2020-03-02 - Village Board Committee of the Whole - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
2. Special Business
A. Stormwater Study Update (Trustee Pike) (Staff Contact: Michael Reynolds)
B. Review of Waste Management's at Your Door Program (Trustee Smith) (Staff Contact:
Chris Stilling)
C. Presentation of the Open BG Transparency Portal (Trustee Johnson) (Staff Contact:
Evan Michel)
D. Update Regarding the Proposed 2020 Buffalo Grove Lake Cook Road TIF District
(Trustee Smith) (Staff Contact: Chris Stilling)
I Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
4. Executive Session
A. Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment,
Employment, Compensation, Discipline, Performance, or Dismissal of Specific
Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing
Testimony on a Complaint Lodged Against an Employee of the Public Body or Against
Legal Counsel for the Public Body to Determine Its Validity. (President Sussman) (Staff
Contact: Dane Bragg)
B. Executive Session - Section 2(C)(5) of the Illinois Open Meetings Act: (5) the Purchase or
Lease of Real Property for the Use of the Public Body, Including Meetings Held for the
Purpose of Discussing Whether a Particular Parcel Should be Acquired. (President
Sussman) (Staff Contact: Dane Bragg)
5. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
2.A
Information Item : Stormwater Study Update
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Recommendation of Action
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Staff recommends discussion.
Staff will provide an update on the stormwater study.
ATTACHMENTS:
• Stormwater Study Update Memo 03022020 (DOCX)
Trustee Liaison
Pike
Monday, March 2, 2020
Staff Contact
Michael Reynolds, Public Works
Updated: 2/28/2020 11:32 AM
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VILLAC'E OF
BUFFALO C 1
MEMORANDUM
DATE: February 24, 2020
TO: Dane Bragg, Village Manager
FROM: Mike Reynolds, Director of Public Works
SUBJECT: Stormwater Master Plan Update
T
Included in the 2019 Strategic Plan was the completion of a Stormwater Master Plan for the Village. Accordingly, the
approved 2019 Capital Budget included $170,000 to evaluate the Village's stormwater system and develop a
comprehensive Stormwater Master Plan. Following the general engineering Request for Qualifications process, the
Village Board awarded a contract to Engineering Resource Associates (ERA) for the completion of this study.
The project scope is split into three separate parts, which are enumerated below. Parts one and two are currently
budgeted. The specific scope and costs associated with Part three (Lake County Detailed Analysis) is expected to
be determined upon the completion of part two with a potential budget request 2021.
Step 1. Cook County Detailed Analysis:
A. An existing conditions analysis will be performed of the Village will be performed, which will include
modeling of the existing stormwater management system (pipes, ditches, detention ponds,
depressional storage, etc.).
B. Identification of study areas where the existing infrastructure does not meet the Village's level of
service goals.
C. Field survey of critical infrastructure.
D. A proposed conditions model and conceptual plans will be prepared showing infrastructure
improvements for each study area.
Step 2. Lake County High-level Analysis:
A. GIS analysis of LIDAR and GIS data to identify depressional storage areas and overland flow paths
B. Collect and analyze records of flooding from Village staff and on-line surveys from residents.
C. Baseline engineering analysis
D. Identify study areas for future analysis (step 3 below)
Step 3. Lake County Detailed Analysis:
A. An existing conditions analysis will be performed of the study areas within Lake County portion of the
Village will be performed, which will include modeling of the existing stormwater management system
(pipes, ditches, detention ponds, depressional storage, etc.).
B. Field survey of critical infrastructure.
C. A proposed conditions model and conceptual plans will be prepared showing infrastructure
improvements for each study area.
Staff from ERA will provide a brief presentation on the status of the study, the general methodology associated with
the study, the expected study outcomes and answer any questions.
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2.B
Information Item : Review of Waste Management's at Your Door
Program
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Recommendation of Action
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Staff recommends discussion.
Staff will be providing the Village Board an update regarding Buffalo Grove residents utilization and
feedback of Waste Management's At Your Door program.
ATTACHMENTS:
• BOT Memo (DOCX)
Trustee Liaison
Smith
Monday, March 2, 2020
Staff Contact
Chris Stilling, Community Development
Updated: 2/28/2020 11:33 AM
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W p F E4
MEMORANDUM
DATE: February 27, 2020
TO: Dane Bragg, Village Manager
FROM: Christopher Stilling, Director of Community Development
SUBJECT: Update Regarding the Village's At Your Door Service Program
BACKGROUND
In 2019, the Village approved an extension to the existing solid waste contract with Waste
Management (WM), who has been the Village's waste hauler for over 20-years. The new contract,
which went into effect May, 2019, included the new At Your Door Service. The At Your Door Service
(AYD) is an additional monthly service allowing residents the ability to dispose of difficult, sometimes
hazardous and hard to recycle materials that many households accumulate (electronics, TVs, paint
chemicals, etc.). The following memorandum provides a summary of the program's utilization as well
as customer feedback about the service.
RESIDENT UTILIZATION
From May, 1, 2019 through December 31, 2019, a total of 1,336 residential customers used the AYD
program. Chart 1 below shows the monthly utilization for AYD.
Chart 1- 2019 Utilization
MATERIALS COLLECTED
Approximately 120,000 pounds of material were collected, of which 88.5% or 106,000 pounds were
sent for recycling. The majority of the items collected were lead batteries, computers, TVs, and latex
paint.
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Chart 2- Items Collected
Collected By Categor�
i
RESIDENT SATISFACTION
As part of the AYD program, WM provided resident's comment cards to share their feedback
regarding the service. Through December 2019, the Village received over 230 comment cards
showing strong support for the program. All but one comment card indicated that residents wanted
the Village to continue offering the service.
Chart 3- Resident Feedback
General F:ee back Regarding -the AYD Pr gur rn
Excellent Very Good
7 7 1 Q
Good Fair
SUMMARY
Overall, the AYD program has been well utilized by residents. Pursuant to our contract with WM,
the program will be in place until April 30, 2022. At that time, the Village will have the option to
decide whether or not to continue the service.
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2.0
Information Item : Presentation of the Open BG Transparency Portal
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Recommendation of Action
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Staff recommends presentation.
Phase III of the Website Refresh Project included provisions to increase the availability of public
information as well as reduce barriers for residents to access data. The Open BG initiative provides a
landing page with direct access to the village?s financial, historical, and contractual information. Upon
incorporating any feedback from the Village Board, staff will begin to design a communications campaign
to educate residents about the many new features of the portal with an anticipated go -live date in the
second quarter of 2020.
ATTACHMENTS:
• Open BG Memo rev (DOCX)
Trustee Liaison
Johnson
Monday, March 2, 2020
Staff Contact
Evan C Michel, Office of the Village Manager
Updated: 2/27/2020 4:25 PM
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2.C.a
jLLA _'E OF
BUFFALO CROVE
DATE: February 27, 2020
TO: Dane C Bragg, Village Manager
FROM: Evan Michel, Assistant to the Village Manager
SUBJECT: Transparency Portal/ Open BG
im
Open BG Initiative
Phase III of the Website Refresh Project included provisions to increase the availability of public
information as well as reduce barriers for residents to access data. The Open BG initiative provides
a landing page with direct access to the village's financial, historical, and contractual information.
The portal allows all interested parties the data necessary to participate in and improve government
by conducting research and analysis. This easily assessable data offers residents a better
understanding of the services provided by village departments and the many ways the village strives
to improve the quality of life for residents.
The Open BG landing page centralizes the village's current transparency initiatives such as
• Employment Opportunities Portal
• Vendor Registry Portal
• Employment and Compensation Agreements
• Local Tax Information
Similarly, the landing page includes two new transparency projects, the Public Document Portal and
Socrata Open Finance.
Public Document Portal
Buffalo Grove is committed to the scanning, storage, & online publication of public documents.
Deputy Clerk Kamka has lead an interdepartmental team that has uploaded thousands of historical
documents through Laserfiche. Currently, these documents include:
• All Village Board Agendas Archive 1999-2015
• Board & Commission Agendas and Minutes 1990-2015
• Village Board Closed Session Minutes 1995-2016
• All Ordinances and Resolutions
Staff is constantly updating and adding additional documents to the portal. All of the uploaded
documents are OCR searchable and can be downloaded. Staff expects the amount of Freedom of
Information Act requests to be reduced as residents utilize the portal.
Socrata Open Finance
Open Finance visualizes New World financial data (the Village's Finance Software) into an interactive
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interface to assist the public in understanding government finances. The portal is designed to provide
answers to the most common questions related to the village's finances. This is accomplished
through the following modules
• Open Finance: Access to historical data that provides year -over -year insights and trend
analysis.
• Open Budget: Visualizes expenditure data to allow the public and internal stakeholders to
understand complex financial information.
• Open Check Book: Displays detailed information for each expenditure including the payment
amount, payment number, and expense categories.
Each module is graphically organized by category, department, function, and vendor, which provides
insightful information for internal stakeholders and citizens.
Next Steps
The IT Committee and Senior staff have reviewed and provided enhancements to the Open BG
landing page. Staff will provide an overview of new webpage at the March 2 Committee of the Whole
Meeting. Upon incorporating any feedback from the Village Board, staff will begin to design a
communications campaign to educate residents about the many new features of the portal with an
anticipated go -live date in the second quarter of 2020.
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2.D
Information Item : Update Regarding the Proposed 2020 Buffalo
Grove Lake Cook Road TIF District
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Recommendation of Action
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Staff recommends discussion.
As a follow up to the Village Board's action authorizing SB Friedman to complete a Tax Increment
Financing (TIF) Feasibility Study, staff wishes to share the current status of the final Eligibility Study and
discuss the next steps of the project.
ATTACHMENTS:
BOT Update Memo (DOCX)
Trustee Liaison
Smith
Monday, March 2, 2020
Staff Contact
Chris Stilling, Community Development
Updated: 2/27/2020 4:26 PM
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2.D.a
NILL,kGE OF
BUFFALO V a
DATE: February 27, 2020
TO: Dane Bragg, Village Manager
FROM: Christopher Stilling, Deputy Village Manager
SUBJECT: Proposed 2020 Buffalo Grove Lake Cook Road TIF District Update
IN
BACKGROUND
As a follow up to the Village Board's action authorizing SB Friedman to complete a Tax Increment
Financing (TIF) Feasibility Study, staff wishes to share the current status of the final Eligibility Study and
discuss the next steps of the project.
PROJECT STAUS
SB Friedman is in the process of finalizing the
study which is anticipated to be completed within
the next few days (by March 6, 2020). As a
requirement of State statute, once the Eligibility
Study has been completed, it will be filed with the
Village Clerk and made available for public
viewing. Furthermore, staff will post the
feasibility study on the Village's website
www.vbg.org/tif. This webpage also includes
general information and updates about TIF. It will
also serve as resource for the public who are
seeking more information about the process.
Once the feasibility study has been filed with the
Village Clerk and made available for public
viewing, staff will request that the Village Board
approve an Ordinance setting the time and place
of the public hearing. This request will be made at
the March 16, 2020 Village Board meeting.
As previously noted at the February 18th Village
Board meeting, staff has already met with most of
the affected taxing bodies. Staff plans to share the
final TIF Eligibility Study with each of them once it
is publically available and prior to the required
Joint Review Board (JRB) meeting.
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OEM IN
Once the Feasibility study has been publically
available and the JRB has convened the required
meeting, SB Freidman will formally present the overall findings of the TIF Study as well as both the
JRB's and public's comments to the Village Board prior to the Board taking any final action on creating
a TIF District.
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4.A
Information Item : Executive Session - Section 2(C)(1) of the Illinois
Open Meetings Act: the Appointment, Employment, Compensation,
Discipline, Performance, or Dismissal of Specific Employees of the
Public Body or Legal Counsel for the Public Body, Including
Hearing Testimony on a Complaint Lodged Against an Employee of
the Public Body or Against Legal Counsel for the Public Body to
Determine Its Validity.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: The appointment, employment,
compensation, discipline, performance, or dismissal of specific employees of the public body or legal
counsel for the public body, including hearing testimony on a complaint lodged against an employee of
the public body or against legal counsel for the public body to determine its validity.
Trustee Liaison
Sussman
Monday, March 2, 2020
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 2/26/2020 9:19 AM
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4.B
Information Item : Executive Session - Section 2(C)(5) of the Illinois
Open Meetings Act: (5) the Purchase or Lease of Real Property for
the Use of the Public Body, Including Meetings Held for the Purpose
of Discussing Whether a Particular Parcel Should be Acquired.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
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Staff recommends going into executive session.
Executive Session - Section 2(C)(5) of the Illinois Open Meetings Act: (5) The purchase or lease of real
property for the use of the public body, including meetings held for the purpose of discussing whether a
particular parcel should be acquired.
Trustee Liaison
Sussman
Monday, March 2, 2020
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 2/26/2020 9:20 AM
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