Meeting of the Village of Buffalo Grove Board of Trustees

Transcription

1 Meeting of the Village of Buffalo Grove Board of Trustees Regular Meeting November 4, 2013 at 7:30 PM Fifty Raupp Blvd Buffalo Grove, IL Phone: Call to Order Pledge of Allegiance Roll Call Approval of Minutes A. Minutes of the October 21, 2013 Village Board Meeting [GO TO] B. Minutes of the October 28, 2013 Committee Of The Whole Meeting [GO TO] Approval of Warrant A. Presentation and Reading of Warrant #1219 [GO TO] Village President's Report A. Commendation Honoring Mr. Al Kamikow (President Braiman) [GO TO] B. Commendation Honoring Mr. Irving Weiner (President Braiman) [GO TO] Village Manager's Report A. Truth in Taxation Act-Tax Year 2013 Levy Determination Notice (Trustee Berman) [GO TO] B. Emerald Ash Borer Program Update (Trustee Stein) [GO TO] Special Business Reports from the Trustees 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. Consent Agenda: Ordinances and Resolutions A. Resolution No : A Resolution Authorizing the Execution of an Agreement Between the Illinois Department of Transportation and the Village of Buffalo Grove for the Upgrade of Certain State Owned Traffic Signals (Trustee Stein) SUMMARY: Staff recommends approval of the Resolution and Agreement for the upgrade of State owned traffic signals. [GO TO] B. Resolution No : A Resolution Authorizing An Intergovernmental Agreement Between the Village of Buffalo Grove and the Village of Wheeling Related To The Installation And Ongoing Operation And Maintenance of the Dundee Road Shared Use Bike Path And Related Bike/Pedestrian Improvements (Trustee Stein) SUMMARY: Staff recommends approval of the Intergovermental Agreement which formalizes the cost sharing arrangement for reconstruction of a portion of the Dundee Road Shared Use Path in the Village of Wheeling. [GO TO] Consent Agenda: Unfinished Business Consent Agenda: New Business C. Village of Buffalo Grove Police Pension Fund-Municipal Compliance Report-December 31, (Trustee Berman) SUMMARY: The Illinois Pension Code requires that the Police Pension Fund Board of Trustees submit a

2 Municipal Compliance Report prior to the adoption of the Village's 2013 property tax levy regarding fiscal condition. This report has been prepared on behalf of the Village's Police Pension Fund Board and acceptance is requested. This report was approved at the October 8th Police Pension Board Meeting. [GO TO] D. Village of Buffalo Grove Firefighter's Pension Fund-Municipal Compliance Report-December 31, 2012 (Trustee Berman) SUMMARY: The Illinois Pension Code requires that the Firefighter's Pension Fund Board of Trustees submit a Municipal Compliance Report prior to the adoption of the Village's 2013 property tax levy regarding fiscal condition. This report has been prepared on behalf of the Village's Firefighter's Pension Fund Board and acceptance is requested. The Firefighters' Pension Fund Board approved the report on October 31st. [GO TO] E. Proclamation: Deputy Chief Doug Postma Retirement (Trustee Trilling) SUMMARY: Proclamation recognizing the service DC Postma has given to the community. [GO TO] F. Proclamation: Battalion Chief Joe Wieser Jr. Retirement (Trustee Trilling) SUMMARY: A proclamation recognizing BC Wieser, Jr. for his years of service to the community. [GO TO] G. Proclamation: Lieutenant William Kent Brecht (Trustee Trilling) SUMMARY: A proclamation recognizing Lt. Brecht for his years of service. [GO TO] H. Proclamation: November is Native American Heritage Month (President Braiman) SUMMARY: The month of November is proclaimed Native American Heritage Month in the Village of Buffalo Grove. [GO TO] I. Certificate of Initial Acceptance and Approval: Plaza Improvements (Trustee Stein) SUMMARY: The Village Engineer recommends, with reservation for final landscaping, that the Certificate of Initial Acceptance & Approval for the Plaza Improvements be approved. [GO TO] J. Authorization to Bid Printing Services for Village Newsletter (Trustee Berman) SUMMARY: Staff requests authorization to bid for print services for the 2014 residential newsletter. [GO TO] Ordinances and Resolutions A. Ordinance No : Bi-Montly Metra Parking Pass Fee Increase [GO TO] B. Ordinance No : Long Grove Confectionery, 333 Lexington Drive, special use for retail sales in the Industrial District. (Trustee Stein) [GO TO] Unfinished Business A. Award of Contract: Automated Pay by Space Parking Meters (Trustee Berman) [GO TO] B. Award of Contract: Sewer Televising (Trustee Stein) [GO TO] C. Award of Contract: Uniform Rental Service (Trustee Stein) [GO TO] D. Reject Proposals for Snow and Ice Removal Services (Trustee Stein) [GO TO] New Business A. Pre-Application Conference: N Prairie Road, petition for annexation with zoning in the R-1 District (Trustee Terson) [GO TO] Questions from the Audience Questions from the audience are limited to items that are not on the regular agenda. In accordance with Section 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,

3 Village staff or an appropriate agency for review. Executive Session A. Approval of Closed Meeting Minutes: Section 2(c)(21) of the Illinois Open Meetings Act B. Collective Bargaining: Section 2(c)(2) of the Illinois Open Meetings Act 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 to allow the Village to make reasonable accommodations for those persons.

4 Minutes of the October 21, 2013 Village Board Meeting 4-A Overview Approval is recommended. Attachments M pdf Trustee Liaison Clerk Sirabian Staff Contact Carol A Lieber, Monday, November 4, 2013 Approval of Minutes - Item : 4-A

5 /21/2013 MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, OCTOBER 21, 2013 CALL TO ORDER President Braiman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Braiman; Trustees Berman, Trilling, Sussman, Terson, Stein, and Ottenheimer. Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jennifer Maltas, Deputy Village Manager; Scott Anderson, Finance Director; Lauren Stott, Management Analyst; Art Malinowski, Director of Human Resources; Robert Giddens, IT Director; Robert Pfeil, Village Planner; Brett Robinson, Purchasing Manager; Brian Sheehan, Deputy Building Commissioner Operations; and Carol Berman, Deputy Building Commissioner Administration. APPROVAL OF MINUTES Moved by Ottenheimer, seconded by Sussman, to approve the minutes of the October 7, 2013 Regular Meeting. Upon roll call, Trustees voted as follows: AYES: 5 Berman, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None ABSTAIN: 1 Trilling Motion declared carried. WARRANT #1218 Mr. Anderson read Warrant #1218. Moved by Terson, seconded by Sussman, to approve Warrant #1218 in the amount of $2,261,441.28, authorizing payment of bills listed. Upon roll call, Trustees voted as follows: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. VILLAGE MANAGER S REPORT Mr. Bragg noted the submittal and posting to the website and the e-library of the Monthly Management Report for September, 2013; there were no questions on the report. Mr. Bragg presented a brief update on the status of Weiland Road. Staff is recommending that the Comment Period be extended from October 31, 2013 to November 15, Mr. Bragg introduced and welcomed Lauren Stott, Management Analyst, who joined Village staff last week. Mr. Bragg announced that the 2014 Budget Presentation will take place at the November 18, 2013 Regular Village Board Meeting. Mr. Anderson presented the 2013 Buffalo Grove Days Financial Report, details of which are contained in the Village Board Meeting Agenda Item that he prepared, as well as his memo to Mr. Bragg of October 16, President Braiman thanked Paulette Greenberg and J.V. Springman for another outstanding event.

6 /21/2013 TRUSTEE REPORTS Trustee Ottenheimer reported that the Buffalo Grove Symphonic Band Concert will take place at Buffalo Grove High School on November 3, The Village Clerk reviewed the purpose of the upcoming Civics Forum to be held on October 28, The participating students met for orientation this evening, and are now observing our Village Board Meeting. Each of the students then introduced themselves to the audience. CONSENT AGENDA President Braiman explained the Consent Agenda, stating that any member of the audience or the Board could request that an item be removed for full discussion; there were no such requests. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. Ordinance # Vehicle Seizure and Impoundment Motion to pass Ordinance # , amending Chapter 10.20, Vehicle Seizure and Impoundment, of the Village of Buffalo Grove Municipal Code. Motion to recognize the 170 th Year Anniversary of B nai B rith International. Proclamation B nai B rith Moved by Sussman, seconded by Ottenheimer, to approve the Consent Agenda. Upon roll call, Trustees voted as follows: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. ORDINANCE # WATER SUPPLY CONTRACT Moved by Stein, seconded by Sussman, to pass Ordinance # , Amended and Restated Water Supply Contract with the Northwest Water Commission, in accordance with information contained in Board packets. Mr. Bragg reviewed the proposed ordinance, details of which are contained in the Village Board Meeting Agenda Item Overview that he prepared. Upon roll call, Trustees voted as follows: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. ORDINANCE # EPIC POWER & CONDITIONING Moved by Terson, seconded by Ottenheimer, to pass Ordinance # , approving a special use for a recreation facility in the Industrial District, EPIC Power & Conditioning, 1620 Barclay Boulevard.

7 /21/2013 Mr. Bragg reviewed the proposed ordinance, details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr. Pfeil. Josh Refenes, owner of EPIC Power & Conditioning, reviewed the business owned by him and his wife, Heather. In answer to a question from President Braiman, Mr. Refenes stated that he has read the proposed ordinance and intends to be bound by it. Upon roll call, Trustees voted as follows on the motion: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. INDEPENDENT FINANCIAL AUDITING SERVICES Moved by Berman, seconded by Sussman, to award contract for Independent Financial Auditing Services to Baker Tilly, in accordance with materials contained in Board packets and the memorandum from staff dated October 17, 2013 Mr. Anderson reviewed the proposed contract award, details of which are contained in the Village Board Meeting Agenda Item Overview as well as his memo to Mr. Bragg of October 17, Mr. Anderson also expanded on the additional review that he conducted to ensure that this is a qualified bidder based not only on price, but also municipal experience. Upon roll call, Trustees voted as follows on the motion: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. MELROSE PYROTECHNICS Moved by Sussman, seconded by Terson, to award contract to Melrose Pyrotechnics, Inc. for pyrotechnic services for Buffalo Grove Days and the 4 th of July, as per information cited in Board packets. Mr. Robinson reviewed the proposed contract award, after which he answered questions from the Board with regard to the low number of bidders responding. Lengthy discussion ensued regarding the fairly significant drop off in responses to our invitations to bid or make proposals on potential contracts with the Village. Staff will investigate and report back to the Board. Upon roll call, Trustees voted as follows on the motion: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried CUSTODIAL SERVICES Mr. Bragg reviewed the bid scenario in this instance, details of which are contained in the Village Board Meeting Agenda Item Overview prepared by Mr. Robinson. Moved by Trilling, seconded by Terson, to waive bids and authorize staff to begin negotiating with the individual vendors who originally bid on the custodial services.

8 /21/2013 Discussion ensued as to whether the item should be rebid or staff should negotiate. Upon roll call, Trustees voted as follows on the motion: AYES: 5 Berman, Trilling, Sussman, Terson, Ottenheimer NAYS: 1 Stein Motion declared carried. QUESTIONS FROM THE AUDIENCE President Braiman 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. J. V. Springman, 222 Stanton Drive, thanked the entire Board for their support of Buffalo Grove Days. On behalf of himself and Paulette Greenberg, he thanked the entire Committee for all of their hard work to make the event a success. Mr. Springman also thanked the Police, Fire and Public Works employees for the tremendous support that they provided to the Committee and the residents. ADJOURNMENT Moved by Sussman, seconded by Berman, to adjourn the meeting. Upon roll call, Trustees voted as follows: AYES: 6 Berman, Trilling, Sussman, Terson, Stein, Ottenheimer NAYS: 0 None Motion declared carried. The meeting was adjourned at 8:35 P.M. Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 4th DAY OF November, 2013 Village President

9 Minutes of the October 28, 2013 Committee Of The Whole Meeting 4-B Overview Approval is recommended. Attachments M COTW-Civics.pdf Trustee Liaison Clerk Sirabian Staff Contact Carol A Lieber, Monday, November 4, 2013 Approval of Minutes - Item : 4-B

10 MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, OCTOBER 28, 2013 CALL TO ORDER President Braiman called the meeting to order at 7:40 P.M. Those present stood and pledged allegiance to the Flag. Roll call indicated the following present: President Braiman; Trustees Trilling, Sussman, Terson, Stein and Ottenheimer. Trustee Berman was absent. Also present were: Dane Bragg, Village Manager; Scott Anderson, Director of Finance; Robert Giddens, IT Director; Lauren Stott, Management Analyst; Deputy Police Chief Husak; and Police Corporal Positano. ROLL CALL CIVICS FORUM The Village Clerk reviewed the purpose and goal of the Civics Forum and summarized what the students have done to date to prepare for this meeting. Buffalo Grove and Stevenson High Schools are represented this evening. The students formed two groups, pro and con, and debated whether or not the Village of Buffalo Grove assault weapons ban ordinance should be expanded. The students were presented with Certificates and thanked by the Board for another outstanding program. ADJOURNMENT Moved by Stein, seconded by Sussman, to adjourn the meeting. Upon voice vote, the motion was declared carried, and the meeting was adjourned at 8:46 P.M. Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 4 th DAY OF November, 2013 Village President

11 Presentation and Reading of Warrant # A Overview Approval is recommended. Attachments Warrant 1219 work sheet xlsx.pdf W#1219.pdf (Appendix) Trustee Liaison Staff Contact Scott D Anderson, Finance & GS Monday, November 4, 2013 Approval of Warrant - Item : 5-A

12 VILLAGE OF BUFFALO GROVE WARRANT # Nov-13 General Fund: 316, Illinois Municipal Retirement Fund: 0.00 Parking Lot Fund: 0.00 Motor Fuel Tax Fund: 345, School & Park Donations 0.00 Capital Projects-Facilities: 12, Capital Projects-Streets: 65, Health Insurance Fund: 0.00 Facilities Development Debt Service Fund: 0.00 Retiree Health Savings (RHS): 18, Water Fund: 174, Buffalo Grove Golf Fund: 9, Arboretum Golf Fund: 7, Refuse Service Fund: , PAYROLL PERIOD ENDING 10/24/ , , TOTAL WARRANT #1219 1,823, APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Village Clerk Village President

13 See appendix: Appendix001 - W#1219.pdf

14 Commendation Honoring Mr. Al Kamikow 6-A Overview The Village is recognizing local veteran Mr. Al Kamikow who fought at the Battle of Normandy, received the Bronze Star, and the Purple Heart. He is being honored by the French government on November 8 with the Knight of the Legion of Honor medal. He is being paid tribute for his service to the French people. This honor, created by Napoleon, is the highest honor that France can bestow upon those who have achieved remarkable deeds for France. Mr. Kamikow turned 90 a month ago, celebrated his 65th wedding anniversary a few days ago, has lived in Buffalo Grove for almost 30 years, has 2 children, 5 grandchildren, and 2 great-grandchildren. Attachments Al Kamikow.pdf Trustee Liaison President Braiman Staff Contact Monday, November 4, 2013 Village President's Report - Item : 6-A

15 Village of Buffalo Grove COMMENDATION Honoring Al Kamikow WHEREAS Al Kamikow has lived in Buffalo Grove with his wife for almost 30 years; and WHEREAS the Village of Buffalo Grove thrives because of its outstanding people and institutions; and WHEREAS Al Kamikow served his country during World War II at the Battle of Normandy, receiving the Bronze Star and the Purple Heart for his bravery; and WHEREAS Mr. Kamikow is being honored by the French government this week by being presented with the highest honor that France can bestow the Knight of the Legion of Honor medal. Now therefore, be it affirmed that I, Jeffrey Braiman, Village President, on behalf of the Board of Trustees, commend Al Kamikow for his courageous service. We are all proud to have you as part of our Buffalo Grove family. Dated this 4th day of November, 2013 in the Village of Buffalo Grove. Janet Sirabian, Village Clerk Jeffrey S. Braiman, Village President

16 Commendation Honoring Mr. Irving Weiner 6-B Overview The Village is recognizing local veteran Mr. Irving Weiner who served and was wounded in the Iwo Jima invasion, one of the bloodiest battles in the Pacific during World War 2. One of every four soldiers was wounded or killed in this invasion. Mr. Weiner was awarded a Purple Heart, and in 2002 was granted his high school diploma. Last Wednesday, Mr. Weiner had the privilege of flying on the Honor Flight to Washington DC and visiting war memorials. Mr. Weiner has lived with his wife of 67 years in Buffalo Grove for almost 30 years. He has 3 children, 5 grandchildren, and 4 great-grandchildren. Attachments Irving Weiner.pdf Trustee Liaison President Braiman Staff Contact Jeff Braiman, Office of Village Manager Monday, November 4, 2013 Village President's Report - Item : 6-B

17 Village of Buffalo Grove COMMENDATION Honoring Irving Weiner WHEREAS Irving Weiner has lived in Buffalo Grove with his wife for almost 30 years; and WHEREAS the Village of Buffalo Grove thrives because of its outstanding people and institutions; and WHEREAS Irving Weiner left high school in order to serve his country during World War II, fighting at the Invasion of Iwo Jima, where he was wounded; and WHEREAS Mr. Weiner was granted his high school diploma in 2002, and was awarded the Purple Heart; and WHEREAS Mr. Weiner was honored by being chosen to travel last week on the Honor Flight, flying with other veterans to Washington D.C. and touring war memorials. Now therefore, be it affirmed that I, Jeffrey Braiman, Village President, on behalf of the Board of Trustees, commend Irving Weiner for his courageous service. We are all proud to have you as part of our Buffalo Grove family. Dated this 4th day of November, 2013 in the Village of Buffalo Grove. Janet Sirabian, Village Clerk Jeffrey S. Braiman, Village President

18 Truth in Taxation Act-Tax Year 2013 Levy Determination Notice 7-A Overview The Truth in Taxation Act, (the "Act") Chapter 35, ILCS, Section 200/18-55 through 200/ requires the Corporate Authorities to make a determination of the amounts necessary to be raised by taxation for the given levy year (tax year 2013) upon the taxable property within the Village. If a proposed levy is more than 105% of the amount extended, or estimated to be extended plus any amount abated prior to extension, from the prior tax year, (i.e levies versus 2012 extension, plus abatement) the Village shall give notice and conduct a public hearing. The requirements apply if the proposed Corporate, Special Purpose, and Pension levies exceed, or are estimated to exceed, the 105% threshold. Levies for debt service are exempt from the calculation but are required to be disclosed in the public notice. Proposed 2012 Tax Levy (all levies other than debt service) $13,695,228 Final 2011 Tax Levy Extension (including abatements) $13,432,067 Rate of Change 1.96% By motion, acceptance should occur in order for the appropriate notation to appear within the minutes of a Meeting of the President and Board of Trustees. Based on the above calculation, it will not be necessary to publish for and hold a public hearing as required by the Truth In Taxation Act. Attachments Truth in Tax 2013.pdf Trustee Liaison Trustee Berman Staff Contact Scott D Anderson, Finance & GS Monday, November 4, 2013 Village Manager's Report - Item : 7-A

19 VILLAGE OF BUFFALO GROVE TO: DANE C. BRAGG FROM: SCOTT D. ANDERSON SUBJECT: TRUTH IN TAXATION DETERMINATION DATE: 10/30/2013 The Truth in Taxation Act, (the "Act") Chapter 35, ILCS, Section 200/18-55 through 200/ requires the Corporate Authorities to make a determination of the amounts necessary to be raised by taxation for the given levy year (tax year 2013) upon the taxable property within the Village. If a proposed levy is more than 105% of the amount extended, or estimated to be extended plus any amount abated prior to extension, from the prior tax year, (i.e levies versus 2012 extension, plus abatement) the Village shall give notice and conduct a public hearing. The requirements apply if the proposed Corporate, Special Purpose, and Pension levies exceed, or are estimated to exceed, the 105% threshold. Levies for debt service are exempt from the calculation but are required to be disclosed in the public notice. The first requirement of the Act is that the corporate authorities determine the amount of proposed levy for tax year That determination must be made not less than 20 days prior to the adoption of the aggregate levy. The proposed levies, the prior year s final or estimated extension(s) and percentage change are to be noted and entered into the public record. Notice is being provided at this time to the President and Board of Trustees that a tax levy ordinance for 2013 will be submitted for their review and consideration, for extension and collection in calendar 2013 with estimated Corporate, Special Purpose and Pension Levies as follows: Proposed 2013 Tax Levy (all levies other than debt service) $ 13,695,228 Final 2012 Tax Levy Extension Including Abatements $ 13,432,067 Rate of Change 1.96% By motion, acceptance should occur in order for the appropriate notation to appear within the minutes of a Meeting of the President and Board of Trustees. Based on the above calculation, it will not be necessary to publish for and hold a public hearing as required by the Truth In Taxation Act. A notice certifying that the Village has complied with all of the requirements of the Act shall be provided at the time the Tax Levy is filed in both Cook and Lake Counties. It is anticipated that the levy will be presented for hearing and adoption on December 2, Traditionally the development of the Corporate tax levy includes an inflationary index (Municipal Cost Index) applied to the previous year s levy. The MCI for the trailing twelve month period is currently at 1.7 percent. The MCI is adjusted by changes in cost of materials and supplies, wages, and contracted-for services. It is a weighted average of the more detailed price indexes measuring consumer cost fluctuations, industrial wholesale pricing, and construction contract costs applied to the composition of typical local government purchasing. An additional 1.8 percent of new growth has been included in the Corporate levy. The 2013 Corporate Tax levy will be for truth in taxation purpose will increase 1.96 percent. The three Special Purpose Pension Levies for IMRF/FICA, Police, and Firefighters decrease by 3.1 percent, 4.82 percent, and increase 7.56 percent respectively. The increase in the Firefighters pension levy is a product of the recent wave of retirements. Below is an historic Truth-in-Taxation review since tax year 2001 with the percentage change of levy over extension for each individual levy. Page 1 of 3

20 Village of Buffalo Grove Truth in Taxation History Tax years as Proposed The following chart provides a review of the components of the tax levy (net of debt service) over the last ten years. Tax Year Levy Corporate % IMRF/FICA % Police % Firefighters % Total Levy / % Year Extension Levy Change Levy Change Police Change Pension Change Extension Change 2001 Levy 4,979, % 798, % 842, % 853, % 7,472, % 2001 Extension 5,023, , , , ,560, Levy 5,192, % 889, % 793, % 896, % 7,771, % 2002 Extension 5,201, , , , ,782, Levy 5,475, % 1,046, % 984, % 965, % 8,472, % 2003 Extension 5,578, ,078, ,018, , ,656, Levy 5,557, % 1,098, % 993, % 1,001, % 8,651, % 2004 Extension 5,560, ,096, , ,000, ,654, Levy 5,763, % 1,178, % 1,413, % 1,159, % 9,515, % 2005 Extension 5,604, ,154, ,400, ,150, ,310, Levy 5,759, % 1,160, % 1,429, % 1,297, % 9,646, % 2006 Extension 5,930, ,206, ,473, ,335, ,945, Levy 6,990, % 1,311, % 1,594, % 1,334, % 11,231, % 2007 Extension 7,021, ,335, ,615, ,355, ,328, Levy 7,227, % 1,481, % 1,754, % 1,506, % 11,970, % 2008 Extension 7,088, ,451, ,716, ,486, ,742, Levy 7,237, % 1,564, % 2,038, % 1,905, % 12,745, % 2009 Extension 7,433, ,617, ,102, ,956, ,111, Levy 7,447, % 1,546, % 2,145, % 1,970, % 13,110, % 2010 Extension 7,414,210 1,534,456 2,151,874 1,988,265 13,088, Levy 7,530, % 1,569, % 2,159, % 2,003, % 13,263, % 2011 Extension 7,529,707 1,599,461 2,177,722 2,007,912 13,314, Levy 7,643, % 1,600, % 2,198, % 2,022, % 13,464, % 2012 Extension 7,603,609 1,612,944 2,193,738 2,021,776 13,432, Levy 7,869, % 1,562, % 2,088, % 2,174, % 13,695, % Ten Year Growth 3.96% 5.29% 12.33% 10.95% 5.89% $16,000,000 Components of Tax Levy - Truth in Taxation Net of Debt Service $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 Fire Pension Police Pension IMRF/FICA Corporate $ Page 2 of 3

21 As reported for Truth in Taxation purposes, the Village s 2013 Property Tax Levy will increase by 1.96 percent over the 2012 tax extension. The entire 2013 Property Tax Levy, including debt service, will be presented to the Village Board on December 2, Page 3 of 3

22 Emerald Ash Borer Program Update 7-B Overview The Village's EAB Project Manager, Tom Milas, will provide an update on EAB removals for 2013 and preview the EAB video which has been produced by the Village. Attachments Trustee Liaison Trustee Stein Staff Contact Michael J Reynolds, Monday, November 4, 2013 Village Manager's Report - Item : 7-B

23 Resolution No : A Resolution Authorizing the Execution of an Agreement Between the Illinois Department of Transportation and the Village of Buffalo Grove for the Upgrade of Certain State Owned Traffic Signals 10-A Recommendation of Action Staff recommends approval. Budget Impact $575 Overview Fund / Account Budget Notes The Illinois Department of Transportation is upgrading various traffic signals with LED Modules, Uninterrupted Power Supply, and Countdown Pedestrian Signals, which are at locations where the Village has a maintenance responsibility. Federal funds will pay for 90 percent of the planned improvements with the remaining 10 percent being shared with the State in accordance with the proportions indicated in the Master Signal Maintenance Agreement. Next Steps None Attachments Resolution.pdf Agreement.PDF Trustee Liaison Trustee Stein Monday, November 4, 2013 Staff Contact Darren Monico, Consent Agenda: Ordinances and Resolutions - Item : 10-A

24 10/25/13 RESOLUTION NO A RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN THE STATE OF ILLINOIS, THROUGH ITS DEPARTMENT OF TRANSPORTATION AND THE VILLAGE OF BUFFALO GROVE FOR THE UPGRADE OF CERTAIN STATE-OWNED TRAFFIC SIGNALS WHEREAS, the approval of the Agreement with the State of Illinois, through its Department of Transportation is required regarding the upgrade of certain traffic signals within the Village. NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, LAKE AND COOK COUNTIES, ILLINOIS, as follows: Section 1: The agreement between the State of Illinois, through its Department of Transportation, and the Village of Buffalo Grove for the upgrade of certain State-owned traffic signals, which is entitled Agreement, is hereby approved and the Village President is hereby authorized and directed to execute the Agreement on behalf of the Village. Section 2: A copy of said Agreement is attached hereto and made a part hereof. AYES: NAYES: ABSENT: PASSED:, 2013 APPROVED:, 2013 APPROVED: ATTEST: Village President Village Clerk G:\RES13-5

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29 Resolution No : A Resolution Authorizing An Intergovernmental Agreement Between the Village of Buffalo Grove and the Village of Wheeling Related To The Installation And Ongoing Operation And Maintenance of the Dundee Road Shared Use Bike Path And Related Bike/Pedestrian Improvements 10-B Recommendation of Action Staff recommends approval of the Resolution and IGA. Budget Impact Fund / Account Budget Notes Overview Buffalo Grove has been allocated a Federal Congestion Mitigation and Air Quality Improvement ("CMAQ") grant for improvements along the Dundee Road Corridor. The grant reimburses 80 percent of the construction costs for improvements to the multi use path along the north side of Dundee Road, a portion of which resides within the boundaries of the Village of Wheeling. This Intergovernmental Agreement provides the Village of Wheeling access to the CMAQ funds in order to complete this stretch, through both Villages, which has been identified as a Tier Two Bicycle Corridor by the Northwest Municipal Conference. Wheeling will reimburse the Village for the remaining 20 percent of their portion of the work and maintain the path within their limits moving forward. Attachments Resolution-Dundee Road IGA.pdf Dundee Road IGA - Revised pdf (Appendix) Trustee Liaison Trustee Stein Monday, November 4, 2013 Staff Contact Darren Monico, Consent Agenda: Ordinances and Resolutions - Item : 10-B

30 RESOLUTION NO A RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF BUFFALO GROVE AND THE VILLAGE OF WHEELING RELATED TO THE INSTALLATION AND ONGOING OPERATION AND MAINTENANCE OF THE DUNDEE ROAD SHARED USE BIKE PATH AND RELATED BIKE/PEDESTRIAN IMPROVEMENTS WHEREAS, THE Village of Buffalo Grove, Cook and Lake Counties, Illinois is a home rule unit of local government pursuant to Article 7, Section 6 of the Constitution of the State of Illinois, and; WHEREAS, the 1970 Illinois Constitution (Art. VII, Sec. 10) and the Illinois Compiled Statutes, 5ILCS 220/1-220/8, provide authority for intergovernmental cooperation, and; WHEREAS, the Northwest Municipal Conference has identified the Dundee Road Corridor as a Tier Two Bicycle Corridor, and; WHEREAS, Buffalo Grove and Wheeling desire to improve safety for bicyclists and pedestrians utilizing the Dundee Road Corridor, and; WHEREAS, Buffalo Grove has commissioned a study entitled Dundee Road Right of Way Improvement Report that details the design and construction of a pedestrian and bikeway related project along Dundee Road in areas of Buffalo Grove (the Project ), and; WHEREAS, a widened shared use path along property located within Wheeling of the north side of Dundee Road (extending approximately 220 feet west of Huntington Lane and 550 feet east of Huntington Lane) (hereinafter referred to as the Wheeling Frontage ) would improve safety for bicyclists and pedestrians, and; WHEREAS, Buffalo Grove has been allocated a Federal Congestion Mitigation and Air Quality Improvement ( CMAQ ) grant for a project in this area and the incorporation of the project along the Wheeling Frontage will result in a complete system through the area, and; WHEREAS, Wheeling desires to accomplish this work with the assistance of the allocated CMAQ grant and will reimburse Buffalo Grove for the Wheeling Frontage, and; WHEREAS, the Village President and the Board of Trustees have determined that the Intergovernmental Agreement is in the best interests of the Village. 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. Each Whereas paragraph above is incorporated by reference into this Section 1 and made a part hereof as material and operative provisions of this Resolution. 2. The Board of Trustees of the Village of Buffalo Grove approves, authorizes and directs the President and Clerk of the Village of Buffalo Grove to execute an Intergovernmental Agreement between the Village of Wheeling and the Village of Buffalo Grove related to the Installation and Maintenance of the Dundee Road Shared Use Bike Path, in substantial conformity with the Agreement attached hereto as Exhibit A and upon final approval by the Village Manager 3. That this Resolution shall take effect from and after its adoption and approval.

31 AYES: NAYES: ABSENT: PASSED: ATTEST: APPROVED: APPROVED: Village Clerk Village President

32 See appendix: Appendix002 - Dundee Road IGA - Revised pdf

33 Village of Buffalo Grove Police Pension Fund-Municipal Compliance Report-December 31, C Recommendation of Action Staff recommends approval of the attached Pension Fund Report. Overview Illinois Compiled Statutes (Illinois Pension Code) requires that the Police Pension Fund Board of Trustees submit a Municipal Compliance report prior to the adoption of the Village's 2013 property tax levy regarding fiscal condition. This Report has been prepared on behalf of the Village's Police Pension Fund Board and acceptance is requested. This report was approved at the October 8th Police Pension Board Meeting. Attachments Buffalo Grove PP MCR pdf Trustee Liaison Trustee Berman Staff Contact Scott D Anderson, Finance & GS Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-C

34 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND HOUSE BILL MUNICIPAL COMPLIANCE REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2012

35 Lauterbach & Amen, LLP CERTIFIED PUBLIC ACCOUNTANTS 27W457 WARRENVILLE ROAD WARRENVILLE, ILLINOIS PHONE (630) / FAX (630) October 7, 2013 Members of the Pension Board of Trustees Buffalo Grove Police Pension Fund Buffalo Grove, IL Enclosed please find a copy of your Municipal Compliance Report for the Buffalo Grove Police Pension Fund for the year ended December 31, We have prepared the report with the most recent information available at our office. Should you have more current information, or notice any inaccuracies, we are prepared to make any necessary revisions and return them to you. The President and Secretary of the Pension Fund are required to sign the report on page 3. If not already included with the enclosed report, please also include a copy of the Pension Fund s most recent investment policy. The signed House Bill Municipal Compliance Report must be provided to the Municipality before the tax levy is filed on the last Tuesday in December. If you have any questions regarding this report please contact me at (630) Respectfully submitted, LAUTERBACH & AMEN, LLP

36 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 The Pension Board certifies to the Board of Trustees of the Village of Buffalo Grove, Illinois on the condition of the Pension Fund at the end of its most recently completed fiscal year the following information: 1) The total assets of the fund and their current market value of those assets: Current Fiscal Year Preceding Fiscal Year Total Assets $ 48,533,454 $ 44,510,364 Market Value $ 48,533,454 $ 44,510,364 2) The estimated receipts during the next succeeding fiscal year from deductions from the salaries of police officers and from other sources: Estimated Receipts - Employee Contributions $ 619,700 Estimated Receipts - All Other Sources Investment Earnings $ 3,397,300 Municipal Contributions $ 2,359,777 3) The estimated amount required during the next succeeding fiscal year to (a) pay all pensions and other obligations provided in Article 3 of the Illinois Pension Code, and (b) to meet the annual requirements of the fund as provided in Sections and 3-127: (a) Pay all Pensions and Other Obligations $ 2,695,500 (b) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance $ N/A Private Actuary- Lauterbach & Amen, LLP Recommended Municipal Contribution $ 2,359,777 Statutory Municipal Contribution $ 1,891,576 Page 1

37 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, ) The total net income received from investment of assets along with the assumed investment return and actual investment return received by the fund during its most recently completed fiscal year compared to the total net income, assumed investment return, and actual investment return received during the preceding fiscal year: Current Fiscal Year Preceding Fiscal Year Net Income Received from Investment of Assets $ 3,303,507 $ 1,914,433 Assumed Investment Return Illinois Department of Insurance N/A N/A Private Actuary- Lauterbach & Amen, LLP Actual Investment Return 7.00% 7.00% 7.10% 4.45% 5) The total number of active employees who are financially contributing to the fund: Number of Active Members 66 6) The total amount that was disbursed in benefits during the fiscal year, including the number of and total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being paid a disability pension, and (iii) survivors and children in receipt of benefits: Number of Total Amount Disbursed (i) Regular Retirement Pension 32 $ 1,996,634 (ii) Disability Pension 2 $ 89,528 (iii) Survivors and Child Benefits 2 $ 28,309 Totals 36 $ 2,114,471 Page 2

38 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, ) The funded ratio of the fund: Illinois Department of Insurance Current Fiscal Year N/A Preceding Fiscal Year N/A Private Actuary- Lauterbach & Amen, LLP 68.59% 62.02% 8) The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded liability: Unfunded Liability: Illinois Department of Insurance $ N/A Private Actuary- Lauterbach & Amen, LLP $ 22,524,865 The accrued liability is the actuarial present value of the portion of the projected benefits that has been accrued as of the valuation date based upon the actuarial valuation method and the actuarial assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued liability over the actuarial value of assets. 9) The investment policy of the Pension Board under the statutory investment restrictions imposed on the fund. Investment Policy - See Attached. Please see Notes Page attached. CERTIFICATION OF MUNICIPAL POLICE PENSION FUND COMPLIANCE REPORT The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our knowledge, hereby certify pursuant to of the Illinois Pension Code 40 ILCS 5/3-143, that the preceding report is true and accurate. Adopted this day of, 2013 President Secretary Page 3 Date Date

39 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS 1) Total Assets - as Reported in the Audited Financial Statements for the Years Ended December 31, 2012 and Market Value - Same as Above. 2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the Year Ended December 31, 2012 plus 5% Increase (Actuarial Salary Increase Assumption) Rounded to the Nearest $100. Estimated Receipts - All Other Sources Investment Earnings - Cash and Equivalents and Investments as Reported in the Audited Financial Statements for the Year Ended December 31, 2012, times 7% (Actuarial Investment Return Assumption) Rounded to the Nearest $100. Municipal Contributions - Recommended Tax Levy Requirement as Reported by Lauterbach & Amen, LLP, Actuarial Valuation for the Year Ended December 31, ) (a) Pay all Pensions and Other Obligations - Total Deductions as Reported in the Audited Financial Statements for the Year Ended December 31, 2012, plus a 25% Increase, Rounded to the Nearest $100. (b) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance - No December 31, 2012 Actuarial Valuation available at the time of this report. Private Actuary Recommended Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2012 Actuarial Valuation. Statutorily Required Amount of Tax Levy as Reported by Lauterbach & Amen, LLP in the December 31, 2012 Actuarial Valuation. Page 4

40 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS - Continued 4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2012 and Assumed Investment Return Illinois Department of Insurance - Current and Preceding Fiscal Year Interest Rate Assumption - No December 31, 2012 or 2011 Actuarial Valuations available at the time of this report. Private Actuary - Current and Preceding Fiscal Year Interest Rate Assumption as Reported in the Lauterbach & Amen, LLP, December 31, 2012 and 2011 Actuarial Valuations. Actual Investment Return - Net Income Received from Investments as Reported Above as a Percentage of the Average of the Beginning and End of Year Cash and Cash Equivalents and Investments as Reported in the Audited Financial Statements for the Fiscal Years Ended December 31, 2012, 2011 and ) 6) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31, Schedule P. (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31, Schedule P for Number of Participants and Expense page 1 for Total Amount Disbursed. (ii) Disability Pension - Same as above. (iii) Survivors and Child Benefits - Same as above. Page 5

41 VILLAGE OF BUFFALO GROVE, ILLINOIS POLICE PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS - Continued 7) The funded ratio of the fund: Illinois Department of Insurance - Current and Preceding Fiscal Year Net Present Assets - No December 31, 2012 or 2011 Actuarial Valuations available at the time of this report. Private Actuary - Current and Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the Lauterbach & Amen, LLP, December 31, 2012 and December 31, 2011 Actuarial Valuations. 8) Unfunded Liability: Illinois Department of Insurance - Deferred Asset (Unfunded Accrued Liability) - No December 31, 2012 Actuarial Valuation available at the time of this report. Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Lauterbach & Amen, LLP in the December 31, 2012 Actuarial Valuation. Page 6

42 Village of Buffalo Grove Firefighter's Pension Fund- Municipal Compliance Report-December 31, D Recommendation of Action Staff recommends approval of the attached Firefighter's Pension Fund Report. Overview Illinois Compiled Statutes (Illinois Pension Code) requires that the Firefighter's Pension Fund Board of Trustees submit a Municipal Compliance report prior to the adoption of the Village's 2013 property tax levy regarding fiscal condition. This Report has been prepared on behalf of the Village's Firefighter's Pension Fund Board and acceptance is requested. The Firefighters' Pension Fund Board approved the report on October 31st. Attachments Buffalo Grove Fire MCR DOI.pdf Trustee Liaison Trustee Berman Staff Contact Scott D Anderson, Finance & GS Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-D

43 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND HOUSE BILL MUNICIPAL COMPLIANCE REPORT FOR THE FISCAL YEAR ENDED DECEMBER 31, 2012

44

45 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 The Pension Board certifies to the Board of Trustees of the Village of Buffalo Grove, Illinois on the condition of the Pension Fund at the end of its most recently completed fiscal year the following information: 1) The total assets of the fund and their current market value of those assets: Current Fiscal Year Preceding Fiscal Year Total Assets $ 40,124,836 $ 35,575,960 Market Value $ 40,124,836 $ 35,575,960 2) The estimated receipts during the next succeeding fiscal year from deductions from the salaries of firefighters' and from other sources: Estimated Receipts - Employee Contributions $ 533,900 Estimated Receipts - All Other Sources Investment Earnings $ 2,808,700 Municipal Contributions $ 2,174,632 3) The estimated amount necessary during the fiscal year to meet the annual actuarial requirements of the pension fund as provided in Sections and 4-120: Annual Requirement of the Fund as Determined by: Illinois Department of Insurance $ 1,642,849 Private Actuary - Timothy W. Sharpe Recommended Municipal Contribution $ 2,174,632 Statutory Municipal Contribution $ 2,013,917 Page 1

46 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, ) The total net income received from investment of assets along with the assumed investment return and actual investment return received by the fund during its most recently completed fiscal year compared to the total net income, assumed investment return, and actual investment return received during the preceding fiscal year: Current Fiscal Year Preceding Fiscal Year Net Income Received from Investment of Assets $ 3,320,342 $ 545,776 Assumed Investment Return Illinois Department of Insurance Private Actuary - Timothy W. Sharpe Actual Investment Return 6.75% N/A 7.00% 7.00% 8.77% 1.58% 5) The increase in employer pension contributions that results from the implementation of the provisions of P.A : Illinois Department of Insurance - Actuarial Report $ N/A Private Actuary - Timothy W. Sharpe $ N/A 6) The total number of active employees who are financially contributing to the fund: Number of Active Members 59 7) The total amount that was disbursed in benefits during the fiscal year, including the number of and total amount disbursed to (i) annuitants in receipt of a regular retirement pension, (ii) recipients being paid a disability pension, and (iii) survivors and children in receipt of benefits: Number of Total Amount Disbursed (i) Regular Retirement Pension 21 $ 1,083,569 (ii) Disability Pension 2 $ 70,210 (iii) Survivors and Child Benefits 2 $ 72,654 Totals 25 $ 1,226,434 Page 2

47 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, ) The funded ratio of the fund: Current Fiscal Year Preceding Fiscal Year Illinois Department of Insurance Private Actuary - Timothy W. Sharpe 72.47% N/A 63.68% 63.43% 9) The unfunded liability carried by the fund, along with an actuarial explanation of the unfunded liability: Unfunded Liability: Illinois Department of Insurance $ 15,428,255 Private Actuary - Timothy W. Sharpe $ 23,074,952 The accrued liability is the actuarial present value of the portion of the projected benefits that has been accrued as of the valuation date based upon the actuarial valuation method and the actuarial assumptions employed in the valuation. The unfunded accrued liability is the excess of the accrued liability over the actuarial value of assets. 10) The investment policy of the Pension Board under the statutory investment restrictions imposed on the fund. Investment Policy - See Attached. Please see Notes Page attached. CERTIFICATION OF MUNICIPAL FIREFIGHTERS' PENSION FUND COMPLIANCE REPORT The Board of Trustees of the Pension Fund, based upon information and belief, and to the best of our knowledge, hereby certify pursuant to of the Illinois Pension Code 40 ILCS 5/4-134, that the preceding report is true and accurate. Adopted this day of, 2013 President Secretary Date Date Page 3

48 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS 1) Total Assets - as Reported in the Audited Financial Statements for the Years Ended December 31, 2012 and Market Value - Same as Above. 2) Estimated Receipts - Employee Contributions as Reported in the Audited Financial Statements for the Year Ended December 31, 2012 plus 5.5% Increase (Actuarial Salary Increase Assumption) Rounded to the Nearest $100. Estimated Receipts - All Other Sources Investment Earnings - Cash and Equivalents and Investments as Reported in the Audited Financial Statements for the Year Ended December 31, 2012, times 7% (Actuarial Investment Return Assumption) Rounded to the Nearest $100. Municipal Contributions - Recommended Tax Levy Requirement as Reported by Timothy W. Sharpe, Actuarial Valuation for the Year Ended December 31, ) Annual Requirement of the Fund as Determined by: Illinois Department of Insurance - Suggested Amount of Tax Levy as Reported in the December 31, 2012 Actuarial Valuation. Private Actuary Recommended Amount of Tax Levy as Reported by Timothy W. Sharpe in the December 31, 2012 Actuarial Valuation. Statutorily Required Amount of Tax Levy as Reported by Timothy W. Sharpe in the December 31, 2012 Actuarial Valuation. Page 4

49 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS - Continued 4) Net Income Received from Investment of Assets - Investment Income (Loss) net of Investment Expense, as Reported in the Audited Financial Statements for the Years Ended December 31, 2012 and Assumed Investment Return Illinois Department of Insurance - Current Fiscal Year Interest Rate Assumption as Reported in the December 31, 2012 Actuarial Valuation. No December 31, 2011 Actuarial Valuation available at the time of this report. Private Actuary - Current Interest Rate Assumption as Reported in the Timothy W. Sharpe, December 31, 2012 Actuarial Valuation. Preceding Fiscal Year Interest Rate Assumption as Reported in the Timonthy W. Sharpe, December 31, 2011 Actuarial Valuation. Actual Investment Return - Net Income Received from Investments as Reported Above as a Percentage of the Average of the Beginning and End of Year Cash and Cash Equivalents and Investments as Reported in the Audited Financial Statements for the Fiscal Years Ended December 31, 2012, 2011 and ) Illinois Department of Insurance - Amount of total suggested tax levy to be excluded from the property tax extension limitation law as contemplated by 35 ILCS 200/ Private Actuary - No Private Actuarial Valuation amount available at the time of this report. 6) Number of Active Members - Illinois Department of Insurance Annual Statement for December 31, Schedule P. (i) Regular Retirement Pension - Illinois Department of Insurance Annual Statement for December 31, Schedule P for Number of Participants and Expense page 1 for Total Amount Disbursed. (ii) Disability Pension - Same as above. (iii) Survivors and Child Benefits - Same as above. Page 5

50 VILLAGE OF BUFFALO GROVE, ILLINOIS FIREFIGHTERS' PENSION FUND House Bill 5088 (Public Act ) - Municipal Compliance Report For the Fiscal Year Ending December 31, 2012 INDEX OF ASSUMPTIONS - Continued 7) The funded ratio of the fund: Illinois Department of Insurance - Current Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the December 31, 2012 Actuarial Valuation. No December 31, 2011 Actuarial Valuation available at the time of this report. Private Actuary - Current Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the Timothy W. Sharpe, December 31, 2012 Actuarial Valuation. Preceding Fiscal Year Net Present Assets as a percentage of Total Assets as Reported in the Timonthy W. Sharpe, 8) Unfunded Liability: Illinois Department of Insurance - Deferred Asset (Unfunded Accrued Liability) as Reported in the December 31, 2012 Actuarial Valuation. Private Actuary - Deferred Asset (Unfunded Accrued Liability) as Reported by Timothy W. Sharpe in the December 31, 2012 Actuarial Valuation. Page 6

51 Proclamation: Deputy Chief Doug Postma Retirement 10-E Overview A copy of the proclamation will be provided at the dais on Monday night. Attachments Trustee Liaison Trustee Trilling Staff Contact Terry Vavra, Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-E

52 Proclamation: Battalion Chief Joe Wieser Jr. Retirement 10-F Overview A copy of the proclamation will be provided at the dais on Monday night. Attachments Trustee Liaison Trustee Trilling Staff Contact Terry Vavra, Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-F

53 Proclamation: Lieutenant William Kent Brecht 10-G Overview A copy of the proclamation will be provided at the dais on Monday night. Attachments Trustee Liaison Trustee Trilling Staff Contact Terry Vavra, Fire Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-G

54 Proclamation: November is Native American Heritage Month 10-H Attachments Nat Amer procl.pdf Trustee Liaison President Braiman Staff Contact Susan L Levy, Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-H

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56 Certificate of Initial Acceptance and Approval: Plaza Improvements 10-I Recommendation of Action Staff recommends approval of the Certificate of Initial Acceptance. Overview Attached is the Certificate of Initial Acceptance & Approval for the above-mentioned project. The improvements have been completed, excluding final landscaping of parking lot medians. Staff recommends reserving approval of the final landscaping until Spring of Attachments certificate of initial acceptance.pdf Trustee Liaison Trustee Stein Staff Contact Darren Monico, Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-I

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59 Authorization to Bid Printing Services for Village Newsletter 10-J Recommendation of Action Staff recommends approval. Overview Formalizing an agreement with a printer is part of the ongoing efforts to standardize communications within the Village. Attached is a copy of the bid. With the Board's approval, the Invitation to Bid will be issued on November 7, The deadline for submission will be November 10, Staff will review proposals then provide a report and recommendation for the Board to award a contract at the next Village Board meeting. The term of the contract proposed is for one year. The Village of Buffalo Grove reserves the right to renew for four additional years as set forth in the bid documents. Staff have made some changes to bid document standard language in response to concerns by the Village Board. Please note the inclusion of language that requests a vendor provide a notification and reason for opting to "No Bid" a project. Also language cautioning a bidder that modifications to a bid can lead to disqualifying that Vendors proposal/bid have been clarified and included in the Instructions to Bidders. Finally, graphical changes to the schedule of prices have been made making it difficult to "write in" modifications. Staff requests authorization to bid for print services for the 2014 residential newsletter, the "Village News." Attachments Printing 2014 v2.pdf Trustee Liaison Trustee Berman Staff Contact Monday, November 4, 2013 Consent Agenda: New Business - Item : 10-J

60 Village of Buffalo Grove 2014 Printing Services Bid and Contract Documents Finance Department 10/29/2013

61 TABLE OF CONTENTS INVITATION TO BID... 2 INSTRUCTIONS TO BIDDERS... 4 PUBLIC CONTRACT STATEMENTS... 5 SCHEDULE OF PRICES... 6 SECURITY... 6 BID SPECIFICATIONS GENERAL CONDITIONS OF THE CONTRACT CONTRACT APPENDIX A Example of Certificate of Insurance APPENDIX B Example of Certificate of Authority

62 INVITATION TO BID 2014 PRINTING SERVICES RECEIPT OF BIDS Sealed bids for the Village of Buffalo Grove 2014 Printing Services are invited and will be received by the Village of Buffalo Grove (hereinafter referred to as the Village) at 50 Raupp Boulevard (Office of the Village Clerk), Buffalo Grove, Illinois on or before, but not later than 10:00 A.M. Local Time on Tuesday, November 19, Bids will be publically opened and read aloud. Each Bidder shall be required to submit one original digital copy (PDF Format) and one paper copy of their respective bid in a sealed envelope or box. Sealed envelopes or packages containing bids shall be marked or endorsed: Bid for the Village of Buffalo Grove, Illinois 2014 Printing Services GENERAL DESCRIPTION OF WORK The Village of Buffalo Grove is seeking a professional printer to manage the printing and postal coordination needed for the Village News which is the bi-monthly Village of Buffalo Grove residential newsletter For information on how to receive a copy of the Bid Package contact the Office of the Village Clerk at

63 HOLDING OF BIDS No Bid shall be withdrawn after Tuesday, November 19, 2013 at 10:00 AM without the consent of the Village, for a period of ninety (90) days. QUALIFICATION OF BIDDERS It is the intention of the Village to award a contract only to the Bidder who furnishes satisfactory evidence that they have the requisite qualifications and ability and that they have sufficient capital and facilities to enable them to complete the work successfully and promptly, and to complete the work within the time named in the Contract Documents. The Village may make such investigations as it deems necessary to determine the qualifications and ability of the Bidder to perform the work, and the Bidder shall furnish to the Village all the information and data for this purpose as the Village may request. The Village reserves the right to reject any Bid if the evidence submitted by, or investigation of such Bidder fails to satisfy the Village that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Bids will not be accepted. BID QUESTIONS All comments or concerns regarding this Bid shall be addressed to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org. This will allow for responses to go to all Bidders in the event that the question has pertinent relevance to all those involved. All such questions must be posed no later than one week before the bids are due. If the Bidder selects to not bid on this project after receiving the Bid and Contract documents the Village requests that the Bidder submit a No Bid with a reason for choosing not to bid to the Village of Buffalo Grove Purchasing Manager via at BGfinance@vbg.org AWARD OF CONTRACT The Village reserves the right to award the contract that is, in its judgment, the best and most favorable to the interests of the Village and the public; to reject the low price Proposal; to accept any item of any Bidder s Proposal; to reject any and all Bidder s Proposals; to accept and incorporate corrections, clarifications or modifications following the opening of the Bidder s Proposals when to do so would not, in the Village s opinion, prejudice the bidding process or create any improper advantage to any Bidder; and to waive minor defects, irregularities and informalities in the bidding process or in any Bidder s proposal submitted; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defects or informalities, and Bidders should not rely upon, or anticipate, such waivers in submitting their Bidder s Proposals. 3

64 INSTRUCTIONS TO BIDDERS 1. Bid to be made on Schedule of Prices form which is included in the Contract Documents.. 2. Bid documents must be accompanied by an acceptable bid bond. 3. Public Contract Statements must be signed, notarized, and submitted with the bid documents. 4. Proof of Insurance coverage must be on file with the Village of Buffalo Grove before work can be started. The Village of Buffalo Grove must be named as additional insured on the Contractor s general comprehensive liability policies. 5. Bidders shall at the time of making its Bid, and as part of its Bid, submit a list of all the subcontractors and equipment suppliers with whom it proposes to contract, and the class of work or equipment to be performed or furnished by each. Such list shall not be added to, nor altered, without the written consent of the Village. The Village reserves the right to approve any and all subcontractors and no subcontractor shall be allowed to do work unless they are listed in the Bidder s Bid, or in a subsequent written statement to the Village. 6. Bidder shall not under any circumstances be relieved of its liabilities and obligations. All transactions of the Village shall be with the Bidder. Subcontractors shall be recognized only in such capacity. 7. The bid security of the two (2) lowest formal bidders for the Contract will be held until the contract is executed and approved and then returned to these bidders. The balance of the bid securities submitted will be returned within ten (10) calendar days after the opening of bids. 8. Any bidder may be required by the Village to submit additional data to satisfy the Village that such bidder is prepared to fulfill the Contract, if it is awarded to them. 9. Contractor shall obtain, at its own expense, all permits and business licenses and all other licenses which may be required to complete the Work and/or be required by municipal, state, and federal regulations and laws. 10. Bidder shall provide with the proposal at least three (3) local Illinois government references from similar work performed within the last 3 years. 11. Any additions, deletions or exceptions to the Specifications or Schedule of Prices may cause your bid to be disqualified. 12. The Contractor to whom a contract is awarded will not be allowed any extra compensation by reason of any matters or things concerning which the Contractor did not inform itself prior to bidding. The successful Contractor must employ, so far as possible, such methods and means in the carrying out of his work as will not cause any interruption or interference with any other Contractor. 4

65 VILLAGE OF BUFFALO GROVE PUBLIC CONTRACT STATEMENTS The Village of Buffalo Grove is required to obtain certain information in the administration and awarding of public contracts. The following Public Contract Statements shall be executed and notarized. CERTIFICATION OF CONTRACTOR/BIDDER PUBLIC CONTRACT STATEMENTS In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires the following certification be acknowledged: The below-signed bidder/contractor hereby certifies that it is not barred from bidding or supplying any goods, services or construction let by the Village of Buffalo Grove with or without bid, due to any violation of either Section 5/33 E-3 or 5/33 E- 4 of Article 33E, Public Contracts, of the Chapter 720 of the Illinois Compiled Statutes, as amended. This act relates to interference with public contracting, bid rigging and rotating, kickbacks, and bidding. CERTIFICATION RELATIVE TO 65 ILCS 5/ In order to comply with 65 Illinois Complied Statutes 5/ , the Village of Buffalo Grove requires the following certification: The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless it is contesting, in accordance with the procedures established by the appropriate revenue Act, its liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein: (1) is a Class A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts paid to it under the contract. CONFLICT OF INTEREST The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics requirements of the Village: The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this (bid or purchase order) that none of the following Village Officials is either an officer or director of supplier or owns five percent (5%) or more of the Supplier: the Village President, the members of the Village Board of Trustees, the Village Clerk, the Village Treasurer, the members of the Zoning Board of Appeals and the Plan Commission, the Village Manager and his Assistant or Assistants, or the heads of the various departments within the Village. If the foregoing representation and warranty is inaccurate, state the name of the Village official who either is an officer or director of your business entity or owns five percent (5%) or more thereof: (Official) Print Name of Contractor/Bidder/Supplier Signature Title Subscribed and Sworn to before me this day of, Notary Public Notary Expiration Date 5

66 SCHEDULE OF PRICES TO: THE VILLAGE OF BUFFALO GROVE, ILLINOIS FULL NAME OF BIDDER: MAIN BUSINESS ADDRESS: PLACE OF BUSINESS: The undersigned, declares that it has carefully examined the aspects of the proposed work, the Contract Documents, and all other documents referred to or mentioned in the Contract Documents and it proposes and agrees, if this Bid is accepted, that it will contract with the Village, in the form of the Contract attached, to complete the Work titled 2014 PRINTING SERVICES, and that it will take in full payment therefore the sums set forth in the following Schedule of Prices. If this bid is accepted, and the undersigned fails to contract as aforesaid and to provide all insurance as required by the Contract Documents within fifteen (15) calendar days after the date of the award of the Contract, the Village, at its option, may determine that the bidder has abandoned this Bid, and thereupon this Bid and the acceptance thereof shall be null and void, and such security accompanying this Bid shall be forfeited and shall be the property of the Village of Buffalo Grove not as penalty, but as liquidated damages. If awarded a contract under this Bid, the undersigned proposes to commence work within thirty (30) calendar days after the date of the Notice to Proceed. SECURITY Accompanying this Bid is a in the amount of Dollars ($ ). Note: (a) Insert the words Bank Draft, Cashier s Check, Certified Check or Bid Bond, as the case may be. (b) Amount must be equal to at least five percent (5%) of the Total Base Bid. 6

67 SCHEDULE OF PRICES Item Estimated No. Item Description Quantities Unit Price Extended Cost A Price per edition (19,500 copies) for 12 page Residential Newsletter, Village News not including July/August 2014 and September/October $. $, B Price per edition (19,500 copies) for July/August 2014 edition 16 page residential newsletter which includes the 11x17 Water Quality Report 1 $. $, C Price per edition (19,500 copies) for September/October 2014 edition 16 page residential newsletter which includes the 11 x 17, two sided; four color, Buffalo Grove Days brochure. An additional 500 copies of the brochure are provided to the Village Hall. 1 $. $, D Price per thousand for additional quantities of 12 page newsletter if requested by the Village 1 $. E Price per hour for additional photo color adjustment (as requested and beyond the specifications outline) price per Hour $. F 8.5 x 11 two sided; four color, C-fold brochure price per thousand if requested by the Village 1 $. TOTAL BASE BID (Items A, B and C only) $, ANNUAL CONTRACT COST ADJUSTMENT Optional 2 nd Year: The unit prices as shown above shall be adjusted by percent (+/-) Optional 3 rd Year: The unit prices as shown above shall be adjusted by percent (+/-) Optional 4 th Year: The unit prices as shown above shall be adjusted by percent (+/-) Optional 5 th Year: The unit prices as shown above shall be adjusted by percent (+/-) 7

68 SCHEDULE OF PRICES REFRENCE LISTING Contact Name: Municipality/Business: Dates Employed: to Phone Number or address: Contact Name: Municipality/Business: Dates Employed: to Phone Number or address: Contact Name: Municipality/Business: Dates Employed: to Phone Number or address: Contact Name: Municipality/Business: Dates Employed: to Phone Number or address: 8

69 SCHEDULE OF PRICES SUBCONTRACTOR LISTING Bidder, to employ the following listed subcontractors for the following enumerated classes of work and is not to alter or add to such list without the written consent of the Village. SUBCONTRACTOR CLASS OF WORK Acknowledgement of receipt of Addenda(s) Date Legal Entity (Sign here) By (Print Name) Phone 9

70 VILLAGE OF BUFFALO GROVE PRINTING SERVICES 1. General Description BID SPECIFICATIONS Work is to include the printing of a total of six (6) editions of the Village News residential newsletters each calendar year. Each edition will consist of either a twelve (12) or sixteen (16) page newsletter. The work to be performed by the contractor shall include, but not by way of limitation, printing, finishing, bundling and delivering the residential newsletter, Village News in accordance with the specifications. The term of the contract will be for one (1) year with four (4) possible one (1) year extensions from the Village s date of award of contract 2. Deadline The deadlines for delivery of residential newsletters, Village News, to the Buffalo Grove Post Office are as follows: Village News Delivery Deadline March/April: February 24, 2014 May/June: April 24, 2014 July/August: June 24, 2014 Village News Delivery Deadline September/October: August 25, 2014 November/December: October 24, 2014 January/February: December 23, Technical Specifications Description Platform Quantity Residential Village Newsletter Offset (Sheet-fed platform) 19,500 per edition Trim Size 8.5 x 11 Page Stock Artwork Ink Bleeds Photos 60# Gloss Text To be provided by the Village as a pdf and provided to printer via a thumb drive, CD or uploaded to a server. 4 Color Process Yes Color adjust (if necessary) approximately 50 pictures per residential newsletter 10

71 3. Technical Specifications (cont.) Binding Saddle Stitched Delivery 19,000 to: Buffalo Grove Post Office 255 North Buffalo Grove Road Buffalo Grove, IL (+ overruns) to: Village Hall 50 Raupp Boulevard Buffalo Grove, IL Packaging Simplified mailing bundles divided by carrier routes for the Post Office Standard packaging for Village Hall Postage Fees Quantity Proofs Park District Insert PDF for Village Website Water Quality Report Buffalo Grove Days Insert The Village of Buffalo Grove will pay postage directly to the Post Office. The number of newsletters needed may rise slightly from month to month based on the number of households within the Village. The printer will monitor this and provide the appropriate number of issues to the Post Office. Color dylux and lasers or printer s recommendation. Deadline for proof turnaround will be established with printer. The Buffalo Grove Park District will provide art, photos and copy for one full color spread to be included as pages eight (8) and nine (9) of each residential newsletter. The Park District will submit directly to the printer. Provide a low resolution pdf of the entire newsletter for uploading to the Village website. 11 x 17, two sided; one color, water quality report is printed separately, folded and inserted into the saddle stitch for the July/August residential newsletter ONLY. 11 x 17, two sided; four color, Buffalo Grove Days brochure is printed separately, folded and inserted into the saddle stitch for the September/October residential newsletter ONLY. An additional 500 copies of the brochure (+ overruns) are provided to the Village Hall. Brochure 8.5 x 11 two sided; four color, C-fold brochure. Delivery location to be detrimined when ordered 11

72 4. Delivery Proofs will be delivered no later than five (5) calendar days after receipt of order and copy/artwork. The printed product will be delivered within two weeks after proof approval. 5. Estimated quantities The quantities indicated for each of the projects are estimates of the total quantity. The Village does not guarantee the specific amount and shall not be held responsible for any deviation. This contract shall cover the Village s requirements whether more or less than the estimated amount. 6. Change in quantity 1,000 bid. Change in quantity up to 1,000 more or less than the quantity bid shall be at the same price per 7. Pricing There shall be no additional compensation for typesetting, layout, packaging, postage, taxes, delivery or any other incidental charges unless specifically authorized by the Village of Buffalo Grove s Office of the Village Manager. 8. Artwork Buffalo Grove. All artwork shall be provided by the Village and remains the exclusive property of the Village of 12

73 9. Quality control standards Contractor must have a minimum of a four-color press and/or equipment capable to hairline register. Contractor shall have established quality control processes and must be able to pull every 500th copy to ensure against flaws for the entire run and from order to order. Color consistency is critical. There must be no visual variation in color and design integrity from copy to copy and order to order. Prior to award, the Contractor must satisfy the Village of the ability to meet the quality specifications to provide printing services with the clarity, consistency and registry required by these specifications. Contractor must maintain these quality control processes and perform to these standards throughout the term of the contract. 10. Samples and references Contractors should submit with the bid, a) the names of three (3) local government references for which they have performed similar services; and b) at least one (1) four (4) color process sample. 11. Rejection The Village will evaluate and consider products based upon performance criteria including appearance, color, finish, cleanliness and any other applicable physical test it considers necessary. The Village reserves the right to compare any and all products delivered by the Contractor with standard of quality as originally bid. The Village shall reject delivered product not conforming to the original sample and or quality bid to the Contractor at no cost to the Village of Buffalo Grove. 12. Packaging Contractor shall deliver printing orders in cartons and with any and all other packaging approved by the Village prior to starting the project. 13. Additional charges All additional charges including but not limited to travel charges, energy costs, and fuel surcharges shall be made part of the bid proposal. If these charges do not appear as part of the bid and the Village is billed for these additional charges at a later date, the Village may choose, without obligation, to cancel the contract. 13

74 GENERAL CONDITIONS OF THE CONTRACT 1. Contractor s Insurance Contractor 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 Contractor, his agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance: Coverage shall be at least as broad as: 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 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. 4. Environmental Impairment/Pollution Liability Coverage for pollution incidents as a result of a claim for bodily injury, property damage or remediation costs from an incident at, on or migrating beyond the contracted work site. Coverage shall be extended to Non-Owned Disposal sites resulting from a pollution incident at, on or mitigating beyond the site; and also provide coverage for incidents occurring during transportation of pollutants. 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, 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. Environmental Impairment/Pollution Liability: $1,000,000 combined single limit per occurrence for bodily injury, property damage and remediation costs 14

75 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. 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 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 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 15

76 E. All Coverages: Each insurance policy required by this paragraph shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) calendar days prior written notice by certified mail, return receipt requested, has been given to the Village. 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. G. Verification of Coverage Contractor shall furnish the Village with certificates of insurance (see Appendix A for an example) 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 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. 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. 16

77 J. Indemnity/Hold Harmless Provision 1. To the fullest extent permitted by law, the Contractor hereby agrees to defend, 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 in anywise accrue against the Village, its officials, agents and employees arising in whole or in part or in consequence of the performance of this work by the Contractor, its employees, or subcontractors, or which may in anywise result therefore, except that arising out of the sole legal cause of the Village, its agents or employees, the Contractor shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the Village, its officials, agents and employees in any such action, the Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any insurance policies required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Village, its officials, agents and employees as herein provided. 2. Kotecki Waiver. In addition to the requirements set forth above, the Contractor (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. Contractor 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 Contractor s employees, except to the extent those claims arise as a result of the Village s own negligence. 17

78 2. Retention of Payments The Contractor further agrees that to the extent that money is due the Contractor by virtue of this contract as shall be considered necessary in the judgment of the Village, may be retained by the Village to protect itself against said loss until such claims, suits, or judgments shall have been settled or discharged and/or evidence to that effect shall have been furnished to the satisfaction of the Village. 3. Specifications The Specifications and any work shown thereon shall be executed the same as if specifically mentioned herein and should any discrepancy in the specifications appear, the ruling of the Buffalo Grove Village Manager (Village Manager)on the interpretation thereof shall be final and binding. It is the intention of these Specifications to provide for this work in a complete, thorough and workman like manner. The Contractor to whom the work is awarded shall furnish all materials, labor, tools, appliances, appurtenances, and all things necessary to complete the work in accordance with these Specifications, and anything omitted that may be interpreted as reasonably necessary to such completion is to be merged in the prices bid for the work. 4. Changes If the Village Manager deems it proper or necessary in the execution of the work to make any alteration which will increase or diminish the quantity of labor or material or the expense of the work, even to the elimination of one or more items, such alteration shall not annul or vitiate the Contract hereby entered into. The elimination of any part of the work shall not increase the unit price for any of the remaining work bid on. The value of the work so added shall be based on the rates and prices named in the Contract, and bid, when such rates and prices cover the class of work added, otherwise the value shall be determined by mutual Contract between the Village and Contractor, before such work shall be commenced. 5. Extra Work No claim whatsoever will be allowed the Contractor for changes, extra work or material not completed or necessary for the completion of the work described, or for a greater amount of money than is hereby stipulated to be paid, unless the change in or addition to the work requiring additional outlay by the Contractor is first ordered in writing by the Village Manager, and the price therefore agreed to in writing. Minor changes or small modifications in the specifications which may be made to suit some special condition or situation shall not be construed as a precedent for like changes at other times, nor shall such modifications be construed by the Contractor as removing the work from the classification given in the bid, and placing it under the category of "Extra Work". 18

79 6. Notice of Starting Work The Contractor shall notify the Village Manager forty-eight (48) hours before beginning any work on this Contract, or of its intention so to do; in case of a temporary suspension of the work he shall give a similar notice before resuming same. 7. Sequence The Village Manager shall have the power to direct the order and sequence of the work. 8. Supervision The Village Manager shall have override power to superintend and direct the work, and the Contractor shall perform all of the work herein specified, to his entire satisfaction, approval and acceptance. 9. Contractor's Representative The Contractor shall have available at all times a competent foreman or superintendent on staff, who shall have full authority to act for the Contractor and to receive and execute orders from the Village Manager, 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. 10. Workers The Contractor shall employ competent staff and shall discharge, at the request of the Village Manager, any incompetent, unfaithful, abusive or disorderly workers in its employ. None but staff expert in their respective branches of work shall be employed where special skill is required. 11. Payment Payment will be made pursuant to the Illinois Local Government Prompt Payment Act (50 ILCS 505/1 et seq.). 12. Certificate of Authority and Surety Certificate The Contractor shall furnish the Village with a current Certificate of Authority issued by the Illinois Department of Insurance (IDOI) for the insurance company that they are using. See Appendix B for an example. 19

80 13. Award of Contract The Village reserves the right to award the contract that is, in its judgment, the best and most favorable to the interests of the Village and the public; to reject the low price Proposal; to accept any item of any Bidder s Proposal; to reject any and all Bidder s Proposals; to accept and incorporate corrections, clarifications or modifications following the opening of the Bidder s Proposals when to do so would not, in the Village s opinion, prejudice the bidding process or create any improper advantage to any Bidder; and to waive minor defects, irregularities and informalities in the bidding process or in any Bidder s proposal submitted; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defects or informalities, and Bidders should not rely upon, or anticipate, such waivers in submitting their Bidder s Proposals. 14. Termination of Contract If, at any time, the Village Manager shall be of the opinion that the work under this Contract is unnecessarily delayed and will not be finished in the prescribed time, or that the work is not being performed in a satisfactory manner, he will so notify the Contractor in writing. If the Contractor has not within ten (10) calendar days thereafter taken such measures, as will in the judgment of the Village Manager, insure the satisfactory completion of the work under this Contract, the Village may notify the Contractor to discontinue all work under the Contract and proceed to terminate the Contract. 13. Patent Fees and Royalties Contractor shall indemnify and hold harmless the Village and anyone directly or indirectly employed by either of them 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 use in the performance of the work or resulting from the incorporation in the work of any invention, design, process, product, or device not specified in the Contract Documents, and shall defend all such claims in connection with any alleged infringement of such rights. 14. Change in Status The Contractor shall notify the Village immediately of any change in its status resulting from any of the following: (a) vender is acquired by another party; (b) vender becomes insolvent; (c) vendor, voluntary or by operation law, becomes subject the provision of any chapter of the Bankruptcy Act; (d) vendor ceases to conduct its operations in normal course of business. The Village shall have the option to terminate the contract with the vendor on fifteen (15) calendar days written notice based on any such change in status. 20

81 21

82 VILLAGE OF BUFFALO GROVE CONTRACT 2014 PRINTING SERVICES THIS CONTRACT, made this day of, 2013, by and between the VILLAGE OF BUFFALO GROVE (hereinafter called the Village ) a Municipal Corporation acting through its President, and Board of Trustees, and The Company that wins the Bid, hereinafter called the "Contractor." W I T N E S S E T H WHEREAS, the Village has heretofore solicited bids for all the work and for the doing of all things included within the hereinafter specified work, and the Village of Buffalo Grove did award the Contractor a contract for said work: NOW THEREFORE, for and in consideration of their mutual promises, covenant undertaking and Contract, the parties hereto do hereby agree as follows: ARTICLE I - WORK TO BE DONE BY THE CONTRACTOR Contractor agrees, at its own cost and expense, to do all work and to furnish all the labor, materials, equipment and other property to do, and complete all the works included, all in full accordance with and in compliance with and as required by the hereinafter specified Specifications and Contract Documents for said works, and to do, at its own cost and expense, all other things required of the Contractor by said Contract Documents. 22

83 ARTICLE II - CONTRACT DOCUMENTS The Contract Documents herein mentioned include all of the Contract Documents, including but not limited to the following: 1. Village of Buffalo Grove Printing Services Bid Specifications 2. The General Conditions of the Contract 3. The Contract 4. Specifications 5. Public Contract Statements 6. Schedule of Prices 7. All Bonds, Insurance Certificates and Insurance Policies mentioned or referred to in the foregoing documents 8. Any and all other documents or papers included or referred to in the foregoing documents all of which documents are on file in the OFFICE OF THE VILLAGE CLERK, 50 Raupp Boulevard, Buffalo Grove, Illinois, all said documents being hereby incorporated herein and made a part herein by reference the same as if set forth herein. ARTICLE III - CONTRACT AMOUNT The Contractor agrees to receive and accept the unit price as set forth in the Schedule of Prices as full compensation for furnishing all materials and equipment and for doing all the work contemplated and embraced in the Contract; also for all loss or damage arising out of the nature of the work aforesaid, or from the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the execution of the work until its acceptance by the Village, and for all risks of every description connected with the work; also for well and faithfully completing the work, and the whole thereof, in the manner and according to and in compliance with the Contract Documents and the requirements of the Village Manager. 23

84 ARTICLE IV CONFLICT BETWEEN COMPONENT PARTS OF CONTRACT In the event that any provision in any of the following component parts of this Contract conflicts with any provision in any other of the following component parts, the provision in the component part which follows it numerically except as may be otherwise specifically stated applies. Said component parts are the following: 1. General Conditions of Contract 2. Bid Documents and Specifications 3. Schedule of Prices 4. The Contract This Contract is intended to conform in all respects to applicable statutes of the State in which the work is to be constructed, and if any part or provision of this Contract conflicts therewith, the said statute shall govern. ARTICLE V CONTRACT TIME The Contractor shall fully complete all work to the point of final acceptance by the Village, and to complete doing all other things required of them by the Contract Documents on or before and no later than ninety (90) Calendar Days from the date of the Notice to Proceed. Contractor shall and agrees to furnish and deliver to the Village fifteen (15) calendar days after date of award of this contract the Insurance Certificates and Policies of Insurance required of him by the provisions of the General Conditions of the Contract, and to do, prior to starting work, all other things which are required of them by the Contract Documents as a prerequisite of starting work. ARTICLE VI LIQUIDATED DAMAGES If the Contractor shall fail to complete the work within ninety (90) Calendar Days from the date of the Notice to Proceed which shall include any proper extension granted by the Village, the Contractor shall pay to the Village an amount equal to Five Hundred Dollars ($500) per calendar day for each day past the completion deadline until final acceptance by the Village. 24

85 ARTICLE VII The Village agrees with said Contractor to employ, and does hereby employ, the said Contractor to provide the materials and do all the work, and do all other things hereinabove mentioned, according to the terms and conditions hereinabove contained or referred to, for the prices aforementioned, and hereby contracts to pay the same at the time, in the manner and upon the conditions set forth or referred to in the Specifications and Contract Documents; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. ARTICLE VIII - INSURANCE Contractor shall procure and maintain, for the duration of the contract, insurance pursuant to paragraph 1 of the General Conditions of the Contract. ARTICLE IX - INDEMNITY A. To the fullest extent permitted by law, the Contractor hereby agrees to defend, 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 in anywise accrue against the Village, its officials, agents and employees arising in whole or in part or in consequence of the performance of this work by the Contractor, its employees, or subcontractors, or which may in anywise result therefore, except that arising out of the sole legal cause of the Village, its agents or employees, the Contractor shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the Village, its officials, agents and employees in any such action, the Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any insurance policies required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the Village, its officials, agents and employees as herein provided. B. Kotecki Waiver. In addition to the requirements set forth above, the Contractor (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. Contractor 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 Contractor s employees, except to the extent those claims arise as a result of the Village s own negligence. 25

86 ARTICLE X MISCELLANEOUS PROVISIONS A. 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, Prevailing Wage Laws, 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. B. 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. The relevant provisions will be fully incorporated into the Contract by reference and set forth in full. C. Contractor agrees to furnish all documentation related to this Agreement 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 Village issues notice of such request to Contractor. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay all reasonable costs connected therewith (including, but not limited to reasonable 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 the FOIA or Contractor s failure to furnish all documentation related to a request within five (5) calendar days after Village issues notice of a request. Furthermore, should Contractor request that 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 reasonable attorneys' and witness fees, filing fees and any other expenses) to defend the denial of the request. The defense shall include, but not be limited to, challenged or appealed denials of FOIA requests to either the Illinois Attorney General or a court of competent jurisdiction. Contractor agrees to defend, indemnify and hold harmless the Village, and agrees to pay all costs connected therewith (such as reasonable attorneys' and witness fees, filing fees and any other expenses) to defend any denial of a FOIA request by Contractor s request to utilize a lawful exemption to the Village. 26

87 VILLAGE OF BUFFALO GROVE CONTRACT 2014 PRINTING SERVICES CONTRACTOR BY TITLE ATTEST: BY TITLE THE VILLAGE OF BUFFALO GROVE VILLAGE MANAGER 27

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92 EXAMPLE

93 EXAMPLE

94 Ordinance No : Bi-Montly Metra Parking Pass Fee Increase 11-A Recommendation of Action Staff recommends approval. Overview Staff is recommending an increase in the cost of the bi-monthly commuter parking pass for the Metra Parking Lot. The proposed Increase would be $10 and would increase the current fee to $60 (20%). The recommendation runs concurrently with the intention of the Village to replace the manual fare boxes with automated collection systems. These recommendations seek to remedy two issues at the parking lot, service delivery and fund performance. Attachments Biweekly pass.pdf Chapter Metra Convenience Pass Increase.docx.pdf Trustee Liaison Trustee Berman Staff Contact Scott D Anderson, Finance & GS Monday, November 4, 2013 Ordinances and Resolutions - Item : 11-A

95 VILLAGE OF BUFFALO GROVE TO: FROM: Dane C. Bragg, Village Manager Scott D. Anderson, Finance Director DATE: September 17, 2013 RE: Fee Increase Bi-monthly Parking Pass Recommendation: Staff is recommending an increase in the cost of the bi-monthly commuter parking pass for the Metra Parking Lot. The proposed Increase would be $10 and would increase the current fee to $60 (20%). The recommendation runs concurrently with the intention of the Village to replace the manual fare boxes with automated collection systems. These recommendations seek to remedy two issues at the parking lot, service delivery and fund performance. Service Delivery: Commuters have two methods of paying for parking at the Metra parking lot. Daily parkers may pay a per day fee of $1.75 or elect to purchase a bi-monthly parking pass for $50. Staff encourages the purchase of parking passes as a convenience to the commuter and a way to minimize some of the weaknesses of the antiquated fare boxes. The limitations of the existing fare boxes are (1) it is difficult for the parking enforcement officer to determine exactly how much money was inserted into each parking stall slot (2) no receipt is issued to the commuter, (3) there is no audit listing printed of parked spaces and fees paid, and (3) cash controls are compromised with the lack of locked cash receptacles within the fare box. Because of the inherent weaknesses of the fare box, staff discounted the bi-monthly parking pass from $60 to $50 in 2004 to encourage participation in the pass program. The discount was effective in growing the number of passes issued. The downside is that the effective daily rate of pass holder is $1.17 versus $1.75 daily payer (assuming 43 business days in a two month cycle). The discount is 34 percent. $200,000 Metra Parking Revenue $150,000 $100,000 $50,000 $ Bimonthly Pass Revenue Daily Parking Revenue

96 With the installation of an automated fare box system the commuters benefit by now having the option to pay by cash or credit. The need to carry exact change is eliminated. Commuters will be issued a receipt as proof of payment. The automated fare box systems will also allow commuters to phone-in missed payment from the train. The benefits to the Village include more efficient enforcement of the parking lot, improved cash controls, and reduced need to offer discounted bimonthly passes. The responsibility of enforcement of the parking lot will shift to the police department and one part-time position will be eliminated. Revenue increased less than one percent each year on average over the last twelve years. The intention of the parking pass needs to be repositioned as an object of convenience, still offering a discount off of the daily parking fee. A return to the FY 2003 parking pass fee of $60 would result in an effective daily rate of $1.40 versus $1.75 daily fee (20 percent discount). Fund performance: The amount of revenue collected though parking at the Metra Station offsets the cost of maintaining the depot, parking lot and payment of the land lease with Commonwealth Edison. Revenue increased less than one percent each year on average over the last twelve years. Below is a history of fund balance in the Parking Lot Fund. 400, , , , , , ,000 50,000 0 Parking Lot Fund - Fund Balance The reduction in the cost of the bi-monthly parking pass in FY 2004 is evident. More commuters opted for the deep discount of the parking pass. The average number of parking passes sold each cycle was 140 in FY In FY 2013, the average jumps to 302 for a 116 percent increase. Working from an assumption that an increase of $10 in the parking pass will result in the loss of 10 percent of pass holders, an additional $16,320 in revenue will be generated from the sale of passes. Those who opt to return to paying for parking on a daily basis will spend 20 percent more each day on parking fees. The potential risk may be losing commuters who utilize the Buffalo Grove Metra Station due to the deeply discounted parking pass fee. Given the cost of fuel, staff is not certain this would be a large amount of customers. The Parking Lot Fund has not covered the cost of operations, through the parking fee structure, since FY The fund has an audited reserve balance of $144,075. Those funds, in part, will be used to fund the automated parking meters. The chart below shows the last ten year of revenues and expenditures for the Parking Lot Fund,

97 250, Metra Parking Lot - Performance 200, , , , Revenue Expenditures The automated meters will be a significant capital outlay because the Village cannot just purchase one unit. Because of the flow of traffic and the need to process transactions quickly, multiple stations are required. It is anticipated the return on the investment based upon the increased pass fees, stricter enforcement, and staff time reductions will be approximately two years. The combination of the automated parking meters and the efficiency those machines will bring to collections and enforcement, as well as the adjustment of the bimonthly parking pass to a better retail price point, will help to stabilize the fund. Fund balance levels will be difficult to replenish to levels noted ten years ago. The revenue structure, even with the increase, is static and the largest cost of the parking lot is the lease payment. That payment is 73 percent of expenses and has a three percent escalator each year. If approved the increase will be effective for the pass period beginning January 1, The board provided authorization to request proposals for automated parking meters during the August 19 th board meeting.

98 ORDINANCE NO AN ORDINANCE AMENDING SECTION OF TITLE 3 OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE WHEREAS, the Village of Buffalo Grove is a Home Rule municipality pursuant to the Illinois Constitution of 1970; and WHEREAS, a Commuter Station Development Agreement dated May 24, 1995 between the Village of Buffalo Grove and the Commuter Rail Division of the Regional Transportation Authority set forth the general terms and conditions necessary to be followed in the operation of the commuter station parking lot; and WHEREAS, terms and conditions of the Agreement require the Village to establish fees for the use of the parking facilities that are adequate to defray the Village s operating, maintenance, debt service, lease fees, capital cost recovery, capital reserves and administrative costs for the operation of the parking facilities; and WHEREAS, the Village must increase the cost of the bi-monthly parking pass (convenience pass) to $60 to ensure that all expenses to operating the parking facilities are met. NOW, THEREFORE BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, the following: SECTION 1. Section , Convenience parking system fee, of the Village of Buffalo Grove Municipal Code is amended to read as follows: A fee of sixty dollars shall be established for the purpose of parking for a defined two-month period within the Village's commuter parking lot. A tag or visor hanger will be sold bimonthly for the following periods: January--February March--April May--June July--August September--October November--December The number of such tags or hangers will be limited to two hundred fifty in any bimonthly period. The fee for purchase subsequent to the beginning of any bimonthly period shall be prorated as follows: 1st through 15th of first month $ th through end of first month st through 15th of second month th through end of second month The purchase of a convenience parking permit shall not guarantee a purchaser a parking spot within the Village's commuter parking lot. (Ord (part), 1996). SECTION 2. This ordinance shall be in full force and effect from and after its passage and

99 approval in the manner provided by law as of January 1, AYES: NAYES: ABSENT: PASSED:, APPROVED:, ATTEST: Village President Village Clerk

100 Ordinance No : Long Grove Confectionery, 333 Lexington Drive, special use for retail sales in the Industrial District. 11-B Recommendation of Action Staff recommends approval. Overview Baldi Candy Co. (d/b/a) Arway Confections has acquired Long Grove Confectionery, 333 Lexington Drive. The retail portion of the business was approved as a special use granted to the previous business operator and property owner. Mr. Craig Leva, owner of Kimball/Newport Properties (the property owner) and president of the business entity operating Long Grove Confectionery, is requesting that the special use be granted to Baldi Candy Co. Mr. Leva has confirmed that retail sales will continue to be conducted in the space of 2,780 square feet approved by Ordinance No for Long Grove Confectionery. The draft ordinance is attached for consideration by the Village Board. Next Steps None Prior Actions Approval of Ordinance No granting special use to Long Grove Confectionery for retail sales. Anticipated Future Board Actions None. Attachments Ord-draft_Long Gr Confectionery, 333 Lexington Dr_Special Use.pdf Trustee Liaison Trustee Stein Staff Contact Robert E Pfeil, Planning Monday, November 4, 2013 Ordinances and Resolutions - Item : 11-B

101 10/29/2013 ORDINANCE NO AN ORDINANCE APPROVING A SPECIAL USE IN THE INDUSTRIAL DISTRICT VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS Baldi Candy Co. (d/b/a) Long Grove Confectionery Co. 333 Lexington Drive Buffalo Grove Commerce Center WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois Constitution of 1970; and, WHEREAS, the real property legally described in EXHIBIT A ( Property ) attached hereto is zoned in the Industrial District; and, WHEREAS, Kimball/Newport Properties LLC, an Illinois limited liability company, is the owner of the Property (hereinafter referred to as Owner ); and, WHEREAS, the Village approved Ordinance No granting a special use to Long Grove Confectionery and Mangel Investments L.P. to operate a retail sales area in the Industrial District as an accessory use to the production facility on the Property; and, WHEREAS, Owner has purchased the Property and has leased the Property to Baldi Candy Co., an Illinois corporation; and, WHEREAS, Baldi Candy Co., an Illinois corporation doing business as (d/b/a) Long Grove Confectionery Co. ( Petitioner ) is operating the business on the Property, including the retail sales previously allowed by Ordinance No ; and, WHEREAS, Petitioner has represented that the retail sales area of 2,780 square feet is being operated substantially as approved by Ordinance No ; and, WHEREAS, the Village has determined that the special use approved by Ordinance No needs to be transferred to the business entity operating the retail sales area; and,

102 2 WHEREAS, Baldi Candy Co. has petitioned to the Village for approval of a special use to continue retail sales at the Property in substantial conformance with the special use previously approved by Ordinance No granted to Long Grove Confectionery Co.; and, WHEREAS, the proposed facility would be developed and operated in accordance with and pursuant to the following exhibits: EXHIBIT A EXHIBIT B EXHIBIT C Legal Description Petitioner s Acceptance and Agreement concerning special use Letter dated July 13, 2013 from Craig Leva, President, Long Grove Confectionery Co. WHEREAS, the Village President and Board of Trustees after due and careful consideration have concluded that use of the Property on the terms and conditions herein set forth would enable the Village to control development of the area and would serve the best interests of the Village. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Section 1. This Ordinance is made pursuant to and in accordance with the Village s Zoning Ordinance, Development Ordinance and the Village s Home Rule powers. The preceding Whereas clauses are hereby made a part of this Ordinance. Section 2. The Corporate Authorities hereby adopt a proper, valid and binding Ordinance approving a special use for retail sales of 2,780 square feet for the sale of products manufactured on the Property and the sale of related products, subject to the following conditions: A. The special use is granted to Baldi Candy Co., an Illinois corporation doing business as (d/b/a) Long Grove Confectionery Co. and does not run with the land. B. The special use granted to Baldi Candy Co. is assignable to subsequent petitioners, seeking assignment of this special use as follows: 1. Upon application of a petitioner seeking assignment of this special use, the Corporate Authorities, in their sole discretion, may refer said application of assignment to the appropriate commission(s)

103 3 for a public hearing or may hold a public hearing at the Village Board. 2. Such assignment shall be valid only upon the adoption of a proper, valid and binding ordinance by the Corporate Authorities granting said assignment, which may be granted or denied for any reason. C. The Petitioner shall submit the executed Petitioner s Acceptance and Agreement attached hereto and incorporated herein as Exhibit B to the Village within fourteen (14) days of approval of this Ordinance. D. The terms and conditions of Village Ordinance No remain in full force and effect unless modified by this Ordinance. Section 3. This Ordinance shall be in full force and effect upon the submittal of the executed Petitioner s Acceptance and Agreement as set forth in Section 2.C. of this Ordinance. This Ordinance shall not be codified. AYES: NAYS: ABSENT: PASSED:, 2013 APPROVED:, 2013 ATTEST: Village Clerk APPROVED: JEFFREY BRAIMAN, Village President This document was prepared by: Robert E. Pfeil, Village Planner Village of Buffalo Grove, IL Mail to: Village Clerk Village of Buffalo Grove 50 Raupp Boulevard Buffalo Grove, IL 60089

104 4 EXHIBIT A Legal Description Baldi Candy Co. (d/b/a) Long Grove Confectionery Co. 333 Lexington Drive Buffalo Grove Commerce Center SUBJECT PROPERTY LEGAL DESCRIPTION: Lot 1 Long Grove Confectionery Subdivision being a resubdivision in the southwest quarter of Section 34, Township 43 North, Range 11 East of the Third Principal Meridian, in Lake County, Illinois. SUBJECT PROPERTY COMMON DESCRIPTION: 333 Lexington Drive, Buffalo Grove, IL PIN:

105 5 EXHIBIT B Baldi Candy Co. (d/b/a) Long Grove Confectionery Co. 333 Lexington Drive Buffalo Grove Commerce Center Petitioner Acceptance and Agreement concerning special use ordinance Baldi Candy Co. acknowledges that it has read and understands all of the terms and provisions of Buffalo Grove Ordinance No pertaining to the special use, and does hereby accept and agree to abide by and be bound by each of the terms, conditions and limitations of said Ordinance. Baldi Candy Co. (d/b/a) Long Grove Confectionery Co. By: Name (print): Title: The undersigned Owner acknowledges that it has read and understands all of the terms and provisions of said Buffalo Grove Ordinance No Owner: Kimball/Newport Properties LLC By: Name (print): Title:

106 EXHIBIT C

107 Award of Contract: Automated Pay by Space Parking Meters 12-A Recommendation of Action Staff recommends the Village Board award a contract to Total Parking Solutions in accordance with the Automated Pay by Space Parking Meters Proposal in an amount not to exceed $63,025. Budget Impact $63,025 Overview Fund / Account Budget Notes The Village of Buffalo Grove currently maintains a parking lot containing approximately 1,100 spaces at the Buffalo Grove Metra train station located at 801 and 825 Commerce Ct. Commuters parking are required to pay $1.75 per day at one of the manual pay boxes. The Village of Buffalo Grove seeks to replace the current manual pay boxes with five (5) automated pay stations that accept the following payment methods: coins, bills, debit and credit cards, and pay by smart phone. The addition of automated pay systems will increase efficiency and enforcement efforts. Proposals from four Vendors were received and reviewed. Staff then narrowed the choices to two Providers based upon information in the responses received. Items considered in pairing down the Vendors included, whether or not the equipment met the requested specifications, estimated lowest total cost of ownership based upon extra fees and communication costs, and presence of the equipment in the Chicago Metro Area. Staff met with two remaining providers, asked for revised pricing and examined demonstration units for each of the Vendors equipment. Staff sought out comments from local customers of each of the Vendors and while A.P.S. received good to average reviews, the comments from users of the CALE unit supplied by Total Parking Solutions were extremely positive. These positive reviews in combination with no extra communication costs and a fairly significant presence along many of the Metra Lines (see attached map of highlighted locations) led staff to believe Total Parking Solutions proposed pay by space parking system was the best choice at the best value for Buffalo Grove. Staff recommends the Village Board award a contract to Total Parking Solutions in accordance with the Automated Pay by Space Parking Meters Proposal in an amount not to exceed $63,025. Attachments BidTab Parking.pdf CALE Map.PDF Parking Meters 2014 Final.pdf (Appendix) Trustee Liaison Trustee Berman Staff Contact Brett Robinson, Finance & GS

108 Monday, November 4, 2013 Unfinished Business - Item : 12-A

109 Village of Buffalo Grove Finance Department Automated Pay by Space Parking Meters Tabulation Caracal EnterprisesLLC REVISED PROPOSAL Access Parking Systems IPS Group Total Parking Solutions DBA VenTek International Total Parking Solutions Proposal Opening: September 24, N. Ravenswood Ave 5601 Oberlin Drive 2721 Curtiss St 1260 Holm Road 2721 Curtiss St rev Suite 144 Suite 100 Downers Grove, IL Suite A Downers Grove, IL Chicago, IL San Diego, CA Petaluma, CA Bid Bond: Not Required Not Required Not Required Not Required Not Required Signed Proposal Form: Yes Yes Yes Yes Yes Signed Public Contract Statements: Yes Yes Yes Yes Yes Contract Modifications Requested No No No No No A. Pay Stations $52, $38, $59, $39, $57, B. Data Connection Costs per year $2, $0.00 $4, $3, $4, C. Software Maintenance Costs per year $0.00 $1, $0.00 $ $0.00 D. Labor & Material to Install Stations $1, $1, $1, $1, $1, E. Training $0.00 $0.00 $0.00 $0.00 $0.00 F. Station Maintenance per year $6, $7, $5, $6, $5, G. Labor Rate per hour $85.00 $75.00 $ $ $ H. Labor Rate after hours $85.00 $ $ $ $ I. Replacement parts Markup % 20% 30% 60% Will not disclose 60% Annual Increase on Items F,G,H & I 2nd Year Contract Option 1.5% 0.0% 2.5% 0.0% 0.0% 3rd Year Contract Option 1.5% 0.0% 2.5% 0.0% 0.0% 4th Year Contract Option 1.5% 0.0% 2.5% 0.0% 0.0% 5th Year Contract Option 1.5% 0.0% 2.5% 0.0% 0.0% TOTAL COST $62, $48, $71, $52, $63, $0.00 $0.00 $0.00 Data connection cost does additional cost of $0.13 per Convenience fee of $0.37 Data connection cost does Convenience fee of $0.37 not include celluar costs Credit Card Transaction for web/cell based purchases not include celluar costs for web/cell based purchases Not a Stainless Steel Unit First year of maintenance no Charge Convience fee of $0.35-$0.37 per Spec No References supplied for web/cell based purchases Data connection cost does not include cellular costs

110

111 See appendix: Appendix003 - Parking Meters 2014 Final.pdf

112 Award of Contract: Sewer Televising 12-B Recommendation of Action Staff recommends in accordance with the provisions of bidding documents that the Village Board award the bid for 2013 Sanitary and Storm Sewer Televising to CTR Systems at the low bid unit prices and in an amount not to exceed $100,000. Budget Impact $100,000 Overview Fund / Account and Budget Notes Each year, staff identifies which sewer lines are to be televised. The work includes televising the utilities for future road improvement projects, a planned percentage of the Village's total infrastructure, and any requests from the Sanitary Sewer and Drainage Divisions for potential repair locations. Estimated quantities and related prices listed in the Bid Tabulation are for the purposes of bidding only and staff will not exceed the annual budgeted amount of $100,000 for this service. Staff recommends the Village Board award the bid for 2013 Sanitary and Storm Sewer Televising to CTR Systems at their low bid unit prices at an amount not to exceed $100,000. Prior Actions Authorization to Bid Attachments BIDTAB Televising.pdf Sewer TV 2013 Final.pdf (Appendix) ADDENDUM #1 Sewer TV 2013.pdf (Appendix) Trustee Liaison Trustee Stein Staff Contact Brett Robinson, Public Works Monday, November 4, 2013 Unfinished Business - Item : 12-B

113 Village of Buffalo Grove Finance Department Sewer Televising 2013 Tabulation CTR Systems H.R. Stewart Hydro Vision National Power Rodding Visu-Sewer Bid Opening: October 24, Waukegan Road # W Crystal St 1593 Aster Dr W. Arlington St 9014 Thomas Ave Niles, IL Cary IL Romeoville, IL Chicag, IL Bridgeview IL Bid Bond: Yes Yes Yes Yes Yes Signed Bid Form: Yes Yes Yes Yes Yes Signed Public Contract Statements: Yes Yes Yes Yes Yes Contract Modifications Requested No No No No No Televising Storm Sewer LF $1.55 $1.80 $4.50 $1.75 $3.10 Estimated Quantity 35,000 $54, $63, $157, $61, $108, Televising Sanitary Sewer LF $1.47 $1.80 $4.50 $2.18 $1.69 Estimated Quantity 40,000 $58, $72, $180, $87, $67, Heavy Cleaning LF $6.00 $2.00 $15.00 $1.50 $2.55 Sewer Condition Evaluation LF $0.25 $0.15 $2.75 $0.15 $0.15 Emergency Inspection per crew hour $ $ $ $ $ Total $113, $135, $337, $148, $176, nd year option $118, $344, $150, rd year option $124, $351, $152, YEAR TOTAL COST $356, $135, $1,032, $452, $176, $0.00 $0.00 $0.00 No Bid on Year 2 or 3 No Bid on Year 2 or 3

114 See appendix: Appendix004 - Sewer TV 2013 Final.pdf

115 See appendix: Appendix005 - ADDENDUM #1 Sewer TV 2013.pdf

116 Award of Contract: Uniform Rental Service 12-C Recommendation of Action Staff recommends award of contract to G&K services for Uniform Rental Services Budget Impact $14,607 Overview Fund / Account Varies by Department Budget Notes Staff met with both Vendors and requested revised pricing for uniform rental services. G&K Services were able to lower their pricing and offer additional discounts for floor mats based upon quantity. Aramark stated they could not lower the pricing on uniforms but would offer to reduce the costs of floor mats based upon quantity. Aramark was not responsive to requests for information in regard to their proposed Addendum, specifically the section stating that Aramark could not agree to all of the Village's insurance requirements and the section whereby Aramark requested liquidated damages if the Village were to terminate the contract early. The difference between between the two Vendors estimated contract costs over the entire three year term is an estimated $ It is staff's recommendation that, while Aramark may have a lower proposed price, the Village may well spend more than the $ in staff time and legal counsel fees in addressing items in Aramark's Addendum. Thus, staff recommends the Village Board award a contract to G&K Services for Uniform Rental Services. Next Steps Review and approval of contract documents by Village Attorney. Prior Actions The Village Board rejected bids due to the bids being non responsive and authorized Staff to negotiate with both Vendors. Attachments BIDTAB Uniforms.pdf SKMBT_C pdf (Appendix) Trustee Liaison Trustee Stein Staff Contact Brett Robinson,

117 Monday, November 4, 2013 Unfinished Business - Item : 12-C

118 Village of Buffalo Grove Finance Department Uniform Rental 2014 Tabulation REVISED REVISED ARAMARK Uniform Services G&K Services ARAMARK Uniform Services G&K Services Bid Opening: October 1, N. First Street 638 Supreme Drive 115 N. First Street 638 Supreme Drive Burbank, CA Bensenville, IL Burbank, CA Bensenville, IL Bid Bond: Yes Yes - check N/A N/A Signed Proposal Form: Yes No Yes Yes Signed Public Contract Statements: Yes Yes Yes Yes Contract Modifications Requested Yes No Yes No Estimated Annual Cost $15, $16, $15, $14, nd Year Contract $15, $16, $15, $15, rd Year Contract $15, $17, $15, $16, TOTAL COST $45, $50, $0.00 $45, $46, $0.00 $0.00 $0.00 Floor Mat Costs to be reduced based upon quantity Floor Mat Costs to be reduced based upon quantity

119 See appendix: Appendix006 - SKMBT_C pdf

120 Reject Proposals for Snow and Ice Removal Services 12-D Recommendation of Action Staff recommends rejecting all proposals for Snow and Ice Removal Services and continuing to provide services inhouse. Overview Staff sought to contract snow and ice removal for various Village owned areas including sidewalks and parking lots at the Pace & Metra Station and five miles of roadway in Buffalo Grove. Ten providers attended a pre-proposal conference held at Public Works yet only two proposals were received by Staff. Staff followed up with proposers to question why selected companies opted to not propose on the project. The following reasons were provided: 1. Too large a project. 2. Uncomfortable performing residential street plowing. 3. Too many Vendors at pre-proposal meeting. 4. No previous bid tab/ lack of history seeking proposals on this project. 5. Vendor only bids on projects where they supply the salt 6. Proposer was busy this Year and did not expect to have extra capacity to perform work. 7. Concern with sidewalk liability costs at Metra. 8. Concerns related to expected response times. After considering responses provided by Vendors, staff reviewed the supplied bids and does not believe the responses indicate a defect with the requirements or specifications contained within the RFP. The Vendor proposed costs were compared to existing in-house costs to provide snow removal service. It would appear that in house staff perform the involved work at a rate considerably lower than that of the lowest proposed contract cost. At this time it would appear that current in house Snow and Ice Control is a more cost-effective and competitive solution than contract services. Attachments BIDTAB SnowICE.pdf Trustee Liaison Trustee Stein Staff Contact Brett Robinson, Office of Village Manager Monday, November 4, 2013 Unfinished Business - Item : 12-D

121 Village of Buffalo Grove Finance Department Snow and Ice Removal Tabulation Comparison Price Snow Systems TSI Village of Buffalo Grove Proposals Due: October 4, N. Wolf Court 1622 Kedzie Ave Public Works Department Wheeling IL Chicago IL Bid Bond: Not Required Not Required - Signed Proposal Form: Yes Yes - Signed Public Contract Statements: Yes Yes - Contract Modifications Requested No Yes - Snow Route 11 B $34, $27, $9, Per Inch Rate over 38" $1, $1, $ Snow Hauling $6, $1, Pace and Metra $73, $45, $8, Per Inch Rate over 38" $2, $1, $ Snow Hauling $6, $1, Total $123, $75, $21, nd year option $123, $75, $22, rd year option $123, $75, $22, YEAR TOTAL COST $369, $227, $66, $0.00 $0.00 $0.00 $0.00 $0.00

122 See appendix: Appendix007 - Contractual Snow Removal - History Comparison.pdf

123 See appendix: Appendix008 - SnowIce 2014 final.pdf

124 Pre-Application Conference: N Prairie Road, petition for annexation with zoning in the R-1 District 13-A Recommendation of Action Staff recommends discussion. Overview Jim and Linda Kedroski have filed a petition to annex the parcel at N. Prairie Road for development of a single-family house. The Kedroskis purchased the property on October 10, The parcel is undeveloped; the lot area is approximately 28,900 square feet. The current zoning is R-1 by Lake County. If soil tests determine that a septic system could function properly, development of a singlefamily house may be possible without annexing to Buffalo Grove. The petition requests annexation in the R-1 single-family district. The zoning standards require a minimum lot area of 20,000 square feet and a minimum lot width of 100 feet. The new house would be connected to Village water and sanitary sewer adjacent to Noah s Landing. The driveway for the home would access Noah s Landing rather than Prairie Road. The Village s 2009 Comprehensive Plan designates the five properties from Noah s Landing to N. Prairie Road for residential redevelopment at six units per acre. This area is designated as Area G in the Buffalo Grove Lincolnshire boundary agreement; a maximum of six units per acre are allowed. The area is 3.12 acres (136,139 sq.ft.), thus approximately 18 units would be permitted. The character of the area north of Noah s Landing is single-family residential. There doesn t appear to be a market orientation toward higher density in this area. Other than Area G, all the other areas east of Prairie Road are designated for residential use at two units per acre in the Buffalo Grove Lincolnshire boundary agreement. This includes the 40-acre Stancliff farm at Prairie Rd/Port Clinton Rd. The Johnson property, N. Prairie Road and the Arns property, N. Prairie Road were recently annexed to the Village. These property owners have connected their existing single-family homes to the Village water system. The proposal for N. Prairie would reinforce the current single-family character of the area north of Noah s Landing. Moreover, this parcel adjoins Noah s Landing, so development of a single-family house would preclude extension of the street from Noah s Landing. Although it is possible that the five properties north of Noah s Landing could be acquired and incrementally redeveloped for residential use at six units per acre, it appears that all of the current owners intend to continue using their existing single family homes. If the Village Board supports the proposal, the owners would work with Village staff to prepare an annexation agreement. A public hearing would be conducted by the Village Board to review the agreement. The following items are attached:

125 The following items are attached: 1. Letter dated October 26, 2013 from Jim & Linda Kedroski 2. Petition for annexation filed October 28, Example of exterior design for proposed house 4. Location map N. Prairie Road 5. Map 17 -Prairie View, Buffalo Grove Comprehensive Plan (2009) 6. Prairie View concept plan (page 50 of Transit Station Area Study, 2007) 7. Exhibit B Buffalo Grove Lincolnshire Boundary Agreement (2005) Next Steps Preparation of draft annexation agreement Prior Actions None. Anticipated Future Board Actions Public hearing concerning annexation agreement. Attachments Letter & Petition for annexation_23031 N Prairie Rd.pdf Example of house design_23031 N Prairie Rd_ pdf Location Map_23031 N Prairie_ pdf BG Comp Plan_Map 17 Prairie View.pdf Trustee Liaison Trustee Terson Staff Contact Robert E Pfeil, Planning Monday, November 4, 2013 New Business - Item : 13-A

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130 LOCATION MAP: N PRAIRIE RD Johnson property Arns property N Prairie Rd PIN: Lot Area Assessed: Sq. Ft. Calculated Acreage: Prepared by the Division of Planning Services, 10/29/2013