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2020-09-21 - Village Board Regular Meeting - Agenda Packet
2. K3 Fifty Raupp Blvd Buffalo Grove, IL 60089-2100 Phone: 847-459-2500 A. Open Meetings Act Compliance Pursuant to Public Act 101-0640 as well as the Disaster Proclamation and Executive Orders issued by Governor Pritzker, this meeting will be held in person with capacity - limited physical attendance. Those not willing or able to physically attend can still fully participate electronically by utilizing the Zoom link below. Zoom Link: www. vbg. org/september21 boardmeeting Phone: 312-626-6799 Webinar ID: 896 8234 9127 Instructions for how the public can see, listen and/or participate in meetings are listed immediately below this statement. In accordance with the Open Meetings Act, any person shall be permitted an opportunity to address public officials under the rules established and recorded in the Buffalo Grove Municipal Code. The Village President reserves the right to alter the order of the appearance of speakers to maintain decorum during the meeting. Due to the COVID-19 pandemic and CDC guidelines for social distancing, physical attendance is limited to 20 persons in addition to Elected Officials and Staff. All seats are on a first come, first served basis. All persons physically attending the meeting will be required to don an appropriate face covering during the duration of the meeting and shall be required to undergo a body temperature scan before entering the Jeffrey S. Braiman Council Chambers. The Village of Buffalo Grove reserves the right to deny entry to any person displaying COVID-19 symptoms or a body temperature exceeding 100.4 degrees Fahrenheit. All meeting participants shall observe CDC -published guidelines for social distancing while attending the meeting. B. Pledge of Allegiance Approval of Minutes A. Village Board - Regular Meeting - Aug 17, 2020 7:30 PM B. Village Board - Committee of the Whole - Aug 31, 2020 7:30 PM Approval of Warrant A. Approval of Warrant #1319 (Trustee Weidenfeld) (Staff Contact: Chris Black) 4. Village President's Report A. Proclamation Recognizing the Work of GiveNKind (Trustee Johnson) (Staff Contact: Dane Bragg) B. Trick or Treat Discussion (President Sussman) (Staff Contact: Dane Bragg) C. Resolution Extending Executive Order 2020-09 (President Sussman) (Staff Contact: Dane Bragg) 5. Village Manager's Report A. Buffalo Grove Rotary Firefighter of the Year (Trustee Smith) (Staff Contact: Mike Baker) B. New Firefighter/Paramedic and Lieutenant Badge Presentations (Trustee Smith) (Staff Contact: Mike Baker) C. Appointment of Hearing Officer (President Sussman) (Staff Contact: Dane Bragg) D. Appointment of Deputy Village Clerk (President Sussman) (Staff Contact: Dane Bragg) 6. Special Business 7. Reports from Trustees A. Nominating Petitions for the Upcoming April 6, 2021 Consolidated General Election Are Available at Buffalo Grove Village Hall Starting September 22, 2020 (Clerk Sirabian) (Staff Contact: Dane Bragg) 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. Proclamation Recognizing September 2020 to be National Preparedness Month (Trustee Stein) (Staff Contact: Brett Robinson) SUMMARY: A proclamation to declare September 2020 to be National Preparedness Month. B. Certificate of Initial Acceptance and Approval: Sky Fitness Development Improvements (Trustee Stein) (Staff Contact: Darren Monico) SUMMARY: Attached is the Certificate of Initial Acceptance for the Sky Fitness development located at 1501 Busch Parkway. Staff recommends approval to begin the one year maintenance period on September 14th, 2020. C. Certificate of Initial Acceptance and Approval: True North Development Improvements (Trustee Stein) (Staff Contact: Darren Monico) SUMMARY: Attached is the Certificate of Initial Acceptance for the True North development located at 185 Milwaukee Avenue. Staff recommends approval to begin the one year maintenance period on September 14th, 2020. D. Plat of Vacation and Easement Woodman's Unattended Fueling Station (Trustee Stein) (Staff Contact: Ted Sianis) SUMMARY: Staff recommends approval of the enclosed plat of vacation and easement for the Woodman's Unattended Fuel Station development located at 1515 Deerfield Parkway. E. Lake County DOT Letter of Concurrence (Trustee Stein) (Staff Contact: Darren Monico) SUMMARY: The Lake County Department of Transportation will be adding a pedestrian crossing on Buffalo Grove Road south of Brandywyn Road. This Letter of Concurrence describes the agreement. F. Quiet Zone Engineering Services (Trustee Pike) (Staff Contact: Michael Reynolds) SUMMARY: Buffalo Grove, along with 9 other communities established the Canadian National Railroad Corridor Quiet Zone, an FRA designated zone precluding the use of train whistles/horns at grade crossings along the corridor in Lake County. Staff Recommends approval of the Engineering agreement with Crawford, Murphy & Tilly, Inc. for an amount not to exceed $35,000 pending contract review and approval of the Village Attorney. G. Ground Emergency Medical Transport Supplemental Payment Program (Trustee Smith) (Staff Contact: Mike Baker) SUMMARY: The Illinois Department of Healthcare and Family Services received approval from the Centers for Medicare and Medicaid Services to alter the payment structure for Medicaid ambulance transports. Municipal fire departments can now participate in the Ground Emergency Medical Transport supplemental payment program. H. 0-2020-62 An Ordinance Amending Fees and Fines (Trustee Weidenfeld) (Staff Contact: Dane Bragg) SUMMARY: As discussed at the August 3, 2020 Committee of the Whole meeting, a draft ordinance has been prepared to address the proposed amendments to the Village's Fees & Fines schedules and related text amendments to the Buffalo Grove Municipal Code. 0-2020-63 Vector/Target Solutions Software (Trustee Smith) (Staff Contact: Brett Robinson) SUMMARY: Staff recommends authorizing the Village Manager to execute an amendment to the current Agreement with Vector Solutions/Target Solutions in a total amount not to exceed $31,800.26, pending final review and approval by the Village Attorney, J. 0-2020-64 Snow Plow Wing Retrofit (Trustee Pike) (Staff Contact: Brett Robinson) SUMMARY: Staff is requesting authorization for the retro-fit of vehicle unit #418 with a wing plow and controls at a not to exceed price of $39,099.00 from Bonnell Industries of Dixon, Illinois. K. 0-2020-65 Authorization to Execute an Agreement with Clarke Environmental Mosquito Management (Trustee Johnson) (Staff Contact: Brett Robinson) SUMMARY: Staff recommends an award of contract to Clarke Environmental Mosquito Management, Inc. at a not to exceed price of $53,000 for Fiscal Year 2021. L. 0-2020-66 Award of Bid Coarse Aggregate Material (Trustee Pike) (Staff Contact: Brett Robinson) Staff recommends the Village Board authorize the Village Manager to execute a contract , pending review and approval by the Village Attorney, with the lowest responsive and responsible bidder, G&M Trucking., at an annual amount not to exceed $87,350.00. M. 0-2020-67 Computer Purchase (Trustee Johnson) (Staff Contact: Brett Robinson) SUMMARY: Staff requests that the Village Manager be authorized to purchase computers from Dell in an amount not to exceed $37,643.57. N. 0-2020-68 Vehicle Repair (Trustee Smith) (Staff Contact: Brett Robinson) SUMMARY: Staff requests the Village Board authorize the Village Manager to expend $29,312.69 with a contingency in the amount of $5,862.31 with Fire Service Inc. 0. 0-2020-69 Panasonic Toughbook Purchases for Fire Department Computer Aided Dispatch System. (Trustee Johnson) (Staff Contact: Brett Robinson) SUMMARY: Staff recommends that the Village Board authorize the Village Manager to order Panasonic Toughbooks through the State of Illinois Central Management Services contract CMS701124A in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $73,035.00 P. 0-2020-70 Ciorba IICP Engineering & Field Services (Trustee Stein) (Staff Contact: Kyle Johnson) SUMMARY: The Metropolitan Water Reclamation District of Greater Chicago has established requirements for the Inflow/Infiltration Control Program (IICP.) Staff requests authorization to execute an agreement with Ciorba Group at a price not to exceed $244,827.60 over the next 5 years, subject to review and approval of the agreement by the Village Attorney. Q. R-2020-42 Cook County CARES IGA (Trustee Smith) (Staff Contact: Mike Baker) SUMMARY: Staff recommends approval of an Inter -Governmental Agreement with Cook County for reimbursements related to the COVID-19 Pandemic. R. R-2020-43 Consideration for Trustees for an Easement Assignment to Lake County (Trustee Stein) (Staff Contact: Darren Monico) SUMMARY: Lake County asked to be assigned a Buffalo Grove easement to officially maintain a storm sewer related to the Buffalo Grove Road and Aptakisic Road projects. S. R-2020-44 Ordinance Approving an Amendment to the Village's 2020 Position Classification (Trustee Weidenfeld) (Staff Contact: Chris Stilling) SUMMARY: Attached is the revised 2020 pay ranges for employees of the Village of Buffalo Grove. The 2020 pay ranges have been revised to reflect the new position of Administrative Services Manager/ Assistant Village Clerk. T. R-2020-45 Resolution Relating to the Semi -Annual Review of Closed Session Minutes (Clerk Sirabian) (Staff Contact: Dane Bragg) SUMMARY: The Corporate Authorities have determined that the following set of closed session minutes no longer require confidential treatment and are available for public inspection. 9. Ordinances and Resolutions A. 0-2020-71 Fire Station 26 Generator Replacement (Trustee Smith) (Staff Contact: Brett Robinson) B. 0-2020-72 SCADA Support Services (Trustee Pike) (Staff Contact: Brett Robinson) C. 0-2020-73 Award of Bid Street Light Maintenance (Trustee Pike) (Staff Contact: Brett Robinson) D. 0-2020-74 Microsoft Office Joint Purchase - State of Illinois Contract (Trustee Johnson) (Staff Contact: Jenny Maltas) E. 0-2020-75 Ambulance Joint Purchase Ordinance (Trustee Smith) (Staff Contact: Brett Robinson) F. 0-2020-76 Ordinance Amending Fiscal 2020 Budget for the Village of Buffalo Grove (Trustee Stein) (Staff Contact: Chris Black) 10. Unfinished Business 11. New Business A. Acceptance of 2019 Audit (Trustee Weidenfeld) (Staff Contact: Chris Black) B. Snow and Ice Removal Rejection of Bids (Trustee Pike) (Staff Contact: Brett Robinson) C. Pre -Application Discussion for the Redevelopment of 700 E Lake Cook Road (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. 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)(21) of the Illinois Open Meetings Act: Discussion of Minutes of Meetings Lawfully Closed Under This Act, Whether for Purposes of Approval by the Body of the Minutes or Semi -Annual Review of the Minutes as Mandated by Section 2.06. (Clerk Sirabian) (Staff Contact: Dane Bragg) 14. Adjournment The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m. The Board, does, however, reserve the right to defer consideration of matters to another meeting should the discussion run past 10:30 p.m. The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that persons with disabilities, who require certain accommodations to allow them to observe 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 MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD VIA AUDIO/VIDEO CONFERENCING ON MONDAY, AUGUST 17, 2020 CALL TO ORDER President Sussman called the meeting to order at 7:30 P.M. This meeting is being conducted via audio and video conferencing. ROLL CALL Roll call indicated the following present via audio/video: President Sussman; Trustees Stein, Ottenheimer, Weidenfeld, Johnson, Smith and Pike. N G1 Also present in person and via audio/video were: Dane Bragg, Village Manager, was present at Village Hall; c Patrick Brankin, Village Attorney; Chris Stilling, Deputy Village Manager; Chris Black, Director of Finance; Evan Michel, Management Analyst; Darren Monico, Village Engineer. o �a APPROVAL OF MINUTES 0 L Q. Moved by Johnson, seconded by Ottenheimer, to approve the minutes of the July 20, 2020 Regular Meeting. ° Q Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. Moved by Stein, seconded by Johnson, to approve the minutes of the August 3, 2020 Committee of the Whole Meeting. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. WARRANT #1318 Mr. Black read Warrant #1318. Moved by Weidenfeld, seconded by Smith, to approve Warrant #1318 in the amount of $6,087,569.02 authorizing payment of bills listed. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. VILLAGE PRESIDENT'S REPORT Moved by Weidenfeld, seconded by Johnson to pass Resolution No. 2020-37 extending Executive Order 2020-07. Mr. Bragg reviewed the proposed resolution. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. President Sussman recognized August 18, 2020 as the 100' Anniversary of the 19`" Amendment to the U.S. Constitution granting American women the right to vote. Packet Pg. 6 2.A VILLAGE MANAGER'S REPORT Mr. Bragg noted that staff recommends that the Village Board convene a hearing regarding Kimberly Hauber's claim for benefits under the Public Safety Employee Benefits Act, and subsequently that the Village President appoint a hearing officer with concurrence by the Village Board for same, details of which are found in his memo to the Board of July 24, 2020. Staff recommends acceptance of the recommendation of the Village Manager and to direct the Village Attorney to present possible hearing officer candidates at the next Regular Meeting scheduled for September 21, 2020. Moved by Ottenheimer, seconded by Johnson, to concur with the recommendation presented by the Village Manager. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. 3 C Mr. Bragg presented an update on Village Hall operations, subsequent to notification that a Village employee 2 had tested positive for COVTD-19 and had prolonged contact with Village employees and Village Hall. Staff — immediately responded by disinfecting possible affected areas and closing Village Hall to the public; all affected employees received COVID-19 tests and all were negative; there was no exposure to any members of the public o or to any elected officials. Mr. Bragg assured the public and employees that all possible measures are being Q, taken to mitigate any exposure to COVTD-19. CL Q REPORTS FROM TRUSTEES Trustee Ottenheimer noted that the Farmer's Market has been a great success this year, and all safety guidelines are being followed, so he urged residents to take advantage of this opportunity to get out and enjoy visiting the Farmer's Market. CONSENT AGENDA President Sussman explained the Consent Agenda, stating that any member of the audience or the Board could request that an item be removed for full discussion. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda; there were no such requests. Proclamation — Constitution Week Motion to approve a Proclamation designating September 17-23, 2020 as Constitution Week, and urged citizens to reflect on the privilege of being an American, with all of the rights and responsibilities which that privilege involves. Proclamation — National Payroll Week Motion to approve a Proclamation recognizing September 6-12, 2020 as National Payroll Week. Ordinance No. 2020-59 — Pizza Amore Motion to pass Ordinance No. 2020-59, amending Chapter 5.20 — Liquor Controls, rescinding the Class E liquor license issued to Pizza Amore, Inc. at 808 Milwaukee Avenue. Resolution No. 2020-38 — Motor Fuel Tax Motion to pass Resolution No. 2020-38, Motor Fuel Tax Resolution — Thompson & Brandywyn Contract 2. The Thompson Boulevard and Brandywyn Lane Roadway Improvement Project — Contract 2 requires the Village to execute the Illinois Department of Transportation (IDOT) Motor Fuel Tax (MFT) Resolution to allocate MFT funds to pay the Village's portion of construction. Packet Pg. 7 2.A Moved by Stein, seconded by Weidenfeld to approve the Consent Agenda as presented. Upon roll call, Trustees voted as follows on the Consent Agenda: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. RESOLUTION NO. 2020-39 — THOMPSON & BRANDYWYN Moved by Stein, seconded by Weidenfeld, to pass Resolution No. 2020-39, Thompson & Brandywyn Contract 2 Federal Funding and Engineering Agreements, in accordance with materials contained in Board packets. Mr. Bragg reviewed the proposed resolution, details of which are contained in the memo from Mr. Johnson to Ms. Maltas of August 13, 2020. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. ORDINANCE NO. 2020-60— HINES LUMBER Moved by Smith, seconded by Johnson, to pass Ordinance No. 2020-60, amending the existing Incentive Agreement with Edward Hines Lumber Co. at 1000 Corporate Drive. Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to Mr. Bragg of August 13, 2020. It was noted that this agreement is very beneficial to the Village to be able to keep a large revenue producer in the Village for the next 20 years. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. RESOLUTION NO. 2020-40 — APPLE HILL/TENERIFE Moved by Stein, seconded by Smith, to pass Resolution No. 2020-40, Apple HiMenerife Contingency Use, in awarding the contract to Arrow Road Construction in the amount of $62,093.31 for the purchase of truncated domes in accordance with materials contained in Board packets. Mr. Bragg reviewed the proposed resolution, details of which are contained in Mr. Monico's memo to Ms. Maltas of August 12, 2020. Trustees Stein and Smith amended the motion to show the amount as $64,800.00. Upon roll call, Trustees voted as follows on the amended motion: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. Q Packet Pg. 8 2.A RESOLUTION NO. 2020-41— COM ED Moved by Stein, seconded by Weidenfeld, to pass Resolution No. 2020-41, consideration for Trustees to approve a Recreation Lease with ComEd for the Village's Bike Path System, in accordance with materials contained in Board packets. Mr. Monico reviewed the proposed resolution, details of which are contained in his memo to Mr. Bragg of July 21, 2020. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. N G1 ORDINANCE NO. 2020-61 — MUNICIPAL CODE c Moved by Stein, seconded by Ottenheimer, to pass Ordinance No. 2020-61, amending Section 2.02 of the o Buffalo Grove Municipal Code — Procedures of the Corporate Authorities. 0 Mr. Bragg reviewed the proposed ordinance, which would abolish the Finance Committee and revise the amount Q, of time permitted for the public to address the public body, changes which are consistent with current practice °' Q and case law. Mr. Brankin noted that the current practice of allowing ten minutes for a speaker is the longest time that staff found in their research of the practice in other communities; he pointed out that the Board always has the authority to extend the time to speak if warranted. Trustees Stein and Ottenheimer to amend the motion to allow speakers five (5) minutes for agenda items and five (5) minutes for Questions from the Audience. Upon roll call, Trustees voted as follows on the amended motion: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. LAKE COOK WATER MAIN Moved by Stein, seconded by Weidenfeld, to grant authorization to the Village Manager to spend up to an additional $550,000.00 for Village water main within the Lake Cook Road project under the current agreement with the Cook County Department of Transportation and Highways (CCDOTH), in accordance with materials contained in Board packets. Mr. Monico reviewed the proposal, details of which are contained in Mr. Johnson's memo to Ms. Maltas of August 12, 2020. Staff was commended by the Board for planning ahead with this project, which will ultimately save the Village approximately 40% . Upon roll call, Trustees voted as follows on the amended motion: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. Packet Pg. 9 2.A QUESTIONS FROM THE AUDIENCE President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda; there were no such questions. EXECUTIVE SESSION Moved by Johnson, seconded by Weidenfeld, to adjourn the Regular Meeting and move to Executive Session to discuss Section 2(C)(21) of the Illinois Open Meetings Act: Discussion of Minutes of Meetings Lawfully Closed Under This Act, whether for purposes of approval by the Body of the Minutes or Semi -Annual Review of the Minutes as mandated by Section 2.06. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. The Board moved to Executive Session from 8:11 P.M. until 8:32 P.M. The meeting was adjourned at 8:11 P.M. ADJOURNMENT Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 21sr DAY OF September 2020 Village President Q Packet Pg. 10 2.B MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE JEFFREY S. BRAIMAN COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS, AND VIA AUDIO/VIDEO CONFERENCING MONDAY, AUGUST 31, 2020 CALL TO ORDER President Sussman called the meeting to order at 7:38 P.M. This meeting is being conducted in person as well as via audio and video conferencing. ROLL CALL Roll call indicated the following present at Village Hall: Trustees Ottenheimer, Johnson, Smith and Pike. President d Sussman and Trustees Stein and Weidenfeld were present via audio/video conferencing. 3 c Also present were: Dane Bragg, Village Manager; Patrick Brankin, Village Attorney; Jenny Maltas, Deputy Village Manager; Chris Stilling, Deputy Village Manager; Art Malinowski, Director of Human Resources; Chris Black, 0 Finance Director; Evan Michel, Management Analyst; Darren Monico, Village Engineer; Mike Reynolds, Director > of Public Works; Geoff Tollefson, Director of Golf Operations; Julie Kamka, Deputy Clerk; and Police Chief P L Q. Casstevens. C The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following topics. DEPUTY CLERK Mr. Bragg recognized Deputy Clerk Julie Kamka as she leaves to become the City Clerk in Evans, Colorado, noting that the Village of Buffalo Grove thanks her for her 21 years of service and wishes her well in her new venture. 2019 AUDIT Matt Beran, Lauterbach and Amen, noted that he appreciated the efforts of Mr. Black and Ms. Mosqueda in preparing the annual audit. Mr. Beran then reviewed the Audit Report and the Management Letter PRELIMINARY 2021 PROPERTY TAX LEVY Mr. Black reviewed staff s recommendation for the FY 2020 Property Tax Levy to be extended and collected in 2021, details of which are contained in his memo to Mr. Bragg of August 27, 2020, after which he answered questions from the Board. FY 2021 FINANCIAL FORECAST Mr. Black presented a forward look at the Village's General Fund's revenues and expenditures in order to provide an early financial assessment and identify significant issues that should be addressed in the budget development process, details of which are contained in the FY 2021 Financial Forecast prepared by staff. COVID-19 BUDGET IMPACT Mr. Black presented the Covid-19 Budget Impact report, details of which are contained in his memo to Mr. Bragg of July 27, 2020. Ms. Maltas reviewed the Voluntary Separation Incentive report, details of which are contained in her memo to the Board of August 27, 2020. Packet Pg. 11 2.B It was noted that residents should be assured that staff has done an excellent job of dealing with this pandemic and that all Village services will remain at a high level. Chief Casstevens also assured that the level of service concerning the health and safety of our residents will not change. 2021 WAGE POOL Mr. Malinowski presented the 2021 Wage Pool recommendations, details of which are contained in the memo of August 25, 2020 from him and Ms. Golbach, after which he answered questions from the Board. 2021 CAPITAL IMPROVEMENT PLAN Mr. Monico presented an overview of the requests received leading into the 2021 budget cycle for the 2021 Preliminary Requests for the 2021-2040 Capital Improvement Plan, details of which are contained in his memo and attachment to Mr. Bragg of August 27, 2020, after which he answered questions from the Board. y 3 VILLAGE NEWS UPDATE Ms. Maltas reviewed the Village newsletter and other communication platforms that the Village uses to O communicate with residents, noting that staff recommends continuing to provide a digital Village News through the > end of 2020, details of which are contained in her memo to the Board of August 27, 2020. o a a QUESTIONS FROM THE AUDIENCE Q President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda; there were no such questions. EXECUTIVE SESSION Moved by Johnson, seconded by Smith, to adjourn the Regular Meeting and move to Executive Session to discuss Section 2(C)(11) of the Illinois Open Meetings Act: Litigation, when an Action Against, Affecting or on Behalf of the Particular Public Body has been Filed and is Pending Before a Court or Administrative Tribunal, or when the Public Body finds that an Action is Probable or Imminent, in which case the Basis for the Finding shall be Recorded and Entered into the Minutes of the Closed Meeting. Upon roll call, Trustees voted as follows: AYES: 6 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith, Pike NAYS: 0 — None Motion declared carried. The Board moved to Executive Session $-om 9:29 P.M. until 9:45 P.M. The meeting was adjourned at 9:29 P.M. ADJOURNMENT Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 21sr DAY OF September 2020 Village President Packet Pg. 12 3.A Action Item : Approval of Warrant #1319 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. TOTAL WARRANT #1319 6,606,136.51. ATTACHMENTS: • W#1319 SUMMARY (PDF) Trustee Liaison Weidenfeld Monday, September 21, 2020 Staff Contact Chris Black, Finance Updated: 9/17/2020 5:00 PM Page 1 Packet Pg. 13 3.A.a VILLAGE OF BUFFALO GROVE WARRANT #1319 21-Sep-20 General Fund: 458,096.44 Parking Lot Fund: 84.74 Motor Fuel Tax Fund: 0.00 Debt Service Fund: 0.00 School & Park Donations 0.00 Capital Projects -Facilities: 0.00 Capital Projects -Streets: 1,532,504.86 Health Insurance Fund: 0.00 Facilities Development Debt Service Fund: 0.00 Retiree Health Savings (RHS): 30,233.06 Water Fund: 940,664.00 Buffalo Grove Golf Fund: 101,276.86 Arboretum Golf Fund: 89,405.59 Refuse Service Fund: 66,882.41 Information Technology Internal Service Fund: 805139.73 Central Garage Internal Service Fund: 214,580.69 Building Maintenance Internal Service Fund: 97,600.05 3,611,468.43 PAYROLL PERIOD ENDING 08/20/2020 1,016,276.40 PAYROLL PERIOD ENDING 09/03/2020 972,913.49 PAYROLL PERIOD ENDING 09/17/2020 948,782.06 PAYROLL PERIOD ENDING 09/18/2020 56,696.13 2,994,668.08 TOTAL WARRANT #1319 6,606,136.51 APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Village Clerk Village President Packet Pg. 14 4.A Information Item : Proclamation Recognizing the Work of GiveNKind ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action The attached proclamation acknowledges the work of local Buffalo Grove nonprofit GiveNKind for their impressive work in the community. Representatives from GiveNKind will be present at the meeting. ATTACHMENTS: • GiveNKind—Proclamation (DOC) Trustee Liaison Johnson Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/17/2020 10:27 AM Page 1 Packet Pg. 15 4.A.a Village of Buffalo Grove PROCLAMATION RECOGNIZING THE WORK OF GIVENKIND WHEREAS, in 2012 GiveNKind, a Buffalo Grove -based nonprofit, was founded by resident Emily Petway and is now serving Illinois, California, Texas, and Pennsylvania; and WHEREAS, GiveNKind functions as a broker by assisting companies looking to offload canceled orders, surplus and other unused items in a socially and environmentally responsible way; and WHEREAS, GiveNKind also accepts gently used furniture, dishes, toys, linens, home goods and clothing from individuals; and WHEREAS, GiveNKind saves thousands of unused goods from landfills or incinerators and by matching the goods with nonprofits in need; and WHEREAS, GiveNKind works with more than 200 501(c) 3 registered nonprofits ranging from the Lake County YWCA to the Chicago Coalition for the Homeless; and WHEREAS, for every dollar donated to GiveNKind, eighty dollars in goods are donated through GiveNKind to nonprofits; and WHEREAS, GiveNKind has reached over two million dollars worth of donated goods placed with nonprofits across the United States in 18 months; NOW THEREFORE, BE IT RESOLVED that I, Beverly Sussman, President of the Village of Buffalo Grove do hereby proclaim the week of August 23rd - August 29th - GiveNKind Week and encourage citizens to volunteer and donate where they can. Proclaimed this 21st day of September 2 02 0, Beverly Sussman, Village President c 0 c� E U 0 i a c Y Z 0 Packet Pg. 16 4.B Information Item : Trick or Treat Discussion ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends discussion. Due to the dangers of the ongoing global pandemic as well as village?s 647 confirmed cases of COVID- 19, staff does not recommend the official sanctioning of trick -or -treating for 2020. However, even if the Village cancels trick -or -treating there will be community members that will ultimately participate. Staff does not want the Police Department to be in this type of enforcement position. Therefore, in order to ensure the safety of those who choose to participate staff recommends a series guidelines as well as encouraging creative methods to celebrate the holiday. ATTACHMENTS: Halloween Memo rev (DOCX) Trustee Liaison Sussman Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/16/2020 3:42 PM Page 1 Packet Pg. 17 4.B.a 11, LA, .IP', 0. BUFFALO CIROVE MEMORANDUM DATE: September 17, 2020 TO: Dane Bragg, Village Manger FROM: Evan Michel, Assistant to the Village Manager SUBJECT: Trick -or -Treating Overview Due to the dangers of the ongoing global pandemic as well as village's 647 confirmed cases of COVID-19, staff does not recommend endorsing trick -or -treating for 2020. Regardless of the village's endorsement, many community members will choose to celebrate the holiday. Staff does not recommend banning trick or treat out right. The cancelation of the event would require the Police Department to enforce the action. In order to ensure the communities' safety staff recommends an approach of educating the community regarding safe practices and set guidelines for participation. COVID-19 Trick or Treating Guidelines The following guidelines are recommend for those residents who choose to participate in order to ensure the safety of the most vulnerable members of the community: • First and foremost, be respectful of your neighbors' choice on whether to trick -or -treat this year. • Children may trick or treat on Saturday, October 31, 2020 between the hours of 3:00 — 7:00 PM. • Refrain from participating in trick -or -treating if you are feeling unwell, if someone in your house is unwell, if you are awaiting COVID-19 test results, if you have recently returned from travel to a hotspot state, or if you know that you have been exposed to COVID-19. • Turning on your porch lamps or outdoor lights to show that your home participating in trick -or -treat. Trick -or -treat participants shall not ring the doorbell of those who chose not to participate. • Consider using a motion -activated noisemaker to notify you when trick -or -treaters are at the door, such as a motion activated Halloween decoration, rather than having trick -or - treaters ring the doorbell, which may become a high touch -point. Packet Pg. 18 4.B.a • Face coverings should be worn by all participants over the age of two, including individuals passing out treats. • Avoid close contact with others by leaving candy on your porch. • If you would prefer to answer the door to greet children individually, pass out candy instead of inviting children to take a treat from a communal bowl. Ask children to tell you their choice of a treat, rather than taking it themselves. • Individuals should use hand sanitizer regularly throughout the trick or treat hours. • Do not trick -or -treat in groups with others; trick -or -treat as a household. • Maintain a safe distance from other trick -or -treating households, and do not approach a house until the previous group has left. • Consider distributing treats other than candy, which parents can then sanitize before giving to kids: stickers in cellophane packaging, pencils, mini pumpkins, erasers, etc. • Please refrain from distributing coins, cash, homemade treats, or fresh fruits. Encouraging Alternatives to Ringing Doorbells Several creative and safe ways to participate in the holiday are available for residents who would like to avoid people coming to their door, but would still like to participate, some ideas include: • Hosting a "trunk or treat," instead of inviting trick -or -treaters to come to your door, decorate your car and place candy in the open trunk for children to take. • Creating a grab-bag candy walk on your lawn: place candy inside recyclable paper lunch bags so each child can simply pick up a bag of treats. • Hanging treats from a clothesline at children's height. • Marking a safe distance from your door using chalk and ask children to stand behind the line before you open the door to pass out candy. Park District The Buffalo Grove Park District currently intends to cancel its annual Trick -or Treat Trail, which was to be held on October 27. District staff felt that it was irresponsible to host an event of that size indoors during the pandemic. The district is in the process of evaluating replacement programming for Halloween. Village Participation The Police and Fire Departments traditionally participate in the holiday by handing out bags of candy and have a large presence in the community. Due to COVID-19, other than responding to routine calls for service, the Police and Fire Departments will not be handing out candy or visiting with trick -or -treaters. Staff Recommendation As noted, staff believes that community members will trick -or -treat regardless of any Village advisory or cancelation of trick -or -treating. Therefore, staff recommends the approach of educating the community on safe practices and set guidelines for participation. Packet Pg. 19 4.0 Resolution No. : Resolution Extending Executive Order 2020-09 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. This resolution extends Village President, Beverly Sussman's Executive Order 2020-09. Illinois Governor J.B. Pritzker declared all counties in the State of Illinois as a disaster area on March 9, 2020 and has subsequently extended. His current order expires September 21, 2020. In the event he extends his order a revised Resolution and Executive Order will be provided under separate cover. ATTACHMENTS: Resolution Extending the Local Disaster Emergency Proclamation blank (PDF) Trustee Liaison Staff Contact Sussman Dane Bragg, Office of the Village Manager Monday, September 21, 2020 Updated: 9/16/2020 4:18 PM Page 1 Packet Pg. 20 4.C.a RESOLUTION EXTENDING EXECUTIVE ORDER 2020-0 WHEREAS, on , 2020, Village President, Beverly Sussman, issued Executive Order 2020-08 based upon the COVID-19 pandemic; WHEREAS, the diagnosed cases of COVID-19 in the local area and the State of Illinois continue to increase; WHEREAS, Illinois Governor J.B. Pritzker declared all counties in the State of Illinois as a disaster area on March 9, 2020 and has subsequently extended that declaration until , WHEREAS, it is necessary and appropriate for the Village of Buffalo Grove to continue to take measures to protect the public's health in response to the COVID-19 outbreak; WHEREAS, the Village Board finds that the present situation requires the extension of the Village President's Executive Order 2020-0_; NOW, THEREFORE, be it resolved as follows: Executive Order 2020-0_ dated issued by Village President Beverly Sussman is hereby extended. Said extension shall be coterminous with the COVID-19 disaster proclamation issued by Governor J.B. Pritzker unless further amended or modified. This Resolution shall be filed with the Village Clerk as soon as is practical and spread of record to all appropriate agencies. AYES: NAYES: ABSENT: Passed 12020 Approved , 2020 Approved: Beverly Sussman, Village President Attest: Janet Sirabian, Village Clerk F:\PTBrankin\Buffalo Grove, Village\Resolution\Resolution Extending the Local Disaster Emergency Proclamation blank.docx Packet Pg. 21 5.A Information Item : Buffalo Grove Rotary Firefighter of the Year ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends presentation. The Buffalo Grove Rotary will present their Firefighter of the Year Award to Firefighter/Paramedic Gary Steadman. Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Mike Baker, Fire Updated: 9/16/2020 8:59 AM Page 1 Packet Pg. 22 5.B Information Item : New Firefighter/Paramedic and Lieutenant Badge Presentations ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends presentations. Jacob Senese and Adam Schroeder will be presented with their Firefighter/Paramedic badges from the Buffalo Grove Fire Department. Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Mike Baker, Fire Updated: 9/16/2020 8:58 AM Page 1 Packet Pg. 23 5.0 Action Item : Appointment of Hearing Officer ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Should the Village Board concur with Village Attorney Brankin's recommendation, there should be a motion to appoint Steven Bierig as the Hearing Officer for the Hauber PSEABA Hearing. At the last regular board meeting, the Village Board approved Mr. Bragg's recommendation to hold a hearing regarding Kimberly Hauber's application for PSEBA benefits. Attorney Brankin investigated various potential hearing officers and has recommended Steven Bierig to fulfill this role. Mr. Brankin feels that Mr. Bierig has the right experience to hold an impartial hearing on this matter. If the Village Board agrees with Mr. Brankin's recommendation, the attorneys on this matter will coordinate a hearing date that works for all parties. ATTACHMENTS: • Resume - Steven Bierig (PDF) • Fee Schedule effective Janaury 1, 2020 (PDF) Trustee Liaison Staff Contact Sussman Dane Bragg, Office of the Village Manager Monday, September21, 2020 Updated: 9/17/2020 3:45 PM Page 1 Packet Pg. 24 S.C.a Steven M. Bierig Attorney — Arbitrator — Mediator P.O. Box 438 Highland Park, IL 60035 Phone: 847-236-1003 Fax: 847-236-1021 Email: arb438@comcast.net RELEVANT EXPERIENCE Arbitrator and Mediator July 1998 - Serves full time as a neutral in the practice of arbitration and mediation specializing in labor and employment disputes. Conducts all forms of Alternative Dispute Resolution (ADR) including, but not limited to, grievance arbitration, interest arbitration, employment arbitration, labor and employment mediation, facilitation, and fact-finding on a national basis. Member of the National Academy of Arbitrators and Fellow in the College of Labor and Employment Lawyers. Associate Attorney Katten Muchin & Zavis Chicago, Illinois April 1994 —June 1998 Prepared and presented arbitration cases. Prepared and presented cases before the National Labor Relations Board, the Illinois Local Labor Relations Board, the Illinois Department of Human Rights, and the Equal Employment Opportunity Commission. Prepared and participated in collective bargaining negotiations (first chair). Counseled clients regarding conformance with collective bargaining agreements, and with state and federal labor and employment laws. Prepared and participated in labor relations training. Completed special projects. Sr. Attorney Supervisor City of Chicago - Corporation Counsel's Office Labor Division February 1987 - April 1994 Supervised a staff of 5-8 attorneys. Advised City Departments regarding conformance with collective bargaining agreements. Prepared and participated in collective bargaining negotiations. Selected arbitrators for hearings. Prepared and presented arbitration cases with both sworn and non -sworn union employees. Prepared and presented unfair labor practice and representation cases at the Illinois Local Labor Relations Board. Counseled City Departments on conformance with Collective Bargaining Agreements as well as State and Federal Laws. Packet Pg. 25 S.C.a ADMITTED TO PRACTICE Illinois Supreme Court November, 1984 U.S. District Court Northern District of Illinois General Bar December, 1984 U.S. Court of Appeals 7th Circuit October, 1986 U.S. District Court Northern District of Illinois Trial Bar (inactive) August, 1997 PUBLICATIONS Author: "Discipline For Off -Duty Conduct: Can (And If So, When Should) Big Brother Watch?" Illinois Public Employee Relations Report Summer 1996 Vol. 13, No. 3 Chapter Co-author: "Public Employees' The Labor Law Handbook —1996, 1999, 2001, 2006, 2010 Illinois Institute for Continuing Legal Education Chapter Contributor: "Off -Duty Conduct" Discipline and Discharge In Arbitration 1998 Chapter Editor: "Off -Duty Conduct" 15t Supplement to same September 2001 ABA - Section of Labor and Employment Law: Committee on ADR in Labor and Employment Law BNA Contributor: Sexual Harassment in Employment Law Lindemann & Kadue 1998 Supplement BNA Author: "Sexual Harassment: A Summary of Recent Arbitration Cases" ADR in Labor & Employment Law Committee Newsletter Fall 1998 Vol. 5, No. 1 2 Packet Pg. 26 S.C.a Chapter Editor/Author: How Arbitration Works 51h Ed. (Goggins & Volz, Editors) 1999 Supplement BNA Author: "An Arbitrator's Perspective on Writing" Chicago Bar Record January 2000 Vol. 14, No. 1 Chapter Author: "Discipline for Off -Duty Conduct" Preventing and Managing Workplace Violence ABA Section of State and Local Government Law 2008 SPEAKING ENGAGEMENTS Arbitrator Bierig regularly speaks on topics of Labor and Employment Law TEACHING Adjunct Professor of Law Institute for Law and the Workplace IIT/Chicago Kent College of Law Courses: Advanced Research in Labor and Employment Employment Litigation 1997-2001 Instructor— University of Wisconsin -Milwaukee Department of Business and Management Courses: Labor Relations in the Private Sector Labor Relations in the Public Sector 2001- Adjunct Professor of Law UIC John Marshall Law School Courses: Arbitration 2017- CERTIFICATIONS & PANELS City of Chicago/Fraternal Order of Police Chicago Lodge #7 1998- Cook County Circuit Court Arbitrator 1998- 2007 United States Postal Service Redress Mediation Program 1999-2000 Equal Employment Opportunity Commission (Mediator) 1999-2009 Center for Employment Dispute Resolution 1999- Nat'I Mediation Board (Nat'l Railroad Adjustment Board) 1999- Federal Mediation and Conciliation Service 1999- American Arbitration Association Labor Panel 2000- 3 Packet Pg. 27 S.C.a National Employment Mediation Services 2000- Illinois State, Local and Educational Labor Relations Boards 2000- United States Postal Service/Nat'l Assoc. of Letter Carriers 2000- United States Postal Service/American Postal Workers Union 2000-2010 National Association of Securities Dealers (NASD -now FINRA) 2000- City of Chicago/PBPA Unit 156: Sgts., Lts., Captains 2000- United States Postal Service/Nat'l Postal Mail Handlers Union 2001-2007 Illinois Department of Labor Illinois Arbitration Services 2002- Joint Conference Board — Arbitrator of Jurisdictional Disputes 2002- Burnham Park Project Labor Agreement Jurisdictional Panel 2002- ADR Systems of America (Arbitrator and Mediator) 2004- Hearing Officer— Chicago Park District 2004- Chicago Board of Education/Chicago Teachers Union 2004- National Arbitration Forum 2004- Circuit Court of Cook County Major Case Court Annexed Mediation Program 2004- Federal Aviation Administration/National Air Traffic Controllers Association Panel 2005- Chicago Transit Authority/Amalgamated Transit Union Panel 2005- NTEU/Internal Revenue Service 2005-2010 Expedited Arbitration Panel — Brotherhood of Railway Carmen and Union Pacific Railroad 2006- Illinois State Board of Education Teacher Dismissal Hearing Officer Panel 2006- CNH America/UAW 2007- Metropolitan Water Reclamation District of Greater Chicago/NC FO Local No. 7 2007- Expedited Arbitration Panel — Canadian Pacific Railroad/United Transportation Union 2008- Neutrality Arbitrator— Blackstone Hotel/UNITE HERE Local 1 2008 Association of Flight Attendants/United Air Lines 2009- Neutrality Arbitrator— SEIU Healthcare and Illinois Association of Health Care Facilities 2010- FAA/NATCA Southern Region Arbitration Panel 2010- FAA/NATCA Southern Region Pre -Arbitration Review Panel 2010 State of Illinois CMS and AFSCME Regular Arbitration Panel 2011- National Elevator Bargaining Association/International Union of Elevator Constructors Substance Abuse Arbitration Panel 2012- Metropolitan Water Reclamation District of Greater Chicago and IBT Local 700 2013- State of Illinois CMS and AFSCME Expedited Arbitration Panel 2014- American Arbitration Association Employment Panel 2014- Chicago Public Schools/Chicago Teachers Union Fact Finder 2016, 2019 Defense Finance and Accounting Services and AFGE Locals 3283 and 1148 2017- Hearing Officer for Cook County and the Cook County Recorder of Deeds regarding Unlawful Political Discrimination and Retaliation based upon Shakman v. Cook County No. 69 C 2145 2017 — United Airlines and International Brotherhood of Teamsters Board of Arbitration 2017 — IAM Local 701 and Chicago New Car Dealer Assoc. — Standard Automotive Panel 2018 — Illinois State Board of Education — Hearing Officer - State Educator Preparation and Licensure Board 2018- National Treasury Employees Union and U.S. Customs and Border Protection 2019- NATCA-FAA Great Lakes Region Pre -Arbitration Review (PAR) Panel 2020- United Airlines and Air Lines Pilot Association — System Board of Adjustment 2020- 4 Packet Pg. 28 S.C.a PROFESSIONAL ORGANIZATIONS/HONORS Chicago Bar Association — 1985 Committee of Labor and Employment Law 1987- Labor and Employment Relations Association —1998 - President Chicago Chapter 2000-2002 Board Member 2003-2005 American Bar Association — 1985 - Member of the Section of Labor and Employment Law: Committee on ADR in Labor and Employment Law Neutral Co -Chair Newsletter 2002-2005 National Academy of Arbitrators 2004- National Association of Railroad Referees — 2000- Vice President 2007- AV Rating by Martindale -Hubbell 2007- Fellow—College of Labor and Employment Lawyers 2011- VIDEO HEARINGS Able to conduct video hearings viva various video platforms, including, but not limited to Zoom, Webex, Skype. EDUCATION Law School IIT/Chicago Kent College of Law 1982-1984 J.D. With High Honors 6/84 Dean's List Lawrence Doppelt Academic Scholarship Legal Writing Teaching Assistantship 1983-1984 1981-1982 University of Wisconsin School of Law Dean's List Research Assistant Graduate University of Illinois at Urbana -Champaign Graduate School of Library and Information Science M.S. 8/79 Graduate Assistantship Member - Beta Phi Mu (Library Science Honor Society) 5 Packet Pg. 29 S.C.a Undergrad. University of Illinois at Urbana -Champaign B.A. - History 5/78 Dean's List Member - Phi Alpha Theta (History Honor Society) Student Government 6 Packet Pg. 30 S.C.b STEVEN M. BIERIG ATTORNEY -ARBITRATOR -MEDIATOR P.O. BOX 438 HIGHLAND PARK, IL 60035 PHONE 847-236-1003 FAX 847-236-1021 EMAIL arb438@comcast.net SCHEDULE OF FEES AND EXPENSES EFFECTIVE JANUARY 1. 2020 Per Diem Fee- $1700.00 per diem for Grievance Arbitration, Interest Arbitration, Mediation and Fact -Finding. Cancellation/Postponement Fee: N N $1700.00 fee for Hearing dates cancelled or postponed with less than thirty (30) days' notice of L, a scheduled Hearing date. c Travel Expenses: Chicago Metropolitan Area: Expenses incurred for Hearings within the Greater Chicago Metropolitan Area will not be charged in addition to the above -mentioned per diem fee. Outside Chicago Metropolitan Area: Reasonable travel expenses including transportation, meals and lodging will be charged for travel outside the Greater Chicago Metropolitan Area at the rate at which the expenses were incurred. Office Expenses: Normal Office Expenses: Normal office expenses (e.g. copying costs, postage and telephone charges) will not be charged beyond the above -mentioned per diem fee. Extraordinary Office Expenses: Extraordinary office expenses (e.g. overnight mail at the request of the parties) will be charged to the parties at the rate at which the expenses were incurred. Packet Pg. 31 5.D Action Item : Appointment of Deputy Village Clerk ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends that the Village President appoint Dane C. Bragg as Deputy Village Clerk and that the Board of Trustees consent to said appointment. A motion to concur with the Village President's appointment is recommended. Chapter 2.12.020 of the Municipal Code provides that the "President, by and with the consent of the Board of Trustees, may appoint a Deputy Clerk or clerks." Deputy Clerk Julie Kamka separated from service on September 16, 2020. Accordingly, a Deputy Clerk should be appointed to provide support to the Village Clerk. Trustee Liaison Sussman Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/2/2020 12:51 PM Page 1 Packet Pg. 32 7.A Information Item : Nominating Petitions for the Upcoming April 6, 2021 Consolidated General Election Are Available at Buffalo Grove Village Hall Starting September 22, 2020 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Nominating Petitions for the Upcoming April 6, 2021 Consolidated General Election Are Available at Buffalo Grove Village Hall Starting September 22, 2020 Trustee Liaison Ms. Sirabian Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/17/2020 4:32 PM Page 1 Packet Pg. 33 8.A Information Item : Proclamation Recognizing September 2020 to be National Preparedness Month ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: A proclamation to declare September 2020 to be National Preparedness Month. ATTACHMENTS: National Preparedness Month September 2020 (DOCX) Trustee Liaison Staff Contact Stein Brett Robinson, Finance Monday, September 21, 2020 Updated: 9/10/2020 8:22 AM Page 1 Packet Pg. 34 8.A.a r7 11111%,C11. Or n�f""GIlillIItBit�laaI611` "I 3'4„ ro I (. "utiC)"I'l National Preparedness Month September 2020 WHEREAS, "National Preparedness Month" creates a significant opportunity for every American to learn more about ways to prepare for all types of emergencies from potential terrorist attacks, to natural disasters; and WHEREAS, emergency preparedness is the responsibility of every American; and WHEREAS, all Americans can take a few simple steps - getting a go -kit, makinga plan, and being informed - in order to make citizen preparedness a priority in every community; and WHEREAS, the U.S. Department of Homeland Security and other federal, state and local officials and the private sector are working to deter, prevent and respond to all types of emergencies; and WHEREAS, these activities, along with an active American community, contribute to a level of national preparedness that is critical to securing our homeland; and WHEREAS, as we observe "National Preparedness Month," I urge adults and children to participate in citizen preparedness activities, and to review the Department of Homeland Security's Ready campaign websites at www.ready_gov for more information. NOW, THEREFORE, I, Beverly Sussman, President of the Board of Trustees for the Village of Buffalo Grove, Cook and Lake Counties, Illinois do hereby proclaim September, 2020 to be NATIONAL PREPAREDNESS MONTH in the Village of Buffalo Grove and I call upon the people of Buffalo Grove to recognize the importance of preparing for all potential emergencies, and to celebrate this month with appropriate events, activities, and preparedness programs. Proclaimed this 19th day of August, 2019. Beverly Sussman, Village President Packet Pg. 35 8.B Action Item : Certificate of Initial Acceptance and Approval: Sky Fitness Development Improvements ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends approval to begin the one year maintenance period for the completed development. SUMMARY: Attached is the Certificate of Initial Acceptance for the Sky Fitness development located at 1501 Busch Parkway. Staff recommends approval to begin the one year maintenance period on September 14th, 2020. ATTACHMENTS: • Memo T Bragg_CIA_Sky Fitness_20-0914 (DOCX) • Certificate of Initial Acceptance Sky Fitness_20-0914 (DOCX) • Sky Fitness_UTILITY & BIKE EASEMENT (PDF) Trustee Liaison Staff Contact Stein Darren Monico, Public Works Monday, September 21, 2020 Updated: 9/14/2020 3:50 PM Page 1 Packet Pg. 36 8.B.a BUFFALO .LCV' MEMORANDUM DATE: August 17, 2020 TO: Dane Bragg, Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Sky Fitness Development (1501 Busch Parkway) Certificate of Initial Acceptance Sky Fitness Corporation, the Developer of the fitness center building addition located at 1501 Busch Parkway, has completed the required improvements and has provided the enclosed plat of easement for approval. The development will be moved to the one-year maintenance period beginning September 21, 2020. Staff recommends approval of the approval of the Certificate of Initial Acceptance for the Development. as 0 0 NI U! Q1 d C LL co I Q U I cC L m O E C� G d E s U Q Packet Pg. 37 8.B.b VILLAGE OF BUFFALO GROVE CERTIFICATE OF INITIAL ACCEPTANCE AND APPROVAL SUBMIT COMPLETED FORM ALONG WITH ONE MYLAR AND TWO SETS OF "AS -BUILT" PLANS SUBDIVISION The Corporate Grove First Resubdivision DEVELOPER Sky Fitness Corporation UNIT NO. N/A LOCATION 1501 Busch Parkway Dedicated Public Right of Way (if any): N/A Description of Public Improvements: Water main and survey monuments. Description of Private Improvements: Water main service, storm sewers, sanitary sewer service, earthwork, stormwater detention facility modification, parking lot area modifications, bike path, and landscaping One -Year Maintenance Guarantee: Letter of Credit DESIGN ENGINEER'S CERTIFICATION To the best of my knowledge and belief, the construction of the improvements described above have been completed in accordance with the approved plans and specifications, and items indicated on the Final Punch List dated March 4, 2020, which was prepared by the Village of Buffalo Grove have been completed. Engineer's Signature & Seal OWNER'S/DEVELOPER'S CERTIFICATION O All improvements have been completed and are hereby presented for initial Acceptance and Conveyance to the Village of Buffalo Grove. I also herewith acknowledge my responsibility to provide a one-year Guarantee to cover workmanship, materials, and maintenance for all improvements referred to herein. The undersigned Owner does hereby convey and deliver to the Village of Buffalo Grove the foregoing listed public improvements and does hereby covenant that said improvements are free of all encumbrances and does hereby warrant and will defend the same against the claims and demands of all persons. Owner's Signature Owner's Name Company Name Page 1 of 2 Packet Pg. 38 8.B.b MUNICIPAL INSPECTOR'S CERTIFICATION I/we hereby certify that I/we have regularly inspected the above described unit(s) of the above described Subdivision during the progress of construction and to the best of my/our knowledge; the work has been completed in conformance with the approved plans and specifications. Municipal Inspector Date VILLAGE ENGINEER'S CERTIFICATION I hereby certify that the Division of Engineering Services has reviewed the above described unit(s) of the above described Subdivision and find them in conformance with the applicable Village ordinances, codes, and agreements. Village Engineer Date PUBLIC WORK'S CERTIFICATION I hereby certify that the Department of Public Works has inspected all public improvements described above and find them in proper condition for acceptance for maintenance by this Department. Director of Public Works Date VILLAGE MANAGER'S CERTIFICATION I hereby certify that all applicable Village ordinances, codes, and special agreements have been complied with by the Owner of the above described Subdivision. Village Manager Date ACCEPTANCE OF PUBLIC IMPROVEMENTS The Village of Buffalo Grove does hereby approve and accept for ownership the above described public improvements subject to the one-year Guarantee by the Developer covering all materials, workmanship, and maintenance. Village Board of Trustees Action: Date Village President Page No. Date Page 2 of 2 Packet Pg. 39 (SlUaLUBAoidtul juatud7AO(3 SSaUll=l A)IS jo a3uelda33V lelliul) —sseuiu f -LNMAJ3SV3 3>118 'R k-Li-li-Ln in :ivatuveuv (SlUaLUBAoidtul juatudOlOAO(3 SSaUll=l A)IS jo a3uelda33V lelliul) —sseuiu f -LNMAJ3SV3 3>118 'R urliin 4s :ivatuveuv Li H it H ag. 2 "Ill H lH I 8.0 Action Item : Certificate of Initial Acceptance and Approval: True North Development Improvements ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends approval to begin the one year maintenance period for the completed development. SUMMARY: Attached is the Certificate of Initial Acceptance for the True North development located at 185 Milwaukee Avenue. Staff recommends approval to begin the one year maintenance period on September 14th, 2020. ATTACHMENTS: Memo T Bragg_CIA_True North_20-0817 (DOCX) • Certificate of Initial Acceptance True North_20-0817 (DOCX) Trustee Liaison Stein Monday, September 21, 2020 Staff Contact Darren Monico, Public Works Updated: 9/14/2020 3:52 PM Page 1 Packet Pg. 42 8.C.a BUFFALO .LCV' MEMORANDUM DATE: August 27, 2020 TO: Dane Bragg, Village Manager FROM: Darren Monico, Village Engineer SUBJECT: True North Development (185 Milwaukee Ave) Certificate of Initial Acceptance True North Energy, the Developer of the fueling station located at 185 Milwaukee Avenue, has completed the required improvements and the development will be moved to the one year maintenance period beginning September 21, 2020. Staff recommends approval of the approval of the Certificate of Initial Acceptance for the Development. Packet Pg. 43 8.C.b VILLAGE OF BUFFALO GROVE CERTIFICATE OF INITIAL ACCEPTANCE AND APPROVAL SUBMIT COMPLETED FORM ALONG WITH ONE MYLAR AND TWO SETS OF "AS -BUILT" PLANS SUBDIVISION True North Park DEVELOPER True North Energy, LLC UNIT NO. N/A LOCATION 185 Milwaukee Avenue Dedicated Public Right of Way (if any): N/A Description of Public Improvements: Water main, sidewalk, curb, street light Description of Private Improvements: Water main service, storm sewers, sanitary sewer service, earthwork, stormwater treatment facility, fuel storage and dispensing equipment, parking lot area, and parking lot lights. One -Year Maintenance Guarantee: Letter of Credit DESIGN ENGINEER'S CERTIFICATION To the best of my knowledge and belief, the construction of the improvements described above have been completed in accordance with the approved plans and specifications, and items indicated on the Final Punch List dated March 4, 2020, which was prepared by the Village of Buffalo Grove have been completed. Engineer's Signature & Seal OWNER'S/DEVELOPER'S CERTIFICATION O All improvements have been completed and are hereby presented for initial Acceptance and Conveyance to the Village of Buffalo Grove. I also herewith acknowledge my responsibility to provide a one-year Guarantee to cover workmanship, materials, and maintenance for all improvements referred to herein. The undersigned Owner does hereby convey and deliver to the Village of Buffalo Grove the foregoing listed public improvements and does hereby covenant that said improvements are free of all encumbrances and does hereby warrant and will defend the same against the claims and demands of all persons. Owner's Signature Owner's Name Company Name ti oo 0 0 04 s 0 z m 0 L Page 1 of 2 Packet Pg. 44 8.C.b MUNICIPAL INSPECTOR'S CERTIFICATION I/we hereby certify that I/we have regularly inspected the above described unit(s) of the above described Subdivision during the progress of construction and to the best of my/our knowledge; the work has been completed in conformance with the approved plans and specifications. Municipal Inspector Date VILLAGE ENGINEER'S CERTIFICATION I hereby certify that the Division of Engineering Services has reviewed the above described unit(s) of the above described Subdivision and find them in conformance with the applicable Village ordinances, codes, and agreements. Village Engineer Date PUBLIC WORK'S CERTIFICATION I hereby certify that the Department of Public Works has inspected all public improvements described above and find them in proper condition for acceptance for maintenance by this Department. Director of Public Works Date VILLAGE MANAGER'S CERTIFICATION I hereby certify that all applicable Village ordinances, codes, and special agreements have been complied with by the Owner of the above described Subdivision. Village Manager Date ACCEPTANCE OF PUBLIC IMPROVEMENTS The Village of Buffalo Grove does hereby approve and accept for ownership the above described public improvements subject to the one-year Guarantee by the Developer covering all materials, workmanship, and maintenance. Village Board of Trustees Action: Date Village President Page No. Date ti 00 0 0 N s I 0 z a) 0 Page 2 of 2 Packet Pg. 45 8.D Action Item : Plat of Vacation and Easement Woodman's Unattended Fueling Station ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Staff recommends approval of the enclosed plat of vacation and easement for the Woodman's Unattended Fuel Station development located at 1515 Deerfield Parkway. ATTACHMENTS: • Memo T Bragg_Woodmans Fuel Station Plats 9-8-2020 (DOCX) • PV101D20-PARCEL 2 BUFFALO GROVE (PDF) • Scan_20200911_135230 (PDF) Trustee Liaison Stein Monday, September 21, 2020 Staff Contact Ted Sianis, Engineering Updated: 9/10/2020 10:27 AM Page 1 Packet Pg. 46 8.D.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Woodman's Unattended Fueling Station Development Improvement Agreement Woodman's Food Market, Inc., the owners and developers of 1500 & 1550 Deerfield Parkway are currently building an unattended fueling station along the south side of Deerfield Parkway immediately west of Chase Bank. The Development Improvement Agreement, or DIA, was approved at February 18, 2020 Village Board Meeting. At the time of approval of the DIA, plats of vacation and easement were still under review by the Village Engineering Department and Attorney. Engineering and legal staff at the Village have worked to finalize all Plat documents. Staff recommends Village Board approval of the Plat of Vacation and Easement received from Woodman's Food Market, Inc. Packet Pg. 47 - 4r3o s N 5 ¢ww�w u 0 o�wow �m>iz zz>„w � ohyzo O � 4 a u a - o3oz� NOQ w azmwFa Y/ O Voa�o I�1 � ag mow. mr o�Ww°o 3 `y�.x V Oo a w =owzzxa [- ••1 N iSl 3 _ wz_ owUpz= - I .eml l i IL — — — — — — — — — — IY Y a leg T Y s I —— M.L4,64A05 YI ------ 1 —Even �u.wmw I � I I,IIII. I I �Ie I�I�asl� I I,I;IIIII I I €p lilli�l � 77 LTJ gp 7 — on I I QI I I ■ ^— sI6o une k k Ide 8■4 IM w �6kT1 � ■ �€ I I F�F I , ■ 01 I I I I �I II ——I------------ W &q . . . . . . . . L5 t r 0 T 6 2 2 c 3 7 2 6 5 5as c Hz 4 Hp L v 2 B, m 2 fj -2- lo Vp 5 P P 2 2 t 6H 6 I p IV t IDS r9l, M.411.64.00S 'IF ...� . . No . . . . . . . . . . . . . . . . ROW . . . . . . . . . . . % I M.1�0.11L VA ,A jil" ' -psn NH 4 . .. . . . . .... . . .. (Z — iI 19 19 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Go -- - - - - - - - - - - - - - - - - - - 3.0Z.11MON Az NOW 8.E Action Item : Lake County DOT Letter of Concurrence ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: The Lake County Department of Transportation will be adding a pedestrian crossing on Buffalo Grove Road south of Brandywyn Road. This Letter of Concurrence describes the agreement. ATTACHMENTS: • BG RD Ped crossing LOC memo 20-0915 (DOCX) • VillageLOC-RRFB(9-8-20) (DOCX) • BG RD Crossing Location Map(PDF) Trustee Liaison Stein Monday, September 21, 2020 Staff Contact Darren Monico, Public Works Updated: 9/16/2020 10:52 AM Page 1 Packet Pg. 50 8.E.a MEMORANDUM DATE: September 15, 2020 TO: Dane Bragg, Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Buffalo Grove Road Letter of Concurrence with Lake County DOT With the widening of Buffalo Grove Road by the Lake County Department of Transportation (LCDOT), a marked pedestrian crosswalk is not allowed to be installed at Brandywyn Lane and Buffalo Grove Road as originally planned for this project. Recent Guidance from the Federal Highway Administration and the Illinois Department of Transportation does not allow a marked crosswalk at an intersection without a pedestrian refuge in the middle. This refuge cannot be installed with an offset turning lane at a standard intersection. To allow a crossing at an intersection a full traffic signal would need to be installed and there are not sufficient traffic counts at this time. Staff has determined an alternate plan to provide for pedestrian and bicycle crossings in the area. The first is this Letter of Concurrence (LOC) with LCDOT as described below. The second is that once the road construction is completed on Buffalo Grove Road and on Brandywyn Road, and once the Link Crossing Development is completed, LCDOT will take traffic counts and see if a full signal is warranted at this intersection. This is expected to be sometime in 2022. In the meantime a pedestrian crossing with flashing beacons will be provided approximately 875 feet south of Brandywyn Lane, in the vicinity of the bike path located on the north side of Churchill Park and near the shared use path of Link Crossings. According to the LOC, LCDOT will pay 100% for the Rectangular Rapid Flashing Beacons and the road crossing construction. Upon completion the Village will own and maintain the pedestrian crossing including the flashing beacons, similar to the two crossings being built on Weiland Road by LCDOT. The Village will contract separately with the design engineer that was hired by LCDOT to design the pedestrian crossing which is expected to be approximately $9,800. If a traffic signal is warranted in the future at this intersection a full pedestrian crosswalk will be installed with the signal. At that time this pedestrian crossing will be reviewed and it may be required to be removed at that time at the Village's expense. If a traffic signal will not be warranted in the future this pedestrian crossing will remain at this location. Staff recommends that the Village Board agrees with this Letter of Concurrence with the Lake County Department of Transportation. Packet Pg. 51 8.E.b Buffalo Grove Road Widening and Reconstruction Illinois Route 22 to Deerfield Parkway LCDOT Section No. 11-00249-03-WR LETTER OF CONCURRENCE — PEDESTRIAN CROSSING September 8, 2020 Mr. Darren T. Monico, P.E. Village Engineer Village of Buffalo Grove 50 Raupp Blvd Buffalo Grove, IL 60089 Dear Mr. Monico: This LETTER OF CONCURRENCE has been prepared to memorialize recent discussions between the Lake County Division of Transportation (LCDOT) and the Village of Buffalo Grove (VILLAGE) concerning the installation of a pedestrian crossing, inclusive of the asphalt bike path crossing, concrete curb ramps with detectable warnings and rectangular rapid flashing beacons (PED CROSSING) as part of the LCDOT's current project to widen and reconstruct Buffalo Grove Road from Illinois Route 22 to Deerfield Parkway (IMPROVEMENT). It is understood that: 1. LCDOT has jurisdictional authority over Buffalo Grove Road (County Highway 16) and is the lead agency for the design and construction phases of the IMPROVEMENT. 2. The VILLAGE is desirous that the LCDOT install a PED CROSSING on Buffalo Grove Road approximately 875 feet south of the intersection of Brandywyn Lane with the County's IMPROVEMENT. The final location to be determined and approved by LCDOT in coordination with the VILLAGE. 3. The VILLAGE agrees to contract separately with an engineering firm to design the PED CROSSING The VILLAGE agrees to pay 100% of the costs for this design without reimbursement by the LCDOT. 4. The VILLAGE agrees to submit the design plans along with any necessary special provisions, design standards, and an engineer's estimate of cost to the LCDOT for review and approval. 5. LCDOT agrees to have the PED CROSSING installed as part of the IMPROVEMENT. The LCDOT agrees to pay 100% of the costs for construction and construction engineering of the PED CROSSING without any reimbursement from the VILLAGE. Packet Pg. 52 8.E.b LETTER CONCURRENCE — PED CROSSING PAGE 2OF2 SEPTEMBER 4, 2020 6. It is mutually agreed by and between the parties hereto that the PED CROSSING, exclusive of any pavement markings, will be owned and maintained, or caused to be maintained, by the VILLAGE in perpetuity without reimbursement by the LCDOT, including any future changes or revisions to the PED CROSSING as needed because of the operations of the LCDOT. 7. The VILLAGE agrees to submit an executed form, Municipal Utility/Facility Acceptance On A County Highway for the PED CROSSING, prior to the PED CROSSING work being added to the IMPROVEMENT. 8. The VILLAGE understands that if, in the future, a traffic signal becomes warranted and installed at the intersection of Brandywyn Lane and Buffalo Grove Road, the VILLAGE may be required to remove the PED CROSSING at its sole expense. Please indicate your concurrence with the provisions set forth herein by executing and returning this LETTER OF CONCURRENCE. Sincerely, Shane E. Schneider, P.E. Director of Transportation/County Engineer Lake County Division of Transportation THE VILLAGE OF BUFFALO GROVE CONCURS WITH THE PROPOSALS AS SET FORTH IN THIS LETTER OF CONCURRENCE ATTEST: Signature Name & Title Date Page 2 of 2 Signature Name & Title Date Packet Pg. 53 8.F Action Item : Quiet Zone Engineering Services ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Buffalo Grove, along with 9 other communities established the Canadian National Railroad Corridor Quiet Zone, an FRA designated zone precluding the use of train whistles/horns at grade crossings along the corridor in Lake County. Staff Recommends approval of the Engineering agreement with Crawford, Murphy & Tilly, Inc. for an amount not to exceed $35,000 pending contract review and approval of the Village Attorney. ATTACHMENTS: • 2021 QZ Memo (DOC) • CMT QZ Proposal (PDF) • CMT Ordinance (DOCX) Trustee Liaison Pike Monday, September 21, 2020 Staff Contact Michael Reynolds, Public Works Updated: 9/14/2020 3:38 PM Page 1 Packet Pg. 55 Background In 2007, the Village of Buffalo Grove, in cooperation with the County of Lake and the communities of Antioch, Lake Villa, Round Lake Beach, Grayslake, Libertyville, Mundelein, Vernon Hills and Wheeling, entered into an Intergovernmental Agreement (IGA) to create the Canadian National Railroad Corridor Quiet Zone, a Federal Railroad Administration (FRA) designated zone precluding the use of train whistles/horns at railroad grade crossings along the corridor in Lake County. The Quiet Zone must be recertified periodically (usually every three years) and in 2012 and 2018 the member agencies successfully recertified the Quiet Zone. In accordance with the original terms of the agreement, the Village of Buffalo Grove serves as the zone administrator. In August of 2020, the Village solicited proposals for the recertification effort to three Engineering Firms. Only one firm, Crawford, Murphy & Tilly, Inc. (CMT) submitted a proposal. The attached engineering proposal and the scope of services have been reviewed by the member Agencies. The Engineering Agreement and Scope of Services with CMT provides for the assessment and completion of a request to recertify the Quiet Zone with the FRA and to provide a compliance plan for any deficiencies that may be present. Each member is responsible for a 1/10 share of the expenses for the recertification. As such, the recertification process will be completed for a not - to -exceed amount of $35,000 for a total per -member responsibility of $3,500. The completion of the recertification process is independent of any costs associated with any improvements needed to meet the minimum recertification criteria. Should any additional work be required or costs incurred, the member agencies will re-evaluate the plan and provide options. Recommendation Staff recommends that the Village award the Engineering Agreement with Crawford, Murphy & Tilly, Inc. for an amount not to exceed $35,000 pending final contract review by the Village Attorney. c: Dane Bragg, Village Manager QZ File 8.F.a Packet Pg. 56 (soolniog 6ul.a8oul6u3 ouoZ joint)) lesodoad ZO 1WO :;uouay0ellV LO CO 2 o > u a N -x N `T CU Q CV c V N (U O v, '>_ Oi CA— O 1n c V Y W O -O N c 0 c a O Z3 c U c c 6> a) a� c n c O a. N V! 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Elfindalo Street, Springfield, Missouri 058O7.hereinafter called the ENGINEER. WITNESSETH, that whereas the CLIENT desires the following described professional engineering, land surveying or architectural services: {MT has prepared ucontract for services the development and submittal ofucorrective action compliance plan for the highway/rai\grade crossings within the Lake County Quiet Zone corridor, from Wheeling, DLmAntioch, iLhyOctober 31.2020. Additionally, this project includes the preparation and submittal of the Quiet Zone periodic re-affin-nation documentation in Quarter 2 of 2021. To accomplish the above -mentioned tasks, CMTwil1 perform an Existing Condition Analysis of each crossing within the Quiet Zone, a Risk Index Analysis, and provide coordination efforts with the ONRailway, oonecessary. NOW THEREFORE, the ENGINEER agrees to provide the above described services and the CLIENT agrees to compensate the ENGINEER for these services in the manner checked below: Z Dnatime and expense basis in accordance with the attached Schedule of Hourly Charges which is subject to change at the beginning of each calendar year. Reimbursable direct expenses will be invoiced at cost. Professional or Suboonauhant services performed byanother firm will beinvoiced atcost plus ten percent. [] At the lump sum amount nf___ |T|SMUTUALLY AGREED THAT, payment for services rendered shall be made monthly in accordance with invoices rendered bythe ENGINEER. |TBFURTHER MUTUALLY AGREED: Quiet Zone consulting services will hnprovided in accordance with the hourly rates and service schedule provided in Attachment A. The city will authorize all work order requests uopart nYthis on -call contract and the ouuu-cxcccdtotal for these services isset m$95,0VOfor services provided from September 2020 to June 2021. The CLIENT and the ENGINEER each binds himself, his partners, successors, executors, administrators and assignees toeach other party hereto in respect to all the covenants and agreements herein and, except as above, neither the CLIENT nor the ENGINEER shall assign, sublet or transfer any part of his interest in this AGREEMENT without the written consent of the other party hereto. This AGREEMENT, and its construction, validity and performance, shall be governed and construed in accordance with the laws ofthe State ofIllinois. This AGREEMENT issubject hothe General Conditions attached hereto. IN WITNESS WHEREOF, the parties hereto have affixed their hands and seals this day of _, 2020. CLIENT: ENGINEER: (Client Name) (Name and Title) Steve J. Prange, PE — Vice President (Name and Title) Date Date CNTJob No. Packet Pg. 62 STANDARD GENERAL CONDITIONS Crawford, Murphy & Tilly, Inc. 1. Standard of Care In performingho professional services hereunder, the ENGINEER will use that degree of care and aNU ordinarily exo^ciued, under similar circumstances, by members of its profession practicing in the same or similar |000|hy. No other warranty, express or implied, is made or intended by the ENGINEER'S undertaking herein or its performance of services hereunder. 2. Reuse of Document All documents including Drawings and Specifications prepared by ENGINEER pursuant to this Agreement are instruments of service. They are not intended or represented to be suitable for reuse by CLIENT or others on extensions of the Project or on any other project. Any reuse without written verification or adaptation by ENGINEER for the specific purpose intended will be at CLIENT'S sole risk and without liability or legal exposure to ENGINEER; and CLIENT shall indemnify and hold harmless ENGINEER from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. 3. Termination This Agreement may be terminated by either party upon seven days prior written notice. |nthe event nftermination, the ENGINEER shall be compensated bythe client for all services performed up to and including the termination date, including reimbursable expenses, and for the completion of such services and records as are necessary to place the ENGINEER'S files in order and/or to protect its professional reputation. 4. Parties to the Agreemen The services to be performed by the ENGINEER under this Agreement are intended solely for the benefit ofthe CLIENT. Nothing contained herein shall confer any rights upon or create any duties on the part of the ENGINEER toward any person or persons not a party to this Agreement induding, but not limited to any oontnaotor, aubuuntmdor, aupp|ier, or the ag*nte, offioora, employees, insurers, orsureties ofany ufthem. 5. Construction and Safet The ENGINEER nhmU not be responsible for the means, methods, pmoeduem, teohniqusm, or sequences of construction, nor for safety on the job site, nor shall the ENGINEER be responsible for the contractor's failure to carry out the work in accordance with the contract documents. 6. EayDen1 Payment for services rendered shall be made monthly in accordance with invoices rendered by the ENGINEER. |fpayment is(obe on a lump sum basis, monthly payments will be based on the portion of total services completed during the month. Invoices, orany part thereof, which are not paid within 30 days after the date of issue shall bear interest at the rate of 1-1/2Y6 for each month or fraction thereof from the date 38days after issue totime ofpayment. CLIENT will pay nndemand all collection costs, legal expenses and afforneys'fees incurred or paid by ENGINEER in collecting payment, including interest, for services rendered. 7. Indemnification for Release of Pollutants If this project does not involve poUutants, this provision will not apply. This provision may not be deleted if the project involves pollutants. If, due to the nature of the mamioe covered under this Agreement including the potential for damages arising out of the release of pollutants, CLIENT agrees that in the event of one or more suits or judgments against ENGINEER in favor of any person or persons, or any antity, for death or bodily injury or loss ofordamage to property or for any other claimed injury or damages arising from services performed by ENGINEER, CLIENT will indemnify and hold harmless ENGINEER from and against liability to CLIENT or to any other persons or entities irrespective of Engineer's compensation and without limitation. |tiuunderstood that the total aggregate liability of ENGINEER arising from services performed by ENGINEER shall in no event exceed $50.000 or the total compensation received under this agreement whichever is greater, irrespective of the number of or amount of such claims, suits, or judgments. 8. Risk Allocation 0 Check box ifthis does not apply The total liability, inthe aggregate, ofthe ENGINEER and ENGINEER'S officers, directors, employees, agents and consultants, and any of them, to CLIENT and anyone claiming by, through or under CL|ENT, for any and all injuries, deima. |oosaa, expenses or damages arising out of the ENGINEER'S services, the project or this agreement, including but not limited to the negligence, errors, omissions, strict liability or breach of contract of ENGINEER or ENGINEER'S officers, directors, employees, agents or consultants, or any of them, shall not exceed the total compensation received by ENGINEER under this agmement, or the total amount of s5O.00O.whichever iagreater. S. Pro4ect Schedule and Scope Based on the schedule objectives provided by CLIENT, ENGINEER will develop a schedule of important milestones as necessary for the project for CLIENT'S review and approval. ENGINEER will monitor performance of services for conformance with the schedule and will notify CLIENT of any necessary changes to or deviations from the schedule. Where required by approved project echedu|e. ENGINEER will present the required deliverables and complete the required tasks at the appropriate intervals for CLIENT'S review and approval prior topayment. 8/31/2020 Packet Pg. 63 8.F.b ATTACHMENT A Scope of Work The following scope of services provided below is estimated based on the engineering consultant activities detailed in the Request for Proposals. The project scope includes 59 crossings, from Wheeling, IL to Antioch, IL (Wisconsin State Line), as shown on in Exhibit A. The following tasks included are provided as an estimate of work required to develop a Compliance Plan and Re -affirm the Lake County Quiet Zone: 1. Review the existing crossings, history, and agreements for the Lake County Quiet Zone (QZ) Corridor 2. Facilitate two joint agency meetings with the Lake County QZ stakeholders — one Kick -Off Meeting + one Improvement Plan Stakeholder Workshop 3. Field inspection and documentation of the existing conditions of all 59 crossings within the Quiet Zone Corridor 4. Identify and develop conceptual -level capital improvements plan to meet compliance and current FRA, ICC, and CN Railroad Quiet Zone regulations. This task includes identifying corrective actions of deficient crossings, an improvement and implementation plan, program cost estimate and conceptual level drawings (as necessary) A capital improvement plan and cost estimate will be developed for the entire Quiet Zone corridor and by community - allowing for future municipal planning and programming. 5. Perform Risk Index Assessment on existing crossings per FRA, ICC, an CN Railroad best practices and requirements. 6. Prepare and submit the selected Corrective Action Improvement Plan for compliance with the FRA by October 31st, 2020 7. Prepare and submit the necessary application and supporting documentation to the FRA to re -affirm the Lake County Quiet Zone Corridor (Q2 — 2021). 8. Facilitate necessary coordination efforts between the Lake County QZ, FRA, and CN Railroad. Exhibit A. Lake County Quiet Zone Packet Pg. 64 8.F.b CRAWFORD, MURPHY & TILLY, INC. STANDARD SCHEDULE OF HOURLY CHARGES JANUARY 1, 2020 Classification Regular Rate Principal $ 230 Project Engineer II Project Architect II $ 220 Project Manager II Project Environmental Specialist II Project Engineer I Project Architect I Project Manager 1 $ 190 Project Environmental Specialist I Project Structural Engineer I Sr. Structural Engineer II $ 175 Sr. Technician II $ 160 Aerial Mapping Specialist $ 155 Sr. Engineer I Sr. Architect 1 $ 150 Sr. Structural Engineer I Land Surveyor Technical Manager II $ 140 Environmental Specialist III Sr. Technician 1 $ 135 Sr. Planner I GIS Specialist Engineer 1 $ 130 Architect I Structural Engineer I Environmental Specialist II $ 115 Technician II Planner I Technical Manager I Environmental Specialist 1 $ 95 Technician I Project Administrative Assistant Administrative/Accounting Assistant $ 60 If the completion of services on the project assignment requires work to be performed on an overtime basis, labor charges above are subject to a 15% premium. These rates are subject to change upon reasonable and proper notice. In any event this schedule will be superseded by a new schedule effective January 1, 2021. Out of pocket direct costs will be added at actual cost for blueprints, supplies, transportation and subsistence and other miscellaneous job -related expenses directly attributable to the performance of services. A usage charge may be made when specialized equipment is used directly on the project. Subconsultant services furnished to CMT by another company will be invoiced at actual cost, plus ten percent. 8/31 /2020 Packet Pg. 65 ORDINANCE 2020- 8.F.c AN ORDINANCE AUTHORIZING AN ENGINEERING SERVICES AGREEMENT WITH CRAWFORD, MURPHY & TILLY (CMT), INC. 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 Services Agreement with CMT, Inc. for The Quiet Zone Recertification with the Federal Railroad Administration(FRA), 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 Services Agreement with CMT, Inc. for the Quiet Zone Recertification with the Federal Railroad Administration (FRA) at a price not to exceed $35,000. 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 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 66 8.G Action Item : Ground Emergency Medical Transport Supplemental Payment Program ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends approval of Intergovernmental Agreement with the Illinois Department of Health and Human Services SUMMARY: The Illinois Department of Healthcare and Family Services received approval from the Centers for Medicare and Medicaid Services to alter the payment structure for Medicaid ambulance transports. Municipal fire departments can now participate in the Ground Emergency Medical Transport supplemental payment program. ATTACHMENTS: • GEMT Summary Memo (DOCX) • 08-28-20 GEMT IGA 2021 Final (DOCX) Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Mike Baker, Fire Updated: 9/14/2020 4:04 PM Page 1 Packet Pg. 67 8.G.a )LLA.'E OF BUFFALO .LCV' MEMORANDUM DATE: September 14, 2020 TO: Dane Bragg, Village Manager Chris Black, Finance Director FROM: Mike Baker, Fire Chief/Emergency Management Director SUBJECT: Ground Emergency Medical Transport Supplemental Payment Program In 2019, the Illinois Department of Healthcare and Family Services (HFS) submitted an application to the Centers for Medicare and Medicaid Services (CMS) to alter the payment structure for Medicaid ambulance transports. CMS subsequently approved the application and today, interested municipal fire departments can opt into the Ground Emergency Medical Transport (GEMT) supplemental payment program. Currently, CMS funds Medicaid services provided by the Department at a rate far below the Village's billing schedule and the cost of providing the service. Through GEMT's cost verification process, CMS will allow the Village to seek the difference between the current HFS reimbursement and the current Buffalo Grove adopted rate. While CMS will render full payment to the Village under the GEMT program, the program requires that the Village return 50% of the GEMT supplemental funds to HFS through an intergovernmental transfer. This program does not alter the Village's ambulance billing ordinance nor impact any user billing for the Buffalo Grove Fire Department's ambulance service. Estimated Revenue Impact Should the Village opt into the GEMT program, the Village will experience an increase in ambulance fee revenue. However, it is important to note that while the cost analysis establishes that costs exceed the CMS rate, the Village is only eligible for reimbursement on the difference between the Village's adopted ambulance fee and the CMS rate. The Village will be ineligible for reimbursement on any expense that exceeds the adopted ambulance fee. Call Type Current Medicaid Reimbursement Adopted Buffalo Grove Fee Eligible 2019 Calls Estimated Revenue BLS $142.63 $850.00 40 $28,294.80 ALS $222.31 $1,100.00 126 $110,588.94 Potential Revenue Increase after HFS remittance and PBS Collection Fee $65,969.78 Requirements of Participation In order to become eligible for supplemental funding through the GEMT program, annual certification of costs and regular intergovernmental transfers are required. The submitted cost analysis aids in setting the reimbursement rates for the coming year, while the intergovernmental transfers allow for enhanced funding to continue. Packet Pg. 68 8.G.a Intergovernmental Agreement and Transfers To enable participation in the GEMT program, the Village must adopt an Inter -Governmental Agreement (IGA) enabling fund transfers to HFS. HFS will continuously track eligible calls and reimbursed funds and will invoice the Village on a quarterly basis for 50% of the supplemental funds received by the Village from CMS. These funds will then be remitted through ACH payments processed through HFS' third party payment processing provider, JetPay. Annual Cost Reporting By September 11t of each year, the Department must submit a cost analysis report to HFS which seeks to identify the cost of providing emergency medical service. The report annually certifies that the Department's costs exceed CMS' established fees and as a result, the supplemental funding amount is established for the coming calendar year. Costs are determined based upon the audited actual figures from the previous year. It is estimated that approximately one hour per month of Village staff time will be needed to maintain the required cost analysis. Recommendation While participation in the GEMT program requires investment of staff time to meet the additional reporting and remittance requirements, participation would enable the Village to seek additional reimbursement for emergency medical services provided in support of the federal Medicaid program. The IGA has been reviewed by Village legal counsel. Attachments Intergovernmental Agreement Packet Pg. 69 8.G.b INTERGOVERNMENTAL AGREEMENT BETWEEN THE ILLINOIS DEPARTMENT OF HEALTHCARE AND FAMILY SERVICES AND THE VILLAGE OF BUFFALO GROVE 2021-20- The Illinois Department of Healthcare and Family Services (the "Department" or "HFS") and the Village of Buffalo Grove, (Local Government) pursuant to the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq. (the "IGA Act") and Section 2-32-030 of the Municipal Code of Chicago, hereby enter into this Intergovernmental Agreement (the "Agreement") in connection with supplemental ambulance rates. HFS and the Local Government are collectively referred to herein as "Parties" or individually as a "Party." ARTICLE I INTRODUCTION 1.01 Background. Article XII of the Illinois Public Aid Code, 305 ILCS 515 et seq. (the "Public Aid Code"), authorizes the Department to make use of, aid and co-operate with State and local governmental agencies, and the IGA Act provides for cooperation between units of government. Local Government operates an emergency ambulance service (Provider) that is enrolled in the Medical Programs (as defined below) and provides Covered Ambulance Services (as defined below) to individuals eligible for benefits under the Medical Programs (as defined below); however, the costs of providing the referenced services is not covered by the fee schedule pursuant to which the Department and its agents pay for such services. 1.02 Purpose. In order to provide greater cost coverage to Provider for Covered Ambulance Services, the Parties enter into this Agreement. 1.03 Definitions (a) Agent means Managed Care Organizations and Administrative Services Organizations. (b) ALS means Advanced Life Support billed under CPT Code A0427. (c) BLS means Basic Life Support billed under CPT Code A0429. (d) Base Rate means the fee -schedule rate for Provider on the Department's rate sheet for the Provider as of September 30, 2019. (e) Covered Ambulance Services or Services means all ALS and BLS emergency ground ambulance services trips reimbursable under the Illinois Medicaid state plan, provided to beneficiaries of Medical Programs, and does not include mileage or oxygen. (f) Interim Rate means the payments to Provider for Covered Ambulance Services in addition to the Base Rate and calculated pursuant to Article 111. (g) Medical Programs means programs administered by the Department under the Public Aid Code, the Children's Health Insurance Program Act (215 ILCS 106/1 et seq.) and the Covering All Kids Health Insurance Act (215 ILCS 170/1 et seq.). (h) Quarterly Invoice means an itemized statement provided to the Local Government by the Department regarding the agreed upon transfer amount pursuant to Article II. (1) Rate Year means calendar year. ARTICLE II INTERGOVERNMENTAL TRANSFER Packet Pg. 70 INTERGOVERNMENTAL AGREEMENT 8.G.b Page 2 of 5 2.01 Local Government will transfer to the Department on a quarterly basis an amount equal to 50% of the total Interim Rates, as described in Article Ill, received by Provider from the Department and its agents for the prior quarter. 2.02 The Department will send a Quarterly Invoice to Local Government for the transfer of 50% of the supplemental payments described in Article III and transfer shall be made within 30 days after the receipt of the Quarterly Invoice by the Local Government. ARTICLE III INTERIM RATES FOR SERVICES 3.01 Calculation. The Interim Rate will be determined as follows: (a) Department will calculate, using data from each Provider's most recent timely filed approved cost report, Provider's total costs for Covered Ambulance Services. (b) Using data from the cost report and the Department's data on Medicaid paid claims for covered ambulance services and provider's charges for those services, the Department will calculate an interim rate for ALS and BLS services that covers the cost above the Base rate for those services. 3.02 Reimbursement. The Department shall pay or cause it agents to pay Interim Rates to Provider for Covered Ambulance Services pursuant to this Article III in addition to payments made at the Provider's Base Rate. The Interim and Base Rates will be added together during claims processing and paid as a single rate. 3.03 Cost Reports. The Department will annually notify Provider of the cost report template to be used and provide instructions and a due date for submission in order for Provider to be eligible for an Interim Rate the next Rate Year. 3.04 Reconciliation. Once the Department has a cost report covering a Rate Year in which Provider received an Interim Rate, it will calculate the actual cost per trip during the Rate Year and determine whether the Interim Rate underpaid or overpaid Provider for the cost of the Services. If Provider was underpaid, the Department will make a further payment to cover costs. If Provider was overpaid, the Department will notify Provider of the net amount due to the Department, taping into account amounts already transferred to the Department pursuant to Article II. ARTICLE IV TERM 4.01 Term. This Agreement shall commence January 1, 2021, provided Provider's Cost Report was received by the Department on or before October 1, 2020, and shall continue in subsequent years provided all program requirements are met until otherwise terminated by the Parties. ARTICLE V TERMINATION 5.01 Termination on Notice. This Agreement may be terminated by either Party for any or no reason upon thirty (30) days' prior written notice to the other Party. 5.02 Termination for Cause. In the event either Party breaches this Agreement and fails to cure such breach within ten (10) days' written notice thereof from the non -breaching Party, the non -breaching Party may terminate this Agreement upon written notice to the breaching Party. 5.03 Availability of Appropriation-, Sufficiency of Funds. This Agreement is contingent upon and subject to the availability of sufficient funds. The Department may terminate or suspend this Agreement, E Packet Pg. 71 8.G.b INTERGOVERNMENTAL AGREEMENT Page 3 of 5 in whole or in part, without advance notice and without penalty or further payment being required, if (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Department by the State or the Federal funding source, (ii) the Governor or the Department reserves funds, or (iii) the Governor or the Department determines that funds will not or may not be available for payment. The Department shall provide notice, in writing, to Provider of any such funding failure and its election to terminate or suspend this Agreement as soon as practicable. Any suspension or termination pursuant to this Section will be effective upon the date of the written notice unless otherwise indicated. ARTICLE VI MISCELLANEOUS 6.01 Renewal. This Agreement may be renewed for additional periods by mutual consent of the 0 Parties, expressed in writing and signed by the Parties. E n 6.02 Amendments. This Agreement may be modified or amended at any time during its term by 3 mutual consent of the Parties, expressed in writing and signed by the Parties. L 0 a 6.03 Applicable Law and Severability. This Agreement shall be governed in all respects by the laws of the State of Illinois. If any provision of this Agreement shall be held or deemed to be or shall in fact be inoperative or unenforceable as applied in any particular case in any jurisdiction or jurisdictions or in all cases because it conflicts with any other provision or provisions hereof or any constitution, statute, U ordinance, rule of law or public policy, or for any reason, such circumstance shall not have the effect of 0 rendering any other provision or provisions contained herein invalid, inoperative or unenforceable to any > extent whatsoever. The invalidity of any one or more phrases, sentences, clauses, or sections contained in this Agreement shall not affect the remaining portions of this Agreement or any part thereof. In the event a that this Agreement is determined to be invalid by a court of competent jurisdiction, it shall be terminated d immediately. w M c 6.04 Records Retention. The Parties shall maintain for a minimum of six (6) years from the later of the 0- date of final payment under this Agreement, or the expiration of this Agreement, adequate books, records 0 and supporting documents to comply with the Illinois State Records Act. If an audit, litigation or other action involving the records is begun before the end of the six -year period, the records shall be retainedUM =_ until all issues arising out of the action are resolved. N O 6.05 No Personal Liability. No member, official, director, employee or agent of either Party shall be a individually or personally liable in connection with this Agreement. 0 6.06 Assignment; BindingEffect. ffect. This Agreement, or any portion thereof, shall not be assigned by any of the Parties without the prior written consent of the other Parties. This Agreement shall inure to the benefit of and shall be binding upon the Parties and their respective successors and permitted assigns. 6.07 Precedence. In the event there is a conflict between this Agreement and any of the exhibits hereto, this Agreement shall control. In the event there is a conflict between this Agreement and relevant statute(s) or Administrative Rule(s), the relevant statute(s) or rule(s) shall control. 6.08 Entire Agreement. This Agreement constitutes the entire agreement between the Parties; no promises, terms, or conditions not recited, incorporated or referenced herein, including prior agreements or oral discussions, shall be binding upon either Party. 3 Packet Pg. 72 INTERGOVERNMENTAL AGREEMENT 8.G.b Page 4 of 5 6.09 Notices. All written notices, requests and communications may be made by electronic mail to the e-mail addresses set forth below. To HFS: Mary. Dorankillinois.gov Kiran.Mehtakillinois.gov To Local Government: fire a,vbg.org 6.10 Headings. Section and other headings contained in this Agreement are for reference purposes only and are not intended to describe, interpret, define or limit the scope, extent or intent of this Agreement or any provision hereof. 6.11 Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be considered to be one and the same agreement, binding on all Parties hereto, notwithstanding that all Parties are not signatories to the same counterpart. Duplicated signatures, signatures transmitted via facsimile, or signatures contained in a Portable Document Format (PDF) document shall be deemed original for all purposes. M Packet Pg. 73 INTERGOVERNMENTAL AGREEMENT 8.G.b Page 5 of 5 IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed by their duly authorized representatives. LOCAL GOVERNMENT SIGNATURE NAME: TITLE: DATE: ILLINOIS DEPARTMENT OF HEALTHCARE AND FAMILY SERVICES THERESA EAGLESON DIRECTOR DATE: 5 Packet Pg. 74 8.H Ordinance No. 0-2020-62 : An Ordinance Amending Fees and Fines ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: As discussed at the August 3, 2020 Committee of the Whole meeting, a draft ordinance has been prepared to address the proposed amendments to the Village's Fees & Fines schedules and related text amendments to the Buffalo Grove Municipal Code. ATTACHMENTS: • VB Memo Fee & Fines 2021 (DOCX) • Draft Ord Fees & Fines (DOC) Trustee Liaison W eidenfeld Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/17/2020 10:17 AM Page 1 Packet Pg. 75 8.H.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Julie Kamka, Deputy Village Clerk SUBJECT: Fees & Fines Overview As discussed at the August 3, 2020 Committee of the Whole meeting, a draft ordinance has been prepared to address the proposed amendments to the Village's Fees & Fines schedules and related text amendments to the Buffalo Grove Municipal Code. Proposed changes to Chapter 1.16 — Fee Schedule are listed in the Table below: Code Classification Fee Section 3.36.030 � 1Vonresidentwho utilizes the emergency $1,300 medical service: BLS 3.36.030 Nonresident who utilizes the emergency $1,475 medical service: ALS Level 1 3.36.030 Nonresident who utilizes the emergency $1,675 medical service: ALS Level 2 3.36.030 Resident who utilizes the emergency $975 medical service: BLS 3.36.030 Resident who utilizes the emergency $1,275 medical service: ALS Level 1 3.36.030 Resident who utilizes the emergency $1,500 medical service: ALS Level 2 6.08.030 Animal impound fee per day $25 subsection C. Chapter 2.62 — Village code hearing murisdiction Section 2.62.015, Village code hearing jurisdiction to be amended to add subsection E. which doubles the fine amount for a default of a notice of violation. d ca Q. M U) a� c ii 06 N G1 (D u_ N 0 N O N 0 N O N U) m c ii 08 m m U- 0 E d m c m U ca a Packet Pg. 76 8.H.a E. Increase in fine amount if unpaid. A person who fails to appear at a hearing, fails to contest a notice of violation or fails to file a motion to set aside default judgement within twenty-one days of the issuance of a default order, the original fine amount shall double. Proposed changes to Chapter 2.62.015-1 — Table of Offenses and Fines are listed in the Table below: Chapter/Section Title/Offenses Minimum Maximum Minimum Fine/Fine Fine* Fine Paid Before Must Hearing Appear At Hearing Chapter 9.16 Buffalo Grove Controlled Substances Adoption by reference of the Illinois Cannabis Regulation and Tax Act (ICRTA) ICRTA 10-5 Possession of Cannabis $150 $250 9.16.020.A - For (over 30 grams of residents of the cannabis flower) State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use $150 $250 9.16.020.13 - For Cannabis with more than residents of the 500 milligrams of THC State of Illinois contained cannabis - infused product ICRTA 10-5, 10-10 Possession of more than 5 $150 $250 9.16.020.0 - For grams of cannabis residents of the concentrate State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use $150 $250 9.16.020.1) - For Cannabis of persons residents of the under 21 State of Illinois ICRTA 10-5, 10-10 Possession of Cannabis $150 $250 9.16.020.E - For (over 15 grams of nonresidents of the cannabis flower) State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use $150 $250 9.16.020.F - For Cannabis with more than nonresidents of the 250 milligrams of THC State of Illinois contained in cannabis - infused product ICTRA 10-5, 10-10 Possession of more than $150 $250 9.16.020.G - For 2.5 grams of cannabis nonresidents of the concentrate State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use $150 $250 9.16.020.1-1 - For Cannabis of persons nonresidents of the under 21 State of Illinois Packet Pg. 77 8.H.a ICRTA 10-5, 10-10, 10-15 9.16.020.I ICRTA 10-5, 10-20 9.16.020.J ICRTA 10-20, 10- 35 9.16.020.K ICRTA 10-35 9.16.020.E ICRTA 10-35 9.16.020.M Chapter 9.48 9.48.020 9.48.030.A. 9.48.040 Chapter 9.52 9.52.020 9.52.020 Chapter 9.68 9.68.010 Possession, consumption, use, purchase, obtaining, transporting, or cultivating cannabis not otherwise in accordance with ICRTA Use of false identification to obtain cannabis Sale, transferring and/or facilitation the use of Cannabis not in conformance with ICRTA Undertaking tasks, possession, use, smoking, operating, navigating or being in actual physical control of any motor vehicle, aircraft or motorboat while using cannabis in violation of the Illinois Vehicle Code Possession and/or consumption in a prohibited public place and/or otherwise in violation of State statute Trespass and Damage to Property Trespass Damage to Village Property Graffiti Theft Theft Retail Theft Curfew Curfew $150 $150 $150 $150 $150 $200 $250 $250 $250 $250 $150 $150 $150 $200 $250 $100 Chapter 9.16.020 - Cannabis Each offense has been issued at separate subsection to allow the Police Department to track each offense separately for reporting purposes. 9.52.020 - Designated acts. Section 9.52.020 to be amended to add subsection E to read as follows: A. A person commits the offense of retail theft when he or she knowingly: 1. Takes possession of, carries away, transfers or causes to be carried away or transferred, any merchandise displayed, held, stored or offered for sale in a retail mercantile establishment with the intention of retaining such merchandise or with the intention of depriving the merchant Packet Pg. 78 8.H.a permanently of the possession, use or benefit of such merchandise without paying the full retail value of such merchandise; or 2. Alters, transfers or removes any label, price tag, marking, indicia of value or any other markings which aid in determining value affixed to any merchandise displayed, held, stored or offered for sale, in a retail mercantile establishment and attempts to purchase such merchandise personally or in consort with another at less than the full retail value with the intention of depriving the merchant of the full retail value of such merchandise; or 3. Transfers any merchandise displayed, held, stored or offered for sale, in a retail mercantile establishment from the container in or on which such merchandise is displayed to any other container with the intention of depriving the merchant of the full retail value of such merchandise; or 4. Underrings with the intention of depriving the merchant of the full retail value of the merchandise. A separate fine amount for Retail Theft has also been added to the Chapter 2.62.015-1 — Table of Offenses and Fines. Packet Pg. 79 8.H.b Underlined = addition Stfikeaii = deletion 9/ l /2020 ORDINANCE NO. 2020 - AN ORDINANCE AMENDING FEES AND FINES WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village desires to amend its fees and fines because the existing rate does not adequately cover the cost of the service, no fee/fine existed previously, the fine is no longer a deterrent to noncompliance, or the fee is lower that other municipal comparables for similar service; and WHEREAS, the Village desires to amend Fees and Fines Schedule, as follows. NOW THEREFORE BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as follows: Section 1. The foregoing recitals are hereby adopted and incorporated into and made a part of this Ordinance as if fully set forth herein. Section 2. Sections 3.36.030 and 6.08.030.0 of Section 1.16.010, Fee Schedule of the Buffalo Grove Municipal Code are hereby amended to read as follows: Buffalo Grove Municipal Code Classification Fee Section 3.36.030 Nonresident who utilizes the emergency medical service: BLS tl, Iggwo;; o m Rg] 3.36.030 Nonresident who utilizes the emergency medical service: ALS Level 1 0449 3.36.030 Nonresident who utilizes the emergency medical service: ALS Level 2 tl fl tieY,y',:�u7 3.36.030 Resident who utilizes the emergency medical service: BLS 3.36.030 Resident who utilizes the emergency medical service: ALS Level 1 3.36.030 Resident who utilizes the emergency medical service: ALS Level 2 Packet Pg. 80 8.H.b 6.08.030 Animal impound fee per day , tl'w YW�1 °rrw p0-'n subsection C. u`f du �41611*14 10 iGr VOb4*W:!> RWt Wo"Iddrd Otl Ro it Vy0r nt 18Y;dI_ tap �; n � r r_I'V ro .a�r f tl 41Y V I ll&w1 �tl4bIYiIV4'11 Section 3. Section 2.62.015, Village code hearing jurisdiction, of the Buffalo Grove Municipal Code is hereby amended as follows: A. An administrative adjudication proceeding pursuant to this Chapter may be initiated for any alleged violation of the Buffalo Grove Municipal Code, the International Building Code ("IBC'), the International Property Maintenance Code ("IPMC" ), the International Residential Code One - and Two -Family Dwellings (IRC), and the Illinois Vehicle Code ("IVC" )(Illinois Compiled Statutes, Chapter 625), except for: 1. An offense that is a traffic regulation governing the movement of vehicles, 2. Any reportable offenses under Section 6-204 of the Illinois Vehicle Code, and 3. Any matters under the jurisdiction of Chapter 2.63, Village Traffic Administrative Hearing System. B. Any violation prosecuted under administrative adjudication which is not listed in Table 2.62.015- 1 of this Chapter is subject to the general penalty provisions of Chapter 1.08 of this Code. C. Any offense listed in Table 2.62.015-1 of this Chapter may be settled, compromised and paid in the respective amounts and within the respective time frames set forth in Table 2.62.015-1, Table of Offenses and Fines, of this Chapter except as set forth is Subsection D. hereof. D. A violation of any of the offenses, except for offenses in Chapter 10.16 of the Buffalo Grove Municipal Code, set forth in Table 2.62.015-1 by a juvenile (17 years and under) require the juvenile to appear at the administrative adjudication hearing and are not subject to the pre -pay option as set forth in said Table. o o�. a ��^ o0o tlnooi.^ "Ilooueut➢oo� ui oololu �u�B poa.o "Juno 4+rloa7 tlYdoV di:^ ,¢ p7+.^;Hu' Yr� ro tlw.^,no uou'!. u,uoV"m 6�:uco ( s^ a Formatted: Font: Not Bold �:ulu„,r,^ o�uoa�8rutlo�ioll ry¢ i oIV; tlil uutlY: ;V oounu:IJiou diW 'u°tt e ,u Vr, �.id';tl uVatl poarl,,v„m+.^uYtl YWohVYoou tNr�y uu "a'.14^fi, aull Formatted: Font: Not Bold fliYa., o„o'a d f n h oi den Yh(' "ou 'flJnaI tlinc a li) ,q 11Ytsll ulV atlen01flr.";. Section 4. Table 2.62.015-1, Table of Offenses and Fines, of the Buffalo Grove Municipal Code is hereby amended by changing the following offenses of Sections 6.12.020, 9.16.020, 9.48.020, 9.48.030.A, 9.48.040, 9.52.020 and 9.68.010 as follows: Chapter/Section Title/Offenses Minimum Maximum Minimum Fine/Fine Fine* Fine Paid Before Must Packet Pg. 81 8.H.b Hearing Appear At Hearing 6;: tl 4"r w' V tl P r Dog eir W, 1 m A li""O Chapter 9.16 Buffalo Grove Controlled Substances Adoption by reference of the Illinois Cannabis Regulation and Tax Act (ICRTA) ICRTA 10-5 Possession of Cannabis (over 30 tl dltll r 4,";d" $250 9.16.020,:A - For grams of cannabis flower) residents of the State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use Cannabis $ tl l N u ; tl lj0: $250 9.16.020,::1111j:, - For with more than 500 milligrams of residents of the THC contained cannabis -infused State of Illinois product ICRTA 10-5, 10-10 Possession of more than 5 grams of tlidlV 1 .° d" O $250 9.16.020,,(' - For cannabis concentrate residents of the State of Illinois 14=, : II A d0 !''„ d0 nV„? lossn„sk) n of .';, igh Use 7lrtl tl l",r..Of 9 16 0°OVI11) II or P. n Sunsuulrnchn, 24„ [a SkBuwos of fllic s uuu."nui 11118iiouuois ICRTA 10 5, 10-10 Possession of Cannabis (over 15 .` tl0 a "rv; tl" 4:,V $250 9.16.020,::111j, - For grams of cannabis flower) nonresidents of the State of Illinois ICRTA 10-5, 10-10 Possession of Adult Use Cannabis tl d)4l �!!! ( $250 9.16.020,:111,;;; - For with more than 250 milligrams of nonresidents of THC contained in cannabis -infused the State of Illinois product ICTRA 10-5, 10-10 Possession of more than 2.5 grams ;, tl ll,ltl ;: II' 0 $250 9.16.020,„,G - For of cannabis concentrate nonresidents of the State of Illinois u,;;RllA O112 iQ uu„oU nn� uhrsiid 9 1bJ2'21lwV.11„8 II gr p2Esons Vunuu. cj 2 of m��yon ireie gg.jdpn�tl., ppnois ICRTA 10 5, 10 10, Possession, consumption, use, ; guV0 35Q $200 10-15 purchase, obtaining, transporting, or 9.16.020,,1111 cultivating cannabis not otherwise in accordance with ICRTA d R CL Ul C IL 06 N W G1 ILL N 0 N O N O fA G1 C iL 06 N d d LL O w ca L C m t v Q Packet Pg. 82 8.H.b ICRTA 10-5, 10-20 Use of false identification to obtain ° iu;;utl 6 n'nl,;u $250 9.16.020J, cannabis ICRTA 10-20, 10- Sale, transferring and/or facilitation ", 116114111101 $250 35 the use of Cannabis not in 9.16.0201K conformance with ICRTA ICRTA 10-35 Undertaking tasks, possession, use, ,`ry i(4 ,; h!-'o $250 9.16.020,,11„, smoking, operating, navigating or being in actual physical control of any motor vehicle, aircraft or motorboat while using cannabis in violation of the Illinois Vehicle Code ICRTA 10-35 Possession and/or consumption in a .4 l 6wutl.0 „ 3 5Q, $250 9.16.020l, prohibited public place and/or otherwise in violation of State statute Chapter 9.48 Trespass and Damage to Property 9.48.020 Trespass u u VI 9.48.030.A. Damage to Village Property w1 00I d °'20 9.48.040 Graffiti Chapter 9.52 Theft 9.52.020 Theft $200 9 u r 020 l0a11lll,.1hcf. , Chapter 9.68 Curfew 9.68.010 Curfew $ i"_m m I1; g Section 5. Section 9.16.020, Possession prohibited, of the Buffalo Grove Municipal Code is hereby amended to read as follows: 9.16.020 - Possession prohibited. It is unlawful for any person to grow, possess, sell, give away, barter, deliver, exchange, distribute or administer any cannabis unless it conforms in all respects with the State of Illinois Cannabis Regulation and Tax Act. 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Itlp 'if,IVi,',rpVYNI� pl`.,(,V�,�„ N TO yp OptlieHlvp ippplrir iu Epp, pupiilpud E,luui, ",,w'dpr^u 8lV r, 9e �Hl ^,°" lu �,'; ip.rlip"? rlupp,h III, ep;l'vo�ld'eQlloulFp �ul'IIdp�M N O dd�,upuuull, l �,,ppr� n�tu„� For matted: Font: N O I':d ilr,f 'rV�WVp,and or e,d]pll`nm Ii Q�) 21ltl Il"a IV� 11l101cc Ilpp&ol ofll 'fl":jse In ". poL 01on of i;;tiV" e — (A Iy �Ia Q ILQV „". G1 Section 6. Section 9.52.020, Designated acts, of the Buffalo Grove Municipal Code is hereby amended to read as follows: 9.52.020 - Designated acts. No person shall: A. Obtain or exert unauthorized control over property of the owner; or B. Obtain by deception control over property of the owner; or C. Obtain by threat control over property of the owner; D. Obtain control over stolen property knowing the property to have been stolen by another, or under such circumstances as would reasonably induce them to believe that the property was stolen, and: l . Intends to deprive the owner permanently of the use or benefit of the property, or 2. Knowingly uses, conceals or abandons the property in such manner to deprive such owner permanently of such use or benefit, or 3. Uses, conceals or abandons the property knowing that such use, concealment or abandonment probably will deprive the owner permanently of such use or benefit. d 6, rrson+ �,,lpu nll , lw oll,on"e of tillpefll "" Vcn IlW or `Iluo pn7 II Packet Pg. 84 8.H.b �., tOc ~pro , 'w'N;il 6Itc' 000tl,tiruo ioIv of do h no �Ior nifor9hchanoW;.. cif" fl'w uud u'cud �oua� yid c�oo� r _ Formatted:In,d : otio�.°o•J.�m aoi�.Bo ,ti,��. n � Nf ent: teft:.os", Hangng0.25" .',. 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, approval and publication. This Ordinance may be published in pamphlet form. AYES: NAYES: ABSENT: PASSED: APPROVED: PUBLISHED: ATTEST: Janet M. Swabian, Village Clerk 2020. APPROVED: Beverly Sussman, Village President d a N C LL 06 N W G1 LL N 0 N O N O Packet Pg. 85 8.1 Ordinance No. 0-2020-63 : Vector/Target Solutions Software ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Staff recommends authorizing the Village Manager to execute an amendment to the current Agreement with Vector Solutions/Target Solutions in a total amount not to exceed $31,800.26, pending final review and approval by the Village Attorney, ATTACHMENTS: • Memo TS (DOCX) • TargetSolutions 8-24-2020 (PDF) • TS Ordinance (DOCX) Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/17/2020 10:18 AM Page 1 Packet Pg. 86 VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: William Baker, Fire Chief Brett Robinson, Purchasing Manager SUBJECT: Vector Solutions/Target Solutions Background The Village has been using Vector Solutions/Target Solutions Training Platform very successfully for the past year. When evaluating scheduling software and asset inventory and management software, Fire staff felt the Target Solutions software was an excellent fit for the department's needs. The Foreign Fire Tax committee elected to dedicate $8,500 to offset the initial costs of adding the Scheduling, Facility and Equipment software products. As the Village already has an agreement in place with Target Solutions an amendment to the existing agreement is proposed. A cost breakdown of the requested services is shown below. Software Cost Target Solutions Training Software 2019-2020 $ 5,519.00 Total Costs paid in 2019 $ 5,519.00 Target Solutions Training Software 2020-2021 $ 5,673.72 Target Solutions Fire EMS Station 2020-2021 $ 450.00 Target Solutions Fire EMS Vehicles 2020-2021 $ 2,139.00 Target Solutions Scheduling 2020-2021 $ 3,456.00 Total Cost $ 11,718.72 Foreign Fire Tax Commitment $ (8,500.00) Tol:41 Cost in 2020 $ 3,211.8.72 Target Solutions Training Software 2021-2022 $ 5,830.71 Target Solutions Fire EMS Station 2021-2022 $ 600.00 Target Solutions Fire EMS Vehicles 2021-2022 $ 2,852.00 Target Solutions Scheduling 2021-2022 $ 4,608.00 Total Cost in 2021 $ 13,890.71 Total Expenditure for Software under the Agreement not including reimbursement by the FFT $ 31,128.43 Packet Pg. 87 Recommendation Village Staff recommend Authorizing the Village Manager to execute an agreement amending the current Agreement with Vector Solutions/Target Solutions to add the software services detailed in said agreement, pending final review and approval by the Village Attorney, in a total amount not to exceed $31,128.43 M 0 N O N 0 H O E d C d E s c� Q Packet Pg. 88 Valid Until Friday, September 18, 2020 Contact Name Kennith Ainsworth Schedule A — Revision This Contract Revision Form supplements and amends Schedule A to the Client Agreement identified below between the Vector Solutions entity (TargetSolutions Learning LLC) and the Client named below and is effective on the date of the last signature below (Contract Revision Order No. 1 Effective Date) Date: Monday, August 24, 2020 Client Information Client Name: Buffalo Grove Fire Department (IL) Address: 1051 Highland Grove Dr Buffalo Grove, IL 60089 Primary Contact Name: Primary Contact Phone: Shawn Collins (847) 537-0995 Agreement Term Effective Date: Initial Term: 09/30/2020 9 months. Subsequent renewals every 12 months Invoicinq Contact Information Billing Contact Name: Shawn Collins Billing Address: 1051 Highland Grove Dr Buffalo Grove, Illinois 60089 Billing Email•.... scollins@vbg.org fill in missing information Pro -Rated Fees (09/30/2020 - 06/29/2021 Billing Phone: (847) 537-0995 PO#: Billing Frequency: Payment Quarterly Terms: Net 30 Product Description Oty Price Sub Total TargetSolutions Check It - Technology for managing routine truck, equipment, 3 $150.00 $450.00 Fire/EMS Stations and inventory inspections TargetSolutions Check It - Technology for managing routine truck, equipment, 23 $93.00 $2,139.00 Fire/EMS Vehicles and inventory inspections TargetSolutions Scheduling With TargetSolutions Scheduling, you can coordinate 64 $54.00 $3,456.00 schedules, oversee employee hours, manage overtime, simplify communication and much more. Pro -Rated Total: $6,045.00 Fees (6/30/2021 - 06/29/2022 Product Description Qty Price Sub Total TargetSolutions Check It - Technology for managing routine truck, equipment, 3 $200.00 $600.00 Fire/EMS Stations and inventory inspections TargetSolutions Check It - Technology for managing routine truck, equipment, 23 $124.00 $2,852.00 Fire/EMS Vehicles and inventory inspections TargetSolutions Scheduling With TargetSolutions Scheduling, you can coordinate 64 $72.00 $4,608.00 schedules, oversee employee hours, manage overtime, simplify communication and much more. Annual Total: $8,060.0 Please note that this is not an invoice. An invoice will be sent within fourteen (14) business days. Packet Pg. 89 Additional Details: Billing frequency changed from annual to quarterly. Applies to products: Training Platform, Scheduling and TargetSolutions Check ItTM. The Parties have executed this Agreement by their authorized representatives as of the last date set forth below. TargetSolutions Learning, LLC 4890 W. Kennedy Blvd., Suite 300 Tampa, FL 33609 By Printed Name: Brandi Howe Title: Director of Account Management Date Buffalo Grove Fire Department (IL) 1051 Highland Grove Dr Buffalo Grove, IL 60089 By: Printed Name: Title: Date: M O O N O N 0 O N O N e N O N O 3 O N d i H O t V r� r� Packet Pg. 90 Vector Solutions Service Level Objectives $ b Vector Solutions IT and Client Support have developed "service level objectives" based on the leveli below. The Client Success Manager or Support representative that escalated the issue would bi responsible for follow up through resolution. Issues that do not need to be escalated should bi responded to within 4-6 business hours. Level 1 (Critical) - Expected turnaround time - follow up within 2 days and every 3 days thereafter unt resolved a� L 3 w O Cn Level 2 (Immediate) - Expected turnaround time - follow up within 2 days and every 3 days thereafte until resolved ° _3 O d Level 3 (Medium; default) - Expected turnaround time - follow up within 5 days and every 5 day thereafter until resolved L O V CD Level 4 (Low) - Expected turnaround time - follow up within 5 days and every 5 days thereafter unt resolved N O N 1- O N O N e N 00 N O 3 O N d L H O t V r� r� Q Packet Pg. 91 8.I.b Features Modules are designed for 24/7, mission -critical workplaces such as Public Safety, Utilities and Manufacturing. Designed from the ground up as a flexible and easy -to -use employee resource management solution, complex scheduling and resource management tasks can now quickly be solved with the TargetSolutions SchedulingTM platform. As a Software -as -a -Service (SaaS) solution, the entire application is hosted in the 'Cloud'. This means all data, all hardware and all infrastructure are hosted off site and no hardware requirements exist, outside of a modern web browser and high-speed internet connection. Included with Pro plan Benefits >> Ensure overtime compliance and eliminate grievances >> Streamline scheduling >> Improve time and attendance >> Track employee certificates >> Streamline crew callouts Crew Scheduling / Time & Attendance Allows for completely customizable, computer -based schedules with unlimited rotations or scheduling variables CallBacks Makes filling open shifts simple by allowing for predetermined rules and rotations, automating the overtime process List View Provides a streamlined view of all assignments and their staffing levels Sign -Up Board Creates multiple staffing events that allow to be staffed on a first come, first serve basis Roster Map View Shows a geographic map of the assignments and current staffing levels across jurisdictions Page 1 of 9 c� 0 N 0 N 0 0 N 0 N e N 00 N C O 3 0 U) m i as E s c� TARGETSOLUTIONS ?I SCHEDULINGTm POWERM BY CREWSENSE =J 8.I.b Personal Calendars Allows employees to manage their own calendars, determine their auto -accept periods and unavailability periods, and create events. Shows work shifts as well as time off Customizable Scheduler Assignments Customize work sites & locations, with minimum staffing levels and required positions External Sharing of Scheduler Creates a secure, shareable link that allows outside agencies access to live staffing / rosters Bulk Changes Allows for changes to be made to the existing schedule, as a one time change or a permanent change, directly from the roster module Assignment Groupings Allows assignments to fall into user customizable groupings Staffing Counts Shows hour by hour staffing levels so any potential holes in staffing can be addressed as needed Templates Creates temporary assignments that can be staffed as needed. Easily deploy and remove personnel Color Coded Work Types / Makes it easy to see what work code(s) employees are working by allowing Time Off Types color customization for every individual work code and time off code 'Hover to Discover' Reveals information about when a person was scheduled, the lists they are on, and a phone number by which to contact the employee Right Click Menu Allows rotations to be deleted, notifications to be sent, employees to be switched between assignments, hours to be held over and more Roster Searching Enables searching for groups of employees on the schedule by list, group, classification or name with ease PDF Printouts Allows the daily roster to be printed for those who require a paper copy Page 2 of 9 m 3 w 0 Cn _ 0 0 0 m CD L L 0 U a� M O O N O N 0 O N O N e N O N _ 0 0 Cn m a CD E s c� POWERM BY CREWSEVSE Packet Pg. 93 8.I.b Employees Off Shows employees who are on time off, as well as what time off code & subclass they are off Customizable Scheduler Assignments Simplifies creating unique assignments with color coding, labels, minimum staffing levels, start / end times and more Holdover / Misc. Hour Tracking Tracks hours for pay when an employee is on the clock but does not fit into normal assignment Overtime Hiring Provides a customizable, systematic way for automated hiring for overtime shifts using preset rules to make the correct calls every time Automate Union / Labor Policies Provides the ability to customize how employees are hired back using union agreements and labor regulations Emergency Recalls Allows for rapid recall of employees, no matter how many are needed, all while ignoring any'ignore' periods Ranking Lists Allows easily manageable ranking lists, with many different styles of ranking options to choose from Logging & History Enables live, accurate tracking of overtime shifts as they go out, as well as the ability to view previous overtime hires within your system Telecommunications Provides two-way text messaging, voice calling, mobile application push and pager alerts Work Sites Allows employees to choose which location they wish to work at, allowing for multiple vacancies to be filled in one overtime 'CaLLBack' Hiring Intelligence Provides a rules -based system to hire back only those who are qualified to fill openings Page 3 of 9 m 3 w 0 Cn Cn _ 0 0 0 m a� L L 0 d M 0 N 0 N 0 0 N 0 N e N 0 N _ O 0 Cn m CD E s c� POWERM BY CREWSEVSE Packet Pg. 94 8.I.b ilrlilillill�llilill milwilluill ,,III, M1111111;ill, Telecommunications Allows for employers to communicate with employees on a two-way messaging platform; via text messaging, the mobile application and more 2-way communications for recalls, Makes sending and responding to messages easy, allows for reminders of alerts & staffing reminders staffing assignments to be sent directly from the roster module Mobile application Gives both employees and employers the ability to assess the majority of the system directly from the mobile application Detailed logs and historical Shows all historical data for 'CallBacks' and notifications, providing record record keeping keeping and checks and balances Requests and routing rules Gives employees a simple and easy way to submit time off requests, ensuring that the request goes to the right person every time Manual or automated routing Employers can set up whose time off requests are routed to, as well as back up contacts if the request isn't addressed within contractual time frames Accrual Profiles Allows automated time off accrual profiles with an unlimited number of banks that can be created and drawn from and that can allow time worked to be accrued as time off Auctions Creates an automated 'bidding' auction, which allows employers to set the rules for vacation picks and automatically applies them to the roster module. Handles all communications Limits / Buffers / Rest Periods Sets limits to the number of people who can be off at one time. Allows buffer period for which the request must be submitted by and maintains tracking of required rest periods Page 4 of 9 M O O N O N 0 O N O N e N CO N _ 0 0 m a� E s c� POWERM BY CREWSEVSE Packet Pg. 95 8.I.b u � II IIIV� � � IIIIIIII IIIII IIill II:I,,, i �11 I Shift trading Allows employees to make their own trades within the system and issues requests to user(s), group(s), classifications(s) or the entire organization. Trades are reflected in roster module Ledgers Tracks trades within the system, showing the hours that are owed between employees - creating accountability for trades and payback time Logs / record keeping Shows all trades in the system, allowing admin users to access, approve or deny trades Telecommunications Sends out email notifications when trades have been requested, approved or denied within the system Mobile application interface Gives users the ability to submit and track trades right from their mobile device IN Employee Database Shows all licensed users within the system allows for easy management of employee profiles and allows you to archive employees no longer in the system Permissions Limits who has access to what by user roles. Also allows the limiting of permissions by individual users Roles Sets user permissions by specific groups Groupings / Classifications Gives the freedom to create as many user groups as needed. Allows for users to be assigned classifications dependant on their position / qualification Availabilities Allows the user to set their own availability as well as 'do not disturb' periods. Can easily be viewed by staffing employees to assist in filling open shifts Page 5 of 9 M O O N O N 0 O N O N e N CO N _ 0 0 Cn m �a CD E M 0 c� POWERM BY CREWSEVSE Packet Pg. 96 8.I.b plllll 1111111III IIIV IMlll II II=lM illill, 11 ;Ill 1111111 1111 Custom Forms Gives employers the ability to create and store custom forms that can be accessed directly from the platform Forms Repository Allows the sharing of forms across all platform users, allowing created forms to be shared or modified as needed Form Submissions Lets end users complete and submit forms into a safe and secure platform and allows employers to export reports as needed Reports / Data Creates customizable employee reports, which can be exported as multiple different file types including .csv, .As and API data Form Categories Gives the ability for forms to be grouped into categories as needed Page 6 of 9 d L M 3 w 0 Cn Cn c 0 0 m a� L L 0 a� M O O N O N 0 O N O N e N CO N O 3 O Cn d L H O E M 0 r� r� POWERM BY CREWSENSE Packet Pg. 97 8.I.b Payroll exports Creates an easy way to export payroll summaries, CSV files, PDF or Excel files, which can be uploaded into most payroll software Exportable by employee(s), Allows every report to be done by individuals, by employee groups, group(s), list(s) callback lists or classifications FTP / DropBox / API Exports reports to a designated DropBox or FTP location. Allows information to be pulled into other software via an open RESTfuI API Overtime Hiring Metrics Reports the number of overtime shifts, if they were filled, how quickly they were filled, how long they took to fill and how fast users responded to them Leave Request reports Creates an exportable Excel file of all leave requests, specified by individual user and date Accrual Reports Gives an easy place to see all time -off accrual hours by employee Automate export jobs Allows for automatic exports and timed 'jobs' for specific reports type Excel, pdf, csv, summary reports Allows reports to be created as several different file types Third Party Integrations via API Creates a simple way to integrate with payroll platforms with an open RESTfuI API Page 7 of 9 m M 3 w 0 Cn c 0 0 0 m CD L 0 U a� M O O N O N 0 O N O N 4 N 00 N C 0 0 Cn m L H 0) E M V r� r� POWERM BY CREWSEVSE Packet Pg. 98 8.I.b Auto / Manual Analyze Looks at the roster either on a set time frame or when initiated by the user and finds the open slots that need to be filled Auto / Manual CallBacks Sends out overtime shifts based on the rules set, either automatically or manually On the fly staffing adjustments Allows the movement of already scheduled employees by dragging them into their new shift slot. Allows easy employee movement based on qualifications Look ahead periods Gives the employer the ability to set how often the system will look at the roster to find and send out overtime alerts to fill any open slots or deficiencies found Full RESTfuIAPI Provides a full RESTfuIAPI for accessing client data in a well -documented format Integrates with third party CAD / RMS Provides ability to integrate with Third Party CAD / RMS applications providers to share pertinent client data Integrates with third party HR / Provides ability to integrate with Third Party HR / Payroll / HCM software Payroll / HCM providers Page 8 of 9 m M 3 w 0 Cn Cn c 0 0 0 m a� L 0 a� M O O N O N 0 O N O N e N O N c 0 0 Cn m L H CD E M V r� r� POWERM BY CREWSEVSE Packet Pg. 99 8.I.b Live Chat, detailed knowledge base & Uses an extensive knowledge base to provide most users answers without Learning resources having to contact support directly. Live chat and phone support options offered as well Cloud (SaaS) deployment Offers a full cloud based Software As A Service (SaaS) with no on -site hosting requirements Minimal IT impact Requires minimal IT setup. Only a modern web browser, and high speed internet connection is required to deploy platform IIIII 11,11,1111, iiiiiiiiiiiiiiiiiiiiiillillillillillillillililI m� 11,111illIll 1�11111 ji,111dExtensive labor & scheduling reports Creates reports showing as many different work types and time off codes as needed. The reports can be as detailed or as broad as you need them to be Snapshots of activities, movements Allows the ability to select specific days and times, creating as narrow and Loggable tasks or as wide of a report as needed Reports can be viewed, saved, Saves reports / system logs within the system, to a computer or printed out downloaded and printed Page 9 of 9 M 0 N O N O 0 N O N N ao N C O 3 O Cn d L H O E M V r� r� POWERM BY CREWSEVSE Packet Pg. 100 Oi, 0,r i, Completed 5/17 commomom Lights Response Enc thm ... V I' al t working properly and are sacureiy r—tnd. Add Dotails Chock History Non -Response Encore the response lights are working Items to Inspect SCBA Pack SCBA Bottle Hoses Free of cuts, abraaslon, or damage VON Easily perform truck checks with mobile app that is ready to use from day one M Apparatus I'lfllj Rescue 1 UUD%Q/P%�f0%/ work Orders »»> 1Donnmmnill l +Vm,1 Equipment L,q Drug Safe +lydm � 1�11 Rescue 2 J/1D Scan a Barcode Communicate across shifts and stations with overdue checks, open work orders and expiring items Packet Pg. 101 SI F1 UTI, 9:41 nl < stare Store Room StalkaClwk j9 Tlansle, Top Shelf - Medical Supplies 1. Syringe 2" 160 3 Syringe GD Middle Shelf - Drugs 9:41 nl Store Room Stalrk8C[Ieck j9 Tlransle, Top Shelf - Medical Supplies 1. Syringe ; 10 3cc Syringe GD Track costs and quantities in your stock to prevent over -ordering Apparatus [1111111/311111 Rescue p Work Ond— o EquipIll Safe �11111jlfl!' Rescue 2 Easily modify compartment based on your current Q 04 inventory of medical Q C� supplies, drugs, and tools 0 Q C14 Q N N drolled Substances 00 to a 0 :3 Z U) Controlled Substances "M 14 H."'A A p Ica) ... . .. .... . ci CM ""Or ,41 t1-1,1 Talkl rt11, All "Idy Lllllllly i" oil 11 #1*]# NI Packet Pg. 102 TARGE]SUAsUTIONS Schedule A CONFIDENTIAL DATE of SUBMISSION 6/11/2019 TargetSolutions, Inc. 10805 RANCHO BERNARDO ROAD, SUITE 200 LICENSE TERMS: 36 months billed annually SAN DIEGO, CA 92127-5703 877-944-6372 - TOLL FREE 858-592-6880 -DIRECT / 858-487-8762 -FAX Proposal To: Battalion Chief Shawn Collins/Training and Safety Officer Buffalo Grove Fire Department 1051 TS Sales Contact: David Farrar Highland Grove Dr. Email: david.farrar@targetsolutions.com Buffalo Grove, IL 60089 (847)777-6035 Phone: 773-294-7215 TargetSolutions Online Training Platform License Customized Website, Administration Tools, and Ap2lications DESCRIPTION UNIT PRICE PER USER QUANTITY (# of Users) TOTAL Premier Membership Platform - YEAR ONE 6/30/19-6/29/20 $ 84.00 61 $ 5,124.00 Premier Membership Platform - YEAR TWO 6/30/20-6/29/21 $ 86.52 TBD Premier Membership Platform - YEAR THREE 6/30/21-6/29/22 $ 89.11 TBD Full TargetSolutions platform capabilities/applications PLUS course library of HR & Employment Practices, OSHA & Compliance, Driving Safety, Fire, NFPA, EVO, and EMS Recertification course bundles Annual Maintenance Fee billed annually each $ 395.00 1 $ 395.00 year Optional Products and/or services: $ _ One Time Set Up Fee $1,500 $ 1,500.00 (waived: see Notes below) TOTAL DUE YEAR ONE (INCLUDES 61 USERS, ANNUAL MAINTENANCE $5,519.00 FEE $395 ) Q Rev P Packet Pg. 103 Note: 3 year term. Discounted from $109/user/year to $84/user year. No onetime $1500 set up fee. By signing the Client agreement, you are 1) agreeing to the pricing and terms presented in this proposal; 2) agreeing you have read and accept the Client Agreement and License terms and; 3) agreeing you have read the TargetSolutions Plaform System Requirements and Platform Solution Description documents listed in detail at the following url: http://www.targetsolutions.com/clients/client-resources/ TargetSolutions, Inc. business proposal pricing is good for 30 days from Date of Submission listed above Rev P Packet Pg. 104 Client Agreement This Client Agreement (the "Agreement"), effective as of the date noted in the attached Schedule A (the "Effective Date"), is by and between TargetSolution: Learning, LLC. ("TSL"), a Delaware limited liability company, and the undersigned client ("Client"), and governs the purchase and ongoing use of the service: described in this Agreement (the "Services"). 1. Services. TSL shall provide the following services: 1.1. Access. TSL will provide Client a non- exclusive, non -transferable, revocable, limited license to remotely access and use the Services hereunder and, unless prohibited by law, will provide access to any person designated by Client ("Users"). 1.2. Availability. TSL shall use commercially reasonable efforts to display its content and coursework for access and use by Client's Users twenty-four (24) hours a day, seven (7) days a week, subject to scheduled downtime for routine maintenance, emergency maintenance, system outages and other outages beyond TSL's control. 1.3. Help Desk. TSL will assist Users as needed on issues relating to usage via e-mail, and a toll - free Help Desk five (5) days per week . Monday through Friday, from 8:00 a.m.-6:00 p.m., Eastern Standard Time, excluding TSL designated holidays. 2. Client's Obligations. 2.1. Compliance. Client shall be responsible for Users' compliance with this Agreement, and use commercially reasonable efforts to prevent unauthorized access to or use of the Services. 2.2. Identify Users. Client shall (i) provide a listing of its designated/enrolled Users; (ii) cause each of its Users to complete a profile; (iii) maintain user database by adding and removing Users as appropriate. 2.3. Future Functionality. Client agrees that its purchases hereunder are neither contingent on the delivery of any future functionality or features nor dependent on any public comments regarding future functionality or features. 3. Fees and Payments. 3.1. Fees. Client will pay for the Services in accordance with the fee schedule in Schedule A attached to this Agreement. Fees listed in Schedule A shall be increased by 2% per year both during the term of this Agreement, as well as for any renewal terms. 3.2. Payments. All fees due under this Agreement must be paid in United States dollars. Such charges will be made in advance, according to the frequency stated in Schedule A. TSL will invoice in advance, and such invoices are due pursuant to Illinois State Prompt Payment Act ("Prompt Payment Act"). All fees collected under this Agreement are fully earned when due and nonrefundable when paid unless in the event of a material breach by TSL. 3.3. Suspension of Service for Overdue Payments. To the extent not prohibited by applicable law, TSL shall have the right, in addition to all other rights and remedies to which TSL may be entitled, to suspend Client's Users' access to the Services until all overdue payments are paid in full in accordance with the Prompt Payment Act. 4. Intellectual Property Rights. 4.1. Client acknowledges that TSL alone (and its licensors, where applicable) shall own all rights, title and interest in and to TSL's software, website or technology, the course content, and the Services provided by TSL, as well as any and all suggestions, ideas, enhancement requests, feedback, recommendations or other information provided by Client, and this Agreement does not convey to Client any rights of ownership to the same. The TSL name and logo are trademarks of TSL, and no right or license is granted to Client to use them. 4.2. Except as otherwise agreed in writing or to the extent necessary for Client to use the Services in accordance with this Agreement, Client shall not: I copy the course content in whole or in part; (ii) display, reproduce, create derivative works from, transmit, sell, distribute, rent, lease, sublicense, transfer or in any way exploit the course content in whole or in part; (iii) embed the course content into other products; (iv) use any trademarks, service marks, domain names, logos, or other identifiers of TSL or any of its third party suppliers; or (v) reverse engineer, decompile, disassemble, or access the source code of any TSL software. 4.3. Client hereby authorizes TSL to share any intellectual property owned by Client ("User Generated Content") that its Users upload to the Community Resources section of TSL's website with TSL's 3'" party customers and users that are unrelated to Client ("Other TSL Customers"); provided that TSL must provide notice to Client's users during the upload process that such User Generated Content will be shared with such Other TSL Customers. 5. Term and Termination. 5.1 Term. The term of this Agreement shall commence on the Effective Date and will remain in full force and effect for the term indicated in Schedule A ("Term"). Upon expiration of the Initial Term of three (3) years, this agreement may be renewed upon mutual written agreement signed by both parties.. Upon expiration of the Initial or any Renewal Term, access to the Services may remain active for thirty (30) days solely for purpose of Company's record keeping (the "Expiration Period"). 5.2 Termination for Cause. This Agreement may be terminated before the expiration date of the Term on written notice from Client if TSL materially breaches this Agreement and the breach is not cured within 30 days after TSL's receipt of written notice of such breach describing in reasonable detail the nature of the breach. Client's sole remedy for such material breach shall be to terminate this Agreement. 6. Mutual Warranties and Disclaimer. 6.1. Mutual Representations & Warranties. Each party represents and warrants that it has full authority to enter into this Agreement and to fully perform its obligations hereunder. 6.2. Disclaimer. EXCEPT AS EXPRESSO PROVIDED HEREIN, NEITHER PARTY MAKE: ANY WARRANTIES OF ANY KIND, WHETHEF EXPRESS, IMPLIED, STATUTORY OF OTHERWISE, INCLUDING AN) WARRANTIES OF MERCHANTABILITY OF FITNESS FOR A PARTICULAR PURPOSE, TC THE MAXIMUM EXTENT PERMITTED B) APPLICABLE LAW. 7. Miscellaneous. 7.1. Limitation on Liability. Except as it relates tc claims related to Section 4 or Section 7.2 of thi, Agreement, (a) in no event shall either parry be liable to the other, whether in contract, warranty tort (including negligence) or otherwise, fo special, incidental, indirect or consequentia damages (including lost profits) arising out of of in connection with this Agreement; and I the total liability of either party for any and al damages, including, without limitation, direc damages, shall not exceed the amount of the total fees due to, or already paid to, TSL for the preceding twelve (12) months. 7.2. Indemnification. TSL shall indemnify anc hold Client harmless from any and all claims damages, losses and expenses, including bu not limited to reasonable attorney fees, arisinc out of or resulting from any third -party claim tha the Services or any component thereof infringe: or violates any intellectual property right of and person. 7.3. Assionment. Neither party may assign of delegate its rights or obligations pursuant to thi: Agreement without the prior written consent of the other, provided that such consent shall not be unreasonably withheld. Notwithstanding the foregoing, TSL may freely assign or transfer any or all of its rights without Client consent to ar affiliate, or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of its assets. 7.3 Tort Immunity Defenses. Nothing contained in this Contract is intended to constitute nor shall constitute a waiver of the rights, defenses, and immunities provided or available to the Client under the Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10 et seq. 7.5 Force Maieure. TSL shall have no liability for any failure or delay in performing any of its obligations pursuant to this Agreement due to, or arising out of, any act not within its control, including, without limitation, acts of God, strikes, lockouts, war, riots, lightning, fire, storm, flood, explosion, interruption or delay in power supply, computer virus, governmental laws or regulations. 7.6. No Waiver. No waiver, amendment or modification of this Agreement shall be effective unless in writing and signed by the parties. 7.7. Severability. If any provision of this Agreement is found to be contrary to law by a court of competent jurisdiction, such provision cu co 0 vi c 0 d u N 0 U rn cfl 0 N 0 N O 0 N 0 C*r st C*r 00 vi d 0 u tSj N c cu E U cc Q [SIGNATURE PAGE IMMEDIATELY FOLLOWS] Revised 07.03.2019 Rev P Packet Pg. 105 shall be of no force or effect; but the remainder of 7.8. Entire Agreement, This Agreement and its this Agreement shall continue in full force and exhibits represent the entire understanding and effect. agreement between TSL and Client, and IN WITNESS WHEREOF, the parties have executed this Agreement as of the last date set forth below. TargetSolutions Learning, LLC 4890 W. Kennedy Boulevard, Suite 300 Tampa, FL 33609 By: Ll 0CP;zzzz=:0 Printed Name: Philip Coons Title: Vice President of Sales Date 7/11/19 Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove. IL 60089 supersedes all other negotiations, proposal: understandings and representations (written c oral) made by and between TSL and Client. By: Printed Name: --brz'"c �'C'C' Title: % L- V--1 tA C Date: -7- 10 Page 4 Packet Pg. 106 ORDINANCE 2020- A ORDINANCE AUTHORIZING EXECUTION OF AN AGREEMENT WITH VECTOR SOLUTIONS SOFTWARE SERVICES and WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; WHEREAS, the Village of Buffalo Grove Fire Department evaluated Software Providers; and WHEREAS, the Village of Buffalo Grove Fire Department determined that Vector Solutions provided the desired software at the best value. 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 execute an agreement with Vector Solutions., pending review and approval by the Village Attorney at a total price not to exceed $31,128.43 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 107 8.J Ordinance No. 0-2020-64 : Snow Plow Wing Retrofit ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Staff is requesting authorization for the retro-fit of vehicle unit #418 with a wing plow and controls at a not to exceed price of $39,099.00 from Bonnell Industries of Dixon, Illinois. ATTACHMENTS: • 2020 Bonnell Retrofit - Unit 418 Board Letter (DOCX) • wing retro fit 2020. (PDF) • Plow Wing Purchase Ordinance (DOCX) Trustee Liaison Staff Contact Pike Brett Robinson, Finance Monday, September 21, 2020 Updated: 9/17/2020 10:19 AM Page 1 Packet Pg. 108 8.J.a )LLA.'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Brett Robinson — Purchasing Manager FROM: Bryan Beitzel — Maintenance Superintendent SUBJECT: Retro-Fit of Plow Unit #418 The Public Works Department is seeking Village Board approval for the retro-fit of plow unit #418 at a not to exceed price of $39,099.00. This retro-fit includes the addition of a patrol wing and necessary control system upgrades. Unit 418 is the only truck with a chassis capable of accepting this type of retro-fit. Over the past few winter seasons the Public Works Department has been migrating towards plow trucks fitted with both front nose plows and patrol wings, in lieu of traditional nose plows and undercarriage scrapers. This design and build for plow trucks allows operators to be more efficient as they can plow from the crown of the road (center) to the curb with a single pass in each direction on each residential street. The Public Works Department currently has two (2) "wing trucks" configured with 10 ft. patrol wings and two (2) "wing trucks" configured with 8 ft. patrol wings. This new truck would be configured with an 8 ft. patrol wing, thus giving the Public Works Department three (3) such units for use in the residential routes. With three (3) residential wing truck units, staff believes that efficiencies will improve enough to absorb four (4) existing plow routes into three (3) new combined routes, while maintaining the overall program goals and cycle times. This would reduce the total number of snow plow routes from ten (10) to nine (9). This will provide a couple of benefits for the Public Works Department. - First: This will enable the Public Works Department to have a large "back-up" plow to be utilized while repairs are performed on snow plow vehicles during snow removal operations. Currently smaller vehicles are used in this capacity which reduces service levels by prolonging snow removal times and reduces the ability to effectively remove snow from the roadways. - Second: The overall reduction in snow plow routes will allow the Public Works Department greater staffing flexibility to work around illness, vacations, or other PTO as needed. This is another area of concern based on current staffing levels that will be improved. Bonnell Industries of Dixon Illinois is the original builder of this plow unit, and has provided the quote for the retro-fit. Although this retro-fit would not be considered "manufacturer specific" to the unit, the advanced knowledge of the existing build, combined with their experience as the builder of our four (4) existing wing trucks greatly simplifies and expedites the turn -around for this build. Bonnell Industries is also a provider of Force America plow control equipment, which allows us to continue using existing control systems to operate the retro-fit, saving considerable money from replacing that control system with a different vendor. If approved, Bonnell industries anticipates a full completion of the project within 8 weeks. Packet Pg. 109 �i »w7% f �i �� �frr �7 � �G%,� 11,»�a»��� 1 i//!!p�%% �O//O�/!/�i/�I ��%/%%/,/ %/I%l//%//I% IlJ/1Gf//% �%%/1%%%/2�. TRUCK & R 0 A D EQUIPMENT Bill To: 4592545 1385 Franklin Grove Rd Dixon, IL 61021 815-284-3819 * 815-284-8815 Fax 800-851-9664 www.bonnell.corn "' info@bonnell.com VILLAGE OF BUFFALO GROVE 51 RAUPP BLVD BUFFALO GROVE, IL 60089-2138 Page Quote Quote Number: 0143965 Quote Date: 9/4/2020 Ship To: 01 VILLAGE OF BUFFALO GROVE 51 RAUPP BLVD CENTRAL GARAGE BUFFALO GROVE, IL 60089 Phone: Phone: (847) 459-2545 Fax: (847) 537-1742 apfinance@vbg.org Fax: Confirm To: ROBERT WHALEN Comment: Terms Quote Expiration o Customer P.O. Ship VIA F.O.B. Net 30 Days 10/4/2020 3 0 Ordered Unit Item Number Each Price Extended Pricf 3 1.00 EACH TRUCK EQUIPMENT 39,099.00 39,099.0( c APPLICATION 2017 PETERBILT 348 CAB AND CHASSIS WITH COMMANDER MULTI -PURPOSE BODY, PLOW HITCH, UNDERBODY SCRAPER, CENTRAL HYDRAULICS ca VIN# 2NP3HJ8X4HM444051 N 0 N 0 REMOVE THE FOLLOWING: 0 1- PLOW HITCH AND SIDE PLATES N 0 1- UNDERBODY SCRAPER --CUSTOMER TO KEEP N 1- HYDRAULIC TANK AND VALVE ENCLOSURE 1- REMOVE HYDRAULIC VALVE FROM VALVE ENCLOSURE AND SEND TO FORCE O AMERICA FOR MODIFICATION AND INSTALL IN A VT45 HYDRAULIC TANK / ENCLOSURE L MOVE THE FOLLOWING c •3 1- BATTERY BOX AND AIR TANKS 1- "OEM" BATTERY SHUT OFF SWITCH 1- DEF TANK TO DRIVER SIDE --BY JX PETERBILT t MODIFY THE FOLLOWING v ca 1- ADD FROME FRAME RAILS TO CHASSIS FRAME FOR INSTALLATION OF NE W PLOW Q HITCH SIDE PLATES INSTALL THE FOLLOWING 1- NEW PLOW HITCH WITH PROVISION FOR FRONT WING INSTALL 1- REINSTALL PLOW HITCH MAIN FRAME TO NEW SIDE PLATES 1- 8' FRONT WING 1- VT45 STAINLESS HYDRAULIC TANK / ENCLOSURE 1- MODIFIED ADD -A -FOLD VALVE 1- NEW HYDRAULIC HOSES WHERE NEEDED 1- NEW FORCE WIRE HARNESS FOR 6100 ULTRA CONTROLLER 1- WHE-WPLOWZ3A TWO LIGHT AMBER FLASHERS ON WING MOLDBOARD 1-TWO ABL-2000-0018 LED WING WORK LIGHTS FORCE AMERICA TO DO 1- MODIFY ADD -A -FOLD VALVE AND AND ADD SECTIONS TO OPERATE WING FUNCTIONS 1- INSTALL ADDITIONAL JOY STICK IN 6100 FOR FOR WING OPERATION--@ BONNELL LOCATION Packet Pg. 110 ������/��������m� � ����m������������m���m TRUCK& ROAD EQUIPMENT l385Franklin Grove Kd [)ixoo lL6lO2l 815-284' 8l9*8l5-2Q4-88|5Fax 000-851-9664 BiUTo: 4532545 VILLAGE OFBUFFALO GROVE 51RAUPPBLVD BUFFALO GROVE, |L0O089-2138 Page Quote Quote Number: 0143865 Quote Date: 9/4/2020 Ship To: 01 VILLAGE OFBUFFALO GROVE 51RAUPPBLVD CENTRALGARAGE BUFFALO GROVE, |L0O08A Phone: Phone: (847)459-2545 Fax:(847)537-1742 aphnanoe@vbg.org Fax: Confirm To: nOBERrvvHxLEN Comment: Customer P.O. Ship VIA F.O.B. Terms Quote Expiration Ordered Unit Item Number Each Price ExmndedPric' 108 EACH xV|mG oONNELLWING PLOW PRICE COMPLETE WITH OPTIONS FRONT MOUNT PATROL WING TOE CYLINDER STROKE |624''(2O''MAX BENCHING) (STo) 04 BUFFER BRACE SUPPORT |SLOCATED DIRECTLY BEHIND CAB r CUTTING EDGE LENGTH: 8'-O^ATCUTTING EDGE''O 0.~ TRIP MECHANISM: TRIP EDGE MOLDBOARD CUTTING EDGE TYPE: CARBIDE INSERT W/COvsnBLADE C14 CUTTING EDGE SIZE: 7/8^Thick x5^Wide xLength D|SHCARGEEND CURB SHOE � PLOW MARKER: 24^YELLOW JUMBO HEEL CYLINDER MOUNTING: REAR HEEL CYLINDER BUFFER BRACE |SPOWER EXTEND-24^(STD HYD) � SIDE SHIFT: NO- DOES NOT GET nYDRLCSHIFT LOCK VALVE: YES- DOES GET LOCVALVE .� � PIPING FOR WING LIGHT: INCLUDES WING LIGHT PIPING WING LIGHTS: DOES NOT INCLUDE WING LIGHTS MOLDBOARD COLOR: ORANGE 1.00 EACH °VV10100 24^ Hydraulic telescoping push bar/buMe,(|LO Manual buffer) Wing lock valve - installed to cylinder 1.00 BCH*W100 Curb shoe on heel end 3/4" x 6" - each 24"Jumbo blade guide ondischrageend with bolt onbracket Piping (conduit) for wing light wiring Packet Pg. I 11 a'mnsvwu/�' I a a 0 L L TRUCK & ROAD E 0 U I P M E N T Bill To: 4592545 1385 Franklin Grove Rd Dixon, IL 61021 815-284-3819 * 815-284-8815 Fax 800-851-9664 www.bonnefl.corn * info 0a.bonnell.com VILLAGE OF BUFFALO GROVE 51 RAUPP BLVD BUFFALO GROVE, IL 60089-2138 Page 3 Quote Quote Number: 0143965 Quote Date: 9/4/2020 Ship To: 01 VILLAGE OF BUFFALO GROVE 51 RAUPP BLVD CENTRAL GARAGE BUFFALO GROVE, IL 60089 Phone: Phone: (847)459-2545 Fax:(847)537-1742 apfinance@vbg.org Fax: Confirm To: ROBERT WHALEN Comment: 0. Customer P.O. Ship VIA F.O.B. Terms Quote Expiration Net 30 Days 10/4/2020 W 3: .2 Ordered Unit Item Number Each Price Extended Pric 0 1.00 EACH *W10270 3/4" bottom angle on Moldboard weldment 1.00 EACH *W10280 04 0 N 0 3/4" Trip cutting edge angle. (Trip Cutting Edges only) C; 1.00 EACH *W10520 C14 Q 04 7/8" x 5" Carbide cut edge with 5/8" x 6" cover blade in Lieu of Standard (Price Per Foot) 0 ca 15'Vo RESTOCKING FEE ON RETURNED ITEMS NO RETURN ON SPECIAL ORDER ITEMS OR ELECTRICAL ITEMS SUBMITTED BY: 0008 Matt Hazelwood TG NOTE: ALL TAXES WILL BE EXTRA IF APPLICABLE. NOTE: PRICES ARE IN EFFECT FOR 30 DAYS ONLY. IFAPRICE INCREASE OCCURS - IT WILL BE ADDED. NOTE: BIDS MAY REQUIRE A 20% DEPOSIT UPON PURCHASE NOTE: INSTALL DATE IS BASED ON CHASSIS ARRIVAL DATE. ACCEPTED BY: **BILL TO: PO Number: DATE ACCEPTED: CHASSIS ARRIVAL DATE: Net Order: 39,099.0 Less Discount: O.0 Freiqht: O.0 Sales Tax: O.0 Quote Total: 39,099.0 VIN# MAKE: MODEL: W.B. C.A.: TRANS MODEL: ENGINE: PAINT CODE: '"J'CHANGES MAY CAUSE DELAYS AND FEES. I Packet Pg. 112 1 ORDINANCE 2020- 8.J.c AN ORDINANCE AUTHORIZING PURCHASE AND INSTALLATION OF PLOW WING BLADE FROM BONNELL INDUSTRIES WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village of Buffalo Grove Public Works Department recommends the installation of a wing plow on unit 418; and 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 purchase and provide for the installation of a wing snow plow unit 418 from Bonnell, at a price not to exceed $39,099.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 2020 APPROVED: Beverly Sussman, Village President Packet Pg. 113 8.K Ordinance No. 0-2020-65 : Authorization to Execute an Agreement with Clarke Environmental Mosquito Management ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Staff recommends an award of contract to Clarke Environmental Mosquito Management, Inc. at a not to exceed price of $53,000 for Fiscal Year 2021. ATTACHMENTS: • Mosquito Abatement Memo (DOCX) • Mosquito Abatement 2021-2023 (PDF) • Mosquito Ordinance (DOCX) Trustee Liaison Johnson Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/10/2020 10:46 AM Page 1 Packet Pg. 114 8.K.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Mosquito Abatement Services Background The current contract with Clarke Environmental Mosquito Management Inc., will end this fall. As the two prior attempts a competitive procurement resulted in no responses from competitive firms capable of providing the specific services requested by the Village, staff contacted Clarke Environmental Mosquito Management to negotiate a contract for Mosquito Management Services. Clarke has provided these services to the Village of Buffalo Grove for a number of years, and staff has been pleased with the service provided. Staff was able to negotiate a contract in the amount of $53,000 for 2021 with an escalator for future years not to exceed 1.75% annually. While the $53,000 contract does represent an increase of 1.55% over 2020 costs, the inclusion of new developments, such as Link Crossing and annexations and developments in the Deerfield & Milwaukee area, require additional maintenance. The mosquito abatement services performed on the additional associated storm sewer systems, retention and detention areas tend to balance out the increase in costs for FY 2021. Recommendation Staff recommends authorizing the Village Manager to execute a contract with Clarke Environmental Mosquito Management Inc., for Mosquito Abatement services for fiscal years 2021- 2023. Packet Pg. 115 Null:>G...LOLo....34 8.K.b MOSQUITO ABATEMENT SERVICES CONTRACT Mosquito Abatement Services (the "Contract") is entered between the Village of Buffalo Grove (hereinafter the "Village" or "Owner"), an Illinois home -rule unit of government, and (hereinafter the "Contractor") on this day of , 2020 (the "Effective Date"). The Village and the Contractor are hereinafter sometimes collectively referred to as the "Parties" and individually as a "Party". RECITALS WHEREAS, the Village has solicited bids for the Work (defined below), Contractor has submitted a bid for the Work and Village has selected Contractor for the Work based on their bid; and WHEREAS, the Contractor wishes to enter into this Contract with the Village and the Village wishes to enter into this Contract with the Contractor for the Work; NOW THEREFORE, for and in consideration of the mutual covenants and promises herein contained, the adequacy and sufficiency of which are hereby acknowledged by the Parties, it is agreed as follows: ARTICLE I - WORK TO BE DONE BY THE CONTRACTOR The Village does hereby hire and contract with the Contractor to provide all the labor, equipment, materials and/or services described more thoroughly on Contract Exhibit A (the "Work") which is incorporated into the Contract by this reference. ARTICLE II - CONTRACT DOCUMENTS The following exhibits are attached hereto and incorporated herein by this reference: Contract Exhibit A — Description of the Work Contract Exhibit B — Schedule of Prices Contract Exhibit C — Performance and Payment Bond If any term or provision of this Contract shall conflict with any term or provision of the exhibits referenced above, the terms and provisions of the exhibit shall control. Mosquito Abaternerit Services Packet Pg. 116 V o II:> G...2020 .34 8.K.b ARTICLE III - CONTRACT AMOUNT The Village agrees to pay the Contractor for the proper and timely performance of the Work in strict accordance with this Contract as detailed in Contract Exhibit B (the "Schedule of Prices") Unless explicitly provided otherwise in this Contract, the detailed sums shall be the full and exclusive compensation owed to the Contractor for the Work; and Contractor may not seek additional payments from the Village. Escalation Written requests for price revisions after the first term shall be submitted at least ninety (90) calendar days in advance of the contract period. Requests must be based upon and include documentation of the actual change in the cost of the components involved in the contract and shall not include overhead, or profit and shall not exceed 1.75%. The Village of Buffalo Grove reserves the right to reject a proposed price increase and terminate the Contract. ARTICLE IV — APPLICATION FOR PAYMENT The Contractor shall be paid at most once a month and only after providing the Village the following: 1. An invoice detailing work performed. All payments under this Contract must be approved by the Village's Board at regularly scheduled meetings. The Village reserves the right to request any receipts, invoices, proof of payments as the Village, in its sole discretion, may deem necessary to justify the payment requested prior to paying the requested payment. The Contractor shall furnish with his final application for payment a Final Lien Waiver from itself and, if not already provided, from every subcontractor and materialman of the Work. The Contractor acknowledges that the Village is a unit of local government and that all payments under the Contract are subject to the Local Government Prompt Payment Act, 50 ILCS 505 et seq. To that extent, the Village shall have forty-five calendar (45) days from receipt of a bill or invoice to pay the same before it is considered late under the Contract. Interest, if any, charged for any late payments will be subject to the interest rate caps specified in the Prompt Payment Act. ARTICLE V — CONTRACT TIME Term. The Time of Performance of this Contract, unless terminated pursuant to the terms of this Contract, shall be for 36 months. The contract may be renewed upon mutual agreement by both parties for additional 24-month periods. At the end of any term the Village of Buffalo Grove reserves the right to extend this agreement for a period of up to ninety (90) calendar days for the purpose of securing a new agreement. For any year beyond the initial year, this Contract is contingent upon the appropriation of sufficient funds by the Village Board; no charges shall be assessed for failure of the Village to appropriate funds in future contract years. Mosquito Abaternent Services Packet Pg. 117 V o II:> G...2020...34 8.K.b ARTICLE VI — PERFORMANCE and PAYMENT BOND The Contractor shall provide the Village with a performance and payment bond in substantially the same form as on Contract Exhibit C (the "Performance and Payment Bond") prior to Contractor beginning any Work and within 10 calendar days of the Notice of Award sent to the Contractor. ARTICLE VII — ACCIDENT PREVENTION The Contractor shall exercise every precaution at all times to protect itself, the property of the Village and the property of others. The safety provision of all applicable laws and ordinances shall be strictly observed by the Contractor at all times. Any practice deemed hazardous or dangerous by the Director of Community Development or his authorized representatives shall be immediately discontinued by the Contractor upon receipt of instructions from the Director of Community Development or his authorized representatives. To the fullest extent permitted by law, the Contractor shall be solely responsible for all safety -related matters. ARTICLE VIII — INDEMNIFICATION To the fullest extent permitted by law, the Contractor agrees to defend, pay on behalf of, indemnify, and hold harmless the Village, its elected and appointed officials, agents, employees and volunteers and others working on behalf of the Village against any and all claims, demands, suits or loss, including all costs connected therewith, and for any damages which may be asserted, claimed or recovered against or from the Village, its elected and appointed officials, agents, employees and volunteers and others working on behalf of the Village, by reason of personal injury, including bodily injury and death, and/or property damage, whether damage to property of the Village or of a third party, including loss of use thereof, which arises out of or is in any way connected or associated with the Contract and the Work. Mosquito Abaternent Sevvices Packet Pg. 118 8.K.b V o II:> G...2020 .34 ARTICLE IX — CONTRACTORS INSURANCE Contractor shall procure and maintain, for the duration of the Contract and any maintenance period, 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 Contractor, 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: Contractor 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. C. Deductibles and Self -Insured Retentions Any deductibles or self -insured retentions must be declared to and approved by the Village. At the option of the Village, either: the insurer shall reduce or eliminate such deductibles or self -insured retentions as it respects the Village, its officials, agents, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigation, claim administration and defense expenses. Mosquito Abaternent Serve ces Packet Pg. 119 N a ll:> V"-i...2020...34 8.K.b D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages: a. The Village, its officials, agents, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officials, agents, employees and volunteers. 2. The Contractor's insurance coverage shall be primary and non-contributory as respects the Village, its officials, agents, employees and volunteers. Any insurance or self-insurance maintained by the Village, its officials, agents, employees and volunteers shall be excess of Contractor's insurance and shall not contribute with it. 3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officials, agents, employees and volunteers. 4. The Contractor's insurance shall contain a Severability of Interests/Cross Liability clause or language stating that Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5. If any commercial general liability insurance is being provided under an excess or umbrella liability policy that does not "follow form," then the Contractor shall be required to name the Village, its officials, employees, agents and volunteers as additional insureds 6. All general liability coverages shall be provided on an occurrence policy form. Claims -made general liability policies will not be accepted. 7. The contractor and all subcontractors hereby agree to waive any limitation as to the amount of contribution recoverable against them by the Village. This specifically includes any limitation imposed by any state statute, regulation, or case law including any Workers' Compensation Act provision that applies a limitation to the amount recoverable in contribution such as Kotecki v. Cyclops Welding E. All Coverages. 1. No Waiver. Under no circumstances shall the Village be deemed to have waived any of the insurance requirements of this Contract by any act or omission, including, but not limited to: a. Allowing work by Contractor or any subcontractor to start before receipt of Certificates of Insurance and Additional Insured Endorsements. b. Failure to examine, or to demand correction of any deficiency, of any Certificate of Insurance and Additional Insured Endorsement received. 2. Each insurance policy required shall have the Village expressly endorsed onto the policy as a Cancellation Notice Recipient. Should any of the policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. F. Acceptability of Insurers Insurance is to be placed with insurers with a Best's rating of no less than A-, VII and licensed to do business in the State of Illinois. Mosquito Abatement Sevvices Packet Pg. 120 8.K.b V o II:> G...2020...34 G. Verification of Coverage Contractor shall furnish the Village with certificates of insurance naming the Village, its officials, agents, employees, and volunteers as additional insured's and with original endorsements, affecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Village before any work commences. The Village reserves the right to request full certified copies of the insurance policies and endorsements. H. Subcontractors Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for subcontractors shall be subject to all of the requirements stated herein. I. Assumption of Liability The contractor assumes liability for all injury to or death of any person or persons including employees of the contractor, any subcontractor, any supplier or any other person and assumes liability for all damage to property sustained by any person or persons occasioned by or in any way arising out of any work performed pursuant to the Contract. Workers' Compensation and Employers' Liability Coverage The insurer shall agree to waive all rights of subrogation against the Village of Buffalo Grove, its officials, employees, agents and volunteers for losses arising from work performed by Contractor for the municipality. K. Failure to Comply In the event the Contractor fails to obtain or maintain any insurance coverage's required under this contract, The Village may purchase such insurance coverage's and charge the expense thereof to the Contractor. Mosquito Abaternent Sevv ces Packet Pg. 121 V o II:> G...2020..34 8.K.b ARTICLE X — CERTIFICATE OF AUTHORITY AND SURETY CERTIFICATE The Contractor shall furnish the Village with a current Certificate of Authority or Surety Certificate issued by the Illinois Department of Insurance for the bonding company and insurance company they are using. In lieu of a Certificate of Authority of Surety Certificate, the Contractor may provide certificate of good standing from the Illinois Department of Insurance's website. ARTICLE XI — COPYRIGHTS AND LICENSES The Contractor agrees that all documents of any kind whatsoever, and in whatever medium expressed, prepared by the Contractor and the Contractor's consultants in connection with the Work (collectively, the "Documents") or otherwise pursuant to this Contract and all rights therein (including trademarks, trade names, rights or use, copyrights and/or other proprietary rights) shall be and remain the sole property of the Village (regardless of whether the Village or the Contractor terminates this Contract for any reason whatsoever). The Contractor hereby agrees that the Documents are or shall be deemed to be "Works for Hire" within the meaning of Section 101 of the Copyright Act, and the Contractor hereby assigns to the Village all right, title and interest therein. Notwithstanding, the Contractor shall indemnify and hold harmless the Village, its appointed and elected officials, employees, agents and volunteers from and against all claims, damages, losses, and expenses (including attorneys' fees and court and arbitration costs) arising out of any infringement of patent rights or copyrights incident to the Documents and the Work. ARTICLE XII — NOTICE All notices, demands, requests, consents, approvals and other communications required or permitted to be given hereunder (a "Notice") shall be in writing and shall be deemed effective three (3) business days after mailing if mailed by certified mail with return receipt requested and immediately if served personally, and shall be addressed to the following: IF TO THE VILLAGE: Village of Buffalo Grove 50 Raupp Blvd Buffalo Grove, IL 60089 mreynolds@vbg.org ATTN: Director of Community Development WITH COPIES TO: Cc: pbranlcin@schainbanks.com Cc:brobinson@vbg.org IF TO THE CONTRACTOR: ATTN: Mosquito Abaternerit Sevvices Packet Pg. 122 8.K.b V o II:> G...2020...34 ARTICLE XIII — CHANGE ORDERS If the Village requests any change to the Work the Village shall do so by delivering Notice of the same to the Contractor and the change requested by the Village shall be effective upon receipt of the Notice by the Contractor. The Contractor may propose a change to the Work by delivering Notice of the proposed change along with a description of the changes full effect on the Work to the Village; provided, such requested change shall not be deemed accepted until the Village has delivered to the Contractor Notice of the same. Prior to approving a proposed change to the Work by the Contractor, the Village may request such additional documentation as it deems necessary to investigate the proposed change. The Contractor shall be responsible for informing all its employees and subcontractors of any changes to the Work, whether such change is requested by the Contractor or the Village. ARTICLE XIV — NOTICE OF STARTING WORK The Contractor shall provide Notice to the Village prior to the Contractor, or its employees or subcontractors, starting the Work or any phase of the Work. ARTICLE XV — SEQUENCE OF THE WORK The Director of Community Development shall have the power to direct the order and sequence of the Work. On any major portion of the Work, all accessories shall be set coincident with the main construction. Payment for major portions of the Work may be withheld until proper completion of accessories. ARTICLE XVI — SUPERVISION The Director of Community Development shall have override power to superintend and direct the Work, and the Contractor shall perform all of the Work herein specified to the satisfaction, approval and acceptance of the Director of Community Development. The Contractor shall have at all times a competent foreman or superintendent at the Work's site, who shall have full authority to act for the Contractor and to receive and execute orders from the Director of Community Development, and any instructions given to such superintendant or person, executing work for the Contractor, shall be binding on the Contractor as though it was personally given to the Contractor. ARTICLE XVII — STANDARD OF WORK AND WORKERS The Contractor shall employ competent staff and shall discharge, at the request of the Director of Community Development, any incompetent, unfaithful, abusive or disorderly workers in its employ. Where experts or skilled workers must be employed, only expert or skilled workers shall be employed. Mosquito Abaternerit Sevvices Packet Pg. 123 V o II:> G...2020...34 8.K.b ARTICLE XVIII — CONDITIONS OF THE WORK SITE The Contractor shall provide and maintain such sanitary accommodations for the use of its employees as may be necessary to comply with the State and local Board of Health requirements. Public nuisances will not be permitted. The Contractor shall leave said Work's site(s) in the best possible condition to the complete satisfaction of the Director of Community Development. No vehicles of any kind shall be placed, parked, or operated upon any grass areas at any time except as authorized by the Director of Community Development or his authorized representative. Further, the Contractor shall exercise every precaution for the protection of all persons and all property. The safety provisions of all -applicable laws and ordinances shall be strictly observed. Any practice hazardous in the opinion of the Director of Community Development or his authorized representatives shall be immediately discontinued by the Contractor upon his receipt of instructions from the Director of Community Development or his authorized representative. To the maximum extent permitted by law, the Contractor shall be responsible for all safety -related matters. ARTICLE XX — ACCIDENTS In the event of any accident of any kind that involves the general public or property of the Village or a third party, the Contractor shall immediately notify the Director of Community Development by phone as well as provide Notice of the same. The Notice shall include a full accounting of all details of the accident. The Contractor shall furnish the Village with copies of all reports of such accidents at the same time that the reports are forwarded to any other interested parties. ARTICLE XXI — NO ASSIGNMENT If the Contractor sublets or assigns any part of the Work then the Contractor shall not under any circumstances be relieved of its liabilities hereunder. All transactions of the Village shall be with the Contractor. Subcontractors shall be recognized only in the capacity of employees or workmen and shall be subject to the same requirements as to character and competence. The Contractor shall not assign, transfer, convey, sell or otherwise dispose of the whole or any part of this Contract to any person, firm or corporation without written consent of the Director of Community Development or his authorized representative. Mosquito Abaternerit Sevvices Packet Pg. 124 V o II:> G...2020...34 8.K.b ARTICLE XXII — DEFAULT The following shall constitute a default an "Event of Default" by the Contractor under this Contract A. If the Contractor shall fail to strictly observe or perform one or more of the terms, conditions, covenants and agreements of this Contract; B. If there shall be placed on any property owned by the Village any mechanics', materialmens' or suppliers' lien; C. If there shall be instituted any proceeding against the Contractor seeking liquidation, dissolution or similar relief and the same shall not be dismissed within forty-five (45) calendar days; D. If there shall be appointed any trustee, receiver or liquidator of the Contractor and such appointment shall not have been vacated within forty-five (45) calendar days; and E. If the Contractor fails to maintain or obtain any and all permits, licenses and the like, if any, required by the Village, State or Federal governments for the Work. Upon any Event of Default the Village shall have the option of (i) terminating the Contract; (ii) pursuing any remedy available to it at law or in equity; or (iii) pursuing both simultaneously. In addition, upon an Event of Default, the Village may withhold payments due to the Contractor until it has hired a replacement of the Contractor and deducted all costs of hiring a replacement. ARTICLE XXIII — DELAYS The Contractor shall not be liable in damages for delays in performance when such delay is the result of fire, flood, strike, acts of God, or by any other circumstances which are beyond the control of the Contractor; provided, however, under such circumstances the Village may, at its option, cancel the Contract. ARTICLE XXIV — COMPLIANCE WITH LAWS The Contractor shall comply with all applicable laws, regulations and rules promulgated by any federal, state, local, or other governmental authority or regulatory body pertaining to all aspects of the Work, now in effect, or which may become in effect during the performance of the Work. The scope of the laws, regulations, and rules referred to in this paragraph includes, but is in no way limited to, the Illinois Human Rights Act, Illinois Equal Pay Act of 2003, Occupational Safety & Health Act along with the standards and regulations promulgated pursuant thereto (including but not limited to those safety requirements involving work on elevated platforms), all forms of traffic regulations, public utility, Interstate and Intrastate Commerce Commission regulations, Workers' Compensation Laws, Public Construction Bond Act, Public Works Preference Act, Employment of Illinois Workers on Public Works Act, USA Security Act, federal Social Security Act (and any of its titles), and any other law, rule or regulation of the Illinois Department of Labor, Department of Transportation, Illinois Environmental Protection Act, Illinois Department of Natural Resources, Illinois Department of Human Rights, Human Rights Commission, EEOC, and the Village of Buffalo Grove. Notwithstanding the following, the Contractor shall particularly note that: A. NO DISCRIMINATION — The Contractor shall comply with the provisions of the Illinois Public Works Employment Discrimination Act and the Illinois Human Rights Act/Equal Opportunity Clause which, pursuant to Illinois law, are deemed to be part of this Contract. Mosquito Abaternerit Sevvices 10 Packet Pg. 125 8.K.b Null:>G...LOLO....34 B. FREEDOM OF INFORMATION - The Contractor agrees to furnish all documentation related to the Contract, the Work 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 the Village issues Notice of such request to the Contractor. The Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay all reasonable costs connected therewith (including, but not limited to 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 Contractor's actual or alleged violation of FOIA or the Contractor's failure to furnish all documentation related to a FOIA request within five (5) calendar days after Notice from the Village for the same. Furthermore, should the Contractor request that the Village utilize a lawful exemption under FOIA in relation to any FOIA request thereby denying that request, Contractor agrees to pay all costs connected therewith (such as attorneys' and witness fees, filing fees and any other expenses) to defend the denial of the request. This defense shall include, but not be limited to, any challenged or appealed denials of FOIA requests to either the Illinois Attorney General or a court of competent jurisdiction. C. ILLINOIS WORKERS ON PUBLIC WORKS ACT - To the extent applicable, the Contractor shall comply with the Illinois Workers on Public Works Act, 30 ILCS 570/1 et seq., and shall provide to the Village any supporting documentation necessary to show such compliance. D. NOT A BLOCKED PERSON - The Contractor affirms and covenants that neither the Contractor nor any individual employed by the Contractor for this Work or under this Contract is a person forbidden from doing business with a unit of local government under Executive Order No. 13224 (Sept 23, 2001), 66 Fed.Reg. 49,079 (Sept 23, 2001) or is a person registered on the Specially Designated Nationals and Blocked Persons List. The Contractor shall indemnify the Village from all costs associated with failure to comply with this paragraph. E. SUBSTANCE ABUSE PREVENTION ON PUBLIC WORKS ACT - The Contractor knows, understands and acknowledges its obligations under the Substance Abuse Prevention on Public Works Act (820 ILCS 265/1 et seq.), and shall comply and require all subcontractors and lower tiered contractors to comply with the requirements and provisions thereof ARTICLE XXV — NO WAIVER OF RIGHTS A waiver by the Village of any Event of Default or any term of provision of this Contract shall not be a waiver of the same Event of Default, another Event of Default or any other term or provision of this Contract. ARTICLE XXVI — CONTROLLING LAW AND VENUE This Contract is entered into in the State of Illinois, for work to be performed in the State of Illinois and shall be governed by and construed in accordance with the laws of the State of Illinois. Any legal matters or dispute shall be resolved in the Circuit Court of Cook County and the Parties hereby submit to the jurisdiction of such Circuit Court. This Contract shall be construed without regard to any presumption or other rule requiring construction against the Party causing the Contract to be drafted. Mosquito Abaternerit Sevvices 11 Packet Pg. 126 V o II:> G...2020...34 8.K.b ARTICLE XXVII — MISCELLANEOUS A. AMENDMENT — This Contract may be amended only in writing executed by both Parties. B. NO RECORDING —This Contract, or a memorandum thereof, may not be recorded in any form by either Party. If either Party records this Contract, or a memorandum thereof, they shall immediately file a release of the same. C. SECTION HEADINGS — The headings in the Contract are intended for convenience only and shall not be taken into consideration in any construction or interpretation of the Contract. D. NO THIRD PARTY BENEFICIARIES — This Contract does not confer any rights or benefits on any third party. E. BINDING EFFECT — This Contract shall be binding and inure to the benefit of the Parties hereto, their respective legal representatives, heirs and successors -in -interest. F. ENTIRE AGREEMENT — This Contract supersedes all prior agreements and understandings and constitutes the entire understanding between the Parties relating to the subject matter hereof. G. SEVERABILITY - If any term, condition or provision of the Contract is adjudicated invalid or unenforceable, the remainder of the Contract shall not be affected and shall remain in full force and effect, to the fullest extent permitted by law. H. TORT IMMUNITY DEFENSES - Nothing contained in this Contract is intended to constitute nor shall constitute a waiver of the rights, defenses, and immunities provided or available to the Village under the Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10 et seq. 1. CALENDAR DAYS AND TIME. Unless otherwise provided in this Contract, any reference in this Contract to "day" or "days" shall mean calendar days and not business days. If the date for giving of any notice required to be given, or the performance of any obligation, under this Contract falls on a Saturday, Sunday or federal holiday, then the notice or obligation may be given or performed on the next business day after that Saturday, Sunday or federal holiday. J. TERMINATION OF CONTRACT. The Contract may be terminated, in whole or in part, by either party if the other party substantially fails to fulfill its obligations under the Contract through no fault of the terminating party; or the Village may terminate the Contract, in whole or in part, for its convenience. However, no such termination may be effected unless the terminating party gives the other party: (1) not less than thirty (30) calendar days written notice by certified mail of intent to terminate, and (2) an opportunity for a meeting with the terminating party before termination. Mosquito Abaternerit Sevvices Packet Pg. 127 Voll:>G...LOLo....34 8.K.b K. COUNTERPARTS — This Contract may be executed by the Parties in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute an original instrument. IN WITNESS WHEREOF, the Parties hereto have caused the Contract to be executed as of the Effective Date. Village of Buffalo Grove, Company By: Name: Beverly Sussman Title: Village President Mosquito Abaternerit Sevvices By: Name: Title: IN Packet Pg. 128 Care t r,a III"i fl1 lit A. ,oTT�b � aa rii e 8.K.b Po III air°keIIE iir iii iir iir iir iirm� IIIMosquito l airi a� iirne u, hr°u cw 2021-2023 Service Agreernenillage of Btiffalo Cirove Part I. General Service A. Aerial Survey and Geographic Information System (GIS) Mapping B. Computer System and Record Keeping Database C. Public Relations and Educational Brochures D. Mosquito Hotline Citizen Response — citizens may report nuisance mosquitos at www.clarkeportal.com/hotline or 800-942-2555 E. Comprehensive Insurance Coverage naming the Village of Buffalo Grove additionally insured F. Program Consulting and Quality Control Staff G. Monthly Operational Reports, Periodic Advisories, and Annual Report H. Regulatory compliance on local, state, and federal levels Part II. Surveillance and Monitoring A. Floodwater Mosquito Migration Model: The use of weather data and computer model to predict the arrival of Aedes vexans brood (hatch) and peak annoyance periods. Clarke will contact the Village of Buffalo Grove representative and inform him of the impending brood arrival. Arbovirus Surveillance: Gravid Trap: Operation of one (1) traps to collect Culex mosquitoes. Mosquitoes will be collected, identified to species, and pooled for disease assay. Samples will be tested at Clarke's Biosafety Level 2 Laboratory (BSL2) utilizing RAMP or PCR technology. C. Clarke New Jersey Light Trap Network: Operation of one (1) trap within the Village of Buffalo Grove to monitor and evaluate adult mosquito activity. D. Stagnant Pool Survey by helicopter to determine larval development sites E. Weather Monitoring —Operational Forecasts Part III. Larval Control A. Targeted Mosquito Management System (TMMSTM) computer database and site management. B. Larval Site Monitoring: Twelve inspections 1. Three (3) complete inspections of up to 165 sites as outlined by most recent Clarke GIS Survey. 2. Six (6) targeted inspections of up to 55 breeding areas as determined by the Clarke Targeted Mosquito Management SystemT" 3. Three (3) targeted inspections of up to 50 known Culex spp. breeding areas as determined by the computerized Clarke Targeted Mosquito Management SystemT" 4. Swimming pool (stagnant) inspections of stagnant swimming pools found during aerial survey. 5. Inspections of sites reported by residents on the Mosquito Hotline/Portal. C. Prescription Larval Control treatments will be performed with Bacillus sphaericus, Bacillus thuringiensis israelensis - Bti, methoprene, temephos, and/or Natular° (Spinosad) mosquito larvicide as described in the following sections. 1. Larval Control: The program provides for up to 70 acres of multiple brood residual product with backpack or hand equipment. 2. Larval Control: The program provides for backpack pre -hatch treatments of up to five acres using a 30-day residual product. 3. Larval Control: The program provides for treatment of up to 30 neglected backyard swimming pools to be treated with 30-day residual product for control of mosquito larvae. Packet Pg. 129 Po III air°keIIE iir iii iir iir iir iirm� IIIMosquito M airi a� iirne u, hr°u cw 2021-2023 Service . reerr en 'iIIIIlage of Bu.xffalo Cirove M N 4. Helicopter Pre -hatch: Three (3) treatments using a 30 day residual product of up to 40 acres. 5. Helicopter Larval Control: Treatments using a single brood product of up to 40 acres for floodwater mosquito control. 6. Catch Basins: Three (3) treatments of up to 2,800 street side catch basins, storm drains, inlets and manholes using a sustained release insecticide for control of up to 30 days. 7. Catch Basins: Back Yard Catch Basins: One treatment of up to 280 backyard catch basins using an extended residual slow release insecticide for control of up to 150 days. Part IV. Adult Control will be performed with Duet or other pyrethroid mosquito adulticide as described in the following sections. A. Adulticiding in mosquito harborage areas: 1. Three (3) scheduled truck / ATV Ultra Low Volume (ULV) treatments using a pyrethroid insecticide for any community special events. B. Adulticiding in Residential Areas: 1. Four (4) community -wide truck ULV treatments of up to 122 miles of streets using Duet or other pyrethroid insecticide. C. Adulticiding Operational Procedures 1. Notification of community contact. 2. Weather limit monitoring and compliance. 3. Notification of residents on Clarke Prior Notification List. 4. ULV particle size evaluation. 5. Insecticide dosage and quality control analysis. Contract Exhibit B. Total 2021 Estimated Price ** $53,000.00 This agreement may be extended by mutual agreement of both parties for additional 24 month periods. The maximum increase, without additional services or changes or NPDES Permit fees, shall be 1.75% per annum. 0 Packet Pg. 130 S.K.b dZIHMp A �.,u Mosquito Control i kale di i ra ®ak ! ® � 3NTA y er Yq y P I�1 Il�.i Is 00 ® r �o Aptakisic Rd r tjajiSic L 0 II Route 5 ,,_ d,A ®° ® *0 ®® ® ® °® v t �rfieId-Pkvty ° ! °emu—"IP so q W Lake Cook Rd GIS CCon,,(-)r'%ir.irn E; lL' z Z u t. 21 � E' Ro4�e LU 4S z: 22 Half Day Rd n In � R 4 U p ni oil MQye °e®e cl ° hr.Y ®® %°� o� .:i CIY pIIII e W Dundee Rd.°� aW,_ d� (2 kdee Rd X._..J—.._..� ® ®i ® e. S:_ u N w rn rn � W Hintz Rd _ E Hintz Rd °c N W F c _ 0Rd'a 0.5 1 2 Miles z 0 G ' "§ w..� _i 2• as c m Z 9 W_Dundee Rd N ZE n s- Catch Basins • Village of Buffalo Grove • Other Organization Waterbody .......................... Waterway = Village Boundary Packet Pg. 131 Null:>G...LOLO....34 8.K.b CONTRACT EXHIBIT C- FORM OF PERFORMANCE AND PAYMENT BOND Bond Number: KNOW ALL MEN BY THESE PRESENTS, That (the "Principal') and (the "Surety"), are held and firmly bound unto the Village of Buffalo Grove, an Illinois home -rule unit of government (the "Village"), the full and just sum of Dollars ($ ) in lawful money of the UNITED STATES OF AMERICA as herein provided. THE CONDITION OF THIS OBLIGATION is such that the Principal and Surety agree to bind themselves, their successors, assigns, executors, heirs and administrators, jointly and severally, for the full and faithful performance of the Work as defined in that particular Mosquito Abatement Services contract between Principal and the Village dated _ day of , 20 , (hereinafter referred to as the "Contract"), a copy of which is attached and incorporated by reference as though fully set forth herein. NOW THE CONDITIONS OF THIS OBLIGATION ARE SUCH that if the said Principal (i) shall in all respects keep and perform all the undertakings, covenants, terms, conditions and agreements of the Contract; (ii) shall pay all sums of money due or to become due, for any labor, materials, apparatus, fixtures or equipment furnished for the Work provided in said Contract; and (iii) shall remove and replace any defects in workmanship or materials which may be apparent or may develop wi+l.�ARTICLE XIV WARRANTY -PERIOD f the met, then this obligation shall be null and void; otherwise it shall remain in full force and effect. And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract or the Work thereunder shall in any way affect its obligation on this Bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the Work. IN WITNESS WHEREOF, we have hereunto set our hands and sea day of , 20 SURETY By: Name: _ Title: ATTEST By: PRINCIPAL By: Name: Title: ATTEST By: NOTE: Date of Bond must not be prior to date of Contract. If Contractor is Partnership, all partners should execute Bond. IMPORTANT: Surety companies executing Bonds must appear on the Treasury Departments most current list (Circular 570 as amended) and be authorized to transact business in the state where the Work is located. Mosquito Abaternerit Sevvces 16 Packet Pg. 132 ORDINANCE 2020- 8.K.c AN ORDINANCE AUTHORIZING EXECUTION OF A CONTRACT WITH CLARKE ENVIRONMENTAL MOSQUITO MANGEMENT, INC., FOR MOSQUITO ABATEMENT SERVICES and WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; WHEREAS, the Village negotiated a contract for Mosquito abatement services. 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 execute a contract with Clarke Environmental Mosquito Management Inc., pending review and approval by the Village Attorney. 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 133 8.L Ordinance No. 0-2020-66 : Award of Bid Coarse Aggregate Material ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff recommends the Village Board authorize the Village Manager to execute a contract , pending review and approval by the Village Attorney, with the lowest responsive and responsible bidder, G&M Trucking., at an annual amount not to exceed $87,350.00. ATTACHMENTS: • coarse agg memo (DOCX) • Aggregate Bid Tab 2020 (PDF) • Aggregate Ordinance (DOCX) Trustee Liaison Pike Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/17/2020 10:20 AM Page 1 Packet Pg. 134 8.L.a )LLA.'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Coarse Aggregate Background In prior years staff would contact individual vendors to request three quotes for coarse aggregate materials each time the Village needed more product. In an effort to streamline the ordering process and reduce costs staff undertook a bid for three types of coarse aggregate (gravel). The Village led a Municipal Partnering Initiative bid in an effort to increase quantities and keep overall costs down. The results of the bid were an average of 1.25% decrease over 2018 costs. The material quantities in the bid are estimates only and it may be that the Village does not expend the requested funds based upon actual usage. Recommendation After a review of the bids, staff is recommending an award of bid to the lowest responsive and responsible bidder, GM Trucking., at an amount not to exceed $87,350 Packet Pg. 135 8.L.b Village of Buffalo Grove Public Works Department Coarse Aggregate Material Tabulation Bid: August 27,2020 G&M Trucking 8811 Kathy Ln DesPlaines, IL 60016 Vulcan Materials 100 E. Warrenville Rd # 100 Naperville, IL 60563 Bid Bond: Check Yes Signed Contract Statements: Yes Yes Acknowledged Addendum Yes Yes Qty. Buffalo Grove 300 CA-6 Aggregate $5,250.00 $5,307.00 ton $17.50 $17.69 3000 CA-11 Aggregate $72,000.00 $73,320.00 ton $24.00 $24.44 400 CA-16 Aggregate $10,100.00 $12,076.00 ton $25.25 $30.19 50 Topsoil No Bid No Bid CY Total Evanston 1500 CA-6 Aggregate $29,625.00 ton $19.75 50 CA-11 Aggregate $1,250.00 ton $25.00 30 CA-16 Aggregate $1,012.50 ton $33.75 1 50Topsoil No Bid Glencoe CA-6 Aggregate CA-11 Aggregate Glenview CA-7 Aggregate Topsoil Northfield CA-6 Aggregate CA-11 Aggregate Topsoil $4,050.00 $20.25 $5,100.00 $25.50 No Bid $30,225.00 $20.15 $1,255.00 $25.10 $975.00 $32.50 No Bid $4,730.00 $23.65 $5,900.00 $29.50 No Bid $96,600.00 $99,792.00 $23.00 $23.76 No Bid No Bid $7,700.00 $19.25 $6,125.00 $24.50 No Bid $10,300.00 $25.75 $8,062.50 $32.25 No Bid Packet Pg. 136 ORDINANCE 2020- 8.L.c AN ORDINANCE AUTHORIZING EXECUTION OF A CONTRACT WITH G&M TRUCKING., FOR AGGREGATE MATERIALS WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village released notifications and sought out companies qualified to provide the requested materials; and WHEREAS, the Village engaged in a competitive procurement process to obtain the best value for money. 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 execute a contract with G&M Trucking, pending review and approval by the Village Attorney at a price not to exceed $87,350 per year. 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 137 8.M Ordinance No. 0-2020-67 : Computer Purchase ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Staff requests that the Village Manager be authorized to purchase computers from Dell in an amount not to exceed $37,643.57. ATTACHMENTS: • Dell Memo (DOCX) • US_QUOTE_3000068460903.1 (PDF) • Computer Purchase Ordinance I (DOCX) Trustee Liaison Staff Contact Johnson Brett Robinson, Finance Monday, September 21, 2020 Updated: 9/17/2020 10:22 AM Page 1 Packet Pg. 138 8.M.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Annual PC refresh cycle Background Staff have made an attempt to regularly update computers such that the Village has fewer obsolete machines in inventory. Due to budget constraints staff is recommending the Village purchase only the number of computers required to replace older machines still running Microsoft Windows 7. The computers with both an expired warranty and running an older OS can be a source of security issues. Vendor Cost CDW $44,417.74 Dell $37,643.57 Paragon Micro $47,418.45 Recommendation Staff recommends that the Village Board authorize the Village Manager to order Dell Computers from Dell Marketing LLP in a total not to exceed amount of $37,643.57 Packet Pg. 139 A quote for your consideration. lased on yourbusiness `#following quote together to help with your purchr decision. Below is a detailed summary of the quote we've created to help you with your purchase decision. To proceed with this quote,may # # to this email, order online throughyour Premier 1page, or, # # • not Quote No. 3000068460903,1 „ii"OtWa $37,643.57 Customer # 59242738 Quoted On Sep, 08, 2020 Expires by Oct, 08, 2020 Sales Rep •Thomas Email Chris — De •� . �.,�� VILLAGE OF BUFFALO GRO] 50 .A BUFFALO Please contact your Dell sales representative if you have any questions or when you're ready to place an order Thank you for shopping with Dell! Regards, Christopher Thomas Additional Comments My direct desk phone number, 1 (512) 725-0629 ACCOUNTS PAYABLE Standard Delivery VILLAGE OF BUFFALO GROVE 50 RAPP BLVD BUFFALO GROVE, IL 60089 (847) 459-2500 Product � W ,x1 : t SFF MILK Dell Latitude 5400 Dell Latitude 5510 Unit Price Qty S u btota $632.60 ,301 $1,135.39 4 $4,541.51 $1,472.01 1 $1,472.0- a Packet P 14 CPage 1 g. w 8.M.b Subtotal: 7, a7 Shipping. Non -Taxable ou to $37,643.5 Taxable ouna Estimated axa Special lease pricing may be available for qualified customers. Please contact your DFS Sales Representative for details. y Q Packet P . 141 Page 2 _ "", , �;II I 4�,, r � ��, , �=11 �,,, 29, 8.M.b Shipping Group Details Shipping i i Method ACCOUNTS PAYABLE Standard Delivery VILLAGE OF BUFFALO GROVE 50 RAUPPBLVD BUFFALO GROVE, IL 60089 (47) 459-2500 City Subt® OptiPlex SFF MILK $632.60 50 $31,630. Estimated delivery if purchased today: Sep. 28, 2020 Contract # C000000181093 Customer Agreement # MHEC-07012015 Description SPCA Unit Price (sty Subto N OptiPlex 5070 SFF XCTO 210-ASDL - 50 s v L Intel (R) Core (TM) i5-9500 (6 Cores/9MB/6T/3.OGHz to 4.4GHz/65W) 338-BRSY - 50 a. Win 10 Pro 64 English, French, Spanish 619-AHKN - 50 L No Microsoft Office License Included — 30 day Trial Offer Only 658-BCSB - 50 Q E 0 8GB (1x8GB) DDR4 non-ECC Memory 370-AEBK - 50 U M.2 256GB PCIe NVMe Class 35 Solid State Drive 400-BEUP - 50 0 M.2 22x30 Thermal Pad 412- QT - 50 0 N M2X3.5 Screw for SSD/DDPE 773-BBBC - 50 O No Additional Hard Drive 401 -AANH - 50 7 0 Intel Integrated Graphics, Dell OptiPlex 490-BBFG - 50 c OptiPlex 5070 Small Form Factor (Bronze) 329-BEIQ - 50 m co ODD Bezel, Small Form Factor 325-BCXP - 50 c 8x DVD+/-RW 9.5mm Optical Disk Drive 429-ABFH - 50 0 �I W CMS Essentials DVD no Media 658-BBTV - 50 O No Media Card Reader 379-BBHM - 50 CJ System Power Cord (Philipine/TH/US) 450-AAOJ - 50 I Chassis Intrusion Switch - SFF 461-AAEE - 50 c m No Wireless LAN Gard 555-BBFG - 50 s v No Wireless Driver 340-AFMO - 50 r Q No Stand Option 575-BBBI - 50 No Additional Cable Requested 379-BBCY - 50 No PCIe add -in card 492-BBFF - 50 No Keyboard Selected 580-AABG - 50 No mouse selected on your system 570- F - 50 No Cable Cover 325-BCZQ - 50 SupportAssist 525-BBCL - 50 Dell(TM) Digital Delivery Cirrus Client 640-BBLW - 50 Dell Client System Update (Updates latest Dell Recommended BIOS, 658-BBMR 50 Drivers, Firmware and Apps) Waves Maxx Audio 658-BBRB - 50 Packet P . 142 Page 3 _ i �, =11 ,' ,,, 29' .,n��I w 8.M.b Software for OptiPlex Systems 658-BEGP - 50 Dell SupportAssist OS Recovery Tool 658-BEOK - 50 No Media 620- OH - 50 ENERGY STAR Qualified 387-BBLW - 50 SERI Guide (ENG/FR/Multi) 340-AGIK - 50 Dell Watchdog Timer 379-BDLB - 50 Quick Setup Guide 5070 Small Form Factor 340-CMGC - 50 US Order 332-1286 - 50 No UPC Label 389-BCGW - 50 Trusted Platform Module (Discrete TPM Enabled) 329-BBJL - 50 Ship Material for OptiPlex Small Form Factor 340-CDWZ - 50 Shipping Label for DAO 389-BBUU - 50 No CompuTrace 461-AABF - 50 No Hard Drive Bracket, Dell OptiPlex 575-BBKX - 50 SFF: EPA Regulatory LBL for Mexico 389-DQIU - 50 No Intel Responsive 551-BBBJ - 50 Intel(R) Core(TM) i5 Processor Label 340-CKVN - 50 Desktop BTO Standard shipment 800-BBIO - 50 No Anti -Virus Software 650- M - 50 Not selected in this configuration 817-BBBC - 50 Optional HDMI 2.Ob Video Port for SFF 382-BBFV - 50 No Dell Backup and Recovery software 637- M - 50 Intel Standard Manageability 631-ACDE - 50 No AutoPilot 340-CKSZ - 50 Custom Configuration 817-BBBB - 50 No Optane 400-BFPO - 50 No Additional Add In Cards 382-BBHX - 50 No External ODD 429-ABGY - 50 Dell Limited Hardware Warranty Plus Service 804-9043 - 50 Onsite/In-Home Service After Remote Diagnosis 3 Years 804-9044 - 50 Qty Dell Latitude 54 $1,135.39 Estimated delivery if purchased today: Sep. 16, 2020 Contract # COOO000181093 Customer Agreement # MHEC-07012015 Description SKID Unit Price Qty Latitude 5400 BTX Base 210-ARXJ - 4 I5-8365U Processor 379-BDLC - 4 Win 10 Pro 64 English, French, Spanish 619-AHKN - 4 No Productivity Software 630-AAPK - 4 Intel Core i5-8365U Processor with Integrated Intel UHD 620 Graphics 338-BRMF - 4 Intel vPro Technology Enabled 631-ACBI - 4 c m E s Subto cva .r $4,541. Q Packet P 14 CP e 4 ,FI I�'P,;r r� I_F= i� ;ll 4� , r i �, =11 ,,, �i'� °r,J g . w 8.M.b 8GB, 1x8GB, DDR4 Non-ECC 370-AECX - 4 M.2 256GB PCIe NVMe Class 35 Solid State Drive 400-BDXG - 4 14" FHD WVA(1920x1080) Anti -Glare w/ Embedded Touch, IR Cam & 391-BEJI 4 Mic, WLANAIVWAN Capable,Privacy Shutter Dual Pointing, Contacted SmartCard Reader, Displayport over Type-C 346-BFJQ - 4 Dual Pointing US English Backlit Keyboard 583-BFKP - 4 driver for Intel® Dual Band Wireless AC 9560 (802.11ac) 2x2 + 555-BEUN 4 Bluetooth 5.0 Intel Dual Band Wireless AC 9560 (802.11ac) 2x2, Bluetooth 5.0 555-BEDV - 4 No Mobile Broadband Card 556-BBCD - 4 4 Cell 68Whr ExpressChargeTM Capable Battery 451-BCIP - 4 65W AC Adapter, 7.4mm Barrel 492-BBXF - 4 No Anti -Virus Software 650-AAAM - 4 OS -Windows Media Not Included 620-AALW - 4 E5 US Power Cord 450-AAEJ - 4 Latitude 5400 Quick Start Guide 340-CLYF - 4 US Order 332-1286 - 4 SERI Guide (ENG/FR/Multi) 340-AGIK - 4 Fixed Hardware Configuration 998-DNGL - 4 Regulatory Label, FCC 389-DPGZ - 4 SupportAssist 525-BBCL - 4 Dell(TM) Digital Delivery Cirrus Client 640-BBLW - 4 Dell Client System Update (Updates latest Dell Recommended BIOS, 658-BBMR 4 Drivers, Firmware and Apps) Waves Maxx Audio 658-BBRB - 4 Dell Developed Recovery Environment 658-BCUV - 4 Dell Power Manager 658-BDVK - 4 Dell Latitude 5400 SRV 658-BEGG - 4 Direct Ship Info 340-AAPP - 4 Smart Select MIN SHIP (DAO/BCC) 340-CMDY - 4 8th Gen Intel Core i5 vPro processor label 389-CGJO - 4 No Option Included 340-ACQQ - 4 No Mouse 570-AADK - 4 No Resource DVD / USB 430-XXYG - 4 ENERGY STAR Qualified 387-BBNO - 4 BTS/BTP Smart Selection Shipment (VS) 800-BBOH - 4 EAN label 389-BKKL - 4 No Removable CD/DVD Drive 429-AATO - 4 Latitude 5400 bottom door 321-BEKW - 4 No AutoPilot 340-CKSZ - 4 Dell Limited Hardware Warranty Extended Year(s) 975-3461 - 4 Dell Limited Hardware Warranty 997-8317 - 4 Onsite/In-Home Service After Remote Diagnosis, 1 Year 997-8328 - 4 Q Packet P . 144 �Page ,II I�'P,;r r� I_1 ;II 4�,, r �, =11 ,,, 29' .,n��I w 8.M.b Onsite/In-Home Service After Remote Diagnosis, 2 Year Extended 997-8332 - 4 Qty Dell Latitude 5510 $1,472.01 1 Estimated delivery if purchased today: Oct. 05, 2020 Contract # C000000181093 Customer Agreement # MHEC-07012015 Descriptions SKID Unit Price Qty Latitude 5510 BTX Base 210-AVCS - 1 10th Generation Intel@ Core TM i7-10610U (4 Core, 8M cache, base 379-BDVJ 1 1.8GHz, up to 4.9GHz, vPro) Win 10 Pro 64 English, French, Spanish 619-AHKN - 1 No Microsoft Office License Included — 30 day Trial Offer Only 658-BCSB - 1 Intel UHD Graphics 620 with Thunderbolt for i7-10610U 338-BUSG - 1 Intel vPro Active Management Technology (for vPro CPU, vPro 631-ACKU 1 Capable) 16GB,1x16GB, DDR4 Nan-ECC 370-AFEE - 1 M.2 512G PCIe NVMe Class 35 2230 Solid State Drive 400-BIJU - 1 LCD back cover for Latitude 5510/5511, WLAN Capable, Aluminum 320-BDRB - 1 RGB Cam/Mic Bezel with Dell Privacy Shutter 325-BDQZ - 1 15.6" FHD WVA (1920 X 1080) Anti -Glare Non -touch, 300nits 391-BEZU - 1 Dual Pointing with Fingerprint, SmartCard Reader, Thunderbolt, 346-BGGQ 1 Aluminum Dual Pointing Backlit US English Keyboard 583-BFBO - 1 Wireless Intel AX201 WLAN Driver 555-BFRG - 1 Intel Dual Band Wi-Fi 6 AX201 2x2 802.11ax 160MHz + Bluetooth 5.1 555-BFNI - 1 No Mobile Broadband Card 556-BBCD - 1 4 Cell 68Whr ExpressCharge Capable Battery 451-BCKB - 1 E5 65W 7.4mm Lot 6 PCR EPEAT, Liteon 492-BC - 1 No Anti -Virus Software 650-AAAM - 1 OS -Windows Media Not Included 620-AALW - 1 E5 US Power Cord 450-AAEJ - 1 5510 Quick Start Guide for Windows 10, Ubuntu 340-CPPF - 1 US Order 332-1286 - 1 SERI Guide (ENG/FR/Multi) 340-AGIK - 1 Fixed Hardware Configuration 998-EBVX - 1 Regulatory Information 389-DOVH - 1 SupportAssist 525-BBCL - 1 Dell(TM) Digital Delivery Cirrus Client 640-BBLW - 1 Dell Client System Update (Updates latest Dell Recommended BIOS, 658-BBMR 1 Drivers, Firmware and Apps) Waves Maxx Audio 658-BBRB - 1 Dell Power Manager 658-BDVK - 1 Dell SupportAssist OS Recovery Tool 658-BEOK - 1 Dell Optimizer 658-BEOP - 1 Is y Q Packet P 14 CPage 6 ,II I�'P,;r r� I_1 ;II 4� ,r i �, =11 ,,, �i'� .,n��I g. w 8.M.b Dell Latitude 5510 SRV 658-BESB - 1 Direct Ship Info 340-AAPP - 1 Smart Select MIN SHIP (DAO/BCC) 340-CQGD - 1 Intel Core i7 Label for vPro 340-CPOZ - 1 No Option Included 340-ACQQ - 1 No Mouse 570-AADK - 1 No Resource DVD / USB 430-XXYG - 1 ENERGY STAR Qualified 387-BBNO - 1 Smart Selection Shipment (S) 800-BBQI - 1 EAN label 389-BKKL - 1 No Removable CD/DVD Drive 429-AATO - 1 Latitude 5510 Bottom Door, Aluminum 321-BFIY - 1 No AutoPilot 340-CKSZ - 1 EPEAT 2018 Registered (Gold) 379-BDZB - 1 Dell Limited Hardware Warranty Extended Year(s) 975-3461 - 1 Dell Limited Hardware Warranty 997-8317 - 1 Onsite/In-Home Service After Remote Diagnosis, 1 Year 997-8328 - 1 Onsite/In-Home Service After Remote Diagnosis, 2 Year Extended 997-8332 - 1 E 0 U n 0 7,64o $0.1 $0.1 $37,643.1 0 m 00 0 co 0 0 0 0 M W H O M a C d E s �a .r y Q Packet P 14 C age ,II I �'P,;r r� I_1 ;II 4� , r �, =11 ,,, 29' .,n��I g . w MMINTIMM101 =I- ITIMM In r- This Quote will, if Customer issues a purchase order for the quoted items that is accepted by Supplier, constitute a contract between the entity issuing this Quote ("Supplier") and the entity to whom this Quote was issued ("Customer"). Unless otherwise stated herein, pricing is valid for thirty days from the date of this Quote. All product, pricing and other information is based on the latest information available and is subject to change. Supplier reserves the right to cancel this Quote and Customer purchase orders arising from pricing errors. Taxes and/or freight charg( listed on this Quote are only estimates. The final amounts shall be stated on the relevant invoice. Additional freight charges will be applied if Customer requests expedited shipping. Please indicate any tax exemption status on your purchase order and send your tax exemption certificate to Fax Depaildell.corin or AIR:Sales Fax@eil coni as applicable. Governing Terms: This Quote is subject to: (a) a separate written agreement between Customer or Customer's affiliate and Supplier or a Supplier's affiliate to the extent that it expressly applies to the products and/or services in this Quote or, to the extent there is no such agreement, to the applicable set of Dell's Terms of Sale (available at www.dell.com/terms corn/terms or www. dell. corin/ciern[eril or for cloud/as-a-Servic offerings, the applicable cloud terms of service (identified on the Offer Specific Terms referenced below); and (b) the terms referenced herein (collectively, the "Governing Terms"). Different Governing Terms may apply to different products and services on this Quote. The Governing Terms apply to the exclusion of all terms and conditions incorporated in or referred to in any documentation submitted by Customer to Suppliei Supplier Software Licenses and Services Descriptions: Customer's use of any Supplier software is subject to the license terms accompanying the software, or in the absence of accompanying terms, the applicable terms posted on www.lDell.com/ei.ala. Descriptions and terms for Supplier -branded standard services are stated at wvvw.dcAl.(.:;(.:)rri/sei-vi(..,,econLracts/glf,)Ioal or for certain infrastructure products at www.delleirric.corn/ein us/cui,.;tomeirs services/producl: warranty and service descripl:ions.hlil Offer -Specific, Third Party and Program Specific Terms: Customer's use of third -party software is subject to the license terms that accompany the software. Certain Supplier -branded and third -party products and services listed on this Quote are subject to additional, specific terms stated on www.dell.corrr/offedngslcecificterims ("Offer Specific Terms"). In case of Resale only: Should Customer procure any products or services for resale, whether on standalone basis or as part of a solution, Customer shall include the applicable software license terms, services terms, and/or offer -specific terms in a written agreement with the end-w and provide written evidence of doing so upon receipt of request from Supplier. In case of Financing only: If Customer intends to enter into a financing arrangement ("Financing Agreement") for the products and/or service on this Quote with Dell Financial Services LLC or other funding source pre -approved by Supplier ("FS"), Customer may issue its purchase orck Supplier or to FS. If issued to FS, Supplier will fulfill and invoice FS upon confirmation that: (a) FS intends to enter into a Financing Agreement with Customer for this order; and (b) FS agrees to procure these items from Supplier. Notwithstanding the Financing Agreement, Customer's u (and Customer's resale of and the end -user's use) of these items in the order is subject to the applicable governing agreement between Customer and Supplier, except that title shall transfer from Supplier to FS instead of to Customer. If FS notifies Supplier after shipment that Customer is no longer pursuing a Financing Agreement for these items, or if Customer fails to enter into such Financing Agreement within 120 days after shipment by Supplier, Customer shall promptly pay the Supplier invoice amounts directly to Supplier. Customer represents that this transaction does not involve: (a) use of U.S. Government funds; (b) use by or resale to the U.S. Government; or maintenance and support of the product(s) listed in this document within classified spaces. Customer further represents that this transaction d( not require Supplier's compliance with any statute, regulation or information technology standard applicable to a U.S. Government procuremer For certain products shipped to end users in California, a State Environmental Fee will be applied to Customer's invoice. Supplier encourages customers to dispose of electronic equipment properly. Electronically linked terms and descriptions are available in hard copy upon request. ADell Business Credit (DISC): OFFER VARIES BY CREDITWORTHINESS AS DETERMINED BY LENDER. Offered by WebBank to Small and Medium Business customer: with approved credit. Taxes, shipping and other charges are extra and vary. Minimum monthly payments are the greater of $15 or 3% of accolL balance. Dell Business Credit is not offered to government or public entities, or business entities located and organized outside of the United States. 1111711 Ili IMIN MY IN 11111 s ) ................ Packet Pg. 147 �Page 8 129, ORDINANCE 2020- 8.M.c AN ORDINANCE AUTHORIZING PURCHASE OF COMPUTERS FROM DELL WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village sought out companies qualified to provide the requested services and materials; and WHEREAS, the Village engaged in a competitive procurement process to obtain the best value for money. 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 purchase computers from Dell, at a price not to exceed $37,643.57 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 2020 APPROVED: Beverly Sussman, Village President Packet Pg. 148 8.N Ordinance No. 0-2020-68 : Vehicle Repair ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Staff requests the Village Board authorize the Village Manager to expend $29,312.69 with a contingency in the amount of $5,862.31 with Fire Service Inc. ATTACHMENTS: • Buffalo Grove Fd Accident Damage T 235 (PDF) • 235 Repair Ordinance (DOCX) Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/17/2020 10:23 AM Page 1 Packet Pg. 149 8.N.a Fire Service Inc. -IL Service Estimate Buffalo Grove, Village of M - • 09/14/20 2010 ` • • - 51 Raupp Blvd ' .. 6:08 AM Ferrara • • . • Platform Buffalo Grove, IL 60089 ' • • Tom T • • H-4107 • - 847-459-2513 -Garage . IL T-235 • 847-537-0995 1F9508330911140612 847-537-7370 • D . • 10,570 ' . • 1 of 2 .• Description 1. Disassemble rear of body to check for body damage. Line Total 2700.00 LO M N 2. Fabricate new body frame. Line Total 4532.40 v P L Part Number Description OTY Each Total F- AAA-ALU-TUBE-2 2" Alum Square Tubing 40 5.31 212.40 y c3 3. Fabricate new rear body sheet covering. Line Total 3343.45 J O Part Number Description N AAA-ALU-SHEET1/8 1/8" Alum Sheet (per ft) 80 5.09 407.20 Q O 4. Repair electrical junction box for aerial power. Line Total 5675.62 co Part Number Description QTY Each Total N LAD-0460,202-16141 Size 16-18 Pin 200 0.92 184.00 C N LAD-0460-215-16141 Size 14-16 Pin 200 0.89 178.00 O' 0 LAD-0462-201-16141 Size 16-18 Socket 200 0.75 150.00 LAD-0462-209-16141 Size 14-16 Socket 200 1.26 252.00 Ln LAD- 1 14017-ZZ Sealing Plug 200 0.31 62.00 N LAD-HDP24-24-31PT Receptacle Connector 7 24.15 169.05 LAD-HDP26-24-31ST PLUG 7 26.51 185.57 5. Fabricate step for left side of turntable. Line Total d 5567.20 E Part Number Description QTY Each Total ALRO-28201301 1/8" FTQ Alum Dmd Pit 68 10.40 707.20 ++ C d 6. Replace all DOT lighting. Line Total 1141.65 Q Part Number Description OTY Each Total ILL NAP-35001 R Red Marker LIGHT 5 12.33 61.65 tv O ,L^ V 7 Repair ROM roll up door. Line Total 1598.07 O Ta Part Number Description QTY Each Total ROM-R00054 Lift Bar Assy 1 37.13 37.13 m ROM-R00240 Series III Rplcmnt Track 1 189.29 189.29 }; ROM-R00240 Series III Rplcmnt Track 1 189.29 189.29 ROM-RO4074 Door Switch 1 102.36 102.36 E s V t0 9545 N. Industrial Dr. I St. John, IN 46373 219-365-7157 1 Fax 219-365-8572 1 www.fireserviceine.com 2% Interest Per Month On All Past Due Account Over 30 Days Old, Plus Any Legal Fee Due To Legal Action. Q $23,091.25 $3,421.44 $2,500.00 $300.00 $29,312.69 $0.00 Packet Pg. 150 Fire Service Inc. -IL 8.N.a Service Estimate LV IV Ferrara Platform H-4107 T-235 8. Reinstall warning lights on rear body. Line Total 810.00 9. Install Chevron on rear body. Line Total 2500.00 Strye's Plus and More 10. Install new rub rail. Line Total 1144.30 EONE-555641 Rubrail W/Grip Surf 10 33.43 334.30 9545 N. Industrial Dr. I St. John, IN 46373 219-365-7157 1 Fax 219-365-8572 1 www.fireserviceine.com 2% Interest Per Month On All Past Due Account Over 30 Days Old, $23,091.25 Plus Any Legal Fee Due To Legal Action. $3,421.44 .y- $2,500.00 • • - $300.00 • • . $29,312.69 $0.00 LO M N U P L L d J 0 N i Q O O O N O N O LO M N t— d C d U v a U- 0 ,L^ V _0 m t V Q Packet Pg. 151 ORDINANCE 2020- 8.N.b A ORDINANCE AUTHORIZING THE REPAIR OF UNIT 235 TO BE PERFORMED BY FIRE SERVICE INC. and WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; WHEREAS, the Village of Buffalo requires repairs be made to critical fire apparatus; and WHEREAS, Fire Service Inc., is the closest authorized repair shop. 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 Board hereby authorizes The Village Manager to expend $29,312.69 to effect repairs to Unit #235. As this expense is based upon an estimate and further damage may be found once repairs are begun, staff is also requesting the Village Manager control a contingency in the amount of $5,862.31, for a total not to exceed amount of $35,175.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 152 8.0 Ordinance No. 0-2020-69 : Panasonic Toughbook Purchases for Fire Department Computer Aided Dispatch System. ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Staff recommends that the Village Board authorize the Village Manager to order Panasonic Toughbooks through the State of Illinois Central Management Services contract CMS701124A in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $73,035.00 ATTACHMENTS: • Toughbook Memo (DOCX) • Quote 487460 - 14 x FZ-55's (PDF) • Computer Joint Purchase Ordinance (DOCX) Trustee Liaison Johnson Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/17/2020 8:02 AM Page 1 Packet Pg. 153 8.O.a )LLA.'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Toughbook Purchase for CAD Background With the implementation of a new computer aided dispatch (CAD) system through Northwest Central Dispatch new mobile computers are required to be installed in the Fire fleet. In an effort to standardize equipment, it is recommended that the Fire Department purchase and install the same computer and cellular router equipment that the Police Department has installed in their vehicles. The purchase is recommended to be made through the State of Illinois joint Purchasing contract CMS701124A. Recommendation Staff recommends that the Village Board authorize the Village Manager to order Panasonic Toughbooks through the State of Illinois Central Management Services contract CMS701124A in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $73,035.00 Packet Pg. 154 Customer Buffalo Grove Fire Department (BG2868) Skibbe, Michael 1051 Highland Grove Drive Buffalo Grove, IL 60089 United States (P) 847-537-0995 x209 Customer PO: Special Instructions: CDS Office Technologies 1271 HAMILTON PARKWAY Itasca, Illinois 60143 United States (P) 630-625-4519 (F) 630-305-9876 Bill To Buffalo Grove Fire Department Accounts, Payable 1051 Highland Grove Drive Buffalo Grove, IL 60089 United States State of Illinois Master Contract CMS5848520 1 Panasonic Toughbook FZ-55 Semi Rugged Date Sep 09, 2020 09:21 AM CDT Modified Date Sep 09, 2020 09:30 AM C DT Doc # 487460 - rev 1 of 1 Description 14 x FZ-55C8601VM-PS, 1104073 MP70's Sales Rep Gottlieb, Mark (P) 630-625-4519 (F) 630-305-9876 Customer Contact Skibbe, Michael MSkibbe@vbg.org Ship To Buffalo Grove Fire Department Robinson, Brett 1051 Highland Grove Drive Buffalo Grove, IL 60089 United States (P) 847-459-2500 brobinson@vbg.org Terms: Undefined Panasonic Toughbook 55 Win10 Pro, Intel Core i7-8665U 1.9GHz, vPro, 14.0" FHD 1000 nit Gloved Multi Touch, 512GB SSD, 8GB, Intel Wi-Fi, Bluetooth, TPM 2.0, Infrared Webcam, Emissive Backlit Keyboard, Flat Panasonic Protection Plus Accidental damage coverage - parts and labor - 5 years - for Toughbook Panasonic Deployment Services Toughbook & Toughpad Premier Installation / configuration - 5 years (years: 1st - 5th) Panasonic Hard Drive Warranty Extended service agreement - no drive return (for 512 GB SSD drive) - 5 years Bundle Subtotal Accessories 2 8GB RAM for FZ-55 Mkl Vehicle Docking Station & Power Supply 3 Havis- CF-54/FZ-55 Docking Station Toughbook Certified Docking Station with Power Supply and 2 x fully -powered USB 3.0, 1 x RJ45 Ethernet, 1 x serial DB9, 1 x VGA & 1 x HDMI Security Software 4 Absolute Data & Device Security (DDS) Professional Subscription license (5 years) - academic, local, state - Win Sierra Wireless MP70 FZ-55C8601VM Ship Via: Best Way Carrier Account #: 1 CF-SVCLTNFSY 1 CF-SVCPDEPSY 1 CF-SVC512SSD5Y 1 14 $3,260.00 $45,640.00 FZ-BAZ1908 14 $125.00 $1,750.00 HA-55LVDOL 14 $716.00 $10,024.00 CF- 14 $85.00 $1,190.00 SVCADDSPREDSY z; Packet Pg. 155 5 AirLink MP70 + WiFi- LTE-A Pro - NA - DC Cable Band 14 FirstNet Ready Includes 1 Year of AirLink Complete (ALMS management and Sierra tier 1 support) Vehicle Antenna 6 Cell/Cell/WiFi/WiFi/WiFi/GPS Antenna Black- SMA Connectors - Threaded Bolt Mount 1104073 14 $800.00 $11,200.00 AP-CCWWWG-Q- 14 $229.00 $3,206.00 5222222-RP345- BL Subtotal: $73,010.00 Tax (9.750%): $0.00 Shipping: $25.00 Total: $73,035.00 C DS Office Technologies disclaims any responsibility for product information and products described on this site. Some product information may be confusing without additional explanation. All product information, including prices, features, and availability, is subject to change without notice. Applicable taxes & shipping may be added to the final order. All returns must be accompanied by original invoice and authorized RMA number within 30 days of invoice date and are subject to a 15% restocking fee. Due to manufacturers restrictions, Panasonic items are not eligible for return. Late fees may apply to payments past 30 days from invoice date. Please contact your sales representative if you have any questions. Packet Pg. 156 ORDINANCE 2020- 8.O.c AN ORDINANCE AUTHORIZING PURCHASE OF COMPUTERS FROM CDS OFFICE TECHNOLOGIES WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village of Buffalo Grove Fire Department requires new vehicle mounted computers for the computer aided dispatch system; and WHEREAS, the Village will make this purchase in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.). 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 purchase computers from CS Office Technologies, through the State of Illinois Central Management Services contract CMS701124A, at a price not to exceed $94,650.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 157 8.P Ordinance No. 0-2020-70 : Ciorba IICP Engineering & Field Services ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends approval of a 5-year contract with the Ciorba Group in accordance with the attached documents. SUMMARY: The Metropolitan Water Reclamation District of Greater Chicago has established requirements for the Inflow/Infiltration Control Program (IICP.) Staff requests authorization to execute an agreement with Ciorba Group at a price not to exceed $244,827.60 over the next 5 years, subject to review and approval of the agreement by the Village Attorney. ATTACHMENTS: • Ciorba Memo (DOCX) • Ciorba Ordinance (DOCX) • Professional Service Contract 2020 - Ciorba (PDF) Trustee Liaison Staff Contact Stein Kyle Johnson, Engineering Monday, September 21, 2020 Updated: 9/17/2020 10:24 AM Page 1 Packet Pg. 158 8.P.a VILLAC'E OF BUFFALO CROVE' MEMORANDUM DATE: September 16, 2020 TO: Jenny Maltas, Deputy Village Manager FROM: Kyle Johnson, Civil Engineer II SUBJECT: Ciorba Group MWRD Annual Compliance and Documentation All separate sanitary sewer systems in Cook County require execution of their Long Term Operation and Maintenance Program (LTOMP). The progress of this work is tracked through an annual permit process for the Metropolitan Water Reclamation District (MWRD). Parts of that documentation and permitting include, but are not limited to: • Assisting in risk assessment and emergency program development • Review annual map updates for completeness • Annual operational review of lift stations • Basin system capacity evaluation updates • Smoke testing / dye water testing / flow metering in problem areas • Review of Village's annual rehabilitation program • Research of funding opportunities • Review of ordinance changes from a technical standpoint Ciorba Group, Inc. is heavily involved in the design and operation of the Village's sanitary sewer system in Cook County already; completing several studies and designs for the area. Their skill set and understanding of our system align well with the program obligations of MWRD. Based upon the scope of work the total value of this contract is a not to exceed amount of $244,827.60 over the next five years. That averages approximately $49,000.00 per year, which is in general alignment with our Capital Improvement Planning for that same period. Staff recommends approval of the Ciorba Group, Inc. contract. Packet Pg. 159 ORDINANCE 2020- 8.P.b AN ORDINANCE AUTHORIZING AN ENGINEERING SERVICES AGREEMENT WITH CIORBA GROUP, INC. 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 Services Agreement with Ciorba Group, Inc. for Metropolitan Water Reclamation District (MWRD) Annual Compliance and Documentation, 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 Services Agreement with Ciorba Group, Inc. for Metropolitan Water Reclamation District (MWRD) Annual Compliance and Documentation at a price not to exceed $244,827.60 over the next five years. 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 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 160 8.P.c VILLAGE OF BUFFALO GROVE PROFESSIONAL SERVICES AGREEMENT ENGINEERING SERVICES THIS AGREEMENT is dated as of the 21s' day of September 2020 ("Agreement") and is by and between the VILLAGE OF BUFFALO GROVE, an Illinois home rule municipal corporation ("Village') and the Firm identified in Subsection 1Abelow. 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. FIRM. A. Engagement of Firm. The Village desires to engage the Firm Identified below to provide all necessary professional engineering services and to perform the work in connection with the project identified below: Ciorba Group Address: 8715 W. Higgins Road, Suite 600 Attn: Tony Wolff Phone: 773-775-4009 Email: twolff@ciorba.com B. Project Description. The Firm shall provide Engineering Services for the Village of Buffalo Grove as detailed in the attached Scope of Service Exhibit A. C. Representations of Firm. The Firm has submitted to the Village a description of the services to be provided by the Firm, a copy of which is attached as Exhibit A to this Agreement ("Services"). The Firm represents that it is financially solvent, has the necessary financial resources, and is sufficiently experienced and competent to perform and complete the professional services set forth in Exhibit A. Packet Pg. 161 8.P.c SECTION 2. SCOPE OF SERVICES. A. Retention of the Firm. The Village retains the Firm to perform, and the Firm agrees to perform, the Services. B. Services. The Firm shall provide the Services pursuant to the terms and conditions of thisAgreement. C. Commencement. Time of Performance. The Firm 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 Firm shall diligently and continuously prosecute the Services untilthe completion of the Work. D. Reporting. The Firm shall regularly report to the Village Manager ("Manager"), orhis/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 Firm shallsubmit invoices to the Village for all Services and subcontractor services monthly. The Invoices shall be in a Village approved and itemized format for those portions of the Services performedand completed by the Firm. The amount billed in any such invoice shall be based on the methodof payment set forth in Exhibit B. The Village shall pay to the Firm the amount billed pursuant to the Illinois Local Government Prompt Payment Act (50 US 505/1 et seq.) C. Records. The Firm 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 Firm for work done under the Agreement. The records shall be made available to the Villageat reasonable times during the Agreement period, and for three years after the termination ofthe Agreement. D. Claim In Addition To Agreement Amount. if the Firm wishes to make a claim foradditional compensation as a result of action taken by the Village, the Firm shall provide written notice tothe Village of such claim within 14 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 accordancewith 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 aclaim submitted by the Firm, the Firm shall proceed with all of the Services required to complete the project under this Agreement as determined by the Village without interruption. 2 Packet Pg. 162 8.P.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, orsimilar 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 anysuch tax, contribution, premium, costs, royalties, or fees is hereby waived and released by Firm. Escalation Written requests for price revisions after the first year period shall be submitted at least sixty (60) calendar days in advance of the annual agreement period or Term. Requests must be based upon and include documentation of the actual change in the cost of the components involved in the contract and shall not include overhead, or profit. In any case the price revisions for any Term shall not exceed the most recent 12 month Consumers Price Index (CPI -All Urban Consumers, Chicago) or 2% whichever is less. The Village reserves the right to reject a proposed price increase and terminate the Agreement. For any year beyond the initial year, this Agreement is contingent upon the appropriation of sufficient funds by the Village Board; no charges shall be assessed for failure of the Village to appropriate funds in future contract yea rs. SECTION 4. PERSONNEL. SUBCONTRACTORS. A. Key Project Personnel. The Key Project Personnel identified in Exhibit A shall be primarilyresponsible for carrying out the Services on behalf of the Firm. The Key Project Personnel shall notbe changed without the Village's prior written approval, which shall not be unreasonably withheld. Availability of Personnel. The Firm shall provide all personnel necessary to complete the Services including, without limitation, any Key Project Personnel identified in this Agreement. The Firm 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 Firm shall have no claimfor 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, orresignation. 3 Packet Pg. 163 8.P.c SECTION 4. PERSONNEL, SUBCONTRACTORS (cont j C. Approval and Use of Subcontractors. The Firm 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 Manager in writing. All subcontractors and subcontracts used by the Firm shall be acceptable to, and approved in advance by, the Village Manager. The Village Manager's approval of any subcontractoror subcontract shall not relieve the Firm 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 manneras if performed by employees of the Firm. For purposes of this Agreement, the term "Firm" shall be deemed also to refer to all subcontractors of the Firm, 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 Firm shall immediately upon notice from the Village Manager remove and replace such personnel or subcontractor. The Firm shall have no claimfor damages, for compensation in excess of the amount contained in this Agreement for a delayor extension of the Time of Performance as a result of any such removal or replacement. The Firm shall employ competent staff and shall discharge, at the request of the Village Manager, any incompetent, unfaithful, abusive or disorderly staff or subcontractor in its employ. 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 Firm from a source other than the Village prior to the time of disclosure of said information to the Firm underthis 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 thepart of the Firm or the Village; or (iv) to have been supplied to the Firm after the Timeof Disclosure without restriction by a third party who is under no obligation to the Village to maintain such information in confidence. 4 Packet Pg. 164 8.P.c SECTION 5. CONFIDENTIAL INFORMATION. (coot j B. No Disclosure of Confidential Information by the Firm. The Firm 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 Firm shall hold confidential all Confidential Information and shall not disclose or use such Confidential Information without express priorwritten consent of the Village Manager. The Firm shall use reasonable measures at least as strict as thosethe Firm uses to protect its own confidential information. Such measures shall include, without limitation, requiring employees and subcontractors of the Firm to execute a non -disclosure agreement before obtaining access to Confidential Information. SECTION 6. WARRANTY AND INSURANCE A. Warranty of Services. The Firm warrants that the Services shall be performed in accordance with the standards of professional practice, care, and diligence practiced by recognized firms in performing services of a similar nature in existence at the Time of Performance, thewarranty shall be in addition to any other warranties in this Agreement, which are hereby reserved unto the Village. B. Insurance. Firm shall maintain throughout the term of this Agreement insurance, evidencing at least the minimum insurance coverages and limits as set forth in Exhibit C tothis Agreement. C. No Personal Liability. No elected or appointed official, agent, or employee of the Village or Firm (or its subcontractors) shall be personally liable, in law or in contract, to the other under or arising fromthis Agreement. D. Indemnity/Hold Harmless Provision To the fullest extent permitted by law, the Firm hereby agrees to indemnify and hold harmless the Village, its officials, agents and employees against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, cost and expenses, which may accrue against the Village, its officials, agents and employees caused by the performance of this work by the Firm, its employees, or subcontractors, except that arising out of the sole legal cause of the Village, its agents or employees, if any judgment shall be rendered against the Village, its officials, agents and employees in any such action, the Firm shall, satisfy and discharge the same. Firm's responsibility to indemnify, keep and save harmless and defend the Village, its officials, agents and employees as herein provided shall be limited to the amount of collectible insurance proceeds. E. Kotecki Waiver. In addition to the requirements set forth above, the Firm (and any subcontractor into whose subcontract this clause is incorporated) agrees to assume the entire liability for all personal injury claims suffered by its own employees and waives any limitation of liability defense based upon the Worker's Compensation Act and cases decided there under. Firm agrees to indemnify and defend the Village from and against all such loss, expense, damage or injury, including reasonable attorneys' fees, which the Village may sustain as a result of personal injury claims by Firm's employees, except to the extent those claims arise as a result of the Village's own negligence. 5 Packet Pg. 165 VoBG-2018-16 8.P.c SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS A. Relationship of the Parties. The Firm shall act as an independent contractor in providingand 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, orjointventures between the Village and Firm; or (ii) to create any relationship between the Village and any subcontractor of the Firm. B. Conflict of Interest. The Firm represents and shall at all times abide by professional ethical requirements and other applicable law regarding conflicts of interest. C. No Collusion. The Firm represents and certifies that the Firm 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 Firm is contesting, in accordance with the procedures established by the appropriate revenue act, its liability for the taxor the amount of the tax, as set forth in Section 11-42.1-1 et seq. of the Illinois Municipal Code, 651LCS 5/11-42.1-1 et seq.; or (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33E ofthe Criminal Code of 1961, 720 11LCS 5/33E-1 et seq. The Firm 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 otherperson, firm, or corporation. If at any time it shall be found that the Firm has, in procuringthis Agreement, colluded with any other person, firm, or corporation, then the Firm shall be liable to the Village for all loss or damage that the Village may suffer, and this Agreement shall, at theVillage's option, be null and void. D. Sexual Harassment Policy. The Firm 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 ILCS512-105(A)(4). E. Termination. Notwithstanding any other provision hereof, the Village Manager may terminate thisAgreement, without cause, at any time upon 15 calendar days prior written notice to the Firm. In theevent that this Agreement is so terminated, the Firm shall be paid for Services actually performedand reimbursable expenses actually incurred, if any, prior to termination, not exceeding the value ofthe Services completed as determined as provided in Exhibit B. F. Term. The Time of Performance of this Agreement, unless terminated pursuant to the terms of this Agreement, shall be for 12 months. The Agreement may be renewed upon mutual agreement by both parties for additional 12 month periods. At the end of any term the Village of Buffalo Grove reserves the right to extend this agreement for a period of up to ninety (90) calendar days for the purpose of securing a new agreement. 11 Packet Pg. 166 VoBG-2018-16 8.P.c SECTION 7. CONSULTANT AGREEMENT GENERAL PROVISIONS (cont.) G. Compliance with Laws and Grants. Firm 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 ILLS 5/1-101 et seq. Firm shall also comply with all conditions of any federal, state, or local grant received byOwner or Firm with respect to this Agreement or the Services. Firm 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 Firms, or its subcontractors', performance of, or failure to perform, the Services or any part thereof. Every provision of law required by law to be inserted into this Agreement shall be deemed to be inserted herein. H. Default. If the Firm has failed or refused to prosecute, or has delayed in the prosecution of, the Services with diligence at a rate thatassures completion of the Services in full compliance with the requirements of this Agreement, orhas 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 Firm'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 by Firm. The Village may require the Firm, 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 Firm 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 thisAgreement. 3. Withholding of Payment by Village. The Village may withhold from any payment, whether or not previously approved, or may recover from the Firm, any and all costs, including attorneys' fees and administrative expenses, incurred by the Village as the result of any Event of Default by the Firm or as a result of actions taken by the Village in response toany Event of Default by the Firm. 7 Packet Pg. 167 VoBG-2018-16 8.P.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 Firm or with any vendor solicited or recommended by the Firm. J. Village Manager Authority. Notwithstanding any provision of this Agreement, any negotiations or agreements with, or representations by the Firm to vendors shall be subject to the approval of the Village Manager. The Village shall not be liable to any vendor or other third party for any agreements made by the Firm, purportedly on behalf of the Village, without the knowledge of and express written approval by the Village Manager. K. Mutual Cooperation. The Village agrees to cooperate with the Firm in the performance ofthe Services, including meeting with the Firm and providing the Firm with such confidential and non -confidential information that the Village may have that may be relevant and helpful to theFirm's performance of the Services. The Firm agrees to cooperate with the Village in the performance of the Services to complete the Work and with any other Firms engaged by the Village. L. News Releases. The Firm shall not issue any news releases or other public statements regarding the Services without prior approval from the Village Manager. Nothing Herein shall limit the Firm's right to identify the Village as a client of the Firm or from disclosing matters arising from the relationship between the Village and the Firm that are subject to disclosure under the Illinois Freedom of Information Act, (5 ILCS 140, et seq) M. Ownership. Designs, drawings, plans, specifications, photos, reports, information, observations, records, opinions, communications, digital files, calculations, notes, and any other documents, data, or information, in any form, prepared, collected, or received by the Firm in connection with any or all of the Services to be performed underthis Agreement ("Documents") shall be and remain the exclusive property of the Village. At the Village's request, or upon termination of this Agreement, the Firm shall cause the Documents to be promptly delivered to the Village, in original format or a suitable facsimile acceptable to the Village. 0 Packet Pg. 168 VoBG-2018-16 8.P.c 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 Firm without the prior written consent of the other party. 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 setforth 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 withinthree 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 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 oraddress shall be effective until actually received. The provisions of this Section 8 D shall not control with respect to the manner of communications utilized by the Firm in rendering the Services. Notices and communications to the Village shall be addressed to, and delivered at, the following address: Village of Buffalo Grove ("Village") 50 Raupp Blvd. Buffalo Grove, IL 60089 Attn: Dane Bragg Email:dbragg@vbg.org cc: Notices and communications to the Firm shall be addressed to, and delivered at, thefollowing address: Ciorba Group Address: 8715 W. Higgins Road, Suite 600 Attn: Tony Wolff Phone: 773-775-4009 Email: twolff@ciorba.com 0 Packet Pg. 169 8.P.c VoBG-2018-16 SECTION B. GENERAL PROVISIONS (cont.) E. Third Party Beneficiary. It is agreed by the Village and the Firm that this agreement is intended for the benefit of the Village and the Firm only, and not for the benefit of any consultants to the Village, contractors, trade subcontractors, suppliers, any of their employees or agents, or any other person or entity involved with any services to 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 provisionsshall 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. Force Maieure. Neither party shall be liable for any failure or delay in performance under this Agreement (other than for delay in the payment of money due and payable hereunder) to the extent said failures or delays are proximately caused (1) by causes beyond that party's reasonable control, including epidemic and pandemic, and occurring without its fault or negligence, including, without limitation, failure of suppliers, subcontractors, and carriers, or party to substantially meet its performance obligations under this Agreement, provided that, as a condition to the claim of non -liability, the party experiencing the difficulty shall give the other prompt written notice, with full details following the occurrence of the cause relied upon, as well as labor shortages or restrictions on movement or access to labor, where that restriction or shortage is caused by legal or administrative action or the publicized recommendation of public health officials, governmental authorities, or labor organizations having jurisdiction over the project or source of supply for the project as a condition for relief from schedule and performance obligations. Dates by which performance obligations are scheduled to be met will be extended for a period of time equal to the time lost due to any delay so caused. I. Governing Laws. This Agreement shall be interpreted according to the internal laws, but notthe conflict of laws rules, of the State of Illinois. Venue shall be in Cook County, Illinois J. Entire Agreement. This Agreement constitutes the entire agreement between the partiesand supersedes any and all previous or contemporaneous oral or written agreements and negotiations between the Village and the Firm with respect to the Request for Proposal. K. 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 toor constitute a continuing waiver unless otherwise expressly provided in this Agreement. L. 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. M. 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 notbe exclusive of any other such rights, remedies, and benefits allowed by law. N. Calendar Days and Time. Unless otherwise provided in this Contract, any reference in this Contract to "day" or "days" shall mean calendar days and not business days. If the date for giving of any notice required to be given, or the performance of any obligation, under this Contract falls on a Saturday, Sunday or federal holiday, then the notice or obligation may be given or performed on the next business day after that Saturday, Sunday or federal holiday. 10 Packet Pg. 170 8.P.c VoBG-2018-16 N. 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 Tortlmmunity Act, 745 ILCS 10/1-101 et seq., as amended. 11 Packet Pg. 171 8.P.c VoBG-2018-16 SECTION 8. GENERAL PROVISIONS (cont.) 0. Freedom of Information. The Firm agrees to furnish all documentation related to the Contract, the Work 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 the Village issues Notice of such request to the Firm. The Firm agrees to defend, indemnify and hold harmless the Village, and agrees to pay all reasonable costs connected therewith (including, but not limited to 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 caused by Firm's actual or alleged violation of FOIA or the Firm's failure to furnish all documentation related to a FOIA request within five (5) calendar days after Notice from the Village for the same. Furthermore, should the Firm request that the Village utilize a lawful exemption under FOIA in relation to any FOIA request thereby denying that request, Firm agrees to pay all costs connected therewith (such as attorneys' and witness fees, filing fees and any other expenses) to defend the denial of the request. This defense shall include, but not be limited to, any challenged or appealed denials of FOIA requests to either the Illinois Attorney General or a court of competent jurisdiction. P. 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. 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. VILLAGE OF BUFFALO GROVE By: Dane Bragg, Village Manager Date: Firm By Title: Date: 12 Packet Pg. 172 8.P.c VoBG-2018-16 Exhibit A. ("Services") Attach RFQu Response documents 'i r+ 13 Packet Pg. 173 Oarba&ML 0 Y ", U I I I N , I N h, I N I I W Seel ,% f e, rr� 1',) sir l8:l, 2_0 2 0 Mr. Kyle E. Johnson, PE, CFM Civil Engineer 11 Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Subject: MWRD Annual Documentation and Compliance Proposal for Engineering Services Dear Mr. Johnson: Per your request, Ciorba Group, Inc. has prepared a proposal for Engineering Services for MWRD Annual Documentation and Compliance® Our Scope of Services is outlined in Exhibit A, which we understand to include the following: Annual Engineering Services: Engineering support services will be for a five-year period and will include assistance to the Village in execution of the Long Term Operation and Maintenance Program (LTOMP) including: Assisting in risk assessment and emergency program development; Review annual map updates for completeness; Annual operational review of lift stations; Basin system capacity evaluation updates; Smoke testing / dye water testing / flow metering in problem areas; Review of Village's annual rehabilitation program; Research of funding opportunities; Review of ordinance changes from a technical standpoint; Annual MWRD reporting. The engineering fee for the five-year service period is not to exceed $244,827.60. Actual time on the project will be invoiced. A breakdown of the fee is provided in Exhibit C. Should you have any questions please contact me at 773-892-9795. We appreciate the opportunity of submitting this proposal to the Village. Sincerely, Cioirba Luke A. Mattson, P.E. Water Resources Project Manager 8725 W, Higgm7 Ruid, '-wi Io 600 P '� � 4. ) 7 1 �Ji 009 hic—gi, IL N { I F /I i /_,Aol miu mi r, Packet Pg. 174 ���I A S(,,� 0 01 S J�� IS The 5-year scope of services follows the outline of Metropolitan Water Reclamation District (MVVRC) Technical Guidance Manual (TGM), ArtiCle8-|nfiltr@tionand|nfloxmCgntn]lPnJgm3m'vvhichi6thetechnic8[guiding document used to develop the Village's current Long Term Operation and Maintenance PnJgr3nn (LTOMP) on file with MVVRD. Only those sections relevant to the scope of this proposal are outlined below. Sections from the TGM that have been omitted from the scope below are assumed to include activities handled completely by the Village without outside engineering assistance. 805-U$.eirni �A: in Nli a in g ',"n e ii irt S, 0 �'Y" 0't H� �� r""" 0 11 11������� A summary of Sanitary Sewer Overflows (SSOs) and Basement Backups (8Bs) must be provided to MVVRQ annually. Information about each SSO and BB that occurs within @ sanitary sewer system, whether in the private or public sector, must be recorded on the Sonitary Sewer Overflow or Bosernent Bockup Sotellite Entity Internal Surnmory Form. Ciorba Group will assist in the completion and review of these annual forms for the Village. 8',' 0 5-Utemm�i,"",viwar �,,'iyslemmn 11 fl� 11 FIre��:,�,airedii and rise The TGM indicates that the collection system should have a risk assessment, identifying areas where the collection system is vulnerable to failure, as well as the effect failure would have to system operation, equipment, public safety and health. This risk assessment should consider the vulnerability of the system to extreme weather events, other natural disasters, work stoppages, accidents, and improper maintenance or negligence, CinrbaGroup will complete 8 risk assessment as a part of the sewer system capacity evaluation at the rate of one basin per year, Satellite entities are required to have an accurate, current map of their sanitary sewer System. Maintenance of the sewer map by updating all relevant information about the collection system is vital including information on mainline sewers and force mains; manholes and cleanouts; lift stations, siphons, diversion structures, overflows and bypasses; Building and house laterals connection points tothe mainline sewer; service area boundaries; roads, water bodies, etc.; ��nn���i�n� t0 District f@�iUti��' �U relevant �i�v�ti�nB diameters, sizes, and nn�t�ri@i� �f the �b�v�^ and the ' ' " ` " ' footprint ofbuildings served bvthe public sewer sys1em). CiorbaGroup will conduct anannual review ofthe Village's map and provide input onupdates based onthe activities and information gathered fmrthepnecedingyear. 805 e ri"ii 3.c �,,j) rr�i e ir�it a ii,�� d C o I I e c 1, �� a in Y "s, lj'� 11rt ',A(i a I rii t e in PY, ir�i c e �f t 1", a �t �� 0 in s' ��,') 5 emm3.d: Eq P,,j�U'�fmme rt a in d C oKia �� a ii �i !3,' rc e Uin� Information regarding lift station operation and equipment should be maintained tothe fullest extent possible. Kay operational parameters should be maintained in an organized and accessible manner and should be readily available tooperators atall times. Ciorba Group will complete annual inspections of the six Cook County lift stations to identify maintenance activities for the upcoming year. This will include a pump station calibration by reviewing metered or calculated flows and other data that can beextracted from the local panel orhistoric S[ADAdato. 805-U'1�': Ili,"[[ � : e e ii, y t emmC C N", YE'v aiU a t � g"""'ff [[ There are eight identified sewer service basins in the Cook County portion of the Village. Since the beginning of the Short -Term Requirements, three of these basins (EE, HH, 11) have had or are currently undergoing detailed inspection with smoke testing and other investigative activities such @Sflow metering, |thas been assumed that the capacities of these basins have been evaluated to the degree required by the LTQNP. Ciorba Group will conduct capacity evaluation of the remaining five basins (DID, CC+DDCC, LL, FF, JJ) at the rate of l per year, utilizing the data gathered from inspections and testing for the given basin uptothe time ofthe evaluation. 805-U'temm("6':S' t mm�i in d ii ii d it,' ii"�i A s,mmint The Cook County sewer system in the Village is made up Qfapproximately JO9,l27 linear feet Vfmainline and 1,043 manholes. In the past five years, approximately 50,000 feet and 235 manholes have been inspected by a combination of smoke testing, dye testing, and visual inspection in basins EE, HH, and II. Furthermore, the Village has planned in their LT(}MP to televise 2-596 of the system annually. To supplement the televising work, in order to further investigate problem areas, Qorba Group proposes tVthe following annual activities: Activity Years Description Review Televising Reports Annually 2-5% per year completed separately by Village, Smoke Testing 2021,2023,2025 6,500 feet each year or approximately 10% of remaining 5 basins. Manhole Inspections Annually 30 per year or approximately 20% of remaining 5 basins, �0 5-U1"e 11"'t"11 I:ew ( ii, �,;, y$t e ii-in e b �K�al, �� a in �,','% in d �.)" ""IJ o""i' 't i "'[1 g C �� �)' A sewer system rehabilitation program should be established with the objective of maintaining the conveyance capacity of the sewer system. The Village has a process in place to cn2@t8 an annual capital improvement plan that includes projects to address |&| issues in the system based on priority, location, funding, and failure consequence. Ciorba Group proposes to review the annual program with respect to the High Priority Deficiencies list, and data gathered through SSO / BB reporting, capacity evaluations, and condition assessments. 805-Utemm'�� ii-ii d � ii"�i g Ka "'11 Ciorba Group proposes to review funding opportunities annually for the Village including MVVRDgrant programs, |EPA State Revolving Loan funding, and other agency funding that may become available over the five-year term. CiVrba Group also offers to draft funding nomination forms and preliminary documentation required to secure Village projects on agency intended funding lists, 805 �irid�������mm��� Ciorb@ Group proposes to review ordinance Changes from atechnical standpoint @s it relates to MVVRQ compliance and with respect tmnew data gathered from annual system assessment, inspection, and maintenance activities. ���-�&�mm�������ill g Due t5changes inrecent lift station capacities required by MWRD in the Cook County section of the Village, additional flow metering will be a useful tool, for the Village to monitor system performance with the new operation. Flow metering will also be useful in gauging I&I reduction due to the Village lining programs, and will help to pinpoint larger sources of|&|.Ciorbaproposes flow metering for aone-month period inyears 2O22and 2O24ofthis contract. &' 6-A, ii �i ii iiiyiM��������� Following the annual activities for each year,CiorbaGroup will draft annual dmcunnentatonfor submittal toMVVRQfor Village review and execution. These forms are expected to include the Long -Term O&M Program Annual Summary Report and Sonito(ySewer System Description aod/nventD(yFonn. |naddition tothe K4VVRDreporting, [iorb@Group will submit an annual report for this contract, summarizing the activities of the previous year and providing recommendations for the upcoming year. This annual report will beorganized based upon the same scope sections ofthis proposal, 8.P.c 9 IIIh°°°IIII IIII Il k IIII ""' ""' IIIIIIII IIII''° I!'. ' . IIIIIIII'll w Illh°°°IIII IIIIIIIIIII IIII The following schedule represents general snapshot of anticipated activities in 2021 and is expected to be repeated in years 2022 - 2025. Fiscal Year Begins Draft Submission of MWRD Annual Reports to Village MWRD Annual Reports Submission Inspection and Monitoring Activities Assessment and Evaluation Activities CIP and Funding Activities Ciorba Annual Summary Report Submission Village Budget Submission 1/1/2021 2/1/2021 3/1/2021 3/1/2021 7/1/2021 LL 7/1/2021 9/1/2021 °d 9/1/2021 10/1/2021 L 10/1/2021 d d c 10/31/2021 c w a U Al ru Packet Pg. 177 8.P.c VoBG-2018-16 Exhibit B. Agreed Upon Pricing Structure Attach Schedule of Prices 14 Packet Pg. 178 x MT C .... ....... C 0' , S" I . . . ... 371MA 1 0" F C C I INlll s u I Mill I S CkHlba Group pir(.)poses Lhe foRowfing fccs tc) coiirqA(A.e the MWRD Ainirmaland CurnpHaincle [!ing�ineeiriinpg SeirAc(?s. Seiirvice 2021 2022 2023 2024 2025 5 Yeair l'otal Base IG:::'ee $30,,100.50 $31,003.150 31,933.60 $32,,891.60 $33,878.40 $159,807.50 Simoke I esding $10,,00().00 $10,600.00 $11,2515.00 $31,855.00 GIo)w Meteiding $15,000,00 $15,915.00 $ 30,915. 00 Contingency (10%) $4,010.00 $4 1 600. 00 $4,250.00 $4,880.00 $4,510. 00 $22,250.00 �Il o ta I S44,11 0. 50 $50,603.50 $46,783.60 $53,686.60 $49,643.40 $244,827.60 I he ta[A.es calm the f(A.AoMng pasies pir(whie detaRecl staff houir aincl cHirect cost (asiJinnalLes f(�)ir thBas e 2021 �e :1 Fee. Fees havcbecin fnicircased .3% airiiinuaUy to accouint fair' (:haingfng satairy irates, I Packet Pg. 179 1 plaid T 6uiaaauiGu3 doll egao!o : OL-OZOZ-0) egao!o - OZOZ;oea;uoO aoimeS leuoissajoad :;u8uay3ej4v N N V 0 N co O CD O O z 0 00000 O Cl) Lri O N LC) In pl.: O Z Lo (DD (D LL O Q O O o � � 0 0 0 0 0 in 0 v o Ln J W LO (D (0 M 0 CD CO M 0 O a +LnowLr> G r r CO CD O N M u Ef3 ER 6cy ER E e, c W ~ W inO 0 00 0 Lq LO o CD r- WN N M O p U 6e, j6e, cn 0 0 0 0 0 W O (D v O o �2 J co CO O co M �O O Lnr�OLQ1- r` (D M 00 i.> r N r M N a Q1 N EA EA EA fA Et? O O O O O 0 0 0 0 0 J J O 't (D O O O N rn Ln Co r- co N N r— N a a O Nco CO z a o � c o J W a m Q o U O x E F- o o N U E 0 0 m @ g � l G cr m 8.P.c STAFF HOURS Village of Buffalo Grove 2021 MWRD Documentation & Compliance R « mg � Grand Total m d .o o` d 194 18 74 50 52 1. Meetings, Data Collection & Coordination Task Total: 010 Meetings Subtotal: 8 8 2 2 4 4 2 2 Meetings with Village 8 2 4 2 3. Water Resources Task Total: 033 Sanitary Sewer Subtotal: 162 162 62 62 48 48 52 52 805— Item 1.d: Sewer System Management- SSO/BB Notification Program 6 2 2 2 805— Item 1.e: Sewer System Management— Emergency Preparedness and Response 12 4 4 4 805— Item 2: Mapping 14 2 4 8 805— Item 3.c: Equipment and Collection System Maintenance— Lift Stations 28 20 4 4 805 — Item 3.d: Equipment and Collection System Maintenance — Force Mains 10 2 4 4 805 — Item 5: Sewer System Capacity Evaluation 24 8 8 8 805— Item 6: Sewer System Inspection and Condition Assessment 30 10 10 10 805— Item 7: Sewer System Rehabilitation and Updating CIP 6 2 2 2 805— Item 8: Funding Plan 6 2 2 2 805— Item 10: Sewer System Ordinance and Enforcement 2 2 806—Annual Reporting 24 8 8 8 6. QC/QA Task Total: o90 QC/QA Subtotal: 8 8 8 8 Water Resources 8 8 7. Project Management & Administration Task Total: too Project Management & Administration Subtotal: 16 16 8 8 8 8 Project Administration 8 8 Project Management 8 8 A r+ M:\_Updates\Proposals\P021245.00_MWRDCompliance\Working Files\Confidential\CECS- Buffalo Grove MWRD Annual ComplianceAsm Work Breakdown Structure 9/4/2020 Page 1 of 1 Packet Pg. 181 8.P.c r FIRM NAME Ciorba Group, Inc. DATE PRIME/SUPPLEMENT Prime Client Village of Buffalo Grove ESCALATION FACTOR 0.00% CLASSIFICATION CURRENT RATE ESCALATED RATE QA/QC Engineer Project Engineer / Project Manager Engineer II Engineer I $84.50 $84.50 $68.00 $68.00 $39.50 $39.50 $33.50 $33.50 09/08/20 Printed 9/8/2020 6:41 AM Packet Pg. 182 8.P.c IN-HOUSE DIRECT COSTS Village of Buffalo Grove 2021 MWRD Documentation & Compliance Meetings, Data Collection & Coordination Description Unit Unit Cost Vehicle (mileage) mile $ 0.575 Water Resources Description Unit Unit Cost Vehicle (day) day $ 65.00 Quantity Extended Cost 100 $ 57.50 Total: $ 57.50 Quantity Extended Cost 4 $ 260.00 Total: $ 260.00 CECS - BuffalD Grove MWRD Annual Compliance.xlsm: InHouseDC Packet Pg. 183 VoBG-2018-16 8.P.c Exhibit C. Insurance 1. Firm's Insurance Firm 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 Firm, his agents, representatives, employees or subcontractors. A. Scope of Insurance: Coverage shall meet the following requirements: 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 or reasonably equal and commercially available: ISO Additional Insured Endorsement CG 20 10 or CG 20 26 and CG 20 0104 13. CG 20 37 - Completed Operations. 1) Insurance Services Office Commercial General Liability occurrence form CG 0001 with the Village named as additional insured, on a form reasonably equal to the ISO Additional Insured Endorsement CG 2010 and CG 2026 and commercially available. 2) Insurance Service Office Business Auto Liability coverage form number CA 0001, Symbol 01 "Any Auto" or reasonably equal and commercially available endorsement. 3) Workers' Compensation as required by the Labor Code of the State of Illinois and Employers' Liability insurance. 4) The Firm, its principals, employees, agents or consultants shall perform no services relating to the investigation, detection, abatement, replacement, discharge, or removal of any toxic or hazardous contaminants or materials. The Village acknowledges that the Firm has no professional liability (errors and omissions) or other insurance for claims arising out of the performance or failure to perform professional services related to the investigation, detection, abatement, replacement, discharge or removal of products, materials or processes containing asbestos or any other toxic or hazardous contaminants or materials ("Hazardous Materials").. B. Limits of Insurance: Firm shall maintain the following limits: 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. 4) C. Deductibles and Self -Insured Retentions 15 Packet Pg. 184 VoBG-2018-16 8.P.c Any deductibles or self -insured retentions must be declared to and approved by the Village. At the option of the Village, either: the insurer shall reduce or eliminate such deductibles or self -insured retentions as it respects the Village, its officials, agents, employees and volunteers; or the Firm shall procure a bond guaranteeing payment of losses and related investigation, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1) General Liability and Automobile Liability Coverages: The Village, its officials, agents, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Firm; products and completed operations of the Firm; premises owned, leased or used by the Firm; or automobiles owned, leased, hired or borrowed by the Firm. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officials, agents, employees and volunteers 2) The Firm's insurance coverage shall be primary and non-contributory as respects the Village, its officials, agents, employees and volunteers. Any insurance or self-insurance maintained by the Village, its officials, agents, employees and volunteers shall be excess of Firm's insurance and shall not contribute with it. 3) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officials, agents, employees and volunteers. 4) The Firm's insurance shall contain a Severability of Interests/Cross Liability clause or language stating that Firm's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5) If any commercial general liability insurance is being provided under an excess or umbrella liability policy that does not "follow form," then the Firm shall be required to name the Village, its officials, employees, agents and volunteers as additional insureds 6) All general liability coverages shall be provided on an occurrence policy form. Claims -made general liability policies will not be accepted. 7) The Firm and all subcontractors hereby agree to waive any limitation as to the amount of contribution recoverable against them by the Village. This specifically includes any limitation imposed by any state statute, regulation, or case law including any Workers' Compensation Act provision that applies a limitation to the amount recoverable in contribution such as Kotecki v. Cyclops Welding 16 Packet Pg. 185 8.P.c VoBG-2018-16 E. All Coverages: 1) No Waiver. Under no circumstances shall the Village be deemed to have waived any of the insurance requirements of this Contract by any act or omission, including, but not limited to: a. Allowing work by Firm or any subcontractor to start before receipt of Certificates of Insurance and Additional Insured Endorsements. b. Failure to examine, or to demand correction of any deficiency, of any Certificate of Insurance and Additional Insured Endorsement received. 2) Each insurance policy required shall have the Village expressly endorsed onto the policy as a Cancellation Notice Recipient. Should any of the policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. F. Acce tp ability of Insurers Insurance is to be placed with insurers with a Best's rating of no less than A-, VII and licensed to do business in the State of Illinois. G. Verification of Coverage Firm shall furnish the Village with certificates of insurance naming the Village, its officials, agents, employees, and volunteers as additional insured's and with original endorsements, affecting coverage required herein. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Village before any work commences. The Village reserves the right to request full certified copies of the insurance policies and endorsements. H. Subcontractors Firm shall include all subcontractors as insured's under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage's for subcontractors shall be subject to all of the requirements stated herein. 17 Packet Pg. 186 8.P.c VoBG-2018-16 J. Workers' Com ensation and Employers' I-JaWirity Coverage The insurer shall agree to waive all rights of subrogation against the Village of Buffalo Grove, its officials, employees, agents and volunteers for losses arising from work performed by Firm for the municipality. 1) NCCI Alternate Employer Endorsement (WC 000301) in place to insure that workers' compensation coverage applies under Firm's coverage rather than the Village of Buffalo Grove's, if the Village of Buffalo Grove is borrowing, leasing or in day to day control of Firm's employee. K. Failure to Comply In the event the Firm fails to obtain or maintain any insurance coverage's required under this agreement, The Village may purchase such insurance coverage's and charge the expense thereof to the Firm. L. Professional Liability 1) Professional liability insurance with limits of $1,000,00 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 Firm 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. 18 Packet Pg. 187 8.Q Resolution No. R-2020-42 : Cook County CARES IGA ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Staff recommends approval of an IGA with Cook County for the application and potential reimbursement of Village COVID related expenses subject to Village Attorney review and approval. SUMMARY: Staff recommends approval of an Inter -Governmental Agreement with Cook County for reimbursements related to the COVID-19 Pandemic. ATTACHMENTS: • Cook County IGA Memo (DOCX) Resolution Authorizing Village to Execute Intergovernmental Agreement (PDF) • Cook County CARES IGA (PDF) Trustee Liaison Smith Monday, September 21, 2020 Staff Contact Mike Baker, Fire Updated: 9/17/2020 10:25 AM Page 1 Packet Pg. 188 8.Q.a VILLAC'E OF BUFFALO .LC V' MEMORANDUM DATE: September 17, 2020 TO: Dane Bragg, Village Manager FROM: Mike Baker, Fire Chief SUBJECT: Cook County CARES Reimbursement Inter -Governmental Agreement The Cook County Board has allocated $108,268.08 in potential reimbursement of COVID related expenditures to the Village of Buffalo Grove through the federal Coronavirus Aid, Relief, and Economic Security (CARES) Act. To be eligible for COVID related expense reimbursement, an application for reimbursement must be completed by October 31, 2020 and an Inter -Governmental Agreement (IGA) authorized and executed by the Village Board prior to any reimbursements being distributed. Staff recommends approval of the inter -governmental agreement subject to review and approval by the Village legal counsel. Packet Pg. 189 8.Q.b RESOLUTION NO. RESOLUTION AUTHORIZING THE VILLAGE PRESIDENT TO EXECUTE AN INTERGOVERNMENTAL AND SUBRECIPIENT AGREEMENT FOR CORONAVIRUS RELIEF FUNDS WITH COOK COUNTY WHEREAS, the Village and Cook County, Illinois desire to enter into an Intergovernmental and Subrecipient Agreement for Coronavirus Relief Funds ("Agreement"), a copy of which is attached hereto as Exhibit A; and WHEREAS, it would be in the best interests of the Village and its citizens to enter into the attached Agreement (Exhibit A). NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE: SECTION ONE: That the Village President, or her designee, be and is hereby authorized and directed to execute the attached Intergovernmental and Subrecipient Agreement for Coronavirus Relief Funds (Exhibit A) by and between the Village and Cook County, Illinois, and to take such further steps to comply with the terms and conditions set forth therein. SECTION TWO: That this Resolution shall be in full force and effect after passage and approval as required by law. AYES: NAYS: ABSENT: PASSED AND APPROVED this day of September, 2020. Village President ATTEST: Village Clerk F:\PTBrankin\Buffalo Grove, Village\Resolution\Resolution Authorizing Village to execute Intergovernmental agreement.docx Packet Pg. 190 8.Q.c INTERGOVERNMENTAL AND SUBRECIPIENT AGREEMENT FOR CORONAVIRUS RELIEF FUNDS Between COUNTY OF COOK, ILLINOIS And VILLAGE OF BUFFALO GROVE, ILLINOIS (Cook County, Illinois Suburban Municipality, Township or Fire Protection District (Subrecipient)) Entered into this day of , 2020 Packet Pg. 191 8.Q.c SUBAWARD INFORMATION The following information is provided pursuant to 2 C.F.R. 200.331(a)(1): • Subrecipient's name (must match the name associated with its unique entity identifier): Village of Buffalo Grove • Subrecipient's unique entity identifier (DUNS): 074402751 • Subaward Period of Performance Start and End Date: July 1, 2020, through December 30, 2020. • Total Amount of Federal Funds allocated to the Subrecipient: $108,268.08 • Federal Award Program Description: Cook County has received Coronavirus Relief Funds pursuant to the CARES Act, a portion of which it has chosen to allocate in the spirit of intergovernmental cooperation to suburban municipalities in Cook County. Suburban municipalities which for the purposes of this agreement include municipalities, townships and fire protection districts in suburban Cook County may apply for County awarded Coronavirus Relief Funds pursuant to the following procedures and consistent with eligibility guidance. Requests will be reviewed by the Cook County Bureau of Finance Program Management Office (PMO) of the COVID-19 Financial Response Plan. Available funds will be distributed to suburban municipalities consistent with their respective allocations and based on the type of expenditure, the volume of requests, and the balance of funds available. • Name of Federal Awarding Agency: U.S. Department of the Treasury • Name of pass -through entity: Cook County, IL • Contact Information for pass -through entity: Ammar M. Rizki, Chief Financial Officer, Cook County Bureau of Finance, 118 N. Clark Street, Suite 1127. Chicago, Illinois 60602. Email Info: SuburbanCovidFundingRequest(a, cookeountyil. gov • Award is for Research & Development (R&D): NO Page 1 of 11 Packet Pg. 192 8.Q.c THIS AGREEMENT entered this day of , 2020, by and between the County of Cook, Illinois, a body politic and corporate of the State of Illinois, through the Office of the Chief Financial Officer and Bureau of Finance (herein called "Cook County"), and the Village of Buffalo Grove, Illinois (herein called "Subrecipient"). Cook County and Subrecipient shall sometimes be referred to herein individually as the "Party" and collectively as the "Parties." WHEREAS, on March 13, 2020, the President of the United States issued a Proclamation on Declaring a National Public Health Emergency as a result of the COVID-19 outbreak; and WHEREAS, on March 27, 2020, the President of the United States signed into law the Coronavirus Aid, Relief, and Economic Security Act (the "CARES Act"); and WHEREAS, the CARES Act established the Coronavirus Relief Fund ("CRF"), which provides aid to certain eligible local governments to address necessary expenditures due to the COVID-19 Public Health Emergency; and WHEREAS, Cook County qualified as an eligible local government and received CRF funding from the U.S Department of Treasury; and WHEREAS, federal guidance issued by the U.S. Department of Treasury indicates that a unit of local government may transfer a portion of its CRF funding to a smaller unit of local government provided that such transfer qualifies as a "necessary expenditure" to the Public Health Emergency and meets the criteria of Section 601 (d) of the Social Security Act as added by Section 5001 of the CARES Act; and WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution and the Illinois Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.) and other applicable law permit and encourage units of local government to cooperate with and support each other in the exercise of their authority and the performance of their responsibilities; and WHEREAS, the Illinois Intergovernmental Cooperation Act authorizes units of local government to combine, transfer or jointly exercise any power, privilege, function, or authority which either of them may exercise, and to enter into agreements for the performance of governmental services, activities, or undertakings, and WHEREAS, Cook County acknowledges that there are local municipalities within Cook County that were not eligible to receive a portion of CRF and Cook County, through the spirit of intergovernmental cooperation, desires to provide a portion of its CRF funding to aid such local municipalities in addressing the impacts of the COVI13-19 Public Health Emergency; and WHEREAS, Section 601(d) of the Social Security Act, as added by section 5001 of the CARES Act requires that units of local government use the funds received to cover only those costs that (1) are necessary expenditures incurred due to the public health emergency with respect to the COVID-19; (2) were not accounted for in the budget most recently approved as of March 27, 2020, (the date of enactment of the CARES Act) for the state or local government; and (3) were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020; and WHEREAS, in order to provide funds for Subrecipient to pay necessary expenditures it has or will incur due to the COVID-19 public health emergency, the Parties have agreed that Cook County, in its sole and absolute discretion, may reimburse Subrecipient for eligible expenses as provided herein. NOW, THEREFORE, the Parties mutually agree as follows: L AGREEMENT TERM Page 2 of 11 Packet Pg. 193 8.Q.c A. This Agreement shall become effective on the date of execution, and end on December 30, 2020 (the "Initial Term"). B. This Agreement may be extended beyond the Initial Term only upon the written approval of both Parties; provided, however, that all terms and conditions of this Agreement shall remain in full force and effect unless this Agreement is specifically amended. C. Cook County, in its sole and absolute discretion, may terminate this Agreement at any time. II. ACTIVITIES & ELIGIBLE EXPENSES A. Activities Subrecipient shall be responsible for administering all COVID-19 response activities in a manner satisfactory to Cook County and consistent with any standards required as a condition of providing these funds. Allowable activities must be directly tied to response and recovery efforts related to COVID-19 and must be allowable pursuant to the CRF requirements. B. Eligible Expenses Cook County, in its sole and absolute discretion, may reimburse and/or provide funding to Subrecipient for "Eligible Expenses" as described on Attachment A of this Agreement. Notwithstanding anything herein to the contrary, "Eligible Expenses" shall not include lost revenue. Failure of Subrecipient to comply with the provisions of this Agreement, including non-compliance with 2 C.F.R. 200, may result in expenses being disallowed, withholding of federal funds, and/or termination of this Agreement. III. NOTICES Notices to Cook County as required by this Agreement shall be delivered in writing, via email and addressed to Cook County as set forth below. Notices to Subrecipient as required by this Agreement shall be in writing, via email and addressed to Subrecipient as set forth below. All such notices shall also be deemed duly given if personally delivered, or if deposited in the Unites States mail, registered or certified return receipt requested. Ammar M. Rizki Chief Financial Officer Cook County Bureau of Finance 118 N. Clark Street, Suite 1127 Chicago, IL 60602 SuburbanCovidFundingRequestgcookcountyil.gov Name of Subrecipient: Village of Buffalo Grove Address: 50 Raupp Blvd, Buffalo Grove, IL 60089 Email: fire@vbg.org IV. TERMS & CONDITIONS The following requirements are applicable to all activities undertaken with CRF funds. Page 3 of 11 Packet Pg. 194 8.Q.c A. Compliance with State and Local Requirements Subrecipient acknowledges that this Agreement requires compliance with the regulations of the State of Illinois and with all applicable state and local orders, laws, regulations, rules, policies, and certifications governing any activities undertaken during the performance of this Agreement. B. Compliance with Federal Requirements Subrecipient acknowledges that Eligible Expenses funded or reimbursed by Cook County to Subrecipient are not considered to be grants but are "other financial assistance" under 2 C.F.R. 200.40. This Agreement requires compliance with certain provisions of Title 2 C.F.R. 200 — Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards. Subrecipient agrees to comply with all applicable federal laws, regulations, and policies governing the funds provided under this Agreement. Subrecipient further agrees to utilize available funds under this Agreement to supplement rather than supplant funds otherwise available. During the performance of this Agreement, the Subrecipient shall comply with all applicable federal laws and regulations, including, including, but not limited to, the following: • Fund payments are considered to be federal financial assistance subject to the Single Audit Act (31 U.S.C. 7501-7507). • Subrecipients are subject to a single audit or program specific audit pursuant to 2 C.F.R. 200.501(a) when Subrecipient spends $750,000 or more in federal awards during their fiscal year. • Fund payments are subject to 2 C.F.R. 200.303 regarding internal controls. • Fund payments are subject to 2 C.F.R. 200.330 through 200.332 regarding subrecipient monitoring and management. • Fund payments are subject to Subpart F regarding audit requirements. Subcontracts, if any, shall contain a provision making them subject to all of the provisions stipulated in this Agreement, including but not limited to 2 C.F.R. 200.303, 2 C.F.R. 200.330-332, 2 C.F.R. 200.501(a), and 2 C.F.R. Part 200 Subpart F. With respect to any conflict between such federal requirements and the terms of this Agreement and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control. C. Hold Harmless Subrecipient shall hold harmless, release, and defend Cook County from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the Subrecipient's performance or nonperformance of the services or subject matter called for in this Agreement. D. Indemnification Subrecipient shall indemnify Cook County, its officers, agents, employees, and the federal awarding agency, from any claim, liability, loss, injury or damage arising out of, or in connection with, performance of this Agreement by Subrecipient and/or its agents, employees or sub -contractors, excepting only loss, injury or damage determined to be solely caused by the gross negligence or willful misconduct of personnel employed by Cook County. It is the intent of the Parties to this Agreement to provide the broadest possible indemnification for Cook County. Subrecipient shall reimburse Cook County for all costs, attorneys' fees, Page 4 of 11 Packet Pg. 195 8.Q.c expenses and liabilities incurred with respect to any litigation in which Subrecipient is obligated to indemnify, defend and hold harmless Cook County under this Agreement. E. Misrepresentations & Noncompliance Subrecipient hereby asserts, certifies and reaffirms that all representations and other information contained in Subrecipient's application, request for funding, or request for reimbursement are true, correct and complete, to the best of Subrecipient's knowledge, as of the date of this Agreement. Subrecipient acknowledges that all such representations and information have been relied on by Cook County to provide the funding under this Agreement. Subrecipient shall promptly notify Cook County, in writing, of the occurrence of any event or any material change in circumstances which would make any Subrecipient representation or information untrue or incorrect or otherwise impair Subrecipient's ability to fulfill Subrecipient's obligations under this Agreement. F. Workers' Compensation Subrecipient shall provide Workers' Compensation Insurance coverage for all of its employee involved in the performance of this Agreement. G. Insurance Subrecipient shall carry sufficient insurance coverage to protect any funds provided to Subrecipient under this Agreement from loss due to theft, fraud and/or undue physical damage. Subrecipients that are self -insured shall maintain excess coverage over and above its self -insured retention limits. H. Amendments This Agreement may be amended at any time only by a written instrument signed by both Parties. Such amendments shall not invalidate this Agreement, nor relieve or release either Party from its obligations under this Agreement. Cook County may, in its discretion, amend this Agreement to conform with Federal, state or local governmental guidelines, policies and available funding amounts. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both Parties. I. Suspension or Termination Cook County may suspend or terminate this Agreement if Subrecipient materially fails to comply with any terms of this Agreement, which include (but are not limited to), the following: 1. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statutes, regulations, executive orders, and Federal awarding agency guidelines, policies or directives as may become applicable at any time; 2. Failure, for any reason, of Subrecipient to fulfill in a timely and proper manner its obligations under this Agreement; 3. Ineffective or improper use of funds provided under this Agreement; or 4. Submission by the Subrecipient to Cook County reports that are incorrect or incomplete in any material respect. J. Program Fraud & False or Fraudulent Statements or Related Acts Subrecipient and any subcontractors must comply with 31 U.S.C. Chapter 38, Administrative Remedies for False Claims and Statements, which shall apply to the activities and actions of Subrecipient and any Page 5 of 11 Packet Pg. 196 8.Q.c subcontractors pertaining to any matter resulting from a contract. K. Debarment / Suspension and Voluntary Exclusion 1. Non -Federal entities and contractors are subject to the debarment and suspension regulations implementing Executive Order 12549, Debarment and Suspension (1986) and Executive Order 12689, Debarment and Suspension (1989) at 2 C.F.R. Part 180 and the Department of Homeland Security's regulations at 2 C.F.R. Part 3000 (Nonprocurement Debarment and Suspension). 2. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities. A contract award must not be made to parties listed in the Systems of Award Management ("SAM") Exclusions. SAM Exclusions is the list maintained by the General Services Administration that contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. SAM exclusions can be accessed at www.sam.gov. L. Governing Law and Venue. This Agreement shall be interpreted under, and governed by, the laws of the State of Illinois, without regard to conflicts of laws principles. Any claim, suit, action, or proceeding brought in connection with this Agreement shall be in the Circuit Court of Cook County and each party hereby irrevocably consents to the personal and subject matter jurisdiction of such court and waives any claim that such court does not constitute a convenient and appropriate venue for such claims, suits, actions, or proceedings. V. ADMINISTRATIVE REQUIREMENTS A. Financial Management Subrecipient agrees to comply with and agrees to adhere to appropriate accounting principles and procedures, utilize adequate internal controls, and maintain necessary source documentation for all Eligible Expenses. B. Duplication of Benefits; Subrogation Subrecipient shall not carry out any of the activities under this Agreement in a manner that results in a prohibited duplication of benefits as defined by Section 312 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5155) and in accordance with Section 1210 of the Disaster Recovery Reform Act of 2018 (division D of Public Law 115-254; 132 Stat. 3442), which amended section 312 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5155). If Subrecipient receives duplicate benefits from another source, Subrecipient must refund the benefits provided by Cook County to Cook County. Subrecipient must execute and deliver a Duplication of Benefits and Subrogation Agreement ("Duplication of Benefits Certification"), in the form attached hereto as Attachment B. Subrecipient shall comply with all terms and conditions of the Duplication of Benefits Certification, including, without limitation, Subrecipient's obligation to promptly notify Cook County of any disaster assistance received from any other source. C. Documentation & Recordkeeping As required by 2 C.F.R. 200.3 3 1 (a)(5), Cook County, or any duly authorized representative of Cook County, shall have the right of access to any records, documents, financial statements, papers, or other records of Subrecipient that are pertinent to this Agreement, in order to comply with any audits pertaining to funds Page 6 of 11 Packet Pg. 197 8.Q.c allocated to Subrecipient under this Agreement. The right of access also includes timely and reasonable access to Subrecipient's personnel for the purpose of interview and discussion related to such documents. The right of access is not limited to the required retention period, as set forth in paragraph D below, but lasts as long as the records are retained. D. Record Retention Subrecipient shall retain sufficient records, which may include, but are not limited to financial records, supporting documents, statistical records, and all other Subrecipient records pertinent to the Agreement to show its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of three (3) years from the date of submission of the final expenditure report. E. Internal Controls Subrecipient must comply with 2 C.F.R. 200.303 and establish and maintain effective internal control over the funds allocated under this Agreement and provide reasonable assurance that the Subrecipient is managing the award in compliance with Federal statutes, regulations, and the terms and conditions of the award. These internal controls should be in compliance with guidance in "Standards for Internal Control in the Federal Government" issued by the Comptroller General of the United States or the "Internal Control Integrated Framework" issued by the Committee of Sponsoring Organizations of the Treadway Commission. F. Personally Identifiable Information Subrecipient must comply with 2 C.F.R. 200.303(e) and take reasonable measures to safeguard protected personally identifiable information, as defined in 2 C.F.R. 200.82, and other information designated as sensitive or the Subrecipient considers sensitive consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality. G. Monitoring & Compliance Cook County shall evaluate the Subrecipient's risk of noncompliance and monitor the activities of Subrecipient as necessary to ensure that the CRF funds are used for authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of this Agreement. Monitoring of Subrecipient shall include reviewing invoices for eligible expenses, reviewing payroll logs, applicable contracts and other documentation that may be requested by the County to substantiate eligible expenses. Failure to submit proper documentation verifying eligible expenses may result in termination of this agreement and recoupment of awarded funds from the Subrecipient. Cook County shall verify that Subrecipient is audited as required by 2 C.F.R. Part 200 Subpart F—Audit Requirements. Cook County may take enforcement action against noncompliant Subrecipient as described in 2 C.F.R. 200.338 Remedies for noncompliance of this part and in program regulations H. Close -Outs Subrecipient shall close-out its use of funds under this Agreement by complying with the closeout procedures set forth in 2 C.F.R. 200.343 and the procedures described below. Subrecipient's obligation to Cook County will not terminate until all close-out requirements are completed. Activities during this close-out period shall include, but are not limited to: Notwithstanding the foregoing, the terms of this Agreement shall remain in effect during any period that Subrecipient has control over funding provided under this Agreement. Page 7 of 11 Packet Pg. 198 8.Q.c 1. Audits & Inspections All Subrecipient records with respect to any matters covered by this Agreement shall be made available to Cook County, the Federal awarding agency, and the Comptroller General of the United States or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be resolved by Subrecipient within 30 days after notice of such deficiencies by the Subrecipient. Failure of Subrecipient to comply with the audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments. If Subrecipient expends $750,000 or more in total federal assistance (all programs) in a single year, must have an audit conducted of Coronavirus Relief Funds in accordance with 2 C.F.R. Part 200, Subpart F—Audit Requirements. Subrecipient shall submit a copy of that audit to Cook County. Subrecipients who do not meet the Single Audit threshold are required to have a program -specific Coronavirus Relief Funds audit conducted in accordance with § 200.507 - Program -Specific Audits and may be required to submit such copy of that audit to Cook County. Issues arising out of noncompliance identified in a Single or Program -Specific Coronavirus Relief Funds audit are to receive priority status of remediation or possible return of all funds to Cook County. J. Payment & Reporting Procedures 1. Payment Procedures Cook County will pay to the Subrecipient funds available under this Agreement based upon information submitted by the Subrecipient and consistent with the allocations and disbursement policies established by Cook County. With the exception of certain advances, payments will be made for eligible expenses actually incurred by the Subrecipient. Subrecipients should maintain a financial file with copies of back-up documentation for all paid eligible expenditures made by the Subrecipient during the eligible period. Documentation of expenditures will be reviewed and verified upon receipt by Cook County. a. Requests for reimbursement or funding must be submitted via email to SuburbanCovidFundingRequest(a)cookeountyil. oovv. Incomplete applications may result in a delay in a decision regarding of funding requests. b. Upon receipt of the Applications, the County will confirm receipt of application by email. c. The received application will be reviewed and Subrecipient will receive a Notification Letter by email indicating denial and/or approval of the funding request within approximately 10 days. d. Notification letters approving requested funds will contain detailed instructions regarding delivery of approved funds to Subrecipient. Receipt of approved funds will be contingent on a fully executed Intergovernmental and Subrecipient Agreement. All CRF funds not expended by Subrecipient must be returned to Cook County by December 30, 2020, in compliance with the Close -Out Procedures contained in this Agreement. 2. Reporting Procedures. Subrecipient will be required to periodically report the status of projects approved for advance funding and will be required to tender to the County records addressing how the Page 8 of 11 Packet Pg. 199 8.Q.c funding was used for eligible expenses. Such reporting may include documentation of invoices, submission of payroll logs, proof of contracts, etc... to substantiate eligible expenses. Subrecipient must indicate to the County by September 30, 2020 its intent (or not) to fully expend its allocated funds by December 30, 2020. In the case the subrecipient reports to Cook County that it anticipates spending less than its entire allocation, the County will reduce the subrecipient's total allocation by the anticipated unused amount. Failure to submit proper documentation verifying eligible expenses may result in termination of this agreement and recoupment of awarded funds from the Subrecipient. VI. Personnel & Participation Conditions 1. Hatch Act Subrecipient must comply with provisions of the Hatch Act of 1939 (Chapter 15 of Title V of the U.S.C.) limiting the political activities of public employees, as it relates to the programs funded. 2. Conflict of Interest The Subrecipient shall maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. VII. ATTACHMENTS All attachments to this Agreement are incorporated as if set out fully. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments, the language of the attachments shall control, but only to the extent of the conflict or inconsistency. This Agreement contains the following attachments: • Attachment A — Eligible Expenses • Attachment B — Duplication of Benefits Certification VII. SEVERABILITY If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. VIII, WAIVER Cook County's failure to act with respect to a breach by the Subrecipient does not waive its right to act with respect to subsequent or similar breaches. The failure of Cook County to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. Page 9 of 11 Packet Pg. 200 8.Q.c IX. CERTIFICATION The subrecipient hereby certifies that they have the authority and approval from the governing body to execute this Agreement and request reimbursement from Cook County from the allocation of the Coronavirus Relief Fund provided to Cook County for eligible expenditures. The subrecipient further certifies the funds received for reimbursement from the Coronavirus Relief Funds were or will be used only to cover those costs that: a. Are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19); b. Were not accounted for in the budget most recently approved as of March 27, 2020; and c. Were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020. Subrecipient understands any award of funds pursuant to this agreement must adhere to official federal guidance issued or to be issued on what constitutes a necessary expenditure and that the subrecipient has reviewed the guidance established by U.S. Department of the Treasury and certify costs meet the required guidance. Any funds expended by the subrecipient or its subcontractor(s) in any manner that does not adhere to official federal guidance shall be returned to Cook County. Subrecipient agrees that they will retain documentation of all uses of the funds, including but not limited to invoices and/or sales receipts in a manner consistent with §200.333 Retention requirements for records of 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Subrecipient understands any funds provided pursuant to this agreement cannot be used as a revenue replacement for lower than expected tax or other revenue collections and cannot be used for expenditures for which the subrecipient has received any other emergency COVID-19 supplemental funding (whether state, federal or private in nature) for that same expense. X. ENTIRE AGREEMENT This Agreement constitutes the entire agreement between the Parties for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the Parties relating to Cook County's allocation of CRF funding to Subrecipient. This Agreement is subject to availability of Federal assistance under the Coronavirus Relief Funds as authorized under the CARES Act. Cook County has no legal requirement to provide funding to any Subrecipient. VI. SIGNATURE AUTHORITY The following specific officers/officials, or their authorized designees, are required to sign this Agreement on behalf of the of Subrecipient. Note: If this Agreement is signed by a designee, a duly authenticated delegation of authority evidencing the signer's authority to execute the Agreement for and on behalf of the Subrecipient must be attached to the Agreement for review by Cook County. Page 10 of 11 Packet Pg. 201 8.Q.c IN WITNESS WHEREOF, the Parties hereto have caused their duly authorized representatives to execute this Agreement on the dates hereafter set forth below. VILLAGE OF BUFFALO GROVE, ILLINOIS Signed: Its Duly Authorized Agent Printed Name: Beverly Sussman Title: Village President Date: COOK COUNTY, ILLINOIS Signed: Its Duly Authorized Agent Printed Name: Title: Date: Approved as to form: Signed: Office of the Cook County State's Attorney Page 11 of 11 Packet Pg. 202 8.Q.c ATTACHMENT A — ELIGIBLE EXPENSES Eligible expenses are subject to approval by Cook County and are contingent on allowability under the respective funding sources. Eligible expenses are those incurred for response and recovery activities as a result of a declared emergency. Cook County will review all expenses submitted for reimbursement. Reimbursement shall only be made for eligible expenses that are directly tied to response and recovery activities related to COVID-19. Expenses must be allowable pursuant to the Federal agency award requirements. Expenses listed below is nonexclusive, and additional Federal funding sources may include additional eligible expenses. Eligible Coronavirus Relief Fund (CRF) Expenses The CARES Act requires that the payments from the Coronavirus Relief Fund only be used to cover expenses that — Are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID-19); 0 Were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES Act) for the State or government; and 0 Were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020. Eligible expenditures include, but are not limited to, payment for: • Medical expenses such as: o COVID-19-related expenses of public hospitals, clinics, and similar facilities. o Expenses of establishing temporary public medical facilities and other measures to increase. o COVID-19 treatment capacity, including related construction costs. o Costs of providing COVID-19 testing, including serological testing. o Emergency medical response expenses, including emergency medical transportation, related to COVID-19. o Expenses for establishing and operating public telemedicine capabilities for COVID-19- related treatment. 0 Public health expenses such as: c Expenses for communication and enforcement by State, territorial, local, and Tribal governments of public health orders related to COVID-19. c Expenses for acquisition and distribution of medical and protective supplies, including sanitizing products and personal protective equipment, for medical personnel, police officers, social workers, child protection services, and child welfare officers, direct service providers for older adults and individuals with disabilities in community settings, and other public health or safety workers in connection with the COVID-19 public health emergency. o Expenses for disinfection of public areas and other facilities, e.g., nursing homes, in response to the COVID-19 public health emergency. o Expenses for technical assistance to local authorities or other entities on mitigation of COVID-19- related threats to public health and safety. o Expenses for public safety measures undertaken in response to COVID-19. Pagel of 2 Packet Pg. 203 8.Q.c o Expenses for quarantining individuals. • Payroll expenses for public safety, public health, health care, human services, and similar employees whose services are substantially dedicated to mitigating or responding to the COVID 19 public health emergency. • Expenses of actions to facilitate compliance with COVID-19-related public health measures, such as: o Expenses for food delivery to residents, including, for example, senior citizens and other vulnerable populations, to enable compliance with COVID-19 public health precautions. c Expenses to facilitate distance learning, including technological improvements, in connection with school closings to enable compliance with COVID-19 precautions. c Expenses to improve telework capabilities for public employees to enable compliance with COVID-19 public health precautions. c Expenses of providing paid sick and paid family and medical leave to public employees to enable compliance with COVID-19 public health precautions. o COVID-19-related expenses of maintaining state prisons and county jails, including as relates to sanitation and improvement of social distancing measures, to enable compliance with COVID-19 public health precautions. o Expenses for care for homeless populations provided to mitigate COVID-19 effects and enable compliance with COVID-19 public health precautions. Any other COVID-19-related expenses reasonably necessary to the function of government that satisfy the Fund's eligibility criteria, excluding costs associated in conducting Coronavirus Relief Fund Single or Program -Specific audits. ATTACHMENT B — DUPLICATION OF BENEFITS CERTIFICATION In consideration of Subrecipient's receipt of funds or the commitment of funds by the Cook County, Subrecipient hereby assigns to Cook County all of Subrecipient's future rights to reimbursement and all payments received from any grant, subsidized loan, or insurance policies or coverage or any other reimbursement or relief program related to or administered by the Federal Emergency Management Agency, the Small Business Administration or any other source of funding that were the basis of the calculation of the portion of the Coronavirus Relief Funding transferred to the Subrecipient under the Intergovernmental and Subrecipient Agreement for Coronavirus Relief Funds Agreement entered into by and between Cook Page 2 of 2 Packet Pg. 204 8.Q.c County, Illinois, and be referred to herein as "additional funds." on , 2020. Any such funds received by the Subrecipient shall Additional funds received by the Subrecipient that that are determined to be a Duplication of Benefits ("DOB") shall be referred to herein as "DOB Funds." Subrecipient agrees to immediately notify Cook County of the source and receipt of additional funds related to the COVID-19 pandemic. Cook County shall notify the Federal awarding agency of the additional funding reported by Subrecipient to Cook County. Subrecipient agrees to reimburse Cook County for any additional funding received by the Subrecipient if such additional funding is determined to be a DOB by Cook County, the Federal awarding agency or an auditing agency. Subrecipient further agrees to apply for additional funds that the Subrecipient may be entitled to under any applicable Disaster Program in an effort to maximize funding sources available to the Subrecipient and Cook County. Subrecipient acknowledges that in the event that Subrecipient makes or files any false, misleading, or fraudulent statement and/or omits or fails to disclose any material fact in connection with the funding under this Agreement, Subrecipient may be subject to civil and/or criminal prosecution by federal, State and/or local authorities. In any proceeding to enforce this Agreement, the Grantee shall be entitled to recover all costs of enforcement, including actual attorney's fees. Subrecipient: Village of Buffalo Grove Signed: Its Duly Authorized Agent Printed Name: Beverly Sussman Date: Title: Village President Page 2 of 1 Packet Pg. 205 8.R Resolution No. R-2020-43 : Consideration for Trustees for an Easement Assignment to Lake County ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Lake County asked to be assigned a Buffalo Grove easement to officially maintain a storm sewer related to the Buffalo Grove Road and Aptakisic Road projects. ATTACHMENTS: • Aptk RD easement assign memo 20-0826 (DOCX) • Resolution Aptk Rd Storm Sewer Easement Transfer (DOCX) • Assignment of Permanent Easement FINAL (9-2-20) (PDF) • Exhibit A - storm sewer easement location (PDF) Trustee Liaison Staff Contact Stein Darren Monico, Public Works Monday, September 21, 2020 Updated: 9/14/2020 4:10 PM Page 1 Packet Pg. 206 8.R.a )LLA.'E OF BUFFALO .LCV' MEMORANDUM DATE: August 26, 2020 TO: Dane Bragg, Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Aptakisic Road Easement Assignment Background The Village currently has a storm sewer easement with the Park District along the north side of Aptakisic Road at the northwest corner of the intersection of Aptakisic Road and Buffalo Grove Road. The easement is located within the Park District Property as shown on the attached map and not within the Right -of -Way of Aptakisic Road. The widening of this part of Aptakisic Road is included as part of the current Buffalo Grove Road project. To facilitate the widening, the Village is being asked to assign this easement to the Lake County Department of Transportation (LCDOT), officially shown as "Lake County" in the legal agreements. With the transfer of the easement, the LCDOT will be legally allowed to maintain the storm sewer that is within the easement. Currently LCDOT maintains this storm sewer, which is being removed and replaced for the project. This agreement just completes the documentation to transfer ownership and maintenance of this portion of the storm sewer to LCDOT. All other aspects of the Village easements will remain with the Village. Recommendation Staff recommends approving the resolution to transfer the easement from the Village of Buffalo Grove to Lake County. Packet Pg. 207 8.R.b RESOLUTION NO. 2020 - A RESOLUTION FOR ASSIGNMENT OF PERMANENT STORM SEWER EASEMENT RELATING TO STORM SEWER MAINTENANCE NEAR THE INTERSECTION OF APTAKISIC ROAD AND BUFFALO GROVE ROAD 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 is desirous to assign the permanent easement agreements for storm sewer maintenance related to the road construction of Buffalo Grove Road and Aptakisic Road to the County of Lake; WHEREAS, the County of Lake will be taking maintenance responsibility for the existing storm sewer as it includes drainage for Buffalo Grove Road and Aptakisic Road; and, NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees of the Village of Buffalo Grove, Cook and Lake Counties, Illinois, as follows: The Village of Buffalo Grove hereby approves the assignment of permanent easement for the storm sewer maintenance responsibility in the attached Exhibit A - storm sewer easement location to the County of Lake. All other rights in the easements to the Village of Buffalo Grove under document number 2785387 remain the property of the Village of Buffalo Grove. AYES: NAYES: ABSENT: PASSED: 2020 APPROVED: 2020 1 Packet Pg. 208 8.R.b APPROVED: Village President ATTEST: Village Clerk c 0 U a� Y to J c as E aM y N a 0 E N c0 W Packet Pg. 209 8.R.c -��v LakeCOL111ty Di�vision of Transportation ASSIGNMENT OF PERMANENT EASEMENT Section 11-00249-03-WR Station 62+70.08 — 64+86.20 Parcel Owner Buffalo Grove Park District Address 530 Bernard Drive Buffalo Grove, Illinois 60089 The undersigned, Village of Buffalo Grove, a municipal corporation organized and existing under and by virtue of the laws of the State of Illinois (hereinafter ASSIGNOR) for Ten Dollars (S 10.00) and other valuable consideration received does hereby ASSIGN to the County of Lake (hereinafter ASSIGNEE), their successors and assigns, its PERMANENT EASEMENT to install, operate, maintain, and remove, from time to time, facilities used for purposes of storm sewer and drainage as related to the County highway system, in, under, across, along and upon the surface of the property shown within the dotted lines shown on the attached Exhibit A, marked up as "Assignment" on the plat recorded as document number 2785387 in the Lake County Recorder of Deeds. All other rights in the easements to the Village of Buffalo Grove under document number 2785387 remain the property of the Village of Buffalo Grove. Township of Vernon, Lake County, Illinois. Signed and sealed the day of at By: Name: By: Name: STATE OF ILLINOIS COUNTY OF LAKE 20 , (Seal) (Seal) _ 0 U Y J _ d E _ y a _ E m N c� W M O N O N 0 N N J a z _ d E d �a W a� c E L m a 4- 0 _ aD E _ a� .y N Q _ d E s �a Q Packet Pg. 210 8.R.c I, , a Notary Public in and for said County and State aforesaid, do hereby certify that , personally known to me to be the same person whose name subscribed to the foregoing instrument, appeared before me this day in person and acknowledged that he signed, sealed and delivered the said instrument as his free and voluntary act, for the uses and purposes therein set forth. GIVEN under my hand and notarial seal this day of , A.D., 20 (Seal) My Commission Expires 20 Notary Public This instrument was prepared by the Lake County Division of Transportation, 600 W. Winchester Rd., Libertyyill e, Illinois 60048. Packet Pg. 211 w (Alun, mul lu.-I-V -W."a : EY0-d) (oz-Z-6) IVNIJ lu-w-"@ lu-ulwl-d 4- ll-lub-V -W4-;V so Sol CS it -to a ................................ ................................................... 0 0 0 CD 2, a- 0 E b O 2 2 Cc cc E CcD COD 2 CD c OtlOtl -3-A-6—H0 oivAine IE I Yj Ron ho it hot u � it Hy I IOWA Muryin t w 1 IMF= MW nomh lit 0 INA! 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I 6 .....ZB9 zog 0 « >wa Fo 8.S Resolution No. R-2020-44 : Ordinance Approving an Amendment to the Village's 2020 Position Classification ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: Attached is the revised 2020 pay ranges for employees of the Village of Buffalo Grove. The 2020 pay ranges have been revised to reflect the new position of Administrative Services Manager/ Assistant Village Clerk. ATTACHMENTS: BOT Memo (DOCX) • Pay Range Resolution (DOCX) • 2020 revised pay ranges (PDF) Trustee Liaison Weidenfeld Monday, September 21, 2020 Staff Contact Chris Stilling, Community Development Updated: 9/17/2020 7:57 AM Page 1 Packet Pg. 215 8.S.a DATE: September 17, 2020 TO: Dane Bragg, Village Manager FROM: Christopher Stilling, Deputy Village Manager SUBJECT: Revised 2020 Pay Range Background Attached please find the proposed revised 2020 pay ranges for employees of the Village of Buffalo Grove. The 2020 pay ranges have been revised to reflect the new position of Administrative Services Manager/Assistant Village Clerk that has been created as a part of a recent reorganization within both the Office of the Village Manager and Community Development Department. Staffing Recommendations Administrative Services Manager/Assistant V111age Clerk Staff is requesting to create a new Administrative Services Manager/Assistant Village Clerk within Pay Grade 21. This new position would be responsible for many of the Deputy Clerk duties as well as provide assistance and supervision of the existing Community Development Administrative Assistants Staff has extended an offer to Jessie Brown, who has accepted the position. Action Requested Staff recommends that the Village Board approve the attached Resolution amending the 2020 Pay Ranges by including the Administrative Services Manager/Assistant Village Clerk in Pay Grade 21. 0 E m O m c m E t U �a Q Page 1 of 1 Packet Pg. 216 8.S.b RESOLUTION NO. 2020- A RESOLUTION APPROVING THE REVISED 2020 PAY RANGES FOR VILLAGE OF BUFFALO GROVE EMPLOYEES WHEREAS, on December 2, 2019, the Village President and Board of Trustees adopted the Village of Buffalo Grove's fiscal year 2020 budget, and; WHEREAS, on December 2, 2019, the Village President and Board of Trustees approved the 2020 pay ranges, and; WHEREAS, the 2020 pay ranges have been revised so that they are more accurately aligned with both the internal and external labor market 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: 1. The Village of Buffalo Grove does hereby approve the revised 2020 Pay Ranges for Village of Buffalo Grove Employees (attached). 2. The revised 2020 Pay Ranges will become effective upon approval, unless noted otherwise within the attached Pay Range document. AYES: NAYES: ABSENT: PASSED: APPROVED: ATTEST: APPROVED: Village Clerk Village President Packet Pg. 217 8.S.c VILLAGE OF BUFFALO GROVE Revised 2020 Pay Ranges Position New Min Step New Max Step Pay Grade 74 $134,278.56 413 $198,134.56 493 Deputy Village Manager Pay Grade 70 $121,530.24 393 $181,122.24 473 Director of Finance Police Chief Fire Chief Director of Public Works Director of Community Development Pay Grade 66 $106,219.36 366 $159,095.04 447 Deputy Fire Chief Director of Human Resources Deputy Police Chief Village Engineer Deputy Director of Public Works Pay Grade 62 $100,549.28 355 $149,851.52 435 Police Commander Battalion Chief Deputy Director of Finance Pay Grade 58 $90,099.36 333 $134,278.56 413 Police Lieutenant Building Commissioner Head Golf Professional BG & Arbo Public Works Superintendent Deputy Community Development Director Pay Grade 54 $82,775.68 316 $123,362.72 396 Civil Engineer II Principal Planner Police Sergeant EMS Educator Pay Grade 50 $113,900.80 380 $127,110.88 402 Fire Lieutenant/ Paramedic (May 1, 2019 - April 30, 2020) Pay Grade 46 $111,652.32 376 $124,600.32 398 Fire Lieutenant/ Non -Paramedic (May 1, 2019 - April 30, 2020) Pay Grade 42 $76,425.44 300 $113,900.80 380 Public Works Manager Purchasing Manager Q 0 N O N N a� tM c ce i co Q M d T) i 0 N O N c d E s v �a El Packet Pg. 218 8.S.c Civil Engineer I Assistant to the Village Manager Pay Grade 34 $71,273.28 286 $106,219.36 366 Plan Reviewer Mechanic III Crew Leader Community Engagement Manager Technical Services Manager Pay Grade 29 $66,466.40 272 $108,359.68 370 Firefighter/Paramedic (May 1, 2019 - April 30, 2020) Pay Grade 25 $72,708.48 290 $107,284.32 368 Patrol Officer (January 1 , 2019 - December 31, 2019) Pay Grade 21 $64,507.04 266 $96,135.52 346 Building Inspector Health Inspector Electrical & Mechanical Inspector Fire Inspector EMA Coordinator Deputy Fire Marshal Plumbing Inspector Administrative Services Manager/Assistant Village Clerk Records Supervisor Property Maintenance Inspector Mechanic II Building Maintenance Worker Accountant Associate Planner Deputy Village Clerk Engineering Technician Management Analyst Head Golf Professional Maintenance Worker II Pay Grade 17 $56,661.28 240 $84,443.84 320 Public Education Officer -Fire Social Worker Permit Coordinator Maintenance Worker I Pay Grade 13 $49,520.64 213 $72,708.48 290 Administrative Assistant Utility Billing Coordinator Accounts Payable Coordinator Payroll Coordinator Assistant Golf Professional Q 0 N 0 N d' N d tM c i �O Q d f!1 d 0 N 0 N C d E s v O El Packet Pg. 219 8.S.c Evidence Custodian Pay Grade 9 $45,495.84 196 $67,805.92 276 Community Service Officer Desk Officer Clerk Pay Grade 5 $26,024.96 85 $38,979.20 165 Fleet Maintenance Shop Assistant Engineering Aide Pay Grade 1 $20,895.68 40 $28,897.44 105 School Crossing Guard Laborer Golf Course Attendant a O N O N U1 d O _ i �O Q M G1 f!1 G1 i O N O N _ d s v �a El Packet Pg. 220 8.T Resolution No. R-2020-45 : Resolution Relating to the Semi -Annual Review of Closed Session Minutes ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. SUMMARY: The Corporate Authorities have determined that the following set of closed session minutes no longer require confidential treatment and are available for public inspection. ATTACHMENTS: • RESOLUTION - 092120 (DOC) Trustee Liaison Ms. Sirabian Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/17/2020 11:30 AM Page 1 Packet Pg. 221 8.T.a RESOLUTION No. 2020- RESOLUTION RELATING TO THE SEMI-ANNUAL REVIEW OF CLOSED SESSION MINUTES BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, pursuant to Section 2.06 of the Open Meetings Act: SECTION ONE: On August 17, 2020, the Corporate Authorities of the Village voted to approve the following Closed Session minutes: February 18, 2020 March 2, 2020 March 16, 2020 April 20, 2020 June 1, 2020 June 15, 2020 July 13, 2020 SECTION TWO: The Corporate Authorities of the Village determine that the need for confidentiality still exists with regard to the approved minutes listed in Section One. SECTION THREE: This Resolution shall be in full force and effect from and after its passage and approval. AYES: NAYS: ABSENT: PASSED AND APPROVED this 21" day of September , 2020 ATTEST: Janet Sirabian, Village Clerk Beverly Sussman, Village President 1 Packet Pg. 222 9.A Ordinance No. 0-2020-71 : Fire Station 26 Generator Replacement ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff recommends the Village Board authorize the Village Manager to execute a contract with Engineered Services, Inc. at a base amount not to exceed $75,136.00, pending final review and approval of the agreement by the Village Attorney. Staff also requests the Village Manger be authorized to control a contingency of $12,000 only to be expended in the event of issues that may arise as the Generator is integrated into existing architecture. ATTACHMENTS: • 8.17.20 Letter to Brett Robinson • BIDTAB Generator F26 (PDF) F26 Gen Ordinance (DOCX) Trustee Liaison Smith Monday, September 21, 2020 (PDF) Staff Contact Brett Robinson, Finance Updated: 9/10/2020 11:37 AM A Page 1 Packet Pg. 223 9.A.a July 28, 2020 Revised August 10, 2020 Revised August 17, 2020 Brett Robinson, Purchasing Manager Village of Buffalo Grove 50 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: Village of Buffalo Grove Fire Station No. 26 Generator Replacement E Commission No. 203040 d U (a CL Dear Brett: L 0 We recommend the following be presented to Village Board. rt+ d c On Tuesday, July 28, 2020, at 9:30 a.m., bids were received from five (5) contractors for Fire Station a� C9 No. 26 Generator Replacement project. A bid tabulation is attached for your review. Engineered N Services, Inc. (dba Powerlink Electric) from Vernon Hills, Illinois submitted the low bid in the o amount of $75,136.00. a We have checked the references provided by Engineered Services, Inc., and are pleased to report a� h that we received favorable feedback regarding their current and past performance on similar generator replacement projects for the Village of Bannockburn, the Metropolitan Water Reclamation c District, and the CVS Corporate Facilities Division. c N O The budget for this project is: Design Recommended Estimate Bid Award Construction Cost $104,662 $ 75,136 Contingency $ 5,233 $ 12,000 TOTAL PROJECT COST $109,895 $ 87,136 We also spoke by phone with the Owner of Engineered Services, Inc. to confirm that they understood the project scope. He reiterated that they have successfully completed several similar projects, including another generator replacement for the Village of Northbrook. Based on the alignment with the project budget and the feedback from their references, Wold recommends awarding the contract to Engineered Services, Inc. in the amount of $75,136. Wold Architects and Engineers 220 North Srtiitii Street; Suite :310 ]'ti xtlrte, 11, 60067 wold.te.roiii 1 847 241 6100 ARCHITECTS ENGINEERS Packet Pg. 224 9.A.a Please let me know if you have any questions. Sincerely, Wold Architects and Engineers Matt Bickel I AIA, LEED AP Partner Attachment cc: Bryan Beitzel, Village of Buffalo Grove Nick Smith, Village of Buffalo Grove Kirsta Ehmke, Wold KH/O:/Municipal/Buffalo Grove/203040/crsp/aug20 Letter to Brett Robinson Page 2 u Packet Pg. 225 0 (;uauaaoeldeN ao;eaauaE) 9Z � � v QN �r o U O N a`+ d O U) C O a n � C2 I cor r z a a LO 00 o o m 00 00 00 ca O M U m � o > O J O0 - Y c a U O E a U O � S - g 0 0 as 00 0 0 00 6 0o O Co a 64 b} m o Q U - m 0 IL J 0] N O i y W C N m` n O y a) (n N O L O � O co a GS V NO D V U_ O O J O O N 0 U o c �o `m W V > I a) } 0 } N } O z CD in co u p L ti > o Q � c5 t - m 3 � � d W m a m rn m 0) } N } N } O Z U 0 O 0 O J _ O Ln O N � r: o, e» r" o cis 0 U U O� - O U O � N (0 W � � � U � � O U N N y O N N m Q r (D } } } Z E n E J N c O a O 0 CC] E N w W N o m m N E U (q b co N O LL a c E _ O O N U w b � Oa d o U o a a_ J 0 m d o O coa 0cm cm cc J -O _0 0) 0) 00 a) 0 co coin 65 0 0 H uol;e;g aal=l : WOZOZ-0) 9Z=l ao;eaaua!D BVIOI8 :4uauJ'43BUV F(,,-om4 ORDINANCE 2020- 9.A.c A ORDINANCE AUTHORIZING EXECUTION OF AN AGREEMENT WITH ENGINEERED SERVICES INC., FOR A REPLACEMENT GENERATOR AT FIRE STATION 26 WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village released notifications and sought out firms qualified to perform the requested services in Village owned facilities; and WHEREAS, the Village engaged in a competitive procurement process to obtain the best value for money. 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 execute a contract with Engineered Services, Inc, pending review and approval by the Village Attorney at a price not to exceed $75,136.00 and is to control a contingency in the amount of $12,000.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 2020 APPROVED: Beverly Sussman, Village President Packet Pg. 227 9.B Ordinance No. 0-2020-72 : SCADA Support Services ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. SUMMARY: Staff requests authorization to execute an agreement with Concentric Integration, for supervisory control and data acquisition maintenance services and software maintenance support in an amount not to exceed $85,700, pending final review and approval of the agreement by the Village Attorney. ATTACHMENTS: Memo - Support Sery 2020-2021 (DOCX) BFGVV 201096.00 2020-21 Support Services 09-08-2020 (PDF) • Concentric Ordinance 2020 (DOCX) Trustee Liaison Pike Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/10/2020 11:20 AM Page 1 Packet Pg. 228 9.B.a ALL III F BUFFALO GROVE DATE: August 26, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager RE: Concentric Integration Is Background The Public Works Department is seeking to engage the services of Concentric Integration (Baxter & Woodman Control Systems Integrations) for the purposes of supporting and enhancing the supervisory control and data acquisition (SCADA) systems in use at the various lift stations and pump stations. The SCADA systems are used to automate, control and monitor the water pumping facilities as well as the sewerage lift stations. Concentric Integration have provided this service for the past several years and staff is satisfied with their performance. Staff will continue to monitor the performance of this consultant closely. It should be noted that $37,850.00 of the $86,250.00 will be directed to software maintenance costs. These costs would need to be paid by the Village regardless of whether or not the Village engages the services of Baxter Woodman. As a reminder, both Engineering and Information Technology services are listed professional services in Section 2.08.40 of the Buffalo Grove Municipal Code. Recommendation Staff requests authorization to execute an agreement with Concentric Integration, for supervisory control and data acquisition maintenance services and software maintenance support in an amount not to exceed $85,700, pending final review and approval of the agreement by the Village Attorney. Page 1 of 1 Packet Pg. 229 9.B.b Customer: Village of Buffalo Grove Concentric Job Number: 201096.00 Concentric Integration, LLC (Concentric) agrees to enter into a support agreement with the Customer to provide support services based on the "Services" indicated below and in agreement with the Terms & Conditions and Service Definitions. Services & Fees Fixed Fee Services indicates a fixed scope as described in the attached Service Definitions. Since the scope is negotiated upfront, we are able to establish this price at the beginning of the contract. Time and Material (T&M) Services denotes a variable scope determined by the Customer. T&M Services are requested on a case -by -case basis and are approved by a responsible representative of the Customer. Monthly invoices will be sent for T&M Services as they are used. Labor will be billed on the basis of our standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel costs. Labor rates differ for Concentric staff members. o The hourly rate charged is the same for regular hours, after hours, emergency service, weekend, holiday, and overtime. o There is no minimum call -out charge during normal business hours. There is a 1.0 hour minimum charge for after-hours emergency support. c Mileage for travel is billed at the IRS -approved amount as calculated from the employee's office location to site visited during normal business hours or from deployment location to the site visited for urgent service. o Travel time is charged at the same hourly billing rate indicated on the rate sheet Please see the attached Rate Sheet for our current hourly billing rates. Under this agreement, there is a fixed discount on labor of 5% off those standard billing rates. Please note that the rates listed on the attached rate sheet are our current rates and may increase during the term of the project. E3678 [,,Zid efk.fld Rd, Crystal Lake, IL 60012 815788 w,600 - wvvw.gor,,.�oi,)ceiiiitou(;.co< l Packet Pg. 230 9.B.b Support Services Agreement 2020-2021 et 1 Principal $195 Provides oversight & direction. Responsible for contracts, scope, overall satisfaction. Automation Engineer IV $160 Advanced controls, automation startups and project involvement. High level troubleshooting of technical issues. Performs and coordinates advanced design, programming, and field activities, including controls, automation startup assistance, project Automation Engineer III $145 involvement, and high level troubleshooting of technical issues. Can be involved with client assessments and writing technical reports to set direction related to process automation and technology. ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Works as a team member to perform more advanced design, Automation Engineer II $130 programming, and field activities (PLCs, OITs, controls, & related repairs) with direction from senior staff, typically on larger WTPs, ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- WWTPs, and integrated systems. Provides panel/CAD design and programming tasks for small processes Automation Engineer I $115 (lift stations, pump control, etc.). Provides panel/CAD design, as well as Instrumentation & Control design. Works as a team member to perform design, programming, and field activities with direction from senior staff. ----- --------- --------- --------- r --------- --------- - Lead industrial/automation information technology designer and IT Consultant IV $160 responsible for commissioning, quality control, and project management. Works as a leader to coordinate work with consultants/analysts. Performs and coordinates advanced design of client networks/systems. Performs server, network, and desktop architecture, design, management, and oversight. High level troubleshooting of network, IT Consultant III $145 security, and server technical issues. Works as a team leader to coordinate work with consultants/analysts. Performs and coordinates advanced design of client networks/systems. Performs server, network, and desktop management and oversight and IT Consultant II $125 typical higher -level network administration duties. Can also be a project coordinator or manager. Provides basic systems and network administration/support services. IT Consultant 1 $110 Performs PC Workstation/Server Administration services and tasks. Works as a team member for support of client systems and network ------------------- administration. ------------------------------------------------------------------------- Coordinates purchasing and logistics/shipping for automation, controls, Administrative Support $85 instrumentation, and related IT and security equipment. Prepares equipment specifications. 1 Rates are subject to change on January 1 of each year. A. N O N O N O 0 N O N O 0 rn 0 N d v d rn 0 a a 0 rn N 0 N 0 N O 0 ca rn 0 0 N 0 LL m C d E t V td Q F:Iiroiect 9 201096.00 Village of Packet Pg. 231 9.B.b Support Services Agreement 2020-2021 Time Period andPayment Start Date: August 1, 2020 End Date: July 31, 2021 Fixed Fee Services: Payment to be made in two (2) equal payments of $18,650 upon being invoiced Payment 1: December 2020 Payment 2: May 2021 Time & Materials Services: The estimated amount of $48,400 for the Time & Materials Services portion of this contract will be invoiced separately on a monthly basis, as those services are incurred. We suggest planning for approximately $4,000-$5,000 monthly for these services. Concentric will perform T&M Services as requested. Standarder S and Conditions References Effective Date: The Effective Date of this Proposal and the associated Standard Terms and Conditions shall be the date this Proposal is accepted as shown by Customer's dated signature. Third Party Materials (See Standard Terms and Conditions Paragraphs 3.2 & 8.3): 0 DOES apply ❑ DOES NOT apply Notices: Notices required to be provided to Customer in accordance with Paragraph 16.3 of the Standard Terms and Conditions shall be delivered to the individual and address given above, unless Customer provides updated notification information to Concentric in writing Concentric Integration, LLC's Standard Terms and Conditions, Version 10 (V10), located at http://goconcentric.com/standard-terms/ are hereby incorporated into this Project Proposal as though fully attached hereto. By signing below, each of the undersigned represents and warrants that Concentric Integration, LLC's Standard Terms & Conditions are legal, valid, and binding obligations upon the parties for which they are the authorized representative. F:Iiroiect 9 201096.00 Village of Ej Packet Pg. 232 Support Services Agreement 2020-2021 Standard Terms & Conditions 1. The, submitted proidc,56 and these Standard 7errn5 & Cinditions ccniMilt•and mire herelin referred to as t:hie Agreement. 2 Cone pnlclin rilwjrafilari, I LC K 1141`441 PQW14d 10 A& 701KQWIIIC, Arld thgo paMy W11:11,1 •whom Cinninwitiic h wulailing into Il Agrix.ri " itlin 115 1 referred to as ON ner. 3. ConcentTle i submit roqji.xrfts for pariocuc: progress p3NirronLt for sondoos ircinclorod Payments rlhBlll to duc and owling iW. the Ciwror krin',)II PerAPA of Milwolice for +eRvil Paynn'pil,6 lo Shialll t* FiLirmiantto the ,minis Locall Government Prompt: Playment Act: U Coirrocritirl,c's Invoice for' 'J" I, -I -, ,I, P,-- rw,lie Ownor '41(mPer-rd No r0rWK-' g.Lr,-. 4, Thfi% Agioioniien I unffbefli;iinirvitpri, !in wliolm ui in pinif by Pollipi; rlorly if FN, c4l1w popty 5W:i5l:cf1IflMI.V finib W fulfill Iln,obligadoic's "Indw this Aqrcomant tnroiccini no far-k of the taw irminatinq pi cc th4., Owner may terminate this Agreeiricirrit, iin whole or iln part:, foi its ropv,enioire Hr:xwPwPP. ne %urn t4qr1[jjjniij( on nijimy be eflertioul uliilp�,5 thin tPlinineding, ;vVily ljlvq�, HIP ulhioir rofIv: 0) 1 le5s, Umn rpri I (TO) calendar days writter notice, by certified mood off intent to tprrninicite. and (7,1, or OPP01-11.111ity for a mWding w1h, the terinininfliniq CL I'afty Ir thk Agwontwilt liw im IrltlmuaPaix.1 by ofthod law I POU'Voini i10 th4W1,4xHiio diatie air iorminW.ion, iunlCltlding reirnbursam,ic exporri In [he event of, conI termination, the Owner shall rocerwr reicioducilble copiies 0, rifawil'IT, Cusft)ffi IDavaelwrpolll Al:1plik"Airklies al id ifflirwir da-I "Diffiligotiod by cintliciantilic U t. Concentric' nicrees to hold hownriless 3rdl InAleirinnify the Owner and eci of its officer's, mgenti and employee: frictin-rany and mill Illnablity claijmE, loscrs, or, d3mBgos, to the extort, Mat Iyclh clagms, iordain +asNo CeUsOd by Concontric'is nogIl90 l ri in thia. itiorloirmanco of, theserrvices urider this Agreerr*nit but nat linicluding Ilimbillltv that may I due Co the sderegligance of the Igtii err other' com5ulkzi U contractor, or suibcontrtors workinr ..j for the Owner or tMclr orlbors, agents and cffnproyoc-. In trio ovairrt c%aiirins, or damages aie caused bw the joint jr cluritai rei-A neqIiiijenica of Cinixvini and the 0-vi Diev ahijll lie boine lbIy ench pjrLy iiii prutswtion to rta 0 nag ligonro 0 The f3wrier acknowledzei that, Concentric is in Liir6ted Liability Cornil and not In Profesionall Bervice Carpor3bon and further acknowicilgas that tho riorporatD criAlly, as tho party fo Otis contract, oxpirosisly awolds, cciniractingi for individual rosponsibillily of its cli (III d1loic')iI Or PVICIR>Y�h fhe CNwneT and Coricervic agree that, any claim rnade by either party arising out coil any act: cif the other pairtV, or any officer, director,, Oil offlf'l , i'0YW,0 of tluw e1111101 Ifli TINQ ilf or thin Aomonli4iil, sh'A1111 bw alado is'nilluty AG'Alimh Diii otihos Jlriffl'liy I iiik)t indi VId Lial IN or join it Iv ngao insit suc n off ice r, all re-ict or, of orniployocs. pa Rlir I 110 ILA a I I clr I I h 0 lor ciii;x""r - onic 0 rl(: s it 0, wafl por�YIr,R ls P HI Id viria IIIIA01411 I, III W 'WIC 0 Rif pirro I w< b 400 1111 [ i lo lir id w wol I is� I r)ipo )Isei f kir, 0 acts, clai rift for do i7nii s I e oh bodily r4ury 11 indri clinq personal injury, s Ic kini s L7 r I sea se, or death of any arrid all I eirnpilioN ees or of airy I)IQrS,00 00114u IIIIA111 I;Uch odriplOY440m', „Mij ho"I w halrym, Irar dainli&j4o, LrOcm.lso or lirl(lifty NJ 'nit dwifluclilon cyr picv-)Ptr,y lincli'mi I or Use resulting therefrom dierjecitomiri5efrorn Conceiri neglli,,-Xnc:e In theperforrinizince of services under this Agreement. The owner CN O sinall Mia niarnorra;,Isn addiffinrial irsijrorinn Concointriics gonoral liahillity rinquirancollcoliry MCI limitscif imabilill tor trio linstrrainri; mquiri N by th1s,&jb5ecUon are as follows:: 00 WuikeisCU1tPe11MIJLff1. 5LAIJI-IJIFN 1-1111111 1 ItVInibiirellir Lidbility 15,000,000 PULLAII-11 affild �iggfU-Wtt 9 Hall 111.0,30000 pm Oijim A? 0010,0100 aijgrpgakG Plrflffv�PX,101 I liAl 35.000-000 riqC101"I I O AritcTri I.Acklifty%1,000,000 carnoniad slingla iiiirr,it JS,U 00,1DOO aggroga to cn Notwithstanding anyother prowis�,orrof this Arreement, and to the hillest extent permitted, by inw, thelotall Ilimbtlity, in the aq9requite, 4) U oy' Concontrrc ornIsIoNoos,agerits, and wit' or t�herni, to trio,(Dwri and anyono daiming try, through LAr under the Owner, foranyanci d6rri5, iosesi of damages whatsoever arising out: of, resultingfroini cr inany III relinted to the Iii 4) or tho Agroammnnil: from aii causacv cau5cs including III not limited to, the rrogligonce, prichmskinal orni omissiions,, strict fiability v Lveach of suiriltrad. I wdiranty or imlimiled of Coirrciegitii,c uir their olfkvi5, diiedcsr!� einpfijye��i ngent5 of any of Lhern. haricaftor ralcinrod to as, thin " Giwror'E Clair-nV' shaill not oxcood tho total irsuiraircin brocoods available to day cri bialfalf of or to 0 Concen,liflu by their imljxErs it y01,1AR111*10 op Ulf Ownpr'% c3rin)5 miller the iornis Mild cor"dilliII I C-ancRolipic's irrifinnirp pokcros appAicablifo tharatc, inickidiiing all covairindf paymonts made by tnoso ilnwruroF, for hnios, costs aril oximarzos of irwastigationi. clar;rns 04"Iso ilirdapp%l W 10 Concentric iis responciltile I -or the qUaI11Y, tochinicar accuracy Urni.,aly completion, and coordinatior -of mill Designs, IDrawingsa,, Custonn ru4vd(,(Nf:)0d Aj:rplicallun&Id i &AI 62WTU1111A15.I16A or taquilod i.indwl rrtis, Agiloonlonfl, I Silliallf Wild"'ji,01 to Ila,wlrr0flil &LJIrAi +,Wlvlco& T- C14I w ih it same skill and judgment whiIch con be I-Pasonalloy,expected from similarly situated lorcifesicnal,. 11 711�00wfr m i A mity Orr"P. Il 'i C�)#I:Jor akp dnarrj�� W14111111 inn gfnotai *I( nlI, (lif Iri A,)rww,wm In �iip sor fir, 40 pW(,,av1j,,o CD IN Isv Concentric. If such chzinges caui54, an mirrezine or decrease lin Conceintric's feeor tirne, required for per-finmricince, of any Service, under CD 146� Aljl,�4,ri Wholhol oe not changod III Ally 0IIAW, al� Qfpfiral:ia d.1111AIII E�o4 I Mid fliNAgwofowri IMAIII 1:1- WiDdinod in 04 Y%witing accordingly No service for which an addiltiond, compenambor wit I charged :YV ConicPnicinc shall be furnished without the CD MIU011 Kithorrza,troin of the Owner. CD 12 AM Drawings, Custiorr, Dewplope,:I,Appiilcat6cns.,mnd either documents Prepared or furnished by Concentric pi to WIS Agreement to O arm Ilnsf,rufn,orts of soNco IIn rosti to :hQ projoct, ari concoritnic simalli rotain this right of rci er raiid IsOCLIMOWS and cloctronic CD media by iand,af the discretion of Concentric Whether or not the, pr-ci is completed. Electronic copke Iof Concentric's doc,urrients for iniorinalion zincl rialfe.reirce. In connection with the UFX MITA occupancy of thie project by the Owner ard others s1l be delivered to and bFA 0117TIR ljje ppiserty of flip nlwrTHir. Ihu"viver. Coricpilthic", ime null Irlwlyderl cp rppi, rFSPFllpij h:r, 4i*? Msluir For joqjSe toy r1hp Ownor or othors on additroirris ar extensions of the lcro}ccl, or on anyalhor pFqirict I such ii wits out ganilicatlon or abaptatlen lay Concer"Illic ro, th. aPvizirc I ivtelvler$ will be, al I Owner', •"A' 6-sk "arum WRhoul Ill oq 1ngnl ,>-Xpov,are kr Ca"r I k. aiif 0 the C'Mifer shall indii.4-nnify and Inald harini Conoencre from mill cbiims,, damages, lossos and expeni including attomeys' fens arising LL Out Of X 116tillhirg 1:1114414rhorrl M 13 Any Proyniar or pw.t th-Loi of this Agneement held to be vold of uirceniforceatle under any I sh,alill c�o dermed stricken, and mill larfladillig pirciiii sliallf ecmilir'llio to bo ii iihd fillldiflii UpIrn 110 partro". 1ho J'IRHJOI lhair thii(a, saian i�)P (4rannii;xI to replace sUich stnicker provilmen or part thereof with a valid aii enfarceable provision Mnich, comes as close as possriole to en7ressiniq E the Intention W, tho s1ricl1kcin provision M 14 This Agreement contains and ennt ilex the entire, rind inkegirmted agirperrent between parties hereto aind supersedes mill lorlor U nagicriati,mms, rapirosontatrimims, or agroornzints, either written or coral. 5 'DIDPIT ITY DYH,,�NSFIS NOUUR8 CiDaua mal in, IMS A gra.,�nv2 I tnf QfliakfI fo r wn'lstlf flvr1la111"ShIJA I Wa Wf..f, of Ill) &�f °I"a"Ni. F:1ir 9 201096.00 Village of 1:3-ff,�Iln I Packet Pg. 233 Support Services Agreement 2Q2Q-2O21 If this egraarnant is aooaotab|a, please sign one copy and return to us. Feel free to contact me if you have any questions. Sincerely, CONCENTRIC INTEGRATION, LLC Michael D.Klein, PE President MO& ACCEPTED BY: TITLE: DATE: CUSTOMER: VILLAGE OF BUFFALO GROVE Village of Ej-ff'�11'-' 9.B.b Support Services Agreement 2020-2021 Service Definitions Fixed IF'i ii c s Proiect Management Plan, schedule, and coordinate the activities that must be performed to complete the project and provide support services. Proactive Maintenance If included, all services described within this section will be provided by Concentric for the specified fee regardless of actual hours of work performed. Proactive Maintenance is provided for hardware that appears in the Hardware List included in this Agreement. If included, Concentric will monitor certain aspects of the IT infrastructure, as well as perform periodic routine scheduled maintenance (detailed in the following table) in order to minimize unexpected system shutdowns by resolving issues before they reach a critical nature. Upon completion of the scheduled service, Concentric will provide written confirmation the service was completed. Scheduled services will be provided during Standard Hours if service does not significantly impact network performance. Scheduled services that may significantly impact network performance, and are not urgently needed to maintain network security, will be scheduled during other hours as agreed upon by Concentric and the Customer. Standard Hours are considered Monday — Friday 7:30 am to 5:00 pm, excluding major holidays. I:::1iroJect 9 201096.00 Village of EJ Packet Pg. 235 Support Services Agreement 2020-2021 9.B.b The following table details the Proactive services included under this Support Agreement, and at what frequency: Firewall Maintenance: • Upgrade Firmware • Review Security Logs & Backup Configuration Backup Review: • Upgrade Firmware & Check Free Space • Check and Back Up Configuration Server Maintenance: • Review Windows System Logs • Review Windows Services • Apply Windows Updates • Check Drive Free Space • Verify & Update Anti -Virus Software • Verify Backups Functioning Properly • Back Up SCADA Applications, If Applicable • Check UPS Operation (remoter, if possiblea Server Infrastructure: • Perform Updates for BIOS, Drivers, Firmware, etc. • Review Server Hardware Operation Server Software: • Perform Backup and Anti -Virus Software Version U rades Workstation Maintenance: • Apply Windows Updates • Verify &Update Anti -Virus Software PLC, OIT, & Control Panel Maintenance: • Check functionality of Control Panel UPS • Back Up Programs • Check Status of Fuses, Circuit Breakers, & Surge Protectors • Check Control Panel Thermal Management • Check for Environmental Issues with Water, Moisture, Dirt, Dust, etc. • Check for published PLC vulnerabilities and recommend upgrade (to be implemented using T&M Servicesa Radio Maintenance: • Check signal strength and back up configuration SCADA Alarm Testing: • Manually test critical alarms (up to 50) from SCADA to SCADA Patching: • Apply security related updates and patches to SCADA software (excludes full version upgrades, which are handled under T&M Services Documentation: • Verifv & Update Network Diaaram 0 .......................................................................... El❑ :....................................................... .... ......................................................................... ❑ ❑ :, ❑ ❑ N11 ❑ .................................................. ❑ ❑ ❑ I X❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑X ❑ ❑ ❑ i ❑ ❑ ❑X ❑ ❑ ❑ I ❑ U 0 ❑X o N 0 0 ❑ rn ❑X ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑X �:::1iroJect 9 201096.00 Village of Packet Pg. 236 9.B.b Support Services Agreement 2020-2021 Technology & SCADA Budget Planning Budgeting for SCADA and related technology items can be used to help prioritize and guide decisions and overall budget planning for capital improvements. Concentric believes that providing advanced notice (where possible) of recommended equipment, software, security, and communications improvements will provide a much more effective planning and implementation cycle. When this service is selected, our senior level design staff intentionally review the system architecture to determine the risk and benefit of both inaction or selected improvements. Our staff discusses the recommended improvements, phasing, and costs with you and then provides a letter and prioritized table of recommended improvements that summarize the costs of the recommended initiatives. Third -Party Support Renewals The supported system includes hardware and software that may have applicable support and extended warranty agreements that are provided by a third party, such as the manufacturer or vendor/supplier. Once the initial installation's support/warranty period has expired, it is recommended that these agreements are maintained and renewed on a regular basis. If listed in the Included Services & Fees section of this agreement, Concentric will provide the renewals listed in the Third —Party Support Renewal list on Page 10. I:::1iroJect 9 201096.00 Village of Ej Packet Pg. 237 Support Services Agreement 2020-2021 9.B.b flime & Mat irii lls (,,,,�. III) Seirviic s Break — Fix (Repairs) Provide as -needed services. This service will be provided 24 hours a day, 7 days per week for the length of this agreement regardless of standard working hours. Concentric's daytime and after-hours phone number is 815-788-3600. Concentric staff typically answers the phone during standard business hours. A call center answers the phone after hours or when staff is not available to answer. Concentric will return any phone calls for urgent service within 30 minutes from when the phone call is placed and dispatch a staff member within 60 minutes if a site visit is required. Improvements Occasionally, staff identify small changes to the system that can have large impacts on operational efficiency, safety, and quality. These improvements can be easily designed and built without use of Consulting & Design services. Consultin_g & Desi_gn Through consulting and design, a system can be effectively maintained, service will provide for retained smaller project design services as instrumentation & controls, and Supervisory Control and Data Acquisition improved, and upgraded. This it relates to IT infrastructure, (SCADA). F:Iiroiect 9 201096.00 Village of EJ Packet Pg. 238 9.B.b Support Services Agreement 2020-2021 Hardwareit If Proactive Maintenance is included as part of this Support Services Agreement, Concentric will proactively support the following hardware: Iffirse MEN Is % NFRN/111167m.000 Server (including physical and virtual) Public Works & Pump Stations 8 Programmable Logic Controllers (PLCs) Public Works & Pump Stations 22 Operator Interface Terminals (OITs) Public Works & Pump Stations 10 F:Iiroiect 9 201096.00 Village of Ej Packet Pg. 239 9.B.b Support Services Agreement 2020-2021 r If Third -Party Support Renewals are included as part of this Support Services Agreement, renewals will be processed as listed in the table below: Carbonite 100GB Backup Support ® 1/1/2021 — 12/31/2021 1 $680 WonderWare Customer First © 1/16/2021 — 1/15/2022 1 $14,730 Agreement TOP Server © 3/29/2021 — 3/28/2022 1 $840 i Specter WIN-911 Maintenance Support Program © 4/9/2021 — 4/8/2022 1 $505 (S/N: W07161539001 COD) i Rockwell TechConnect for Factory © 4/28/2021—4/27/2022 1 $1,720 Talk Historian TOTAL $181475 I:::Iiroiect 9 201096.00 Village of Ej Packet Pg. 240 ORDINANCE 2020- 9.B.c A ORDINANCE AUTHORIZING EXECUTION OF AN AGREEMENT WITH CONCENTRIC INTEGRATION LLC., FOR SUPPORT SERVICES WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, Engineering and Information Technology services are listed professional services in Section 2.08.40 of the Buffalo Grove Municipal Code.; and WHEREAS, the Village Manager is authorized to execute agreements for professional services. 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 execute a contract with Concentric Integration LLC, pending review and approval by the Village Attorney at a price not to exceed $85,700.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 241 9.0 Ordinance No. 0-2020-73 : Award of Bid Street Light Maintenance ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff recommends the Village Board authorize the Village Manager to execute a contract, pending review and approval by the Village Attorney, with the lowest responsive and responsible bidder, Aldridge Electric in an amount not to exceed $254,689.45 ATTACHMENTS: • Memo(DOCX) • BidTab-2020 (PDF) • Bid and Contract Documents • SL Ordinance (DOCX) Trustee Liaison Pike Monday, September 21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/10/2020 10:36 AM Page 1 Packet Pg. 242 9.C.a VILLAC'E OF BUFFALO .LCV' MEMORANDUM DATE: September 16, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager SUBJECT: Streetlight Maintenance 2021-2022 Background Staff sought bids for Streetlight Maintenance and received two bids. A copy of the bid tabulation is attached for reference. Aldridge Electric, Inc. has held the contract in the Village for the previously bid 12 month period and three prior three year periods. The company's performance has always been deemed by staff to be very good. The contract allows the Village to request as little as 0% or as much as 200% of the contract amounts, therefore, staff will monitor expenditures to remain within the 2021 budgeted amount. Recommendation After a review of the bids and based upon prior experience with the low bidder, staff recommends an award of bid to the lowest responsive and responsible bidder, Aldridge Electric in an amount not to exceed $254,689.45 0 E d c a� E U a Packet Pg. 243 9.C.b Streetlighting Maintenance Bid Tab September 3, 2020 Aldridge Bid H&H Elect. Bid Description Unit Estimated uantity Unit Cost Total Cost Unit Cost Total , Cost LABOR 1. Journeyman I Per hour 1 675 $110.001 $74.250.00 $1,14:70 S77,422,50i SUB TOTAL - LABOR 1 $74,250.00 1 $77,422.50 EQUIPMENT 2. Utility trick Per hour 300 $25.00 $7,500.00 $6,20 S100,00 3. Pole Set buck Per hour 135 $32.00 $4.320.00 $75,00 S10,125,00� 4. Aerial buck Per hour 248 $45.00 $11.160.00 $50,00 S12„400,00� 5. Backhoe Per hour 30 $25.00 $750.00 $1.00 S30,00� 6. Auger Per hour 14 $1.00 $14.00 $1.00 S400' 7. Trencher Per hour 14 $1.00 $14.00 $1.00 S14M 8. Directional Boring Rig Per hour 14 $3.00 $42.00 $90.00 S1,260,00 9. Arrow Board truck/ trailer Per hour 101 $37.00 $3,737.00 $3,70 S373,701 SUB TOTAL - EQUIPMENT 1 $27,537.00 1 $26,076.70, MATERIALS 10. 70W HPS Larrip Each 3 $10.00 $30.00 $15,90 54730i 11. 100W UPS Larnp Each 30 $15.00 $450.00 $15,90 5477.00i 12.25OW UPS Larnp Each 30 $25.00 $750.00 $1110 S36300; 13.310W UPS Larnp Each 3 $11.00 $33.00 $1160 S37.80i 14.40OW UPS Larnp Each 3 $20.00 $60.00 $1160 S37.80, 15. Photo Cell Each 101 $17.00 $1717.00 WA S2,615.90i 16.1 niter Each 3 $30.00 $90.00 $4L20 S123.60, 17. HPS Ballast Each 30 $105.00 $3 150.00 $69,40 S2,08100 IS. Fuse Holder Each 30 $35.00 $1 050.00 $9,50 S285.00i 19. Fuse Each 60 $10.00 $600.00 $6.80 S408,00i 20. Leotek EC1-6-M-MV-N W-2-530-DB Each 2 $430.00 $860.00 $226,50 S453,f10i 21. LITHONIA KAD 70S R3TB Each 2 $10.00 $20.00 $1,00 S2,60i 22. LITHONIA KAD 100S R3TB Each 6 $10.00 $60.00 $1,00 56,00' 23. LITHONIA KAD 250S R3TB Each 6 $610.00 $3,660.00 $647,10 S3 882.60i 24. LITHONIA KAD 320S R3TB Each 3 $10.00 $30.00 $L 00 I S3,00': 25. LITHONIA KAD 400S R3TB Each 3 $10.00 $30.00 $624 70 S1,874,10 26. Centrecon MEO 7 Concrete Pole, Type A Each 4 $1,850.00 $7,400.00 $2,602,40 S10,409,60 27. Centrecon MEO 8.5 Concrete Pole, Type B Each 6 $1,950.00 $11,700.00 $2,918ml S17,512,80 28. Funk-Linko Cotten Pole w/Base Cover (35 foot -Single Davit) Each 3 $1,200.00 $3,600.00 $6,389,50 S19,168.50 29. Funk-Linko Cotten Pole w/Base Cover (40 foot -TwinDavit) Each 3 $100.00 $300.00 S6,42830 S0,284,90 30. Funk-Linko Cotten Pole w/Base Cover (34.5 foot -Twin Davit) Each 3 $100.00 $300.00 $6,22240 518,667.20 31. Pole Ntunbering Per IDOT Standards with Plaque and hardware Each 6 $40.00 $240.00 $0,30 S1,80 32. Fixture Numbering Per Village Standards Each 18 $15.00 $270.00 $5,00 S90,00 33.AluminumDavit Arni-(8foot) Each 3 $560.00 $1,680.00 $558.80 :S1,676,40 34. Full -height Corten Base Cover Each 30 $420.00 $12,600.00 $65130 S19,554,00 35. Aluininuin Skirt Replacement Each 6 $65.00 $390.00 $60,00 S36000 36. Breakaway Couplings (Set of4) for Corten Pole Each 32 $340.00 $10,880.00 $605,90 S19,388,80 37. Concrete Pole Foundation, 24-inch Diameter Per foot 1 3 $150.00 $450.00 $57290 S1,718,70 38. Concrete Foundation Extender Each 3 $100.00 $300.00 $55,00 S165,00 39. #6 RHH, RHW, USE-XLP, 600V Per foot 675 $0.85 $573.75 $00 $405,00' 40. #8 RHH, RHW, USE-XLP, 600V Per foot 1800 $0.75 $1,350.00 $0A0 $720.00 41. 2-inch GRC Conduit Per foot 30 $3.50 $105.00 $6,90 S207.00 42. 2-inch 1MC Conduit Per foot 30 $2.20 $66.00 $5.00 S150,00 43. 2-inch Schedule 80 PVC Conduit Per foot 30 $1.09 $32.70 $1,10 533,0t1 44. 3M Scotcheast Splicing Kit Each 30 $50.00 $1,500.00 $34,60 51;038.00 45. Unit price to inspect street lights/pole Each 675 $78.00 $52 650.00 $2&70 $19,371.50' 46. Unit price to re -lamp street lights Each 1 295 $115.00 $33,925.00 $45,90 $13,540.50', SUB TOTAL - MATERIALS $66,327.45 $1,43,249.20.... Sub Total- Labor $74,250.00 577,422.50! SubTotal - Equipment $27,537.00 526076.70 SubTotal- Materials $66,327.45 Sl!43,219.20! Sub Total- insEect/relamp $86,575.00 02;913.00! For Full Contract Term: Q M n O N O N O O N O N M F- m C L 0 f0 Q Packet Pg. 244 ORDINANCE 2020- 9.C.d AN ORDINANCE AUTHORIZING EXECUTION OF A CONTRACT WITH ALDRIDGE ELECTRIC., FOR STREET LIGHT MAINTENANCE WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village released notifications and sought out companies qualified to provide the requested services and materials; and WHEREAS, the Village engaged in a competitive procurement process to obtain the best value for money. 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 execute a contract with Aldridge Electric, pending review and approval by the Village Attorney at a price not to exceed $254,689.45 per year. 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 245 9.D Ordinance No. 0-2020-74 : Microsoft Office Joint Purchase - State of Illinois Contract ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. Staff recommends the purchase of Office 365. More details are contained in the attached memo. ATTACHMENTS: • 2020-09-17 Microsoft 0365 (DOCX) • Executed MS LSP JPMC Master CMT1176800(PDF) • 0365 Plan Descriptions • EAS Quote Village of Buffalo Grove • 0365 Joint Purchase Ordinance Trustee Liaison Johnson Monday, September 21, 2020 (PDF) (DOCX) Staff Contact Jenny Maltas, Office of the Village Manager Updated: 9/17/2020 3:22 PM Page 1 Packet Pg. 246 9.D.a VILLAC'E OF BUFFALO .LC l VE' MEMORANDUM DATE: September 17, 2020 TO: President Sussman & Trustees FROM: Jennifer Maltas, Deputy Village Manager SUBJECT: Microsoft Office 365 Purchase Recommendation Staff recommends that Microsoft software licensing be acquired through the Illinois Central Management Services (CMS) purchasing program from Dell in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 52510.01 et seq.) at an annual cost of $47,804.86 and three year total cost of $143,414.57. Introduction The Village has budgeted for an update to the Microsoft Office environment in 2020. The current environment uses a mix of on premise licensing for Office 2010 and 2013, but no major update has been coordinated in the last 9 years. Support for Microsoft Office 2010 ends in October of this year. Additionally, the strategic plan adopted by the Government IT Consortium calls for all communities to move to the Office 365 model when the community is ready to complete the next office suite upgrade. In order to align with the 3 year strategic plan adopted by the GovIT Consortium, staff recommends a three year subscription to Microsoft Office 365 through Dell, who competitively won the state contract. Dell won the contract this year and it was previously held by CDW Corporation. The CDW cost was $59,843.02 on an annual basis with a three year cost of $179,529.06. Strategy Buffalo Grove is a founding member of the GovIT Consortium (GovITC). The GovITC's 3-year strategic plan includes all members moving to Office 365 by 2021. With an update to Microsoft Office suite necessary for Buffalo Grove in 2020, it is the right time to make the decision to move Packet Pg. 247 9.D.a to Office 365 so that the Village can purchase a product that aligns with the GovITC goal to standardize on both hardware and software with the other member communities. Additionally, for an on premise solution, best practice is to update the suite every 4 years. Right now we have most working on a system that is 6 years out of date and a few work stations that are 8 years out of date. The problem with this model is that when the software upgrade is complete the 6-8 years of upgrades to the software come to the user at one time. This often creates a lot of confusion among employees as functionality they used may have changed or moved within the product. This requires additional training and loss of productivity. With 0365, the upgrades come incrementally and the user is able to adapt and maintain productivity. Benefits of 0365 Low infrastructure costs with high availability. Server ownership and maintenance no longer factor into the equation. Microsoft tests, patches and upgrades servers and applications, guarantees 99.9% uptime and provides geo-redundant datacenters with automatic failover. Microsoft's Service Level Agreement (SLA), includes financial backing, such as credit for outages, 24x7 IT - level support over the phone, Web or e-mail. Although many of the administrative functions of maintaining the servers will be removed, administrative skills will still be required to add or remove users, applications or servers. Collaborate Anywhere Anytime. With Office 365, users get web -enabled access to email, documents, contacts, and calendars regardless of whichever device or browser they use. This accessibility enables unified collaboration among employees. Currency. Microsoft's hosted solution provides a means to keep current on all software products that are part of your organization's subscription. No Licensing Issues. Office 365 includes all licensing and it can be deployed company -wide. This means everyone has the same version of Microsoft Office, and all users receive upgrades at the same time Stay Up and Running. By running your applications in the cloud and storing your data there, too, you'll ensure all your business documents and applications, such as email, will always be available — even during a disaster such as a fire or a flood. Real-time Collaboration. Teams can collaborate with Microsoft Word, Excel and PowerPoint. Users can see real-time edits or additions their colleagues are making to a document. It also saves each version automatically, so you can revert to older versions easily. This ensures a quicker and simpler collaboration between employees and departments, resulting in improved productivity. Teams is a chat -based collaboration tool that provides remote and dispersed teams with the ability to work together and share information via a common space. You can utilize features like document collaboration, one-on-one chat, team chat, video chat, and more. Microsoft Teams is also fully integrated with many other Office 365 services, such as Skype, SharePoint, Exchange, and Yammer. Packet Pg. 248 9.D.a Get Organized. When you use Office 365, email, calendar and contacts are all synchronized. Update a contact on your mobile phone and it will be automatically updated across all your devices. You can also access the same data from any device or save a document on your PC and continue working on it on your smartphone or tablet. Support. Users receive business -class service including IT admin phone support, a financially - backed 99.9% uptime guarantee, geo-redundant data centers, disaster recovery, robust security, privacy controls, and standards. Security and Privacy. Office 365 has built-in security and continuous compliance. You always know where your data is and who has access to it. You can also remotely wipe all data from your mobile device if it's lost or stolen. Microsoft commits to not mine any customer data and states that "Microsoft abides by the safe harbor framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of data from the European Union, the European Economic Area, and Switzerland." Buffalo Grove Specific Benefits of 0365 Many new features come with the product that we do not have access to now — SharePoint and Microsoft Teams. SharePoint will become home to many outdated and legacy databases that have needed information but are currently hosted in Lotus Notes. The SharePoint platform allows the Village's power users to create model databases and store and share information within the organization. Microsoft Teams allows for a variety of ways for staff to collaborate, most significantly Teams has a video collaboration tool comparable to GotoMeeting that would allow the Village to drop our current subscription. Staff has been searching for an Intranet solution for several years. This is an environment where staff can collaborate and gain access to important documents like insurance forms if they need to make a change to their coverage. Many of the solutions reviewed were costly or were more robust than what the Village needed. SharePoint can serve this function and will allow employees direct access to information without needing to contact Human Resources for paperwork. This will also be an area where employees can communicate across departments and one centralized location for announcements and information employees need. Financial Analysis Based on the information above, I have provided the following analysis of the Office 365 model versus continuing to host the Microsoft Suite on premise. There are a few assumptions I made for the analysis. It is best practice to update the Microsoft Suite every 4 years. The Village has never met this schedule due to the large upfront cost to upgrade the on -premise system. The Village also planned to purchase SharePoint in order to meet the needs listed above. SharePoint is not included in the Microsoft Suite for the on premises solution. Estimation of Licensing and Implementation Costs Office 365 Licenses Office 365 Including SharePoint and Microsoft Teams $47,804.86/annually Elimination of GotoMeeting $(2,256)/annually Packet Pg. 249 9.D.a Office 365 Annual Cost $45,548.86/annually A traditional model of on -premise licensing for Office products, with an addition of hardware for SharePoint at Buffalo Grove would be estimated as follows: Office 2019 On -Premise Licensing Office 2019 Standard: $329/user (230 users) Office 2019 Pro Plus: $450/user (26 users) SharePoint On Premise (Licensing and Servers) Ongoing Hardware Maintenance for Sharepoint Office 2019 & SharePoint On -Premise SharePoint On -Premise Continued GotoNleeting Subscription $75,670/year one $11,700/year one $72,660/year one $3,450/annually $157,230 (One -Time Investment) $3,450 (annually after year 1) $2,256 (annually) In order to show apples to apples, I took the one-time investment for on premise licensing, plus the ongoing licensing to create the following chart showing the cost differences over a four year period (at the end of year four the on -premises version would need to be upgraded). ii��uiUllllllllllllll@�� ��iuuiw�jui��i�°!�10�IIIV�U��(�p uuu�itoi�iy(igi �ui�a�i�iif�pl�llllllfii4l.........Iluuuiu�Q1���S�U �(uiiiilllfl�I�II�V�Ull�llllllllllp11101111(IUIIIiII��muilV�lll titi5111i(�Sti 1 $ 45, 548.86 $ 157, 230.00 2 $ 45, 548.86 $ 5,706.00 3 $ 45, 548.86 $ 5,706.00 4 $ 45, 548.86 $ 5,706.00 Total $ 182,195.44 $ 174, 348.00 4 Year Cost O365 $ 7,847.44 The chart shows that by going to 0365, there is a four year additional cost of $7,847.44. This number obviously does not include the productivity gained by the product. Because the on - premise implementation front loads the expenses to Year One, it is also instructive to look at the net present value of the cash flows over the same period. Using a 3% discount rate, the NPV of the Office 365 platform is S169,310, while the on -premise platform is $168,320, for a net difference of $990 between the two approaches. Conclusion Based on the information contained in this memo, staff believes that the incremental cost over the four year period is nominal compared to the productivity and functionality gained by the 0365 model. When comparing the 0365 model to the Village's current collaboration and "on -the -go" functionality, there is a significant non -financial gain realized in terms of efficiency, communications and the ability to handle time -sensitive matters when access to desktop or laptop computers may be limited. It is also a small cost to get the Village's software package in line with IT best practices. As noted at the beginning of the memo, this move is also consistent with the strategic plan approved by the IT Consortium. One member is on 0365 now and another member is making the transition at the same time as Buffalo Grove. The remaining members are looking at the product for the end of 2021 /2022 due to the timing of their replacement schedule. Packet Pg. 250 STATE OF ILLINOIS Contract Illinois Department ofinnovation and Technology ]PkACMicrosoft Licensing Solutions Provider (LGp) CK8T1176880 The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter nfthe contract, and in signing the contract, the Vendor affirms that the Certifications and Financial i3 Disclosures and Conflicts of interest attached hereto are true and accurate as of the date of the Vendor's execution vv of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties .� between 0 concerning the subject matter of the contract. This contract can be signed in rnu|bp|e counterparts upon . agreement ofthe Parties,CD - cm Contract includes BidBuy Purchase Order? (The Agency answers this question prior to contract filing.) ry 0 Contract uses Illinois Procurement Gateway Certifications and Disclosures? 2. PRICING 8. CONTRACT SPECIFIC CERTIFICATIONS AND DISCLOSURES — "FORMS B- (IF APPLICABLT 9. PURCHASE ORDER FROM BIDBUY (IF APPLICABLE) I In consideration of the mutual covenants and agreements contained in this contract, and for other mood and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this contract to be executed bytheir duly authorized representatives on the dates shown on the following CONTRACT SIGNATURES page State ovIllinois /m Contract: Title Page STATE OF UINUS Contract Illinois Department of Innovation and Technology JPMC Microsoft Licensing Solutions Provider (LSP) VENDOR "-Ad,-d-"r"e,-,ss-(-Ci—ty/—St-a-,te/—Zi-p):—O-n"e—De--11,-W-a-y,-R-o-,'u"-rw-d --- R—oc-k,' —TX Vendor Name- Dell Marketing L.P. 78682 T Signature., "' ' -""" 4Z, /I Phone: 703-334-1597 6, Printed Name: Rita Roles Fax: Title: Sr Contracts Manager Email: Rita Roles@delLcorn Date: 06/25/20 STATE OF ILLINOIS --- - ------- Procuring Agency: Illinois Department of innovation and Phone: Tech.nology Street Address., 120 West Jefferson Street Fax: City, State ZiPt Springfield IL 62072 Offi cial Signatuw S Date'. 7/10/20 At�n Printed Narne- Ron Guerrier Officiat'sTitle: SecretarV Legal Signature: date: Legal Printed Narne: marraret van Dijk Legal's Title- General Counsel Fiscal Signature. Date: Q, Fiscal's Printed Narne: Brian Turner, Fiscal's Title: Acting Chief Fiscai Officer Agreed as to Legal R)rm and content j,.'fi - 06/25/2020 State of fflirlois W-8 Contract: S}pature Page V'Ml ru Packet Pg. 252 9.D.b AGENCY USE ONLY NOT PART OF CONTRACTUAL PROVISIONS Agency Reference #: 20-448DOIT-INFOT-B-0000 • Project Title: JPMC Microsoft Licensing Solutions Provider (LSP) • Contract #: CMT1176800 • Procurement Method (IFB, RFP, Small Purchase, etc.): IFB • Bid Buy / Bulletin Reference #: B-11972 • BidBuy / Bulletin Publication Date: 12 /13 /19 • Award Code: A • Subcontractor Utilization? ❑ Yes ®No • Funding Source: • Obligation #: • Small Business Set -Aside? ❑ Yes ❑No • Minority Owned Business? ❑ Yes ❑No • Women Owned Business? ❑ Yes ❑No Subcontractor Disclosure? ❑ Yes ❑No • Persons with Disabilities Owned Business? ❑ Yes ❑No • Veteran Owned Small Business? ❑ Yes ❑No • Other Preferences? State of Illinois IFB Contract: State Use Only V.20.1 Percentage: Percentage: Percentage: Percentage: Percentage: I ru Packet Pg. 253 1,1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Department ofInnovation and Techno|oQy, in cooperation and agreement with the Chief Procurement Officer for General Services, is executing a contract with Vendor for the purchase of Microsoft software licensing/subscription, support and services available via the State's Microsoft Enterprise Agreement, Server Cloud Enrollment, Select Plus, and Premier/Unified Support agreements. This contract isaJoint Purchase Master Contract (JPKAC) and is available to all governmental units and qualified not -for -profit agencies. iz The State of Illinois has entered into a Select Plus Agreement, a Master Services M Agreement, a Premier/Unified Support Agreement, a Server Cloud Enrollment Agreement and an Enterprise Agreement with Microsoft. 0 Vendor shall act as agent of record during the term ofthis contract and shall maintain Iq CD and update the licensing records of each eligible agency that purchases from this CD contract. Vendor shall beresponsible for fulfilling orders placed against the 0 Premier/Unified Support, Select Plus, Server Cloud Enrollment, and Enterprise / Agreements. Go 9 Premier/Unified Support used bythe State ufIllinois isintended toprovide advanced support and assistance in cases of critical systems being at risk both from an IT infrastructure and IT application development perspective; implementation and engineering advice; implementation kick start; and training on specific Microsoft product solutions. This isnot intended tobeused for acquiring long term services for |T application development, application maintenance and/or routine daily IT and business operations. All releases for Premier/Unified Support require a Statement of Work with defined deliverables, timelines, Vendor/Ordering Entity responsibilities, and detailed costs showing contract percentage off. Vendor shall be responsible for the preparation and submission of applicable reports in proper format to Microsoft to ensure the buyer receives proper credit for all purchases of Microsoft products against the Microsoft Select Plus, Server Cloud Enrollment, Premier/Unified Support and Enterprise Agreement programs. The Vendor shall be responsible for the resolution of any report discrepancies with Microsoft toensure the buyer receives appropriate credit for all Microsoft program specific purchases. The State shall have no minimum purchase obligation or minimum order requirement under this contract. Orders against this contract will be made by the State using a5tatc approved form (e.g. Basic Ordering Agreement (BOA)) on an as needed, if needed basis. Other governmental units and qualified not -for -profit agencies will submit their own purchase forms. Orders written through and including the last day of the resulting 4 State n«Illinois /pa Contract: Description mSupplies and Services contract shall be honored. Each individual order will have its own ship to/bill to information. All products furnished shall benew, unused, ormost recent manufacture and not discontinued. Kanitem becomes discontinued orotherwise not available during the term, the vendor may propose to substitute an equivalent or better product at no additional cost, subject to approval by the Department of Innovation and Technology. The State recognizes that amanufacturer may make changes toservice offerings at any time during the contract term (including optional renewals). Vendor is responsible for LO notifying buyer of such changes. Discount levels/pricing structure shall remain M consistent. Vendor shall pass onany price decreases that take effect during the term mf the contract, including optional renewals, to the customer. 0 For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed supplies and/or services. 1,3. VENDOR / STAFF SPECIFICATIONS: Vendor shall remain a Licensing Solutions Provider (LSP) authorized toresell Microsoft Products, support, and services throughout the term of this contract and any renewals. Vendor shall remain responsible for and authorized to provide pre -and post -sales support, where applicable and as detailed inthis Contract. 1� TRANSPORTATION AND DELIVERY: Delivery and/or electronic delivery shall bems stated on each individual order, Vendor shall not charge for shipping/handling Subcontractors are allowed. if vendor utilizes a subcontractor, it rnusL be identified below. Please see Section 15.5for adding orchanging subcontractor(dafterexecuhon ofacontract. 1.5.1. Will subcontractors be utilized? F-1 Yes M No Asubcontractor baperson orentity that enters into acontractual agreement with a total value of $50,000 or more with a person or entity who has a contract subject to the Illinois Procurement Code pursuant to which the person or entity provides some or all of the goods, services, real property, remuneration, or other monetary forms of consideration that are the subject of the primary State contract, including subleases from alessee ofaState contract. All contracts with subcontractors must include Standard Certifications completed and signed by the subcontractor. State ofIllinois /pa Contract: Description nxSupplies and Services xuo.1 1J5.2. Please identify below subcontracts with an annual value of$58IK]0 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each. 0 Subcontractor Name: N/A Amount toBePaid: N/A Address: N/A Description ofWork: N/A Ifadditional space isnecessary toprovide subcontractor information, please� attach anadditional page. CM CD 1.5.3. All contracts with the subcontractors identified above must include the Standard Certifications completed and signed bythe subcontractor. 1.5.4. If the annual value of any the subcontracts is more than $50,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor. 1.5i5. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount ofmoney that each new orreplaced subcontractor will receive pursuant to this Contract. Any subcontracts entered into prior to award of this Contract are done at the sole risk of the Vendor and subooncractor(s). F] Yes[;JNoThis contract is for services subject to 30|LCS, . Heating and air conditioning service contracts plumbing service contracts, and electrical service contracts are not subject to this requirement. Non - service contracts, construction contracts, qualification -based selection contracts, and professional and artistic services contracts are not subject to this requirement. |fyes iochecked, then the Vendor certifies: (i) that it shall offer to assume the collective bargaining obligations of the prior employer, including any existing collective bargaining agreement with the bargaining representative of any existing collective bargaining unit or units s State ofIllinois mo Contract: Description mSupplies and Services v.au1 performing substantially similar work to the services covered bythe contract subject to its bid or offer; and (iU that it shall offer employment 10 all employees currently employed in any existing bargaining unit who perform substantially similar work to the work that will be performed pursuant to this contract. 1.7. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed inthis section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor. G m Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the 0 Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Vendor shifts anycm CD such work outside the United States. Cy 0 0 LocationnU m��nese��eom�be performed: Illinois andvahousother|ocations 0 Value of services performed at this location: 100% 0 Location where services will be performed: Ckck hei"e to enter text Value of services performed at this location: 0�ck here to enter, text 7 State *mmm/m cvnumu Description m/Supplies and Services 2~ PRICING 2.1.1 Vendor's pricing is shown below. PART 1 Percentage Product Categories Discount off ERP Pricing Level D 1- Enterprise Agreement 21.27%-,-- 2 Server Cloud Enrollment 21.27% 3 Select Plus 16.91% PART 2 Premier/Unified Support Percentage Mark Up 1 Premier/Unified Support 0% 2.2 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price |ofirm orestimated atthe time itissubmitted for obligation. The total value o[this contract is estimated. 2.4 DISCOUNT: The State may receive a N/A %discount for payment within N/A days of receipt of correct invoice. 2.5 VENDOR'S PRICING: Attach additional pages if necessary or if the format of pricing specified above in Section 2.1 requires additional pages. 2.5.1. Vendor's Price for the Initial Term: Discount Percentage off Microsoft published ERP pricing level D /Mark Up Percentage as shown in Tables in Section 2.1.1. For procurements conducted in Bid8uy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed pricing. R if checked, see the attached 8|dBuy Purchase Order for the Vendor's Price for the Initial Term. 2.5.2. Renewal Compensation: This contract has no renewal options. 2.6 MAXIMUM AMOUNT: The total payments under this contract shall not exceed $NA without a formal amendment. State of Illinois /pn Contract: pxcmn v.zn.z 16 = 3.1 TERM OF THIS CONTRACT: This contract has aninitial term nfJuly 31'202Othrough July 30,202. For procurements conducted in Bkj0uy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed term. 3.1.1 In no event will the total term of the contract including the initial term, any renewal terms and any extensions, exceed ten (10) years. 30 ILCS 500/20-60 LO 3.1.2 Vendor shall wor k vv Ucommence final execution of the contract except when permitted pursuant to ]D |LCS .� 508/20-88.CD ' 3,2 RENEWAL: cm CD 3.2.1. This contract will not be renewed, The State reserves the right to renew for a total ofM/A. ^� 3.3 TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice tothe Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy 0z health, safety, or property, or (b) the Vendor has notified the State that itisunable orunwilling toperform the contract. If Vendor fails to perform to the States satisfaction any material requirement of this contract is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problern identified within the period of time specified in the State's written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract. For termination due to any of the causes contained inthis Section, the State retains its rights to seek any available legal or equitable remedies and damages. 3~4 TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (38) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor. Upon submission of invokes and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date oftermination. y State ofIllinois /FB Contract: Term and Termination xan,z 3.5 OTHER TERMINATION: The State may also terminate, in whole or in part this contract without advance notice pursuant to Section 3.7. 3.6 SUSPENSION: The State may also suspend, in whole or in part, this contract without advance notice pursuant to Section 3.7. Suspension of this contract will not affect either party'sobligations for orders executed prior tosuch suspension. 3.7 AVAILABILITY OF : This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 |LCS 580/20-80), (2) the Governor or Do|Treserves funds, ur(2)the 0 ' Agency determines, in its om|m discretion or as directed by the Office of the Governor, that reduction is necessary or advisable based upon actual or projected budgetary CD CD considerations or available funds for payment. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease and Do|l~s election to terminate orsuspend, in whole or in part, as soon as practicable. Any suspension or Go termination pursuant to this section will be effective upon the date of the written notice � unless otherwise indicated. 10 State mIllinois no Contract: Term and Termination 4.1.1 Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 38 |LCS 540; 74 Ui Adm. Code 900. This shall be Vendor's sole remedy for late payments by the State. Payment terms contained in Vendor's invoices shall have no force or effect. 4.1.2 Minority Contractor Initiative: Any Vendor awarded a contract nf$1OOU or LO more under Section 20-10, I0-15` 20'25 or2O-30ofthe Illinois Procurement wm Code (]O)L[S 58U)imrequired tupay afee of$15.The Comptroller shall deduct the fee from the first check issued tothe Vendor under the contract and deposit .� 0 the fee inthe Comoptro||er'sAdministrative Fund. 15 |LCS405/Z3.9. . 4.1.3 Expenses: The State will not pay for supplies provided or services rendered, Q including related expenses incurred prior to the execution of this contract by CD the Parties even ifthe effective date ofthe contract isprior toexecution. 0 4.1.4 Prevailing Wage: Asa condition of receiving payment Vendor must (i) be in compliance with the contract (ii) pay its employees prevailing wages when required by law, Uii\ pay its suppliers and subcontractors according to the terms of their respective contracts, and (k) provide lien waivers to the State upon request. Examples ofprevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department ofLabor (0(]L) and are available on DUL'sofficial websi1e,which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOLat2l7-782'62OGmr( )tVensure understanding nfprevailing wage requirements. 4.1.5 Federal Funding: This contract may be partially Vrtotally funded with Federal funds. |fFederal funds are expected to be used, then the percentage ofthe good/service paid using Federal funds and the total Federal funds expected tn be used will be provided to the awarded Vendor in the notice ofintent to award. 4.1.6 Invoicing: By submitting an invoice Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred one as allowed in this contract. invoices for supplies purchased, services performed, and expenses incurred through June 38of any year must besubmitted tothe State nolater than July 31ofthat year; otherwise Vendor may have toseek payment through the Illinois Court ofClaims. 30|LCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210. Rate mIllinois /pa Contract: Standard Business Terms and Conditions v.au1 9.D.b 4.1.6.1 Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency's Illinois tax exemption number and Federal tax exemption information. 4.1.6.2 Vendor shall invoice the respective agency on a per order basis. For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address. 4.2 ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by i either party without the prior written consent of the other party. m U 4.3 SUBCONTRACTING: To the extent applicable and for purposes of this section, 0 subcontractors are those specifically hired by Vendor to perform all or part of the work to be performed by Vendor under this contract. Vendor must receive prior written ti approval before use of any subcontractors in the performance of this contract. Vendor N shall describe, in an attachment if not already provided, the names and addresses of all N authorized subcontractors to be utilized by Vendor in the performance of this contract, 0 together with a description of the work to be performed by the subcontractor and the c anticipated amount of money that each subcontractor is expected to receive pursuant c00�o to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the ~ same certifications that Vendor must make as a condition of this contract. Vendor shall v include in each subcontract the subcontractor certifications as shown on the Standard L °1 Certification form available from the State. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly v notify, by written amendment to the Contract, the State Purchasing Officer or the Chief a Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract. 30 ILCS J 500/20-120. For greater clarification, Microsoft is not considered a Subcontractor under N this Contract. 2 4.4 AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the State pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of: the procuring Agency, the Auditor General, the Executive Inspector General, the Chief Procurement Officer, State of Illinois internal auditors or other governmental entities with monitoring authority, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. 12 State of Illinois IFB Contract: Standard Business Terms and Conditions V.2o.1 Packet Pg. 262 Failure to maintain books and records required by this section shall establish a presumption in favor of the State for the recovery of any funds paid by the State under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor's or subcontractor's books and records. 4.5 TIMELY PERFORMANCE: Vendor will perform its obligations under this contract in a prompt and timely manner. Vendor shall continue toperform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the State. 4.6 NO WAIVER OF RIGHTS: Except as specificallywaived in writing, failure by a Party to exercise or enforce a right does not waive that Party/sright to exercise nrenforce that or other rights in the future. 4.7 FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. Each party will provide written notice inthe event ofaforce majeureevent. The non -declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration. Afnrce noajeore event shall not affect the obligation to pay for products and services previously received. 4.8 CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the State ortowhich it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period ofthis contract or thereafter. The receiving Party must return any and all ofthe State's data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction. The foregoing obligations shall not apply to confidential data or information lawfully in the receiving Party's possession prior to its acquisition from the disclosing Party; received in good faith from a third Party not subject to any confidentiality obligation to the disclosing Party; now is or later becomes publicly known through no breach of confidentiality obligation by the receiving Party; or that is 13 State ofIllinois IFS Contract: Standard Business Terms and Conditions 16 = independently developed by the receiving Party without the use urbenefit of the disclosing Party's confidential information. 4.9 USE AND OWNERSHIP: No Dell branded services or products are included in this Contract. Nowork for hire iscontemplated asnfthe date this contract is executed. Provided, however, to the extent work for hire is contemplated during the term of this Contract, an agreement with regard to work for hire will be negotiated and set forth in an order and the statement of work (SOW) giving rise to such work for hire. Notwithstanding anything in this Contract or amendment to the Contract or SOW, the parties to this Contract, including manufacturers of third party products purchased under this Contract, shall retain all pre-existing intellectual property rights. 'v 4-I0 INDEMNIFICATION AND LIABILITY: The Vendor shall indemnify and hold harmless the 0 State of Illinois, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys' fees and expenses, arising out CD of: (a) any breach or violation byVendor ofany of its certifications, representations, warranties, covenants oragreements; /b\ any actual or alleged death or injury to any person, damage to any real or personal property, orany other damage or loss claimed Go �W to result in whole or in part from Vendor's negligent performance; (c) any act, activity or omission of ofVendor or any of its employees, representatives, subcontractors or agents; = or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, ` � copyright, trade secret or trademark) rights of third party. In accordance with Article V|U, Section 1(a),(b) of the Constitution of the State of Illinois, the State may not indemnify private parties absent express statutory authority permitting the a. indemnification. Neither Party shall be liable for incidental, special, consequential, or _J punitive damages. � 4.11 INSURANCE: Vendor shall, at all times during the term of this contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additionally insured for Commercial General Liability and Business Auto liability insurance. Vendor shall promptly provide State a Certificate of Insurance upon request, Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,Q0O,OOOAnnual Aggregate; /b\Auto Liability, including Hired Auto and Non -owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of$1,O0�O,OOOper occurrence; and (o) Worker's Compensation Insurance imthe amount required by law. Insurance shall not limit Vendor's obligation to indemnify, defend, or settle any claims agreed tounder the contract. 14 State mIllinois /pa Contract: Standard Business Terms and Conditions 4`12 INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of, or joint venturer with the State. All payments by the State shall be made on that basis. 4.13 SOLICITATION AND EMPLOYMENT: Vendor shall give notice immediately to the Agency's director KVendor solicits orintends to solicit State employees to perform any work under this contract. 4.14 COMPLIANCE WITH THE LAW: The Vendor, its employees, agents, and to the extent applicable toits subcontractors, shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations, orders, Federal circulars and all license and permit requirements in the performance of this contract. Vendor shall be in compliance with applicable tax requirements and shall becurrent inpayment ofsuch taxes, Vendor shall obtain at its own expense, all licenses and permissions necessary for the performance of this contract. 4.15 BACKGROUND CHECK: Vendor affirms that it checks the criminal records of all applicants for felony convictions and misdemeanor convictions involving a violent act or threat of violence within seven (7) years prior to employment, where permitted by law. Whenever the State deems it reasonably necessary for security reasons, the State may conduct, at its expense, criminal and driver history background checks of Vendors and subcontractors, officers, employees or agents performing services on State owned, leased or controlled property. Vendor or subcontractor shall reassign immediately any such individual who, inthe reasonable opinion of the State, does not pass the background checks. The background checks shall be in compliance with all federal laws. The State further agrees asfollows: - Use of the information collected will be for the specific purpose of facilitating a background check; ° All information collected will betreated as confidential; a The State will limit access to the information received and will properly store it in a reasonably secure manner; e The State will promptly dispose in an appropriate manner all collected information when the purpose for which it was originally collected is no longer valid; and e State must provide notice and consent forms. Vendor's and subcontractors officers, employees nragents performing services oostate owned, leased orcontrolled property not consenting shall bereassigned. 15 State ofIllinois /m Contract: Standard Business Terms and Conditions xzu.z 16 = However, innoevent can Vendor agree towaive the rightsofits employees, nor can Vendor provide the State with any information protected bvlaw, including but not limited to Vendor's background check data. 4.16 APPLICABLE LAW: 4.16.1 PREVAILING LAW: This contract shall beconstrued inaccordance with and is subject to the laws and rules of the State of Illinois. 4.16.2 EQUAL OPPORTUNITY: The Department of Human Rights' Equal Opportunity requirements are incorporated by reference. 44 Ill. Adm. Code 750. 4.16.3 COURT OF CLAIMS; SOVEREIGN IMMUNITY: Any claim against the State arising out of this contract must be filed exclusively with the Illinois Court of Claims. 705|LCS505/1. The State shall not enter into binding arbitration to resolve any dispute arising out of this contract. The State of Illinois does not waive sovereign immunity by entering into this contract. 4.16.4 OFFICIAL TEXT: The official text of the statutes cited herein isincorporated by reference. An unofficial version can be viewed at 4.17 ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under Federal or State antitrust laws relating to the subject matter of this contract, then upon request of the Illinois Attorney General, Vendor shall assign to the State all of Vendor's rights, title and interest to the claim or cause of action. 4.18 CONTRACTUAL AUTHORITY: The Agency that signs this contract nnbehalf ofthe State of Illinois shall be the only State entity responsible for performance and payment under this contract. When the Chief Procurement Officer or authorized designee or State Purchasing Officer signs in addition to an Agency, he/she does so as, approving officer and shall have nnliability tnVendor. When the Chief Procurement Officer orauthorized designee or State Purchasing Officer signs a master contract on behalf of State agencies, only the Agency that places an order or orders with the Vendor shall have any liability to the Vendor for that order ororders. 4L19 EXPATRIATED ENTITIES: Except in limited circumstances, no business or member of unitary business group, esdefined inthe Illinois Income Tax Act, shall submit abid for or enter into a contract with a State agency if that business or any member of the unitary business group isanexpatriated entity. 4~20 NOTICES: Notices and other communications provided for herein shall be given in writing via electronic mail whenever possible. If transmission via electronic mail is not possible, then notices and other communications shall be given in writing via registered or certified mail with return receipt requested, via receipted hand delivery, via courier 16 State ofmmw/e Contract: Standard Business Terms and Conditions vzn.1 � = (UPS, Federal Express orother similar and reliable canier)orvia facsimile showing the dote and time of successful receipt. Notices shall be sent to the individuals who signed this contract using the contact information following the signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change its contact information. 4.21 MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must bein vvhdng and signed by authorized representatives of the Parties. Any provision of this contract officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions shall be interpreted, as far as possible, to give effect to the Parties' intent All provisions that by their nature would be expected to survive, shall survive termination. In the event ofa conflict between the 5tate'sand the Vendor's terms, conditions and attachments, the State'sterms, conditions and attachments shall 4.22 PERFORMANCE RECORD /SUSPENSION: Upon request ofthe State, Vendor shall meet to discuss performance or provide contract performance updates to help ensure proper performance ofthis contract. The State may consider Vendor's performance under this contract and compliance with |avv and rule to determine whether to continue this contract, suspend Vendor from doing future business with the State for a specified period of time, mrwhether Vendor can be considered responsible on specific future contract opportunities. 4.23 FREEDOM OF INFORMATION ACT: This contract and all related public records maintained by, provided to, or required to be provided to the State are subject to the Illinois Freedom ofInformation Act (FO|4)notwithstanding any provision tothe contrary that may befound inthis contract. 5|LC514O. 4.24 SCHEDULE OF WORK; Any work performed on State premises shall be 9cdbnned during the hours designated by the State and performed in a manner that does not interfere with the State and its personnel. 4.25.1. Vendor warrants that the supplies furnished under this contract will: (a) conform to the standards, specifications, drawing, samples or descriptions furnished by the State or furnished by the Vendor and agreed to bythe State, including but not limited to all specifications attached asexhibits hereto; (b) be merchantable, of good quality and workmanship, and free from defects for m period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c) comply with all federal and state laws, regulations and ordinances pertaining tVthe manufacturing, packing, labeling, sale and delivery of the supplies; (d) be of good tide and be free and clear of all liens and n State mIllinois /m Contract: Standard Business Terms and Conditions v.zo.1 16 = encumbrances and; (e) not infringe any patent, copyright or other intellectual property rights ofany third party. Vendor agrees toreimburse the State for any losses, costs, damages orexpenses, including without limitations, reasonable attornev'o fees and expenses, arising from failure of the supplies to meet such warranties. 4.25.2. Vendor shall ensure that all manufacturers' warranties are transferred to the State and shall provide to the State copies of such warranties. These warranties shall be in addition to all other warranties, express' implied or statutory, and shall survive the State's payment, acceptance, inspection or failure to inspect the supplies. vv 4.25.3. Vendor warrants that all services will be performed to meet the requirements of 0 this contract in an efficient and effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall immediately reassign any individual who does not perform in accordance with CD this contract, who is disruptive or not respectful of others in the workplace, nr who in any way violates the contract or State policies. 4.26 REPORTING, STATUS AND MONITORING SPECIFICATIONS: Vendor shall immediately notify the State ofany event that may have a material impact on Vendor's ability to perform this contract. 4.27 EMPLOYMENT TAX CREDIT: Vendors who hire qualified veterans and certain ex - offenders may be eligible for tax credits. 35 |LCS 5/2I6, 5/317. Please contact the Illinois Department ofRevenue (telephone #: 217-S24-*772\for information about tax credits. 4.28 SUPPLEMENTAL TERMS- Notwithstanding any provision tothe contrary inthe Vendor's supplemental terms and conditions, or in any licensing agreement attached hereto: 4.28.1 The procuring Agency and the State do not waive sovereign immunity; 4.28.2The procuring Agency and the State donot consent tobegoverned by the laws ofany state other than Illinois; 4.28.3 The procuring Agency and the State dnnot consent toberepresented inany legal proceeding by any person or entity other than the Illinois Attorney General orhis orher designee; 4.28'4 WoDell branded products mrsoftware are sold under this Contract. If the Contract hamended toinclude Dell branded products orsoftware the parties agree toamend the Contract toinclude appropriate licensing terms. The procuring Agency and the State shall not bebound bythe terms and conditions containedinamyc|ick+wunpagnBement,dick-wrap|iCense,C|iCk-thr0ugh 18 State mIllinois /ra Contract: Standard Business Terms and Conditions v.zu.1 agreement, click -through license, end user license agreement or any other agreement or license contained or referenced in the software or any quote provided by Vendor, except as attached to this Contract. 4.28.5 The procuring Agency and the State shall not indemnify Vendor or its subcontractors (including any equipment manufacturers or software companies); 4.28.6 Vendor shall indemnify the procuring Agency and State pursuant to the terms and conditions of Section 4.10 of the Contract; and G 4.28.7 Vendor's liability shall be governed by the terms and conditions contained in Section 4.10 of the Contract. U 4.29 RESERVED. 0 16 19 State of Illinois IFR Contract: Standard Business Terms and Conditions V.20.1 I Packet Pg. 269 1 V\J Agency Definitions 5.1.1 "Chief Procurement Officer" means the chief procurement officer appointed pursuant 51.2 "Governmental unit" means State of Illinois, any State agency as defined in Section 1- 15,100 of the Illinois Procurement Code, officers of the State ofIllinois, any public authority in Illinois which has the power to tax or any other public entity created by Illinois statute. 513 "Qualified not -for -profit agency" means any not-fVpnrofitagency that qualifies under Section 45-35 of the Illinois Procurement code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government. Agency specific Terms and Conditions 5.1.4 The Chief Procurement Officer for General Services makes this contract available to all governmental units and qualified not -for -profit agencies. 5.1.5 Vendor agrees to extend all terms and conditions, specifications, and pricing or discounts specified in this contract for the items in this contract to all governmental units and qualified no1'k»r-profitagencies. 5.1.6 The supplies nrservices subject tothis Contract shall be distributed or rendered directly toeach governmental unit orqualified not4or-profitagency. 5.1.7 Vendor shall bill each governmental unit or qualified not -for -profit agency separately for its actual share ofthe costs nfthe supplies orservices purchased. 5.1.8 The credit or liability of each governmental unit or qualified not -for -profit agency shall remain separate and distinct. 5.1.9 Disputes between vendors and governmental units orqualified not'hor'profitagencies shall beresolved between the affected parties. 5.1.10 All terms and conditions inthis Contract apply with full force and effect to all purchase orders. E] Other (describe) 20 State ofIllinois wu Contract: State Supplemental Provisions v.ozz 16 = 9.D.b IFairim II Certifications and Disclosures Bid Buy Reference#::.i..q. 48DO1I INFOf B 1.1972 Procure ment/Contract #: . .448DO r NFOf B 1.:1972 This Forms B may be used when responding to an Invitation for Bid (IFB) or a Request for Proposal (RFP) if the vendor is registered in the Illinois Procurement Gateway (IPG) and has an active State of Illinois Vendor Registration Number. The IPG assigns a unique State of Illinois Vendor Registration Number and expiration date upon the Chief Procurement Office's acceptance of an IPG application. If a vendor does not have an active State of Illinois Vendor Registration Number, then the vendor must complete and submit Forms A with their response. Failure to do so may render the submission non- responsive and result in disqualification. Please read this entire section and provide the requested information as applicable. All parts in Forms B must be completed in full and submitted along with the vendor's response. 1. Certification of Illinois Procurement Gateway Registration My business has an active State of Illinois Vendor Registration Number. To ensure that you have an active registration in the IPG, search for your business name in the IPG Registered Vendor Directory. If your company does not appear in the search results, then you do not have an active IPG registration. State of Illinois Vendor Registration Number: 200,3584 IPG Expiration Date: 9/11/2020 2. Certification Timely to this Solicitation or Contract Vendor certifies it is not barred from having a contract with the State based upon violating the prohibitions related to either submitting/writing specifications or providing assistance to an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or similar assistance (except as part of a public request for such information). 30 ILCS 500/50-10.5(e). ❑ Yes ❑ No 3. Disclosure of Lobbyist or Agent (Complete only if bid, offer, or contract has an annual value over $50,000) Is your company or parent entity(ies) represented by or do you or your parent entity(ies) employ a lobbyist required to register under the Lobbyist Registration Act (lobbyist must be registered pursuant to the Act with the Secretary of State) or an agent who has communicated, is communicating, or may communicate with any State officer or employee concerning the bid or offer? If yes, please identify each lobbyist and agent, including the name and address below. II 1 Yes Ej No ru I7HI no V nII I I I ui IVIclI Co I If Ii IIfI'I fi Packet Pg. 271 9.D.b If yes, please identify each lobbyist and agent, including the name and address below. If you have a lobbyist that does not meet the criteria, then you do not have to disclose the lobbyist's information. Additional rows may be inserted into the table or an attachment may be provided if needed. I Name I Address I Relationship to Disclosing Entitv 4. Describe all costs/fees/compensation/reimbursements related to the assistance provided by each representative lobbyist or other agent to obtain this Agency contract: N/A m U w Disclosure of Current and Pending Contracts O Complete only if: (a) your business is for -profit and (b) the bid, offer, or contract has an annual value over $50,000. Do not complete if you are a not -for -profit entity. N 0 Yes ❑ No. Do you have any contracts, pending contracts, bids, proposals, subcontracts, leases or N other ongoing procurement relationships with units of State of Illinois government? 0 If "Yes", please specify below. Additional rows may be inserted into the table or an attachment in the same format may be provided if needed. Iln addition to the contract Ill.sted in our or'Iglnall ski brrrnlissliorr, Dellll is a party liln the follllow ing cornsor'tlurn contracts. l the values bellouna are restricted to the State of IIIHiir'no'l.s. Please note that these consortilurn contracts are used by various states. Il:)elll is unaware of any adciliflolnall contracts, pendlrog contracts, blids,, proposals, subcontracts, Ileases or other ongoing procurement reladonship.s with agencies of the State of Illlllnol.s. Agency Project Title Status Value Contract Reference/P.O./Illinois Procurement Bulletin # State of Illllhnols l.:YeH Server Statewide Acdve $4,000,000 Master Blanket Purchase Doll F IMaster Contract Order 20 4481 F INF:0 F P 10880 varuou.s l:::lntlglties 11P111IL:C Acdve App��rgqoyygqxpp ryynapteryly lip11 I:C, lnr I ucled nAY.gGAAA'4.dg000 Var'llou.n.s l:rnti iml#IL:C A.ctllvr:z Approxlrrnaptely MHEC; Included $,.1,800,000 State of Illllhnolis lnvli'ta'tl°ion for Bi& Glelnding Approximatey imJtatl'for Rld: Secretary of State 20VS1.0600]....l...eximalrk $500,000 20VS106001....l...exmark Printers, ..Frays and F"r'inters, ..rr',ays alnd toners Foners State of Illllllir'nolis Invitation 'for i JIFWC Pelrnd'ii ng Approximately nnriltatlion for II:i'ld: ?.D Doll F Microsoft Il...icensing $40,000,000 4.48DOl IINI=CA I E3 11.972 Solludons (Provider (l...Slf,') I7HI no V I)II I I I ui IVIclI Co I If Ii IIfI'I yy } ftv fi Packet Pg. 272 9.D.b 5. Signature As of the date signed below, I certify that: • My business' information and the certifications made in the Illinois Procurement Gateway are truthful and accurate. • The certifications and disclosures made in this Forms B are truthful and accurate. This Forms B is signed by an authorized officer or employee on behalf of the bidder, offeror, or vendor pursuant to Sections 50-13 and 50-35 of the Illinois Procurement Code, and the affirmation of the accuracy of the financial disclosures is made under penalty of perjury. This disclosure information is submitted on behalf of: Vendor Name: f. 61 Markefing, L.Y. Street Address: One D61 Way City, State, Zip: Round (Rock, I78682 Signature: kv Printed Name: Heather ones Title: Proposal Manager Phone: S.12.723.1.67 Email: Heather Jonesl(@Dell.com Vendor Contact: Heather Jones Date: May 1, 2020 ru I7NI no V I)II I I I ui IVIclI Co I If Ii ni.ial fi Packet Pg. 273 9.D.b Taxpayer Identification Number I certify that: The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and I am a U.S. person (including a U.S. resident alien). • If you are an individual, enter your name and SSN as it appears on your Social Security Card. • If you are a sole proprietor, enter the owner's name on the name line followed by the name of the business and the owner's SSN or EIN. • If you are a single -member LLC that is disregarded as an entity separate from its owner, enter the owner's name on the name line and the D/B/A on the business name line and enter the owner's SSN or EIN. • If the LLC is a corporation or partnership, enter the entity's business name and EIN and for corporations, attach IRS acceptance letter (CP261 or CP277). • For all other entities, enter the name of the entity as used to apply for the entity's EIN and the EIN. Name: N/A Business Name: DO (Marketing, C...Y. Taxpayer Identification Number: Social Security Number: N/A or Employer Identification Number: 74 2616805 Legal Status (check one): ❑ Individual ❑ Sole Proprietor Z Partnership (u..iirrdted) ❑ Legal Services Corporation ❑ Tax-exempt ❑ Corporation providing or billing ❑ Governmental ❑ Nonresident alien ❑ Estate or trust ❑ Pharmacy (Non -Corp.) ❑ Pharmacy/Funeral Home/Cemetery (Corp.) ❑ Limited Liability Company m M d U w O ti 0 N O N 1u I7NI no V nII I I I ui IVIclI Co I If Ii IIfI'I fi Packet Pg. 274 9.D.b medical and/or health care services ❑ Corporation NOT providing or billing medical and/or health care services (select applicable tax classification) ❑ C = corporation ❑ P = partnership I Signature of Authorized Representative:�-kh.l Date: May 20, 020 ru I7HI no V nII I I I ui IVIclI Co I If Ii IIfI'I fi Packet Pg. 275 W11-19 111:::::"a11r1M W'9 Request for Taxpayer 'WOY CkWh�2cvlg, Mentificat1cm Number anid Cartification Q41P Form to Me r uw�w Tgire mquestitp- 9)* not I . 110,44, GO 10 —,,ftOWA-,vM*w Nr imiruceoffis Am'd the W*gt iMpMMaMi;O1,, semd to thq lIR& jhwto Ing stiff e. p.77, beWI MAekelong i 3 to 1-14HO 01 wg"j UC Ijaw,ow x�oU Nola; bke k FP4 Ofloalwh62 tsD, gi, ooµ LU' I "I cl=�1111� 11Z;1111191:1'1�1,01 11:�11 1� FAT A w. 51,'IwMO ITun I'm cy.Ot� jjr*p,�a, Irg jht Ij �l M, 0 artirnlp L2 V, M- I, ,10 og—w, wwm id,.v wwa S& i I CA) Dell USA �P P,,dj Box p02#1 1 "6 CD 41IFT-F 7,V-1111 .5rAwCD C14 choc,89D. 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M form 109,1NI, ¢fnlomm OR PQr evru&� f-urm VV,,'O I& Ift, eeioin;fer Wq,.t, ar I'MV, Y,, Avu ownwi w ;Mcli 4v 0AOKV Ila b1KAW -ir"WolyVig, 'Sw Who. is twi:Aup WAIMNd,rig, Xvgc Cat W UrPllm: I 7H I Ci [,,i ° i nol uol i I II 1u1 1 ('10 coin `(11 I f (h Ili I,] fi Packet Pg. 276 Generated by Ron Wiggins, State of Illinois on 4/24/2020 9.D.b F - G. Certifications & Board of Elections Dell Marketing L. P. SBA Dell Vendor Registration FORM NAME F - G. Certifications & Board of Elections DESCRIPTION Complete section F - G, in order to submit the form. DATE SUBMITTED 8/23/2019 STATUS Accepted BUSINESS NAME Dell Marketing L. P. DBA Dell POINT OF CONTACT Dennis Brabandt FLAG FORM F. Certifications 1. VENDOR CERTIFIES ITAND ITS EMPLOYEES WILL COMPLY WITH APPLICABLE PROVISIONS OFTHE UNITED STATES. CIVIL RIGHTS ACT, SECTION 504 OF THE FEDERAL REHABILITATION ACT, THE AMERICANS WITH DISABILITIES ACT, AND APPLICABLE RULES IN PERFORMANCE OF THIS CONTRACT. Yes 2. THIS APPLIES TO INDIVIDUALS, SOLE PROPRIETORSHIPS, GENERAL PARTNERSHIPS, AND SINGLE MEMBER LLCS, BUT IS NOT OTHERWISE APPLICABLE. VENDOR CERTIFIES HE/SHE IS NOT IN DEFAULT ON AN EDUCATIONAL LOAN. 5 ILCS 385/3 N/A 3. VENDOR CERTIFIES THAT IT HAS REVIEWED AND WILL COMPLY WITH THE DEPARTMENT OF EMPLOYMENT SECURITY LAW (20 ILCS 1005/1005-47) AS APPLICABLE Yes 4. VENDOR CERTIFIES IT HAS NEITHER BEEN CONVICTED OF BRIBING OR ATTEMPTING TO BRIBE AN OFFICER OR EMPLOYEE OF THE STATE OF ILLINOIS OR ANY OTHER STATE, NOR MADE AN ADMISSION OF GUILT OF SUCH CONDUCT THAT IS A MATTER OF RECORD. 30 ILCS 500/50-5 Yes 5. IF VENDOR HAS BEEN CONVICTED OF A FELONY, VENDOR CERTIFIES AT LEAST FIVE YEARS HAVE PASSED SINCE THE DATE OF COMPLETION OF THE SENTENCE FOR SUCH FELONY, UNLESS NO PERSON HELD RESPONSIBLE BY A PROSECUTOR'S OFFICE FOR THE FACTS UPON WHICH THE CONVICTION WAS BASED CONTINUES TO HAVE ANY INVOLVEMENT WITH THE BUSINESS. VENDOR FURTHER CERTIFIES THAT IT IS NOT BARRED FROM BEING AWARDED A CONTRACT. 30 ILCS 500/50-10 Yes 6. IF VENDOR OR ANY OFFICER, DIRECTOR, PARTNER, OR OTHER MANAGERIAL AGENT OF VENDOR HAS BEEN CONVICTED OF A FELONY UNDER THE SARBANES-OXLEY ACT OF 2002, OR A CLASS 3 OR CLASS 2 FELONY UNDER THE ILLINOIS SECURITIES LAW OF 1953, VENDOR CERTIFIES AT LEAST FIVE YEARS HAVE PASSED SINCE THE DATE OF THE CONVICTION. VENDOR FURTHER CERTIFIES THAT IT IS NOT BARRED FROM BEING AWARDED A CONTRACT. 30 ILCS 500/50-10.5 Yes ru I Packet Pg. 277 Page 8 of60(IPG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 7. VENDOR CERTIFIES THAT IT AND ITS AFFILIATES ARE NOT DELINQUENT IN THE PAYMENT OF ANY DEBT TO THE UNIVERSITY OR THE STATE (OR IF DELINQUENT, HAVE ENTERED INTO A DEFERRED PAYMENT PLAN TO PAY THE DEBT). 30 ILCS 500/50-11, 50-60 I 9.D.b I Yes 8. VENDOR CERTIFIES THAT IT AND ALL AFFILIATES SHALL COLLECT AND REMIT ILLINOIS USE TAX ON ALL SALES OF TANGIBLE PERSONAL PROPERTY INTO THE STATE OF ILLINOIS IN ACCORDANCE WITH PROVISIONS OF THE ILLINOIS USE TAX ACT. 30 ILCS 500/50-12 Yes 9. VENDOR CERTIFIES THAT IT HAS NOT BEEN FOUND BY A COURT OR THE POLLUTION CONTROL BOARD TO HAVE COMMITTED A WILLFUL OR KNOWING VIOLATION OF THE ENVIRONMENTAL PROTECTION ACT WITHIN THE LAST FIVE YEARS, AND IS THEREFORE NOT BARRED FROM BEING AWARDED A CONTRACT. 30 ILCS 500/50-14 Yes 10. VENDOR CERTIFIES IT HAS NEITHER PAID ANY MONEY OR VALUABLE THING TO INDUCE ANY PERSON TO REFRAIN FROM BIDDING ON A STATE CONTRACT, NOR ACCEPTED ANY MONEY OR OTHER VALUABLE THING, OR ACTED UPON THE PROMISE OF SAME, FOR NOT BIDDING ON A STATE CONTRACT. 30 ILCS 500/50-25 Yes 11. VENDOR CERTIFIES IT HAS READ, UNDERSTANDS AND IS NOT KNOWINGLY IN VIOLATION OF THE "REVOLVING DOOR"�� PROVISION OFTHE ILLINOIS PROCUREMENT CODE. 30 ILCS 500/50-30 Yes 12. VENDOR CERTIFIES THAT IF IT HIRES A PERSON REQUIRED TO REGISTER UNDERTHE LOBBYIST REGISTRATION ACTTO ASSIST '- IN OBTAINING ANY STATE CONTRACT, THAT NONE OF THE LOBBYIST'S COSTS, FEES, COMPENSATION, REIMBURSEMENTS OR OTHER REMUNERATION WILL BE BILLED TO THE STATE. 30 ILCS 500/50-38 Yes 13. VENDOR CERTIFIES THAT IT WILL NOT RETAIN A PERSON OR ENTITYTO ATTEMPTTO INFLUENCE THE OUTCOME OF A PROCUREMENT DECISION FOR COMPENSATION CONTINGENT IN WHOLE OR IN PART UPON THE DECISION OR PROCUREMENT.30 I LCS 500/50-38 Yes 14. VENDOR CERTIFIES IT WILL REPORT TO THE ILLINOIS ATTORNEY GENERAL AND THE CHIEF PROCUREMENT OFFICER ANY�� SUSPECTED COLLUSION OR OTHER ANTI -COMPETITIVE PRACTICE AMONG ANY BIDDERS, OFFERORS, CONTRACTORS, PROPOSERS, OR EMPLOYEES OF THE STATE. 30 ILCS 500/50-40, 50-45, 50-50 Yes 15. VENDOR CERTIFIES THAT IF IT IS AWARDED A CONTRACT THROUGH THE USE OF THE PREFERENCE REQUIRED BY THE PROCUREMENT OF DOMESTIC PRODUCTS ACT, THEN IT SHALL PROVIDE PRODUCTS PURSUANT TO THE CONTRACT OR A SUBCONTRACT THAT ARE MANUFACTURED IN THE UNITED STATES. 30 ILCS 517 Yes 16. VENDOR CERTIFIES THAT IF AWARDED A CONTRACT FOR PUBLIC WORKS, STEEL PRODUCTS USED OR SUPPLIED IN THE PERFORMANCE OF THAT CONTRACT SHALL BE MANUFACTURED OR PRODUCED IN THE UNITED STATES, UNLESS THE EXECUTIVE HEAD OF THE PROCURING AGENCY/UNIVERSITY GRANTS AN EXCEPTION IN WRITING. 30 ILCS 565 Yes 17. IF VENDOR IS AWARDED A CONTRACT WORTH MORE THAN $5,000 AND EMPLOYS 25 OR MORE EMPLOYEES, VENDOR CERTIFIES IT WILL PROVIDE A DRUG FREE WORKPLACE PURSUANT TO THE DRUG FREE WORKPLACE ACT. 30 ILCS 580 Yes m M d w O 0 N O N ru 18. IF VENDOR IS AN INDIVIDUAL AND IS AWARDED A CONTRACT WORTH MORE THAN $5,000, VENDOR CERTIFIES IT SHALL NOT I Packet Pg. 278 Page 9 of60(IPG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 ENGAGE IN THE UNLAWFUL MANUFACTURE, DISTRIBUTION, DISPENSATION, POSSESSION, OR USE OF CONTROLLED SUBSTANCE DURING THE PERFORMANCE OF THE CONTRACT PURSUANT TO THE DRUG FREE WORKPLACE ACT. 30 ILCS 580 I 9.D.b I Yes 19. VENDOR CERTIFIES THAT NEITHER VENDOR NOR ANY SUBSTANTIALLY OWNED AFFILIATE IS PARTICIPATING OR SHALL PARTICIPATE IN AN INTERNATIONAL BOYCOTT IN VIOLATION OF THE U.S. EXPORT ADMINISTRATION ACT OF 1979 OR THE APPLICABLE REGULATIONS OF THE UNITED STATES DEPARTMENT OF COMMERCE. 30 ILCS 582 Yes 20. VENDOR CERTIFIES THAT NO FOREIGN -MADE EQUIPMENT, MATERIALS, OR SUPPLIES FURNISHED TO THE AGENCY/UNIVERSITY UNDER ANY CONTRACT HAVE BEEN OR WILL BE PRODUCED IN WHOLE OR IN PART BY FORCED LABOR OR INDENTURED LABOR UNDER PENAL SANCTION. 30 ILCS 583 Yes 21. VENDOR CERTIFIES THAT NO FOREIGN -MADE EQUIPMENT, MATERIALS, OR SUPPLIES FURNISHED TO THE AGENCY/UNIVERSITY UNDER ANY CONTRACT HAVE BEEN PRODUCED IN WHOLE OR IN PART BY THE LABOR OR ANY CHILD UNDER THE AGE OF 12. 30 1 LCS 584 Yes 22. VENDOR CERTIFIES THAT IF AWARDED A CONTRACT INCLUDING INFORMATION TECHNOLOGY, ELECTRONIC INFORMATION, SOFTWARE, SYSTEMS AND EQUIPMENT, DEVELOPED OR PROVIDED UNDER ANY CONTRACT, IT WILL COMPLY WITH THE APPLICABLE REQUIREMENTS OF THE ILLINOIS INFORMATION TECHNOLOGY ACCESSIBILITY ACT STANDARDS. 301LCS 587 Yes 23. VENDOR CERTIFIES THAT IF IT OWNS RESIDENTIAL BUILDINGS, THAT ANY VIOLATION OF THE LEAD POISONING PREVENTION ACT HAS BEEN MITIGATED. 410 ILCS 45 Yes 24. VENDOR CERTIFIES IT HAS NOT BEEN CONVICTED OF THE OFFENSE OF BID RIGGING OR BID ROTATING OR ANY SIMILAR OFFENSE OF ANY STATE OR OF THE UNITED STATES. 7201LCS 5/33 E-3, EA E-11 Yes 25. VENDOR CERTIFIES IT COMPLIES WITH THE ILLINOIS DEPARTMENT OF HUMAN RIGHTS ACT AND RULES APPLICABLE TO PUBLIC '- CONTRACTS, WHICH INCLUDE PROVIDING EQUAL EMPLOYMENT OPPORTUNITY, REFRAINING FROM UNLAWFUL DISCRIMINATION, AND HAVING WRITTEN SEXUAL HARASSMENT POLICIES. 775 ILCS 5/2-105 Yes 26. VENDOR CERTIFIES IT DOES NOT PAY DUES TO OR REIMBURSE OR SUBSIDIZE PAYMENTS BY ITS EMPLOYEES FORANY DUES OR FEES TO ANY "DISCRIMINATORY CLUB." 775 ILCS 25/2 Yes 27. VENDOR WARRANTS AND CERTIFIES THAT IT AND, TO THE BEST OF ITS KNOWLEDGE, ITS SUBCONTRACTORS HAVE AND WILL '- COMPLY WITH EXECUTIVE ORDER NO. 1 (2007). THE ORDER GENERALLY PROHIBITS VENDORS AND SUBCONTRACTORS FROM HIRING THE THEN -SERVING GOVERNOR'S FAMILY MEMBERS TO LOBBY PROCUREMENT ACTIVITIES OF THE STATE, OR ANY OTHER GOVERNMENT IN ILLINOIS INCLUDING LOCAL GOVERNMENTS IF THAT PROCUREMENT MAY RESULT IN A CONTRACT VALUED AT OVER $25,000. THIS PROHIBITION ALSO APPLIES TO HIRING FOR THAT SAME PURPOSE ANY FORMER STATE EMPLOYEE WHOSE PROCUREMENT AUTHORITY AT ANY TIME DURING THE ONE-YEAR PERIOD PRECEDING THE PROCUREMENT LOBBYING ACTIVITY. Yes 28. VENDOR CERTIFIES THAT IT HAS READ, UNDERSTANDS AND IS IN COMPLIANCE WITH THE REGISTRATION REQUIREMENTS OF THE ILLINOIS ELECTIONS CODE (10 ILCS 5/9-35) AND THE RESTRICTIONS ON MAKING POLITICAL CONTRIBUTIONS AND RELATED REQUIREMENTS OF THE ILLINOIS PROCUREMENT CODE. 30 ILCS 500/20-160 AND 50-37 VENDOR WILL NOT MAKE A POLITICAL CONTRIBUTION THAT WILL VIOLATE THESE REQUIREMENTS. m M d w O 0 N O N ru I Packet Pg. 279 Page 10 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 Yes 29. THIS APPLIES TO INDIVIDUALS, SOLE PROPRIETORSHIPS, GENERAL PARTNERSHIPS, AND SINGLE MEMBER LLCS, BUT IS NOT OTHERWISE APPLICABLE. VENDOR CERTIFIES THAT HE/SHE HAS NOT RECEIVED AN EARLY RETIREMENT INCENTIVE PRIOR TO 1993 UNDER SECTION 14-108.3 OR 16-133.3 OF THE ILLINOIS PENSION CODE OR AN EARLY RETIREMENT INCENTIVE ON OR AFTER 2002 UNDER SECTION 14-108.3 OR 16-133.3 OF THE ILLINOIS PENSION CODE. (30 ILCS 105/15A; 40 ILCS 5/14-108.3; 40 ILCS 5/16-133 N/A G. Board of Elections (BOE) 1. IS YOUR BUSINESS REGISTERED WITH THE BOARD OF ELECTIONS (BOE)? Yes, I certify my business is registered with BOE. 12741 Additional Information STAFF ATTACHED FILE(S) ru Packet Pg. 280 Page 11 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 9.D.b H. Iran Disclosure Dell Marketing L. P. DBA Dell Vendor Registration FORM NAME DESCRIPTION DATE SUBMITTED STATUS BUSINESS NAME POINT OF CONTACT FLAG FORM H. Iran Disclosure H. Iran Disclosure Complete section H, in order to submit this form. 8/23/2019 Accepted Dell Marketing L. P. DBA Dell Dennis Brabandt 1. DO YOU OR ANY OF YOUR CORPORATE PARENTS OR SUBSIDIARIES HAVE ANY BUSINESS OPERATIONS THAT MUST BE DISCLOSED? No business operations to disclose. Additional Information STAFF ATTACHED FILE(S) LO (o M d U w O 0 N O N ru Packet Pg. 281 Page 12 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 9.D.b I. Financial Disclosure & Conflicts of Interest Dell Marketing L. P. DBA Dell Vendor Registration FORM NAME I. Financial Disclosure & Conflicts of Interest DESCRIPTION Complete the Financial Disclosure & Conflicts of Interest form DATE SUBMITTED 8/23/2019 STATUS Accepted BUSINESS NAME Dell Marketing L. P. DBA Dell POINT OF CONTACT Dennis Brabandt FLAG FORM I. Financial Disclosures & Conflicts of Interest A. IDENTIFYTHE APPLICABLE ENTITYTYPE.�� Other Privately Held Entity (i.e. LLC, partnership, privately held corporation with 100 or fewer shareholders, or other entity type not clearly identified in another option) B. IS THERE A PARENT ENTITY THAT OWNS 100% OF THE BUSINESS? No C. INSTRUMENT OF OWNERSHIP OR BENEFICIAL INTEREST II�� Partnership Agreement (General Partnership, Limited Partnership, Limited Liability Partnership, Limited Liability Limited Partnership) 1. IS THERE ANY INDIVIDUAL OR ENTITY WHO MEETS ANY OF THE FOLLOWING THRESHOLDS: (A) OWNS MORE THAN 5% OFTHE BUSINESS, (B) HOLDS OWNERSHIP SHARE OF THE BUSINESS VALUED IN EXCESS OF $106,447.20, (C) IS ENTITLED TO MORE THAN 5% OF THE BUSINESS' DISTRIBUTIVE INCOME, OR (D) IS ENTITLED TO MORE THAN $106,447.20 OF THE BUSINESS' DISTRIBUTIVE INCOME? Yes, the information is not publicly available (If any individuals are listed, answer Yes or No to questions 5-8 and 11- 20.) Document Status List of individuals or entities meeting one or more of the listed thresholds. A1:1:aar;llhied by Dennis Dq j Holdings Statement (PDF) Brabandt on 8/23/2019 DCL j IPG Percentage of Ownership and Distributive Income Form(1).docx (DOCX) 2. PLEASE CERTIFY THATTHE FOLLOWING STATEMENT IS TRUE: ALL INDIVIDUALS OR ENTITIES THAT HOLD AN OWNERSHIP INTEREST IN THE BUSINESS OF GREATER THAN 5% OR VALUED GREATER THAN $106,447.20 HAVE BEEN DISCLOSED IN QUESTION 1. Yes LO cm M d U w O O N O N ru 3. PLEASE CERTIFY THATTHE FOLLOWING STATEMENT IS TRUE: ALL INDIVIDUALS OR ENTITIES THAT WERE ENTITLED TO RECEIVE I'- I Packet Pg. 282 Page 13 of 60 (1PG-0334475_20035845_01232295_ 20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 DISTRIBUTIVE INCOME IN AN AMOUNT GREATER THAN $106,447.20 OR GREATER THAN 5% OF THE TOTAL DISTRIBUTIVE INCOM OF THE BUSINESS HAVE BEEN DISCLOSED IN QUESTION 1. I 9.D.b I Yes 4. DISCLOSURE OF BOARD OF DIRECTORS FOR NOT -FOR -PROFIT ENTITIES. Not applicable - For -Profit Entity 5. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, ARE ANY OF THEM A PERSON WHO HOLDS AN ELECTIVE OFFICE IN THE STATE OF ILLINOIS OR HOLDS A SEAT IN THE GENERAL ASSEMBLY, OR ARE THEYTHE SPOUSE OR MINOR CHILD OF SUCH PERSON? No 6. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, ARE ANY OF THEM APPOINTED TO OR EMPLOYED IN ANY OFFICES OR AGENCIES OF STATE GOVERNMENT AND RECEIVE COMPENSATION FOR SUCH EMPLOYMENT IN EXCESS OF 60% ($106,447.20) OF THE SALARY OF THE GOVERNOR, OR ARE ANY OF THEM THE SPOUSE OR MINOR CHILD OF SUCH PERSON? No 7. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, ARE ANY OF THEM AN OFFICER OR EMPLOYEE OF THE CAPITAL DEVELOPMENT BOARD OR THE ILLINOIS TOLL HIGHWAY AUTHORITY, OR ARE ANY OF THEM THE SPOUSE OR MINOR CHILD OF SUCH PERSON? No 8. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, ARE ANY OF THEM APPOINTED AS A MEMBER OF A BOARD, COMMISSION, AUTHORITY, OR TASK FORCE AUTHORIZED OR CREATED BY STATE LAW OR BY EXECUTIVE ORDER OF THE GOVERNOR, OR ARE THEY THE SPOUSE OR AN IMMEDIATE FAMILY MEMBER WHO CURRENTLY RESIDES OR RESIDED WITH SUCH PERSON WITHIN THE LAST 12 MONTHS? No 9. IF ANY QUESTION IN 5-8 ABOVE IS ANSWERED YES, PLEASE ANSWER THE FOLLOWING: DO ANY OF THE INDIVIDUALS�� IDENTIFIED, THEIR SPOUSE, OR MINOR CHILD RECEIVE FROM THE ENTITY MORE THAN 7.5% OF THE ENTITY'S TOTAL DISTRIBUTABLE INCOME ORAN AMOUNT OF DISTRIBUTABLE INCOME IN EXCESS OF THE SALARY OF THE GOVERNOR ($177,412.00)? Not applicable - I answered No in Questions 5-8 10. IF ANY QUESTION IN 5-8 ABOVE IS ANSWERED YES, PLEASE ANSWER THE FOLLOWING: IS THERE A COMBINED INTEREST OF ANY INDIVIDUAL IDENTIFIED ALONG WITH THEIR SPOUSE OR MINOR CHILD OF MORE THAN 15% IN THE AGGREGATE OF THE ENTITY'S DISTRIBUTABLE INCOME ORAN AMOUNT OF DISTRIBUTABLE INCOME IN EXCESS OF TWO TIMES THE SALARY OF THE GOVERNOR ($354,824.00)? Not applicable - I answered No in Questions 5-8 11. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HAVE, OR IN THE PREVIOUS 3 YEARS HAD STATE EMPLOYMENT, INCLUDING CONTRACTUAL EMPLOYMENT OF SERVICES? THIS DOES NOT INCLUDE CONTRACTS TO PROVIDE GOODS OR SERVICES TO THE STATE AS A VENDOR. Not applicable - No individuals disclosed in question 1 12. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, HAVE THEIR SPOUSE, FATHER,�� MOTHER, SON, OR DAUGHTER, HAD STATE EMPLOYMENT, INCLUDING CONTRACTUAL EMPLOYMENT FOR SERVICES, IN THE PREVIOUS 2 YEARS? THIS DOES NOT INCLUDE CONTRACTS TO PROVIDE GOODS OR SERVICES TO THE STATE AS A VENDOR. Not applicable - No individuals disclosed in question 1 13. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HOLD OR HAVE HELD IN THE PREVIOUS 3 YEARS ELECTIVE OFFICE OF THE STATE OF ILLINOIS, THE GOVERNMENT OF THE UNITED m M d w O Co N O N ru I Packet Pg. 283 Page 14 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 STATES, OR ANY UNIT OF LOCAL GOVERNMENT AUTHORIZED BY THE CONSTITUTION OF THE STATE OF ILLINOIS OR THE STATUTES OF THE STATE OF ILLINOIS? I 9.D.b I Not applicable - No individuals disclosed in question 1 14. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM HAVE A�� RELATIONSHIP TO ANYONE (SPOUSE, FATHER, MOTHER, SON, OR DAUGHTER) HOLDING ELECTIVE OFFICE CURRENTLY OR IN THE PREVIOUS 2 YEARS? Not applicable - No individuals disclosed in question 1 15. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM HOLD OR HAVE HELD IN THE PREVIOUS 3 YEARS ANY APPOINTIVE GOVERNMENT OFFICE OF THE STATE OF ILLINOIS, THE UNITED STATES OF AMERICA, OR ANY UNIT OF LOCAL GOVERNMENT AUTHORIZED BY THE CONSTITUTION OF THE STATE OF ILLINOIS OR THE STATUTES OF THE STATE OF ILLINOIS, WHICH OFFICE ENTITLES THE HOLDER TO COMPENSATION IN EXCESS OF EXPENSES INCURRED IN THE DISCHARGE OF THAT? Not applicable - No individuals disclosed in question 1 16. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM HAVE A RELATIONSHIP TO ANYONE (SPOUSE, FATHER, MOTHER, SON, OR DAUGHTER) HOLDING APPOINTIVE OFFICE CURRENTLY OR IN THE PREVIOUS 2 YEARS? Not applicable - No individuals disclosed in question 1 ru 17. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HAVE OR IN THE PREVIOUS 3 YEARS HAD EMPLOYMENT AS OR BY ANY REGISTERED LOBBYIST OF THE STATE GOVERNMENT? Not applicable - No individuals disclosed in question 1 18. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HAVE OR IN THE PREVIOUS 2 YEARS HAD A RELATIONSHIP TO ANYONE (SPOUSE, FATHER, MOTHER, SON, OR DAUGHTER) THAT IS OR WAS A REGISTERED LOBBYIST? Not applicable - No individuals disclosed in question 1 19. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HAVE OR IN THE PREVIOUS 3 YEARS HAD COMPENSATED EMPLOYMENT BY ANY REGISTERED ELECTION OR RE-ELECTION COMMITTEE REGISTERED WITH THE SECRETARY OF STATE OR ANY COUNTY CLERK IN THE STATE OF ILLINOIS, OR ANY POLITICAL ACTION COMMITTEE REGISTERED WITH EITHER THE SECRETARY OF STATE OR THE FEDERAL BOARD OF ELECTIONS? Not applicable - No individuals disclosed in question 1 "", 20. FOR THE INDIVIDUALS DISCLOSED ABOVE IN QUESTION 1 AND FOR SOLE PROPRIETORS, DO ANY OF THEM CURRENTLY HAVE OR IN THE PREVIOUS 2 YEARS HAD A RELATIONSHIP TO ANYONE (SPOUSE, FATHER, MOTHER, SON, OR DAUGHTER) WHO IS OR WAS A COMPENSATED EMPLOYEE OF ANY REGISTERED ELECTION OR REELECTION COMMITTEE REGISTERED WITH THE SECRETARY OF STATE OR ANY COUNTY CLERK IN THE STATE OF ILLINOIS, OR ANY POLITICAL ACTION COMMITTEE REGISTERED WITH EITHER THE SECRETARY OF STATE OR THE FEDERAL BOARD OF ELECTIONS? Not applicable - No individuals disclosed in question 1 21. HAS THERE BEEN ANY DEBARMENT FROM CONTRACTING WITH ANY GOVERNMENTAL ENTITY WITHIN THE PREVIOUS TEN�� YEARS? THIS APPLIES TO ALL SOLE PROPRIETORS, FOR -PROFIT ENTITIES, NOT -FOR -PROFIT ENTITIES, AND FOR THE INDIVIDUALS DISCLOSED IN QUESTION 1 ABOVE. No 22. HAS THERE BEEN ANY PROFESSIONAL LICENSURE DISCIPLINE WITHIN THE PREVIOUS TEN YEARS? THIS APPLIES TO ALL SOLE�� PROPRIETORS, FOR -PROFIT ENTITIES, NOT -FOR -PROFIT ENTITIES, AND FOR THE INDIVIDUALS DISCLOSED IN QUESTION 1 ABOVE. No 23. HAS THERE BEEN ANY BANKRUPTCY WITHIN THE PREVIOUS TEN YEARS? THIS APPLIES TO ALL SOLE PROPRIETORS, FOR -PROFIT ENTITIES, NOT -FOR -PROFIT ENTITIES, AND FOR THE INDIVIDUALS DISCLOSED IN QUESTION 1 ABOVE. I Packet Pg. 284 Page 15 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Generated by Ron Wiggins, State of Illinois on 4/24/2020 Generated by Ron Wiggins, State of Illinois No 24. HAVE THERE BEEN ANY ADVERSE CIVIL JUDGMENTS AND/OR ADMINISTRATIVE FINDINGS WITHIN THE PREVIOUS TEN YEARS?�� THIS APPLIES TO ALL SOLE PROPRIETORS, FOR -PROFIT ENTITIES, NOT -FOR -PROFIT ENTITIES, AND FORTH E INDIVIDUALS DISCLOSED IN QUESTION 1 ABOVE. No 25. HAVE THERE BEEN ANY CRIMINAL FELONY CONVICTIONS WITHIN THE PREVIOUS TEN YEARS? THIS APPLIES TO ALL SOLE�� PROPRIETORS, FOR -PROFIT ENTITIES, NOT -FOR -PROFIT ENTITIES, AND FOR THE INDIVIDUALS DISCLOSED IN QUESTION 1 ABOVE. No Additional Information STAFF ATTACHED FILE(S) -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ru Packet Pg. 285 Page 16 of 60(1PG-0334475_20035845_01232295_20200424104639.pdf) Page (99£ a31330 : VL-OZOZ-0) anoa0 ole}}n8 jo a6ell!A a;oni) SV3 .;uawt43ellV M ►T7i 0) LO LO 00 m o U W M V a r.- M It L c e» 69, E» E» N O N ',,. M O � i W cfs el�i N _0 N ',, Z N _, CY N > J r m d U) N N d J J to 4 7 0 Z J V) L Cl) LU LO co cn O 00 o 0 0 r O rn ORDINANCE 2020- 9.D.e AN ORDINANCE AUTHORIZING PURCHASE OF OFFICE 365 FROM DELL. WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; and WHEREAS, the Village of Buffalo Grove seek to replace older Office software and implement new online features such as Sharpoint; and WHEREAS, the Village will make this purchase in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.). 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 Office 365 subscription agreement through the State of Illinois master contract CMT1176800 at a total price not to exceed $171,490.95 for a 36 month commitment, pending review and approval of the agreement by the Village Attorney. 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 2020 APPROVED: Beverly Sussman, Village President Packet Pg. 287 9.E Ordinance No. 0-2020-75 : Ambulance Joint Purchase Ordinance ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends approval. Staff recommends that the replacement vehicle be acquired through the Suburban Purchasing Cooperative program in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $379,539. The vehicle will be funded through the vehicle reserve. ATTACHMENTS: 2020 Amb Chassis Request Memo (DOCX) Ambulance Joint Purchase Ordinance (DOCX) • SPC_Foster-Coach-Contract-174- Extension- 12-5-19 (PDF) • 2021 Ambulance Invoice (PDF) Trustee Liaison Smith Monday, September21, 2020 Staff Contact Brett Robinson, Finance Updated: 9/16/2020 1:56 PM Page 1 Packet Pg. 288 9.E.a VILLAGE OF BUFFALO GROVE MEMORANDUM TO: Dane Bragg, Village Manager FROM: Mike Baker, Fire Chief DATE: September 8, 2020 RE: Ambulance chassis preorder request in As part of the Fire Department vehicle capital plan, an ambulance that has 99,396 miles (and will have over 100,000 miles when traded in) has become problematic and was originally scheduled to be replaced in 2020. Preordering the chassis now will reduce the production time once the order is placed for the replacement ambulance. Foster Coach has been awarded the Northwest Municipal Conference bid for Type I and Type II ambulances and the fire department will use the same ambulance specifications as was used for the 2017 ambulance purchase. The 2020 ambulance purchase price, including an 8% contingency, is $364,959.00. A breakdown of the pricing is below: Unit 227 Replacement 2021 Horton Chassis $90,043.00 Conversion $215,468.00 Stryker Power Load $45,914.00 $351,425.00 Contingency 8.00% Not to exceed number $379,539 Anticipated Trade in $13,500 Packet Pg. 289 ORDINANCE 2020- 9.E.b AN ORDINANCE AUTHORIZING PURCHASE OF AN AMBULANCE FROM FOSTER COACH SALES INC. and WHEREAS, the Village of Buffalo is a home rule unit pursuant to the Illinois Constitution of 1970; WHEREAS, the Village of Buffalo Grove Fire Department requires a replacement ambulance; and WHEREAS, the Village will make this purchase in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.). 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 purchase an ambulance from Foster Coach Sales Inc., through the Suburban Purchasing Cooperative contract 174, at a price not to exceed $379,539.00 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 not be codified. AYES: NAYES: ABSENT: _ PASSED: _ APPROVED: ATTEST: Janet Sirabian, Village Clerk 2020 .2020 APPROVED: Beverly Sussman, Village President Packet Pg. 290 A joint Furcbasing Frogram SUBURBAN PURCHASING I I I I I For Local 6overnment Agencies December 4, 2019 Mr. P.J. Foster Vice President, Sales Foster Coach Sales, Inc. PO Box 700, 903 Prosperity Drive Sterling, IL 61081 Dear Mr. Foster, This letter is to inform you that the Governing Board of the Suburban Purchasing Cooperative has approved the second of four (4) contract extensions on the SPC 2020 Type I Additional Duty Ambulance Contract #174 to Foster Coach Sales Inc. for Horton Emergency Vehicles. In addition, new pricing has been approved as follows: Chassis 2019 Price 2020 Price $ Chan2e Chan2e 2020 Ford Diesel F550 4x4 Per SPC Specifications $ 287,420.00 $ 292,244.00 $4,824.00 1.65% Alternate Chassis: 2020 Ford Gas F550 4x4* $284,257.00 N/A N/A *Includes New 7.3-liter V-8 Engine Replacing Previously Available 6.8-liter V-10 Engine 2021 Freightliner M2 Per SPC Specifications $ 309,579.00 $ 316,110.00 $6,531.00 2.1% 2021 International MV607 Per SPC Specifications $ 311,935.00 $ 315,424.00 $3,489.00 1.1% Note: Ford F550 Chassis are also available in 4x2 Configurations with a $2,558.00 deduction With acceptance of this contract extension, Foster Coach, Sterling, IL agrees to all terms and conditions set forth in the specifications contained within the Request for Proposals to which you responded. The duration of the contract extension is January 1, 2020 through December 31, 2020. The SPC reserves the right to extend this contract for up two (20 additional one-year terms upon mutual agreement of the both the vendor and the SPC on a negotiated basis. Foster Coach Sales Inc., Sterling, IL will handle all billing. Each ambulance will be assessed an administrative fee of $750.00 per ambulance for members and $1,000.00 per ambulance for non-members, which shall be paid directly by the vendor to the SPC on a quarterly basis. DuPage Mayoras & Managers Conference 1220 Oak Brook Road Oak Brook, IL 60523 Sitzetle Quintell Phone, (630) 571-0480 Fax: (6,30) 571-0484 Northwest Munieipal Conftrence 1600 Eav (;ol,I'Rd., Suite 0700 Des Plaines, IL 60016 Ellen Do van, ("PPB Phone: (84 7) 296-9200 Fox: (847) 296-9207 South Subm-ban Mayors ,Anti Managers Association 1904 West / 74111 Street East Hazel ('rest, 11, 60429 Kristi DeLaurenliis Phone. (708) 206-1155 Fax: (708) 206- 1133 Will County Governmental League 3 180 Theodore Street, Suite 101 Johel, IL 60435 Cherie Beloin Phone: (815) 729-3535 Fax: (815) 729-3536 I Packet Pg. 291 1 The SPC looks forward to a productive year working with Foster Coach Sales, Inc., Sterling. Please sign and date this agreement below, retaining copies for your files and returning the original to my attention. Sincerely, Ellen Dayan Purchasing Director Northwest Municipal Conference 12.04.19 Ellen Dayan, NWMC Date J. Foster, Foster Coach Sales Date DuPage Mayors & Northwest Municipal South Subm-ban Mayors Will County Managers Conftrence Cotiftrence And Managers Association Governmental Leagtse 1220 Oak Brook Road 1600 East Goll'Rd., Suite 0700 1904 Wcw 1741" Street 3180 Theodore Street, Suite /01 Oak Brook, IL 00523 Des Plaines, IL 60016 Eas'l Hazel ('rent, IL 60429 Joliet, IL 60435 Suzette Quintell Ellen Da mn, ('PPB Kristi DeLaurentas Cherie Belom Phone: (030) 571-0480 Phone: (847) 296-9200 Phone: (70) 206-1155 Phone: (815) 729-3535 Fax: (030) 571-0484 Fax: (84 7) 2 96- 920 7 Fax: (708) 206-1133 Fax: (815) 729-3536 I Packet Pg. 292 1 FOSTER COACH SALES, INC. 903 Prosperity Drive Street P.O. Box 700 Sterling, Illinois 61081 R"'00982 Phone: (815) 625-3276 (800) 369-4215 Fax: (815) 625-7222 Web site: www.fostercoach.corn QUOTATION TO: BUFFALO GROVE FIRE DEPT DATE: 08/21/20 '1051 HIGHLAND GROVE DR BUFFALO GROVE, IL 60089 ATTN: BILL WAGNER ca REFERENCE: NEW AMBULANCE U CL We are pleased to submit the following quotation in accordance with your request and subject to the Terms and Conditions listed below and on the reverse side S hereof. 0 O QTY; DESCRIPTION EACH NET PRICE= E 2021 FREIGHTLINER M2 CHASSIS $ 90,043.00 $ 90,043.00 LO Ii. Q 04 Q C� 0 ACCEPTED BY: TITLE: ESTIMATED DELIVERY: 8-10 MONTHS DEPENDING ON CHASSIS PROPOSED BY: E CIA CD N E U ca $ Total 1 $ 90,043.00 J. FOSTER, VICE PRESIDENT OF SALES I Packet Pg. 293 FOSTER COACH SALES' INC. 003Pma Drive Street PO.Box 700 Sterling, Illinois 61081 Phone: 625-3276 3GQ-4215 Fax: (015)825-7222 Web site: vmxxwfosLorcoaoh.com TO: BUFFALO GROVE FIRE DEPT 1O51HIGHLAND GROVE DR BUFFALO GROVE, |L6UO8g 08/21/20 REFERENCE: NEW AMBULANCE We are pleased msubmit the following quotation inaccordance with your request and subject mthe Terms and Conditions listed below and onthe reverse side QTY. DESCRIPTION EACH NET PRICE ACCEPTED BY: TITLE: Date: ESTIMATED DELIVERY: 8-1DMONTHS DEPENDING ONCHASSIS TARF -*ROPOSEDBY:-- AMR FOSTER COACH SAI-ES, INC. 903 Prosperity Drive Street P.O. Box 700 Sterling, Illinois 61081 PROM Phone: (815) 625-3276 (800) 369-4215 Fax: (815) 625-7222 Well site: wwwfostercoach.corn QUOTATION TO: BUFFALO GROVE FIRE DEPT DATE: 08/21/20 1051 HIGHLAND GROVE DR BUFFALO GROVE, IL 60089 ATTN: BILL WAGNER ca REFERENCE: STRYKER EQUIPMENT CL We are pleased to submit the following quotation in accordance with your request and subject to the Terms and Conditions listed below and on the reverse side hereof.O co O ti 04 Q N 0 a) U 0 a E C*4 O ca Packet Pg. 295 FOSTER COACH SALES, INC. 903 Prosperity Drive Street P.O. Box70O Sterling, Illinois 61081 Phone: 025-3276 3O0-4215 Fox: (815)825-7222 Web site: www.fostercoach.com TO: BUFFALO GROVE FIRE DEFT 1O51HIGHLAND GROVE DR BUFFALO GROVE, IL 60089 09/08/20 REFERENCE: TRADE |NAMBULANCE w,are pleased msubmit the following quotation inaccordance with your request and subject mthe Terms and Conditions listed below and onthe reverse side CITY DESCRIPTION EACH NET PRICE INCLUDES STRYKER POWER COT AND POWER LOAD SYSTEM Trade must be in good mechanical condition at time of trade or price subject to change. ACCEPTED BY: TITLE: Date: ESTIMATED DELIVERY: A AN PROPOSED BY: MPWA 9.F Ordinance No. 0-2020-76 : Ordinance Amending Fiscal 2020 Budget for the Village of Buffalo Grove ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends approval. Attached is an Ordinance formally adopting the Village's FY 2020 Budget Amendments. The Budget amendments proposed modify the budget document approved by the Village Board. All budget amendments proposed do not affect the integrity of the budget as it is still balanced. ATTACHMENTS: • 092120 Board —budget amendment (DOCX) • 092120 Board Att_budget amendment (PDF) • 092120 Board_ORD_budget amendment (DOCX) Trustee Liaison Staff Contact Stein Chris Black, Finance Monday, September 21, 2020 Updated: 9/17/2020 4:19 PM Page 1 Packet Pg. 297 9.F.a DATE: September 17, 2020 RE: 2020 Budget Amendment Staff recommends approval of an amendment to the FY 2020 adopted Budget to reflect planned changes related to additional revenues and infrastructure projects, as well as unplanned revenue and expense reductions due to the COVID-19 pandemic and economic downturn. The budget was presented to the Village President and Board of Trustees on November 18, 2019. Notice of the public hearing was published on October 21, 2019. The 2020 Budget was formally approved on December 2, 2019. The proposed budget modifications as a result of the COVID-19 pandemic were presented to the Village Board during the August 31, 2020 Committee of the Whole meeting. The attached budget amendment modifies the General Fund due to the loss of revenue related to the COVID-19 pandemic and the ensuing recession and expenditure reduction measures to limit the Village's use of reserves. The amendment reduces General Fund revenue by $3.59 million. Revenue losses of $4.29 million due to COVID-19 pandemic are offset by an anticipated $700,000 in CARES Act funding from Lake and Cook counties. General Fund expenses as amended decrease $2.13 million. The permanent elimination of 7 full- time and 4 part-time vacant positions reduces budgeted expenses by $667,100. The one-time elimination of transfers to the capital projects fund and capital reserves combine to reduce the budget by an additional $1.7 million. The amendment includes increased spending of $510,000 for COVID-19 related expenses and an additional $130,000 to the Parking Lot Fund to make up for revenue losses associated with declines in daily and monthly parking pass receipts. Revenues and expenses for both golf courses will continue to be monitored and the subsidy will be amended if necessary in a later budget amendment. The Village anticipates using no more than $1.75 million in General Fund operating reserves based on the amended budget. The remainder of the amendment addresses revenue sources and planned expenditures related to the Infrastructure Modernization Program. Proceeds from the Series 2020 general obligation bonds add $26.38 million to revenue in the Debt Service Fund. Budgeted expenses are increased for street, water, and sewer projects funded by the bond proceeds. Packet Pg. 298 9.F.a The increases in Water and Sewer Fund and Motor Fuel Tax Funds revenue fund the debt service on the 2020 Bonds, as well as infrastructure projects. The $2.59 million increase in budgeted revenue in the Water and Sewer Fund occurs due to the 11% rate increase and fixed monthly facility fee implemented January 1, 2020. A two -cent municipal motor fuel tax is expected to generate about $400,000 annually. Both the water/sewer rate increase and the local motor fuel tax were approved by the Village Board on November 4, 2019. Finance will propose additional amendments corresponding to the financial audit in March of 2021. Please contact me if you have any questions. Packet Pg. 299 (s;uawpuewVja6pn8 OZOZ : 9L-OZOZ-0) ;uawpuawe je6pnq }}d pieo8 OZMO :;uauayoellV ..... ......... ......... ........ ........ Vb 4P'W 5 a^ C.1 3....5 0a7 ;:. cu LLa u 6.) cu .:37.5 Q) ...0 cn "CS r.:Y.R C.7 Ri i� 3 u uU ay G v a aF P 6 u 0 ) t.' (JJ a) .. /P a) ,Z: Q) i-+ y75 2 :3 e ...... i ......... ......... r 21. .......... was .......... Cr 4o t.0 a.r 0 0 �r Cwa r-, 00 cs � cq c°-i C Cif Cl. C"J r/) S,CY i ...... ......... C:7 w ......... w .......... C .......... r Ln 0 tl..n I'd 0 Ci aj Ln C w 0 0 ba Ln 4 A;9+�� G.4.) I. 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CL1 W , C"}' °a C. .w Q1 .y...x �. .. .aa a) C0.M Irl`rD ro4C9 CCy w ... eCxa CF Ca. f1Y 1.. a/C' _... 1 III C C; a./cy a/Py/..) aV &b C 3C0 4.Y a" r aY /...uax G.; Cb .ux Gb W C,b W C R,. l7 ., P.t.S'.U8.,, .. .a_V v aV Ga , ,d3 C1 ® C 1UL C WC C1 ^^,• _. II.AC _. C.CY _.... c reG .�� aau rtia as .n d Ga'U C:D Cl"u Chi iP.S CCU C.'F... .. V�I ..' 9.F.c ORDINANCE NO. 2020 - AN ORDINANCE AMENDING FISCAL 2020 (JANUARY 1-DECEMBER 31, 2020) BUDGET FOR THE VILLAGE OF BUFFALO GROVE WHEREAS, in accordance with Section 8-2-9.1 et. Seq. of the Illinois Municipal Code, 65 ILCS 5/8-2-9.1 et seq., and Section 2.08.043 of the Village of Buffalo Grove Municipal Code, the President and Board of Trustees of the Village of Buffalo Grove have adopted the budget officer system; and WHEREAS, pursuant to Section 8-2-9.4 of the Illinois Municipal Code, 65 ILCS 5/8-2-9.4 and Section 2.08.43 of the Village of Buffalo Grove Municipal Code, the Village adopted an annual budget for fiscal year 2020, by Village ordinance number 2019-78, on December 2, 2020 in the amount of $80,837,127; and WHEREAS, the President and Board of Trustees of the Village of Buffalo Grove find that an amendment to the annual budget ordinance is necessary at this time to more accurately reflect the experience of the 2020 fiscal year. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS that: SECTION 1. That in order to more accurately reflect the experience of fiscal year 2020, certain budget amendments are necessary per the attached. SECTION 2. That these amendments should reflect actual revenues and expenditures for fiscal year 2020 and will increase the total amount of the budgeted revenue by $25,907,544 and budgeted expenditures by $5,569,212. SECTION 3. That the following amendments be made to the various department and line item accounts as specified. (Exhibit A) SECTION 4. Additional funds are available to effectuate this revision. SECTION 5. That this ordinance shall be in full force and effect after the passage and publication pursuant to the laws of the State of Illinois and the Village of Buffalo Grove. AYES: NAYES: ABSENT: PASSED: , 2020. APPROVED: .2020. PUBLISHED: , 2020. Village President ATTEST: Village Clerk Packet Pg. 301 Action Item : Acceptance of 2019 Audit ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends acceptance. As part of the August 31, 2020 Committee of the Whole meeting the 2019 Annual Audit was presented by Village's Auditor, Lauterbach and Amen. The Village Board needs to take formal action to approve the audit. ATTACHMENTS: • Buffalo Grove CAFR 1219 (PDF) Trustee Liaison W eidenfeld Monday, September 21, 2020 Staff Contact Chris Black, Finance Updated: 9/17/2020 2:52 PM Page 1 Packet Pg. 302 1 11.A.a I VILLAGE OF BUFFALO GROVE, ILLINOIS COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2019 Q Packet Pg. 303 1 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2019 Prepared by: Finance Department and General Services Chris Black Director of Finance Director and General Services Q Packet Pg. 304 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS TABLE OF CONTENTS PAGE INTRODUCTORY SECTION List of Principal Officials 1 Organizational Chart 2 Letter of Transmittal 3 - 6 Certificate of Achievement for Excellence in Financial Reporting 7 FINANCIAL SECTION INDEPENDENT AUDITORS' REPORT 8 - 9 MANAGEMENT'S DISCUSSION AND ANALYSIS 10 - 25 BASIC FINANCIAL STATEMENTS Government -Wide Financial Statements Statement of Net Position 26 - 27 Statement of Activities 28 - 29 Fund Financial Statements Balance Sheet— Governmental Funds 30 - 31 Reconciliation of Total Governmental Fund Balance to the Statement of Net Position — Governmental Activities 32 Statement of Revenues, Expenditures and Changes in Fund Balances — Governmental Funds 33 - 34 Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances to the Statement of Activities — Governmental Activities 35 Statement of Net Position — Proprietary Funds 36 - 37 Statement of Revenues, Expenses, and Changes in Net Position — Proprietary Funds 38 - 39 Statement of Cash Flows — Proprietary 40 - 41 Statement of Fiduciary Net Position 42 Statement of Changes in Fiduciary Net Position 43 Notes to Financial Statements 44 - 105 REQUIRED SUPPLEMENTARY INFORMATION Schedule of Employer Contributions Illinois Municipal Retirement Fund 106 Police Pension Fund 107 Firefighters' Pension Fund 108 Packet Pg. 305 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS TABLE OF CONTENTS PAGE FINANCIAL SECTION — Continued REQUIRED SUPPLEMENTARY INFORMATION — Continued Schedule of Changes in the Employer's Net Pension Liability Illinois Municipal Retirement Fund 109 - 110 Police Pension Fund III - 112 Firefighters' Pension Fund 113 - 114 Schedule of Investment Returns Police Pension Fund 115 Firefighters' Pension Fund 116 Schedule of Changes in the Employer's Total OPEB Liability Retiree Benefit Plan 117 Schedule of Revenues, Expenditures and Changes in Fund Balance — Budget and Actual General Fund 118 COMBINING AND INDIVIDUAL FUND STATEMENTS AND SCHEDULES Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual Facilities Development - Capital Projects Fund 119 Street Maintenance - Capital Projects Fund 120 Combining Balance Sheet - Nonmajor Governmental Funds 121 Combining Statement of Revenues, Expenditures and Changes in Fund Balances Nonmajor Governmental Funds 122 Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual Motor Fuel Tax - Special Revenue Fund 123 Metra Parking Lot - Special Revenue Fund 124 Debt Service Fund 125 Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual Waterworks and Sewerage - Enterprise Fund 126 - 127 Arboretum Golf - Enterprise Fund 128 - 129 Combing Statement of Net Position - Nonmajor Enterprise Funds 130 - 131 Combining Statement of Revenues, Expenses and Changes in Net Position Nonmajor Enterprise Funds 132 Combining Statement of Cash Flows - Nonmajor Enterprise Funds 133 Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual Buffalo Grove Golf - Enterprise Fund 134 - 135 Refuse Service - Enterprise Fund 136 Combining Statement of Net Position - Internal Service Funds 137 a Packet Pg. 306 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS TABLE OF CONTENTS PAGE FINANCIAL SECTION — Continued COMBINING AND INDIVIDUAL FUND STATEMENTS AND SCHEDULES — Continued Combining Statement of Revenues, Expenses and Changes in Net Position Internal Service Funds 138 Combining Statement of Cash Flows - Internal Service Funds 139 Schedule of Revenues, Expenses and Changes in Fund Balance - Budget and Actual Q Information Technology - Internal Service Fund 140 Central Garage - Internal Service Fund 141 N Building Maintenance - Internal Service Fund 142 0 Combining Statement of Fiduciary Net Position - Pension Trust Funds 143 c°1, Combining Statement of Changes in Fiduciary Net Position - Pension Trust Funds 144 c Schedule of Changes in Fiduciary Net Position - Budget and Actual CD Police Pension - Pension Trust Fund 145 Q ., Firefighter's Pension - Pension Trust Fund 146 Consolidated Year -End Financial Report 147 N Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Governmental U. Q Auditing Standards 148 - 149 SUPPLEMENTAL SCHEDULES Long -Term Debt Requirements General Obligation Refunding Bonds of 2010A 150 General Obligation Bonds of 2010B 151 General Obligation Bonds of 2012 152 General Obligation Bonds of 2016 153 IEPA Loan Payable of 2013 - Pump Stations Improvements 154 Installment Note Payable of 2015 155 STATISTICAL SECTION (Unaudited) Net Position by Component — Last Ten Fiscal Years 156 - 157 Changes in Net Position — Last Ten Fiscal Years 158 - 159 Fund Balances of Governmental Funds — Last Ten Fiscal Years 160 - 161 Changes in Fund Balances of Governmental Funds — Last Ten Fiscal Years 162 - 163 Assessed Value and Actual Value of Taxable Property — Last Ten Tax Levy Years 164 - 165 Direct and Overlapping Property Tax Rates — Last Ten Tax Levy Years 166 - 167 Packet Pg. 307 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS TABLE OF CONTENTS STATISTICAL SECTION (Unaudited) - Continued PAGE Principal Property Tax Payers — Current Tax Levy Year and Nine Fiscal Years Ago 168 Property Tax Levies and Collections — Last Ten Tax Levy Years 169 Taxable Sales by Category — Last Ten Calendar Years 170 - 171 Direct and Overlapping Sales Tax Rates — Last Ten Fiscal Years 172 Ratios of Outstanding Debt by Type — Last Ten Fiscal Years 173 - 174 Ratios of General Bonded Debt Outstanding — Last Ten Fiscal Years 175 Schedule of Direct and Overlapping Governmental Activities Debt 176 a rn Schedule of Legal Debt Margin 177 0 Demographic and Economic Statistics — Last Ten Fiscal Years 178 N - Principal Employers — Current Fiscal Year and Nine Fiscal Years Ago 179 Full -Time Equivalent Government Employees by Function/Program — Last Ten Fiscal Years 180 - 181 Q- m Operating Indicators by Function/Program — Last Ten Fiscal Years 182 - 183 Q Capital Asset Statistics by Function/Program — Last Ten Fiscal Years 184 - 185 -- Packet Pg. 308 11.A.a INTRODUCTORY SECTION This section includes miscellaneous data regarding the Village of Buffalo Grove, including: • List of Principal Officials • Organizational Chart • Letter of Transmittal • GFOA Certificate of Achievement for Excellence in Financial Reporting 3 a rn 0 N 4- 0 W c a m U 0 Q Packet Pg. 309 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS List of Principal Officials December 31, 2019 Beverly Sussman Janet M. Sirabian Village President Village Clerk Board of Trustees Gregory S. Pike Andrew Stein Joanne Johnson Lester Ottenheimer Eric Smith David Weidenfield Appointed Officials Dane Bragg, Village Manager Jennifer Maltas Chris Black Deputy Village Manager Finance DirectorNillage Treasurer Steven Casstevens William Baker Chief of Police Fire Chief Michael Reynolds Arthur Malinowski Public Works Director Human Resource Director Darren Monico Christopher Stilling Village Engineer Director of Community Development Geoff Tollefson Brian Sheehan Golf Course Manager Building Commissioner 3 a 0 N 4- 0 a� c a 0 a N LL a (U d 0 ,L^ V _0 10 w 0 m c a� E s U M a 1 Packet Pg. 310 ORGAINIZAFIONA� CII IARF I Packet Pg. 311 1 VILLAGE OF BUFFALO ROV Department of Finance & General Services Fifty Raupp Blvd. Buffalo Grove, IL. 60089-2100 Phone 847-459-2500 Fax 847-459-0332 August 6, 2020 The Honorable Beverly Sussman Members of the Village Board Citizens of the Village of Buffalo Grove The Comprehensive Annual Financial Report (CAFR) of the Village of Buffalo Grove for the year ended December 31, 2019 is submitted herewith. This report represents a comprehensive picture of the Village's financial activities during Fiscal Year 2019 and the financial condition of its various funds at December 31, 2019. State law requires that all general-purpose local governments publish within six months of the close of each fiscal year a complete set of 3 financial statements presented in conformity with generally accepted accounting principles (GAAP) and audit in M accordance with generally accepted auditing standards by a firm of licensed certified public accountants. c N w Management assumes full responsibility for the completeness and reliability of all of the information presented in the G report based upon a comprehensive internal control framework. Because the cost of internal controls should not outweigh their benefits, the Village's comprehensive framework of internal controls has been designed to provide reasonable rather than absolute assurance that the financial statements will be free from material misstatement. Q- m U U Lauterbach & Amen, Independent Certified Public Accountants, have issued an unmodified (clean) opinion on the Q Village's financial statements for the fiscal year ended December 31, 2019. The independent auditors' report is presented at the front of the financial section of this report. GAAP requires that management provide a narrative introduction, overview, and analysis to accompany the basic financial statements in the form of a Management's Discussion and Analysis (MD&A). The letter of transmittal is designated to complement the MD&A and should be read in conjunction with it. The Village of Buffalo Grove's MD&A can be found immediately following the report of the independent auditors. Profile of the Village of Buffalo Grove The Village of Buffalo Grove was incorporated March 7, 1958, and is located approximately 29 miles northwest of the downtown of the City of Chicago. The Village resides in both Cook and Lake Counties and spans 9.2 square miles and, based on the 2010 U.S. Census, serves a population of 41,496. The Village of Buffalo Grove is empowered to levy a property tax on real property located within its boundaries. It is also empowered by state statute to extend its corporate limits by annexation, which it has done from time to time. The Village became a home rule unit by referendum on July 1, 1980, giving it additional powers to tax and regulate in ways not specifically granted, or prohibited, by the Illinois Constitution. As a home rule entity, the Village has no tax rate or debt limits, nor is it required to conduct a referendum to authorize the issuance of debt or to increase property taxes. The Village operates under a Council/Manager form of government. Policy making and legislative authority are vested with the Village Board, which consists of a President and a six member Board of Trustees. The Village Board is responsible for passing ordinances and resolutions, adopting the annual budget, appointing committees, and hiring the Village's Manager and Attorney. The Village Manager is responsible for carrying out the policies, ordinances and resolutions of the Village Board, developing and presenting an annual budget, overseeing the day-to-day operations of the Village, and appointing department directors. 3 Packet Pg. 312 11.A.a The Village provides a full range of services including police and fire protection, construction and maintenance of streets and infrastructure, planning and zoning, water and sewer utilities, and general administrative services. The Village also operates two golf courses and a municipal commuter parking lot. To provide these services there were 218 full-time and 55 part-time/seasonal positions in the Fiscal Year 2019 annual budget. Budgetary Control and Accounting Systems The annual budget serves as the foundation for the Village's financial planning and as a management spending control document. All departments of the Village of Buffalo Grove are required to submit budget requests by a specified date each year. These requests serve as the starting point for budget development. The proposed budget is presented to the Village Board in November and adopted by ordinance in December concurrently with the property tax levy. Legal spending thresholds are established through the annual budget under the budget officer method. The Village Board is required to hold a public hearing on the budget document and must adopt a final budget no later than December 3 1 " of each year. The budget is prepared by fund, and department program. Department directors may make transfers of budget allocations within a department. Transfers of budget allocations between fund/account groups, however, require the approval of the Village Board. All budget adjustments must be approved by the Village Board to amend the legal spending thresholds. The accounts of the Village are organized on the basis of funds, each of which is considered a separate and distinct accounting entity. The operations of each fund are accounted for with a separate set of self -balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures. Revenues are allocated to and accounted for in individual funds based upon the purpose for which they are to be expended and the means by which spending activities are controlled. The accounting records for general governmental operations are maintained on the modified accrual basis, with revenues being recorded when available and measurable and expenditures being recorded when the material or services are received and the liability is incurred. Accounting records for the Village's enterprise funds, internal service funds, agency fiords and pension trust funds are maintained on the accrual basis of accounting. Factors Affecting Financial Condition Local Economy The Village is primarily residential, with supporting commercial activity and limited industrial and manufacturing activity. There are approximately 822 licensed businesses operating in the Village. The majority of residents are employed in management, professional, sales and office occupations. The Village's unemployment statistics have consistently been lower than the national and state averages, with an unemployment rate at the end of the year at 2.8 percent besting the state by 0.9 percent. External economic factors at the national and state level continue to impact the Village's revenue profile and, subsequently its ability to manage operating and capital resources. • Property tax collections totaled $16,321,876 which is an increase from the previous year's total of $15,980,771, an increase of 2.1 percent. • Water and Sewer collections decreased from $11,074,840 in 2018 to $10,938,035 in 2019. A total decrease of 1.2 percent. • Sales taxes [net of rebates], both state shared and home rule, generated $9,945,743 in 2019 versus $10,159,866 in 2018, a decrease of 2.1 percent. The Village equalized assessed valuation increased by $28 million or 1.7 percent to $1.69 billion for the 2018 levy year. The increase is due primarily to the triennial and quadrennial assessments in Lake and Cook Counties respectively as well as new property and development experienced during the year. a 4 Packet Pg. 313 11.A.a The unassigned fund balance of the General Fund will again exceed the 25 percent threshold of the subsequent year's budgeted expenditures, less non -operating transfers, which is policy established by the Village Board. Unassigned Fiscal Year Ended Fund Balance Budgeted Expenditures Percent December 31, 2010 $ 9,563,655 $29,266,181 32.68% December 31, 2011 $ 9,872,594 $29,271,054 33.73% December 31, 2012 $10,302,515 $29,768,828 34.61% December 31, 2013 $12,395,113 $35,511,109* 34.90% December 31, 2014 $13,225,644 $37,083,251 35.67% December 31, 2015 $14,991,907 $38,165,617 39.29% December 31, 2016 $16,143,726 $39,177,439 41.21% December 31, 2017 $18,902,476 $39,477,439 47.88% December 31, 2018 $17,039,974 $39,717,331 42.90% December 31, 2019 $18,939,974 $43,948,348 43.10% * Budget number includes employer pension costs beginning in FY 2013. Long -Term Financial Planning The Village compiles a General Fund Five -Year Financial Forecast annually which provides an analysis of future revenue and expenditures. This report is completed in tandem with the start of the annual budget process. Other long-range financial plans include the five-year Capital Improvement Plan, Twenty -Year Water Fund Pro -Forma, and a Twenty -Year Storm Sewer Pro Forma. The Village assesses its capital needs through the Capital Improvement Plan (CIP) update. This document is a planning tool to identify short and medium term capital needs (facilities, infrastructure and roadways) and measure those demands against the Village's ability to pay. For a project to be incorporated into the CIP, it must involve the creation, improvement, or acquisition of a tangible asset with an original cost of at least $25,000. Within the next five years it is anticipated that the Village will be involved with or managing over $175 million in capital projects. Transportation -related projects represent a large percentage of the improvements at $63 million. Routine maintenance of existing streets accounts for $28 million of those projects. Approximately $28 million and $6.5 million respectively, is allocated to improving and maintaining the water utility and sanitary sewer systems. The Twenty -Year Water Fund Pro -Forma provides an overview of the Water Fund and adequacy of the current water rate to fund operating expenses and infrastructure improvements as well as generating a reserve to continue with a pay-as-you-go approach to capital budgeting. The Reserve for Capital Replacement Funding Report lists all Village owned vehicles, the service life, and its respective reserve balance. Major Initiatives In 2019, the Village of Buffalo Grove issued over 2,500 commercial and residential building permits. These permits represent a total project valuation of $49 million invested into the Buffalo Grove community. In addition to building permit activity, the following major projects occurred in 2019: Plans continued into 2019 regarding the Lake Cook Road Corridor implementation strategy to stimulate redevelopment of land within the corridor consistent with the adopted plan. This includes Northwest Community Healthcare (NCH) and their development partner MedProperties Group, who were approved to redevelop the existing NCH property at 15 S McHenry Road and 125 E Lake Cook Road. Plans include demolishing both structures and constructing a new four story, 70,000 square foot medical office building to accommodate NCH. The project would also include a 4,900 square foot retail building. The replacement of the Combined Area Fire Training Facility occurred in 2019 and was completed in 2020. The Weiland/Lake Cook Road improvement project which began in 2019, continues in 2020 and includes 3 a a N 4- 0 ar c a m U 0 a Packet Pg. 314 11.A.a the funding of pedestrian, lighting and parkway tree improvements in coordination with Cook and Lake Counties. The opening in 2019 of Shorewood Development Group's Shops of Buffalo Grove development was comprised of seven acres at the southwest corner of Deerfield Road. The project includes over 43,000 retail and office spaces were created and include tenants such as Starbucks, T-Mobile, Chase Bank, and Panera Bread. Other projects in 2019 include the construction of the new 3,500 square foot convenience store and Shell gas station at 185 N. Milwaukee Avenue and a 35,000 square foot two-story addition for Sky Fitness Facility at 1501 Busch Parkway. Plans were also presented in 2019 for the development of an unattended gas station, owned and operated by Woodman's Food Market on 1.5 acres of land just south of its grocery store at 1550 Deerfield Parkway. Constructed for this station occurred into 2020. The Link Crossing subdivision on 50 acres at 16802 W. Aptakisic Road, located just north of the existing Didier Farm property began in 2019 and continues into 2020. The project by K. Hovnanian Homes will have a total of 187 units and include a mix of 68 clustered single-family detached homes and 119 two-story townhomes. 3 a The Prairie View Metra Station Area Plan was completed in 2019 setting the vision for future land use, c development typology, street network, transit access and housing options for redevelopment to occur in the N vicinity of the Prairie View train station. The Village also kicked off a process to complete a new G Comprehensive Plan that looked to establish a new long-term vision for the entire community. c0)i c In 2019, 114 businesses opened, expanded and/or relocated in the Village of Buffalo Grove. C Q Awards and Acknowledgments _ The Government Finance Officers Association (GFOA) awarded a Certificate of Achievement for Excellence in Financial Reporting to the Village of Buffalo Grove for its comprehensive annual financial report (CAFR) for the fiscal year ended December 31, 2018. This was the thirty-seventh consecutive year that the government has received this prestigious award. To be awarded a Certificate of Achievement, the government published an easily readable and efficiently organized CAFR. This report satisfies both GAAP and applicable legal requirements. A Certificate of Achievement is valid for a period of one year only. We believe that our current CAFR continues to meet the Certificate of Achievement Program's requirements and we are submitting it to the GFOA to determine its eligibility for another certificate. In addition, the Village also received the GFOA's Distinguished Budget Presentation Award for its annual budget document for the fiscal year beginning January 1, 2019. In order to qualify for the Distinguished Budget Presentation Award, the Village's budget document had to be judged proficient as a policy document, a financial plan, an operations guide, and a communications device. The preparation of this report would not have been possible without the dedicated services of the entire staff of the Finance Department especially Deputy Finance Director Cheryl Mosqueda, CPA, CGFM. Credit also must be given to the Village President and Board of Trustees, and the Village Manager Dane Bragg for their assistance in planning and conducting the fiscal affairs of the Village in a responsible manner. Respectfully submitted, Chris Black Director of Finance/Village Treasurer Packet Pg. 315 11,A,a Government Finance Officers Association Certificate of Achievement Q for Excellence a 41. CA d in Financial CL Reporting U U Q Presented to Illinois For its Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2018 Executive Director/CEO 7 1 Packet Pg. 316 11.A.a FINANCIAL SECTION This section includes: 0 Independent Auditors' Report • Management's Discussion and Analysis • Basic Financial Statements • Required Supplementary Information • Combining and Individual Fund Statements and Schedules • Supplemental Schedules Q Packet Pg. 317 11.A.a INDEPENDENT AUDITORS' REPORT This section includes the opinion of the Village's independent auditing firm. Q Packet Pg. 318 11.A.a fMIter . ®w------------- .. wv:+w a at:er roadkarn on,coin CERTIFIED PUOdaO VC ACCOUNTANTS INDEPENDENT AUDITORS' REPORT August 6, 2020 The Honorable Village President Members of the Board of Trustees Village of Buffalo Grove, Illinois We have audited the accompanying financial statements of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information of the Village of Buffalo Grove, Illinois, as of and for the year ended December 31, 2019, and the related notes to the financial statements, which collectively comprise the Village's basic financial statements as listed in the table of contents. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Auditor's Responsibility a Our responsibility is to express opinions on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the Village's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Village's internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions. Opinions In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information of the Village of Buffalo Grove, Illinois, as of December 31, 2019, and the respective changes in financial position and, where applicable, cash flows thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America. Packet Pg. 319 11.A.a Village of Buffalo Grove, Illinois August 6, 2020 Page 2 Other Matters Required Supplementary Information Accounting principles generally accepted in the United States of America require that the management's discussion and analysis as listed in the table of contents and budgetary information reported in the required supplementary information as listed in the table of contents, be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. a We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of N management about the methods of preparing the information and comparing the information for c consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion C or provide any assurance on the information because the limited procedures do not provide us with C sufficient evidence to express an opinion or provide any assurance. a Other Information a, Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the Village of Buffalo Grove, Illinois' basic financial statements. The introductory section, other supplementary information, supplemental schedules, and statistical section are presented for purposes of additional analysis and are not a required part of the basic financial statements. The other supplementary information and supplemental schedules are the responsibility of management and were derived from and relate directly to the underlying accounting and other records used to prepare the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the other supplementary information and supplemental schedules are fairly stated, in all material respects, in relation to the basic financial statements as a whole. The introductory and statistical sections have not been subjected to the auditing procedures applied in the audit of the basic financial statements and, accordingly, we do not express an opinion or provide any assurance on them. i i11,01�i LAUTERBACH & AMEN, LLP 9 Packet Pg. 320 11.A.a MANAGEMENT'S DISCUSSION AND ANAYLSIS a N 4- 0 d t� C cC Q d v v Q Packet Pg. 321 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 The Village of Buffalo Grove's Management's Discussion and Analysis (MD&A) offers the readers of the Village of Buffalo Grove's financial statements this narrative overview and analysis of the financial activities of the Village of Buffalo Grove for the fiscal year ended December 31, 2019. This information presented here should be considered in conjunction with additional information provided in the letter of transmittal, which is found on pages 3 - 6. Financial Highlights • The assets and deferred outflows of the Village exceeded its liabilities and deferred inflows at December 31, 2019 by $60.8 million (net position). The Net Position for governmental activities is $12.3 million or 20.2 percent of the total, and business -type activities account for $48.5 million. Of this amount, ($28.8) million is unrestricted, the negative amount of unrestricted assets is directly related to the recognition of all retirement a obligations in noncurrent liabilities, which is $72.3 million for 2019 (an increase of $2.1 million or 3.0% from a� 2018). N • The Village's total debt decreased by $1.5 million (or 7.6 percent). Total general bonded debt outstanding is w 0 $11.9 million as of December 31, 2019. The General Fund transferred $3.7 million from fund balance to the Capital Projects Fund. a • The Village's net position increased by $2.8 million (or 4.8 percent) during the fiscal year ending December a 31, 2019. The governmental net position increased by $2.4 million (24.2 percent) and the business -type -- activities net position increased by $0.4 million (less than one percent). • As of December 31, 2019, the Village of Buffalo Grove's General Fund reported ending fund balances of N $27.9 million, an increase of $3.3 million from the prior year. Of this amount, $18.9 million was unassigned. Overview of the Financial Statements The MD&A is intended to serve as an introduction to the Village's basic financial statements. The Village of Buffalo Grove's basic financial statements are comprised of three components: 1) government -wide financial statements, 2) fund financial statements, and 3) notes to the financial statements. This report also contains other supplementary information in addition to the basic financial statements. Government -wide financial statements The government -wide financial statements (found on pages 26 - 29) are designed to provide readers with a broad overview of the Village's finances statements similar to the corporate sector in that all governmental and business -type activities are consolidated into columns that add to total for the Primary Government. The statement of net position presents information on all assets and deferred outflows and liabilities and deferred inflows, with the difference between the two reported as net position. Changing of the net position total over time can be one useful indicator in assessing the financial position of the Village. This statement combines and consolidates governmental funds' current financial resources (short-term spendable resources) with capital assets and long-term obligations using the accrual basis of accounting and economic resources measurement focus. The statement of activities presents information showing how the government's net position changed during the most recent fiscal year. All changes in net position are reported as soon as the underlying event causing the change occurs, regardless of the timing of related cash flows. Revenues and expenses are reported in this statement for some items that will result in cash flows in future fiscal periods (e.g., uncollected taxes). 10 Packet Pg. 322 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Both of the government -wide financial statements distinguish functions of the Village that are principally supported by taxes and intergovernmental revenues (governmental activities) from other functions that are intended to recover all or a significant portion of their costs through user fees and charges (business -type activities). The governmental activities of the Village include public safety (police and fire), public works, streets and sidewalks, community development, and general government. Property taxes, state and home rule sales tax, shared state income tax, real estate transfer tax, prepared food and beverage tax, and utility taxes finance the majority of these services. The Business -type Activities reflect private sector type operations and include Water and Sewer Funds, Refuse Fund, Buffalo Grove Golf Course and Arboretum Golf Course. The intent is for the fees to cover the costs of operations, infrastructure replacement, and debt services expenses. Fund Financial Statements A fund is a grouping of related accounts that is used to maintain control over resources that have been segregated for specific activities or objectives. The Village uses fund accounting to ensure and demonstrate fiscal accountability and legal compliance. All of the funds of the Village can be divided into three categories; governmental funds, proprietary funds, and fiduciary funds. Governmental Funds (see pages 30 - 35) are used to account for primarily the same functions reported as governmental activities in the government wide financial statements. The focus, unlike the government -wide financial statement, is on the sources and uses of available resources (cash and cash equivalents), in order to provide a near, or short-term view of the Village's operations. This information is useful in the evaluation of short-term financing requirements. Because the focus of governmental funds is narrower than that of the government -wide financial statements, it is useful to compare the information presented for governmental funds with similar information presented for governmental activities in the government -wide financial statements. By doing so, readers may better understand the long-term impact of the government's near -term financing decisions. Both the governmental fund balance sheet and the governmental fund statement of revenues, expenditures, and changes in fund balances provide a reconciliation to facilitate this comparison between governmental funds and governmental activities. The Village of Buffalo Grove maintains six individual governmental funds. Information is presented separately in the governmental fund balance sheet and in the governmental fund statement of revenues, expenditures, and changes in fund balances for the General, Facilities Development, and Street Maintenance Funds, which are classified as major funds. Data on the other three governmental funds are combined into a single, aggregated presentation. Individual fund data for each of these non -major governmental funds is provided in the form of combining statements elsewhere in the report. Proprietary Funds (see pages 36 - 41) are used to report the same functions presented as business -type activities in the government -wide financial statements. The Village uses enterprise funds to account for its water and sewer utility, refuse service, and activities at the Buffalo Grove and Arboretum Golf Courses. Proprietary funds provide the same type of information as the government -wide financial statements, only in more detail. The proprietary fund financial statements provide separate information for the Water and Sewerage Fund and the Arboretum Golf Fund as they are considered to be major funds. The basic proprietary fund financial statements can be found on pages 36 - 41 of this report. 3 a 0 N 4- 0 a� c a 0 U 0 g 11 Packet Pg. 323 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Fiduciary Funds (see pages 42 - 43) are used to account for resources held for the benefit of parties outside the government. Fiduciary funds are reflected in the government -wide financial statement since the implementation of GASB 67 &68. The implementation was completed in fiscal year 2015. The accounting used for fiduciary funds is much like that used for proprietary funds. Notes to the financial statement provide additional information that is essential to a full understanding of the data provided in the government -wide and fund financial statements. The notes to the financial statements can be found on pages 44 - 105 of this report. Other Information. In addition to the basic financial statements and accompanying notes, this report also presents certain required supplementary information concerning the budgetary comparison to actual for the general fund, as well as the Village's progress in funding its obligation to provide pension and retiree benefit plans to its employees. a Required supplementary information can be found on pages 106 -118 of this report. a, Government -wide Financial Analysis 0 c The assets and deferred outflows of the Village of Buffalo Grove exceeded liabilities and deferred inflows by $60.8 W million as of December 31, 2019. The largest portion of the Village's net position reflects its net investment in capital C assets ($87.8 million). Those capital assets include land, buildings, streets, utility infrastructure, and equipment, less Q, any outstanding debt related to the original acquisition. The Village uses these capital assets to help facilitate service CD delivery to its residents; consequently, these assets are not available for future spending. Although the Village's a_ investment in its capital assets is reported net of related debt, it should be noted that the resources needed to repay the debt must be provided from other sources, since the capital assets cannot be used to reduce these liabilities. N A portion of the Village's net position ($1.8 million) represents resources that are subject to external restrictions on how they may be used, of that amount $1.3 million is restricted for contractual construction obligations for a road project. The remaining balance of unrestricted net position (($28.8) million) reduces total net position significantly due to GASB 68 and 75, which requires the Village to show the outstanding retirement obligations in noncurrent liabilities. The total decrease in unrestricted net position from the prior year is $1.0 million (3.0 percent). The Village's combined net position increased by $2.8 million as a result of governmental activities increasing by $2.4 million and business -type activities increasing by $0.4 million. The net position of the Village's governmental fund was $12.3 million. The Village's unrestricted net position for governmental activities that are available for day-to-day financial operations were ($40.2) million compared to ($41.1) million at December 31, 2018. The net position of business -type activities was $48.5 million. The business type activities unrestricted net position increased by $0.1 million from the previous year. 12 Packet Pg. 324 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Please refer to table below for condensed Statement of Net Position: Village of Buffalo Grove's Net Position (in Millions) Governmental Business -Type Activities Activities Total 2019 2018 2019 2018 2019 2018 Assets Current / Other Assets $ 51.0 45.2 14.6 14.8 65.6 60.0 Capital Assets 62.5 62.3 43.4 43.5 105.9 105.8 Total Assets 113.5 107.5 58.0 58.3 171.5 165.8 Deferred Outflows 14.1 13.4 1.0 0.3 15.1 13.7 Total Assets/Deferred Outflows 127.6 120.9 59.0 58.6 186.6 179.5 Liabilities Current Liabilities 6.0 4.6 2.1 2.5 8.1 7.1 Non -Current Liabilities 80.7 81.3 8.2 7.3 88.9 88.6 Total Liabilities 86.7 85.9 10.3 9.8 97.0 95.7 Deferred Infows 28.6 25.1 0.2 0.7 28.8 25.8 Total Liabilities/ Deferred Inflows 115.3 111.0 10.5 10.5 125.8 121.5 Net Position: Net Investment in Capital Assets 50.7 49.1 37.1 36.8 87.8 85.9 Restricted 1.8 1.9 - - 1.8 1.9 Unrestricted (40.2) (41.1) 11.4 11.3 (28.8) (29.8) Total Net Position 12.3 9.9 48.5 48.1 60.8 58.0 13 Packet Pg. 325 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Normal Impacts There are five basic (normal) transactions that will affect the comparability of the Statement of Net Position summary presentation. Net Results of Activities — which will impact (increaseidecrease) current assets and unrestricted net position. Borrowing of Capital — which will increase current assets and long-term debt. Spending Borrowed Proceeds on New Capital — which will reduce current assets and increase capital assets. There is a second impact, an increase in invested in capital assets and an increase in related net debt which will not change the net investment in capital assets. Reduction of Capital Assets through Depreciation — which will reduce capital assets and net investment in capital assets. Current Year Impacts At the end of the current fiscal year, the Village reported positive balances in all three categories of net position, both for the government as a whole, as well as for its separate governmental and business -type activities. Within the governmental activities, the Village increase in "Current and Other Assets" of $5.8 million is primarily related to $4.5 million more in cash and investments and $1.2 million more in receivables at the end of 2019 compared to 2018. $0.5 million increase from prior year in receivables from the Intergovernmental Risk Management Agency and the remaining due to increases in property and income taxes respectively of $0.3 and $0.5 million. The Village also experienced slight decreases in telecommunications and sales and use taxes. Telecommunications taxes were down about $0.5 million (27.8 percent) and sales and uses taxes were down $0.1 million (0.9 percent). Utility taxes and real estate (property) transfer taxes stayed consistent to prior year. Interest Income increased $0.2 million (176 percent) and miscellaneous income increased $0.8 million (43 percent). The Village maintained capital improvement and asset purchases in 2019. The Village has adopted a philosophy of funding capital improvements to a large extent on a pay -as -you —go basis, and retires debt obligations quickly, resulting in positive net position calculations. Declines in "Capital Assets" are primarily as a result of depreciation. Changes in Net Position. The Village's total revenues and expenses for governmental and business -type activities are reflected in the following chart: g 14 Packet Pg. 326 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Village of Buffalo Grove's Changes in Net Position (in Millions) Governmental Business -Type Activities Activities Total 2019 2018 2019 2018 2019 2018 Revenues Program Revenues Charges for Services $ 4.9 4.6 13.8 13.9 18.7 18.5 Grants / Contributions Operating 1.7 1.3 - - 1.7 1.3 Capital 0.2 - 0.3 0.2 0.5 0.2 General Revenues Property Taxes 16.3 16.0 - - 16.3 16.0 Sales and Use Taxes 11.3 11.4 - - 11.3 11.4 Income Taxes 4.5 4.0 - - 4.5 4.0 Telecommunications Taxes 1.3 1.8 - - 1.3 1.8 Utility Taxes 2.8 2.8 - - 2.8 2.8 Property Transfer Taxes 1.0 1.0 - - 1.0 1.0 Other General Revenues 4.9 3.2 0.8 0.6 5.7 3.8 Total Revenues 48.9 46.1 14.9 14.7 63.8 60.8 Expenses General Government 7.0 7.6 - - 7.0 7.6 Public Safety 30.2 30.3 - - 30.2 30.3 Public Works 10.2 9.2 - - 10.2 9.2 Interest 0.3 0.3 - - 0.3 0.3 Water - - 9.7 10.1 9.7 10.1 Sewer - - 2.8 0.9 2.8 0.9 Golf - - 0.8 2.7 0.8 2.7 Total Expenses 47.7 47.4 13.3 13.7 61.0 61.1 Change in Net Position Before Transfers 1.2 (1.3) 1.6 1.0 2.8 (0.3) Transfers 1.2 - (1.2) - - - Change in Net Position 2.4 (1.3) 0.4 1.0 2.8 (0.3) Net Position - Beginning 9.9 11.2 48.1 47.1 58.0 58.3 Net Position - Ending 12.3 9.9 48.5 48.1 60.8 58.0 15 Packet Pg. 327 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Normal Impacts Revenues Economic Condition — which can reflect a declining, stable or growing economic environment and has a substantial impact on property, sales, income, utility tax revenues as well as public spending habits for building permits, elective user fees and volumes of consumption. Increase/Decrease in the Village Approved Rates — while certain tax rates are set by statute, the Village has significant authority to impose and periodically increase/decrease rates (water, building and licensing fees, ambulance fee, etc.). Changing patterns in Intergovernmental and Grant Revenue — (both recurring and non -recurring) — certain recurring revenue (state shared revenues) may experience significant changes periodically while non -recurring (one-time) grants are less predictable and often distorting in their impact on year-to-year comparisons. Market Impact on Investment Income — the Village's investment portfolio is structured to meet certain liabilities as they become due and the income generated is subject to market conditions that may cause the investment income to fluctuate. Expenses Changes in Authorized Personnel— changes in service demand may cause the Village to increase/decrease authorized staffing. Salary Increase (general wage adjustments and merit) — compensation adjustments to ensure the Village is able to attract and retain high level employees. Inflation — while overall inflation appears to be reasonably modest, the Village is a major consumer of certain commodities such as supplies, fuels, and parts. Some functions may experience unusual commodity -specific increases (e.g. fuel, road salt). Current Year Impacts Government Activities: Governmental activities increased the Village's net position by $2.4 million to $12.3 million. Significant elements contributing to this net change are as follows; Revenues: Revenues for the Village's governmental activities for the year ended December 31, 2019 were $48.9 million an increase of $2.8 million or 6.1 percent. Property taxes continue to be the Village's largest source of revenue (33.3 percent) at $16.3 million. Included within the property tax revenues are the pension levies for the Police and Firefighter Pension Funds and IMRF/Social Security Levies. The pension levies account for 30 percent of the property tax levy. Other taxes and intergovernmental revenue including sales tax, state income tax, utility tax, prepared food and beverage tax, hotel tax, and real estate transfer tax total $20.9 million or 42.7 percent of total governmental activities revenue. Property taxes increased by $0.3 million. The increase in the corporate agency tax levy collected in 2019 was 2.3 percent. The corporate levy for 2019, to be collected in 2020, is funding Police and Fire Protection. g 16 Packet Pg. 328 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Village of Buffalo Grove 2019 Revenue by Source Govenmental Activities m Charges for Service uiiiiii Grants and Contributions ev Property Tax Sales and Use Tax ruii Income Tax 33% Telecommunication i1i,i), Utility Tax i1i,i), Property Transfer Tax Other Taxes The Police Protection levy increased $.2 million (4.8 percent) and the Fire Protection Levy decreased $.2 million (3.0 percent). The total tax levy increased 3.89 percent in total. Sales and use tax decreased by $0.1 million compared to the previous year primarily due to sales tax (net of rebates) declining 2.1 %. Utility taxes stayed consistent with prior year. Income taxes continue to rebound increasing $0.5 million from FY 2018, a 12.5 percent jump. Real estate transfer taxes stayed consistent with prior year. Income tax and sales and use tax are key indicators for the Village of Buffalo Grove's local economy and are improving and only decreasing slightly year over year. Expenses: The cost of all governmental activities this year was $47.7 million, an increase of 0.6 percent from 2018 ($47.4 million). The largest increase was made in Public Works expenses $1.0 million in 2019. Public Safety and General Government expenses decreased by $0.1 million (0.3 percent) and $0.6 million (7.9 percent). Village of Buffalo Grove 2019 Expenditure by Function GovernemntallActivibes Expenditures oir General Government uuuui Public Safety liij� Public Works 3% our Interest 3 a 0 N 4- 0 W c a m U 0 a 17 Packet Pg. 329 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 The Statement of Activities on pages 28 - 29 shows that $4.9 million in revenue was generated to finance the services rendered by the user fees. Another 2.0 million in revenue was generated by operating and capital grants and other contributions that was expended for capital improvement. Business -Type Activities: Business -type activities net position increased by $0.4 million. Significant changes are noted below. Revenue: Water sales decreased $.2 million from the previous year. The total amount pumped was $1.27 billion gallons in 2018 versus 1.24 billion in 2019. The utility increased revenue with a 4 percent water rate increase. The decrease in water a consumed was due to above average rain fall in 2019 and conservation efforts. Average water consumption continues a, to be at historic lows due to maturing landscapes, more efficient appliances, and resource conservation. The two golf o courses generated $2.0 million in 2019, which is consistent with the 2018 revenue earnings. The following graph shows c a comparison of revenues and expenses for each business type activity (less depreciation and operating transfers). W c Village of Buffalo Grove 2019 Business Type Activities Revenues and CD Expenditures (Iln Millions) a Revenues Expenditures 'dater (Fund Refuse (Fund Arboretum Golf Buffalo Grave Golf Expenses: Expenses from all business -type activities decreased by $0.4 million or 2.9 percent. The Water Fund expenses decreased by $0.4 million due to less Lake County tap on fee expenses. Golf expenses were reduced in 2019 to $1.9 million in total, or decrease of 70.4 percent. Financial Analysis of the Village's Funds As noted earlier the Village utilizes fund accounting to ensure and demonstrate compliance with finance related legal requirements. Governmental Funds The focus of the Village's governmental funds is to provide information on near -term inflows, outflows, and balances of spendable resources. 18 Packet Pg. 330 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 The Village's governmental funds for the year ended December 31, 2019 reflect a combined fund balance of $29.5 million on its balance sheet (pages 30 - 31). This represents a $3.9 million dollar increase over the balance posted last year. The Village grew revenues to match inflation and insurance cost, which continue to be the driving force behind the increase in expenditures on an annual basis. Of the total fund balance of $29.5 million, $18.9 million is unassigned indicating availability for future obligations. The 2019 unassigned fund balance increased by $2.2 million primarily due to a $3.4 million line of credit payoff in 2018 for the Emerald Ash Borer Tree Replacements Village -wide, which did not occur in 2019. Nonspendable fund balance ($0.16 million) represents amounts set aside for inventory and deposits. Restricted fund balance ($1.8 million) is related to federal and state seizure funds and non -major special revenue fund balances including the Motor Fuel Tax fund. a Committed fund balance ($8.6 million) is to be used for future capital replacement. a, 0 The General Fund is the Village's main operating fund and accounts for core municipal services including, public safety c (police and fire), public works, community development, and general administration. As such, it useful to review the liquidity of the fund by comparing the unassigned fund balance against the operating General Fund operating budget. As of December 31, 2019, the unassigned fund balance represents 42.4 percent of the FY 2019 operating budget. The Q, Fund Balance of the General Fund increased by $3.3 million for the fiscal year ended December 31, 2019. a 11, Village of Buffalo Girove 2019 General Fund Revenue (in millions) r 2018 c` a�� �y � b General Fund revenues increased by $2.6 million in 2019. Fines and Fees increased slightly reporting $2.9 million, while Miscellaneous Income is up $0.8 million (42.1 percent) from 2018. Sales tax (net of rebates) reported for 2019 was down 2.1 percent ($0.2 million). Income tax increased $0.4 million (11.2 percent) and use tax increased $0.2 million (14.8 percent). The housing stock continues to turn over in Buffalo Grove with real estate transfer tax slightly increasing by $0.5 thousand (5.75 percent). State of Illinois shared revenues, specifically those that are part of the local government distributive fund, rebounded in 2018. It should be noted that these revenues tend to be threatened to be reduced annually by the state legislature. The Village of Buffalo Grove is focused on developing self-sustaining revenue sources. 19 Packet Pg. 331 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 The overall growth in the General Fund revenue was 5.9 percent, while expenditures decreased 3.1 percent ($1.3 million) in 2019. Village of Buffalo Grove 2019 General Fund Expenditures a General Government Public Safety Public Works Capital Outlay The surplus of revenues over expenditures (before other financing sources/uses) was $6.3 million. Adding in the Other Financing Sources (Uses), the net change to fund balance resulted in an increase of $3.3 million. Public Safety Expenditures increased $0.9 million, 3.4 percent, in FY 2019. Public Works decreased 17.6 percent ($1.3 million) and General Government spent $0.5 million less in 2019 versus 2018. Special Revenue Funds have a combined fund balance of $1.4 million as of December 31, 2019. In 2019 the Village continued its initiative to improve local roadways by resurfacing streets, repairing bridges, and maintaining street, curb and gutter as needed. These projects were funded through Motor Fuel Tax (MFT) funds, the Capital Projects Street Maintenance fund, and grant revenues in 2019. Revenues received from the state share of the motor fuel tax were $1.4 million. The cost of the 2019 street maintenance program was $1.4 million. The scope of each year's identified maintenance, as determined through pavement analysis studies, has surpassed the relatively inelastic source of funding (more specifically the Motor Fuel Tax allotments). Given both the rise in the cost of maintenance and the declining revenue, the amount of street surface area repaired each year will decline. The intention of the 2016 debt issuance was to catch up with maintenance in order to maintain appropriate pavement standards and try to complete all repairs before road resurfacing turns into a compete rebuild of the pavement. The Street Maintenance Fund expended $2.7 million which was transferred from the General Fund. Some street projects tied to Grant funding are not complete as of December 31, 2019, the remainder will be expended in FY 2020. The Village continues to make streets a priority spending over the annual allotment for MFT by transferring general fund revenues to funds that build and improve roadway infrastructure. The Debt Service Fund has a fund balance of $803 at the end of FY 2019, The Village debt totals $11.9 million, all general obligation bonds, and retired $1.2 million in principal in the current year. The interest paid associated with the debt retired was $325,743. Debt per capita is $294.74 as of December 31, 2019. The Village has the sixth lowest total outstanding debt amongst all the taxing bodies represented on the 2018 Lake and/or Cook County property tax bill. The Village's Capital Improvement plan continued in 2019. The Village expended over $0.7 million to the Facilities Development fund infrastructure in FY 2019. a 20 Packet Pg. 332 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Proprietary Funds The Village of Buffalo Grove's proprietary funds provide the same type of information found in the government -wide financial statements, but in more detail. The Village reports that both the Water and Sewer Fund and the Arboretum Golf Course as major proprietary funds. The Water and Sewer Fund accounts for all operating expenses of the municipal water system. Water is purchased wholesale from the City of Evanston through the Northwest Water Commission of which the Village is one of four members. Sanitary sewer service is provided by the Lake County Public Works Department for those property owners in Lake County. The Village acts as a billing partner to reduce administrative costs. The Metropolitan Water Reclamation District of Greater Chicago handles all the sanitary sewer treatment for Cook County residents and a recovers its expenses through a property tax levy. The water and sewer utility experienced net operating income before interest and transfers of $1.4 million for FY 20191 0 c an increase of $0.3 million (22.6 percent) from the prior fiscal year. A rate increase of 4 percent was applied to all usage effective January 1, 2019. Sewer operations accounted for 41.0 percent, or $4.1 million of the total Water and Sewer operational expenditures. Water operations accounted for $3.6 million (36.4 percent) and capital outlay for both Q, systems totaling $2.2 million (22.6 percent). The purchase of water accounted for 17.4 percent, or $1.7 million. Sanitary CD sewer fees collected on behalf of Lake County Public Works was $3.1 million for FY 2019. These two pass through a expenditures account for 48.7 percent of the total operating expense of the fund. Non -operating revenue (expense) increased $0.14 million due to investment income. The unrestricted net position of the Water and Sewer Fund at the end of the current fiscal year was $10.5 million. Of that amount $8.0 million is the Village's equity interest in the Northwest Water Commission and $2.5 million is available to cash finance any major infrastructure improvements or enhancements to the water system. The installment note to pay down the water meter replacement project is $6.0 million, or 77.6 percent, of the total liabilities to the water and sewer enterprise. The note is paid off by the increased margin of water metering accuracy. The Village of Buffalo Grove owns and operates two municipal golf courses. The Village also reported the Arboretum Golf Course Fund as a major proprietary fund. This fund accounts for all operations of the Arboretum Golf Course. The course reported a year end unrestricted net position balance of $0.9 million. Total revenues were down $2.8 thousand from 2018. The Buffalo Grove Golf Course generated $1.0 million in operating revenue while incurring $1.2 million in operating expenses. The combined transfers in ($.5 million) is from the general fund in FY 2019. A total of 44,000 paid rounds were played between the two courses in 2019. General Fund Budgetary Highlights The budget is formally presented to the Village Board in November and approved in December in conjunction with the tax levy request. As the Village operates under the Budget Officer Act, a public hearing, for public comment is conducted, before the budget is adopted. The budget document sets the legal spending ceiling for each fund and serves as the day-to-day management tool to ensure fiscal accountability. 21 Packet Pg. 333 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 General Fund Budgetary Highlights For the Fiscal Year Ended December 31, 2019 (in thousands) Final Budget Actual Revenues and Transfers: Taxes $ 37,980 37,750 Fines and Fees 2,903 2,938 Licenses and permits 329 363 Other Revenues 2,689 5,326 Transfers in 877 1,009 Total Revenues and Transfers 44,778 47,386 Expenditures and Transfers Expenditures 42,893 39,935 Transfers Out 1,749 4,160 Total expenditures and Transfers 44,642 44,095 Change in fund balance 136 3,291 Revenue (taxes) performed better than expected due to strong sales and income tax revenue. Actual expenditures exceeded budgeted expenditures due to unexpected, or scope modifications, of capital improvements. Capital Assets At the end of December 31, 2019, the Village had a combined total of capital assets of $106.1 million invested in a broad range of capital assets including, buildings, streets, storm sewers, and equipment. This amount represents a net increase (including additions and deductions) of $0.1 million. a 22 Packet Pg. 334 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 Village of Buffalo Grove Capital Assets at Year End (in millions) Governmental Business -Type Activities Activities Total 2019 2018 2019 2018 2019 2018 Land $ 38.1 38.1 6.2 6.2 44.3 44.3 Construction in Progress 1.6 0.1 - 0.8 1.6 0.9 Buildings 3.5 3.9 1.0 2.0 4.5 5.9 Equipment and Vehicles 5.4 5.7 0.2 - 5.6 5.7 Land Improvements 2.6 2.7 - 2.6 2.7 Streets and Storm Sewers 11.4 11.8 - - 11.4 11.8 Water and Sewer Infrastructure - - 36.0 34.8 36.0 34.8 62.6 62.3 43.4 43.8 106.0 106.1 The Governmental Activities net capital assets increased from last year by $0.3 million (0.5 percent). For the Business - type activities, the net capital assets decreased by $0.4 million or (0.9 percent). The capital activity for the Village of Buffalo Grove was mostly in facilities, road, sewer and water. The amounts added to the asset classes was offset by accumulated depreciation and not shown in the table above. The noticeable increase is in vehicles and equipment as the Village has purchased significant assets for operation in Fire and public works. Detailed information on the Village's capital assets is included in Note 3 on pages 68 -69. Long -Term Debt At year end, the Village had total bonded debt outstanding of $18.2 million as shown in the next table: Village of Buffalo Grove Long -Term Debt (in millions) Governmental Business -Type Activities Activities Total 2019 2018 2019 2018 2019 2018 General Obligation Bonds $ 11.9 13.1 - - 11.9 13.1 IEPA Loans - - 0.3 0.3 0.3 0.3 Installment Contracts Payable - 6.0 6.3 6.0 6.3 11.9 13.1 6.3 6.6 18.2 19.7 3 a 0 N 4- 0 W c a m U 0 Q a) N U. U d 0 0 0 w 0 m c a� E s U a 23 Packet Pg. 335 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 The Village maintains assigned "AAA" ratings on its general obligation bonds from Standard and Poor's Corporation. Moody's Investor Services rates the Village of Buffalo Grove as'AA1". The total per capita general obligation (GO) debt for the community stands at $294.74 and represents 0.84 percent of the percentage of equalized assessed valuation of the Village. The Village, under its home rule authority, does not have a legal debt limit. Detailed information on the Village's long-term debt can be found in note 3 on pages 70 - 77. Economic Factors and Next Year's Budgets and Rates The Village entered 2020 with a balanced operating budget. The budget for the fiscal year beginning January 1, 2020, is $80,837,127 a 3.6 percent increase from the previous year. The operating budget totals $45,376,742 resulting in a 3.3 percent increase over the previous year. Total capital spending during the year is estimated to be $8.3 million. Continued emphasis will remain on developing innovative ways to deliver services and reduce costs while actively working to improve sales tax collections through economic development. The Village will kick-off a five-year capital program to address the community's water and sanitary sewer system infrastructure replacement and street resurfacing and reconstructions projects. Two rate/tax proposals are being considered to support this, which if implemented, will be allocated entirely to capital projects and used to offset debt service exposure in the property tax levy. Property taxes remain the Village's most stable revenue although the total assessed value of all taxable property is expected to increase about 1.61 percent for the 2019 tax levy (extended and collected in 2020). A tax levy was adopted for the 2020 budget that was 3.89 percent over last year's request. The growth in the levy is tied to two items: growth in the public safety operations and public safety pensions. The Village mitigated an additional $0.7 million in levied taxes through two abatements of the 2012 and 2016 bonds. If these amounts are not abated the levy increase would be an additional 4.06 percent higher. The Village will use operating funds to pay the bond payable amount not covered through the tax levy. A twenty-year proforma was completed on the Water Fund in FY 2018 and subsequently a water and sewer rate recommendation was made, and adopted, that will increase water rates by 4 percent in 2019. A Storm Water Management User Fee was introduced in the FY 2016 budget. This new user fees will offset the costs related to maintaining, repairing and developing an infrastructure reserve for future system needs. This revenue stream has resulted in an additional $1.1 million to the General Fund that is funding new and replacement storm sewer infrastructure. Budgeted expenditures include general wage adjustment for non -represented employees and contractual salary adjustments which are part of labor agreements. The Village currently has two represented employee groups (police and fire). Health insurance increases are minimized by the economies of scale provided by the Village's membership in the Intergovernmental Personnel Benefits Cooperative (IPBC). All other expenditures will be generally unchanged. There is no additional staffing recommended for FY 2020. 3 a 0 N 4- 0 W c a 0 U 0 a 24 Packet Pg. 336 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Management's Discussion and Analysis (Unaudited) December 31, 2019 CONTACTING THE VILLAGE'S FINANCIAL MANAGEMENT This financial report is designed to provide our citizens, customers, investors, and creditors with a general overview of the Village's finances and to demonstrate the Village's accountability for the money it receives. Questions concerning this report or requests for additional financial information should be directed to Chris Black, Director of Finance or Cheryl Mosqueda, Deputy Director of Finance, Village of Buffalo Grove, 50 Raupp Boulevard, Buffalo Grove, IL 60089. a 25 Packet Pg. 337 11.A.a BASIC FINANCIAL STATEMENTS 3 The basic financial Statements include integrated sets of financial statements as required by the GASB. The sets Q rn of statements include: c N 4- 0 • Government -Wide Financial Statements c • Fund Financial Statements Q. m Governmental Funds Q Proprietary Funds Fiduciary Funds In addition, the notes to the financial statements are included to provide information that is essential to a user's understanding of the basic financial statements. Packet Pg. 338 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Net Position December 31, 2019 ASSETS Current Assets Cash and Cash Equivalents Receivables - Net of Allowances Prepaids/Inventories Total Current Assets Noncurrent Assets Capital Assets Nondepreciable Depreciable Accumulated Depreciation Other Assets Investment in Joint Venture Total Noncurrent Assets Total Assets DEFERRED OUTFLOWS OF RESOURCES Deferred Items - IMRF Deferred Items - Police Pension Deferred Items - Firefighters' Pension Deferred Items - RBP Unamortized Loss on Refunding Total Deferred Outflows of Resources Governmental Business -Type Activities Activities Totals $ 26,642,759 4,291,073 30,933,832 24,168,259 2,229,176 26,397,435 159,494 54,925 214,419 Q rn 0 50,970,512 6,575,174 57,545,686 c a� c a m 39,741,639 6,198,514 45,940,153 Q 104,409,391 90,055,607 194,464,998 81,567,732) (52,860,783) (134,428,515) 62,583,298 43,393,338 105,976,636 - 7,996,136 7,996,136 62,583,298 51,389,474 113,972,772 113,553,810 57,964,648 171,518,458 5,660,261 895,816 6,556,077 3,677,640 - 3,677,640 2,905,845 - 2,905,845 1,831,350 105,863 1,937,213 16,721 - 16,721 14,091,817 1,001,679 15,093,496 Total Assets and Deferred Outflows of Resources 127,645,627 58,966,327 186,611,954 The notes to the financial statements are an integral part of this statement. 26 Packet Pg. 339 11.A.a LIABILITIES Current Liabilities Accounts Payable Accrued Payroll Deposits Payable Other Payables Compensated Absences Payable Current Portion of Long -Term Debt Total Current Liabilities Noncurrent Liabilities Compensated Absences Payable Net Pension Liability - IMRF Net Pension Liability - Police Pension Net Pension Liability - Firefighters' Pension Total OPEB Liability - RBP General Obligation Bonds Payable - Net IEPA Loan Payable Installment Note Payable Total Noncurrent Liabilities Total Liabilities DEFERRED INFLOWS OF RESOURCES Property Taxes Deferred Items - IMRF Deferred Items - Police Pension Deferred Items - Firefighters' Pension Deferred Items - RBP Total Deferred Inflows of Resources Total Liabilities and Deferred Inflows of Resources NET POSITION Net Investment in Capital Assets Restricted - Public Safety Restricted - Motor Fuel Tax Restricted - Metra Parking Lot Restricted - Debt Service Unrestricted (Deficit) Governmental Business -Type Activities Activities Totals $ 2,917,358 1,517,419 4,434,777 817,494 44,234 861,728 532,838 31,820 564,658 74,624 50,024 124,648 376,383 20,394 396,777 1,299,030 405,894 1,704,924 6,017,727 2,069,785 8,087,512 1,505,533 81,577 1,587,110 9,900,727 1,566,929 11,467,656 29,585,230 - 29,585,230 18,320,693 - 18,320,693 10,757,944 621,870 11,379,814 10,636,997 - 10,636,997 - 292,240 292,240 - 51615,015 5,615,015 80,707,124 8,177,631 88,884,755 86,724,851 10,247,416 96,972,267 17,101,231 - 17,101,231 1,186,306 187,749 1,374,055 6,110,520 - 6,110,520 3,612,098 - 3,612,098 581,537 33,616 615,153 28,591,692 221,365 28,813,057 115,316,543 10,468,781 125,785,324 50,663,992 37,080,189 87,744,181 484,881 - 484,881 1,316,313 - 1,316,313 37,452 - 37,452 803 - 803 (40,174,357) 11,417,357 (28,757,000) Q Total Net Position 12,329,084 48,497,546 60,826,630 The notes to the financial statements are an integral part of this statement. 27 Packet Pg. 340 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Activities For the Fiscal Year Ended December 31, 2019 Governmental Activities General Government Public Safety Public Works Interest on Long -Term Debt Total Governmental Activities Business -Type Activities Water and Sewerage Arboretum Golf Buffalo Grove Golf Refuse Service Total Business -Type Activities Total Primary Government Program Revenues Charges Operating Capital for Grants/ Grants/ Expenses Services Contributions Contributions $ 7,040,729 2,001,018 30,187,967 1,796,065 10,161,059 1,141,998 252,590 - 303,223 - 1,361,314 254,814 47,642,345 4,939,081 1,664,537 254,814 9,671,845 10,663,766 - 350,000 1,678,087 1,025,074 - - 1,150,081 1,014,510 - - 816,849 1,058,282 - - 13,316,862 13,761,632 - 350,000 60,959,207 18,700,713 1,664,537 604,814 General Revenues Taxes Property Home Rule Sales Tax Telecommunications Tax Utiltiy Tax Property Transfer Tax Other Taxes Intergovernmental - Unrestricted State Income Tax Sales Tax Local Use Tax Replacement Tax Other Taxes Interest Miscellaneous Transfers - Internal Activity Change in Net Position Net Position - Beginning Net Position - Ending Q The notes to the financial statements are an integral part of this statement. 28 Packet Pg. 341 11.A.a Net (Expenses)/Revenues Primary Government Governmental Business -Type Activities Activities Totals (5,039,711) - (5,039,711) (28,088,679) - (28,088,679) Q (7,402,933) - (7,402,933) (252,590) - (252,590) N (40,783,913) - (40,783,913) G aD 0 c - 1,341,921 1,341,921 C - (653,013) (653,013) - (135,571) (135,571) Q - 241,433 241,433 - 794,770 794,770 (40,783,913) 794,770 (39,989,143) 16,321,876 - 16,321,876 3,690,923 - 3,690,923 1,304,425 - 1,304,425 2,763,471 - 2,763,471 1,024,769 - 1,024,769 1,052,028 - 1,052,028 4,452,254 - 4,452,254 6,254,821 - 6,254,821 1,400,143 - 1,400,143 27,505 - 27,505 261,031 - 261,031 807,330 487,333 1,294,663 2,694,331 274,269 2,968,600 1,186,788 (1,186,788) - 43,241,695 (425,186) 42,816,509 2,457,782 369,584 2,827,366 9,871,302 48,127,962 57,999,264 12,329,084 48,497,546 60,826,630 The notes to the financial statements are an integral part of this statement. 29 Packet Pg. 342 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Balance Sheet - Governmental Funds December 31, 2019 General ASSETS Cash and Investments $ 24,000,955 Receivables - Net of Allowances Taxes 20,967,593 Other 1,823,467 Due from Other Funds 110,032 Inventories 120,809 Prepaids 38,685 Total Assets 47,061,541 LIABILITIES Accounts Payable 1,576,420 Accrued Payroll 776,636 Deposits Payable 532,838 Due to Other Governments 74,624 Due to Other Funds - Total Liabilities 2,960,518 DEFERRED INFLOWS OF RESOURCES Property Taxes 16,202,772 Total Liabilities and Deferred Inflows of Resources 19,163,290 FUND BALANCES Nonspendable 159,494 Restricted 484,881 Committed 8,313,902 Unassigned 18,939,974 Total Fund Balances 27,898,251 Total Liabilities, Deferred Inflows of Resources and Fund Balances 47,061,541 The notes to the financial statements are an integral part of this statement. 30 Packet Pg. 343 11.A.a Capital Projects Facilities Street Development Maintenance Nonmaj or Totals 645,943 408,827 11172,069 26,227,794 - - 898,459 21,866,052 - 270,379 208,361 2,302,207 - - - 110,032 - - - 120,809 - - - 38.685 645.943 679.206 2.278.889 50.665.579 643,366 420,776 459 2,641,021 - - - 776,636 - - - 532,838 - - - 74,624 - - 25,403 25,403 643,366 420,776 25,862 4,050,522 - - 898,459 17,101,231 643,366 420,776 924,321 21,151,753 - - - 159,494 - - 1,354,568 1,839,449 2,577 258,430 - 8,574,909 - - - 18,939,974 2,577 258,430 1,354,568 29,513,826 645,943 679,206 2,278,889 65.579 The notes to the financial statements are an integral part of this statement. 31 Packet Pg. 344 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Reconciliation of Total Governmental Fund Balance to Net Position - Governmental Activities December 31, 2019 Total Governmental Fund Balances $ 29,513,826 Amounts reported for governmental activities in the Statement of Net Position are different because: Capital assets used in governmental activities are not financial resources and therefore, are not reported in the funds. 62,583,298 a rn 0 Deferred outflows (inflows) of resources related to the pensions not - reported in the funds. Deferred Items - IMRF 4,473,955 Deferred Items - Police Pension (2,432,880) Q- m Deferred Items - Firefighters' Pension (706,253) Q Deferred Items - RBP 1,249,813 Internal service funds are used by the Village to charge the costs of vehicle and equipment management and employee compensated absences to individual funds. The assets and liabilities of the internal service funds are included in the governmental activities in the Statement of Net Position Long-term liabilities are not due and payable in the current period and therefore are not reported in the funds. Compensated Absences Payable Net Pension Liability - IMRF Net Pension Liability - Police Pension Net Pension Liability - Firefighters' Pension Total OPEB Liability - RBP General Obligation Bonds Payable - Net Unamortized Loss on Refunding Net Position of Governmental Activities 13,141 (1,881,916) (9,900,727) (29,585,230) (18,320,693) (10,757,944) (11,936,027) 16,721 12,329,084 The notes to the financial statements are an integral part of this statement. 32 Packet Pg. 345 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Revenues, Expenditures and Changes in Fund Balances - Governmental Funds For the Fiscal Year Ended December 31, 2019 See Following Page Q Packet Pg. 346 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Revenues, Expenditures and Changes in Fund Balances - Governmental Funds For the Fiscal Year Ended December 31, 2019 Revenues Taxes Intergovernmental Charges for Services Licenses and Permits Fines and Forfeitures Interest Miscellaneous Total Revenues Expenditures Current General Government Public Safety Public Works Capital Outlay Debt Service Principal Retirement Interest and Fiscal Charges Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Debt Issuance Payment to Escrow Agent Sale of Capital Assets Transfers In Transfers Out Net Change in Fund Balances Fund Balances - Beginning Fund Balances - Ending General $ 25,293,141 12,458,416 1,695,032 362,747 2,938,063 807,330 2,659,206 46,213,935 6,061,345 27,561,835 6,091,633 220,407 39,935,220 6,278,715 163,085 1,009,404 (4,159,708) (2,987,219) 3,291,496 24,606,755 27,898,251 Q The notes to the financial statements are an integral part of this statement. 33 Packet Pg. 347 11.A.a Capital Projects Facilities Street Development Maintenance Nonmaj or Totals - - 864,351 26,157,492 - 254,814 1,361,314 14,074,544 - - 752 1,695,784 3 - - - 362,747 - - 183,048 3,121,111CN 0 - - - 807,330 c - 35,125 - 2,694,331 - 289,939 2,409,465 48,913,339 2 a m Q - - 231,811 6,293,156 r' - - - 27,561,835 - - 1,249,978 7,341,611 U. 769,584 2,699,384 - 3,689,375 L) - - 1,210,000 1,210,000 - - 325,743 325,743 769,584 2,699,384 3,017,532 46,421,720 (769,584) (2,409,445) (608,067) 2,491,619 - - 1,449,275 1,449,275 - - (1,457,080) (1,457,080) - - - 163,085 1,011,593 2,696,703 680,000 5,397,700 - - (12,000) (4,171,708) 1,011,593 2,696,703 660,195 1,381,272 242,009 287,258 52,128 3,872,891 (239,432) (28,828) 1,302,440 25,640,935 2,577 258,430 1,354,568 29,513,826 The notes to the financial statements are an integral part of this statement. 34 Packet Pg. 348 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Reconciliation of the Statement of Revenues, Expenditures and Changes in Fund Balances to the Statement of Activities - Governmental Activities For the Fiscal Year Ended December 31, 2019 Net Change in Fund Balances - Total Governmental Funds Amounts reported for governmental activities in the Statement of Activities are different because: Governmental funds report capital outlays as expenditures. However, in the Statement of Activities the cost of those assets is allocated over their estimated useful lives and reported as depreciation expense. Capital Outlays Depreciation Expense Disposals - Cost Disposals - Accumulated Depreciation The net effect of deferred outflows (inflows) of resources related to the pensions not reported in the funds. Change in Deferred Items - IMRF Change in Deferred Items - Police Pension Change in Deferred Items - Firefighters" Pension Change in Deferred Items - RBP The issuance of long-term debt provides current financial resources to governmental funds, while the repayment of the principal on long-term debt consumes the current financial resources of the governmental funds. Change in Compensated Absences Payable Change in Net Pension Liability - IMRF Change in Net Pension Liability - Police Pension Change in Net Pension Liability - Firefighters' Pension Change in Total OPEB Liability - RBP Retirement of Debt Issuance of Debt Amortization of Bond Premium Amortization of Loss on Refunding Internal service funds are used by the Village to charge the costs of vehicle and equipment management and employee compensated absences to individual funds. The net revenue of certain activities of internal service funds is reported with governmental activities. Changes in Net Position of Governmental Activities $ 3,872,891 2,311,441 (2,054,624) (319,853) 309,237 6,911,944 (6,185,197) (4,719,328) 1,904,862 (118,254) (7,090,380) 5,016,735 3,592,383 (2,265,032) 2,640,000 (1,449,275) 116,955 (16,723) 2.457,782 Q The notes to the financial statements are an integral part of this statement. 35 Packet Pg. 349 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Net Position - Proprietary Funds December 31, 2019 See Following Page 3 a a N 4- 0 a� c a m U 0 Q Packet Pg. 350 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Net Position - Proprietary Funds December 31, 2019 ASSETS Current Assets Cash and Investments Receivables - Net of Allowances Accounts Other Inventories Total Current Assets Noncurrent Assets Capital Assets Nondepreciable Depreciable Accumulated Depreciation Other Assets Investment in Joint Venture Total Noncurrent Assets Total Assets DEFERRED OUTFLOWS OF RESOURCES Governmental Business -Type Activities - Enterprise Activities Water and Arboretum Internal Sewerage Golf Nonmajor Totals Service $ 3,005,638 934,714 350,721 4,291,073 414,965 1,738,758 - - 1,738,758 - 490,418 - - 490,418 - - 35,963 18,962 54,925 - 5,234,814 970,677 369,683 6,575,174 414,965 - 5,219,738 978,776 6,198,514 - 76,828,552 9,990,847 3,236,208 90,055,607 - (40,665,548) (9,699,021) (2,496,214) (52,860,783) - 36,163,004 5,511,564 1,718,770 43,393,338 - 7,996,136 - - 7,996,136 - 44,159,140 5,511,564 1,718,770 51,389,474 - 49,393,954 6,482,241 2,088,453 57,964,648 414,965 Deferred Items - IMRF 698,014 58,122 139,680 895,816 - Deferred Items - RBP 92,084 - 13,779 105,863 - Total Deferred Outflows of Resources 790,098 58,122 153,459 1,001,679 - Total Assets and Deferred Outflows of Resources 50,184,052 6,540,363 2,241,912 58,966,327 414,965 Q The notes to the financial statements are an integral part of this statement. 36 Packet Pg. 351 11.A.a LIABILITIES Current Liabilities Accounts Payable Accrued Payroll Deposits Payable Other Payables Compensated Absences Payable IEPA Loan Payable Installment Note Payable Total Current Liabilities Governmental Business -Type Activities - Enterprise Activities Water and Arboretum Internal Sewerage Golf Nonmajor Totals Service $ 1,444,408 364 72,647 1,517,419 360,966 36,802 2,167 5,265 44,234 40,858 25,075 - 6,745 31,820 - 50,024 - - 50,024 - 15,439 - 4,955 20,394 - 19,092 - - 19,092 - 386,802 - - 386,802 - 1,977,642 2,531 89,612 2,069,785 401,824 Q Noncurrent Liabilities Compensated Absences Payable Net Pension Liability - IMRF Total OPEB Liability - RBP IEPA Loan Payable Installment Note Payable Total Noncurrent Liabilities Total Liabilities 61,757 - 19,820 81,577 - 1,220,941 101,665 244,323 1,566,929 - 540,930 - 80,940 621,870 - 292,240 - - 292,240 - 5,615,015 - - 5,615,015 - 7,730,883 101,665 345,083 8,177,631 - 9,708,525 104,196 434,695 10,247,416 401,824 DEFERRED INFLOWS OF RESOURCES Deferred Items - IMRF 146,293 12,181 29,275 187,749 - Deferred Items - RBP 29,241 - 4,375 33,616 - Total Deferred Inflows of Resources 175,534 12,181 33,650 221,365 - Total Liabilities and Deferred Inflows of Resources 9,884,059 116,377 468,345 10,468,781 401,824 NET POSITION Net Investment in Capital Assets 29,849,855 5,511,564 1,718,770 37,080,189 - Unrestricted 10,450,138 912,422 54,797 11,417,357 13,141 Total Net Position 40,299,993 6,423,986 1,773,567 48,497,546 13,141 Total Liabilities, Deferred Inflows of Resources, and Net Position 50,184,052 6,540,363 2,241,912 58,966,327 414,965 The notes to the financial statements are an integral part of this statement. 37 Packet Pg. 352 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Revenues, Expenses and Changes in Net Position - Proprietary Funds For the Fiscal Year Ended December 31, 2019 Water and Sewerage Operating Revenues Charges for Services $ 10,663,766 Interfund Services - 3 Miscellaneous 274,269 Q rn Total Operating Revenues 10,938,035 0 N 4-- 0 Operating Expenses Operations 7,677,084 c � Capital Outlay 229,855 C Depreciation 1,611,101 Q Total Operating Expenses 9,518,040 -- as Operating Income (Loss) 1,419,995 N U. Nonoperating Revenues (Expenses) v Interest Income 487,333 Interest Expense (153,805) ° 333,528 0 w Income (Loss) Before Contributions and Transfers 1,753,523 p0 Capital Contributions 350,000 c E Transfers In - s U Transfers Out (957,600) (607,600) a Change in Net Position 1,145,923 Net Position - Beginning as Restated 39,154,070 Net Position - Ending 40,299,993 The notes to the financial statements are an integral part of this statement. 38 Packet Pg. 353 11.A.a Business -Type Activities - Enterprise Arboretum Golf Nonmai or Totals Governmental Activities Internal Service 1,025,074 2,072,792 13,761,632 - - - - 5,382,783 - - 274,269 - a rn 1,025,074 2,072,792 14,035,901 5,382,783 0 N 4- 0 G1 0 1,247,829 1,877,203 10,802,116 5,343,579 - 3,278 233,133 - C 430,258 86,449 2,127,808 - Q 1.678.087 1.966.930 13.163.057 5343.579 -- (653,013) 105,862 872,844 39,204 - - 487,333 - - - (153,805) - - - 333,528 - (653,013) 105,862 1,206,372 39,204 350,000 292,452 158,960 451,412 (10,000) (670,600) (1,63 8,200) (39,204) 282,452 (511,640) (836,788) (39,204) (370,561) (405,778) 369,584 6,794,547 2,179,345 48,127,962 13,141 6,423,986 1,773,567 48,497,546 13,141 The notes to the financial statements are an integral part of this statement. 39 Packet Pg. 354 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Cash Flows - Proprietary Funds For the Fiscal Year Ended December 31, 2019 Water and Sewerage Cash Flows from Operating Activities Receipts from Customers and Users $ 10,367,485 Interfund Services Provided - Payments to Suppliers (7,509,739) a Payments to Employees (986,191) rn 1,871,555 N Cash Flows from Capital and Related w M Financing Activities Purchase of Capital Assets (1,667,749) a Principal Retirement (358,713) CD Interest Expense (153,805) Q (2,180,267) ., as Cash Flows from Noncapital Financing Activities C" Transfers In - Transfers Out (957,600) U. (957,600) Cash Flows from Investing Activities P 0 Interest Income 487.333 e Net Change in Cash and Cash Equivalents (778,979) Cash and Cash Equivalents - Beginning 3,784,617 Cash and Cash Equivalents - Ending 3,005,638 Reconciliation of Operating Income to Net Cash Provided (Used) by Operating Activities Operating Income 1,419,995 Adjustments to Reconcile Operating Income to Net Cash Provided by (Used in) Operating Activities: Depreciation and Amortization Expense 1,611,101 Other Income (Expense) 40,075 (Increase) Decrease in Current Assets (610,625) Increase (Decrease) in Current Liabilities (588,991) Net Cash Provided by Operating Activities 1,871,555 Noncash Activity Capital Contributions 350,000 The notes to the financial statements are an integral part of this statement. 40 Packet Pg. 355 11.A.a Business -Type Activities - Enterprise Arboretum Governmental Activities Internal Golf Nonmaj or Totals Service 1,053,637 2,097,114 13,518,236 - - - - 5,382,783 (1,119,293) (275,533) (8,904,565) (4,461,219) Q 153,336) (1,577,528) (2,717,055) (982,568) M (218,992) 244,053 1,896,616 (61,004) N 0 a� - - (1,667,749) c - CL - - (358,713) - CD - - (153,805) - Q - - (2.180.267) - ., 292,452 158,960 451,412 - (10,000) (670,600) (1,638,200) (39,204) 282,452 (511,640) (1,186,788) (39,204) 487.333 63,460 (267,587) (983,106) (100,208) 871,254 618,308 5,274,179 515,173 934,714 350,721 4,291,073 414,965 (653,013) 105,862 872,844 39,204 430,258 86,449 2,127,808 - 2,844 (29,662) 13,257 - 25,719 24,322 (560,584) 21,021 (24,800) 57,082 (556,709) (121,229) (218,992) 244,053 1,896,616 (61,004) - - 350,000 - The notes to the financial statements are an integral part of this statement. 41 Packet Pg. 356 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Fiduciary Net Position December 31, 2019 ASSETS Cash and Cash Equivalents Investments U.S. Treasury Obligations U.S. Agency Obligations Corporate Bonds State and Local Obligations Mutual Funds Equity Securities Receivables - Net of Allowance Accrued Interest Prepaids Total Assets LIABILITIES Accounts Payable Due to Other Funds Total Liabilities NET POSITION Net Position Restricted for Pensions Pension Trust $ 4,944,942 9,857,531 20,764,961 14,418,610 2,696,749 50,576,526 41,513,537 278,646 1,881 145,053,383 117,925 84,629 202,554 144,850,829 The notes to the financial statements are an integral part of this statement. 42 Packet Pg. 357 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Statement of Changes in Fiduciary Net Position For the Fiscal Year Ended December 31, 2019 Pension Trust Additions Contributions - Employer $ 4,814,984 Contributions - Plan Members 1,202,565 Contributions - Other 83,945 Total Contributions 6,101,494 Investment Earnings Interest Earned 3,314,623 Net Change in Fair Value 21,317,678 24,632,301 Less Investment Expenses (406,364) Net Investment Income 24,225,937 Total Additions 30,327,431 Deductions Administration 164,431 Benefits and Refunds 7,595,253 Total Deductions 7,759,684 Change in Fiduciary Net Position 22,567,747 Net Position Restricted for Pensions Beginning 122,283,082 Ending 144,850,829 The notes to the financial statements are an integral part of this statement. 43 Packet Pg. 358 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The Village of Buffalo Grove, Illinois (the Village) incorporated in 1958, is a home -rule municipality, under the 1970 Illinois Constitution, located in both Lake County, Illinois and Cook County, Illinois. The Village operates under a Council -Manager form of government and provides public safety (police and fire protection), sanitation (water and sewer), building and zoning, engineering, recreation, civil defense and overall administration. The government -wide financial statements are prepared in accordance with generally accepted accounting principles (GAAP). The Governmental Accounting Standards Board (GASB) is responsible for establishing GAAP for state and local governments through its pronouncements (Statements and a Interpretations). The more significant of the Village's accounting policies established in GAAP and c used by the Village are described below. 0 W REPORTING ENTITY c a CD The Village's financial reporting entity comprises the following: a Primary Government: Village of Buffalo Grove Q, In determining the financial reporting entity, the Village complies with the provisions of GASB Statement No. 61, "The Financial Reporting Omnibus — an Amendment of GASB Statements No. 14 and No. 34," and includes all component units that have a significant operational or financial relationship with the Village. Based upon the criteria set forth in the GASB Statement No. 61, there are no component units included in the reporting entity. Police Pension Employees Retirement System The Village's sworn police employees participate in the Police Pension Employees Retirement System (PPERS). PPERS functions for the benefit of these employees and is governed by a five -member pension board. Two members appointed by the Village's President, one elected pension beneficiary and two elected police employees constitute the pension board. The participants are required to contribute a percentage of salary as established by state statute and the Village is obligated to fund all remaining PPERS costs based upon actuarial valuations. The State of Illinois is authorized to establish benefit levels and the Village is authorized to approve the actuarial assumptions used in the determination of contribution levels. Although it is legally separate from the Village, the PPERS is reported as if it were part of the primary government because its sole purpose is to provide retirement benefits for the Village's police employees. The PPERS is reported as a fiduciary fund, and specifically a pension trust fund, due to the fiduciary responsibility exercised over the PPERS. 44 Packet Pg. 359 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued REPORTING ENTITY — Continued Firefighters' Pension Employees Retirement System The Village's sworn firefighters participate in the Firefighters' Pension Employees Retirement System (FPERS). FPERS functions for the benefit of those employees and is governed by a five -member pension board, with two members appointed by the Village President, two elected from active participants of the Fund, and one elected from the retired members of the Fund. The participants are required to contribute a percentage of salary as established by state statute and the Village is obligated a to fund all remaining FPERS costs based upon actuarial valuations. The State of Illinois is authorized to c establish benefit levels and the Village is authorized to approve the actuarial assumptions used in the determination of contribution levels. Although it is legally separate from the Village, the FPERS is a°, reported as if it were part of the primary government because its sole purpose is to provide retirement a benefits for the Village's sworn firefighters. The FPERS is reported as a fiduciary fund, and specifically a a pension trust fund, due to the fiduciary responsibility exercised over the FPERS. a BASIS OF PRESENTATION Government -Wide Statements The Village's basic financial statements include both government -wide (reporting the Village as a whole) and fund financial statements (reporting the Village's major funds). Both the government -wide and fund financial statements categorize primary activities as either governmental or business type. The Village's police and fire safety, public works, and general administrative services are classified as governmental activities. The Village's water and sewerage, arboretum golf, Buffalo Grove golf, and refuse services are classified as business -type activities. In the government -wide Statement of Net Position, both the governmental and business -type activities columns are: (a) presented on a consolidated basis by column, and (b) reported on a full accrual, economic resource basis, which recognizes all long-term assets/deferred outflows and receivables as well as long-term debt/deferred inflows and obligations. The Village's net position is reported in three parts: net investment in capital assets; restricted; and unrestricted. The Village first utilizes restricted resources to finance qualifying activities. The government -wide Statement of Activities reports both the gross and net cost of each of the Village's functions and business -type activities (general government, police and fire safety, public works, etc.). The functions are supported by general government revenues (property, sales and use taxes, certain intergovernmental revenues, fines, permits and charges, etc.). The Statement of Activities reduces gross expenses (including depreciation) by related program revenues, which include 1) charges to customers or applicants who purchase, use, or directly benefit from foods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. 45 Packet Pg. 360 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued BASIS OF PRESENTATION — Continued Government -Wide Statements — Continued The net costs (by function or business -type activity) are normally covered by general revenue (property tax, sales tax, intergovernmental revenues, interest income, etc.). The Village does not allocate indirect costs. An administrative service fee is charged by the General Fund to the other operating funds that is eliminated like a reimbursement (reducing the revenue and expense in the General Fund) to recover the direct costs of General Fund services provided (finance, personnel, purchasing, legal, technology management, etc.). This government -wide focus is more on the sustainability of the Village as an entity and the change in the Village's net position resulting from the current year's activities. Fund Financial Statements The financial transactions of the Village are reported in individual funds in the fund financial statements. Each fund is accounted for by providing a separate set of self -balancing accounts that comprises its assets/deferred outflows, liabilities/deferred inflows, fund equity, revenues and expenditures/expenses. Funds are organized into three major categories: governmental, proprietary, and fiduciary. The emphasis in fund financial statements is on the major funds in either the governmental or business -type activities categories. GASB Statement No. 34 sets forth minimum criteria (percentage of the assets/deferred outflows, liabilities/deferred inflows, revenues or expenditures/expenses of either fund category or the governmental and enterprise combined) for the determination of major funds. The Village electively added funds, as major funds, which either have debt outstanding or a specific or community focus. The nonmajor funds are combined in a column in the fund financial statements. A fund is considered major if it is the primary operating fund of the Village or meets the following criteria: Total assets/deferred outflows, liabilities/deferred inflows, revenues, or expenditures/expenses of that individual governmental or enterprise fund are at least 10 percent of the corresponding total for all funds of that category or type; and Total assets/deferred outflows, liabilities/deferred inflows, revenues, or expenditures/expenses of the individual governmental fund or enterprise fund are at least 5 percent of the corresponding total for all governmental and enterprise funds combined. 3 a 0 N 0 a� c a 0 U 0 a 46 Packet Pg. 361 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued BASIS OF PRESENTATION — Continued Fund Financial Statements — Continued The various funds are reported by generic classification within the financial statements. The following fund types are used by the Village: Governmental Funds The focus of the governmental funds' measurement (in the fund statements) is upon determination of financial position and changes in financial position (sources, uses, and balances of financial resources) rather than upon net income. The following is a description of the governmental funds of the Village: General Fund is the general operating fund of the Village. It is used to account for all financial resources except those required to be accounted for in another fund. The General Fund is a major fund. a Special Revenue Funds are used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. The Village maintains two nonmajor special revenue funds. Debt Service Funds are used to account for the accumulation of funds for the periodic payment of principal and interest on general long-term debt. The Debt Service Fund is treated as a nonmajor fund. Capital Projects Funds are used to account for financial resources to be used for the acquisition or construction of major capital facilities (other than those financed by business-type/proprietary funds). The Facilities Development Fund, a major fund, is used to account for and reports financial resources that are restricted, committed or assigned to expenditures for acquisition, construction, improvement, repair, and replacement of the Village's capital facilities. The Street Maintenance Fund, also a major fund, is used to account for and reports financial resources that are restricted, committed or assigned to expenditures for acquisition, construction, improvement, repair, and replacement of the Village's roadways. Proprietary Funds The focus of proprietary fund measurement is upon determination of operating income, changes in net position, financial position, and cash flows. The generally accepted accounting principles applicable are those similar to businesses in the private sector. The following is a description of the proprietary funds of the Village: 47 Packet Pg. 362 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued BASIS OF PRESENTATION — Continued Fund Financial Statements — Continued Proprietary Funds — Continued Enterprise Funds are required to account for operations for which a fee is charged to external users for goods or services and the activity (a) is financed with debt that is solely secured by a pledge of the net revenues, (b) has third party requirements that the cost of providing services, including capital costs, be recovered with fees and charges or (c) establishes fees and charges based on a pricing policy designed to recover similar costs. The Village maintains four enterprise funds. The Water and Sewerage Fund, a major fund, is used to account for the revenue and expenses related to the operation of the water and sewerage system. The Arboretum Golf Fund, also a major fund, is used to account for the revenues and expenses related to the operation of the golf course. Internal Service Funds are used to account for the financing of goods or services provided by an activity to other departments, funds or component units of the Village on a cost -reimbursement basis. The Village maintains three internal services funds. The Information Technology Fund is used to account for all costs associated with providing technology services to all departments for the operation of the Village. The Central Garage Fund is used to account for the activity necessary to operate and maintain the Village's automotive fleet. User departments are charged a proportionate share determined by the number and types of vehicles in each department. The Building Maintenance Fund is used to account for providing a clean, healthy, and safe working environment in Village facilities, meeting areas and public areas. The Village's internal service funds are presented in the proprietary fund financial statements. Because the principal users of the internal services are the Village's governmental activities, the financial statements of the internal service funds are consolidated into the governmental column when presented in the government -wide financial statements. To the extent possible, the cost of these services is reported in the appropriate functional activity (general government, police and fire safety, public works, etc.). a 48 Packet Pg. 363 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued BASIS OF PRESENTATION — Continued Fund Financial Statements — Continued Fiduciary Funds Fiduciary funds are used to report assets held in a trustee or custodial capacity for others and therefore are not available to support Village programs. The reporting focus is on net position and changes in net position and is reported using accounting principles similar to proprietary funds. Q 0 Pension Trust Funds are used to account for assets held in a trustee capacity for pension benefit payments. The Police Pension Fund accounts for the accumulation of resources to pay retirement and a°, other related benefits for sworn members of the Village's police force. The Firefighters' Pension Fund r_ accounts for the accumulation of resources to pay retirement and other related benefits for sworn a members of the Village's Fire Department. a The Village's pension trust funds funds are presented in the fiduciary fund financial statements. Since Q, by definition these assets are being held for the benefit of a third party (pension participants) and cannot be used to address activities or obligations of the Village, these funds are not incorporated into the W government -wide statements. Q MEASUREMENT FOCUS AND BASIS OF ACCOUNTING Measurement focus is a term used to describe "which" transactions are recorded within the various financial statements. Basis of accounting refers to "when" transactions are recorded regardless of the measurement focus applied. Measurement Focus On the government -wide Statement of Net Position and the Statement of Activities, both governmental and business -type activities are presented using the economic resources measurement focus as defined below. In the fund financial statements, the "current financial resources" measurement focus or the "economic resources" measurement focus is used as appropriate. 49 Packet Pg. 364 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued MEASUREMENT FOCUS AND BASIS OF ACCOUNTING — Continued Measurement Focus — Continued All governmental funds utilize a "current financial resources" measurement focus. Only current financial assets/deferred outflows and liabilities/deferred inflows are generally included on their balance sheets. Their operating statements present sources and uses of available spendable financial resources during a given period. These funds use fund balance as their measure of available spendable financial resources at the end of the period. a 0 All proprietary and pension trust funds utilize an "economic resources" measurement focus. The 4- accounting objectives of this measurement focus are the determination of operating income, changes in a°, net position (or cost recovery), financial position, and cash flows. All assets/deferred outflows and r_ liabilities/deferred inflows (whether current or noncurrent) associated with their activities are reported. a CD Proprietary and pension trust fund equity is classified as net position. a Basis of Accounting a) In the government -wide Statement of Net Position and Statement of Activities, both governmental and business -type activities are presented using the accrual basis of accounting. Under the accrual basis of accounting, revenues are recognized when earned and expenses are recorded when the liability/deferred inflow is incurred or economic asset used. Revenues, expenses, gains, losses, assets/deferred outflows, and liabilities/deferred inflows resulting from exchange and exchange -like transactions are recognized when the exchange takes place. In the fund financial statements, governmental funds are presented on the modified accrual basis of accounting. Under this modified accrual basis of accounting, revenues are recognized when "measurable and available." Measurable means knowing or being able to reasonably estimate the amount. Available means collectible within the current period or within sixty days after year-end. The Village recognizes property taxes when they become both measurable and available in accordance with GASB Codification Section P70. A sixty-day availability period is used for revenue recognition for all other governmental fund revenues. Expenditures (including capital outlay) are recorded when the related fund liability is incurred, except for general obligation bond principal and interest which are recognized when due. In applying the susceptible to accrual concept under the modified accrual basis, those revenues susceptible to accrual are property taxes, sales and use taxes, franchise taxes, licenses, interest revenue, and charges for services. All other revenues are not susceptible to accrual because generally they are not measurable until received in cash. 50 Packet Pg. 365 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued MEASUREMENT FOCUS AND BASIS OF ACCOUNTING — Continued Basis of Accounting — Continued All proprietary and pension trust funds utilize the accrual basis of accounting. Under the accrual basis of accounting, revenues are recognized when earned and expenses are recorded when the liability is incurred or economic asset used. 3 Proprietary funds distinguish operating revenues and expenses from nonoperating items. Operating a revenues and expenses generally result from providing services and producing and delivering goods in c connection with a proprietary fund's principal ongoing operations. The principal operating revenues of 4- the Village's enterprise funds and of the Village's internal service funds are charges to customers for a°, sales and services. The Village also recognizes as operating revenue the portion of tap fees intended to recover the cost of connecting new customers to the system. Operating expenses for enterprise funds a CD and internal service funds include the cost of sales and services, administrative expenses, and depreciation on capital assets. All revenues and expenses not meeting this definition are reported as a nonoperating revenues and expenses. Q, ASSETS/DEFERRED OUTFLOWS, LIABILITIES/DEFERRED INFLOWS, AND NET POSITION OR EQUITY Cash and Investments For the purpose of the Statement of Net Position, cash and cash equivalents are considered to be cash on hand, demand deposits, and cash with fiscal agent. For the purpose of the proprietary funds "Statement of Cash Flows," cash and cash equivalents are considered to be cash on hand, demand deposits, cash with fiscal agent, and all highly liquid investments with an original maturity of three months or less. Investments are generally reported at fair value. Short-term investments are reported at cost, which approximates fair value. For investments, the Village categorizes its fair value measurements within the fair value hierarchy established by generally accepted accounting principles. The hierarchy is based on the valuation inputs used to measure the fair value of the asset. Level 1 inputs are quoted prices in active markets for identical assets; Level 2 inputs are significant other observable inputs; Level 3 inputs are significant unobservable inputs. Receivables In the government -wide financial statements, receivables consist of all revenues earned at year-end and not yet received. Allowances for uncollectible accounts receivable are based upon historical trends and the periodic aging of accounts receivable. Major receivables balances for governmental activities include property taxes, sales and use taxes, franchise taxes, and grants. Business -type activities report charges for services as their major receivables. 51 Packet Pg. 366 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued ASSETS/DEFERRED OUTFLOWS, LIABILITIES/DEFERRED INFLOWS, AND NET POSITION OR EQUITY — Continued Interfund Receivables, Payables and Activity Interfund activity is reported as loans, services provided, reimbursements or transfers. Loans are reported as interfund receivables and payables as appropriate and are subject to elimination upon consolidation. Services provided, deemed to be at market or near market rates, are treated as revenues and expenditures/expenses. Internal service fund services provided and used are not eliminated in the a process of consolidation. Reimbursements are when one fund incurs a cost, charges the appropriate c benefiting fund and reduces its related cost as a reimbursement. All other interfund transactions are 4- treated as transfers. Transfers between governmental or proprietary funds are netted as part of the a°, reconciliation to the government -wide financial statements. a CD Prepaids/Inventories a Prepaids/inventories are valued at cost, which approximates market, using the first-in/first-out (FIFO) method. Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaids in both the government -wide and fund financial statements. The costs of governmental fund -type prepaids/inventories are recorded as expenditures when consumed rather than when purchased. Capital Assets Capital assets purchased or acquired with an original cost of $10,000 or more (depending on asset class) are reported at historical cost or estimated historical cost. Contributed assets are reported at acquisition value as of the date received. Additions, improvements and other capital outlays that significantly extend the useful life of an asset are capitalized. Other costs incurred for repairs and maintenance are expensed as incurred. The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. General capital assets are long-lived assets of the Village as a whole. When purchased, such assets are recorded as expenditures in the governmental funds and capitalized. Infrastructure such as streets, traffic signals and signs are capitalized. The valuation basis for general capital assets are historical cost, or where historical cost is not available, estimated historical cost based on replacement costs. Capital assets in the proprietary funds are capitalized in the fund in which they are utilized. The valuation bases for proprietary fund capital assets are the same as those used for the general capital assets. Donated capital assets are recorded at acquisition value on the date donated. 52 Packet Pg. 367 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued ASSETS/DEFERRED OUTFLOWS, LIABILITIES/DEFERRED INFLOWS, AND NET POSITION OR EQUITY — Continued Capital Assets — Continued Depreciation on all assets is computed and recorded using the straight-line method of depreciation over the following estimated useful lives: Buildings 20 Years Equipment and Vehicles 2 — 10 Years Land Improvements 5 — 50 Years Streets 5 — 50 Years Storm Sewers 5 — 50 Years Infrastructure 5 — 50 Years Deferred Outflows/Inflows of Resources Deferred outflow/inflow of resources represents an acquisition/reduction of net position that applies to a future period and therefore will not be recognized as an outflow of resources (expense)/inflow of resources (revenue) until that future time. Compensated Absences The Village accrues accumulated unpaid vacation and associated employee -related costs when earned (or estimated to be earned) by the employee. In accordance with GASB Statement No. 16, no liability is recorded for nonvesting accumulation rights to receive sick pay benefits. However, a liability is recognized for that portion of accumulated sick leave that is estimated to be taken as "terminal leave" prior to retirement. All vacation pay is accrued when incurred in the government -wide and proprietary fund financial statements. A liability for these amounts is reported in the governmental funds only if they have matured, for example, as a result of employee resignations and retirements. a 53 Packet Pg. 368 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 1— SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES — Continued ASSETS/DEFERRED OUTFLOWS, LIABILITIES/DEFERRED INFLOWS, AND NET POSITION OR EQUITY — Continued Long -Term Obligations In the government -wide financial statements, and proprietary fund types in the fund financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable governmental activities, business -type activities, or proprietary fund type Statement of Net Position. Bond premiums and discounts arc deferred and amortized over the life of the bonds using the effective a interest method. Bonds payable are reported net of the applicable bond premium or discount. Bond c issuance costs are reported as expenses at the time of issuance. 4- 0 aD In the fund financial statements, governmental fund types recognize bond premiums and discounts, as r_ well as bond issuance costs, during the current period. The face amount of debt issued is reported as a CD other financing sources. Premiums received on debt issuances are reported as other financing sources while discounts on debt issuances are reported as other financing uses. Issuance costs, whether or not Q withheld from the actual debt proceeds received, are reported as debt service expenditures. Net Position In the government -wide financial statements, equity is classified as net position and displayed in three components: Net Investment in Capital Assets — Consists of capital assets including restricted capital assets, net of accumulated depreciation and reduced by the outstanding balances of any bonds, mortgages, notes or other borrowings that are attributable to the acquisition, construction, or improvement of those assets. Restricted — Consists of net position with constraints placed on the use either by (1) external groups such as creditors, grantors, contributors, or laws or regulations of other governments; or (2) law through constitutional provisions or enabling legislations. Unrestricted — All other net position balances that do not meet the definition of "restricted" or "net investment in capital assets." 54 Packet Pg. 369 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 2 — STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY BUDGETARY INFORMATION The budget data included in the financial statements represent the Village's program budget and the appropriations represent the Village's legal expenditure limit. Budgets are adopted for the General, Special Revenue, Debt Service, Capital Projects, Proprietary, Pension Trust Funds and Internal Service Funds. All governmental fund -type budgets, pension trust fund -type budgets and internal service fund - type budgets are adopted on a basis consistent with GAAP. Proprietary Funds are adopted on a basis other than GAAP in that depreciation expense, income from the joint venture, and contributions from developers are not budgeted, and principal payments on long-term debt (if any) are budgeted. a 0 The Village Board of Trustees follows these procedures in establishing the budgetary and appropriations data reflected in the financial statements: a°, c 1. The Village Manager submits to the Board a proposed program budget for the fiscal year a CD commencing January 1. The program budget includes proposed expenditures and the means of financing them. a 2. Appropriation ordinance public hearings are conducted by the Village to obtain taxpayer comments, and the ordinance is subsequently adopted by the Board. 3. The program budget is legally enacted through a resolution adopted by the Board. 4. Any expenditures that exceed the total appropriations at the fund level must be approved by the Board of Trustees. The Village Manager is authorized to transfer budgeted amounts between departments within any fund. However, any modifications to the legally adopted appropriation ordinance may not exceed expenditure limits, at the fund level, mandated by the appropriation ordinance without approval by the Board. Appropriations, which are not expended by year-end, lapse and must be re -appropriated in the following year for the expenditure to be made. The Village does not employ the encumbrance method of accounting to reserve net position for subsequent year expenditures. 55 Packet Pg. 370 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 2 — STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY EXCESS OF ACTUAL EXPENDITURES/EXPENSES OVER BUDGET IN INDIVIDUAL FUND The following fund had an excess of actual expenditures/expenses, exclusive of depreciation, over budget as of the date of this report: Fund Excess M 3 Facilities Development $ 234,389 Q Street Maintenance 1,594,384 0 Refuse Service 35,849 4- Central Garage 618,826 Police Pension 105,016 Firefighters' Pension 433,211 CL NOTE 3 — DETAIL NOTES ON ALL FUNDS a DEPOSITS AND INVESTMENTS The Village maintains a cash and investment pool that is available for use by all funds except the pension trust funds. Each fund type's portion of this pool is displayed on the financial statements as "cash and investments." In addition, investments are separately held by several of the Village's funds. The deposits and investments of the pension trust funds are held separately from those of other funds. Permitted Deposits and Investments — Statutes authorize the Village to make deposits/invest in commercial banks, savings and loan institutions, obligations of the U.S. Treasury and U.S. Agencies, obligations of States and their political subdivisions, credit union shares, repurchase agreements, commercial paper rated within the three highest classifications by at least two standard rating services, Illinois Funds and the Illinois Metropolitan Investment Fund. The Illinois Funds is an investment pool managed by the Illinois Public Treasurer's Office which allows governments within the State to pool their funds for investment purposes. Illinois Funds is not registered with the SEC as an investment company. Investments in Illinois Funds are valued at the share price, the price for which the investment could be sold. The Illinois Metropolitan Investment Fund (IMET) is a non -for -profit investment trust formed pursuant to the Illinois Municipal Code. IMET is managed by a Board of Trustees elected from the participating members. IMET is not registered with the SEC as an Investment Company. Investments in IMET are valued at the share price, the price for which the investment could be sold. 56 Packet Pg. 371 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued The deposits and investments of the Pension Funds are held separately from those of other Village funds. Statutes authorize the Pension Fund to make deposits/invest in interest bearing direct obligations of the United States of America; obligations that are fully guaranteed or insured as to the payment of principal and interest by the United States of America; bonds, notes, debentures, or similar obligations of agencies of the United States of America; savings accounts or certificates of deposit issued by banks or savings and loan associations chartered by the United States of America or by the State of Illinois, to the extent that the deposits are insured by the agencies or instrumentalities of the federal government; credit unions, to a the extent that the deposits are insured by the agencies or instrumentalities of the federal government; c State of Illinois bonds; pooled accounts managed by the Illinois Funds Market Fund (formerly known as IPTIP, Illinois Public Treasurer's Investment Pool), or by banks, their subsidiaries or holding companies, a°, in accordance with the laws of the State of Illinois; bonds or tax anticipation warrants of any county, r_ township, or municipal corporation of the State of Illinois; direct obligations of the State of Israel; money a CD market mutual funds managed by investment companies that are registered under the Federal Investment Company Act of 1940 and the Illinois Securities Law of 1953 and are diversified, open-ended Q management investment companies, provided the portfolio is limited to specified restrictions; general accounts of life insurance companies; and separate accounts of life insurance companies and mutual funds, the mutual funds must meet specific restrictions, provided the investment in separate accounts W and mutual funds does not exceed ten percent of the Pension Fund's plan net position; and corporate v bonds managed through an investment advisor, rated as investment grade by one of the two largest rating services at the time of purchase. Pension Funds with plan net position of $2.5 million or more 0- may invest up to forty-five percent of plan net position in separate accounts of life insurance companies 0 and mutual funds. Pension Funds with plan net position of at least $5 million that have appointed an w investment advisor, may through that investment advisor invest up to forty-five percent of the plan net m position in common and preferred stocks that meet specific restrictions. In addition, Pension Funds with; plan net position of at least $10 million that have appointed an investment advisor, may invest up to fifty percent of its net position in common and preferred stocks and mutual funds that meet specific restrictions effective July 1, 2011 and up to fifty-five percent effective July 1, 2012. 2 Village — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk Deposits. At year-end, the carrying amount of the Village's deposits for governmental and business - type activities totaled $8,038,673 and the bank balances totaled $9,574,984. 57 Packet Pg. 372 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Village — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Investments. The Village has the following investment fair values and maturities: Investment Maturities (in Years) Investment Type Fair Value Less Than I More Than 1 to 5 6 to 10 10 3 0 U.S. Treasury Obligations $ 2,055,503 1,138,015 917,488 - - N c U.S. Agency Obligations 1,018,824 - 1,018,824 - - W Illinois Funds 12,169,710 12,169,710 - - - IMET 7,651,122 7,651,122 - - - C 22,895,159 20,958,847 1,936,312 The Village has the following recurring fair value measurements as of December 31, 2019: Fair Value Measurements Using Quoted Prices in Active Significant Markets for Other Significant Identical Observable Unobservable Assets Inputs Inputs Investments by Fair Value Level Totals (Level 1) (Level 2) (Level 3) Debt Securities U.S. Treasury Obligations $ 2,055,503 2,055,503 - - U.S. Agency Obligations 1,018,824 - 1,018,824 - Total Investments by Fair Value Level 3,074,327 2,055,503 1,018,824 - Investments Measured at the Net Asset Value (NAV) Illinois Funds 12,169,710 IMET 7,651,122 Total investments at the (NAV) 19,820,832 Total Investments Measured at Fair Value 22,895,159 58 Packet Pg. 373 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Village — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Investments - Continued. Debt Securities classified in Level 2 of the fair value hierarchy are valued using a matrix pricing technique. Matrix pricing is used to value securities based on the securities' relationship to benchmark quoted prices. Interest Rate Risk. Interest rate risk is the risk that changes in interest rates will adversely affect the fair value of an investment. The Village's investment policy protects against fair value losses resulting from rising interest rates by diversifying its investment portfolio to prevent over -concentration of assets in a specific maturity, a specific issuer, or a specific class of securities. The Village does not have a formal policy that limits investment maturities as a means of managing its exposure to fair value losses arising from increasing interest rates. a Credit Risk. Credit risk is the risk that an issuer or other counterparty to an investment will not fulfill its obligations. The Village's investment policy applies the "prudent person" standard in managing its investment portfolio. As such, all investments are made with such judgement and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. The Village's investment policy also limits investments in commercial paper to the highest rating classifications, as established by at least two of the four major rating services, and which mature not later than 180 days from the purchase date. Such purchases may not exceed 10% of the issuer corporation's outstanding obligations. At year- end, the Village's investment in the Illinois Funds was rated AAAm by Standard & Poor's. The Illinois Metropolitan Investment Trust Convenience Fund is not rated. The ratings on the Village's investments in the U.S. agency obligations are not available. Custodial Credit Risk. In the case of deposits, this is the risk that in the event of a bank failure, the Village's deposits may not be returned to it. The Village's investment policy requires securing deposit collateral from depository institutions when deposits are in excess of FDIC limits. The amount of deposits not collateralized or insured by an agency of the federal government shall not exceed 75% of the capital stock and surplus of a banking institution. These values shall be reviewed on a quarterly basis comparing actual deposits not insured or collateralized against the capital stock and surplus measure. Values shall be taken from published regulatory agency reports required by either the Comptroller of the Currency or the Commissioner of Banks and Trust Companies. 59 Packet Pg. 374 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Village — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Custodial Credit Risk — Continued. If deposits are maintained with a savings and loan association, the amount of deposits not collateralized or insured shall not exceed 75% of the net worth of the institution as defined and reported to the regulatory agencies. At year-end, the entire amount of the bank balance of deposits was covered by collateral, federal depository or equivalent insurance. a For an investment, this is the risk that in the event of the failure of the counterparty, the Village will not 0 4- be able to recover the value of its investments or collateral securities that are in the possession of an a°, outside party. It is the policy of the Village to require all investments and investment collateral to be held in safekeeping by a third -party custodial institution as designated by the Treasurer in the Village's a name. Direct investments guaranteed by the United States or an agency of the United States do not CD require collateral. The Village's investments in the Illinois Funds and the IMET Fund are not subject to Q custodial credit risk. Concentration Risk. This is the risk of loss attributed to the magnitude of the Village's investment in a single issuer. The Village limits the amount that can be invested in commercial paper to one-third of the Village's total investments. At year-end, the Village does not have any investments over 5 percent of the total cash and investment portfolio (other than investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments). Police Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk Deposits. At year-end, the carrying amount of the Fund's deposits totaled $4,170,468 and the bank balances totaled $4,168,241. Investments. The Fund has the following investment fair values and maturities: Investment Maturities (in Years) Fair Less Than More Than Investment Type Value 1 I to 5 6 to 10 10 U.S. Treasury Obligations S 7,526,304 4,243,596 263,039 1,558,857 1,460,812 U.S. Agency Obligations 4,168,396 344,800 2,079,782 499,717 1,244,097 Corporate Bonds 10,935,647 500,867 7,200,262 2,544,735 689,783 22,630,347 5,089,263 9,543,083 4,603,309 3,394,692 60 Packet Pg. 375 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Police Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued The Fund has the following recurring fair value measurements as of December 31, 2019: Investments by Fair Value Level Debt Securities U.S. Treasury Obligations U.S. Agency Obligations Corporate Bonds Equity Securities Mutual Funds Equity Securities Total Investments Measured at Fair Value Fair Value Measurements Using Quoted Q Prices in Active Significant N Markets for Other Significant G Identical Observable Unobservable Assets Inputs Inputs Totals (Level1) (Level2) (Level3) CD Q $ 7,526,304 7,526,304 - - 4,168,396 - 4,168,39604 - r' 10,935,647 - 10,935,647 -Tmm 8,538,641 8,538,641 - - 41,513,537 41,513,537 - - 72,682,525 57,578,482 15,104,043 - Debt Securities classified in Level 2 of the fair value hierarchy are valued using a matrix pricing technique. Matrix pricing is used to value securities based on the securities' relationship to benchmark quoted prices. Interest Rate Risk. The Fund's investment policy protects against fair value losses resulting from rising interest rates by diversifying its investment portfolio to prevent over -concentration of assets in a specific maturity, a specific issuer, or a specific class of securities. The Fund does not have a formal policy that limits investment maturities as a means of managing its exposure to fair value losses arising from increasing interest rates. 61 Packet Pg. 376 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Police Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Credit Risk. The Fund's investment policy applies the "prudent person" standard in managing its investment portfolio. As such, all investments are made with such judgement and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in management of their own affairs, not for speculation, but for investment, considering the probable a safety of their capital as well as the probable income to be derived. The Fund's investment policy also c limits investments in commercial paper to the highest rating classifications, as established by at least 4- two of the four major rating services, and which mature not later than 180 days from the purchase date. a°, Such purchases may not exceed 10% of the issuer corporation's outstanding obligations. At year-end, the Fund's investments in U.S. agency obligations were not rated and investments in corporate bonds a CD were rated Baal to Al by Moody's. a Custodial Credit Risk. The Fund's investment policy requires securing deposit collateral from depository institutions when deposits are in excess of FDIC limits. The amount of deposits not collateralized or insured by an agency of the federal government shall not exceed 75% of the capital stock and surplus of a banking institution. These values shall be reviewed on a quarterly basis comparing actual deposits not insured or collateralized against the capital stock and surplus measure. Values shall be taken from published regulatory agency reports required by either the Comptroller of the Currency or the Commissioner of Banks and Trust Companies. If deposits are maintained with a savings and loan association, the amount of deposits not collateralized or insured shall not exceed 75% of the net worth of the institution as defined and reported to the regulatory agencies. At year-end, the entire amount of the bank balance of deposits was covered by collateral, federal depository or equivalent insurance. For an investment, this is the risk that in the event of the failure of the counterparty, the Fund will not be able to recover the value of its investments or collateral securities that are in the possession of an outside party. It is the policy of the Fund to require all investments and investment collateral to be held in safekeeping by a third -party custodial institution as designated by the Treasurer in the Fund's name. Direct investments guaranteed by the United States or an agency of the United States do not require collateral. Concentration Risk. The Fund limits the amount that can be invested in commercial paper to one-third of the Fund's total investments. In addition to the securities and fair values listed above, the Fund also has $8,538,641 invested in mutual funds and $41,513,537 invested in equity securities. At year-end, the Fund does not have any investments over 5 percent of net plan assets available for retirement benefits (other than investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments). 62 Packet Pg. 377 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Police Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Coneentration Risk — Continued. The Fund's investment policy in accordance with Illinois Compiled Statutes (ILCS) establishes the following target allocation across asset classes: 3 Long -Term a Expected Real 0 Asset Class Target Rate of Return `- 0 Fixed Income 33.00% 1.25% - 3.50% W c Large Cap Domestic Equities 52.00% 3.25% a Small Cap Domestic Equities 5.00% 4.00% m International Equities 5.00% 4.75% Q Real Estate 3.00% 4.25% w Cash and Cash Equivalents 2.00% 0.00% Illinois Compiled Statutes (ILCS) limit the Fund's investments in equities, mutual funds and variable annuities to 65%. Securities in any one company should not exceed 5% of the total fund. The long-term expected rate of return on the Fund's investments was determined using an asset allocation study conducted by the Fund's investment management consultant in January of 2020 in which best -estimate ranges of expected future real rates of return (net of pension plan investment expense and inflation) were developed for each major asset class. These ranges were combined to produce the long-term expected rate of return by weighting the expected future real rates of return by the target asset allocation percentage and by adding the expected inflation. Best estimates or arithmetic real rates of return for each major asset class included in the Fund's target asset allocation as of December 31, 2019, are listed in the table above. Rate of Return For the year ended December 31, 2019, the annual money -weighted rate of return on pension plan investments, net of pension plan investment expense, was 20.58%. The money -weighted rate of return expresses investment performance, net of investment expense, adjusted for the changing amounts actually invested. 63 Packet Pg. 378 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Firefighters' Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk Deposits. At year-end, the carrying amount of the Fund's deposits totaled $774,474 and the bank balances totaled $763,346. �. 3 Investments. The Fund has the following investment fair values and maturities: a Investment Maturities (in Years) c N Fair Less Than More Than o Investment Type Value 1 1 to 5 6 to 10 10 c U.S. Treasury Obligations $ 2,331,227 754,516 1,149,555 427,156 - a CD U.S. Agency Obligations 16,596,565 - 3,998,750 12,597,815 - Q Corporate Bonds 3,482,963 250,860 206,120 3,025,983 - State and Local Obligations 2,696,749 202,181 1,352,521 917,108 224,939 25,107,504 1,207,557 6,706,946 16,968,062 224,939 U. The Fund has the following recurring fair value measurements as of December 31, 2019: Investments by Fair Value Level Debt Securities U.S. Treasury Obligations U.S. Agency Obligations Corporate Bonds State and Local Obligations Equity Securities Mutual Funds Total Investments Measured at Fair Value Fair Value Measurements Using Quoted Prices in Active Significant Markets for Other Significant Identical Observable Unobservable Assets Inputs Inputs Totals (Level 1) (Level 2) (Level 3) $ 2,331,227 2,331,227 - 16,596,565 - 16,596,565 3,482,963 - 3,482,963 2,696,749 - 2,696,749 42,037,885 42,037,885 - - 67,145,389 44,369,112 22,776,277 - Debt Securities classified in Level 2 of the fair value hierarchy are valued using a matrix pricing technique. Matrix pricing is used to value securities based on the securities' relationship to benchmark quoted prices. 64 Packet Pg. 379 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Firefighters' Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Interest Rate Risk. The Fund's investment policy protects against fair value losses resulting from rising interest rates by diversifying its investment portfolio to prevent over -concentration of assets in a specific maturity, a specific issuer, or a specific class of securities. The Fund does not have a formal policy that limits investment maturities as a means of managing its exposure to fair value losses arising from increasing interest rates. Credit Risk. The Fund's investment policy applies the "prudent person" standard in managing its investment portfolio. As such, all investments are made with such judgement and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. The Fund's investment policy also limits investments in commercial paper to the highest rating classifications, as established by at least two of the four major rating services, and which mature not later than 180 days from the purchase date. Such purchases may not exceed 10% of the issuer corporation's outstanding obligations. At year-end, the Fund's investments in U.S. agency obligations and corporate bonds were not rated and investments in state and local obligations were not rated or rated Aaa to Aal by Moody's. Custodial Credit Risk. The Fund's investment policy requires securing deposit collateral from depository institutions when deposits are in excess of FDIC limits. The amount of deposits not collateralized or insured by an agency of the federal government shall not exceed 75% of the capital stock and surplus of a banking institution. These values shall be reviewed on a quarterly basis comparing actual deposits not insured or collateralized against the capital stock and surplus measure. Values shall be taken from published regulatory agency reports required by either the Comptroller of the Currency or the Commissioner of Banks and Trust Companies. If deposits are maintained with a savings and loan association, the amount of deposits not collateralized or insured shall not exceed 75% of the net worth of the institution as defined and reported to the regulatory agencies. At year-end, the entire amount of the bank balance of deposits was covered by collateral, federal depository or equivalent insurance. For an investment, this is the risk that in the event of the failure of the counterparty, the Fund will not be able to recover the value of its investments or collateral securities that are in the possession of an outside party. It is the policy of the Fund to require all investments and investment collateral to be held in safekeeping by a third -parry custodial institution as designated by the Treasurer in the Fund's name. Direct investments guaranteed by the United States or an agency of the United States do not require collateral. a 65 Packet Pg. 380 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued DEPOSITS AND INVESTMENTS — Continued Firefighters' Pension Fund — Interest Rate Risk, Credit Risk, Custodial Credit Risk and Concentration Risk — Continued Coneentration Risk. The Fund limits the amount that can be invested in commercial paper to one-third of the Fund's total investments. In addition to the securities and fair values listed above, the Fund also has $42,037,885 invested in mutual funds. At year-end, the Fund does not have any investments over 5 3 percent of net plan assets available for retirement benefits (other than investments issued or explicitly Q guaranteed by the U.S. government and investments in mutual funds, external investment pools, and c other pooled investments). 4- 0 a� The Fund's investment policy in accordance with Illinois Compiled Statutes (ILCS) establishes the following target allocation across asset classes: a 0 Long -Term Q Expected Real Q, Asset Class Target Rate of Return Fixed Income Large Cap Domestic Equities Small Cap Domestic Equities International Equities Cash and Cash Equivalents 40.00% 1.30% 42.00% 6.10% 12.00% 7.90% 6.00% 6.80% 0.00% 0.00% Illinois Compiled Statutes (ILCS) limit the Fund's investments in equities, mutual funds and variable annuities to 65%. Securities in any one company should not exceed 5% of the total fund. The long-term expected rate of return on the Fund's investments was determined using an asset allocation study conducted by the Fund's investment management consultant in January of 2020 in which best -estimate ranges of expected future real rates of return (net of pension plan investment expense and inflation) were developed for each major asset class. These ranges were combined to produce the long-term expected rate of return by weighting the expected future real rates of return by the target asset allocation percentage and by adding the expected inflation. Best estimates or arithmetic real rates of return for each major asset class included in the Fund's target asset allocation as of December 31, 2019, are listed in the table above. Rate of Return For the year ended December 31, 2019, the annual money -weighted rate of return on pension plan investments, net of pension plan investment expense, was 19.23%. The money -weighted rate of return expresses investment performance, net of investment expense, adjusted for the changing amounts actually invested. 66 Packet Pg. 381 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued PROPERTY TAXES Property taxes for 2018 attach as an enforceable lien on January 1, on property values assessed as of the same date. Taxes are levied by December of the subsequent fiscal year (by passage of a Tax Levy Ordinance). Tax bills are prepared by Lake County and are payable in two installments, on or about July 1 and September 1 during the following year. The County collects such taxes and remits them periodically. The allowance for uncollectible taxes has been stated at 1 % of the tax levy to reflect actual collection experience. INTERFUND BALANCES Interfund balances are advances in anticipation of receipts to cover temporary cash shortages. The composition of interfund balances as of the date of this report, is as follows: Receivable Fund General General INTERFUND TRANSFERS Fund Amount Nonmajor Governmental $ 25,403 Police Pension 84,629 110,032 Transfers are used to (1) move revenues from the fund that statute or budget requires to collect them to the fund that statute or budget requires to expend them, (2) move receipts restricted to debt service from the funds collecting the receipts to the Debt Service Fund as debt service payments become due, and (3) use unrestricted revenues collected in the General Fund to finance various programs accounted for in other funds in accordance with budgetary authorizations. Interfund transfers for the year consisted of the following: Transfer In Transfer Out Amount General General General General General General General General Facilities Development Street Maintenance Nonmaj or Governmental Nonmaj or Governmental Arboretum Golf Nonmajor Business -Type Nonmaj or Governmental Water and Sewerage Arboretum Golf Nonmajor Business -Type Central Garage Building Maintenance Central Garage Building Maintenance General General Water and Sewerage Nonmajor Business -Type General General $ 12,000 (3) 777,600 (3) 10,000 (3) 170,600 (3) 5,075 (3) 4,920 (3) 17,192 (1) 12,017 (1) 1,011,593 (1) 2,696,703 (1) 180,000 (2) 500,000 (2) 292,452 (1) 158,960 (1) 5,849,112 Q 67 Packet Pg. 382 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued CAPITAL ASSETS Governmental Activities Governmental capital asset activity for the year was as follows: Beginning Ending Balances Increases Decreases Balances Nondepreciable Capital Assets Land $ 38,160,179 - - 38,160,179 Construction in Progress 62,489 1,581,460 62,489 1,581,460 38,222,668 1,581,460 62,489 39,741,639 Depreciable Capital Assets Buildings 25,457,425 52,427 - 25,509,852 Equipment and Vehicles 12,984,752 677,554 319,853 13,342,453 Land Improvements 3,242,060 - - 3,242,060 Streets 23,782,059 62,489 - 23,844,548 Stone Sewers 38,470,478 - - 38,470,478 103,936,774 792,470 319,853 104,409,391 Less Accumulated Depreciation Buildings 21,545,984 410,859 - 21,956,843 Equipment and Vehicles 7,249,896 914,221 309,237 7,854,880 Land Improvements 536,537 64,845 - 601,382 Streets 13,811,682 435,343 - 14,247,025 Storm Sewers 36,678,246 229,356 - 36,907,602 79,822,345 2,054,624 309,237 81,567,732 Net Depreciable Capital Assets 24,114,429 (1,262,154) 10,616 22,841,659 Net Capital Assets 62,337,097 319,306 73,105 62,583,298 Depreciation expense was charged to governmental activities as follows: General Government $ 129,916 Public Safety 330,725 Public Works 1,593,983 2,054,624 Q 68 Packet Pg. 383 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued CAPITAL ASSETS — Continued Business -Type Activities Business -type capital asset activity for the year was as follows: Nondepreciable Capital Assets Land Depreciable Capital Assets Buildings Equipment and Vehicles Land Improvements Infrastructure Less Accumulated Depreciation Buildings Equipment and Vehicles Land Improvements Infrastructure Net Depreciable Capital Assets Net Capital Assets Beginning Ending Balances Increases Decreases Balances $ 6,198,514 - - 6,198,514 11,170,610 - - 11,170,610 89,960 - - 89,960 1,966,485 - - 1,966,485 74,810,803 2,017,749 - 76,828,552 88,037,858 2,017,749 - 90,055,607 9,641,563 514,726 - 10,156,289 70,480 1,981 - 72,461 1,966,485 - - 1,966,485 39,054,447 1,611,101 - 40,665,548 50,732,975 2,127,808 - 52,860,783 37,304,883 (110,059) - 37,194,824 43,503,397 (110,059) - 43,393,338 Depreciation expense was charged to business -type activities as follows: Water and Sewerage $ 1,611,101 Arboretum Golf 430,258 Buffalo Grove Golf 86,449 2,127,808 3 a 0 N 0 M c a m U 0 Q 69 Packet Pg. 384 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued LONG-TERM DEBT General Obligation Bonds The Village issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. General obligation bonds have been issued for governmental activities. General obligation bonds are direct obligations and pledge the full faith and credit of the Village. General obligation bonds currently outstanding are as follows: a Fund Debt Beginning Ending c Issue Retired by Balances Issuances Retirements Balances N 0 $5,160,000 General Obligation Refunding Bonds of 2010A - Due in annual installments of $325,000 aQi to $620,000 plus interest at 2.00% Q to 4.00% through December 30, Debt 2020. Service $ 765,000 - 370,000 395,000 $2,600,000 General Obligation Bonds of 2010B - Due in annual installments of $180,000 to $260,000 plus interest at 2.50% to Debt 1,430,000 3.85% through December 30, 2025. Service 1,640,000 - 210,000 $6,000,000 General Obligation Bonds of 2012 - Due in annual installments of $100,0000 to $750,000 plus interest at 2.00% to Debt 2.75% through June 30, 2030. Service 5,900,000 - 100,000 5,800,000 $6,125,000 General Obligation Bonds of 2016 - Due in annual installments of $300,000 to $730,000 plus interest at 2.00% to Debt 3.00% through December 30, 2031. Service 4,745,000 - 530,000 4,215,000 $1,449,275 General Obligation Refunding Bonds of 2019 - Due in annual installments of $234,030 to $251,180 plus interest at 1.40% to Debt 1.80% through December 30, 2025. Service - 1,449,275 - 1,449,275 * Refunded 13,050,000 1,449,275 2,640,000 11,859,275 70 Packet Pg. 385 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued LONGTERM DEBT — Continued IEPA Loans Payable The Village has entered into loan agreements with the IEPA to provide low interest financing for pump station improvements. IEPA loans currently outstanding are as follows: Fund Debt Beginning Ending Issue Retired by Balances Issuances Retirements Balances $6,638,399 IEPA Loan Payable of 2013 - Pump Stations Improvements - Due in semi- annual installments of $6,788 to $12,916, plus interest at 2.295%, Water and through December 1, 2033. Sewerage Installment Contract Payable $ 329,993 - 18,661 311,332 The Village also issues installment contracts payable to provide funds for the purchase of capital assets. Installment contracts currently outstanding are as follows: Fund Debt Beginning Ending Issue Retired by Balances Issuances Retirements Balances Installment Note Payable dated March 27, 2015, due in quarterly installments of $21,449 to $227,680, plus interest at 2.35% Water and through June 1, 2029. Sewerage $ 6,341,869 - 340,052 6,001,817 Q 71 Packet Pg. 386 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS LONGTERM DEBT — Continued Long -Term Liability Activity Changes in long-term liabilities during the fiscal year were as follows: Beginning Amounts Balances Ending Due within Type of Debt as Restated Additions Deductions Balances One Year Governmental Activities Compensated Absences Net Pension Liability - IMRF Governmental Activities Net Pension Liability - Police Net Pension Liability - Firefighters' Total OPEB Liability - RBP General Obligation Bonds Plus: Unamortized Premium Business -Type Activities Compensated Absences Net Pension Liability - IMRF Total OPEB Liability - RBP IEPA Loans Payable Installment Note Payable $ 1,763,662 236,508 118,254 1,881,916 376,383 2,810,347 7,090,380 - 9,900,727 - 34,601,965 - 5,016,735 29,585,230 - 21,913,076 - 3,592,383 18,320,693 - 8,492,912 2,265,032 - 10,757,944 - 13,050,000 1,449,275 2,640,000 11,859,275 1,299,030 193,707 - 116,955 76,752 - 82,825,669 11,041,195 11,484,327 82,382,537 1,675,413 65,377 73,189 36,595 101,971 20,394 451,109 1,115,820 - 1,566,929 - 513,199 108,671 - 621,870 - 329,993 - 18,661 311,332 19,092 6,341,869 - 340,052 6,001,817 386,802 7,701,547 1,297,680 395,308 8,603,919 426,288 For the governmental activities, payments on the compensated absences, the net pension liabilities and the total OPEB liability are made by the General Fund. Payments on general obligation bonds are being liquidated by the Debt Service Fund. 3 a 0 N 0 d c a m U U Q 72 Packet Pg. 387 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 - DETAIL NOTES ON ALL FUNDS - Continued LONGTERM DEBT - Continued Long -Term Liability Activity - Continued Additionally, for the business -type activities, the compensated absences are being liquidated by the Water and Sewerage Fund and the Buffalo Grove Golf Fund. The net pension liability is being liquidated by the Water and Sewerage Fund, the Arboretum Golf Fund and the Buffalo Grove Golf Fund. The total OPEB liability is being liquidated by the Water and Sewerage Fund and Buffalo Grove Golf Fund. The IEPA Loans Payable and Installment Note Payable are being liquidated by the Water and Sewerage Fund. Debt Service Requirements to Maturity The annual debt service requirements to maturity, including principal and interest, are as follows Governmental Activities Business -Type Activities General Obligation IEPA Installment Fiscal Bonds Loan Payable Note Payable Year Principal Interest Principal Interest Principal Interest 2020 S 1,299,030 268,029 19,092 7,036 386,802 137,921 2021 950,445 234,714 19,532 6,596 436,970 128,372 2022 970,990 216,882 19,983 6,145 490,763 117,611 2023 991,265 198,546 20,444 5,684 548,394 105,549 2024 1,011,365 179,566 20,916 5,212 610,091 92,095 2025 1,046,180 160,076 21,399 4,729 676,096 77,149 2026 980,000 139,069 21,893 4,235 746,659 60,610 2027 985,000 117,844 22,398 3,730 822,046 42,367 2028 1,045,000 95,288 22,915 3,213 902,537 22,304 2029 1,100,000 70,025 23,444 2,684 381,459 337,058 2030 1,110,000 42,525 23,985 2,143 - - 2031 370,000 11,100 24,539 1,589 - - 2032 - - 25,105 1,023 - - 2033 - - 25,687 441 - - Totals 11,859,275 1,733,664 311,332 54,460 6,001,817 1,121,036 g 73 Packet Pg. 388 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued LONGTERM DEBT — Continued Operating Leases The Village has commitments with non -Village entities to lease certain property. Future minimum rental commitments are as follows: Total Fiscal Lease a Year Payments 0 N 2020 $ 130,904 w 0 2021 133,522 2022 136,193 CL 2023 138,917 2024 141,695 Q 2025 144,529 Q, 825,760 Legal Debt Margin Article VII, Section 6(k) of the 1970 Illinois Constitution governs the computation of legal debt margin. "The General Assembly may limit by law the amount and require referendum approval of debt to the incurred by home rule municipalities, payable from ad valorem property tax receipts, only in excess of the following percentages of the assessed value of its taxable property ... (2) if its population is more than 25,000 and less than 500,000 an aggregate of one percent: indebtedness which is outstanding on the effective date (July 1, 1971) of this constitution or which is thereafter approved by referendum... shall not be included in the foregoing percentage amounts." To date the Illinois General Assembly has set no limits for home rule municipalities. The Village is a home rule municipality. Defeased Debt On December 17, 2019, the Village issued $1,449,275 par value General Obligation Refunding Bonds, Series 2019 to refund $1,430,000 of the General Obligation Bonds, Series 2010B. The Village defeased bonds by placing the proceeds of the new bonds in an irrevocable trust to provide for all future debt service payment of the old bonds. Since the requirements that normally satisfy defeasance have been met, the financial statements reflect satisfaction of the original liability through the irrevocable transfer to an escrow agent of an amount computed to be adequate to meet the future debt service requirements of the issue. Accordingly, the trust account assets and the liability for the defeased bonds are not included in the government's basic financial statements. Through this refunding, the Village reduced its total debt service by $85,858 and obtained an economic gain of $80,452. 74 Packet Pg. 389 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued TAX ABATEMENTS The Village has entered into a tax abatement agreement with Woodman's Food Market, Inc. as an incentive to stimulate economic development. The abatement is authorized through a Development Agreement passed by the Village Board in Ordinance 2016-067 on December 19, 2018. Woodman's will be financially responsible for constructing all necessary offsite roadway and intersection improvements as required by the Village, County, or State along the public roadways along the perimeter of the property. The offsite improvements are estimated to be $4,000,000. The Village will reimburse Woodman's an amount not to exceed $4,000,000 for the roadway improvements and an a additional payment of $3,000,000 for a combined total of $7,000,000. In order to promote and assist c Woodman's with the project, the Village agrees to share certain sales tax received that corresponds to the new sales tax revenue generated from the retail sales of the project. The sales tax allowable is a°, limited to the sales tax associated with grocery, general merchandise, and products only. Woodman's must acquire or otherwise be authorized to use the premise in Buffalo Grove, construct and operate the a CD business, and construct the offsite roadway improvements to be eligible for the incentives. The Village's incentive payments for the year ended December 31, 2019 were $467,656. Q The Village has entered into a tax abatement agreement with Edward Hines Lumber Co. as an incentive to stimulate economic development. The abatement is authorized through Village Ordinance 2000-67 on November 20, 2000 and has since been amended with Village Ordinance 2003-18 on March 3, 2003 and Ordinance 2009-47 on August 3 2009. Edward Hines Lumber Co. shall maintain a single order - acceptance point policy for all credit sales and shall not relocate the single order -acceptance point outside of the Village unless it violates or contravenes any state or federal law or court decision/detei7nination. The Village will remit 6o percent of the municipal sales tax resulting from the credit sales received by the Village to Edward Hines Lumber Co. The Village will keep the remaining 40 percent. The Village's incentive payments for the year ended December 31, 2019 were $1,236,067. The Village has entered into a tax abatement agreement with LAB Development, LLC as an incentive to stimulate economic development. The abatement is authorized through Village Ordinance 2011-14 on March 21, 2011 and has since been amended with Village Ordinance 2016-032 on May 10, 2016. LAB Development, LLC shall conduct its business in Buffalo Grove, maintain a single order - acceptance point on premise. The amendment to the original agreement in 2016 requires LAB Development, LLC to extend their current lease at the premise in Buffalo Grove and expand the operation from 61,416 square feet to 124,605 square feet. The lease extension must be no less than 8.5 years, commencing January 1, 2016. The original agreement provided LAB Development, LLC with a tax abatement of 100 percent of the municipal sales tax in year one of the agreement, this percentage decreases 10 percent per year until year seven of the agreement. The amount of municipal sales tax abated to LAB Development, LLC could not exceed $500,000 over the seven-year term. The amended agreement extended the abatements to LAB Development, LLC under new terms. LAB Development, 75 Packet Pg. 390 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued TAX ABATEMENTS — Continued LLC is entitled to 80 percent of the base municipal sales tax above $162,207 in year one. The percentage per year decreases 10 percent until year five, from year five to year eight and a half the percentage is fixed at 50 percent. The base municipal sales tax amount of $162,207 is fixed for the term of the contract and prorated for the half year in 2024. The amount of municipal sales tax to be abated is not to exceed $2,600,000 over the life of the amended agreement. If LAB Development, LLC relocates or ceases business operations on the premise within five years of the commencement date of the amended contract they shall reimburse the Village 100 percent of the municipal sales tax payments to Q the Village within ninety days. IF LAB Development, LLC relocates or ceases business operations on c the premise after the fifth year they will remit $750,000 to the Village within ninety days. If LAB 4- Development, LLC relocates or ceases business operations on the premise after the sixth year they will a°, remit $375,000 to the Village within ninety days. If LAB Development, LLC relocates or ceases business operations on the premise after the seventh year the will remit $187,500 to the Village within a CD ninety days. If LAB Development, LLC conducts less than $30,000,000 of taxable sales at the premise in any given year of the contract they shall not receive more than 50 percent of the municipal sales tax Q increment for that year. The Village's incentive payments for the year ended December 31, 2019 were Q, $234,019. The Village has entered into a tax abatement agreement with Zonatherm. In order to encourage Zonatherm to maintain its business operation in the Village, and to assist with their project in the Village, the Village agrees to share home rule sales tax received by the Village using a formula which corresponds to new sales tax generated by Zonatherm over a finite period of time. For the fist sales tax year, 100 percent of that year's incremental municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the second sales tax year 90 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the third sales tax year 80 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the fourth sales tax year 70 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the fifth sales tax year 60 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the sixth sales tax year 50 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. For the seventh sales tax year 50 percent of that year's municipal sales tax above the base of $100,000 will be paid to Zonatherm. The entire distribution cannot exceed $500,000 in aggregate. This agreement will end upon the completion of the seventh year or the $500,000 cap. In the event that Zonatherm ceases the business with seven years or generate less than $1,000 in sales tax in any sales tax year, Zonatherm shall reimburse the Village 100 percent of the municipal sales tax payments received. The Village's incentive payments for the year ended December 31, 2019 were $0. 76 Packet Pg. 391 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued TAX ABATEMENTS — Continued In order to encourage Bits to relocate its business operation to the Village of Buffalo Grove, and to assist with their project in the Village, the Village agrees to share a portion of its home rule sales tax received by the Village using a formula which corresponds to new sales tax revenue generated by the business over a finite period of time. For the first sales tax year, 75 percent of that year's home rule sales tax received by the Village for the first $40,000,000 in annual taxable sales and 100 percent of that year's home rule sales tax for annual taxable sales greater than $40,000,000. For the second sales tax year, 75 percent of that year's home rule sales tax received by the Village for the first $40,000,000 a in annual taxable sales and 100 percent of that year's home rule sales tax for the annual taxable sales c greater than $40,000,000. For the third sales tax year, 75 percent of that year's home rule sales tax received by the Village for the first $40,000,000 in annual taxable sales and 100 percent of that year's a°, home rule sales tax for the annual taxable sales greater than $40,000,000. For the fourth sales tax year, r- 75 percent of that year's home rule sales tax received by the Village for the first $40,000,000 in annual a taxable sales and 100 percent of that year's home rule sales tax for the annual taxable sales greater than $40,000,000. For the fifth sales tax year, 75 percent of that year's home rule sales tax received by the Q Village for the first $40,000,000 in annual taxable sales and 100 percent of that year's home rule sales Q, tax for the annual taxable sales greater than $40,000,000. For the sixth sales tax year, 75 percent of that year's home rule sales tax received by the Village for the first $40,000,000 in annual taxable sales and W 100 percent of that year's home rule sales tax for the annual taxable sales greater than $40,000,000. v Should Bits relocate or cease its business within the first two years of the agreement Bits shall reimburse the Village 85 percent of the total home rule sales tax distributed. Should Bits relocate or o cease business after two years of this agreement than Bits agrees to reimburse the Village 75 percent of 0 the total home rules sales tax payments received. Should Bits relocate or cease business after three w years of this agreement than Bits agrees to reimburse the Village 55 percent of the total home rules m sales tax payments received. Should Bits relocate or cease business after four years of this agreement; than Bits agrees to reimburse the Village 40 percent of the total home rules sales tax payments received. Should Bits relocate or cease business after five years of this agreement than Bits agrees to reimburse the Village 35 percent of the total home rules sales tax payments received. The Village's incentive 2 payments for the year ended December 31, 2019 were $566,782. Q 77 Packet Pg. 392 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued NET POSITION/FUND BALANCE Net Position Restatements Beginning net position was restated due to removing the GASB Statement No. 75 obligation from the internal service funds. The following is a summary of the net position as originally reported and as restated: Increase/ Net Position As Reported As Restated (Decrease) Central Garage $ (659,581) 5,093 664,674 Building Maintenance (541,622) 7,258 548,880 Fund Balance Classifications The following is a schedule of fund balance classifications for the governmental funds as of the date of this report: Capital Projects Facilities Street General Development Maintenance Nonmajor Totals Fund Balances Nonspendable Inventories $ 120,809 - - - 120,809 Prepaids 38,685 - - - 38,685 159,494 - - - 159,494 Restricted Seizure Funds 484,881 - - - 484,881 Motor Fuel Tax - - - 1,316,313 1,316,313 Metra Parking Lot - - - 37,452 37,452 Debt Service - - - 803 803 484,881 - - 1,354,568 1,839,449 Committed Capital Projects 8,313,902 2,577 258,430 - 8,574,909 Unassigned 18,939,974 - - - 18,939,974 Total Fund Balances 27,898,251 2,577 258,430 1,354,568 29,513,826 78 Packet Pg. 393 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued NET POSITION/FUND BALANCE — Continued Fund Balance Classifications — Continued In the governmental fund financial statements, the Village considers restricted amounts to have been spent when an expenditure is incurred for purposes for which both restricted and unrestricted fund balance is available. The Village first utilizes committed, then assigned and then unassigned fund balance when an expenditure is incurred for purposes for which all three unrestricted fund balances are available. a rn 0 Nonspendable Fund Balance. Consists of resources that cannot be spent because they are either: a) not 4- in a spendable form; or b) legally or contractually required to be maintained intact. a°, c Restricted Fund Balance. Consists of resources that are restricted to specific purposes, that is, when a CD constraints placed on the use of resources are either: a) externally imposed by creditors (such as through debt covenants), grantors, contributors, or laws or regulations of other governments; or b) imposed by Q law through constitutional provisions or enabling legislation. Q, Cofnnnitted Fund Balance. Consists of resources constrained (issuance of an ordinance) to specific purposes by the government itself, using its highest level of decision -making authority, the Village Board; to be reported as committed, amounts cannot be used for any other purpose unless the government takes the same highest -level action to remove or change the constraint. Assigned Fund Balance. Consists of amounts that are constrained by the Village Board intent to be used for specific purposes but are neither restricted nor committed. Intent is expressed by the Village Board itself or by a body or official to which the Village Board has delegated the authority to assign amounts to be used for specific purposes. The Village's' highest level of decision -making authority is the Village Board, who is authorized to assign amounts to a specific purpose. Unassigned Fund Balance. Consists of residual net resources of a fund that has not been restricted, committed, or assigned within the General Fund and deficit fund balances of other governmental funds. Minimum Fund Balance Policy. The Village's fund balance policy for the General Fund requires committed fund balance to be maintained at a minimum of 25% of budgeted operating expenditures. 79 Packet Pg. 394 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 3 — DETAIL NOTES ON ALL FUNDS — Continued NET POSITION/FUND BALANCE — Continued Net Position Classifications Net investment in capital assets was comprised of the following as of December 31, 2019: Governmental Activities Capital Assets - Net of Accumulated Depreciation $ 62,583,298 3 a Plus: Unamortized Loss on Refunding 16,721 c N w O Less Capital Related Debt: General Obligation Bonds (11,859,275) Unamortized Premium (76,752) Q. m Net Investment in Capital Assets 50,663,992 Q Business -Type Activities N Capital Assets - Net of Accumulated Depreciation 43,393,338 Less Capital Related Debt: IEPA Loans Payable (311,332) Installment Note Payable (6,001,817) Net Investment in Capital Assets 37,080,189 NOTE 4 — OTHER INFORMATION RISK MANAGEMENT The Village is exposed to various risks of loss related to torts; theft of, damage to and destruction of assets; errors and omissions; natural disasters; and injuries to the Village's employees. The Village has purchased insurance from private insurance companies. Risks covered included certain types of liabilities and bonds. Premiums have been displayed as expenditures/expenses in appropriate funds. There were no significant changes in insurance coverages from the prior year and settlements did not exceed insurance coverage in any of the past three fiscal years. 80 Packet Pg. 395 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued CONTINGENT LIABILITIES Litigation The Village is a defendant in various lawsuits. Although the outcome of these lawsuits is not presently determinable, in the opinion of the Village's attorney, the resolution of these matters will not have a material adverse effect on the financial condition of the Village. Grants a Amounts received or receivable from grantor agencies are subject to audit and adjustment by grantor c agencies, principally the federal government. Any disallowed claims, including amounts already - collected, may constitute a liability of the applicable funds. The amount, if any, of expenditures which W may be disallowed by the grantor cannot be determined at this time although the Village expects such amounts, if any, to be immaterial. C U V Financial Impact of COVID-19 a In March of 2020, the World Health Organization declared the COVID-19 virus a public health emergency. As of the date of this report, the extent of the impact of COVID-19 on the Village's operations and financial position cannot be determined. JOINT VENTURES Northwest Water Commission (NWWC) The Village is a member of the Northwest Water Commission (NWWC) which consists of four municipalities. NWWC is a municipal corporation and public body politic and corporate established pursuant to the Constitution of the State of Illinois and the Intergovernmental Cooperation Act of the State of Illinois, as amended (the Act). NWWC is empowered under the Act to plan, construct, improve, extend, acquire, finance, operate and maintain a water supply system to serve its members and other potential water purchasers. The four members of NWWC and their percentage shares as of April 30, 2019 are as follows: Percent Share Village of Arlington Heights 36.43 % Village of Buffalo Grove 17.06 Village of Palatine 29.10 Village of Wheeling 17.41 100.00 % 81 Packet Pg. 396 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued JOINT VENTURES — Continued Northwest Water Commission (NWWC) — Continued These percentage shares are based upon formula contained in the water supply agreement and are subject to change in future years based on consumption by the municipalities. The members form a contiguous geographic service area which is located northwest of downtown Chicago. Under the NWWC Agreement, additional members may join NWWC upon the approval of a each member. 0 N w NWWC is governed by a Board of Commissioners which consists of one Village Manager from each a°, member municipality. Each Commissioner has an equal vote. The officers of NWWC are appointed by r_ the Board of Commissioners. The Board of Commissioners determines the general policy of NWWC, a makes all appropriations, approves contracts for sale or purchase of water, adopts by-laws, rules and U regulations, and exercises such powers and performs such duties as may be prescribed in the NWWC Q Agreement or the by-laws. Q, Summary of financial positions as of April 30, 2019: Current Assets $ 22,501,071 Current Liabilities $ 1,819,845 Noncurrent Assets Noncurrent Liabilities 5,803,081 Capital Assets 31,985,244 Total Liabilities 7,622,926 Total Assets 54,486,315 Net Position 46,863,389 Summary of revenues, expenses and changes in net position for the year ended April 30, 2019: Operating Revenues $ 12,688,333 Operating Expenses 10,817,209 Operating Income 1,871,124 Nonoperating Revenue (Expenses) 339,082 Change in Net Position 2,210,206 Net Position - Beginning 44,653,183 Net Position - Ending 46,863,389 82 Packet Pg. 397 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued JOINT VENTURES — Continued Northwest Water Commission (NWWC) — Continued Complete financial statements can be obtained from the Northwest Water Commission, 1525 North Wolf Road, Des Plaines, Illinois 60015. NWWC's bonds are revenue obligations. They are limited obligations of NWWC with a claim for payment solely from and secured by a pledge of the revenues of the system and amounts in various funds a and accounts established by NWWC resolutions. The bonds are not a debt of any member. NWWC has c no power to levy taxes. 4- 0 aD Revenues of the system consist of: (a) all receipts derived from Water Supply Contracts or any other contract for the supply of water; (b) all income derived from the investment of monies; and (c) all income, a CD fees, water service charges, and all rates, rents and receipts derived by NWWC from the ownership and operation of the system and the sale of water. JAWA covenants to establish fees and charges sufficient to Q provide revenues to meet all its requirements. Q, N/WWC has entered into Water Supply Contracts with the four -member municipalities for a term of 40 years, extending to 2030. The Water Supply Contracts are irrevocable and may not be terminated or amended except as provided in the Water Supply Contract. Each member is obligated, on a "take or pay" basis, to purchase or in any event to pay for a minimum annual quantity of water. NWWC has entered into an agreement with the City of Evanston under which the City has agreed to sell quantities of lake water sufficient to supply the projected water needs of NWWC through the year 2030. The obligation of the Village to make all payments as required by this Contract is unconditional and irrevocable, without regard to performance or nonperformance by NWWC of its obligations under this Contract. The payments required to be made by the Village under this Contract are required to be made solely from revenues to be derived by the Village from the operation of the Village's system. Members are not prohibited by the Contract from using other available fields to make payments required under the Contract. This Contract shall not constitute an indebtedness of the Village within the meaning of any statutory or constitutional limitation. The obligation of the Village to make payments required by this Agreement from revenues of the Waterworks and Sewerage System shall be payable from the operation and maintenance account of the Water and Sewerage Fund. In accordance with the joint venture agreement, the Village remitted $1,722,150 to NWWC for the year ended April 30, 2019. All payments were paid from the Water and Sewerage Fund. The Village's share of net position of NWWC was $7,996,136 at April 30, 2019. 83 Packet Pg. 398 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued JOINT VENTURES — Continued Solid Waste Agency of Northern Cook County (SWANCC) The Village is a member of the Solid Waste Agency of Northern Cook County (SWANCC) which consists of twenty-three municipalities. SWANCC is a municipal corporation and public body politic established pursuant to the Constitution Act of the State of Illinois and the Intergovernmental Cooperation Act of the State of Illinois, as amended. SWANCC is empowered to plan, construct, finance, operate, and maintain a solid waste disposal system to serve its members. SWANCC is governed by a Board of Directors which consists of one appointed representative from each member municipality. Each Director has an equal vote. The officers of SWANCC are appointed by the Board of Directors. The Board of Directors determines the general policy of SWANCC, makes all appropriations, approves contracts, adopts resolutions providing for the issuance of bonds or notes by SWANCC, adopts by- laws, rules and regulations, and exercises such powers and performs such duties as may be prescribed in the SWANCC agreement or the by-laws. Separate audited financial statements are available at 77 W Hintz Road, Suite 200, Wheeling, Illinois 60090. SWANCC's bonds are revenue obligations. They are limited obligations of SWANCC, with a claim for payment solely from and secured by a pledge of the revenues of the system, and amounts in various funds and accounts established by SWANCC resolutions. SWANCC has no power to levy taxes. Revenues of the system consist of. (a) all receipts derived from Solid Waste Disposal Contracts or any other contracts for the disposal of waste; (b) all income derived from the investment of monies; and (c) all income, fees, service charges, and all grants, rents, and receipts derived by SWANCC from the ownership and operation of the system. SWANCC covenants to establish fees and charges sufficient to provide revenues to meet all its requirements. SWANCC has entered into Solid Waste Disposal Contracts with the member municipalities. The Contracts are irrevocable, and may not be terminated or amended, except as provided in the Contract. Each member is obligated, on a "take or pay" basis, to purchase or in any event to pay for a minimum annual cost of the system. The obligation of the Village to make all payments as required by this Contract is unconditional and irrevocable, without regard to performance or nonperformance by SWANCC of its obligations under this Contract. a 84 Packet Pg. 399 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued JOINT VENTURES — Continued Solid Waste Agency of Northern Cook County (SWANCC) — Continued The payments required to be made by the Village under this Contract are required to be made solely from revenues to be derived by the Village from the operation of the Municipal Waste System Fund. The Village is not prohibited by the Contract from using any other funds to make the payments required by the Contract. The Contract shall not constitute an indebtedness of the Village within the meaning of nay statutory or constitutional limitation. In accordance with the joint venture agreement, the Village remitted $816,849 to SWANCC for the year ended December 31, 2019, which is recorded in the Village's Refuse Service Fund. EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS The Village contributes to three defined benefit pension plans, the Illinois Municipal Retirement Fund (IMRF), a defined benefit agent multiple -employer public employee retirement system and the Police Pension Plan which is a single -employer pension plan, and the Firefighters' Pension Plan which is a single -employer pension plan. A separate report is issued for the Police Pension Plan and Firefighters' Pension Plan and may be obtained by writing to the Village at 50 Raupp Boulevard, Buffalo Grove, Illinois 60089. IMRF issues a publicly available financial report that includes financial statements and required supplementary information for the plan as a whole, but not by individual employer. That report may be obtained online at www.imr£orfz. The benefits, benefit levels, employee contributions, and employer contributions are governed by Illinois Compiled Statutes (ILCS) and can only be amended by the Illinois General Assembly. The aggregate amount recognized for the three pension plans is: Pension Net Pension Deferred Deferred Expense Liability Outflows Inflows IMRF $ 1,243,068 11,467,656 6,556,077 1,374,055 Police Pension 4,068,282 29,585,230 3,677,640 6,110,520 Firefighters' Pension 3,038,963 18,320,693 2,905,845 3,612,098 8,350,313 59,373,579 13,139,562 11,096,673 Illinois Municipal Retirement Fund (IMRF) Plan Descriptions Plan Administration. All employees (other than those covered by the Police Pension Plan and the Firefighters' Pension Plan) hired in positions that meet or exceed the prescribed annual hourly standard must be enrolled in IMRF as participating members. The plan is accounted for on the economic resources measurement focus and the accrual basis of accounting. Employer and employee contributions are recognized when earned in the year that the contributions are required, benefits and refunds are recognized as an expense and liability when due and payable. a 85 Packet Pg. 400 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Plan Descriptions — Continued Benefits Provided. IMRF has three benefit plans. The vast majority of IMRF members participate in the Regular Plan (RP). The Sheriff's Law Enforcement Personnel (SLEP) plan is for sheriffs, deputy sheriffs, and selected police chiefs. Counties could adopt the Elected County Official (ECO) plan for officials elected prior to August 8, 2011 (the ECO plan was closed to new participants after that date). IMRF provides two tiers of pension benefits. Employees hired before January 1, 2011, are eligible for Tier 1 benefits. Tier 1 employees are vested for pension benefits when they have at least eight years of qualifying service credit. Tier 1 employees who retire at age 55 (at reduced benefits) or after age 60 (at full benefits) with eight years of service are entitled to an annual retirement benefit, payable monthly for life, in an amount equal to 1-2/3% of the final rate of earnings for the first 15 years of service credit, plus 2% for each year of service credit after 15 years to a maximum of 75% of their final rate of earnings. Final rate of earnings is the highest total earnings during any consecutive 48 months within the last 10 years of service, divided by 48. Under Tier 1, the pension is increased by 3% of the original amount on January 1 every year after retirement. Employees hired on or after January 1, 2011, are eligible for Tier 2 benefits. For Tier 2 employees, pension benefits vest after ten years of service. Participating employees who retire at age 62 (at reduced benefits) or after age 67 (at full benefits) with ten years of service are entitled to an annual retirement benefit, payable monthly for life, in an amount equal to 1-2/3% of the final rate of earnings for the first 15 years of service credit, plus 2% for each year of service credit after 15 years to a maximum of 75% of their final rate of earnings. Final rate of earnings is the highest total earnings during any 96 consecutive months within the last 10 years of service, divided by 96. Under Tier 2, the pension is increased on January 1 every year after retirement, upon reaching age 67, by the lesser of- 9 3% of the original pension amount, or • 1/2 of the increase in the Consumer Price Index of the original pension amount. 3 a 0 N 4-- 0 a� c a CD U V a 86 Packet Pg. 401 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Plan Descriptions — Continued Plan Membership. As of December 31, 2018, the measurement date, the following employees were covered by the benefit terms: Inactive Plan Members Currently Receiving Benefits 107 Inactive Plan Members Entitled to but not yet Receiving Benefits 55 Active Plan Members 97 Total 259 Contributions. As set by statute, the Village's Regular Plan Members are required to contribute 4.5% of their annual covered salary. The statute requires employers to contribute the amount necessary, in addition to member contributions, to finance the retirement coverage of its own employees. For the year -ended December 31, 2019, the Village's contribution was 11.38% of covered payroll. Net Pension Liability. The Village's net pension liability was measured as of December 31, 2018. The total pension liability used to calculate the net pension liability was determined by an actuarial valuation as of that date. Actuarial Assumptions. The total pension liability was determined by an actuarial valuation performed, as of December 31, 2018, using the following actuarial methods and assumptions: Actuarial Cost Method Entry Age Normal Asset Valuation Method Market Actuarial Assumptions Interest Rate 7.25% Salary Increases 3.39% to 14.25% Cost of Living Adjustments 3.50% Inflation 2.50% 3 a 0 N 4- 0 W c a m U 0 g 87 Packet Pg. 402 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Plan Descriptions — Continued Actuarial Assumptions — Continued. For non -disabled retirees, an IMRF specific mortality table was used with fully generational projection scale MP-2017 (base year 2015). The IMRF specific rates were developed from the RP-2014 Blue Collar Health Annuitant Mortality Table with adjustments to match Q current IMRF experience. For disabled retirees, an IMRF specific mortality table was used with fully c generational projection scale MP-2017 (base year 2015). The IMRF specific rates were developed from 4- the RP-2014 Disabled Retirees Mortality Table applying the same adjustment that were applied for a°, non -disabled lives. For active members, an IMRF specific mortality table was used with fully c generational projection scale MP-2017 (base year 2015). The IMRF specific rates were developed from a CD the RP-2014 Employee Mortality Table with adjustments to match current IMRF experience. a The long-term expected rate of return on pension plan investments was determined using a building- block method in which best -estimate ranges of expected future real rates of return (expected returns, net of pension plan investment expense, and inflation) are developed for each major asset class. These ranges are combined to produce the long-term expected rate of return by weighting the expected future real rates of return to the target asset allocation percentage and adding expected inflation. The target allocation and best estimates of geometric real rates of return for each major asset class are summarized in the following table: Long -Term Expected Real Asset Class Target Rate of Return Fixed Income 28.00% 3.00% Domestic Equities 37.00% 6.85% International Equities 18.00% 6.75% Real Estate 9.00% 5.75% Blended 7.00% 2.65% - 7.35% Cash and Cash Equivalents 1.00% 2.25% 88 Packet Pg. 403 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Discount Rate The discount rate used to measure the total pension liability was 7.25%, and the prior valuation was 7.50%. The projection of cash flows used to determine the discount rate assumed that member contributions will be made at the current contribution rate and that Village contributions will be made at Q rates equal to the difference between the actuarially determined contribution rates and the member rate. c Based on those assumptions, the IMRF's fiduciary net position was projected to be available to make 4- all project future benefit payments of current plan members. Therefore, the long-term expected rate of a°, return on pension plan investments was applied to all period of projected benefit payments to determine the total pension liability. a CD U U Discount Rate Sensitivity Q The following is a sensitivity analysis of the net pension liability to changes in the discount rate. The table below presents the pension liability of the Village calculated using the discount rate as well as what the Village's net pension liability would be if it were calculated using a discount rate that is one percentage point lower or one percentage point higher than the current rate: Net Pension Liability 1% Decrease (6.25%) $ 19,851,028 Current Discount Rate (7.25%) 11,467,656 1% Increase (8.25%) 4,566,084 89 Packet Pg. 404 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Changes in the Net Pension Liability Balances at December 31, 2017 Changes for the Year: Service Cost Interest on the Total Pension Liability Changes of Benefit Terms Difference Between Expected and Actual Experience of the Total Pension Liability Changes of Assumptions Contributions - Employer Contributions - Employees Net Investment Income Benefit Payments, including Refunds of Employee Contributions Other (Net Transfer) Net Changes Total Pension Plan Fiduciary Net Pension Liability Net Position Liability (A) (B) (A)-(B) S 60,749,812 57,488,356 3,261,456 843,915 - 843,915 4,483,157 - 4,483,157 582,645 - 582,645 - 1,218,342 (1,218,342) - 394,144 (394,144) 1,849,878 (2,997,666) 4,847,544 (2,792,678) (2,792,678) - - 938,575 (938,575) 4,966,917 (3,239,283) 8,206,200 Balances at December 31, 2018 65,716,729 54,249,073 11,467,656 Q 90 Packet Pg. 405 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Illinois Municipal Retirement Fund (IMRF) — Continued Pension Expense, Deferred Outflows of Resources, and Deferred Inflows of Resources Related to Pensions For the year ended December 31, 2019, the Village recognized pension expense of $1,243,068. At December 31, 2019, the Village reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Difference Between Expected and Actual Experience Change in Assumptions Net Difference Between Projected and Actual Earnings on Pension Plan Investments Total Pension Expense to be Recognized in Future Periods Pension Contributions Made Subsequent to the Measurement Date Total Deferred Amounts Related to IMRF Deferred Deferred Outflows of Inflows of Resources Resources Totals $ 601,224 (272,091) 329,133 1,418,963 (1,101,964) 316,999 3,480,430 - 3,480,430 5,500,617 (1,374,055) 4,126,562 1,055,460 - 1,055,460 6,556,077 (1,374,055) 5,182,022 $1,055,460 reported as deferred outflows of resources related to pensions resulting from employer contributions subsequent to the measurement date and will be recognized as a reduction of the net pension liability in the reporting year ended December 31, 2020. Amounts reported as deferred outflows of resources and deferred inflows of resources related to pensions will be recognized in pension expense in future periods as follows: Fiscal Year Net Deferred Outflows of Resources 2020 $ 1,160,416 2021 526,366 2022 892,261 2023 1,547,519 2024 - Thereafter - Total 4,126,562 Q 91 Packet Pg. 406 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Police Pension Plan Plan Descriptions Plan Administration. The Police Pension Plan is a single -employer defined benefit pension plan that covers all sworn police personnel. The defined benefits and employee and minimum employer contribution levels are governed by Illinois Compiled Statutes (40 ILCS 5/3-1) and may be amended Q only by the Illinois legislature. The Village accounts for the Fund as a pension trust fund. The Fund is c governed by a five -member pension board. Two members of the Board are appointed by the Village 4- President, one member is elected by pension beneficiaries and two members are elected by active police a°, employees. a Plan Membership. At December 31, 2019, the measurement date, membership consisted of the following: a Inactive Plan Members Currently Receiving Benefits 52 Inactive Plan Members Entitled to but not yet Receiving Benefits 3 Active Plan Members 62 Total 117 Benefits Provided. The following is a summary of the Police Pension Plan as provided for in Illinois State Statutes. The Police Pension Plan provides retirement benefits through two tiers of benefits as well as death and disability benefits. Covered employees hired before January 1, 2011 (Tier 1), attaining the age of 50 or older with 20 or more years of creditable service are entitled to receive an annual retirement benefit of 1/ of the salary attached to the rank held on the last day of service, or for one year prior to the last day, whichever is greater. The annual benefit shall be increased by 2.5 percent of such salary for each additional year of service over 20 years up to 30 years, to a maximum of 75 percent of such salary. Employees with at least eight years but less than 20 years of credited service may retire at or after age 60 and receive a reduced benefit. The monthly benefit of a police officer who retired with 20 or more years of service after January 1, 1977 shall be increased annually, following the first anniversary date of retirement and be paid upon reaching the age of at least 55 years, by 3 percent of the original pension and 3 percent compounded annually thereafter. Covered employees hired on or after January 1, 2011 (Tier 2), attaining the age of 55 or older with 10 or more years of creditable service are entitled to receive an annual retirement benefit equal to the average monthly salary obtained by dividing the total salary of the police officer during the 96 consecutive months of service within the last 120 months of service in which the total salary was the highest by the number of months of service in that period. Police officer salary for the pension purposes is capped at $106,800, plus the lesser of 1/2 of the annual change in the Consumer Price Index or 3 percent compounded. 92 Packet Pg. 407 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Police Pension Plan — Continued Plan Descriptions — Continued Benefits Provided — Continued. The annual benefit shall be increased by 2.5 percent of such a salary for each additional year of service over 20 years up to 30 years to a maximum of 75 percent of such salary. Employees with at least 10 years may retire at or after age 50 and receive a reduced benefit (i.e., '/z percent for each month under 55). The monthly benefit of a Tier 2 police officer shall be increased annually at age 60 on the January I st after the police officer retires, or the first anniversary of the pension starting date, whichever is later. Noncompounding increases occur annually, each January thereafter. The increase is the lesser of 3 percent or'/z of the change in the Consumer Price Index for the proceeding calendar year. Contributions. Covered employees are required to contribute 9.91% of their base salary to the Police Pension Plan. If an employee leaves covered employment with less than 20 years of service, accumulated employee contributions may be refunded without accumulated interest. The Village is required to contribute the remaining amounts necessary to finance the plan and the administrative costs as actuarially determined by an enrolled actuary. However, effective January 1, 2011, ILCS requires the Village to contribute a minimum amount annually calculated using the projected unit credit actuarial cost method that will result in the funding of 90% of the past service cost by the year 2040. For the year -ended December 31, 2019, the Village's contribution was 41.68% of covered payroll. Concentrations. At year end, the Pension Plan does not have any investments (other than investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments) in any one organization that represent 5 percent or more of net position available for benefits. Actuarial Assumptions The total pension liability was determined by an actuarial valuation performed, as of December 31, 2019, using the following actuarial methods and assumptions: Actuarial Cost Method Entry Age Normal Asset Valuation Method Market Actuarial Assumptions Interest Rate 7.00% Salary Increases 3.75% - 8.42% Cost of Living Adjustments 3.25% Inflation 2.25 % a 93 Packet Pg. 408 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Police Pension Plan — Continued Actuarial Assumptions — Continued Mortality rates were based on the RP-2014 adjusted for Plan Status, Collar, and Illinois Public Pension Data, as appropriate. Discount Rate The discount rate used to measure the total pension liability was 7.00%, the same as the prior valuation. The projection of cash flows used to determine the discount rate assumed that member contributions will be made at the current contribution rate and that Village contributions will be made at rates equal to the difference between the actuarially determined contribution rates and the member rate. Based on those assumptions, the Fund's fiduciary net position was projected to be available to make all project future benefit payments of current plan members. Therefore, the long-term expected rate of return on pension plan investments was applied to all period of projected benefit payments to determine the total pension liability. Discount Rate Sensitivity The following is a sensitivity analysis of the net pension liability to changes in the discount rate. The table below presents the pension liability of the Village calculated using the discount rate as well as what the Village's net pension liability would be if it were calculated using a discount rate that is one percentage point lower or one percentage point higher than the current rate: Current 1% Decrease Discount Rate 1% Increase (6.00%) (7.00%) (8.00%) Net Pension Liability $ 45,564,381 29,585,230 16,658,069 3 a 0 N w O W c a CD U V a 94 Packet Pg. 409 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Police Pension Plan — Continued Changes in the Net Pension Liability Balances at December 31, 2018 Changes for the Year: Service Cost Interest on the Total Pension Liability Changes of Benefit Terms Difference Between Expected and Actual Experience of the Total Pension Liability Changes of Assumptions Contributions - Employer Contributions - Employees Contributions - Other Net Investment Income Benefit Payments, including Refunds of Employee Contributions Administrative Expense Net Changes Total Pension Plan Fiduciary Net Pension Liability Net Position Liability (A) (B) (A) - (B) $ 98,824,702 64,222,737 34,601,965 1,649,198 - 1,649,198 6,772,474 - 6,772,474 425,172 - 425,172 1,380,756 - 1,380,756 1,501,809 - 1,501,809 - 2,899,820 (2,899,820) - 660,350 (660,350) - 83,945 (83,945) - 13,161,796 (13,161,796) (4,150,161) (4,150,161) - - (59,767) 59,767 7,579,248 12,595,983 (5,016,735) Balances at December 31, 2019 106,403,950 76,818,720 29,585,230 Q 95 Packet Pg. 410 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Police Pension Plan — Continued Pension Expense, Deferred Outflows of Resources, and Deferred Inflows of Resources Related to Pensions For the year ended December 31, 2019, the Village recognized pension expense of $4,068,282. At December 31, 2019, the Village reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Difference Between Expected and Actual Experience Change in Assumptions Net Difference Between Projected and Actual Earnings on Pension Plan Investments Total Deferred Amounts Related to Police Pension Deferred Deferred Outflows of Inflows of Resources Resources Totals $ 1,510,861 2,166,779 (245,742) 1,265,119 (1,818,822) 347,957 - (4,045,956) (4,045,956) 3,677,640 (6,110,520) (2,432,880) Amounts reported as deferred outflows of resources and deferred inflows of resources related to pensions will be recognized in pension expense in future periods as follows: Net Deferred Outflows/ Fiscal (inflows) Year of Resources 2020 $ (368,088) 2021 (1,019,997) 2022 (343,477) 2023 (1,348,241) 2024 441,672 Thereafter 205,251 Total (2,432,880) a 96 Packet Pg. 411 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Firefighters' Pension Plan Plan Descriptions Plan Administration. The Firefighters' Pension Plan is a single -employer defined benefit pension plan that covers all sworn firefighter personnel. The defined benefits and employee and minimum employer contribution levels are governed by Illinois Compiled Statutes (40 ILCS 5/4-1) and may be amended Q only by the Illinois legislature. The Village accounts for the Fund as a pension trust fund. The Fund is c governed by a five -member pension board. Two members of the Board are appointed by the Village 4- President, one member is elected by pension beneficiaries and two members are elected by active fire a°, employees. a Plan Membership. At December 31, 2019, the measurement date, membership consisted of the following: a Inactive Plan Members Currently Receiving Benefits 42 Inactive Plan Members Entitled to but not yet Receiving Benefits 1 Active Plan Members 55 Total 98 Benefits Provided. The following is a summary of the Firefighters' Pension Plan as provided for in Illinois State Statutes. The Firefighters' Pension Plan provides retirement benefits through two tiers of benefits as well as death and disability benefits. Covered employees hired before January 1, 2011 (Tier 1), attaining the age of 50 or older with 20 or more years of creditable service are entitled to receive an annual retirement benefit of % of the salary attached to the rank held on the last day of service, or for one year prior to the last day, whichever is greater. The annual benefit shall be increased by 2.5 percent of such salary for each additional year of service over 20 years up to 30 years, to a maximum of 75 percent of such salary. Employees with at least eight years but less than 20 years of credited service may retire at or after age 60 and receive a reduced benefit. The monthly benefit of a firefighter who retired with 20 or more years of service after January 1, 1977 shall be increased annually, following the first anniversary date of retirement and be paid upon reaching the age of at least 55 years, by 3 percent of the original pension and 3percent compounded annually thereafter. 97 Packet Pg. 412 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Firefighters' Pension Plan — Continued Plan Descriptions — Continued Benefits Provided — Continued. Covered employees hired on or after January 1, 2011 (Tier 2), attaining the age of 55 or older with 10 or more years of creditable service are entitled to receive an annual 3 retirement benefit equal to the average monthly salary obtained by dividing the total salary of the Q firefighter during the 96 consecutive months of service within the last 120 months of service in which c the total salary was the highest by the number of months of service in that period. Firefighters' salary for the pension purposes is capped at $106,800, plus the lesser of 1/2 of the annual change in the a°, Consumer Price Index or 3 percent compounded. The annual benefit shall be increased by 2.5 percent of such a salary for each additional year of service over 20 years up to 30 years to a maximum of 75 a percent of such salary. Employees with at least 10 years may retire at or after age 50 and receive a reduced benefit (i.e., '/2 percent for each month under 55). The monthly benefit of a Tier 2 firefighter Q shall be increased annually at age 60 on the January 1st after the firefighter retires, or the first Q, anniversary of the pension starting date, whichever is later. Noncompounding increases occur annually, each January thereafter. The increase is the lesser of 3 percent or 1/2 of the change in the Consumer Price W Index for the proceeding calendar year. Q Contributions. Covered employees are required to contribute 9.455% of their base salary to the Firefighters' Pension Plan. If an employee leaves covered employment with less than 20 years of service, accumulated employee contributions may be refunded without accumulated interest. The Village is required to contribute the remaining amounts necessary to finance the plan and the administrative costs as actuarially determined by an enrolled actuary. However, effective January 1, 2011, ILCS requires the Village to contribute a minimum amount annually calculated using the projected unit credit actuarial cost method that will result in the funding of 90% of the past service cost by the year 2040. For the year -ended December 31, 2019, the Village's contribution was 31.78% of covered payroll. Concentrations. At year end, the Pension Plan does not have any investments (other than investments issued or explicitly guaranteed by the U.S. government and investments in mutual funds, external investment pools, and other pooled investments) in any one organization that represent 5 percent or more of net position available for benefits. 98 Packet Pg. 413 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Firefighters' Pension Plan — Continued Actuarial Assumptions The total pension liability was determined by an actuarial valuation performed, as of December 31, 2019, using the following actuarial methods and assumptions: a Actuarial Cost Method Entry Age 0 Normal `- 0 Asset Valuation Method Market W c a CD Actuarial Assumptions Interest Rate 7.00% Q Salary Increases 3.75% - 9.48% Cost of Living Adjustments 3.25% Inflation 2.25% Mortality rates were based on the RP2014 base rates with blue collar adjustment projected to the valuation date with scale MP2016. Discount Rate The discount rate used to measure the total pension liability was 7.00%, the same as the prior valuation. The projection of cash flows used to determine the discount rate assumed that member contributions will be made at the current contribution rate and that Village contributions will be made at rates equal to the difference between the actuarially determined contribution rates and the member rate. Based on those assumptions, the Fund's fiduciary net position was projected to be available to make all project future benefit payments of current plan members. Therefore, the long-term expected rate of return on pension plan investments was applied to all period of projected benefit payments to determine the total pension liability. 99 Packet Pg. 414 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Firefighters' Pension Plan — Continued Discount Rate Sensitivity The following is a sensitivity analysis of the net pension liability to changes in the discount rate. The table below presents the pension liability of the Village calculated using the discount rate as well as what the Village's net pension liability would be if it were calculated using a discount rate that is one percentage point lower or one percentage point higher than the current rate: Net Pension Liability Changes in the Net Pension Liability Balances at December 31, 2018 Current 1% Decrease Discount Rate 1% Increase (6.00%) (7.00%) (8,00%) $ 31,299,570 18,320,693 7,791,395 Changes for the Year: Service Cost Interest on the Total Pension Liability Changes of Benefit Terms Difference Between Expected and Actual Experience of the Total Pension Liability Changes of Assumptions Contributions - Employer Contributions - Employees Net Investment Income Benefit Payments, including Refunds of Employee Contributions Administrative Expense Net Changes Total Pension Plan Fiduciary Net Pension Liability Net Position Liability (A) (B) (A)-(B) S 79,973,421 58,060,345 21,913,076 1,264,639 - 1,264,639 5,477,561 - 5,477,561 640,951 - 640,951 1,246,145 - 1,246,145 1,195,177 - 1,195,177 - 1,915,164 (1,915,164) - 542,215 (542,215) - 11,064,141 (11,064,141) (3,445,092) (3,445,092) - - (104,664) 104,664 6,379,381 9,971,764 (3,592,383 Balances at December 31, 2019 86,352,802 68,032,109 18,320,693 100 Packet Pg. 415 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued EMPLOYEE RETIREMENT SYSTEM — DEFINED BENEFIT PENSION PLANS — Continued Firefighters' Pension Plan — Continued Pension Expense, Deferred Outflows of Resources, and Deferred Inflows of Resources Related to Pensions For the year ended December 31, 2019, the Village recognized pension expense of $3,042,109. At December 31, 2019, the Village reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Difference Between Expected and Actual Experience Change in Assumptions Net Difference Between Projected and Actual Earnings on Pension Plan Investments Total Deferred Amounts Related to Firefighters' Pension Deferred Deferred Outflows of Inflows of Resources Resources Totals $ 1,404,494 (497,342) 907,152 1,501,351 (306,395) 1,194,956 - (2,808,361) (2,808,361) 2,905,845 (3,612,098) (706,253) Amounts reported as deferred outflows of resources and deferred inflows of resources related to pensions will be recognized in pension expense in future periods as follows: Net Deferred Outflows/ Fiscal (Inflows) Year of Resources 2020 $ (434,691) 2021 (459,364) 2022 303,891 2023 (1,142,598) 2024 320,167 Thereafter 706,342 Total (706,253) a 101 1 Packet Pg. 416 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued OTHER POST -EMPLOYMENT BENEFITS General Information about the OPEB Plan Plan Description. The Village's defined benefit OPEB plan, Village of Buffalo Grove Retiree Benefits Plan (RBP), provides OPEB for all permanent full-time general and public safety employees of the Village. RBP is a single -employer defined benefit OPEB plan administered by the Village. Article 11 of the State Compiled Statutes grants the authority to establish and amend the benefit terms and financing requirements to the Village Board. No assets are accumulated in a trust that meets the criteria in Q paragraph 4 of Statement 75. c N w Benefits Provided. RBP offers medical, prescription, vision, dental, life insurance coverage to retirees. a°, Retirees pay full cost of coverage. Coverage ends at age 65 or once retirees are eligible for Medicare. r_ a Plan Membership. As of December 31, 2019, the measurement date, the following employees were covered by the benefit terms: Q Inactive Plan Members Currently Receiving Benefits 41 Inactive Plan Members Entitled to but not yet Receiving Benefits - Active Plan Members 207 Total 248 Total OPEB Liability The Village's total OPEB liability was measured as of December 31, 2019, and was determined by an actuarial valuation as of December 31, 2018. Actuarial assumptions and other inputs. The total OPEB liability in the December 31, 2019 actuarial valuation was determined using the following actuarial assumptions and other inputs, applied to all periods included in the measurement, unless otherwise specified: 102 Packet Pg. 417 VILLAGE OF BUFFALO GROVE, ILLINOIS 11.A.a Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued OTHER POST -EMPLOYMENT BENEFITS — Continued Total OPEB Liability — Continued Actuarial assumptions and other inputs - Continued. Inflation Salary Increases Discount Rate Healthcare Cost Trend Rates Retirees' Share of Benefit -Related Costs 2.25% 3.00% 2.74% 5.50% for 2020, decreasing to an ultimate rate of 5.00% for 2024 and later years 100% of Benefit -Related Costs The discount rate was based on a combination of the expected long-term rate of return on plan investments and the municipal bond rate. Mortality rates were based on the sex distinct raw rates as developed in the RP-2014 study, with blue collar adjustment. These rates are improved generationally using MP-2016 improvement rates. Change in the Total OPEB Liability Total OPEB Liability Balance at December 31, 2018 $ 9,006,111 Changes for the Year: Service Cost 263,570 Interest on the Total Pension Liability 360,862 Changes of Benefit Terms - Difference Between Expected and Actual Experience - Changes of Assumptions or Other Inputs 2,158,863 Benefit Payments (409,592) Net Changes 2,373,703 Balance at December 31, 2019 11,379,814 3 a rn 0 N 0 a� c a m U 0 a 103 Packet Pg. 418 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued OTHER POST -EMPLOYMENT BENEFITS — Continued Sensitivity of the Total OPEB Liability to Changes in the Discount Rate The following is a sensitivity analysis of the total OPEB liability to changes in the discount rate. The table below presents the OPEB liability of the Village calculated using the discount rate as well as what the Village's total OPEB liability would be if it were calculated using a discount rate that is one percentage point lower or one percentage point higher than the current rate: a Current 0 1% Decrease Discount Rate 1% Increase (1.74%) (2.74%) (3.74%) a°, c Total OPEB Liability $ 12,668,893 11,379,814 9,639,304 Q. m U V Sensitivity of the Total OPEB Liability to Changes in the Healthcare Cost Trend Rates a The following is a sensitivity analysis of the total OPEB liability to changes in the healthcare cost trend rates. The table below presents the OPEB liability of the Village calculated using the discount rate as well as what the Village's total OPEB liability would be if it were calculated using healthcare trend rates that are one percentage point lower or one percentage point higher than the current rates: Healthcare Cost Trend Rates (4.50% (5.50% (6.50% decreasing to decreasing to decreasing to 4.00%) 5.00%) 6.00%) Total OPEB Liability $ 9,264,037 11,379,814 13,214,590 104 Packet Pg. 419 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Notes to the Financial Statements December 31, 2019 NOTE 4 — OTHER INFORMATION — Continued OTHER POST -EMPLOYMENT BENEFITS — Continued OPEB Expense and Deferred Outflows of Resources and Deferred Inflows of Resources Related to OPEB For the year ended December 31, 2019, the Village recognized OPEB expense of $766,604. At December 31, 2019, the Village reported deferred outflows of resources and deferred inflows of resources related to OPEB from the following sources: Difference Between Expected and Actual Experience Change in Assumptions Net Difference Between Projected and Actual Earnings on Pension Plan Investments Total Deferred Amounts Related to OPEB Deferred Outflows of Resources Deferred Inflows of Resources Totals 1,937,213 (615,153) 1,322,060 1,937,213 (615,153) 1,322,060 Amounts reported as deferred outflows of resources and deferred inflows of resources related to OPEB will be recognized in OPEB expense as follows: Net Deferred Fiscal Outflows Year of Resources 2020 $ 142,172 2021 142,172 2022 142,172 2023 142,172 2024 142,172 Thereafter 611,200 Total 1,322,060 SUBSEQUENT EVENT On May 20, 2020, the Village issued $24,000,000 of General Obligation Bonds, due in annual installments of $1,600,000 to $1,840,000, plus interest at 1.14% to 2.55% through December 1, 2035. 3 a 0 N 4- 0 d c a m Q N LL Q (U d 0 ,L^ V 0 w 10 m c m E t U ca Q 105 Packet Pg. 420 11.A.a REQUIRED SUPPLEMENTARY INFORMATION Required supplementary information includes financial information and disclosures that are required by the GASB but are not considered a part of the basic financial statements. Such information includes: • Schedule of Employer Contributions Illinois Municipal Retirement Fund Police Pension Fund Firefighters' Pension Fund • Schedule of Changes in the Employer's Net Pension Liability Illinois Municipal Retirement Fund Police Pension Fund Firefighters' Pension Fund • Schedule of Investment Returns Police Pension Fund Firefighters' Pension Fund • Schedule of Changes in the Employer's Total OPEB Liability Retiree Benefit Plan • Budgetary Comparison Schedule General Fund Notes to the Required Supplementary Information Budgetary Information — Budgets are adopted on a basis consistent with generally accepted accounting principles. a Packet Pg. 421 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Illinois Municipal Retirement Fund Required Supplementary Information Schedule of Employer Contributions December 31, 2019 Contributions in Relation to Actuarially the Actuarially Contribution Contributions as Fiscal Determined Determined Excess/ Covered a Percentage of Year Contribution Contribution (Deficiency) Payroll Covered Payroll a 2014 $ 1,020,544 $ 1,071,994 $ 51,450 $ 7,802,324 13.74% o 2015 1,093,142 1,093,142 - 8,157,772 13.40%/a c 2016 1,112,901 1,112,901 - 8,023,803 13.87% 0 2017 1,164,635 1,164,635 - 8,384,700 13.89% r- 2018 1,225,584 1,225,584 - 8,810,810 13.91% C 2019 1,055,460 1,055,460 - 9,275,708 11.38% Q Notes to the Required Supplementary Information: Actuarial Cost Method Entry Age Normal Amortization Method Level % Pay (Closed) Remaining Amortization Period 25 Years Asset Valuation Method 5-Year Smoothed Market Inflation 2.75 % Salary Increases 3.75% - 14.50% Investment Rate of Return 7.50% Retirement Age See the Notes to the Financial Statements Mortality An IMRF specific mortality table was used with fully generational projection scale MP-2014 (base year 2012). Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 106 Packet Pg. 422 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Police Pension Fund Required Supplementary Information Schedule of Employer Contributions December 31, 2019 Contributions in Relation to Actuarially the Actuarially Contribution Contributions as Fiscal Determined Determined Excess/ Covered a Percentage of Year Contribution Contribution (Deficiency) Payroll Covered Payroll a 2014 $ 2,359,777 $ 2,083,758 $ (276,019) $ 5,984,178 34.82% o 2015 2,256,676 2,284,315 27,639 6,056,962 37.71% c 2016 2,407,865 2,430,017 22,152 6,406,672 37.93% 0 2017 2,538,183 2,641,453 103,270 6,565,793 40.23% r- 2018 2,673,256 2,668,632 (4,624) 6,738,022 39.61% C 2019 2,795,672 2,899,820 104,148 6,957,008 41.68% Q Notes to the Required Supplementary Information: Actuarial Cost Method Entry Age Normal Amortization Method Level % Pay (Closed) Remaining Amortization Period 23 Years Asset Valuation Method 5-Year Smoothed Market Inflation 2.50% Salary Increases 4.00% - 8.67% Investment Rate of Return 7.00% Retirement Age 50-60 Mortality RP 2014 Study, with Blue Collar Adjustment and improved gereationally using MP-2016 Improvement Rates Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 107 Packet Pg. 423 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Firefighters' Pension Fund Required Supplementary Information Schedule of Employer Contributions December 31, 2019 Contributions in Relation to Actuarially the Actuarially Contribution Contributions as Fiscal Determined Determined Excess/ Covered a Percentage of Year Contribution Contribution (Deficiency) Payroll Covered Payroll a 2014 $ 1,884,815 $ 2168,844 $ 284,029 $ 5,224,950 41.51% o 2015 1,848,990 2:202,138 353,148 5,308,713 41.48% c 2016 1,728,496 2,166,040 437,544 5,390,509 40.18% 0 2017 1,862,674 1,864,498 1,824 5,585,881 33.38% r- 2018 1,897,942 1,897,968 26 5,836,466 32.52% C 2019 1,859,212 1,915,164 55,952 6,026,152 31.78% Q Notes to the Required Supplementary Information: Actuarial Cost Method Entry Age Normal Amortization Method Level % Pay (Closed) Remaining Amortization Period 23 Years Asset Valuation Method 5-Year Smoothed Market Inflation 2.50% Salary Increases 4.00% - 9.73% Investment Rate of Return 7.00% Retirement Age 50-65 Mortality RP 2014 Study, with Blue Collar Adjustment and improved gereationally using MP-2016 Improvement Rates Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 108 Packet Pg. 424 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Illinois Municipal Retirement Fund Required Supplementary Information Schedule of Changes in the Employer's Net Pension Liability December 31, 2019 12/31/14 Total Pension Liability Service Cost $ 964,574 Interest 3,808,085 3 Differences Between Expected and Actual Experience (1,126,970) Q rn Change of Assumptions 1,736,515 0 Benefit Payments, Including Refunds of Member Contributions (2,148,231) N c Net Change in Total Pension Liability 3,233,973 a� Total Pension Liability - Beginning 51,366,296 C U V Q Total Pension Liability - Ending 54,600,269 Plan Fiduciary Net Position Contributions - Employer $ 1,071,994 Contributions - Members 369,278 Net Investment Income 2,892,087 Benefit Payments, Including Refunds of Member Contributions (2,148,231) Other (Net Transfer) (1,146,370) Net Change in Plan Fiduciary Net Position 1,038,758 Plan Net Position - Beginning 47,764,745 Plan Net Position - Ending 48,803,503 Employer's Net Pension Liability $ 5,796,766 Plan Fiduciary Net Position as a Percentage of the Total Pension Liability 89.38% Covered Payroll $ 8,195,678 Employer's Net Pension Liability as a Percentage of Covered Payroll 70.73% Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 109 Packet Pg. 425 11.A.a 12/31/15 12/31/16 12/31/17 12/31/18 860,654 871,953 858,070 843,915 4,031,299 4,310,485 4,434,597 4,483,157 1,338,146 (921,372) 40,460 582,645 145,117 (220,386) (1,963,662) 1,849,878 (2,416,367) (2,582,301) (2,637,150) (2,792,678) 3,958,849 1,458,379 732,315 4,966,917 54,600,269 58,559,118 60,017,497 60,749,812 58,559,118 60,017,497 60,749,812 65,716,729 1,093,142 1,112,901 1,164,635 1,218,342 402,168 428,936 377,312 394,144 241,715 3,350,903 8,949,122 (2,997,666) (2,416,367) (2,582,301) (2,637,150) (2,792,678) 520,582 (346,357) (974,388) 938,575 (158,760) 1,964,082 6,879,531 (3,239,283) 48,803,503 48,644,743 50,608,825 57,488,356 48,644,743 50,608,825 57,488,356 54,249,073 9,914,375 9,408,672 3,261,456 11,467,656 83.07% 84.32% 94.63% 82.55% 8,157,772 8,023,803 8,384,700 8,758,756 121.53% 117.26% 38.90% 130.93% 3 a rn 0 N 0 aD c a m u 0 Q 110 Packet Pg. 426 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Police Pension Fund Required Supplementary Information Schedule of Changes in the Employer's Net Pension Liability December 31, 2019 2014 Total Pension Liability Service Cost $ 1,415,171 Interest 5,318,732 Differences Between Expected and Actual Experience - a rn Change of Assumptions - c Change of Benefit Terms - c Benefit Payments, Including Refunds of Member Contributions (2,747,592) c c� Net Change in Total Pension Liability 3,986,311 C Total Pension Liability - Beginning 77,355,682 Q Total Pension Liability - Ending 81,341,993 N Plan Fiduciary Net Position U. Contributions - Employer $ 2,083,758 v Contributions - Members 654,693 Contributions - Other - ° Net Investment Income 3,756,487 0 Benefit Payments, Including Refunds of Member Contributions (2,747,592) w Administrative Expense (33,343) p0 Net Change in Plan Fiduciary Net Position 3,714,003 c E Plan Net Position - Beginning 52,540,449 M Plan Net Position - Ending 56,254,452 Q Employer's Net Pension Liability 25,087,541 Plan Fiduciary Net Position as a Percentage of the Total Pension Liability 69.16% Covered Payroll $ 5,984,178 Employer's Net Pension Liability as a Percentage of Covered Payroll 419.23% Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 111 Packet Pg. 427 11.A.a 2015 2016 2017 2018 2019 1,386,660 1,534,051 1,637,139 1,628,794 1,649,198 5,438,273 5,861,687 6,171,179 6,489,093 6,772,474 (1,015,708) 358,140 353,405 (92,557) 1,380,756 4,811,344 170,816 (3,590,403) - 1,501,809 c - - - - 425,172 c (2,969,657) (3,283,543) (3,602,086) (3,803,918) (4,150,161) c 7,650,912 4,641,151 969,234 4,221,412 7,579,248 C 81,341,993 88,992,905 93,634,056 94,603,290 98,824,702 Q 88,992,905 93,634,056 94,603,290 98,824,702 106,403,950 2,284,315 2,430,017 2,524,306 2,668,632 2,899,820 669,077 622,198 627,548 674,488 660,350 - - 117,147 28,742 83,945 186,635 3,418,114 8,300,527 (2,726,611) 13,161,796 (2,969,657) (3,283,543) (3,602,086) (3,803,919) (4,150,161) (39,870) (43,969) (62,733) (51,073) (59,767) 130,500 3,142,817 7,904,709 (3,209,741) 12,595,983 56,254,452 56,384,952 59,527,769 67,432,478 64,222,737 56,384,952 59,527,769 67,432,478 64,222,737 76,818,720 32,607,953 34,106,287 27,170,812 34,601,965 29,585,230 63.36% 63.57% 71.28% 64.99% 72.20% 6,056,962 6,406,672 6,565,793 6,738,022 6,957,008 53835% 532.36% 413.82% 513.53% 425.26% 112 Packet Pg. 428 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Firefighters' Pension Fund Required Supplementary Information Schedule of Changes in the Employer's Net Pension Liability December 31, 2019 2014 Total Pension Liability Service Cost $ 1,378,069 Interest 4,304,137 Differences Between Expected and Actual Experience 218,159 a rn Change of Assumptions (938,734) c Change in Benefit Terms - c Benefit Payments, Including Refunds of Member Contributions (1,943,411) c c� Net Change in Total Pension Liability 3,018,220 C Total Pension Liability - Beginning 62,459,374 Q Total Pension Liability - Ending 65,477,594 Plan Fiduciary Net Position Contributions - Employer $ 2,168,844 Contributions - Members 502,014 Contributions - Other - Net Investment Income 3,195,916 Benefit Payments, Including Refunds of Member Contributions (1,943,409) Administrative Expense (42,368) Net Change in Plan Fiduciary Net Position 3,880,997 Plan Net Position - Beginning 45,275,721 Plan Net Position - Ending 49,156,718 Employer's Net Pension Liability 16,320,876 Plan Fiduciary Net Position as a Percentage of the Total Pension Liability 75.07% Covered Payroll $ 5,224,950 Employer's Net Pension Liability as a Percentage of Covered Payroll 312.36% Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 113 Packet Pg. 429 11.A.a 2015 2016 2017 2018 2019 1,179,270 1,260,242 1,348,459 1,325,255 1,264,639 4,508,473 4,757,917 4,961,836 5,226,040 5,477,561 (1,080,688) (133,067) 204,895 234,796 1,246,145 1,139,953 (588,791) - - 1,195,177 c - - - - 640,951 c (2,141,668) (2,225,410) (2,540,912) (2,940,773) (3,445,092) c 3,605,340 3,070,891 3,974,278 3,845,318 6,379,381 Q- m 65,477,594 69,082,934 72,153,825 76,128,103 79,973,421 Q 69,082,934 72,153,825 76,128,103 79,973,421 86,352,802 2,202,138 2,166,040 1,863,911 1,897,968 1,915,164 524,714 516,422 520,184 53 3, 534 542,215 - - 588 - - 654,625 3,415,513 7,601,179 (2,917,744) 11,064,141 (2,141,668) (2,225,410) (2,540,912) (2,940,773) (3,445,092) (48,363) (42,284) (60,925) (75,110) (104,664) 1,191,446 3,830,281 7,384,025 (3,502,125) 9,971,764 49,156,718 50,348,164 54,178,445 61,562,470 58,060,345 50,348,164 54,178,445 61,562,470 58,060,345 68,032,109 18,734,770 17,975,380 14,565,633 21,913,076 18,320,693 72.88% 75.09% 80.87% 72.60% 78.78% 5,308,713 5,390,509 5,585,881 5,836,466 6,026,152 352.91 % 333.46% 260.76% 375.45% 304.02% 114 Packet Pg. 430 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Police Pension Fund Required Supplementary Information Schedule of Investment Returns December 31, 2019 Annual Money - Weighted Rate of Return, Net Fiscal of Investment Year Expense 2014 2015 2016 2017 2018 2019 7.00% 0.67% 5.71% 14.38% (4.09%) 20.58% Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. 3 a 0 N 0 M c a m U U Q 115 Packet Pg. 431 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Firefighters' Pension Fund Required Supplementary Information Schedule of Investment Returns December 31, 2019 Annual Money - Weighted Rate of Return, Net Fiscal of Investment Year Expense 2014 2015 2016 2017 2018 2019 7.08% 1.32% 6.78% 14.05% (4.77%) 19.23% Note: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. Q 116 Packet Pg. 432 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Retiree Benefit Plan Required Supplementary Information Schedule of Changes in the Employer's Total OPEB Liability December 31, 2019 Total OPEB Liability Service Cost Interest Changes in Benefit Terms Differences Between Expected and Actual Experience Change of Assumptions or Other Inputs Benefit Payments Net Change in Total OPEB Liability Total OPEB Liability - Beginning Total OPEB Liability - Ending Covered Payroll Total OPEB Liability as a Percentage of Covered Payroll 2018 2019 $ 298,851 263,570 321,987 360,862 EN rn - (774,109) - 2,158,863 o N c (389,489) (409,592) (542,760) 2,373,703 9,548,871 9,006,111 C 9,006,111 11,379,814 U V Q $ 21,900,270 22,925,736 41.12% 49.64% Notes: This schedule is intended to show information for ten years. Information for additional years will be displayed as it becomes available. Changes of Assumptions. Changes in assumptions related to the discount rate were made in 2019 and 2020 117 Packet Pg. 433 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS General Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Revenues Property Taxes $ 15,488,452 15,488,452 15,457,525 Other Taxes 10,185,000 10,185,000 9,835,616 Intergovernmental 12,306,795 12,306,795 12,458,416 Q rn Charges for Services 1,259,895 1,259,895 1,695,032 c Licenses and Permits 329,100 329,100 362,747 - Fines and Forfeitures 2,902,700 2,902,700 2,938,063 Interest 275,300 275,300 807,330 Miscellaneous 1,153,850 1,153,850 2,659,206 Q- Total Revenues 43,901,092 43,901,092 46,213,935 Q Expenditures Current General Government Public Safety Public Works Capital Outlay Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Sale of Capital Assets Transfers In Transfers Out Net Change in Fund Balance Fund Balance - Beginning 6,376,751 6,540,096 6,061,345 28,531,372 28,531,372 27,561,835 7,521,828 7,521,828 6,091,633 300,000 300,000 220,407 42,729,951 42,893,296 39,935,220 1,171,141 1,007,796 6,278,715 - - 163,085 877,000 877,000 1,009,404 (1,748,607) (1,748,607) (4,159,708) (871,607) (871,607) (2,987,219) 299,534 136,189 3,291,496 24,606,755 Fund Balance - Ending 27,898,251 118 Packet Pg. 434 11.A.a OTHER SUPPLEMENTARY INFORMATION 3 Other supplementary information includes financial statements and schedules not required by the GASB, nor a a rn part of the basic financial statements, but are presented for purposes of additional analysis. c N 4- 0 Such statements and schedules include: aD c • Budgetary Comparison Schedules — Major Governmental Funds C U V • Combining Statements — Nonmajor Governmental Funds Q • Budgetary Comparison Schedules — Nonmajor Governmental Funds • Budgetary Comparison Schedules — Major Enterprise Funds • Combining Statements — Nonmajor Enterprise Funds • Budgetary Comparison Schedules — Nonmajor Enterprise Funds • Combining Statements — Internal Service Funds • Budgetary Comparison Schedules — Internal Service Funds • Combining Statements — Pension Trust Funds • Budgetary Comparison Schedules — Pension Trust Funds • Consolidated Year -End Financial Report Packet Pg. 435 11.A.a COMBINING AND INDIVIDUAL FUND FINANCIAL STATEMENTS AND SCHEDULES GENERAL FUND The General Fund is used to account for all financial resources except those required to be accounted for in another fund. SPECIAL REVENUE FUNDS The Special Revenue Funds are used to account for the proceeds of specific revenue sources (other than fiduciary funds or capital projects funds) that are legally restricted to expenditure for specified purposes. 3 a Motor Fuel Tax Fund 0 N w The Motor Fuel Tax Fund is used to account for expenditures related to approved motor fuel tax projects and 0 revenue from the state gasoline tax as collected and distributed by the State of Illinois. c a CD Metra Parking Lot Fund Q The Metra Parking Lot fund is used to account for revenue generated and costs incurred from the operation of Q, the Metra parking lot operated by the Village. N DEBT SERVICE FUND The Debt Service Fund is used to account for monies restricted, committed or assigned to pay for principal and interest payments on the Village's debt obligations. CAPITAL PROJECTS FUNDS The Capital Projects Funds are used to account for all resources used for the acquisition of capital assets except those financed by Proprietary Funds. Facilities Development Fund The Facilities Development Fund is used to account for and reports financial resources that are restricted, committed or assigned to expenditures for acquisition, construction, improvement, repair, and replacement of the Village's capital facilities. Street Maintenance Fund The Street Maintenance Fund is used to account for and reports financial resources that are restricted, committed or assigned to expenditures for acquisition, construction, improvement, repair, and replacement of the Village's roadways. Packet Pg. 436 11.A.a COMBINING AND INDIVIDUAL FUND FINANCIAL STATEMENTS AND SCHEDULES ENTERPRISE FUNDS Enterprise Funds are used to account for operations that are financed and operated in a manner similar to private business enterprises where the intent is that costs of providing goods or services to the general public on a continuing basis be financed or recovered primarily through user charges; or where it has been decided that periodic determination of revenues earned, expenses incurred and/or net income is appropriate for capital maintenance, public policy, management control, accountability or other purpose. Water and Sewerage Fund 3 The Water and Sewerage Fund is used to account for the revenue and expenses related to the operation of the a water and sewerage system. c N w Arboretum Golf Fund ° a� c The Arboretum Fund is used to account for the revenues and expenses related to the operation of the Arboretum Q, CD golf course. a Buffalo Grove Golf Fund M The Buffalo Grove Golf Fund is used to account for revenue and expenses associated with operating the Villages golf course. Refuse Service Fund The Refuse Fund is used to account for refuse services contracted by the Village for the benefit of its citizens by a private entity. The fund is financed by the fees charged to residents by the private entity and remitted back to the Village of Buffalo Grove. INTERNAL SERVICE FUNDS Internal Service Funds are used to account for the financing of goods or services provided by one department or agency to other departments or agencies other governmental unit, or to other governmental units, on a cost - reimbursement basis. Information Technology Fund The Technology Fund is used to account for all costs associated with providing technology services to all departments in the Village. This fund accounts for global technology costs, shared, and/or exclusive department specific hardware, software, and other technology needs. Costs are assessed to each department by combining the cost of all direct and indirect/shared services as incurred. The indirect/shared costs are charged back per the user base of service(s). Packet Pg. 437 11.A.a COMBINING AND INDIVIDUAL FUND FINANCIAL STATEMENTS AND SCHEDULES INTERNAL SERVICE FUNDS — Continued Central Garage Fund The Central Garage Fund is used to account for the activities required to operate and maintain the Village's automotive fleet. Department charges are derived from the work order process; which documents the type of work performed and cost(s) associated with the work. Building Maintenance Fund The Building Maintenance Fund is used to account for providing a clean, healthy, and safe working environment in Village facilities, meeting area's and public area's. a rn 0 N 4- 0 TRUST AND AGENCY FUNDS c PENSION TRUST FUNDS m Police Pension Fund Q The Police Pension Fund is used to account for the resources necessary to provide retirement and disability pension benefits to full-time sworn police personnel. Although this is a single -employer pension plan, the defined benefits and employer and employee contribution levels are governed by Illinois Compiled Statutes (40 ILCS 513-1) and may be amended only by the Illinois legislature. Financing is provided by the Village contributions, employee payroll withholdings, and investment income. Firefighter's Pension Fund The Firefighters' Pension Fund is used to account for the accumulation of resources to be used for retirement annuity payments to employees on the fire department at appropriate amounts and times in the future. Resources are contributed by employees at rates fixed by law and by the Village at amounts determined by an annual actuarial study. Packet Pg. 438 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Facilities Development - Capital Projects Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Revenues Miscellaneous Expenditures Capital Outlay Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources Transfers In Net Change in Fund Balance Fund Balance - Beginning Fund Balance - Ending Original Final Budget Budget Actual 535.195 535.195 769,584 (535,195) (535,195) (769,584) 535,195 535,195 1,011,593 - - 242,009 (239,432) 2,577 119 Packet Pg. 439 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Street Maintenance - Capital Projects Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Revenues Intergovernmental $ - - 254,814 Miscellaneous - - 35,125 Total Revenues - - 289,939 a rn Expenditures 0 N - Capital Outlay 1,105,000 1,105,000 2,699,384 0 c Excess (Deficiency) of Revenues Q- m Over (Under) Expenditures (1,105,000) (1,105,000) (2,409,445) Q Other Financing Sources Transfers In 1,105,000 1,105,000 2,696,703 N U. Net Change in Fund Balance - - 287,258 v a� Fund Balance - Beginning (28,828) ° c� 0 Fund Balance - Ending 258,430 w w 0 m c a� E t U �a a 120 Packet Pg. 440 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Nonmajor Governmental Funds Combining Balance Sheet December 31, 2019 Special Revenue Motor Fuel Metra Debt Tax Parking Lot Service Totals ASSETS Cash and Investments $ 1,134,158 37,911 - 1,172,069 Receivables - Net of Allowances Property Taxes - - 898,459 898,459 Other 182,155 - 26,206 208,361 Total Assets 1,316,313 37,911 924,665 2,278,889 LIABILITIES Accounts Payable - 459 - 459 Due to Other Funds - - 25,403 25,403 Total Liabilities - 459 25,403 25,862 DEFERRED INFLOWS OF RESOURCES Property Taxes - - 898,459 898,459 Total Liabilities and Deferred Inflows of Resources - 459 923,862 924,321 FUND BALANCES Restricted 1,316,313 37,452 803 1,354,568 Total Liabilities and Fund Balances 1,316,313 37,911 924,665 2,278,889 121 Packet Pg. 441 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Nonmajor Governmental Funds Combining Statement of Revenues, Expenditures and Changes in Fund Balances For the Fiscal Year Ended December 31, 2019 Special Revenue Motor Fuel Metra Debt Tax Parking Lot Service Totals Revenues Taxes $ - - 864,351 864,351 Intergovernmental 1,361,314 - - 1,361,314 Charges for Services - 752 - 752 Fines and Forfeitures - 183,048 - 183,048 Total Revenues 1,361,314 183,800 864,351 2,409,465 Expenditures Current General Government - 231,811 - 231,811 Public Works 1,249,978 - - 1,249,978 Debt Service Principal Retirement - - 1,210,000 1,210,000 Interest and Fiscal Charges - - 325,743 325,743 Total Expenditures 1,249,978 231,811 1,535,743 3,017,532 Excess (Deficiency) of Revenues Over (Under) Expenditures 111,336 (48,011) (671,392) (608,067) Other Financing Sources (Uses) Debt Issuance - - 1,449,275 1,449,275 Payment to Escrow Agent - - (1,457,080) (1,457,080) Transfers In - - 680,000 680,000 Transfers Out - (12,000) - (12,000) - (12,000) 672,195 660,195 Net Change in Fund Balances 111,336 (60,011) 803 52,128 Fund Balances - Beginning 1,204,977 97,463 - 1,302,440 Fund Balances - Ending 1,316,313 37,452 803 1,354,568 Q 122 Packet Pg. 442 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Motor Fuel Tax - Special Revenue Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Revenues Intergovernmental Motor Fuel Tax $ 1,000,000 1,000,000 1,361,314 3 a Expenditures o N Current c Public Works 1,500,000 1,500,000 1,249,978 0) c Net Change in Fund Balance (500,000) (500,000) 111,336 C Fund Balance - Beginning 1,204,977 Q Fund Balance - Ending 1,316,313 123 Packet Pg. 443 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Metra Parking Lot - Special Revenue Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Revenues Charges for Services Fines and Forfeitures Total Revenues Expenditures Current General Government Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing (Uses) Transfers Out Net Change in Fund Balance Fund Balance - Beginning Fund Balance - Ending Original Final Budget Budget Actual $ 1,000 1,000 752 205,000 205,000 183,048 206,000 206,000 183,800 300,024 300,024 231,811 (94,024) (94,024) (48,011) (12,000) (12,000) (12,000) (106,024) (106,024) (60,011) 97,463 37,452 124 Packet Pg. 444 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Debt Service Fund Schedule of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Revenues Taxes Property Taxes Expenditures Debt Service Principal Retirement Interest and Fiscal Charges Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Debt Issuance Payment to Escrow Agent Transfers In Net Change in Fund Balance Fund Balance - Beginning Fund Balance - Ending Original Final Budget Budget Actual $ 1,037,119 1,037,119 864,351 1,210,000 1,210,000 1,210,000 336,119 336,119 325,743 1.546.119 1.546.119 1.535.743 (509,000) (509,000) (671,392) - - 1,449,275 - - (1,457,080) 504,000 504,000 680,000 504,000 504,000 672,195 (5,000) (5,000) 803 803 Q 125 Packet Pg. 445 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Water and Sewerage - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Charges for Services Water and Sewer Charges Connection and Recapture Fees Miscellaneous Total Operating Revenues Operating Expenses Operations Water Sewer Water Purchases Capital Outlay Total Operating Expenses Operating Income Nonoperating Revenue (Expenses) Interest Income Interest Expense Income Before Contributions and Transfers Capital Contributions Transfers Out Income Before GAAP Adjustments Beginning Net Position - Budgetary Basis Ending Net Position - Budgetary Basis Original Final Budget Budget Actual $ 11,905,200 11,905,200 10,525,574 105,800 105,800 138,192 - - 274,269 12,011,000 12,011,000 10,938,035 1,924,416 1,924,416 1,892,902 4,361,372 4,361,372 4,062,032 1,725,000 1,725,000 1,722,150 2,522,344 2,522,344 2,247,604 10,533,132 10,533,132 9,924,688 1,477,868 1,477,868 1,013,347 20,500 20,500 487,333 (146,338) (146,338) (153,805) (125,838) (125,838) 333,528 1,352,030 1,352,030 1,346,875 - - 350,000 (945,000) (945,000) (957,600) (945,000) (945,000) (607,600) 407,030 407,030 739,275 (1,176,631) (437,356) 3 a rn 0 N 0 W c a m U 0 Q 126 Packet Pg. 446 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Water and Sewerage - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual - Continued For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Income Before GAAP Adjustments $ 407,030 407,030 739,275 GAAP Adjustments Capitalized Assets - - 2,017,749 Q rn Depreciation - - (1,611,101) c - - 406,648 c M 0 Change in Net Position 1,352,030 1,352,030 1,145,923 a a m Net Position - Beginning 39,154,070 Q Net Position - Ending 40,299,993 127 Packet Pg. 447 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Arboretum Golf - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Charges for Services Daily Greens Fee and Membership Merchandise Sales Cart, Club and Other Rentals Miscellaneous Total Operating Revenues Operating Expenses Operations Golf Operations Cost of Sales - Pro Shop Capital Outlay Total Operating Expenses (Loss) Before Transfers Transfers In Transfers Out Income Before GAAP Adjustments Beginning Net Position - Budgetary Basis Ending Net Position - Budgetary Basis Original Final Budget Budget Actual $ 804,000 804,000 637,944 52,000 52,000 47,440 277,900 277,900 231,837 116,160 116,160 107,853 1,250,060 1,250,060 1,025,074 1,261,512 1,261,512 1,194,900 45,000 45,000 31,570 35,000 35,000 21,359 1,341,512 1,341,512 1,247,829 (91,452) (91,452) (222,755) 91,452 91,452 292,452 - - (10,000) 91,452 91,452 282,452 - - 59,697 836,555 896,252 Q 128 Packet Pg. 448 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Arboretum Golf - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual - Continued For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Income Before GAAP Adjustments $ - - 59,697 GAAP Adjustments Depreciation - - (430,258) Q rn 0 Change in Net Position - - (370,561) N 0 a� c Net Position -Beginning 6,794,547 � a 0 Net Position - Ending 6,423,986 Q 129 Packet Pg. 449 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Nonmajor Enterprise Funds Combining Statement of Net Position December 31, 2019 ASSETS Current Assets Cash and Investments Inventories Total Current Assets Noncurrent Assets Capital Assets Nondepreciable Depreciable Accumulated Depreciation Total Noncurrent Assets Total Assets DEFERRED OUTFLOWS OF RESOURCES Deferred Items - IMRF Deferred Items - RBP Total Deferred Outflows of Resources Total Assets and Deferred Outflows of Resources Buffalo Grove Refuse Golf Service Totals $ 85,685 265,036 350,721 a 18,962 - 18,962 c 104,647 265,036 369,683 c a� c a m 978,776 - 978,776 Q 3,236,208 - 3,236,208 -- (2,496,214) - (2,496,214) 1,718,770 - 1,718,770 1,823,417 265,036 2,088,453 139,680 - 139,680 13,779 - 13,779 153,459 - 153,459 1,976,876 265,036 2,241,912 130 Packet Pg. 450 11.A.a LIABILITIES Current Liabilities Accounts Payable Accrued Payroll Deposit Payable Compensated Absences Payable Total Current Liabilities Noncurrent Liabilities Compensated Absences Payable Net Pension Liability - IMRF Total OPEB Liability - RBP Total Noncurrent Liabilities Total Liabilities Buffalo Grove Refuse Golf Service Totals $ 3,892 68,755 72,647 5,265 - 5,265 6,745 - 6,745 4,955 - 4,955 20.857 68.755 89,612 19,820 - 19,820 244,323 - 244,323 80,940 - 80,940 345,083 - 345,083 365,940 68,755 434,695 DEFERRED INFLOWS OF RESOURCES Deferred Items - IMRF 29,275 - 29,275 Deferred Items - RBP 4,375 - 4,375 Total Deferred Inflows of Resources 33,650 - 33,650 Total Liabilities and Deferred Inflow of Resources 399,590 68,755 468,345 NET POSITION Investment in Capital Assets 1,718,770 - 1,718,770 Unrestricted (Deficit) (141,484) 196,281 54,797 Total Net Position 1,577,286 196,281 1,773,567 Total Liabilities, Deferred Inflows of Resources, and Net Position 1,976,876 265,036 2,241,912 Q 131 Packet Pg. 451 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Nonmajor Enterprise Funds Combining Statement of Revenues, Expenses and Changes in Net Position For the Fiscal Year Ended December 31, 2019 Buffalo Grove Refuse Golf Service Totals Operating Revenues Charges for Services $ 1,014,510 1,058,282 2,072,792 3 Operating Expenses a rn Operations c Golf Operations 1,006,828 - 1,006,828 N 0 Cost of Sales - Pro Shop 53,526 - 53,526 Refuse - 816,849 816,849 Capital Outlay 3,278 - 3,278CL Depreciation 86,449 - 86,449 Q Total Operating Expenses 1,150,081 816,849 1,966,930 -- Income (Loss) Before Transfers (135,571) 241,433 105,862 Transfers In 158,960 - 158,960 Transfers Out (70,600) (600,000) (670,600) 88,360 (600,000) (511,640) Change in Net Position (47,211) (358,567) (405,778) Net Position - Beginning 1,624,497 554,848 2,179,345 Net Position - Ending 1,577,286 196,281 1,773,567 132 Packet Pg. 452 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Nonmajor Enterprise Funds Combining Statement of Cash Flows For the Fiscal Year Ended December 31, 2019 Cash Flows from Operating Activities Receipts from Customers and Users Payments to Employees Payments to Suppliers Cash Flows from Noncapital Financing Activities Transfers In Transfers Out Net Change in Cash and Cash Equivalents Cash and Cash Equivalents - Beginning Cash and Cash Equivalents - Ending Reconciliation of Operating Income to Net Cash Provided (Used) by Operating Activities Operating Income (Loss) Adjustments to Reconcile Operating Income to Net Income to Net Cash Provided by (Used in) Operating Activities Depreciation and Amortization Expense Other Income (Expense) (Increase) Decrease in Current Assets Increase (Decrease) in Current Liabilities Net Cash Provided by Operating Activities Buffalo Grove Refuse Golf Service Totals $ 1,038,832 1,058,282 2,097,114 ; (275,533) - (275,533) (829,434) (748,094) (1,577,528) (66,135) 310,188 244,053 c N w O a� 158,960 - 158,960 (70,600) (600,000) (670,600) C 88,360 (600,000) (511,640) Q 22,225 (289,812) (267,587) 63,460 554,848 618,308 85,685 265,036 350,721 (135,571) 241,433 105,862 86,449 - 86,449 (29,662) - (29,662) 24,322 - 24,322 (11,673) 68,755 57,082 (66,135) 310,188 244,053 133 Packet Pg. 453 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Buffalo Grove Golf - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Charges for Services Daily Greens Fee and Membership Merchandise Sales Cart, Club and Other Rentals Driving Range Fees Miscellaneous Total Operating Revenues Operating Expenses Operations Golf Operations Cost of Sales - Pro Shop Capital Outlay Total Operating Expenses (Loss) Before Transfers Transfers In Transfers Out Income Before GAAP Adjustments Beginning Net Position - Budgetary Basis Ending Net Position - Budgetary Basis Original Final Budget Budget Actual $ 717,000 717,000 632,780 67,000 67,000 57,050 270,450 270,450 215,125 64,000 64,000 75,608 38,900 38,900 33,947 1,157,350 1,157,350 1,014,510 1,038,710 1,038,710 1,006,828 50,000 50,000 53,526 85,600 85,600 3,278 1,174,310 1,174,310 1,063,632 (16,960) (16,960) (49,122) 16,960 16,960 158,960 - - (70,600) 16,960 16,960 88,360 - 39,238 905,319 944,557 Q 134 Packet Pg. 454 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Buffalo Grove Golf - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual - Continued For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Income Before GAAP Adjustments $ - - 39,238 GAAP Adjustments Depreciation - - (86,449) Q rn 0 Change in Net Position - - (47,211) N 0 a� Net Position -Beginning 1,624,497 c � a 0 Net Position - Ending 1,577,286 Q 135 Packet Pg. 455 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Refuse Service - Enterprise Fund Schedule of Revenues, Expenses and Changes in Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Operating Revenues Charges for Services SWANCC User Fees $ 1,080,000 1,080,000 1,058,282 Operating Expenses Operations Refuse 781,000 781,000 816,849 Income Before Transfers 299,000 299,000 241,433 Transfers Out (600,000) (600,000) (600,000) Change in Net Position (301,000) (301,000) (358,567) Net Position - Beginning 554,848 Net Position - Ending 196,281 136 Packet Pg. 456 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Internal Service Funds Combining Statement of Net Position December 31, 2019 ASSETS Current Assets Cash and Investments LIABILITIES Current Liabilities Accounts Payable Accrued Payroll Total Liabilities NET POSITION Unrestricted Information Central Building Technology Garage Maintenance Totals $ 127,002 196,312 91,651 414,965 126,212 168,353 66,401 360,966 - 22,866 17,992 40,858 126,212 191,219 84,393 401,824 790 5,093 7,258 13,141 Total Liabilities and Net Position 127,002 196,312 91,651 414,965 3 a 0 N 0 a� c a m U 0 Q 137 Packet Pg. 457 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Internal Service Funds Combining Statement of Revenues, Expenses and Changes in Net Position For the Fiscal Year Ended December 31, 2019 Information Central Building Technology Garage Maintenance Totals Operating Revenues Interfund Services $ 1,626,243 2,420,098 1,336,442 5,382,783 3 Operating Expenses a rn Operations c Information Technology 1,626,243 - - 1,626,243 N 0 Central Garage - 2,397,831 - 2,397,831 Building Maintenance - - 1,319,505 1,319,505 Total Operating Expenses 1,626,243 2,397,831 1,319,505 5,343,579 C Q Income Before Transfers - 22,267 16,937 39,204 Transfers Out Change in Net Position - (22,267) (16,937) (39,204) Net Position - Beginning as Restated 790 5,093 7,258 13,141 Net Position - Ending 790 5,093 7,258 13,141 138 Packet Pg. 458 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Internal Service Funds Combining Statement of Cash Flows For the Fiscal Year Ended December 31, 2019 Information Central Building Technology Garage Maintenance Totals Cash Flows from Operating Activities Interfund Services Provided $ 1,626,243 2,420,098 1,336,442 5,382,783 Payments to Suppliers (1,589,943) (1,719,548) (1,151,728) (4,461,219) Payments to Employees - (570,444) (412,124) (982,568) Q rn 36,300 130,106 (227,410) (61,004) c N 4-- 0 Cash Flows from Noncapital Financing Activities Transfers Out - (22,267) (16,937) (39,204) a m Net Change in Cash and Cash Equivalents 36,300 107,839 (244,347) (100,208) Q Cash and Cash Equivalents - Beginning 90,702 88,473 335,998 515,173 Cash and Cash Equivalents - Ending 127,002 196,312 91,651 414,965 Reconciliation of Operating Income to Net Cash Provided (Used) by Operating Activities Operating Income - 22,267 16,937 39,204 Adjustments to Reconcile Operating Income to Net Cash Provided by (Used in) Operating Activities (Increase) Decrease in Current Assets - 10,692 10,329 21,021 Increase (Decrease) in Current Liabilities 36,300 97,147 (254,676) (121,229) Net Cash Provided by Operating Activities 36,300 130,106 (227,410) (61,004) 139 Packet Pg. 459 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Information Technology - Internal Service Fund Schedule of Revenues, Expenses and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Interfund Services Operating Expenses Operations Information Technology Change in Net Position Net Position - Beginning Net Position - Ending Original Final Budget Budget Actual $ 1,743,720 1,743,720 1,626,243 1,743,720 1,743,720 1,626,243 790 790 a 140 Packet Pg. 460 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Central Garage - Internal Service Fund Schedule of Revenues, Expenses and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Interfund Services Operating Expenses Operations Central Garage Income Before Transfers Transfers Out Change in Net Position Net Position - Beginning as Restated Net Position - Ending Original Final Budget Budget Actual $ 1,779,005 1,779,005 2,420,098 1,779,005 1,779,005 2,397,831 - - 22,267 - - (22,267) 5,093 5,093 141 Packet Pg. 461 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Building Maintenance - Internal Service Fund Schedule of Revenues, Expenses and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended December 31, 2019 Operating Revenues Interfund Services Operating Expenses Operations Building Maintenance Income (Loss) Before Transfers Transfers Out Change in Net Position Net Position - Beginning as Restated Net Position - Ending Original Final Budget Budget Actual $ 1,561,259 1,561,259 1,336,442 1,561,269 1,561,269 1,319,505 (10) (10) 16,937 - - (16,937) (10) (10) - 7,258 7,258 142 Packet Pg. 462 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Pension Trust Funds Combining Statement of Fiduciary Net Position December 31, 2019 Police Firefighters' Pension Pension Totals ASSETS Cash and Cash Equivalents $ 4,170,468 774,474 4,944,942 Investments U.S. Treasury Obligations 7,526,304 2,331,227 9,857,531 U.S. Agency Obligations 4,168,396 16,596,565 20,764,961 Corporate Bonds 10,935,647 3,482,963 14,418,610 State and Local Obligations - 2,696,749 2,696,749 Mutual Funds 8,538,641 42,037,885 50,576,526 Equity Securities 41,513,537 - 41,513,537 Receivables - Net of Allowance Accrued Interest 117,522 161,124 278,646 Prepaids 1,881 - 1,881 Total Assets 76,972,396 68,080,987 145,053,383 LIABILITIES Accounts Payable 69,047 48,878 117,925 Due to Other Funds 84,629 - 84,629 Total Liabilities 153,676 48,878 202,554 NET POSITION Net Position Restricted for Pensions 76,818,720 68,032,109 144,850,829 143 Packet Pg. 463 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Pension Trust Funds Combining Statement of Changes in Fiduciary Net Position For the Fiscal Year Ended December 31, 2019 Police Firefighters' Pension Pension Totals Additions Contributions - Employer $ 2,899,820 1,915,164 4,814,984 Contributions - Plan Members 660,350 542,215 1,202,565 Contributions - Other 83,945 - 83,945 a Total Contributions 3,644,115 2,457,379 6,101,494 rn c N 4- 0 Investment Income Interest Earned 1,420,341 1,894,282 3,314,623 Net Change in Fair Value 11,984,474 9,333,204 21,317,678 C 13,404,815 11,227,486 24,632,301 Less Investment Expenses (243,019) (163,345) (406,364) < Net Investment Income 13,161,796 11,064,141 24,225,937 0) Total Additions 16,805,911 13,521,520 30,327,431 Deductions Administration 59,767 104,664 164,431 Benefits and Refunds 4,150,161 3,445,092 7,595,253 Total Deductions 4,209,928 3,549,756 7,759,684 Change in Fiduciary Net Position 12,595,983 9,971,764 22,567,747 Net Position Restricted for Pensions Beginning 64,222,737 58,060,345 122,283,082 Ending 76,818,720 68,032,109 144,850,829 144 Packet Pg. 464 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Police Pension - Pension Trust Fund Schedule of Changes in Fiduciary Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Additions Contributions - Employer $ 2,933,672 2,933,672 2,899,820 Contributions - Plan Members 714,550 714,550 660,350 Contributions - Other - - 83,945 Q Total Contributions 3,648,222 3,648,222 3,644,115 rn 0 N w O Investment Income W Interest Earned 300,000 300,000 1,420,341 Net Change in Fair Value 3,050,000 3,050,000 11,984,474 C 3,350,000 3,350,000 13,404,815 Q Less Investment Expenses (250,000) (250,000) (243,019) Net Investment Income 3,100,000 3,100,000 13,161,796 N Total Additions 6,748,222 6,748,222 16,805,911 U. Q U Deductions Administration 65,000 65,000 59,767 ° Benefits and Refunds 4,039,912 4,039,912 4,150,161 0 w Total Deductions 4,104,912 4,104,912 4,209,928 ' m Change in Fiduciary Net Position 2,643,310 2,643,310 12,595,983 c E s U Net Position Restricted for Pensions Beginning 64,222,737 Q Ending 76,818,720 145 Packet Pg. 465 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Firefighters' Pension - Pension Trust Fund Schedule of Changes in Fiduciary Net Position - Budget and Actual For the Fiscal Year Ended December 31, 2019 Original Final Budget Budget Actual Additions Contributions - Employer $ 1,941,212 1,941,212 1,915,164 Contributions - Plan Members 575,000 575,000 542,215 Total Contributions 2,516,212 2,516,212 2,457,379 Q rn Investment Income 0 N - Interest Earned 350,000 350,000 1,894,282 W Net Change in Fair Value 3,050,000 3,050,000 9,333,204 r_ 3,400,000 3,400,000 11,227,486 C Less Investment Expenses (150,000) (150,000) (163,345) Q Net Investment Income 3,250,000 3,250,000 11,064,141 -- Total Additions 5,766,212 5,766,212 13,521,520 N Deductions U. v Administration 100,000 100,000 104,664 > Benefits and Refunds 3,016,545 3,016,545 3,445,092 ° c� Total Deductions 3,116,545 3,116,545 3,549,756 _o m Change in Fiduciary Net Position 2,649,667 2,649,667 9,971,764 a� E Net Position Restricted for Pensions s Beginning 58,060,345 a Ending 68,032,109 146 Packet Pg. 466 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Consolidated Year -End Financial Report December 31, 2019 CSFA # Program Name State Federal Other Totals 494-00-1488 Motor Fuel Tax Program 494-42-0495 D-91-145-17 Brandywym Lane 494-42-0495 D-91-144-17 Thompson Boulevard 494-10-0343 State and Community Highway Safety/National Priority Safety Program Other Grant Programs and Activities All Other Costs Not Allocated Totals $ 1,249,978 - - 1,249,978 - 134,096 - 134,096 136,282 - 136,282 31,977 - 31,977 3,828 10,892 14,720 - 59,392,153 59,392,153 1,249,978 306,183 59,403,045 60,959,206 147 Packet Pg. 467 11.A.a 668 N, FINER Fii;4AD • k^vfiiPERVII,.L , ILLICXOIS 6056 3 f'18d"FNL 630.393.1 483 • FAX 630.393 2516 wv:+wVauterLroadkai rtian,coin C,EPTIFICD PUOdaO VC ACCOUNTANTS REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENTAL AUDITING STANDARDS August 6, 2020 The Honorable Village President Members of the Board of Trustees Village of Buffalo Grove, Illinois We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards a issued by the Comptroller General of the United States, the financial statements of the governmental rn activities, the business -type activities, each major fund, and the aggregate remaining fund information of N the Village of Buffalo Grove, Illinois, as of and for the year ended December 31, 2019, and the related c notes to the financial statements, which collectively comprise the Village's basic financial statements, and 0 have issued our report thereon dated August 6, 2020. Internal Control Over Financial Reporting a CD a In planning and performing our audit of the financial statements, we considered the Village's internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Village's internal control. According, we do not express an opinion on the effectiveness of the Village's internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the Village's financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. 148 Packet Pg. 468 11.A.a Village of Buffalo Grove, Illinois August 6, 2020 Page 2 Compliance and Other Matters As part of obtaining reasonable assurance about whether the Village's financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. Purpose of this Report 3 a The purpose of this report is solely to describe the scope of our testing of internal control and compliance c and the results of that testing, and not to provide an opinion on the effectiveness of the Village's internal control or on compliance. This report is an integral part of an audit performed in accordance with a°, Government Auditing Standards in considering the Village's internal control and compliance. Accordingly, r- this communication is not suitable for any other purpose. a a LAUTERBACH & AMEN, LLP 149 Packet Pg. 469 11.A.a SUPPLEMENTAL SCHEDULES Q Packet Pg. 470 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements General Obligation Refunding Bonds of 2010A December 31, 2019 Date of Issue Date of Maturity Authorized Issue Denomination of Bonds Interest Rate Interest Dates Principal Maturity Date Payable at April 4, 2010 December 30, 2020 $5,160,000 $5,000 2.00% - 4.00% June 30 and December 30 December 30 Amalgamated Bank of Chicago CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Requirements Year Principal Interest Totals 2020 $ 395,000 15,800 410,800 Interest Due on Jun. 30 Amount Dec. 30 Amount 2020 7,900 2020 7,900 a 150 Packet Pg. 471 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements General Obligation Bonds of 2012 December 31, 2019 Date of Issue Date of Maturity Authorized Issue Denomination of Bonds Interest Rates Interest Dates Principal Maturity Date Payable at August 27, 2012 June 30, 2030 $6,000,000 $5,000 2.00% - 2.75% June 30 and December 30 December 30 Amalgamated Bank of Chicago CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Requirements Interest Due on Year Principal Interest Totals Jun. 30 Amount Dec. 30 Amount 2020 $ 100,000 133,525 233,525 2020 66,762 2020 66,763 2021 415,000 131,525 546,525 2021 65,762 2021 65,763 2022 425,000 123,225 548,225 2022 61,612 2022 61,613 2023 440,000 114,725 554,725 2023 57,362 2023 57,363 2024 450,000 105,925 555,925 2024 52,962 2024 52,963 2025 470,000 96,925 566,925 2025 48,462 2025 48,463 2026 650,000 86,938 736,938 2026 43,469 2026 43,469 2027 650,000 72,313 722,313 2027 36,156 2027 36,157 2028 700,000 56,875 756,875 2028 28,437 2028 28,438 2029 750,000 39,375 789,375 2029 19,687 2029 19,688 2030 750,000 20,625 770,625 2030 10,312 2030 10,313 5,800,000 981,976 6,781,976 490,983 490,993 a 151 Packet Pg. 472 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements General Obligation Bonds of 2016 December 31, 2019 Date of Issue Date of Maturity Authorized Issue Denomination of Bonds Interest Rates Interest Dates Principal Maturity Date Payable at May 3, 2016 December 30, 2031 $6,125,000 $5,000 2.00% - 3.00% June 30 and December 30 December 30 Amalgamated Bank of Chicago CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Requirements Interest Due on Year Principal Interest Totals Jun. 30 Amount Dec. 30 Amount 2020 $ 570,000 94,631 664,631 2020 47,315 2020 47,316 2021 300,000 83,231 383,231 2021 41,615 2021 41,616 2022 305,000 77,231 382,231 2022 38,615 2022 38,616 2023 310,000 71,131 381,131 2023 35,565 2023 35,566 2024 315,000 64,931 379,931 2024 32,465 2024 32,466 2025 325,000 58,631 383,631 2025 29,315 2025 29,316 2026 330,000 52,131 382,131 2026 26,065 2026 26,066 2027 335,000 45,531 380,531 2027 22,765 2027 22,766 2028 345,000 38,413 383,413 2028 19,206 2028 19,207 2029 350,000 30,650 380,650 2029 15,325 2029 15,325 2030 360,000 21,900 381,900 2030 10,950 2030 10,950 2031 370,000 11,100 381,100 2031 5,550 2031 5,550 4,215,000 649,511 4,864,511 324,751 324,760 a 152 Packet Pg. 473 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements General Obligation Refunding Bonds of 2019 December 31, 2019 Date of Issue Date of Maturity Authorized Issue Denomination of Bonds Interest Rates Interest Dates Principal Maturity Date Payable at December 17, 2019 December 30, 2025 $1,449,275 $5,000 1.40% - 1.80% June 30 and December 30 December 30 Amalgamated Bank of Chicago CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Year Principal Requirements Interest Totals Jun. 30 Interest Due on Amount Dec. 30 Amount 2020 $ 234,030 24,073 258,103 2020 12,456 2020 11,617 2021 235,445 19,958 255,403 2021 9,979 2021 9,979 2022 240,990 16,426 257,416 2022 8,213 2022 8,213 2023 241,265 12,690 253,955 2023 6,345 2023 6,345 2024 246,365 8,710 255,075 2024 4,355 2024 4,355 2025 251,180 4,520 255,700 2025 2,260 2025 2,260 1,449,275 86,377 1,535,652 43,608 42,769 a 153 Packet Pg. 474 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements IEPA Loan Payable of 2013 - Pump Stations Improvements December 31, 2019 Date of Issue Date of Maturity Authorized Issue Interest Rate Interest Dates Principal Maturity Date Payable at November 20, 2013 December 1, 2033 $407,307 2.295% June 1 and December 1 December 1 Illinois Environmental Protection Agency CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Year Principal Interest Totals 2020 $ 19,092 7,036 26,128 2021 19,532 6,596 26,128 2022 19,983 6,145 26,128 2023 20,444 5,684 26,128 2024 20,916 5,212 26,128 2025 21,399 4,729 26,128 2026 21,893 4,235 26,128 2027 22,398 3,730 26,128 2028 22,915 3,213 26,128 2029 23,444 2,684 26,128 2030 23,985 2,143 26,128 2031 24,539 1,589 26,128 2032 25,105 1,023 26,128 2033 25,687 441 26,128 311,332 54,460 365,792 a 154 Packet Pg. 475 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Long -Term Debt Requirements Installment Note Payable of 2015 December 31, 2019 Date of Issue Date of Maturity Original Contract Interest Rate Interest Dates Principal Maturity Date Payable at March 27, 2015 June 1, 2029 $6,970,999 2.35% Quarterly Quarterly U.S. Bank National Association CURRENT AND LONG-TERM PRINCIPAL AND INTEREST REQUIREMENTS Fiscal Year Principal Interest Totals 2020 $ 386,802 137,921 524,723 2021 436,970 128,372 565,342 2022 490,763 117,611 608,374 2023 548,394 105,549 653,943 2024 610,091 92,095 702,186 2025 676,096 77,149 753,245 2026 746,659 60,610 807,269 2027 822,046 42,367 864,413 2028 902,537 22,304 924,841 2029 381,459 337,058 718,517 6,001,817 1,121,036 7,122,853 3 a rn 0 N w O W c a m U V a 155 Packet Pg. 476 11.A.a STATISTICAL SECTION (Unaudited) 3 a This part of the comprehensive annual financial report presents detailed information as a context for N understanding what the information in the financial statements, note disclosures, and required supplementary c information says about the Village's overall financial health. c a Financial Trends CD U V Q These schedules contain trend information to help the reader understand how the Village's financial performance and well-being have changed over time. N Revenue Capacity These schedules contain information to help the reader assess the Village's most significant local revenue Debt Capacity These schedules present information to help the reader assess the affordability of the Village's current levels of outstanding debt and the Village's ability to issue additional debt in the future. Demographic and Economic Information These schedules offer demographic and economic indicators to help the reader understand the environment within which the Village's financial activities take place. Operating Information These schedules contain service and infrastructure data to help the reader understand how the information in the Village's financial report relates to the services the Village provides and the activities it performs. Packet Pg. 477 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Net Position by Component - Last Ten Fiscal Years* December 31, 2019 (Unaudited) 2010 2011 2012** 2013 Governmental Activities Net Investment in Capital Assets $ 53,742,519 53,362,147 52,096,183 51,011,919 Restricted 956,803 1,918,263 6,268,039 2,412,222 Unrestricted (Deficit) 15,738,272 13,429,876 11,550,011 12,387,400 Total Governmental 3 Activities Net Position 70,437,594 68,710,286 69,914,233 65,811,541 Q rn Business -Type Activities 0 N - Net Investment in Capital Assets 38,410,966 37,807,146 36,706,161 35,553,648 Unrestricted 14,644,341 12,989,124 11,242,301 11,515,793 a m Total Business -Type Q Activities Net Position 53,055,307 50,796,270 47,948,462 47,069,441 Primary Government Net Investment in Capital Assets 92,153,485 91,169,293 88,802,344 86,565,567 Restricted 956,803 1,918,263 6,268,039 2,412,222 Unrestricted (Deficit) 30,382,613 26,419,000 22,792,312 23,903,193 Total Primary Government Net Position 123,492,901 119,506,556 117,862,695 112,880,982 * Accrual Basis of Accounting ** Auditors restated 2012, from 2011 and earlier have not been adjusted. *** Beginning in 2015, the Village implemented GASB 68 which resulted in the inclusion of net pension liabilities. Data Source: Audited Financial Statements 156 Packet Pg. 478 11.A.a 2014 2015*** 2016 2017 2018 2019 50,712,982 50,609,420 51,756,933 53,318,041 49,126,833 50,663,992 2,664,110 1,974,115 1,632,934 1,629,079 1,909,851 1,839,449 11,048,700 (34,637,401) (36,592,629) (36,022,097) (41,165,382) (40,174,356) 64,425,792 17,946,134 16,797,238 18,925,023 9,871,302 12,329,085 3 Q rn 0 N w O 35,871,503 38,372,943 35,494,070 36,802,425 36,831,535 37,080,189 11,067,173 7,770,059 11,034,826 10,837,462 11,296,427 11,417,357 a m u V Q 46,938,676 46,143,002 46,528,896 47,639,887 48,127,962 48,497,546 86,584,485 88,982,363 87,251,003 90,120,466 85,958,368 87,744,181 2,664,110 1,974,115 1,632,934 1,629,079 1,909,851 1,839,449 22,115,873 (26,867,342) (25,557,803) (25,184,635) (29,868,955) (28,756,999) 111,364,468 64,089,136 63,326,134 66,564,910 57,999,264 60,826,631 157 Packet Pg. 479 11.A.a O N M 0 N 00r-aC N 1O "n O O [` rn r- Cf V O O oc 1C 1C In r M l� a oo C N 7 7 d � aJ Vr a Ur M l� r N CD O N l- O aJ oc t Y N l V � o r �C O o0 M Vl N M Vl a 7 r o w 1C a C d r n a O C 1C W) N --� M a r- oc, r a N r o 'o, a co r rn a7 O N 00 a7 a7 Vl aJ M Vl � oaco�o N �t 't O N � rt O a M N c'Y N cc M a l� Vl " N M N C M. V) t V 00 O O r O — N oc oc O M p G a N O O ,C) r O � a N � N co aJ aJ r[ M rr N N aJ aJ a a) dJ rn V N O q N 00 — — — O oc � O N O N aJ O of � O aJ lz� N O V1 cc In h Ci n v > QcC N V T N K' y H W �' v. W .�•-•+ J z'i N N 7' U y Ci G'i �i li Fri o 9 � o > > .� 'y' O—Cll bA p a+ p LZ+ y P P ti rj Ri Ci ate. LL j U O U U U w a" Y a O N 4- 0 V CD Q r N LL Q V d i O 'L V _C m C cd G s Q Packet Pg. 480 M. MM. , aJ co r n m dr dr r` v-^ M � 11.A.a a) O N c*V O N � a7 a7 M 4, O dr M Vl C` O a, ul Q` N d' M co�N�oo�ora�ccu, ar N r n co a` � N ao N r` ' co N N r-A oc, m v N �O � O d, M �O (N�O C_` IT a7 M V) V) O ul V1 N a7 V1 V1 N O r` d• � G7 r4 G d- N 00 v M O r Lr, oc a r; a r C N N ^ bS O � O � � N z .�yi y N W 4 y ❑ N 51 R v o .� ° .y _❑ y T > .� o °' o �' 0y C.7 y N �'0.~i Fo- �o'o z C7 U t x x .1 Y a Q N 4- 0 G1 V Q 4) �.i U Q 0) r N N� L7� LL Q V d ,0 V _Lm m s m Q 3 i 3 y J CIO J > w J -a s � 3 � 's c3 Q Packet Pg. 481 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Fund Balances of Governmental Funds - Last Ten Fiscal Years* December 31, 2019 (Unaudited) General Fund Nonspendable Restricted Committed Unassigned Reserved Unreserved Total General Fund All Other Governmental Funds Restricted Assigned Committed Unassigned Unreserved Unreserved, Reported in, Special Revenue Funds Capital Projects Funds Total All Other Governmental Funds Total Governmental Funds * Modified Accrual Basis of Accounting 2010 2011 2012** 2013 $ - 1,031,936 518,437 562,399 - - - 162,274 - 7,948,344 7,335,685 7,345,420 - 9,871,895 10,759,935 12,395,113 1,138,273 - - - 17,763,849 - - - 18,902,122 18,852,175 18,614,057 20,465,206 - 1,918,263 6,112,703 1,796,997 - 146,116 144,075 101,213 - (234,206) (253,826) (927,395) 20,271 - - - 2,124,937 - - - 927,626 - - - 3,072,834 1,830,173 6,002,952 970,815 21,974,956 20,682,348 **Auditors restated 2012, from 2011 and earlier have not been adjusted. Data Source: Audited Financial Statements 24,617,009 21,436,021 160 Packet Pg. 482 11.A.a 2014 2015 2016 2017 2018 2019 573,812 551,242 167,957 132,843 132,134 159,494 130,435 223,622 229,953 252,729 607,411 484,881 7,438,256 7,532,123 8,511,306 7,758,348 6,827,236 8,313,902 13,225,644 14,991,907 16,143,726 18,902,476 17,039,974 18,939,974 a 21,368,147 23,298,894 25,052,942 27,046,396 24,606,755 27,898,251 N 0 aD 1,965,328 1,974,115 1,632,934 1,629,079 1,302,440 1,354,568 - - - - - - a m 261,007 Q (2,324,296) (3,707,560) (3,859,964) (3,714,759) (268,260) - N U. Q d (358,968) (1,733,445) (2,227,030) (2,085,680) 1,034,180 1,615,575 p 0 21,009,179 21,565,449 22,825,912 24,960,716 25,640,935 29,513,826 w 0 m c a� E s u �a Q 161 Packet Pg. 483 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Changes in Fund Balances of Governmental Funds - Last Ten Fiscal Years* December 31, 2019 (Unaudited) Revenues Propety Taxes Other Taxes Licenses and Permits Intergovernmental Fines and Forteitures Charges for Services Investment Income Miscellaneous Total Revenues Expenditures Current General Government Public Safety Public Works Capital Outlay Debt Service Principal Interest Other Charges Total Expenditures Excess (Deficiency) of Revenues Over (Under) Expenditures Other Financing Sources (Uses) Transfers In Transfers Out Sales of Capital Assets Auction Proceeds Bond Issued Premium of Issuance of Debt Transfer to Escrow Agent Total Other Financing Sources (Uses) Net Change in Fund Balances Debt Service as a Percentage of Noncapital Expenditures 2010 2011 2012** 2013 $ 13,657,589 14,458,248 14,330,407 14,504,750 17,614,705 17,074,091 18,325,614 19,240,365 278,164 280,139 275,434 294,622 1,096,794 1,060,719 1,011,949 997,371 1,419,761 1,404,308 1,283,956 1,647,364 1,145,679 1,216,497 1,236,158 1,010,868 249,396 133,196 132,457 54,522 1,720,640 1,442,617 1,239,861 1,506,994 37,182,728 37,069,815 37,835,836 39,256,856 4,979,904 5,509,433 5,556,101 6,465,636 21,802,732 22,008,351 21,791,218 21,805,910 8,704,005 8,256,079 9,865,723 12,178,705 3,157,156 1,510,924 1,561,904 1,347,276 980,000 1,055,000 920,000 940,000 194,655 248,539 285,420 385,395 127,930 - - - 39,946,382 38,588,326 39,980,366 43,122,922 (2,763,654) (1,518,511) (2,144,530) (3,866,066) 2,153,190 1,891,354 2,621,132 2,119,313 (1,936,190) (1,338,354) (1,985,632) (1,434,235) 103,565 52,538 45 - 7,760,000 - 6,000,000 - 178,229 - 91,669 - (5,218,242) - - - 3,040,552 605,538 6,727,214 685,078 276,898 (912,973) 4,582,684 (3,180,988) 3.19% 3.52% 3.14% 3.17% * Modified Accrual Basis of Accounting **Auditors restated 2012, from 2011 and earlier have not been adjusted. ***Beginning in 2014, state shared revenues have been recorded as intergovernmental revenues. Data Source: Village Records a 162 Packet Pg. 484 11.A.a 2014*** 2015 2016 2017 2018 2019 14,554,564 14,742,622 15,034,583 15,510,127 15,980,771 16,321,876 9,564,978 9,712,718 9,701,271 9,816,523 10,494,959 9,835,616 207,312 1,330,769 326,177 1,763,982 344,389 362,747 11,081,081 1,931,512 11,843,812 3,043,453 12,623,735 14,074,544 1,803,317 350,042 3,025,628 330,475 2,820,773 3,121,111 1,371,779 12,271,219 1,504,400 11,709,919 1,600,263 1,695,784 107,765 25,061 65,600 153,816 292,340 807,330 2,107,629 1,404,841 1,610,746 1,456,976 1,894.579 2,694,331 40,798,424 41,768,784 43,112,217 43,785,171 46,041,809 48,913,339 5,522,549 5,084,772 5,693,142 5,774,748 6,804,142 6,293,156 22,773,535 25,237,115 27,407,019 25,776,184 26,732,460 27,561,835 10,878,278 8,092,735 6,978,307 8,101,888 8,710,363 7,341,611 2,018,451 2,828,194 8,252,604 1,362,213 1,502,272 3,689,375 790,000 510,000 525,000 1,275,000 1,315,000 1,210,000 313,665 296,747 371,456 401,609 370,202 325,743 42,296,478 42,049,563 49,227,528 42,691,642 45,434,439 46,421,720 (1,498,054) (280,779) (6,115,311) 1,093,529 607,370 2,491,619 2,552,289 3,521,760 3,402,595 4,204,943 9,068,487 5,397,700 (1,481,564) (2,686,312) (2,253,984) (3,192,426) (8,995,638) (4,171,708) 488 1,601 1,385 28,758 - 163,085 - - 6,125,000 - - 1,449,275 - - 100,778 - - - - - - - - (1,457,080) 1,071,212 837,049 7,375,774 1,041,275 72,849 1,381,272 (426,842) 556,270 1,260,463 2,134,804 680,219 3,872,891 2.68% 2.06% 2.19% 4.24% 3.89% 3.48% 163 Packet Pg. 485 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Assessed Value and Actual Value of Taxable Property - Last Ten Tax Levy Years December 31, 2019 (Unaudited) Tax Levy Residential Commercial Industrial Other Year Property Property Property Property 2010 $ 1,435,137,071 $ 325,603,742 $ 12,723,472 $ 636,502 2011 1,338,206,375 315,118,343 10,706,904 832,216 2012 1,223,424,081 296,910,564 10,221,534 617,198 2013 1,115,221,955 292,225,583 9,050,042 618,433 2014 1,120,788,463 294,457,084 9,119,150 696,091 2015 1,181,620,776 290,063,933 3,377,285 631,771 2016 1,299,550,777 310,452,203 3,611,330 636,718 2017 1,336,606,286 318,894,119 3,900,196 628,731 2018 1,347,695,708 334,731,537 4,684,958 653,520 2019 1,448,683,899 * 361,606,703 * 5,211,860 * 42,604 * Cook County property class and assessed valuation is an estimate. Cook County information not yet available. Note: Total Direct Tax Rate is weighted for both Cook and Lake Counties. Data Source: Office of the County Clerk/Office of the Lake County Clerk 164 Packet Pg. 486 11.A.a Estimated Estimated Total Assessed Actual Taxable Tax Rate Actual Taxable Value Value for Lake County Value % $ 1,774,100,787 $ 5,322,302,361 0.7970 33.333% 1,664,863,838 4,994,591,514 0.8520 33.333% 1,531,173,377 4,593,520,131 0.9290 33.333% 1,417,116,013 4,251,348,039 0.9830 33.333% 1,425,060,788 4,275,182,364 0.9930 33.333% 1,475,693,765 4,427,081,295 0.9550 33.333% 1,614,251,028 4,842,753,084 0.9210 33.333% 1,660,029,332 4,980,087,996 0.9080 33.333% 1,687,765,723 5,063,297,169 0.9070 33.333% 1,815,545,066 * 5,446,635,198 0.8903 33.333% 165 Packet Pg. 487 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Direct and Overlapping Property Tax Rates - Last Ten Tax LevyYears December 31, 2019 (Unaudited) Direct Rate Lake County Village of Buffalo Grove Cook County Village of Buffalo Grove Total Overlapping Rate Lake County County, including Forest Preserve Combined School Districts (102, 125, 532) Buffalo Grove Park District Vernon Area Public Library All Other (1) Cook County County, including Forest Preserve Metropolitan Water Reclamation District of Greater Chicago Combined School Districts (21, 214, 512) Buffalo Grove Park District Indian Trails Public Library District All other (2) Total (3) 2010 2011 2012 0.797 0.852 0.929 0.810 0.886 1.030 1.607 1.738 1.959 3 a 0 N 0.703 0.755 0.820 w ° 5.610 6.158 6.779 a� 0.425 0.452 0.511 a 0.315 0.385 0.441 c°'i 0.102 0.092 0.106 a 0 0.474 0.520 0.594 0.274 0.320 0.370 5.792 6.565 6.917 0.439 0.479 0.557 0.347 0.393 0.463 0.071 0.107 0.187 14.552 16.226 17.745 Notes: Taxes Levied on a calendar year basis for collection in the subsequent year. The Village is home rule unit under the 1970 Illinois State Constitution and, as such, has no statutory tax rate limitations. (1) Includes Road and Bridge and General Assistance for the Township herein. (2) Includes Northwest Mosquito Abatement, Consolidated Elections, Road and Bridge, and General Assistance for the Township herein. (3) Representative tax rates for other government units are from Vernon Township Tax Code 16-92, which the largest portion of the Village's 2018 EAV. Representative tax rates for other government units are from Cook County Tax Code 38077, which represents the largest portion of the Village's 2017 EAV within Cook County. N/A -Not Available Data Source: Cook County Tax Extension/Lake County Tax Extension 166 Packet Pg. 488 11.A.a 2013 2014 2015 2016 2017 2018 2019 0.983 0.993 0.955 0.921 0.908 0.907 0.890 1.211 1.235 1.316 1.138 0.969 1.210 1.136 2.194 2.228 2.271 2.059 1.877 2.117 2.026 3 a a N 0.881 0.893 0.871 0.825 0.809 0.794 0.776 w 0 7.068 7.164 7.034 6.680 6.634 6.665 6.459 aD 0.537 0.553 0.517 0.492 0.482 0.480 0.465 a 0.311 0.317 0.308 0.293 0.291 0.294 0.293 c0i 0.105 0.113 0.110 0.104 0.099 0.096 0.091 Q 0.125 0.126 0.621 0.596 0.558 N/A 0.513 04 0.417 0.430 0.426 0.406 0.402 N/A 0.389 Q 8.053 8.657 8.989 7.909 8.010 N/A 7.450 v d 0.658 0.677 0.714 0.606 0.641 N/A 0.584 0. 0.504 0.529 0.534 0.476 0.481 N/A 0.446 0 0.129 0.094 0.130 0.073 0.108 N/A 0.100 0 - 18.788 19.553 20.254 18.460 18.515 8.328 17.565 3 m c a� E s u �a a 167 Packet Pg. 489 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Principal Property Tax Payers - Current Year and Nine Years Ago December 31, 2019 (Unaudited) 2019 2010 Percentage Percentage of Total Village of Total Village Taxable Taxable Taxable Taxable Assessed Assessed Assessed Assessed Taxpayer Value Rank Value Value Rank Value Chevy Chase Busniess Park Ltd $ Hamilton Partners (1) Penobscot Management LLC (3) Buffalo Grove STE 106 Millbrook Leider lane Investors LLC Arthur J. Rogers and Co (4) BRI 1862 Riverwalk LLC (5) Riverwalk South LLC (2) Resource Real Estate Inc Ar li at Chevy Chase LP Remax Consumer Plastics Inc Strathmore Square NTL Shopping Plaza 28,109,622 1 1.55% $ 18,960,235 2 1.19% 3 12,161,953 2 0.67% 12,986,131 3 0.69% 9,662,518 3 0.53% 9,405,158 5 0.50% o 8,705,396 4 0.48% - 9,396,043 5 0.52% 11,978,786 4 0.64% W 8,836,833 6 0.49% 8,003,543 7 0.44% 9,012,393 7 0.48% C 9,227,222 8 0.51% Q 8,289,244 9 0.46% 9,241,551 6 0.49% 6,747,312 10 0.37% r' 109,139,686 22,307,543 1 1.19% 7,355,354 8 0.39% 6,895,030 9 0.37% 6,587,600 10 0.35% 6.01% 114,729,781 6.29% Note: Every effort was made to seek out and report the largest taxpayers. However, many of the taxpayers contain multiple parcels, and it is possible that some parcels and their valuations have been overlooked. Data Source: Office of the County Clerk of Cook/Office of the County Clerk of Lake 168 Packet Pg. 490 11.A.a v � O o 0 � O C C C O O C 0 �, � O C✓ N G1 l� � �C � l� �, O � O H CID � � l � � � •-� V1 09 6S U 4 d 4 41 41 d d\ O 4 01 C\ Y � 4� �O 00 00 M M l— �D OG 1-oc 00 7t 't r- 't M 2 O, O N � DD O O It — � . a1 N N M M l— OV O V .i" N M M M M M M M M -i� w � 00 - s� oMo r- O O NN00 CN N `C 0\ M oC N 't 00 O ^� M M M M M M M M 64 N �j o 0 0 0 0 0 0 0 0 0 N N ' O a, V1 4 N O 0� 0\ 01 M OO OO 00 OO O OO NQ� U d1 4, 41 a1 � CN r- O D\ 4a d1 4, 41 a1 d, d\ d, a1 O D\ y � � � 0 • � 4-r O "� d1 Vl M r- Zt 00 kn \O O M o 't y M r- �O N r- O M V 1 00 N 01 v N N D m cC O U V -� -� N N w ON 011 0c O r- \C N r- O O ON N l� lq oc r- `C O N M ' l� O M -- kn l- 4-r U y IC M M d1 oc r- M oo k D\ w N o0 [� N O -- -- -- -- -- - -- -- a kn Packet Pg. 491 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Taxable Sales by Category - Last Ten Calendar Years December 31, 2019 (Unaudited) General Merchandise Food Drinking and Eating Places Apparel Furniture, Households and radio Lumber, Building and Hardware Automobile and Filling Stations Drugs and Misc. Retail Agriculture and All Others Manufacturers Totals Total Number of Taxpayers Village Direct Sales Tax rate Village Home Rule Tax rate 2010 2011 2012 $ 3,901 18,514 17,526 1,362,170 1,244,667 1,193,312 933,212 921,617 997,738 128,663 129,402 130,163 415,396 378,836 437,774 402,483 534,413 812,434 959,870 853,864 954,996 1,431,121 1,982,824 1,847,550 1,062,978 1,193,620 1,347,303 379,893 378,326 334,442 7,079,687 7,636,083 8,073,238 997 1,286 966 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% Note: Blank Categories have less than four taxpayers; therefore, no data is shown to protect the confidentiality of the individual taxpayers. *Excludes values for taxpayers in Cook County. Data Source: Office of the County Clerk of Cook Office of the County Clerk of Lake Illinois Department of Revenue Q 170 Packet Pg. 492 11.A.a 2013 2014 2015 2016 2017 2018 2019 10,105 9,098 66,228 86,125 - - - 1,133,605 1,080,556 1,552,983 1,481,195 1,557,474 1,836,131 2,419,704 1,025,547 1,023,545 1,062,206 1,118,330 1,107,878 1,133,048 1,203,642 120,210 104,229 94,538 92,409 68,075 66,797 167,211 463,678 * 356,095 521,007 369,583 380,907 1,250,788 1,294,886 1,236,689 1,666,708 1,879,818 2,074,008 2,357,551 2,202,029 2,119,185 857,713 947,278 918,216 867,250 1,007,356 1,068,115 1,089,620 3 1,915,937 2,349,469 1,790,381 1,986,578 1,568,024 1,536,061 1,481,357 Q rn 1,572,248 1,693,506 2,313,502 2,231,299 2,573,323 2,470,229 2,484,560CN 0 285,848 270,063 351,808 220,927 200,727 180,646 213,851 c aD 8,621,580 9,500,547 10,550,687 10,527,704 10,821,315 11,743,844 12,474,017 a m 972 974 1,043 1,022 1,036 1,036 987 Q 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 1.00% 171 Packet Pg. 493 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Direct and Overlapping Sales Tax Rates - Last Ten Fiscal Years December 31, 2019 (Unaudited) State of Village Village Illinois Fiscal Direct Home Rule Sales Tax Year Rate Rate Rate 2010 1.00% 1.00% 6.50% 2011 1.00% 1.00% 6.50% 2012 1.00% 1.00% 6.50% 2013 1.00% 1.00% 6.50% 2014 1.00% 1.00% 6.50% 2015 1.00% 1.00% 6.50% 2016 1.00% 1.00% 6.50% 2017 1.00% 1.00% 6.50% 2018 1.00% 1.00% 6.50% 2019 1.00% 1.00% 6.50% Data Source: Illinois Department of Revenue 172 Packet Pg. 494 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Ratios of Outstanding Debt By Type - Last Ten Fiscal Years December 31, 2019 (Unaudited) Governmental Activities Business -Type Activities General General Fiscal Obligation Obligation IEPA Installment Year Bonds Bonds Loan Note 2010 $ 8,255,000 $ - $ 2011 7,200,000 - - - 2012 12,280,000 - - - 2013 11,340,000 - 173,618 - 2014 10,730,503 - 400,519 - 2015 10,202,453 - 383,487 1,193,599 2016 15,881,408 - 366,060 6,894,447 2017 14,581,706 - 348,233 6,638,399 2018 13,243,707 - 329,993 6,341,869 2019 11 936,027 - 311,332 6,001,817 Notes: Details of the Village's outstanding debt can be found in the Notes to Financial Statements. (1) See the Schedule of Demographic and Economic Statistics for personal income and population data. (2) See the Schedule of Assessed Value and Actual Value of Taxable Property for equalized assessed valuation data. 173 Packet Pg. 495 11.A.a Ratio of Total Outstanding Debt Debt to Total Outstanding Total Equalized Outstanding as a Percentage Primary Assessed Debt of Personal Government Valuation (2) Per Capita (1) Income (1) $ 8,255,000 0.16% 198.93 0.45% 7,200,000 0.14% 171.79 0.39% 12,280,000 0.27% 290.10 0.65% 11,513,618 0.27% 275.59 0.61 % 11,131,022 0.26% 265.11 0.57% 11,779,539 0.27% 283.82 0.61 % 23,141,915 0.48% 557.64 1.19% 21,568,338 0.43% 523.17 1.11% 19,915,569 0.39% 487.49 0.98% 18,249,176 0.34% 450.66 0.84% 174 Packet Pg. 496 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Ratios of General Bonded Debt Outstanding - Last Ten Fiscal Years December 31, 2019 (Unaudil Percentage of Total Taxable General Less: Amounts Assessed Fiscal Obligation Available in Value of Per Year Bonds Debt Service Total Property (1) Capita (2) 2010 $ 8,255,000 $ - $ 8,255,000 0.16% $ 198.93 2011 7,200,000 - 7,200,000 0.14% 171.79 2012 12,280,000 - 12,280,000 0.27% 290.10 2013 11,340,000 - 11,340,000 0.27% 271.43 2014 10,730,503 - 10,730,503 0.25% 255.57 2015 10,202,453 - 10,202,453 0.23% 245.82 2016 15,881,408 - 15,881,408 0.33% 382.68 2017 14,581,706 - 14,581,706 0.29% 353.70 2018 13,243,707 - 13,243,707 0.26% 324.18 2019 11,936,027 803 11,935,224 0.22% 294.74 (1) See the Schedule of Assessed Value and Actual Value of Taxable Property for property value data. (2) See the Schedule of Demographic and Economic Statistics for population data. Note: Details of the Village's outstanding debt can be found in the Notes to the Financial Statements. Data Source: Village Records 175 Packet Pg. 497 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Schedule of Direct and Overlapping Governmental Activities Debt December 31, 2019 (Unaudited) Percentage of Debt Village's Applicable Share of Governmental Unit Gross Debt to Village (1) Debt Village Overlapping Debt School Districts Cook County School District #21 Kildeer Countryside Community Consolidated #96 Aptakisic-Tripp Community Consolidated #102 Lincolnshire -Half Day District #103 Adlai E. Stevenson H.S. District #125 Wheeling Township H.S. District #214 Harper Community College #512 College of Lake County #532 Total of School Districts Other than School Districts Lake County Lake County Forest Preserve Cook County Cook County Forest Preserve Metropolitan Water Reclamation District Buffalo Grove Park District Wheeling Park District Total Other than School Districts Total Direct and Overlapping Debt Data Source: Cook County Tax Extension Department $ 11,936,027 100.00% $ 11,936,027 3 a rn 94,940,000 18.49% 17,554,406 N - 38.78% - o 16,855,000 76.49% 12,892,390 v 5,560,000 12.13% 674,428 41,065,000 37.47% 15,387,056 y 33,010,000 3.87% 1,277,487 Q 103,580,000 1.76% 1,823,008 53,365,000 5.36% 2,860,364 r' 348,375,000 52,469,138 157,790,000 5.10% 8,047,290 222,645,000 5.10% 11,354,895 2,803,851,750 0.21% 5,888,089 131,815,000 0.21% 276,812 2,274,859,669 0.21% 4,777,205 12,030,000 96.15% 11,566,845 10,741,000 7.81% 838,872 5,613,732,419 42,750,008 5,625,668,446 85,500,015 (1) Determined by ratio of assessed valuation of property subject to taxation in the Village to valuation of property subject to taxation in overlapping unit. Note: Overlapping governments are those that coincide, at least in part, with the geographic boudries of the Village. This schedule estimates the portion of outstanding debt of those overlapping governments that is borne by the residents and businesses of the Village of Buffalo Grove. This process recognizes that, when considering the government's ability to issue and repay long -tern debt, the entire debt burden borne by the residents and businesses should be taken into account. However, this does not imply that every taxpayer is a resident, and therefore responsible for repaying a debt, of each overlapping government. 176 Packet Pg. 498 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Schedule of Legal Debt Margin December 31, 2019 (Unaudited) The Village is a home rule municipality. Article VII, Section 6(k) of the 1970 Illinois constitution governs computation of legal debt margin. The General Assembly may limit by law the amount and require referendum approval of debt to be incurred by some home rule municipalities, payable from ad valorem property tax receipts, only in excess of the following percentages of the assessed value of its taxable property ... (2) if its population is more than 25,000 and less than 500,000 an aggregate of one percent: indebtedness which is outstanding on the effective date (July 1, 1971) of this constitution or which is thereafter approved by referendum... shall not be included in the foregoing percentage amounts. To date the General Assembly has set no limits for home rule municipalities. Q 177 Packet Pg. 499 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Demographic and Economic Statistics - Last Ten Fiscal Years December 31, 2019 (Unaudited) Per Equalized Capita Fiscal Assessed Personal Personal Per Capita Unemployment Year Population Valuation EAV Income Income Rate 2010 41,496 A $ 1,774,100,787 $ 42,754 1,817,773,776 43,806 (2) 8.4% 2011 41,911 E 1,664,431,364 39,713 1,854,311,029 44,244 E 7.6% 2012 42,330 E 1,531,173,377 36,172 1,891,582,681 44,687 E 7.1% 2013 41,778 E 1,456,040,510 34,852 1,882,391,346 45,057 (1) 6.8% 2014 41,987 E 1,425,060,788 33,941 1,939,085,621 46,183 E 5.7% 2015 41,503 E 1,475,693,765 35,556 1,930,595,051 46,517 (1) 4.2% 2016 41,500 E 1,614,251,028 38,898 1,949,794,500 46,983 (3) 4.3% 2017 41,226 E 1,662,450,463 40,325 1,938,570,198 47,023 (3) 5.7% 2018 40,853 E 1,687,765,723 41,313 2,041,301,851 49,967 (3) 3.3% 2019 40,494 E 1,815,545,066 44,835 2,161,569,720 53,380 (3) 3.0% A- Acutal (1) - US Census Website E - Estimate (2) - American Community Survey 3 Year Estimates (3) - Illinois Department of Employment Security Data Source: U.S. Department of Labor, Bureau of Labor Statistics, U.S. Census Bureau 178 Packet Pg. 500 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Principal Employers - Current Year and Nine Years Ago December 31, 2019 (Unaudited) 2019 2010 Percentage Percentage of Total of Total Village Village Employer Employees Rank Employment Employees Rank Employment Siemens Building Technologies I. S.I. ESS Plexus Corp Veritas Document Solutions US LBM Holdings, LLC Village of Buffalo Grove ARxIUM Vapor Bus International Leica Microsystems Inc. IPA North America Rexam Crosscom National LLC GSF-USA, Inc RG Ray Corporation ASAP Software Amerisource Bergen Panasonic Factory Automation, Co 1,800 1 4.45% 2,000 1 4.82% 1,200 2 2.96% 3 550 3 1.36% 370 4 0.91% 370 6 0.89% o 300 5 0.74% N - 250 6 0.62% v 217 7 0.54% 200 8 0.49% m 200 9 0.49% 200 10 0.49% a 1,800 2 4.34% r' 800 3 1.93% 450 4 1.08% U. 450 5 1.08% V 350 7 0.84% > 225 8 0.54% o c� 200 9 0.48% o 200 10 0.48% w 5,287 13.06% 6,845 16.48% Data Source: Sources: 2019 Illinois Manufacturing Directory 2019 Illinois Services Directory and a selective telephone survey 179 Packet Pg. 501 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Full -Time Equivalent Village Government Employees by Function - Last Ten Fiscal Years December 31, 2019 (Unaudited) General Government Administration Village Managers Office Information Technology Human Resources Finance Community Development Planning Public Safety Police Full -Time Police Officers Community Service Officers Civilians Fire Full-time Firefighters/Paramedics Civilians Public Works Public Works Administration Streets/Forestry Water/Sewer Central garage Building Maintenance Recreation Administration Grounds Maintenance Total Recreation Seasonal Data Source: Village Finance Department 2010 2011 2012 4.0 4.0 4.5 3.5 3.5 3.5 2.0 2.0 2.0 8.5 8.5 8.5 10.0 10.0 10.0 1.5 1.5 1.5 69.0 69.0 69.0 3.0 3.0 3.0 17.5 17.5 16.5 62.0 62.0 62.0 6.0 6.0 3.5 12.0 11.0 11.0 20.0 20.0 20.0 13.0 13.0 13.0 5.5 5.5 5.5 4.0 4.0 4.0 13.5 13.5 13.5 15.0 15.0 15.0 270.0 269.0 266.0 34.0 34.0 34.0 180 Packet Pg. 502 11.A.a 2013 2014 2015 2016 2017 2018 2019 5.5 7.5 6.0 5.0 5.5 5.5 5.5 3.5 3.0 - - - - - 2.0 2.0 2.0 2.0 2.0 2.0 2.0 9.5 10.0 8.0 9.0 9.0 9.0 8.0 3 10.0 9.5 12.0 12.0 14.0 15.0 13.0 Q rn 1.5 1.5 - - - - - o N w O G1 t� C 64.0 63.0 63.0 63.0 61.0 61.0 63.0 C 3.0 3.0 3.0 3.0 2.0 2.0 2.0 0 Q 17.0 15.0 15.0 15.5 16.0 16.0 20.0 N 58.0 58.0 59.0 59.0 58.0 59.0 56.0 U. 3.5 1.5 1.0 1.0 4.5 5.0 7.0 v d O ,L^ V 5.0 6.0 6.0 6.0 12.0 11.5 10.0 O 18.5 18.5 20.0 20.0 20.0 20.0 17.0 w 8.0 9.0 10.0 9.0 12.0 12.0 13.0 m 5.5 5.5 5.5 5.5 5.5 5.5 5.5 4.0 6.0 6.0 6.0 4.5 4.5 4.5 E s u �a a 18.0 19.5 19.5 4.0 4.0 4.0 2.0 16.0 11.5 11.5 - - - - 252.5 250.0 247.5 220.0 230.0 232.0 228.5 30.0 30.0 30.0 30.0 30.0 30.0 29.0 181 Packet Pg. 503 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Operating Indicators by Function/Program - Last Ten Fiscal Years December 31, 2019 (Unaudited) General Government Building and Zoning Building Permits Issued Building Inspections Conducted Property Maintenance Inspections Conducted Public Safety Police Physical Arrests Parking Violations Traffic Violations DUI Arrests Vehicle Crashes Fire Ambulance Calls/EMS Service Calls Fire Calls Auto Aid/Mutual Aid Public Works Streets Street Resurfacing (Miles) Parks and Recreation Park Sites Golf Course - Combined Golf Rounds Played - Paid Water New Connections (Tap ons) Average Daily Consumption (1) Peak Daily Consumption (1) (1) - Millions of Gallons Data Source: Various Village Departments 2010 2011 2012 1,959 1,930 2,206 7,088 9,661 15,858 3,158 3,462 5,828 981 820 671 2,062 2,031 3,341 11,999 11,867 10,826 222 164 107 1,391 1,396 1,260 2,743 2,568 2,789 610 1,053 487 735 737 698 654 676 680 3.00 2.90 5.51 46 46 46 52,740 56,918 59,937 50 12 15 4.30 4.09 3.92 7.30 7.84 7.93 182 Packet Pg. 504 11.A.a 2013 2014 2015 2016 2017 2018 2019 2,651 2,833 2,582 2,957 2,567 2,502 3,443 7,456 7,074 11,625 9,053 6,692 6,817 7,361 3,288 3,172 1,894 2,160 1,954 1,902 2,254 3 a a N 759 886 809 521 441 452 406 0 2,984 3,634 3,766 5,754 6,781 5,748 3,404 13,171 8,349 7,969 6,054 5,310 6,054 4,844 a 124 154 97 74 87 85 74 m 1,507 1,429 363 1,473 1,294 1,353 1,459 0 2,613 3,385 3,123 3,160 3,201 3,145 3,14504 483 1,245 340 309 293 309 409 U. 865 821 1,585 1,279 1,082 1,257 1,253 v 654 1,063 1,055 987 1,045 967 1,193 > 0 ,L^ V _0 W 10.84 3.28 2.45 11.40 2.76 0.97 2.64 m 46 46 46 46 46 46 46 c E s u 53,639 54,689 68,602 53,599 51,138 48,770 44,000 a 27 9 23 19 3 23 11 3.70 3.58 3.39 3.60 3.23 3.49 3.13 6.20 5.40 5.14 5.54 5.98 5.69 4.83 183 Packet Pg. 505 11.A.a VILLAGE OF BUFFALO GROVE, ILLINOIS Capital Asset Statistics by Function/Program - Last Ten Fiscal Years December 31, 2019 (Unaudited) 2010 2011 2012 Public Safety Police Stations 1 1 1 Patrol Units 36 36 34 Fire Stations 3 3 3 3 Fire Apparatus 21 21 21 0 N Public Works 4- 0 Streets 117.70 117.70 117.70 0 Street (Miles) 2,745 2,778 2,778 Streetlights C Water Q Water Mains 179.83 180.25 180.25 Fire Hydrants 2,475 2,474 2,475 N LL Q Wastewater U Sanitary Sewers 139.27 139.27 139.27 > 0 ,L^ V 0 Data Source: Various Village Departments w 0 m c 0 E s U �a a 184 Packet Pg. 506 11.A.a 2013 2014 2015 2016 2017 2018 2019 1 1 1 1 1 1 1 28 29 30 29 31 30 29 3 3 3 3 3 3 3 3 21 20 20 20 20 20 20 Q a N w O 117.70 118.20 118.20 118.22 114.02 114.02 113.90 2,778 2,786 2,789 2,789 2,790 2,755 2,437 a m u Q 180.30 180.90 181.14 181.31 181.97 185.99 186.1904 r' 2,477 2,487 2,493 2,501 2,514 2,507 2,507 U. Q (U 139.30 139.80 139.92 139.92 139.96 141.60 135.94 > O ,L^ V _O W m yr cd C t V a-+ Q 185 Packet Pg. 507 Action Item : Snow and Ice Removal Rejection of Bids ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ,,,,,,,,,,,.,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Staff recommends rejecting bids. Based upon a review of costs provided by independent contractors and the Public Works department, staff believes it is in the best interests of the Village of Buffalo Grove to reject all bids, negotiate with Vendors for some services, and continue to have Public Works provide the majority of snow removal services for the Village of Buffalo Grove. ATTACHMENTS: Memo - Snow & Ice 2020 9-2-2020 (DOCX) Trustee Liaison Staff Contact Pike Brett Robinson, Finance Monday, September 21, 2020 Updated: 9/14/2020 2:35 PM Page 1 Packet Pg. 508 11.B.a ALL III F BUFFALO GROVE DATE: September 2, 2020 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager RE: Snow and Ice Bid Results Background Information Is Staff released a request for bids for Snow and Ice removal services on June 4, 2020. The bid received three responses as shown below. Staff opened the bids and reviewed the proposed costs. Upon initial review it was requested that Public Works review the numbers provided due to an inconsistency in valuing when compared to other Bidders. The "Corrected" values are shown. Staff then verified that the bid provided by Public Works was inclusive of wages, benefits, insurance, equipment, and fuel costs. None, of the bidders included salt or deicing material costs as part of their submittals. Snow and Ice Removal Bid Tab ItemNumber Description Quantity UOM Cost Cost Cost DGO Premium Buffalo Grove Services Co. SNOW SYSTEMS Public Works La Snow and Ice Removal Area # 1, 23"-35" 1 Each $ 60,000.00 $ 55,000.00 $ 16,374.05 La Snow and Ice Removal Area # 1, >35"-47" 1 Each $ 15,000.00 $ 22,000.00 $ 5,613.96 La Snow and Ice Removal Area # 1, >47"-54" 1 Each $ 3,000.00 $ 15,000.00 $ 2,806.98 La T&M Snow and Ice Removal above 54" 8 Hour $ 3,900.00 $ 1,280.00 $ 1,200.00 Lb Snow and Ice Removal Area # 2, 23"-35" 1 Each $ 60,000.00 $ 55,000.00 $ 16,374.05 I.b Snow and Ice Removal Area # 2, >35"-47" 1 Each $ 15,000.00 $ 22,000.00 $ 5,613.96 I.b. Snow and Ice Removal Area # 2, >47"-54" 1 Each $ 3,000.00 $ 15,000.00 $ 2,806.98 Lb T&M Snow and Ice Removal above 54" 8 Hour $ 3,900.00 $ 1,280.00 $ 1,200.00 Snow Removal Sub -total IIIIIIIIII�ti111111111111111111111111111111111111111111u mlua iiiii0ii pulU � ��n���4 t; ° »>Vipiiiyaa iiuUr I ����Ifi��� �1ti111}}}}��titititiy�������titi11111111111111 iu'I; ouu° iiiimiiag11iviiuii � 111 � ���7111� �� ���titilllll�ti�ti7771�llllllllllllllllllllllll �m ��11�� 11.1 Pace Metra, 23"-35' 1 Each $ 40 000.00 $ 52 000.00 $ 18 144.00 11.1 Pace Metra, >35"-47" 1 Each $ 8,000.00 $ 20,800.00 $ 6,220.80 11.1 Pace Metra, >47"-54" 1 Each $ 3,000.00 $ 13,000.00 $ 3,110.40 11.1 T&M Snow and Ice Removal above 54" 8 Hour $ 4,000.00 $ 1,040.00 $ 1,200.00 11.2 Village Campus Parking Lot Area, 23"-35" 1 Each $ 20,000.00 $ 22,000.00 $ 8,050.00 11.2 Village Campus Parking Lot Area, >35"-47" 1 Each $ 5,000.00 $ 8,800.00 $ 2,760.00 11.2 Village Campus Parking Lot Area, >47"-54" 1 Each $ 2,000.00 $ 6,000.00 $ 1,380.00 11.2 T&M Snow and Ice Removal above 54" 8 Hour $ 3,000.00 $ 1,040.00 $ 1,200.00 Parking Lot Subtotal 11.3 Future Lots, 23"-35" - per 1000 sq ft 1 Each $ 175.00 $ 2.00 11.3 Future Lots, >35"-47" - per 1000 sq ft 1 Each $ 90.00 $ 3.00 11.3 Future Lots, >47"-54" - per 1000 sq ft 1 Each $ 55.00 $ 4.00 11.3 T&M Snow and Ice Removal above 54" - per 1000 sq ft 8 Hour $ 880.00 $ 1,680.00 III Sidewalks,>23"-35" 1 Each $ 400,000.00 $ 80,000.00 $ 12,052.60 III Sidewalks,>35"-47" 1 Each $ 70,000.00 $ 40,000.00 $ 4,132.12 III Sidewalks,>47"-54" 1 Each $ 20,000.00 $ 25,000.00 $ 2,066.06 III T&M Snow and Ice Removal above 54" 8 Hour $ 10,000.00 $ 1,360.00 $ 1,200.00 Sidewalk Subtotal pli wuH� w uprrr Va q� a o uoi�ippm uuglum f polo luuiuH nm u„1 ��"b ���i�v� /� � 1��� ��7 r � f f, �� �O/ Grand Total $ 750,000.00 $ 459,289.00 $ 113,505.96 Page 1 of 2 Packet Pg. 509 11.B.a Recommendation Based on the review of the bids, staff recommends the Village Board reject bids and continue to have Public Works provide the majority of these services based upon the proposed costs. Staff will monitor these services over the 2020-2021 Snow Season to insure Public Works meets their stated costs for this work within the parameters of the bid specifications. In an effort to reduce costs and seek efficiencies staff is discussing the possibility of partnering with other municipal agencies and negotiating with private firms to perform snow and ice removal services at Parking lots and on an as needed basis. Page 2 of 2 Packet Pg. 510 Action Item : Pre -Application Discussion for the Redevelopment of 700 E Lake Cook Road ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ...................................................................................................................................................................................................... Staff recommends discussion and referral to the Planning & Zoning Commission Staff has recently received a petition from Bluestone Single Tenant Properties (Developer) to redevelop the 7.6-acre parcel at 700 E. Lake Cook Road. The site is currently improved with a 100,000 square foot office building, which was occupied by BMO Harris Bank who has opted to not to extend their lease. The proposal shows demolishing the existing building and redeveloping the site for multiple uses including 8,720 square foot convenience store, fuel center and car wash complex (Rick Rockets Fuel Center), a 8,550 retail center, a quick service restaurant, and a self -storage facility. The developer is seeking comments from the Village Board and referral to the Planning and Zoning Commission ATTACHMENTS: • BOT Memo (DOCX) • Plan Set (PDF) Trustee Liaison Johnson Staff Contact Chris Stilling, Community Development Monday, September21, 2020 1 1 Updated: 9/17/2020 3:02 PM Page 1 Packet Pg. 511 11.C.a VILL,AGE OF ;I i�A' '4 MEMORANDUM DATE: September 17, 2020 TO: Dane Bragg, Village Manager FROM: Christopher Stilling, Director of Community Development IN SUBJECT: Pre -Application Discussion- Proposed Redevelopment of 700 E Lake Cook Road PROPOSED SITE AND CONCEPT PLAN Proposed Plan The proposed redevelopment calls for razing the BMO Harris building and redeveloping the site into 4 lots with varying uses. Lot 1 is approximately 2.08 acres on the southwest portion of the site. It would feature the Ricky Rockets Fuel Center and include 14 automobile fueling positions, a 8,720 square foot convenience store, and a 3,290 square foot car wash. The convenience store is larger than the traditional convince store associated with fueling centers. Lot 2 is 1.17 acres and is proposed to be developed into an 8,550 square foot retail center. The center will be broken into smaller spaces based on tenant size requirements. The plan shows 50 parking spaces that will be located south of retail center, aligning Lake Cook Road. Page 1 of 3 Packet Pg. 512 11.C.a Lot 3, which is 0.98 acres, is on the southeast portion of the site. It is being proposed to be a quick service restaurant with a drive through. Approximately 50 parking spaces will be located on the south, west, and east portions of the lot. Lot 4 is 2.04 acres and is on the norther portion of the site. It includes three single -story 1,400 square foot storage facilities, two 6,400 square foot buildings, and one two-story 17,250 square foot building. Twelve parking stalls serve this lot. This portion of the site could change since the developer is considering other options for this portion of the site. Preliminary Elevations The Developer has also provided a concept plan showing the elevations of the proposed gas station. Both staff and the PZC will work with the owner on refinements to the elevations as part of the process. Proposed Gas Station Elevation Proposed Retail Elevation Page 2 of 3 Packet Pg. 513 11.C.a The Comprehensive Plan and Rezoning In April, 2018, the Village Board adopted the Lake Cook Corridor Plan as an amendment to the existing Comprehensive Plan. The Lake Cook Plan does not specifically address this site but does recognize the Lake Cook Road as an important commercial corridor for the Village that enjoys high levels of visibility. The underlying 2009 Comprehensive Plan calls for this area to be industrial. To facilitate the proposed redevelopment, a rezoning to B3 Planned Business District with a special use for planned development would be required. The Planned Development would allow for the self -storage use as that particular use is not permitted in the business district. Parking The Developer is 111 parking spaces. Pursuant to the Zoning Ordinance, a total of 94 parking spaces are required. PROCESS Once the Board provides it feedback, the item can be referred to the Planning and Zoning Commission to discuss more specific details concerning parking, setbacks, building design, signage and other bulk regulations. Based on the current configuration, the following approvals will be required: • Rezoning to B3 Planned Business District • Preliminary plan approval • Special Use for the drive -through • Special use for a planned development ACTION REQUESTED Both staff and the Developer are seeking the Board's thoughts and comments concerning the plan. Should the Board conceptually support the concept; the item can be referred to the Planning and Zoning Commission for the necessary public hearings. Page 3 of 3 Packet Pg. 514 11.C.b I...,U E T N E SIIV(: L.0 "G"ENAN'r PROPERTIES TIF S DEVELOPMENT NARRATIVE 700 E. Lake Cook Road Northeast Corner E. Lake Cook Road & Lexington Drive BSTP Midwest, LLC is proposing a mixed -use redevelopment on the northeast corner of E. Lake Cook Road and Lexington Drive commonly known as 700 E. Lake Cook Road, which is currently occupied by a 100,000 square foot office building. The existing tenant, BMO Harris Bank, has not elected to extend their lease and will be vacating the building at the end of August. The redevelopment of the 7.6-acre parcel will include an approximately 8,720 square foot convenience store and fuel center along with a 3,290 square foot Car Wash (Lot 1), an approximately 8,550 square foot retail center (Lot 2), a quick service restaurant (Lot 3), and a self -storage facility (Lot 4). The convenience store is an approximately 8,720 square foot Ricky Rockets Fuel Center. The fuel center has seven multi -product dispensers, providing 14 automobile fueling positions, along with 22 parking spaces proposed. The convenience store is larger than a traditional store found with fueling centers. The store will offer a wide array fountain drinks, coffee, pre -packaged food and drinks. This development will also offer a state-of-the-art car wash. The car wash features dual conveyor belt system in lieu of the traditional metal guardrail conveyance systems, and the building has significant windows, enhancing the car wash experience for customers and aesthetics for passerby vehicles. The approximately 8,550 square foot retail center will be demised into smaller spaces based on tenant size requirements. The retail center will have a drive thru on the west end of the building, with the stacking lanes wrapping around the north end of the building. Tenants for the quick service restaurant with a drive thru and the self -storage facility have not yet been identified. The northern portion of the parcel contains an existing stormwater detention basin which currently provides detention for the existing site. We anticipate that based on the proposed reduction of impervious area, the existing stormwater detention basin will have adequate storage volume for the proposed development. Stormwater calculations will be provided upon the preparation of preliminary engineering plans. The primary access for the development is provided via a right-in/right-out access and full access off a Lexington Drive. The right-in/right-out access point will provide direct access to the convenience store and, fuel center. The full access point will provide access to all lots via a common access drive extending to the (j east property line. There is an existing access control restriction along Lake -Cook Road; we are in the process of requesting the removal of this access control to allow for a right-in/right-out only driveway, a which is consistent with the other retail properties along this corridor. c a� E The location of the proposed signage for the development is as shown on the enclosed plans, with separate monument type signs on each of the lots. Q Upon approval of these requests by the Village of Buffalo Grove, the development will commence construction in summer 2021. We appreciate your initial feedback regarding our development proposal. BL,(JFS'1'0NE SINGLE TENANT PROPEWTIES, LLC 410 N. MICA IIGAN Av1N111i, Stmt, F3.50 1 CHICIAG >, I1. 00611 Packet Pg. 515 1'1:1 (:312) 519-7100 1 FAX 017 878-4860 (PeON 1003 OP-1 3 OOL 10 auamdolanapay-uoissnasi(3 uolaeolldd"Jd) 106 ueld auamy:)egy ill I. of W W W 9 0 od o a w Z C L4 0 ,.a 11909 'II `OOVOIHO C ¢ ZLICIS S3 LLd1 C ii .L N V 4.3 Y :�"157 4'"> E. 0`S:IgI.L y A 0 a 0-I'I �dOad ,LNVNH,L H-19NIIS H OISHME N/�^-� T I.O I SI 1, 1�l '.'c a W W ¢o wa F U �wza F0F o o f Qa aW UVI M a I I 1 I �i o� I I 1 z Y � I 1 I I I 3AIda NOlONIX3-1 L (PLON MOOO W-1 3 OOL jo juaLudolOAgPOU -uo!ssnos!(] uo!4eo!ldd"Jd) 109 ueld :)uQwq3ej4V — --- — — — — — — j 0 0 dnomb INN iL -11VIMI MBN m 43Auns aNvi \ INWOEMVIN V4VHE)08d V N91930 \ ONIMSNOO AIIII8ISSF100V \ mnionHIS', NOILIVOINnNNO03"131 ONISVMld IV01810313 IVOINW403V4 \ '116 o ouvn0v uj fll I"I (PeOM )1000 a)le-1 3 oo/ jo juamdolaAapaM _mom !(] uo!;eo!ldd"Jd) PS ueld :Iuatu4:)ellV I ■ a 13.A Information Item : Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine Its Validity. ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Staff recommends going into executive session. Executive Session - Section 2(C)(1) of the Illinois Open Meetings Act: The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Trustee Liaison Sussman Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/16/2020 8:38 AM Page 1 Packet Pg. 519 13.B Information Item : Executive Session- Section 2(C)(21) of the Illinois Open Meetings Act: Discussion of Minutes of Meetings Lawfully Closed Under This Act, Whether for Purposes of Approval by the Body of the Minutes or Semi -Annual Review of the Minutes as Mandated by Section 2.06. ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Recommendation of Action Executive Session - Section 2(C)(21) of the Illinois Open Meetings Act: Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. Trustee Liaison Ms. Sirabian Monday, September 21, 2020 Staff Contact Dane Bragg, Office of the Village Manager Updated: 9/16/2020 8:38 AM Page 1 Packet Pg. 520