2023-05-01 - Village Board Committee of the Whole - Agenda Packet2. Special Business
A. Special Recognition of President Sussman's Public Service (Trustee Stein) (Staff
Contact: Dane Bragg)
B. Proclamation Recognizing National Police Week 2023 (Trustee Pike) (Staff Contact:
Brian Budds)
C. Proclamation Recognizing be Kind to Animals Week (Clerk Sirabian, President
Sussman) (Staff Contact: Brett Robinson)
D. Discussion of a Revolving Loan Program for Residential Utility Improvements (Trustee
Smith) (Staff Contact: Chris Stilling)
E. Public Works Facility Bid Results Discussion (Trustee Smith) (Staff Contact: Jim
Warnstedt)
3. Public Comment
Public Comment is 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 5 minutes and should be limited to concerns or comments regarding issues that are relevant to
Village Board 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 : Special Recognition of President Sussman's
Public Service
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Recommendation of Action pp
ll
N/A
Representatives from other government agencies will recognize President Sussman's service to the
entire Buffalo Grove community.
Trustee Liaison
Stein
Monday, May 1, 2023
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 4/27/2023 9:29 AM
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2.B
Information Item : Proclamation Recognizing National Police Week
2023
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Recommendation of Action pp
ll
N/A
A proclamation recognizing National Police Week in the Village of Buffalo Grove.
ATTACHMENTS:
• National Police Week - 2023 (DOCX)
Trustee Liaison
Pike
Monday, May 1, 2023
Staff Contact
Brian Budds, Police
Updated: 4/27/2023 9:38 AM
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2.B.a
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NATIONAL POLICE WEEK 2023
WHEREAS, the Congress and President of the United States have designated May
15th as Peace Officers Memorial Day, and the week in which it falls as Police Week; N
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WHEREAS, the members of the Buffalo Grove Police Department play an essential
role in safeguarding the rights and freedoms of the citizens of Buffalo Grove; and
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WHEREAS, it is important that all citizens know and understand the duties and a
responsibilities of their police department, and that the members of our police c
department recognize their duty to serve the people by safeguarding life and property, °
by protecting them against violence or disorder, and by protecting the innocent against z
deception and the weak against oppression or intimidation; and M
WHEREAS, over 22,000 law enforcement officers have been killed in the line of duty,
and their names are permanently engraved in granite at the National Law Enforcement
Officers Memorial in Washington, D.C.
AND WHEREAS, the men and women of the Buffalo Grove Police Department
unceasingly provide a vital public service; and
NOW, THEREFORE, the Village President and Board of Trustees of the Village of
Buffalo Grove, call upon all citizens of Buffalo Grove and upon all patriotic, civil and
educational organizations to observe the week of May 15th to May 23rd, 2023, as Police
Week with appropriate virtual ceremonies in which all people may join in
commemorating police officers, past and present who, by their faithful and loyal
devotion to their responsibilities, have rendered a dedicated service to their
communities and, in doing so, have established for themselves an enviable and
enduring reputation for preserving the rights and security of all citizens.
Proclaimed this 1st day of May, 2023.
Village President
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2.0
Information Item : Proclamation Recognizing be Kind to Animals
Week
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Recommendation of Action pp
ll
N/A
A proclamation recognizing the first week of May as Be Kind to Animals week.
ATTACHMENTS:
• Proclamation (DOCX)
Trustee Liaison
Ms. Sirabian, Sussman
Monday, May 1, 2023
Staff Contact
Brett Robinson, Finance
Updated: 4/27/2023 9:07 AM
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Village of Buffalo Grove
PROCLAMATION RECOGNIZING BE KIND TO ANIMALS WEEK
MAY 1- 7, 2023
WHEREAS, "Be Kind to Animals Week" was created in 1915 by American Humane to
increase awareness of the importance of treating animals with kindness and compassion
WHEREAS, The Village of Buffalo Grove would remind all pet owners that they are
responsible for the well-being of their pets; and
WHEREAS, Pet owners should strive to provide an environment for their pets that is free of
fear, anxiety and emotional distress; and
WHEREAS, Pet owners should provide adequate shelter and protection from all weather
conditions including wind, snow, rain and extreme temperatures; and
WHEREAS, Pet owners should allow their pets to express normal behavior; and
WHEREAS, Pet owners should provide animals in their care with Veterinary care,
vaccinations and medical attention when needed to prevent suffering;
NOW THEREFORE, BE IT PROCLAIMED by the President and Board of Trustees of the
Village of Buffalo Grove that the first week of May, is designated as "Be Kind to Animals
Week".
Proclaimed this 1st day of May, 2023.
Village President
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2.D
Information Item : Discussion of a Revolving Loan Program for
Residential Utility Improvements
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Recommendation of Action pp
ll
Staff recommends discussion.
Staff is seeking the Board's feedback regarding the creation of a revolving loan program for utility
improvements to assist homeowners with water/sewer repairs and upgrades, private drainage
improvements and sewer service lining projects.
ATTACHMENTS:
• Utility Loan Program BOT Memo 4.27.23 (DOCX)
Trustee Liaison Staff Contact
Smith Chris Stilling, Community Development
Monday, May 1, 2023
Updated: 4/27/2023 9:25 AM Page 1
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2.D.a
MEMORANDUM
DATE: April 26, 2023
TO: Dane Bragg, Village Manager
FROM: Christopher Stilling, Deputy Village Manager
RE: Creation of a Revolving Loan Program for Utility Improvements
Is
Should the Village establish a revolving loan program for utility improvements to assist
homeowners with water/sewer repairs and upgrades, private drainage improvements and
sewer service lining projects?
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Staff recommends that the Village create a revolving loan program. The program would create
a low interest loan to assist homeowners with certain utility projects including water/sewer
repairs and upgrades, private drainage improvements and sewer service lining.
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As the Village is entering its fifth year of the Infrastructure Modernization Program (IMP), staff
has seen increased interest from homeowners wishing to improve their water and sanitary
service lines as the Village undertakes neighborhood wide water/sewer main projects. This is
also the case as we start making stormwater improvements to address drainage issues.
Routinely, as we begin planning a neighborhood wide project, staff will reach out to
homeowners explaining that they should consider making certain utility improvements as we
are working in their area. Unfortunately, the costs of such projects can range from $5,000-
$15,000 and some homeowners do not have the financial capacity at that time to complete
the project.
In the 1970s, the Village established the Local Utility Repair Financing Program to assist
homeowners with drainage improvements and utility repairs. This program offered up to a
$5,000 low interest loan, payable over 36 months. The intent of the program was to assist
with expensive repairs and improvements as they were needed. Overall, the program was
cumbersome to administer and required title searches, legal review and fees. Due to a lack of
participation, the program was phased out in the early 2000s.
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Staff is proposing the creation of a new revolving loan program for residential utility projects.
Learning from the Local Utility Repair Financing Program, staff believes the Village can offer
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2.D.a
an updated and "user friendly" program that is more manageable to administer. Furthermore,
we believe that as the Village continues with the implementation of the IMP, staff will be able
get the interest of homeowners to make needed repairs at a cost effective time for all parties,
rather than waiting for a problem to arise. The following is a general summary of the proposed
loan structure:
Loan Amount- Up to $10,000
Covers 50% of the total cost of the work, not to exceed $10,000. Project minimum of $2,500.
The following is a summary of the projects that would be eligible:
1. Water/Sewer Line Repairs
On average, the Village issues 20-25 permits each year to homeowners who have a
private water/sewer service line repair. These are repairs that are unplanned, generally
impact their service level and have an average cost of $5,000-$10,000.
Furthermore, many older homes do not have a clean out for their sanitary service.
Adding a cleanout can be beneficial as it can help prevent future problems and provide
easier access in the case of blockages. This project has an average cost of $5,000.
2. Water Service Line Upgrade
Typically, a residential home has a 3/4 or 1-inch water service line. In some instances
when a homeowner is making improvements to a home, the service line may need to
be increased in size to accommodate new fixtures. As the Village is making watermain
improvements as part of the IMP, staff anticipates the demand to upsize increasing
since that would be a cost effective time for homeowners to make the improvement.
The cost ranges from $5,000 to $20,000 depending on the length and location of the
line. This also provides an opportunity for the IMP to address all utility needs in an
area, both public and private, leaving the area in a revitalized state for a significant
period of time.
3. Sewer Service Lining
In some of the older parts of the community, many homes have clay sanitary service
lines which degrade and break over time quicker than plastic or concrete. As more
failures occur on these private lines residents will explore cost effective methods to
replacing their lines and the associated infrastructure above them, much like the Village
has done with its mains. Sewer service lining is new construction method that is quickly
growing popular for this user base and we anticipate a sharp incline in this project need
over the coming years. This project has an average cost of $5,000-$10,000.
4. Stormwater/Drainage Improvements
The Village is anticipating new road and storm sewer projects in the future where
private overland drainage and sump pump discharge issues are prevalent. A component
of such future projects may include the expansion of the storm sewers and provide
connection points for which homeowners could connect their sump pumps or other
permitted drains. Project costs vary greatly but are estimated to be $5,000-$10,000.
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2.D.a
Term- 36 Months
The loan would be paid back over a 36-month period and paid bi-monthly (18 payments).
Interest- 3%
Staff is proposing a flat rate of 3%, but this would be reviewed annually as part of the fiscal
year budget process.
Collateral
While staff will work with the Village Attorney on the specifics, as part of the loan process, the
Village would require some form of a personnel guarantee. Furthermore, once funds are paid,
a lien would also be recorded against the property. In the event of a default, the Village would
also have the ability to recover a any unpaid costs should the property require a transfer
stamp.
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Step-1 Pre -Application Meeting
Homeowner meets with staff to review their initial application along with providing 3 bids from
a licensed contractor. Following the meeting, the Village will issue a pre -approval letter
indicating the preliminary amount of the loan.
Step-2 Permit Submittal
Homeowner shall submit a permit application as well as the signed proposed from the licensed
contractor.
Step-3 Permit Issued/Final Authorization
As part of the permit issuance, the Village would issue a final authorization for the approved
loan amount based on the scope of work.
Step-4 Work is Completed
Once the work is completed and the project passes final inspections, the
contractor/homeowner will submit the final invoice as well as the executed personnel
guarantee.
Step-4 Funds Released
Staff will review the final invoice to confirm it does not exceed the initial loan amount. The
Village would pay the contractor directly for 50% of the work and/or approved loan amount,
whichever is less. We would request a lien waiver from the contractor and the Village would
record a lien on the property.
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As part of the upcoming FY24 Budget, staff will be requesting up to $150,000 to "seed" the
loan program. Staff is projecting that $75,000 be allocated from the Water/Sewer Fund since
water/sewer service line projects are eligible expenses. The balance of $75,000 would come
from the General Fund. As part of the Board's annual review of the 20-Year water proforma
(expected later this year), staff will incorporate the $75,000.
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Staff is seeking the general feedback from the Board regarding the proposed program. Staff
will be providing a brief presentation at the May 1, 2023 Village Board Committee of the Whole
meeting.
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2.E
Information Item : Public Works Facility Bid Results Discussion
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Recommendation of Action pp
ll
Staff recommends discussion.
Staff will present an overview of the bid results for the Public Works Facility at 1650 Leider Lane.
Trustee Liaison
Smith
Monday, May 1, 2023
Staff Contact
Jim Warnstedt, Public Works
Updated: 4/27/2023 9:04 AM
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