2024-03-04 - Village Board Committee of the Whole - Agenda Packet m' Meetingof the Village of Buffalo Grove Fifty Raupp Blvd
g Buffalo Grove,IL 60089-2100
iL u w Village Board Phone:847-459-2500
Committee of the Whole
March 4, 2024 at 7:30 PM
1. Call to Order
A. Pledge of Allegiance
2. Village President's Report
A. Thrombosis Awareness Month (President Smith) (Staff Contact: Chris Stilling)
3. Special Business
1. 2023 Officer of the Year (Trustee Cesario) (Staff Contact: Brian Budds)
2. Public Works Employee of the Year (Trustee Stein) (Staff Contact: Kyle Johnson)
3. Presentation of BS&A Cloud-Based Software System (Trustee Weidenfeld) (Staff
Contact: Nicole Woods)
4. 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.
5. 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 Smith) (Staff
Contact: Dane Bragg)
B. Executive Session- Section 2(C)(2)of the Illinois Open Meetings Act: Collective
Negotiating Matters Between the Public Body and Its Employees or Their
Representatives, or Deliberations Concerning Salary Schedules for One or More Classes
of Employees. (President Smith) (Staff Contact: Dane Bragg)
6. 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
.........................................I
...............................
m
Information Item : Thrombosis Awareness Month
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Presentation
SUMMARY: The Village recognizes April 2024 as Thrombosis Awareness Month.
ATTACHMENTS:
• Thrombosis Proc 2024(DOC)
Trustee Liaison Staff Contact
Smith Chris Stilling, Community Development
Monday, March 4, 2024
Updated: 2/29/2024 3:24 PM Page 1
Packet Pg. 2
2.A.a
�r
'4
l,y r t t t
Village of Buffalo Grove
THROMBOSIS AWARENESS MONTH
z
C
WHEREAS, Thrombosis is a deadly medical condition that results from formation of 0
blood clots in blood vessels; and
N
C
WHEREAS, approximately 2,000,000 Americans are affected by Thrombosis each year, 2
and 600,000 of those are hospitalized for the condition; and a
N
WHEREAS, symptoms of Thrombosis may include pain, swelling and increased o
temperature, tenderness, discoloration or redness of the affected area; however, as many £
as half of all Thrombosis episodes produce minimal symptoms or those that are o
completely silent; and a number of other conditions (muscle strains, skin infections,
phlebitis) display similar symptoms to those of Thrombosis, so that the condition may be
difficult to diagnose without specific tests; and N
U
0
WHEREAS, most Americans are unaware of Thrombosis, its symptoms, its risk factors or a
the fact that it is the number one cause of unexpected hospital deaths in the United N
States, making Thrombosis a major public health concern; and 0
E
NOW THEREFORE, I, Eric Smith, Village President of the Village of Buffalo Grove, do
hereby proclaim the month of April 2024 as Thrombosis Awareness Month in the
Village of Buffalo Grove.
E
Proclaimed this 4th day of March, 2024. U
a
Eric N. Smith,
Village President
Packet Pg. 3
3.1
.........................................I
...............................
m
Information Item : 2023 Officer of the Year
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Recommends approval
The Buffalo Grove Rotary Club and Police Chief Brian Budds will present the 2023 Police Officer of the
Year Award to Investigator Crystal Dibble and present Officer Gabriel Augustyniak with a Special
Commendation Award.
Trustee Liaison Staff Contact
Cesario Brian Budds, Police
Monday, March 4, 2024
Updated: 2/21/2024 7:56 AM Page 1
Packet Pg. 4
3.2
.........................................I
...............................
m
Information Item : Public Works Employee of the Year
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action
Staff recommends presentation.
Public Works Employee of the Year will be presented to Tyler Ankney, Management Analyst.
Trustee Liaison Staff Contact
Stein Kyle Johnson, Engineering
Monday, March 4, 2024
Updated: 2/22/2024 11:50 AM Page 1
Packet Pg. 5
3.3
......................................... r ...............................
� m
Information Item : Presentation of BS&A Cloud-Based Software
System
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends discussion.
In 2021, the Village selected and purchased BS&A software to help streamline and automate permit
review, inspection, licensing, and planning processes. At the time of purchase and installment, BS&A was
only available via an on-premise server. The BS&A cloud-based software became available in 2023 and
shortly thereafter Buffalo Grove executed an agreement for the BS&A cloud-based software. Over the
past 6-months, staff has been working to implement, train and go live with the software. Staff will present
an overview of the new online software, its benefits, key elements of its implementation, and steps for
moving forward.
ATTACHMENTS:
• Memo of BSA (DOCX)
Trustee Liaison Staff Contact
Weidenfeld Nicole Woods, Community Development
Monday, March 4, 2024
Updated: 2/29/2024 8:50 AM Page 1
Packet Pg. 6
3.3.a
BUFFALO L ROV(
MEMORANDUM
DATE: March 4, 2024
TO: Dane Bragg, Village Manager
E
FROM: Nicole Woods, Director of Community Development ;,
co
d
L
SUBJECT: B&SA Cloud
0
CD
0
In 2021, the Village selected and purchased BS&A software to help streamline and automate permit m
review, inspection, licensing, and planning processes. At the time of purchase and installment, BS&A
was only available via an on-premise server. However, the company had indicated upcoming plans U
to offer a cloud-based software in the near future. As a result, the Village purchased BS&A as a <
server-based platform and planned on upgrading to the BS&A Cloud Software when it became m
available. c
c
0
The BS&A cloud-based software became available in 2023 and shortly thereafter Buffalo Grove
executed an agreement for the BS&A cloud-based software. Over the past 6-months, staff has been N
working to implement, train and go live with the software. Staff plans on working with the 2
a.
Communications Department to fully communicate the new features of the software to residents, Q
businesses, and contractors starting in March. m
w
0
At the March 411 COW, staff will present an overview of the new online software, its benefits, key E
elements of its implementation, and steps for moving forward.
c
0
' IIIIIIIIIIIII' I�� IIIIIIIIIIIIII IIIII IIIIIIIIIIIIII IIIII'"""°IIIIC°°°"IIIII'°°� IIIIII'""' °°°�°°"Illlh°°°�IIIIIIIIIIIIII I���� ' I °°°°°°"IIIII'°° °°IIIII °IIIIC°IIIII' IIIIIIIIIIIIII Illlh°°° 11114°.IIIIIIIIIIIIII s
The BS&A cloud-based system brings various operational, functional, and user benefits as described a
below.
Paperless Process and Real Time Access— Anytime and Anywhere
Prior Version
BS&A was mainly used to track the status of permits, plans and licenses, which was accessible to
staff, contractors, and residents via the web portal. Contractors and residents were able to submit
a limited number of permit types(air conditioner, furnace, radon mitigation, roof, sewer repair, water
heater and window replacement) via the BS&A web portal. However, all permits had paper files,
paper plans, and paper inspection reports. Information was often manually entered with a time
Page 1 of 4
Packet Pg. 7
3.3.a
delay. As this was server-based software, staff was only able to view, edit, analyze, or input any
permit, plan review, and inspection information at Village Hall. Transmission to third-party
consultants for plan review had to occur via in-person paper transmission.
Updated Cloud Version
BS&A's Cloud Software is utilized to submit, hold, review, transmit, inspect, track, and automate the
entire permit process for all permits. This allows the entire permit and inspection process to be
paperless. Contractors and residents can submit all permits via the BS&A web portal, as well as
track their progress. Staff and third-parry partners can actively enter and interact with the BS&A
portal anytime and anywhere. The transfer of information is immediate and occurring in real time. £
This is particularly significant for residents, businesses, and contractors, who can now receive N
electronic inspection reports in real time versus a paper report or a delayed electronic report. CO
as
L
Enhanced Customer Functionality and Experience
Prior Version in
The BS&A server-based system required residents and contractors to fill out information for the y
project with minimal guidance, leading to confusion and incorrect applications. In addition, m
contractors or residents would have to request inspections via phone or email.
_o
Updated Cloud Version
a
BS&A's Cloud Software was built-out with a series of questions to guide the customer in selecting N
the appropriate type of permits for the project. In addition, contractors and residents can use the m
w
on-line portal to request a day and timeslot for inspections and will be alerted if the request has G
been confirmed, denied or modified. c
Better data security y
Prior Version
a.
The server-based system required the platform to shut down a few times a month for necessary Q
updates. m
w
Updated Cloud Version c
BS&A's Cloud Software enhances data security and allows for more necessary security and related
updates without service interruption.
c
aD
Improved Back-end Functionality and Automation E
s
Prior Version
The older system's interface was largely static and required back-end users to utilize multiple tables a
to identify data, tasks, and issues. While some processes were automated, others were not, leading
to fractured workflows.
Updated Cloud Version
The cloud's interface allows for more dynamic use with dashboards providing snapshots in real time
of data, tasks, and projects. This allows back-end users to organize, understand, and swiftly move
through key information and data. Workflows for permits, licenses, and certificates were improved
and wherever possible, automatized and optimized. In addition, workflows were automated for
areas such as property maintenance, the planning & zoning process, rental licenses, and health
Page 2 of 4
Packet Pg. 8
3.3.a
inspections, which previously did not have a built-out processes or minimal automation to the
processes.
Collectively, these key benefits will allow for easier, seamless processing of permits, rental licenses,
business licenses, health, and planning &zoning applications for residents, contractors, businesses,
and staff.
III IIIIw IIIIIotL... IIIII IIIII""'L........ IIIII IIIII IIIII IIIII IIIII IIIII IIIII
The numerous benefits realized from BS&A Cloud Software are mainly a result of three key factors.
First, is the cloud-based (web-based) nature of the software which is accessible to all parties at any £
time and from anywhere. This includes inspectors on the construction site, to the clerk in Village 0
Hall, to the third-party plan reviewer several miles away, to the software engineer rolling out an >,
co
update, to the contractor on the job, and to the resident at home. Second, is the improved L
functionality of the BS&A Cloud Software. In contrast to the server-based system, the new BS&A 3
Cloud Software has heightened operational capacity for the back-end user to view and modify data in
and processes with greater ease. Additionally, greater automation is enabled in areas that was
lacking previously. m
The third and final factor is the Village's commitment to improve services and create operational c
U
efficiencies through the utilization of the new technology. Such a commitment was important as a
permit volume has remained high and even increased since the Covid years. Since 2022, annual m
permit volume has averaged approximately 3,300, when compared to a historical average of 2,500. c
c
0
For all these reasons, staff devoted much time to identifying, examining, and managing the elements o
of the cloud implementation. All processes were individually and collectively analyzed and compared. 0
Workflows were dissected to identify possible automation steps. Staff researched and procured the 2
a.
necessary equipment such as Pads and larger plan-review monitors. In addition, corresponding
partners, third parties, and various BG departments were consulted and trained. m
w
0
OMGGIIII IINGIIIII IIIII IIIIII IIIIII IIIII IIIIII IIIII IIIIII IIIIII IIIII IIIII E
Although staff is currently live with the BS&A Cloud Software system and to the extent possible has
maximized the current cloud implementation, the process will be ongoing. BS&A Software, LLC will
continue to offer smaller updates that allow for even further maneuverability and efficiency. They s
are also working on a list of upcoming features, which are more prominent in nature, such as working
more seamlessly with other software like Laserfiche, which BG uses as its archival software. At the a
same time, staff will be looking to continually monitor and tweak our customized BS&A cloud
workflows, processes, and interfaces. On a larger scale, we will be looking to blend BS&A with
compatible software systems for electronic plan review, citizen request (report a concern), and other
departments' software programs.
Page 3 of 4
Packet Pg. 9
3.3.a
IIIIIC°°'IIIIC""" I)S
Illlk � :'°"'lull'°°° ��� IIIII��
As noted above, the BS&A Cloud Software is live and for the past month staff has been training and
utilizing it. CD staff intends to work with the Communications Department to develop a
communication campaign to announce the rollout of the capabilities of the program within the
upcoming weeks.
E
d
CO
as
L
rt+
O
Cn
N
m
3
O
t�
Q
06
CO
m
w
O
C
O
C
d
N
d
L
a
a
in
4-
0
O
m
c
m
s
co
Q
Page 4 of 4
Packet Pg. 10
5.A
......................................... r ...............................
� m
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 Staff Contact
Smith Dane Bragg, Office of the Village Manager
Monday, March 4, 2024
Updated: 2/29/2024 10:07 AM Page 1
Packet Pg. 11
5.B
......................................... � ...............................
� m
Information Item : Executive Session-Section 2(C)(2) of the Illinois
Open Meetings Act: Collective Negotiating Matters Between the
Public Body and Its Employees or Their Representatives, or
Deliberations Concerning Salary Schedules for One or More
Classes of Employees.
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
N/A
Executive Session-Section 2(C)(2)of the Illinois Open Meetings Act: Collective negotiating matters
between the public body and its employees or their representatives, or deliberations concerning salary
schedules for one or more classes of employees.
Trustee Liaison Staff Contact
Smith Dane Bragg, Office of the Village Manager
Monday, March 4, 2024
Updated: 2/29/2024 10:05 AM Page 1
Packet Pg. 12