scheduled and unscheduled, by a appropriate parties including the Illinois Department of Financial and Professional Regulation (the "Department"), the State Police, and local law enforcement. Additionally, the Applicant will a employ sufficient security staff, pursuant to local and state regulation, to patrol for and prohibit c loitering and on -site consumption. E L Pursuant to the Buffalo Grove Recreational Cannabis Dispensary Regulations, the Applicant will not allow purchasers under the age of 21 to enter the dispensary. Before entering the Proposed o Location, all medical patients and purchasers will have their IDs checked in accordance with the a. Act. Medical patients who are minors will be escorted to the patient consultation room by a patient care specialist to wait while their order is fulfilled, and then will be escorted back out of the E dispensary once their order is fulfilled. U a The dispensary will have a rapid check -in system and a large sales area, allowing purchasers and medical patients to browse inside the dispensary for a longer duration. Packet Pg. 135 11.C.b Dispensary agents will prompt everyone that enters the building for government -issued identification and engage in the following activities, as required by 410 ILCS 705/15-85 (a): Verify the age of each purchaser using an electronic reader; Verify the validity of the purchaser's government -issued identification card; and Offer any appropriate purchaser education or support materials. Examples of Acceptable Identification For proof of ILLINOIS residence, 2 1 + age verification, and full allocation: Will Illinois drivers' licenses be allowed? Yes. Will Illinois state IDs be allowed? Yes. Will a non -Illinois drivers' license and lease (or other document) be allowed? No. Will a non -Illinois state ID and lease (or other document) be allowed? No. Will a City of Chicago CityKey ID card be allowed? Yes. For proof of 2 1 + age verification: Will passports be allowed? Yes. Will military IDs be allowed? Yes. Will passport cards be allowed? Yes. Identification that will not be allowed: Will a school ID be allowed? No. Will an FOID card be allowed? No. Will a AAA card be allowed? No. Will a credit card be allowed? No. Will a lease be allowed? No. Will a bill be allowed? No. All employees will receive training on how to identify fraudulent, invalid, expired, or otherwise unacceptable identification and how to reject service to unauthorized patrons. As required by 410 ILCS 705/15-85 (c), identification must be valid, unexpired, contain a photograph, and the date of birth of the person. A security guard will be onsite to assist with greeting purchasers, accommodating mobility pathways through the security vestibule/waiting room, and ensuring the purchaser -entry is locked and secured when not in use. Summary PDI Medical 111, LLC respectfully submits a request for a pre -application conference for a special use permit to occupy a vacant commercial space at 830-840 Milwaukee Ave. to operate a medical and adult use cannabis dispensary. The Applicant hopes to be placed on the November 4, 2019 agenda for further discussions, feedback, and referral to the planning and zoning commission. Packet Pg. 136 11.C.b Explanation of Business Operations PDI Medical III, LLC ("the Applicant") is proposing to relocate its business to 830-840 N. Milwaukee Ave. (the "Proposed Location") and intends to sell cannabis, cannabis -infused products including edibles, paraphernalia, and related items to eligible purchasers, medical patients, and caregivers under the rules of the Cannabis Regulation and Tax Act ("the Act") consistent with the permissions set forth by 410 ILCS 705/15-20 (m). As required by 410 ILCS 705/15-80 (b), the dispensary will be of suitable size and construction to facilitate proper operations, cleaning, and maintenance. Safe Dispensing of Medical Cannabis The Proposed Location's size and layout promote safe dispensing of medical and adult use cannabis, and is a one-story facility with approximately 4,900 square feet of usable space. This amount of space allows more efficient transactions for a high number of patients and purchasers and will allow staff to more easily monitor patients, caregivers, and purchasers within the limited access area — creating a comfortable and safe shopping experience for all patients and purchasers. The Proposed Location will include 24/7 video surveillance through the whole premises, the exterior will be well -lit pursuant to the Act and the shopping center's (where the Applicant will be located) requirements and security personnel as required by the Act and in accordance with the number of patients and purchasers will remain on premises during business hours to monitor foot traffic in -and -out of the building. Patients and purchasers will only have access to the building's main entrance to ensure that all cannabis exits the building through one area — allowing security personnel to pinpoint surveillance and safety procedures in those areas. Additionally, the Applicant has created a comprehensive and confidential safety and security plan for the Illinois Department of Financial and Professional Regulation (the "Department"), that can be submitted if the Village agrees to not make the safety and security plan public, to ensure the care and well-being of every patient. Product Handling and Storage The size and the layout of the Proposed Location promotes safe product handling and storage 6 while enhancing compliance, safety, and patient satisfaction. As noted on the floor plan included a in this application, the Applicant will install physical barriers that will prevent public access to areas containing cannabis, restricting access to cannabis storage areas. All cannabis containers in a the sales area will be for display only and will not contain any cannabis. Only staff responsible for r_ controlling inventory will have access to safes and vaults. Medical and adult use cannabis storage . areas will be in the innermost rooms of the facility, not touching any exterior walls, away from the E waiting room and entry — and divided from patients and purchasers by the restricted part of the 0 sales area. All doors to storage areas will have alarms and redundant locking systems that will help � keep cannabis safe in storage, and extra cameras will monitor cannabis -transfer points such as as safes, cash registers, and loading/unloading zones. All safety and security equipment will meet both the requirements of State Police and the Act. z Additionally, no cannabis will be visible to the public from the entry vestibule and/or waiting areas. Only patients, purchasers, authorized staff, and authorized visitors (e.g., law enforcement Q Packet Pg. 137 11.C.b and Department representatives) will have access to the sales area — which will be a separate room with additional security provisions. ADA Accessibility The Applicant will maintain American Disabilities Act ("ADA") accessibility and will meet all accessibility requirements from the Village of Buffalo Grove (the "Village"). The Applicant will integrate a multitude of features that will not only benefit patients and purchasers with physical limitations, but also staff, as they too will benefit from thoughtful building design and accessibility. For example, entrance and exit door hardware will include ADA-compliant door openers. The building does not require an ADA ramp as there are no grade changes from the sidewalk to the interior floor. The exterior of the Proposed Location is an approved new development and no landscaping or other changes will be made. Moreover, the Proposed Location is suitable for public access because it is easily accessible to patients and purchasers by way of ADA accessible public transportation methods including bus, vehicle, or rideshare. The Proposed Location is close to two Pace bus stops, on Milwaukee Ave. and Deerfield Parkway. The Proposed location is compliant with the Village's parking space requirements and provides for ADA accessibility. Packet Pg. 138 110 19 11` 1c 110 19 u u 119 _ 19 119 _ 19 N J co W p w l� LO W fn p Z Z O z U H LL U) — CC) \� O ) n n _n z z `O Y D m ; � Z 00 zP ->a W C.) w W V p (.) p c-) W O S3Ilnin 9NUSIX3 r("w 0 Npli�`61NfN III" llGAcll` " " 11, .............. . ..... N I A l� flJ I Ato �fG J11IMOM S 0� VvIA", YQ 04 VII P. `ICI I I Nil, I )I )IN iliv ""w" NtN, NO I AN (JIAW I Id W)IN I INA), I I I G w U) (D H 0 (j) _j 0 o .0 0 Of 0 Of 0 co CL T- W 0 p -i () g> U Cf) -1 0 -1 U) < Z Cf) Z 0 0 (.) 0 m 0 0 W 7v — — ::) — >- :5 0 _j Co 0 m 0 of 0 W W 0 z L 0 0 m < 0 w U Cf) cC c) CL N U U) Lu 0 0 _j 0 Z w w w W ca 2 az 0 2E 2E C r cn w o o 0) C �:' (j) Z z 0 - m m a) — < f�f 2E 0 0 0 w _j L cn 0 C'4 W W W 0 L m ()f 0 O O 0 LL. Z > > > J H o o o o o of of C) o o cc 0 0 12) g u czw y G'— ll� Lu 0— C) ;� ;� ;� m z z : EO C) �< LL LL LL LU LU 0 —i of W W 0 -j 0 < -j -j 0 a. 0 0 0 0 0 0 0 0 0 0© 0 w 0 0 w z Lu U > 0 _j U) () 0 CQ 0 J _j 0 o 0 [LL 0 Z Lu 0 0 C/) 0 If T- T- >- w J < 0 L I C) (-) co -j 0 j U) LU -- 0� �<- 0 w C) :�c LU o z T -i D 0 C) Lu r-) 0 z :�E < 2i 0 Q2Eww 00C)ZzWW< y < co Cf) LU T- 0 C) o w z Lu 0 ---3 Y 0- U) 0 0 0 0 0 0 0 11.C.d ORDINANCE NO. 2019 - 054 AN ORDINANCE AMENDING 'I HE BUFFALO GROVE ZONING ORDINANCE BY THE ADDITION OF REGULATIONS REGARDING ADULT -USE CANNABIS IN THE VILLAGE OF BUFFALO GROVE WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village of Buffalo Grove, Illinois, has enacted Municipal Code Regulations for the purpose of improving and protecting the public health, safety, comfort, convenience and general welfare of the people; and WHEREAS, the State of Illinois enacted the Cannabis Regulation and Tax Act (Act), which pertains to the possession, use, cultivation, transportation and dispensing of adult -use cannabis, which became effective June 25, 2019; and WHEREAS, pursuant to the Act, the Village may enact reasonable zoning ordinances or resolutions not in conflict with the Act, regulating cannabis business organizations, including rules adopted governing the time, place, manner and number of cannabis business organizations, and minimum distance limitations between cannabis business organizations and locations the Village deems sensitive; and WHEREAS, on August 5, 2019, at the Village Board meeting, a policy question was asked whether the Village of Buffalo Grove should allow adult -use cannabis organizations within its corporate limits; discussion on the policy question followed; and WHEREAS, the Village staff has researched the regulations on adult -use cannabis if allowed in the Village; and WHEREAS, on August 5, 2019, the Village Board initiated an amendment to Title 17 `: (Zoning Ordinance) to review and consider additional amendments to further regulate adult -use 19 cannabis organizations within the Village; and o N WHEREAS, the Planning and Zoning Commission recommended approval of the proposed amendments to Chapter 17.44.040 et seq. (Zoning Ordinance) on October 2, 2019. _ U t0 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: Packet Pg. 142 11.C.d 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. Title 17.28.080 (Special Use for Adult -Use Cannabis) of the Village Zoning Ordinance is hereby amended by adding the underlined language: �o 17.28.80 a. Adult -Use Cannabis Business Organizations: An adult -use cannabis d:l§oensafv as defined in Section 17.28.80-b. Adult -Use Cannabis Business C Organization shall not include a cultivation center, craft grower, processing a organization, infuser organization or transporting organization as defined by the Illinois Cannabis Regulation and Tax Act. U b. Adult -use cannabis dispensary: An adult -use cannabis dispensary shall be defined as a facility operated b an or anization or business that is licensed by the Illinois Department of Financial and Professional Regulation to acquire ¢ cannabis from licensed cannabis business organizations for the purpose of sellingor r dispensing cannabis, cannabis -infused products, cannabis seeds, paraphernalia or related supplies to purchasers or to qualified registered medical a� cannabis patients and caregivers, per the Cannabis Regulation and Tax Act (P.A. 101-0027) as it may be amended from time to time, and regulations promulgated CL thereunder. �o a� c c. Purpose and Applicability. It is the intent and purpose of this Section to 72 provide regulations regarding the dispensing of adult -use cannabis occurring co within the corporate limits of the Village. Such facilities shall comply with all regulations provided in the Cannabis Regulation and Tax Act (P.A. 101-0027) ° (Act), as it may be amended from time to time, in the regulations promulgated thereunder, and the regulations provided below. In the event that the Act is a amended the -more restrictive of the state or local regulations shall apply. o d. Special Use. An adult -use cannabis dispensary, ensar as defined herein shall co require an approval of a Special Use, which use may include a medical cannabis ¢ dispensary as defined in Section 17.12.399 (Definition) and shall be processed in a accordance with Chaoter 17.28 "S oecial Uses" of this Title as provided herein and shall be sub'ect to the followin conditions: i. The adult -use cannabis dispensary must be operated by an 0 CA organization or business that is currently licensed by the Illinois E Department of Financial and Professional Regulation to operate a medical cannabis dispensary under the Compassionate Use of ._ ww_ ¢ Medical Cannabis Pilot Program Act 410 ILCS 130 et seq.) ii. The adult -use cannabis dispensary must keep a copy of the dispensing organization agent identification card issued pursuant to Packet Pg. 143 11.C.d the Compassionate Use of Medical Cannabis Pilot Pro ram Act visible at all times. iii. There shall be no more than two adult -use cannabis dispensaries permitted at anv one time. iv. The adult -use cannabis dispensary may not be located within 1,000 �o feet of the property line of a pre-existing public or private nursery C school, pre-school, primary or secondary school, day care center, a or day care home, museum, library and substance abuse treatment or counseling center within the Village of Buffalo Grove corporate limits. Notwithstanding the foregoing, an adult -use cannabis v dispensary will not be deemedtoviolate.. this. rovision if one of the cu school related facilities locates within the 1,000 foot spacing after the adult -use cannabis dispensary has been granted special use ¢ approval by the Village. Learning centers and vocational/trade �o o centers shall not be classified as a public or rivate school for purposes of this Section. co v. At least 85% of the floor area of any tenant space occupied by an U `CL adult -use cannabis_disr)ensary shall be devoted to the activities of coo the dispensary as authorized by the Act. Any request for reduction72 c in floor area percentage shall be evaluated as part of the Special Use request. a� vi. For purpose of determining required parking, the adult -use c cannabis dispensar shall be classified as a retail and wholesale trade pursuant to Section 17.36.040 of the Zoning Ordinance• a provided however that the Village may require that additional a parking be provided as a result of the analysis completed through the Special Use process. CL vii. Other than_cannabis-infused food products,no adult -use cannabis dispensary shall also sell food for consumption tion on the piemises in the same tenant space. viii. On -site consumption of cannabis shall be orohibited within an 0 CA adult -use cannabis dispensary and on the premises. The dispensary shall be responsible for enforcing the prohibition of on -site consumption of cannabisunderall circumstances inside and outside the dispensary and on the premises. ix. The adult -use cannabis dispensary may not conduct any sales or distribution of cannabis other than as authorized bv the Act. Packet Pg. 144 11.C.d x. No adult -use dist)ensary shall be maintained or o erated in a manner that causes creates or allows the ublic viewing of adult - use cannabis cannabis -infused lroducts or cannabis paraphernalia or similar products from any sidewalk, public or private right-of- way or any property other than the lot on which the dispensary is located. No )ortion of the exterior of the dispensary shall utilize or contain any flashing lights, search lights or spot lights or any similar lighting system. xi. No adult -use cannabis dispensary nor any other person or entity shall place or maintain or cause to be placed or maintained,,,an advertisement of cannabis or cannabis -infused product in-apy form or through any medium: 1. Within 1,000 feet of the perimeter of a pre-existing public or private nursery school, pre-school, primary or secondary school, day care center, or day care home within the Village of Buffalo Grove corporate limits; or 2 On or in a public transit vehicle or public transit shelter or 3. On or in publicly owned or publicly operated property. All advertising shall comply with the rules and regulations set forth in the Cannabis Regulation and Tax Act (P.A. 101-0027). xii. Each adult -use dispensary shall prohibit any person who is not at least twenty-one (21) years of age from entering, he dispensary, except for cardholders granted medical access under the Compassionate Use of Medical Cannabis Act over 18 years of age, whose access shall be limited to the medical cannabis dis pensin area only. Dispensaries shall not employ anyone under the age of twenty-one (21). Access to the dispensary shall be limited exclusively, t�pensary staff and those specifically authorized under the Cannabis Regulation and Tax Act (P.A. 101-0027). e. Additional Requirements. As part of the Special Use application requirements, Petitioner shall submit plans regarding installation of building enhancements, such as security cameras, security systems, lighting or other im rovements to ensure the safet of em to ees and customers of the adult -use cannabis dispensary, as well as its environs. Said improvements shall be determined based on the specific characteristics of the dispensary and of the floor plan for an adult -use cannabis dis ensary and the site on which it is located consistent with the rec uirements of the Act. I a� c 72 M a� cu n: c a U c a co U a a �r rn 0 N c 0 E u co Packet Pg. 145 11.C.d i. The Special Use Applicant shall submit a complete copy of their license appllication and all Tans submitted to the State of Illinois, or any agency thereof, as part of their special use application. Before issuance of a certificate of occupancy or otherwise opening to the ublic Adult -Use Cannabis Business Organizations must provide a copy of their state license to operate as an adult -use cannabis dispensary issued by the Illinois Department of Financial and Professional Regulation. ii. Petitioner shall file an affidavit with the Village affirming com )lf iance with Section 17.28.80-c„as provided herein and all other requirements of the Act. iii. The Special Use Applicant shall submit additional information as required by the Village duringthe he Special Use process. f. Violation Penalties — Any violation of this Section 17.28.080 shall be punishable as provided in Section 1.08 and/or Section 1.12 of this Code. Section 3. Chapter 17.44 entitled Business Districts is hereby amended by adding Section 15 to Section 17.44.020.0 as follows: 15. Adult -use cannabis dispensary pursuant to Section 17.28.080, provided that they are located on sites with frontage along the following major streets: Lake -Cook Road, IL Route 68 (Dundee Road) or IL Route 45 (Milwaukee Avenue). Section 4. Chapter 17.44 entitled Business Districts is hereby amended by adding Section 23 to Section 17.44.030-C as follows: 23. Adult -use cannabis dispensary pursuant to Section 17.28.080, provided that they are located on sites with frontage along the following major streets: Lake -Cook Road, IL Route 68 (Dundee Road) or IL Route 45 (Milwaukee Avenue). Section 5. Chapter 17.48 entitled Office and Industrial Districts is hereby amended by adding Section 29 to Section 17.48.020-C as follows: 29. Adult -use cannabis dispensary pursuant to Section 17.28.080 0 N Section 6. No other type of adult -use cannabis business organizations shall be permitted in Buffalo Grove. E U Section 7. 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 8. This Ordinance shall be in full force and effect from and after its passage and approval. 5 Packet Pg. 146 AYES: 5 = Stein.. Ottenbeimer. Johnson. tll Pike NAYES: I - Weidenfeld wmgam��Igm PASSED: October 2L 2019 APPROVED: October 21, 2019 AT rEST: janei'M-. Sirabian, Village Clerk APPROVED: Beverly Su�an, Village President 2 I Packet Pg. 147 1