CITY COUNCIL 2014/01/06 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Special start time
Monday, January 6, 2014 7:00 pm
City Hall Council Chambers
Call for motion to appoint Alderman Novit as acting Mayor/Chair
Honorable Mayor, Donald Schoenheider
Kent Novit, Alderman First Ward Stanford Tack, Alderman Third Ward
Catherine Waldeck, Alderman First Ward Jack Reisenberg, Alderman Third Ward
David Moore, Alderman Second Ward Robert Palmer, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 7:00 p.m.
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (6), The City Council will be discussing the
consideration for the sale or lease of property owned by the Public Body.
Adjournment into executive session
RECONVENE INTO REGULAR SESSION 7:30 p.m.
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR 7:30 p.m.
A. Appointment by Mayor
CROYA
NAME OF MEMBER APPOINT/REAPPOINT WARD
Vanessa Nowlin Appoint 4
A copy of the Volunteer Profile sheet can be found beginning on page 5
2. COMMENTS BY CITY MANAGER 7:35 p.m.
A. 2014 Community Goals
3. COMMENTS BY COUNCIL MEMBERS 7:45 p.m.
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS 7:50 p.m.
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January 6, 2014 City Council Agenda
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 7:55 p.m.
1. Approval of the December 2, 2013 City Council minutes.
A copy of the minutes begins on page 8 of your packet.
2. Check Register
Check Register For Period November 23 - December 27, 2013
Fund Invoice Payroll Total
General 442,599 1,164,991 1,607,590
Water & Sewer 115,803 128,552 244,355
Parks & Recreation 186,264 289,818 476,082
Capital Improvements 705,535 0 705,535
Bond Funds - Projects 3,785,891 0 3,785,891
Motor Fuel Tax 7,612 0 7,612
Cemetery 21,847 17,231 39,079
Senior Resources 23,419 20,569 43,988
Deerpath Golf Course 30,722 25,359 56,081
Fleet 100,157 44,617 144,774
Debt Funds 750 0 750
Housing Trust 0 0 0
Park & Public Land 0 0 0
All other Funds 246,632 155,070 401,702
$ 5,667,231 $ 1,846,207 $ 7,513,438
3. Ratification of naming rights pursuant to the Gorton Restated Agreement
4. Request for City Council to Waive the Bidding Process to Purchase
Replacement Water Plant Membrane Filters
STAFF CONTACT: Michael Thomas, Director of Public Works (810.3540)
PURPOSE AND ACTION REQUESTED: Primarily throughout the winter months, water plant staff
repair and account for the broken fibers on each of the 192 modules. Staff is requesting that
the final eighty modules be replaced with an additional eight to be purchased and placed in
inventory. Dollars have been budgeted in the F.Y. 2015 Capital Improvement Plan for this
purchase. The modules are built in Toulouse, France and take approximately four months to
produce and ship to Lake Forest. Beginning two years ago, the City was informed that there
was no longer a U.S. vendor and that the modules would be purchased directly from
AquaSource; this resulted in a 58% savings in module pricing as compared to purchasing the
modules through the United States vendor.
Since no other membrane module will work with the City’s system, staff is requesting that the
bidding process be waived and an order be placed to purchase eighty-eight AquaSource units.
This evening’s approval would allow for the modules to be delivered and installed in May, 2014.
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January 6, 2014 City Council Agenda
BACKGROUND/DISCUSSION: In April, 2004 The City of Lake Forest placed into service its new
Ultra-Filtration Membrane Water Plant. Due to a manufacturing defect all 192 modules were
replaced in the summer, 2006. The modules have a one year manufacturer warranty and are
estimated to have a life expectancy of seven to ten years. Eight modules were replaced in
October, 2009, twenty in July, 2010, twenty-four in June, 2011, forty-four in July, 2012 and sixteen
in May, 2013.
Every eight hours one of the eight skids performs an air integrity test to determine if there are any
broken fibers. Each module contains 35,000 fibers and the manufacturer recommends the
module be replaced when 300 fibers have been repaired.
The modules installed in the summer, 2006 have been in service for eight summers. Early
in the eighth summer, the permeability (the ability of water to flow through the
membrane fiber) on three skids declined rapidly. Attempts to citric acid wash the skids
on a frequent basis worked for a short amount of time with most skids returning to low
permeability in less than five days. These three skids are operating well below the
manufacturer’s production levels.
BUDGET/FISCAL IMPACT: Staff has budgeted for the replacement of modules each fiscal
year. Two years ago, two low-lift side arm pumps were installed and have been
successful in reducing fiber breaks in each of the modules. However the remaining
modules are recommended to be replaced since they each have a number of pre-
existing fiber breaks (breaks that occurred before the new low-lift side arm pumps were
installed) and a low permeability rating. The price includes shipping via sea, rail, and
truck to the water plant.
FY2015
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Water 508-0001-434-6749 $740,000 $719,420 Y
COUNCIL ACTION: Staff requests that City Council waive the bidding process and award
the purchase of eight-eight replacement membrane modules to AquaSource in the
amount of $719,420. This is $20,580 under the budgeted amount of $740,000.
5. Consideration of an Ordinance Approving a Recommendation from the
Building Review Board. (First Reading and if Desired by the City Council,
Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendation from the Building Review Board is presented to the City Council
for consideration as part of the Omnibus Agenda.
29 Washington Circle - The Building Review Board recommended approval of the demolition of
the existing residence and approval of a replacement residence, detached garage and
associated landscaping. A neighboring property owner spoke in support of the project.
(Board vote: 6-0, approved)
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January 6, 2014 City Council Agenda
The Ordinance approving the demolition and replacement residence as recommended by the
Building Review Board, with key exhibits attached, is included in the Council packet beginning
on page 15. The Ordinance and complete exhibits are available for review in the Community
Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first
reading and grant final approval of an Ordinance approving the petition in accordance
with the Building Review Board’s recommendation.
COUNCIL ACTION: Approve the five (5) Omnibus items as presented.
6. ORDINANCES 8:05 p.m.
7. NEW BUSINESS 8:10 p.m.
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 8:15 p.m.
9. ADJOURNMENT 8:20 p.m.
Office of the City Manager January 2, 2014
The City of Lake Forest is subject to the requirements of the Americans with Disabilities
Act of 1990. Individuals with disabilities who plan to attend this meeting and who require
certain accommodations in order to allow them to observe and/or participate in this
meeting, or who have questions regarding the accessibility of the meeting or the
facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600
promptly to allow the City to make reasonable accommodations for those persons.
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The City of Lake Forest
CITY COUNCIL
Proceedings of the December 2, 2013 Regular Meeting
7:30 p.m. – Council Chambers
CALL TO ORDER AND ROLL CALL: Mayor Schoenheider called the meeting to order at 7:40 pm,
and Deputy City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Schoenheider, Alderman Novit, Alderman Waldeck, Alderman Moore,
Alderman Pandaleon, Alderman Tack, Alderman Reisenberg, Alderman Palmer, and Alderman
Adelman.
Absent: none
Also present were: Robert Kiely, City Manager; Vic Filippini, City Attorney; Catherine Czerniak,
Director of Community Development; Susan Banks, Communications Manager, Mary Van Arsdale,
Director of Parks and Recreation, Bob Ells, City Engineer, Michael Thomas, Director of Public
Works, Elizabeth Holleb, Finance Director, Jim Held, Chief of Police, Karl Waldorf, Deputy Chief of
Police, Kevin Issel Deputy Fire Chief, and Anne Whipple.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
There were approximately 40 present in the audience.
REPORTS OF CITY OFFICERS
Comments by Mayor
A. Recreation Department High School Sailing Team--Great Lakes High School
Sailing Champs and program has achieved #1 ranking in the Midwest
Interscholastic Sailing Association. Coach Hunter Ratliff
Mayor Schoenheider introduced Coach Hunter Ratliff, who gave an overview of the team and the
outstanding job the sailors do from training in extreme conditions to achieving the number one
ranking.
Mayor Schoenheider said that there were a record number of residents at the tree lighting
ceremony this year, and encouraged residents to consider “shopping local” first.
Comments by City Manager
City Manager Robert Kiely wished a Happy Holiday to all from the City Staff.
A. Central Dispatch Update
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Proceedings of the December 3, 2013
Regular City Council Meeting
City Manager Robert Kiely reported that the Shared Fire Service met to continue the conversation
of Centralized Dispatch. He said at this time there is a potential five years savings of 1.9 million
and that Option 4B is preferred. He encouraged residents to attend the joint meeting on Tuesday,
December 17, 2013 at the Highland Park Country Club, to join in the discussion with Lake Forest,
Lake Bluff and Highland Park.
B. Update on Northwestern Lake Forest Hospital Extension
City Manager Robert Kiely then introduced Ed Chandler, Chairman of the Ad Hoc Committee, who
reported that the committee has met nine times and they are ready to move forward with a
recommendation to the Plan Commission with some conditions of approval. Additionally he
showed how the open space will be used, showed a current site plan with a potential parking
garage.
Mayor Schoenheider thanked Mr. Chandler, the Committee, Catherine Czerniak, Director of
Community Development, City Staff and North Western lake Forest Hospital for building a world
class regional hospital in the Community.
COMMENTS BY COUNCIL MEMBERS
A. Finance Committee
1. Consideration of an Ordinance Restating and Reaffirming Ordinance No.
2008-08 and an Ordinance Establishing the 2013 Tax Levy (Grant Final
Approval)
Finance Director Elizabeth Holleb explained that Staff is requesting final approval of an Ordinance
restating and reaffirming Ordinance No. 2008-08 and the 2013 tax levy ordinance.
In regards to the debt service levy, it was recognized that imposition of the set dollar limit of
$2,589,906 which was the tax extension in 2004 should appropriately be adjusted by an
inflationary factor to recognize that the cost of capital improvements would increase over time.
1) In regards to the debt service levy cap, it is recommended that this be revised to allow
for the cap to apply to the sum of any debt service levy plus any capital improvement
line item levy, to allow the City the flexibility to allow for pay-as-you-go financing in
the Capital Improvement Fund to avoid interest costs, thereby reducing the overall
costs of capital improvements to taxpayers.
2) In regards to the City’s aggregate levy for operating purposes (with the exception of
any capital improvement line item levy per #2 above), provide specific circumstances
by which the City Council may exceed the property tax cap. The exception would
require a 3/4 vote of the City Council, could not be more than 5%, and must be used
for either: 1) capital improvements, or 2) replacement of revenues lost due to the
State altering its distribution of funds allocated to local governments.
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Proceedings of the December 3, 2013
Regular City Council Meeting
The tax levy to be approved includes the needs of all City departments, as well as for pensions and
debt service requirements. A summary of the proposed levies is as follows:
The proposed tax levy for 2013 reflects a 2.82% increase over the 2012 tax levy extensions for the
City and Library operating funds and City pension and debt service funds. This increase is
comprised of the 1.70% property tax cap increase on those levy lines subject to the tax cap and
debt service bond levies as previously approved by City Council bond Ordinances, subject to
abatement for debt paid by alternate revenue sources. The average increase to existing residents
($800,000 home) is projected to be $86 or 2.82%.
COUNCIL ACTION: Grant final approval of an Ordinance Restating and Reaffirming Ordinance
No. 2008-08 and Grant final approval of an Ordinance Establishing the 2013 Tax Levy.
Alderman Pandaleon made a motion to grant final approval of an Ordinance Restating and
Reaffirming Ordinance No. 2008-08, seconded by Alderman Reisenberg. The following voted
“Yea”: Aldermen Novit, Waldeck, Moore, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The
following voted “Nay”: None. 8 Yeas, 0 Nays, motion carried.
Alderman Pandaleon made a motion to grant final approval of an Ordinance Establishing the 2013
Tax Levy, seconded by Alderman Novit. The following voted “Yea”: Aldermen Novit, Waldeck,
Moore, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 8
Yeas, 0 Nays, motion carried.
2. Approval of Ordinances Abating 2013 Tax Levies for Various G.O.
Alternate Revenue Bond Issues (Grant Final Approval)
Proposed
FUND 2013 LEVY 2012 Extension $ CHANGE % CHANGE
City General 13,061,396$ 12,936,576$ 124,820$ 0.96%
Pension Funds 4,509,570 4,280,485 229,085 5.35%
Fire Pension PA 93-0689 40,999 47,561 (6,562) -13.80%
Recreation 1,330,161 1,307,926 22,235 1.70%
Parks 2,974,723 2,924,998 49,725 1.70%
Special Recreation 386,956 380,488 6,468 1.70%
Library 3,419,450 3,353,046 66,404 1.98%
Library sites 386,956 380,488 6,468 1.70%
Bond Funds 1,959,713 1,688,413 271,300 16.07%
TOTAL TAX LEVY - CITY 28,069,924$ 27,299,981$ 769,943$ 2.82%
School District 67- ESTIMATED 30,648,510$ 29,901,117 747,393$ 2.50%
GRAND TOTAL 58,718,434 57,201,098 1,517,336$ 2.65%
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Proceedings of the December 3, 2013
Regular City Council Meeting
Finance Director Elizabeth Holleb stated that staff is requesting final approval of ordinances
abating 2013 tax levies.
The proposed Ordinances provide for the abatement of 2013 taxes levied for the various
outstanding general obligation ALTERNATE REVENUE bond issues. The tax levies for all bond
issues are established and recorded with the County Clerk at the time the bonds are issued.
Therefore, in order to reduce the bond tax levies, an abatement ordinance must be approved and
filed with the County Clerk before the last Tuesday in December. The abatement of these general
obligation ALTERNATE REVENUE bonds is possible due to the fact these bond funds have an
adequate revenue source from water sales, Cemetery revenue, golf fees, sales tax or payments
from the U.S. Treasury. Therefore, the general obligation tax levy can be abated as was planned at
the time the bonds were issued. The proposed Ordinances are as follows:
• An Ordinance Abating a Portion of the Tax being Levied in 2013 for the Annual Payment of
the Principal and Interest on the Taxable General Obligation Bonds, Series 2010-B Bond
Issue
• An Ordinance Abating a Portion of the Tax being Levied in 2013 for the Annual Payment of
the Principal and Interest on the Taxable General Obligation Bonds, Series 2010-C Bond
Issue
• An Ordinance Abating the Total Tax being Levied in 2013 for the Annual Payment of the
Principal and Interest on the 2011 General Obligation Series 2011-A Refunding Bond Issue
• An Ordinance Abating the Total Tax being Levied in 2013 for the Annual Payment of the
Principal and Interest on the 2011 General Obligation Series 2011-B Refunding Bond Issue
BUDGET/FISCAL IMPACT: A summary of the proposed tax levy abatements is provided below:
COUNCIL ACTION: Grant final approval of the Ordinances abating tax levies for various general
obligation bond issues.
2013 Debt Service Levy and Abatements
Levy per County Cemetery Golf Water .5 NHRST Int Rebate Net Levy
2008 829,206.26 829,206.26
2009 279,845.00 279,845.00
2010A 0.00 0.00
2010B 172,500.00 (77,625.00) 94,875.00
2010C 259,311.26 (90,758.92) 168,552.34
2011A 507,262.50 (142,100.00)(159,237.50) (205,925.00)0.00
2011B 2,475,300.00 (106,907.50) (2,049,382.50) (319,010.00)0.00
2013 587,235.00 587,235.00
5,110,660.02 (142,100.00) (106,907.50) (2,208,620.00) (524,935.00) (168,383.92) 1,959,713.60
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Proceedings of the December 3, 2013
Regular City Council Meeting
Alderman Pandaleon made a motion to grant final approval of the Ordinances abating tax levies
for various general obligation bond issues, seconded by Alderman Reisenberg. The following voted
“Yea”: Aldermen Novit, Waldeck, Moore, Pandaleon, Tack, Reisenberg, Palmer and Adelman. The
following voted “Nay”: None. 8 Yeas, 0 Nays, motion carried.
3. Consideration of an Ordinance approving a Fee Schedule, Ordinances
adopting new fees related to Sanitation, Parks and Recreation, Electric
Vehicle Charging Station and Landscape Licensing, and an Ordinance
amending City Code to Authorize the City Manager Authority in
Administering Fees (Grant Final Approval)
Finance Director, Elizabeth Holleb stated that Staff is requesting final approval of the proposed
Ordinances.
As part of the budget process, all departments are asked to review their user fees. A
comprehensive fee schedule is provided as Exhibit A to the Ordinance approving a fee schedule,
which clearly identifies the proposed fee increases highlighted in yellow and the proposed new
fees highlighted in orange. Departments had to provide supplemental memos justifying their
proposed fee adjustments and new fees, which were included in the packet. New fees require a
separate Ordinance to be submitted by the department proposing the new fee and accompany
the Ordinance approving the fee schedule. The following Ordinances are submitted for City
Council consideration at this time:
• Ordinance approving a fee schedule
• Ordinance adopting a new sanitation fee
• Ordinance adopting new fees related to Parks and Recreation
• Ordinance adopting a new fee for use of an electric vehicle charging station
• Ordinance adopting a new fee associated with landscape licensing
Ms. Holleb added that to more effectively administer the collection of the City’s revenues, it is
recommended that the City Council approve an Ordinance providing the City Manager specific
authority to reduce and/or waive fees in specific circumstances in the best interests of the City,
and to establish the appropriate means of payment for specific fees and charges. The Ordinance
proposed would allow fee reductions or waivers up to $5,000, and it is proposed that any
reduction or waiver that exceeds $1,000 be reported to the Finance Committee as an
informational item.
COUNCIL ACTION: Grant final approval to the proposed ordinances.
Alderman Novit made a motion to Grant final approval of the Proposed Ordinances, seconded by
Alderman Moore. The following voted “Yea”: Aldermen Novit, Waldeck, Moore, Pandaleon, Tack,
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Proceedings of the December 3, 2013
Regular City Council Meeting
Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 8 Yeas, 0 Nays, motion
carried.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
None.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the November 18, 2013 City Council minutes.
2. Check Register
3. Award of contract for professional services consultation on the purchase of new
Parks & Recreation software.
4. Authorization to Dispose of City Property
5. Award of Bid for the Water Plant Pony Boiler and Water Heater Improvement
Project
6. Consideration of Request to Waive the Bidding Process and Purchase a Vertiflow
Recirculation Pump from Pump Supply, Inc.
7. Ratify approval of Gorton Community Center budget.
8. Consideration of an Ordinance Approving a Recommendation from the Building
Review Board. (First Reading and if Desired by the City Council, Final Approval)
9. Consideration of an Ordinance Approving a Recommendation from the Zoning
Board of Appeals. (First Reading, and if Desired by the City Council, Final
Approval)
10. Approval of a Resolution Supporting the Retrofit of Existing Dot-111 Rail Tank
Cars that Transport Packing Groups I and II Hazmat Before the Pipelines and
Hazardous Materials Safety Administration in Docket No. PHMSA-2012-0082
(HM-251)
COUNCIL ACTION: Approve the ten (10) Omnibus items as presented.
Alderman Palmer made a motion to approve by Omnibus vote designation items as noted,
seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Moore,
Pandaleon, Tack, Reisenberg, Palmer and Adelman. The following voted “Nay”: None. 8 Yeas, 0
Nays, motion carried.
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.
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Proceedings of the December 3, 2013
Regular City Council Meeting
ORDINANCES
None
NEW BUSINESS
A. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (21).
Adjournment into executive session.
Alderman Palmer made a motion to adjourn into executive session at 8:35 p.m., seconded by
Alderman Novit, motion carried unanimously by voice vote.
Reconvene into regular session 8:50 p.m.
1. Consideration of approval and/or release of executive session minutes.
Council Action: Approval and/or release of executive session minutes.
Alderman Palmer made a motion for approval only of executive session minutes with the dates of
7/6/09, 11/209, 12/7/09, 4/19/10, 12/5/11, 3/5/12, 7/16/12, 9/4/12, 5/16/13, 6/17/13, 7/11/13,
8/5/13, and 9/16/13, seconded by Alderman Reisenberg, motion carried unanimously by voice
vote.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
Mayor Schoenheider wished all residents a very Happy Holiday, and said it is an honor and a
pleasure to serve The City of Lake Forest.
ADJOURNMENT
There being no further business. Alderman Palmer made a motion to adjourn, seconded by
Alderman Reisenberg. Motion carried unanimously by voice vote at 8:55 pm
Respectfully Submitted,
Margaret Boyer
Deputy City Clerk
A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in
the Clerk’s office at City Hall. You can also view it on the website by
visiting www.cityoflakeforest.com. Click on I Want To, then click on View, then choose Archived
Meetings Videos.
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