2020-10-05 - Village Board Committee of the Whole - Agenda Packet2.
3.
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.orgloctober5boardmeeting
Phone: 312 626 6799
Webinar ID: 858 0820 9009
Instructions for how the public can see, listen andlor 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
Special Business
A. Coal Tar Sealant Discussion (Trustee Pike) (Staff Contact: Darren Monico)
B. Rental Inspections Program (Trustee Smith) (Staff Contact: Chris Stilling)
C. 2021 Strategic Goals (President Sussman) (Staff Contact: Jenny Maltas)
Questions From the Audience
Questions from the audience are limited to items that are not on the regular agenda. In
accordance with Section 2.02.070 of the Municipal Code, discussion on questions from the
audience will be limited to 10 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village business. All members of the public addressing the Village
Board shall maintain proper decorum and refrain from making disrespectful remarks or comments
relating to individuals. Speakers shall use every attempt to not be repetitive of points that have
been made by others. The Village Board may refer any matter of public comment to the Village
Manager, Village staff or an appropriate agency for review.
4. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
2.A
Information Item : Coal Tar Sealant Discussion
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Recommendation of Action
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Staff recommends discussion.
Staff recommends discussion of a possible ban on sealants that use coal tar in the Village.
ATTACHMENTS:
• Coal Tar Sealant Memo (DOCX)
Trustee Liaison
Pike
Monday, October 5, 2020
Staff Contact
Darren Monico, Public Works
Updated: 10/1/2020 4:32 PM
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2.A.a
VILLACE OF
MEMORANDUM
DATE:
August 27, 2020
TO:
Dane Bragg, Village Manager
FROM:
Darren Monico, Village Engineer
SUBJECT:
Coal Tar Sealant Discussion
Background
Within the last 20 years, coal tar sealants for asphalt pavements have been studied and discussed as a
possible environmental contaminant and carcinogen. It was first banned in Austin TX in 2003 and has
been banned in many cities, counties, and in 3 states. It is currently being considered to be banned at
the state level in Illinois and Wisconsin. The Village of Buffalo Grove last used it in 2018 and we no
longer use it in the seal coating of our asphalt parking lots and bike paths. Local cities that have banned
it are Highland Park, Winnetka, Deerfield, South Barrington, Vernon Hills, Riverwoods, Northbrook,
Mount Prospect, Glenview, Wilmette, and Evanston.
Coal tar pitch comes from the coking of coal in the production of steel. This coal tar pitch is then used in
coal tar sealants which are used for sealing asphalt such as parking lots, bike paths, and resident's
driveways. There are numerous studies that show coal tar sealants contaminate the environment and
create an elevated risk of cancer including this EPA study that can be found here at this website link -
https://nepis.epa.gov/Exe/ZVPDF.cgi?Dockey=P100ECC8.txt. The EPA found that coal tar sealants have
1,000 times more polycyclic aromatic hydrocarbons (PAHs) than asphalt based sealers and that asphalt
surfaces sealed with coal tar release between 100 to 1,000 times more PAH's than surfaces sealed with
asphalt based sealants.
Both types of sealants, coal tar and asphalt based, have similar prices and last for comparable durations.
There are studies available that show both sides of this argument and I was not able to find a significant
difference in either side as far as cost and performance. The local Ace Hardware in Buffalo Grove does
not sell driveway sealants that use coal tar.
Items for Consideration
There are a few options for addressing the use of coal tar sealants.
1. Create a Village Ordinance banning the use and sale of coal tar sealants.
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2.A.a
Staff Response: Currently, the Village does not require a permit for driveway sealing, thus
making any ban on its use difficult to enforce.
2. Create a Resolution encouraging residents and businesses not to use coal tar sealants.
Staff Response: While this option would not allow for Village enforcement, through an
educational campaign to residents and businesses, the Village could effectively reduce the use
of coal tar sealants. This issue may also be addressed at the State level.
3. Do not create an Ordinance or Resolution.
Staff Response: Should the Board recommend this option, the Village would continue to not use
any coal tar sealants in accordance with our current practice.
Staff Recommendation
Staff is seeking the Board's comments. Staff recommends creating a Resolution encouraging residents
and businesses not to use and/or sell coal tar based sealants within the Village of Buffalo Grove. Staff
believes we could be just as effective with an educational campaign.
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2.B
Information Item : Rental Inspections Program
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Recommendation of Action
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Staff recommends discussion.
In an effort to identify new efficiencies, staff has evaluated the Residential Rental Program. The program's
structure and fees have not changed since its inception 8 years ago. Through analysis of the program
and comparison to surrounding communities, staff believes that the existing program is in need of
improvements, namely around the fee structure and inspection frequency. Staff is requesting the Village
Board feedback on the attached proposed modifications. It is timely to move on the program so that the
Budget can incorporate revised fee and fines as well as the new ERP can incorporate the program's
operations.
ATTACHMENTS:
• Final Rental Program COW Memo 10.1.20 (DOCX)
Trustee Liaison Staff Contact
Smith Chris Stilling, Community Development
Monday, October 5, 2020
Updated: 10/1/2020 3:15 PM Page 1
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2.B.a
N`1111,AGE OF
BUFF,kLO GROVE
MEMORANDUM
DATE: October 1, 2020
TO: Dane Bragg, Village Manger
FROM: Nicole Woods, Deputy Director of Community Development
SUBJECT: Modifications to Residential Rental Housing Program
N1
BACKGROUND
In 2012, the Village of Buffalo Grove instituted a Residential Rental Program to help maintain a
high standard of living and protect the Village's home values and quality. At its core, the program
requires the owners of rental units to obtain/renew an annual Residential Rental License. The
license includes an application, registration fee, and inspection. Inspections for rentals in
condominiums, duplexes, row homes, townhomes, or single-family homes (CDRTS), are
performed on an annual basis. Inspections for apartment complexes are also annual and are
conducted on approximately 25% of the complex's units. The administrative functions of the
program are administered by the Administrative Services Manager (formerly Permit Coordinator)
and Permit Clerks, while the inspection functions are performed by the Building and Property
Maintenance Inspectors, Building Commissioner, as well as Plan Reviewer.
The Village's multi -family complexes have remained fairly static over the years and include five
complexes which have equated into staff inspecting approximately 357 units annually (25% of
each complex's total units). The number of CDRTS rental licenses in Buffalo Grove has increased
by 61% from 665 in 2016 to 1,071 in 2020. Thereby dramatically increasing the Village's workload
in terms of coordination, management, and inspections.
In an effort to identify new efficiencies, staff has evaluated the Residential Rental Program. The
program's structure and fees have not changed since its inception 8 years ago. Through analysis
of our program and comparison to surrounding communities, staff believes that the existing
program is in need of improvements, namely around the fee structure and inspection frequency.
Currently the Village's flat fee and inspection frequency structures do not incentivize compliance
as well as accountability from the property owner and suggest potential excessive labor on behalf
of the Village. Such a structure is not economically beneficial and sustainable for the Village to
continue. Program restructuring is particularly timely given the Community Development
Department's staff reduction (due to VSI program and other restructuring), and underlying effort
to become more efficient in its services. At the same time, the department would like to revise
the program before the new ERP software program, which could automate the program and
thereby reach further efficiencies.
This memo serves to provide an overview of the proposed modifications to the program and
highlight the implications of these changes.
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2.B.a
RENTAL PROGRAM ELEMENTS TO BE RETAINED VS MODIFIED
Overall, the Residential Rental Program would operate to achieve the same goal, which is to help
maintain a high standard of living and protect the Village's home values and quality. To help the
Village better and more efficiently achieve this goal, Staff analyzed its currently program as well
as examined the Residential Rental Programs amongst 23 comparable communities including
Wheeling, Palatine, and Rolling Meadows. Through this evaluation, staff proposes that the
program would retain some elements and modify others.
Program Elements to be Retained
The following elements are recommended to remain as they appear to be work well are in -line
with other communities. Where appropriate, staff has also provided a comparison of how these
elements compare to other comparable communities.
• Annual license. Rental licenses would be required to be obtained/renewed on an annual
basis based upon the calendar year.
Comparable communities: Almost all communities require rental licenses on an annual
basis.
• Rental licenses are unique to the property and owner. Each rental property requires a
unique license. New ownership requires a new rental license.
Code -based inspection. Rental inspections would be based on the Property Maintenance
Code.
• Accompanied inspections. Inspections would still require a property owner or local agent
to be present on -site for inspections.
• Inspections can be performed on a complaint basis. It is important to note that
inspections will also continue to be performed on a complaint basis through the Village's
property maintenance program.
Program Elements to be Modified
The following elements are proposed to be modified so to better align with service levels and fees
of comparable communities. In addition, these changes can help incentivize compliance as well as
accountability from property owners and reduce multiple inspections. Most of these types of
incentives and tiered modifications mirror Palatine's rental program structure.
• Slightly increased license fee. The fee would increase from $75 to $85 for rentals in
condominiums, duplexes, row homes, townhomes, and single-family homes. The fee for
multifamily buildings would also slightly increase. Currently there is a charge for $150 per
building and $30 per unit, which would be increased to $150 per building and $40 per unit.
For multi -family units, the program would continue to only inspect 25% of the units on an
annual basis.
Comparable communities: Most registration fees were between $75 to $95 for CDRTS
rentals and then between $100 to $150 per building and between $20 and $50 per unit for
multi family units.
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2.B.a
• Late Registration Fees are increased and tiered. The existing program charges a late fee
of $75, while the proposed program would charge a late fee of $85 within 30 days of
expiration date and $170 for over 30 days of expiration date.
Comparable communities: Some communities charge late registration fees between $50
to $150. Few, such as Palatine, do a tired late fee.
• Re -inspection fees are increased and tiered. The current program does not charge for the
first re -inspection but does charge $50 for any additional re -inspections. The proposed
program would charge $50 for the first re -inspection, $75 for the second and $125 for the
third.
Comparable communities: Re -inspection fees range from $30 to over $175, however most
tend to be around the $70-$90. Few, such as Palatine, do a tired re -inspection fee.
• Establishes inspection absentee and cancellation fees. The existing program does not
penalize those who are absent from scheduled inspections or provide last minute
cancellations. The proposed program would charge $60 for absentee inspection and $60
if cancellations occur within 24 hours of the scheduled inspection.
Comparable communities: Palatine does have an absentee fee of $69 and cancellation fee
of $69. Absenteeism and last-minute cancellations are a significant problem for the BG
Rental Program and the hope is that such penalties can minimize these occurrences.
• Biennial vs annual inspections based upon compliance with code. If a rental unit in a
condominium, duplex, row home, townhome, or single-family home receives three or less
violations, they are still required to retain a license the following year, however an
inspection is not required. Those rental units that have four or more violations would be
required to have an inspection the following year.
The Table below provides an overview of the existing and proposed fees and inspection structure
associated with the existing and proposed rental program.
Table 1. Fee Structure and Inspection Freauencv in the Current vs. Proposed Proaram
Currently
Proposed
Single family home, Condominium,
$75 between January 1st and
$85
License
Townhome, or Rowhouse
June 30th
Registration
$150 per building
$150 per building
Fees
plus $30 per
plus $40 per
Multi Family
dwelling unit
dwelling unit
$85 within 30 days of expiration
Fees
$75
date and $170 over 30 days of
Late Registration Fee
expiration date
1st Re -inspection: Free (Included
1st Re -inspection: $50
Related Fees
in License Fee) 2nd + Re-
2nd Re -inspection: $75
Re -inspection Fee
inspection: $50
3rd + Re -inspection $125
Inspection Absentee Fee
NA
$60
Inspection Cancellation Fee
NA
$60
Current
Single family home, Condominium, 0-3 Minor Violations —Biennial
Inspections Townhome, or Rowhouse Annually 4+ Violations - Annual
Multi Family 1 25% of Units - Annually 25% of Units - Annually
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2.B.a
PROJECTED OUTCOMES
Staff anticipates that the modifications to this program would result in the following projected
outcomes.
Reduce Excessive Inspections and Associated Workload
Most single-family home, condominium, townhome, or rowhouse rental units and landlords are
compliant with property maintenance codes and do not pose significant concerns. Staff estimates
that in recent years approximately 75% of CDRTS rentals pass after the first inspection. In applying
2019's total number of rental units of 1,143 units this percentage equates to approximately 850
rental units.
Applying the new rental program to the 2019 total number of units, would allow 850 rental units
to be inspected biennial and thereby save approximately 320 hours annually or (640 every two
years) of staff time just on inspections alone. Given our soon -to -be implemented contract
inspection model, this could save us approximately $17,000 annually. This is rough calculation only
uses estimates based upon those rentals that pass after the first inspection and does not include
those with 1-3 minor violations. Moreover, the estimate also does not include the administrative
workload associated with scheduling inspections.
Increase Compliance and Accountability
The program's current structure puts much of the responsibility on Village staff to be sure all
rentals have been registered, paid, as well as scheduled for an inspection or re -inspection. This
may have been suitable in the early years of the program but now given its longevity and increase
in rental volume, it is appropriate to have the property owners take greater responsibility for their
rental properties. It appears that other communities have also shifted to a similar approach.
Retain Service Level
Staff feels that even with these structural changes, Buffalo Grove can still retain its high level of
service in monitoring Buffalo Grove's rental units. The new proposed program structure does not
diminish the service level but instead prioritizes its resources to those actors and units that pose
the most serious threat to the Village reaching its service goal.
COVID-19 IMPACTS AND IMPLICATIONS
The Covid-19 pandemic has affected the implementation of the residential rental program in 2020.
Prior to the March shelter -in -place order, staff received a total of 1,071 rental licenses for CDRTS
rental units. Approximately 731 of these rental units were passed prior to the shelter -in -place
order. Once the shelter -in -place order was established, all rental inspections were postponed. For
the remaining of the 2020 year, approximately 340 CDRTS rental units need inspection/re-
inspection as well as approximately 357 multi -family units need to be inspected.
Communities have varied responses to rental inspections in light of Covid-19. Some communities
have had inspections and allowed tenants or property owners to write a letter and opt out due to
health concerns. Other communities are doing inspections that are solely exterior, or perform
them for units that are new or have new owners, and/or for units that are unoccupied. Buffalo
Grove will monitor the Coivd-19 levels on a local level and can decide how best to proceed on this
issue.
If the program is established, the Village could apply biennial inspection feature for CUTS units
retroactively and allow those that were passed with 0-3 minor violations (which will likely be
around 500-600 units) to skip a rental inspection in 2021 and be inspected again in 2022. In this
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2.B.a
manner, the Village may want to look and hold the remaining 340 CDRTS inspections for 2021.
This could effectively help to more evenly distribute CDRTS rental inspections to every other year.
NEXT STEPS
Staff is looking for the Village Board to provide some comments and feedback on this proposed
modifications. It is timely to move on the program so that the Budget can incorporate revised fees
and fines as well as the new ERP can incorporate the program's operations.
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2.0
Information Item : 2021 Strategic Goals
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Recommendation of Action
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Staff recommends discussion.
Attached are the proposed 2021 strategic plan goals. Jennifer Maltas will review the goals with the Village
Board during the meeting.
ATTACHMENTS:
• 2021 Strategic Plan Goals (DOCX)
Trustee Liaison
Sussman
Monday, October 5, 2020
Staff Contact
Jenny Maltas, Office of the Village Manager
Updated: 10/1/2020 11:41 AM
Page 1
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2.C.a
Implement an enterprise level community
Planning, Zoning,
development solution
Internal Operations
and
High
Development
Continue to seek accreditation of fire
Internal Operations
Public Safety
Medium
department
Develop a formal program for company
Internal Operations
Public Safety
Medium
level fire inspections
Incorporate an infrastructure report in to
Internal Operations
Financial
Medium
the 2020 budget document
Management
Implement an employee intranet
Internal Operations
Human Resources
High
Work with the Buffalo Grove Community
External Service Provisions
General
Medium
Foundation to create a strategic plan
Administration
Continue performing a comprehensive
External Service Provisions
General
High
update of the village code
Administration
Continue to update the village's liquor
Internal Operations
General
Medium
licensing process
Administration
Continue records management program
Internal Operations
General
Administration
Low
Continue to participate in the minority
Internal Operations
PD Public Safety
Medium
recruitment program
Mental health calls for service analysis and
Internal Operations
PD Public Safety
Medium
presentation to Village Board
Implementation of the public works
Internal Operations
General
High
strategic plan
Administration
Develop emergency communications
Internal Operations
General
Medium
scripts
Administration
Begin to review policies across
External Services Provisions
General
departments to address any issues with
and Internal Operations
Administration
High
inclusion and equity
Develop strategy for translation services for
External Service Provisions
General
in person/phone contact and documents
Administration
Medium
Implement Office 365
Internal Operations
General
High
Administration
Evaluate the snow and ice operations for
Internal Operations
Snow and Ice
High
alternative options and efficiencies
Joint social worker analysis to determine if
another social worker would be beneficial
External Service Provisions
Public Safety
Medium
for police and fire operations
Evaluation the reorganization of IY Services
Internal Operations
PD Public SafetyMedium
Improve the internal efficiency of the audit
Internal Operations
Finance
Medium
process
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2.C.a
Create a manufacturing awareness program for
Relationships with
Planning,
Zoning, and
Low
high school students
BG Entities
Development
Develop a series of educational workshops
EmployeeDevelopment and
Financial
Low
regarding the budgeting process for employees
Engagement
Management
Employee
Human
Develop a formal recruitment strategy
Development and
Resources
Medium
Engagement
Employee
Human
Develop a formal succession planning strategy
Development and
Resources
Medium
Engagement
Continue to develop a comprehensive community
Citizen Engagement
General
High
engagement strategy
Administration
Preform the 2020 citizens survey
Citizen Engagement
General
Administration
Medium
Perform an emergency table top exercise with staff
Relationships with
Public Safety
Medium
and elected officials
BG Entities
Develop new strategies for emergency
communications with residents - water main
Citizen Engagement
Public Works
High
breaks and emergency road closures
Develop a comprehensive program for remote
Employee
Development and
Human
High
delivery of internal services to employees
Engagement
Resources
Develop a regular remote town hall meetings with
Employee
Development and
Human
Medium
employees
Engagement
Resources
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Continue the development of the 2040 Land Use and Planning,
Comprehensive Plan Development Zoning, and High
Development
Continue to work with developers regarding the Land Use and Planning,
Town Center Property Development Zoning, and High
Development
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Create a strategy for the future of the village's
Planning and
Planning,
Zoning, and
High
facilities
Programing
Develo ment
Utilize the Greenest Regions II Compact to develop
Environmental
Financial
Low
a sustainability plan
Sustainability
Management
Implement new records management system and
Planning and
PD Public
High
computer aided dispatch systems
Programing
Safety
Present the study of the village's storm water
Planning and
Engineering
High
system to the Village Board
Programing
Explore a potential special service area for utility
Program Funding
Engineering
Low
improvements in the Prairie View area
Complete large SCADA Upgrade
Planning and
Pro rammin
Utilities
High
Continue implementation of the Infrastructure
Planning and
Engineering
High
Modernization Pro ram
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