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CITY COUNCIL 2013/05/06 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the May 6, 2013 Regular Meeting 7:30 p.m. – City Hall Council Chambers Bob Kiely, City Manager asked City Council for a motion to appoint Catherine Waldeck as acting Chair , Alderman Novit made a motion, seconded by Alderman Palmer, all in favor, motion carried unanimously. CALL TO ORDER AND ROLL CALL: Acting Chair Catherine Waldeck called the meeting to order at 7:40 p.m. Deputy City Clerk Margaret Boyer called the roll of Council members. Present: Alderman Novit, Alderman Waldeck, Alderman Pandaleon, Alderman Tack, Alderman Reisenberg, Alderman Palmer. Absent: Honorable Acting Mayor Schoenheider, Alderman Moore. Quorum present. Also present were: Robert Kiely, City Manager; Victor Filippini, City Attorney; Marlo DelPerico, City Attorney; Catherine Czerniak, Director of Community Development, Michael Thomas, Director of Public Works; Bob Ells, Engineering Supervisor; Mary VanArsdale, Director of Parks & Recreation; Chuck Myers; Superintendent of Parks and Forestry; Michael Thomas, Director of Public Works, Dan Martin, Superintendent of Public Works and Carina Walters, Assistant City Manager. There were approximately 45+ present in the audience. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. Reports of City Officers 1. Comments by Mayor Rudy De Ram, Director of the Deerpath Art League, gave a brief presentation about the Art League Emerging Artist Awards were then presented to the following; Deerpath Middle School: Anna Aquino 6th grade, Hope Alex 6th grade, Heart Woman- Superhero Team; Anna Aquino, Annie Burdiak, Maggie Mick and Lucy Rubenstein all 6th graders, and Evan Brown 7th grade. Lake Forest Country Day School: Annabel Kriger 2nd grade, and Emily Cullitan 8th grade. Lake Forest High School: Junior, Genna Crofts and Senior Heather Stark. Sheridan Elementary: TJ Marks kindergarten. Lake Bluff Middle School: Stephanie Read Everett Elementary: Alexander Wan 1st grade. Cherokee Elementary: James Pruett 1st grade. Acting Chair Waldeck congratulated all the winners and wished them luck in the future. 2. Comments by City Manager 1. Bob Kiely, City Manager, reported that he has been approached by Lake County Board Representative Mike Rummel in regards to the old Amour Bridge and the plan to make it a pedestrian and bicycle bridge at the Academy Woods subdivision. Mike Rummel is seeking Proceedings of the May 6, 2013 Regular Meeting indication from City Council in regards to participating via matching funds from the City of Lake Forest in the amount of 50,0000. 2. Ward Meeting information Ward 3 Meeting at Elawa Farm Wednesday May 15 7-8:30pm Ward 1 Meeting at Gorton Center Thursday, May 23 7-8:30pm Ward 2 Meeting at Cherokee School Thursday, June 6 7-8:30pm Ward 4 Meeting at Dickinson Hall, Monday June 10 7-8:30pm 3. Comments by Council Members Finance Committee Report 1. Approval of the Comprehensive Fiscal Plan for FY2014 Finance Committee Chairman Pandaleon asked Finance Director Elizabeth Holleb, to give an overview of various components of the Comprehensive Fiscal Plan for FY2014 that have been reviewed at several public meetings over the past six months. The proposed expenditures for FY2014 total $82,658,013. The proposed plan is balanced with all operating expenditures covered from current revenues and capital expenditures funded from current revenues and reserves in excess of the City Council’s Fiscal Policy. Alderman Pandaleon made a motion to approve the Comprehensive Fiscal Plan for Fiscal Year 2014, seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 7 Yea’s 0 Nay, Motion carried. 2. Annual Vendor Approval Elizabeth Holleb, Finance Director, stated that on September 19, 2011, the City Council approved Code amendments revising the method for approving vendors. Consistent with the revised purchasing policy, payments for services provided on an unspecified ongoing basis exceeding $20,000 annually in aggregate are to be approved by the City Council as part of the budget process. The City Council will continue to approve any single purchase over $20,000 as established by the purchasing policy. Alderman Novit made a motion to approve the Annual Vendor List, seconded by Alderman Palmer. The following voted “Yea”: Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 7 Yea’s 0 Nay, Motion carried. 3 Approval of FY2014 Personnel Policies, Practices and Official Pay Plan Human Resources Director Desha Kalmar gave a brief overview of modest changes to the Fiscal Year 2014 Personnel Policies, Practices and Official Pay Plan. Changes to the Plan include:  Employment of Relatives. Proceedings of the May 6, 2013 Regular Meeting  Public Information, new section regarding confidentiality of information.  Probationary Period, Water Plant Operators assigned a 12-month probationary period.  Cell Phone Usage, added language about being hands-free Alderman Palmer made a motion to approve the FY2014 Personnel Policies, Practices and Official Pay Plan, seconded by Alderman Novit. The following voted “Yea”: Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 7 Yea’s 0 Nay, Motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Mr. Pasquesi of 103 N. Washington Road addressed the City Council regarding parking spots on corners in the CBD and the difficultly drivers have when trying to pull out or cross the street. Acting Chair Catherine Waldeck read the ITEMS FOR OMNIBUS VOTE CONSIDERATION. 1. Approval of the April 15, 2013 regular City Council minutes 2. Check Register For Period March 23 – April 26, 2013 3. Schedule of Regular Meetings of the City Council For Fiscal Year 2013-2014 4. Award of Contract for the Lake Forest portion of the 2013 Joint Concrete Pavement Patching Project. 5. Award of contract for Lake Forest portion of the 2013 Joint Annual Pavement Patching Contractual Program. 6. Award of Contract for the Lake Forest portion of the 2013 Joint Sewer Lining Project 7. Award of the Illinois Road Pedestrian Bridge Repair Project 8. Approval of Contract for Annual Mowing Services in Parks FY14 Budget 9. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if desired by the City Council, Final Approval) 10. Consideration of an Ordinance Approving Recommendations from the Zoning Board of Appeals. (First Reading and Final Approval) 11. Consideration of a Resolution in Support of the Ragdale Ring Project as a One Year Pilot Project. 12. Consideration of an Ordinance Amending Chapter 46, Sections 2 and 53.3 and the Use Matrix of the City Code to Permit a Farmers’ Market in the B-4, Preservation Business District, Subject to Performance Standards as Proceedings of the May 6, 2013 Regular Meeting Recommended by the Plan Commission. (First reading, and if desired by the City Council, final approval) 13. Consideration of a Resolution Authorizing Component Work Related to the Rt. 60 Median Landscape Project Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda. Alderman Pandaleon made to make a motion approving the thirteen Omnibus items with the following corrections; item 10 as two (2) separate Ordinances, Scribner’s error on the minutes and item 13 information Rt. 60 CPOA, seconded by Alderman Palmer. The following voted “Yea”: Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 7 Yea’s 0 Nay, Motion carried. ORDINANCES 1. Consideration of an Ordinance Amending Chapter 46, Section 21(A) of the City Code as it Relates to the Terms for Members of the Zoning Board of Appeals as Recommended by the Plan Commission. (First reading, and if desired by the City Council, final approval) Catherine Czerniak, Director of Community Development, spoke to Council about modifying the terms for Zoning Board of Appeals members to align with the terms of various other development related Boards and Commissions. Currently, Zoning Board of Appeals members serve one 5-year term. The other Boards and Commissions that deal with development-related issues, the Building Review Board, Historic Preservation Commission, the Construction Codes Commission and the Plan Commission, have 2-year terms, however, members may be reappointed and may serve up to three 2-year terms for a total of six years. The Caucus’ suggestion to align the terms was simply in recognition of the fact that it may be easier for a volunteer to commit to serving a 2-year term, with the opportunity of serving additional terms, than to commit up front to a 5-year term. Since the City of Lake Forest is a Home Rule community, the City has the authority to set the length of the terms for the Zoning Board of Appeals members as it determines to be appropriate. Alderman Reisenberg moved to waive the first reading, seconded by Alderman Pandaleon. The following voted “Yea” Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay” None. 7 Yea 0 Nay, Motion carried. Alderman Reisenberg then so moved to grant final approval of an Ordinance amending Chapter 46, Section 21(A) of the City Code as it relates to the terms for members of the Zoning Board of Appeals, seconded by Alderman Pandaleon. The following voted “Yea” Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay” None. 7 Yea 0 Nay, Motion carried. Proceedings of the May 6, 2013 Regular Meeting 1. Award of Bid for The City of Lake Forest Janitorial Service Contract Included in the F.Y. 2014 - 2016 Operating Budgets Superintendent of Public Works, Dan Martin, advised Council that The City’s current janitorial services are made up of multiple agreements with the same contractor that are independently managed through several City departments. The original contract consisted of 7 buildings. Over the years it increased to 15 locations, totaling approximately 160,000 cleanable square feet. Each of the 15 locations has varying cleaning schedules and specifications to support the building or programing needs of the department. The base janitorial services are primarily performed in the evening hours. The day time janitorial services needed at the Recreation Center are accomplished by using a single day porter managed by the Recreation Program staff. Staff continually examines ways to improve operations to be more efficient and cost-effective. The janitorial services contract was one of several service contracts identified by staff last year to be competitively bid out based on the large total annual dollar amount of $271,000. In addition, staff realized that the potential for better pricing could be achieved by consolidating all the agreements under one contract. Over the course of the year staff consulted with residents (pro-bono)that are experts in the property management industry, neighboring communities, and contractors, to develop a comprehensive bid packet that consolidated all the janitorial service locations. On March 22, 2013, staff received twelve (12) bids for this contract. Crystal Maintenance Services Inc. was the lowest qualified bid for $171,639.50. With a potential 63% cost difference, staff conducted a thorough interview with this vendor and contacted numerous references. Crystal Maintenance Services Inc. met all of the required contract specifications and their references gave favorable responses. If awarded the contract, Crystal Maintenance Services could begin June 1, 2013. Crystal Maintenance Services Inc. is located in Mount Prospect, IL. They are a family owned company that has been in business for more than 20 years. They currently have 100 employees servicing approximately 54 accounts. It is apparent Crystal Maintenance has developed a “niche market” specializing in servicing municipalities. Of the 54 accounts they service, 34 or 63% of them are municipal accounts. Some local accounts include The City of Highland Park, Village of Niles, Village of Northbrook, Village of Bartlett, and the Lake County Forest Preserve. Crystal Maintenance Services Inc. is certified by the Green Clean Institute. New to the bid requirements was that all contractors needed to either hold a 3rd party green cleaning certificate from a reputable company or be able to acquire certification within six months. This certification requires the company to have all employees, from officers to front line staff, complete an extensive training course on green cleaning techniques and on the proper use of environmentally safe cleaning chemicals. The Green Clean Institute also conducts random inspections on the certified company and its work force. Proceedings of the May 6, 2013 Regular Meeting Alderman Pandaleon thanked staff for asking him to join in the conversation regarding this topic as the percentage of savings is staggering at forty (40%) percent. Alderman Novit moved to award a contract for Janitorial Services for 15 municipal facilities to Crystal Maintenance Services Inc. in the amount of $514,918.50 for FY 14-Fy 16, seconded by Alderman Pandaleon. The following voted “Yea”: Aldermen Novit, Waldeck, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 7 Yea’s 0 Nay, Motion carried. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION Alderman Adelman encouraged residents to attend the Community Forum Meeting that will be held on Thursday May16 at 7 pm at the Gorton Community Center. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION Seeing None ADJOURNMENT There being no further business. Alderman Palmer made a motion to adjourn, seconded by Alderman Novit. Motion carried unanimously by voice vote at 8:35pm Respectfully Submitted, Margaret Boyer Deputy City Clerk