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CITY COUNCIL 2014/01/21 Agenda THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Tuesday, January 21, 2014 7:30 pm City Hall Council Chambers 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 7:30 p.m. PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR 2. COMMENTS BY CITY MANAGER A. Lake Forest- Lake Bluff Rotary Club 2014 Economic Breakfast “Fiscal State of Illinois: Fitness or Folly?” Information can be found on page 8 Rotary Member- Jack Meierhoff. B. Community Spot Light Kinderhaven Philanthropic Compassion Projects Dr. Penny Robbins, Director of Kinderhaven 3. COMMENTS BY COUNCIL MEMBERS 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the January 6, 2014 City Council minutes. A copy of the minutes can be found beginning on page 9 2. Approval of a Sales Contract to Purchase Wedgewood Property 1 January 21, 2014 City Council Agenda PRESENTED BY: PROPERTY AND PUBLIC LAND COMMITTEE CHAIRMAN REISENBERG STAFF CONTACT: CARINA WALTERS, ASSISTANT CITY MANAGER (810-3680) PURPOSE AND ACTION REQUESTED: On December 31, 2013 The City of Lake Forest received a contract for Wedgewood Lot #22. The Property and Public Land Committee is unanimously recommending that the City Council approve a sales contract with DCE Development, LLC to purchase Wedgewood Lot #22 in the amount set forth in the final contract. BACKGROUND/DISCUSSION: Pursuant to the City’s Policy for the “Acquisition, Inventory, Sale, Lease and Retention of Public Property,” on May 20 the City Council approved a Resolution declaring the Wedgewood Lots #22, #23, #24 surplus and directed staff to begin marketing the sale of lots. Due to minimal inquiries, on August 19 the City Council approved a Professional Services Contract with the real estate firm Koenig & Strey to assist the City in selling the Lot’s. The Property and Public Land Committee is unanimously recommending that the City Council approve a sales contract with DCE Development, LLC to purchase Wedgewood Lot #22. If the City Council is in agreement, staff also recommends authorizing the City Manager to execute all necessary documents related to the sale of Wedgewood Lot #22. All funds generated with the sale of Wedgewood Lots will go to the Capital Improvement Fund. Additionally staff is in the midst of a contract negotiation regarding Lot #24 and will advise the City Council this evening with any additional terms. COUNCIL ACTION: Staff recommends approval of a sales contract with DCE Development, LLC for the purchase of Wedgewood Lot #22 and granting and/or ratifying the authority of the City Manager to execute all necessary documents related to the sale of Wedgewood Lot #22. 3. Illinois Department of Transportation (IDOT) resolution appropriating $1,720,000 in Motor Fuel Tax (MFT) funds to be used for the 2014 Annual Street Resurfacing (ASR) Program. STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: The Illinois Highway Code requires each municipality to submit a Council Resolution appropriating MFT funds for local street maintenance projects. Staff requests approval of a resolution appropriating $1,720,000 in MFT funds to be used for the 2014 Annual Street Resurfacing Program. BACKGROUND/DISCUSSION: Typically, the City appropriates accumulated MFT funds for street maintenance every three years. This allows the entire project to be completed with MFT funds in lieu of using Capital funds to complete the work. 2 January 21, 2014 City Council Agenda While this project will be bid and managed in-house, the City is required to follow IDOT guidelines in terms of project contract specifications, documentation, and project close- out procedures. The project construction contract details must be approved by IDOT prior to bid advertisement. An overview of the 2014 Annual Street Resurfacing Program was presented to the Finance Committee on November 18, 2013. The final street resurfacing list will be updated once the extent of winter weather damage to the City streets is realized. A copy of the IDOT Resolution can be found beginning on page 13. BUDGET/FISCAL IMPACT: This resolution will initiate the process with IDOT to authorize the use of MFT funds for the 2014 Annual Street Resurfacing Program. Below is an estimated summary of the Project budget: FY2015 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N MFT Fund $1,720,000.00 $1,720,000.00 Y COUNCIL ACTION: Approval of a Resolution appropriating $1,720,000 in MFT funds to be used for the 2014 Annual Street Resurfacing Program. COUNCIL ACTION: Approve the Three (3) Omnibus items as presented. 6. ORDINANCES 7. NEW BUSINESS 1. Consideration of a Recommendation from the Plan Commission in Support of Tentative and Final Plat Approval of a 2-Lot Re-Subdivision, the Green Briar Re-Subdivision. The Property is Located on the north side of Green Briar Lane, east of Maywood Road and is Commonly Known as 700 Green Briar Lane. (Approval of a Motion Granting Tentative and Final Plat Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Plan Commission to approve a two lot re-subdivision. BACKGROUND/DISCUSSION: In November, 2013, the Plan Commission considered a request from the owners of the 44,377 square foot property located at 700 Green Briar Lane for approval of a two lot re-subdivision. The property is currently developed with one single family house which was built in 1953. The ownership of the property recently changed hands as the result of settling an estate. After subdivision, the two newly configured lots, each 22,197 square feet in size, will be redeveloped with new residences. Review and approval of the demolition of the existing house and the engineering and architectural plans for the new residences will occur through the standard City processes. 3 January 21, 2014 City Council Agenda The Plan Commission held a public hearing to consider the request and heard testimony from two neighboring property owners about drainage problems in the area. In response to the testimony, the Plan Commission recommended conditions of approval requiring drainage improvements and the recording of a drainage easement at the time the two lots are developed. In addition, the Commission recommended a condition requiring that at the time grading and drainage plans are submitted for new development on the lots, the plans be made available to the neighboring property owner to provide an opportunity for coordination of grading and drainage improvements. Since the Plan Commission meeting, City staff from Public Works - Engineering and Community Development met with the neighboring property owner to discuss the proposed development and to review improvements that could be made, in coordination with the new development, to improve the existing situation. As plans for development of the lots move forward, City staff will continue to communicate with the neighboring property owner and identify opportunities for coordination. The Plan Commission voted 5 to 0 to recommend tentative and final plat approval for the Green Briar re-subdivision to the City Council. A copy of the Plan Commission’s report begins on page 14 of the Council packet. The report includes the conditions of approval as recommended by the Commission. BUDGET/FISCAL IMPACT: The proposed re-subdivision will support infill development in an established neighbor and will provide the opportunity for the construction of new, modest residences which will generate transfer tax, building permit and property tax revenues. COUNCIL ACTION: If determined to be appropriate by the City Council, approve a motion granting tentative and final plat approval for the Green Briar Re-Subdivision subject to conditions as recommended by the Plan Commission. 2. Consideration of a Recommendation from the Plan Commission in Support of the Overall Site Plan, Architectural Design, Exterior Lighting Plan and Landscape Concept Plan for the Revitalization of Northwestern Lake Forest Hospital. (Approval of a Resolution.) PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) PURPOSE AND ACTION REQUESTED The City Council is asked to consider a recommendation from the Plan Commission relating to approval of plans for the replacement hospital on the Northwestern Lake Forest Hospital Campus. BACKGROUND AND DISCUSSION In September, 2011, the Plan Commission began consideration of a new Master Plan to guide the revitalization of the hospital campus. After many months of review, public input and deliberation by the Plan Commission and City Council, the Master Plan, along with a Special Use Permit, was approved by the City Council on October 1, 2012. Since that time, the hospital project team has been in the design development phase, working 4 January 21, 2014 City Council Agenda closely with the City Manager’s Hospital Advisory Committee and City staff. An overall site plan was developed and refined, the building massing and design elements took shape, a site lighting plan was prepared and landscape themes and concepts were established for the various areas of the campus. Work continues on a detailed landscape plan and overall signage plan. On December 11, 2013, the overall site plan, architectural design of the building, exterior lighting plan and landscape concepts were presented to the Plan Commission with a report and recommendation for approval from the City Manager’s Advisory Committee. A copy of the report is included in the Council’s packet. After hearing a presentation of the plans, the Plan Commission commended the plans noting that they comply with the approved Master Plan and the Special Use Permit and in some respects go beyond the specific requirements of those documents to address concerns raised during the public discussions about the Master Plan. Some of the key aspects of the plans are summarized below:  The replacement hospital is located away from neighboring residential properties, centrally located on the eastern portion of the site.  The height of the replacement hospital is lower than permitted by the Master Plan. The horizontal massing of the building, with a series of vertical pavilions, further minimizes the appearance of height and building mass.  Significant open space is provided on the campus with “no build” preserved open space setback areas along the perimeters of the campus.  Bicycle and walking paths are integrated throughout the campus inviting the community on to the campus and furthering the concept of the hospital campus as a community wellness center. The paths will connect to the City’s larger bicycle and pedestrian trail system.  A direct road connection from the center of the hospital campus to Route 41 was completed as required by the previous approvals. The road is open for traffic and will support the majority of the construction traffic as work gets underway on the site later this year. The public comments presented to the Plan Commission primarily focused on minimizing traffic impacts, including headlights, on Lake Forest Place and assuring that the no build buffer areas and the perimeters of the campus are adequately landscaped to provide screening for residential properties and adjacent streetscapes. Consistent with the recommendation of the Advisory Committee, the Plan Commission voted 4 to 0 to recommend approval of the plans presented to the City Council subject to various conditions of approval detailed in the Plan Commission’s report and the Resolution. The background materials for this agenda item begin on page 20 of the Council’s packet. COUNCIL ACTION: If determined to be appropriate by the City Council, approve a Resolution affirming conformance with the Special Use Permit and Master Plan and approving the overall site plan, architectural design, exterior lighting plan and the landscape concepts plan, all subject to conditions, as recommended by the Plan Commission. 5 January 21, 2014 City Council Agenda 3. Approval of a Resolution Directing Staff to Prepare a Contract for Police and Fire Emergency 911 Dispatch Services with the Village of Glenview PRESENTED BY: Robert Kiely, City Manager (847-810-3675) PURPOSE AND ACTION REQUESTED: Staff requests approval of the resolution beginning on page 35, authorizing the City Manager and City Attorney to work with representatives of the Village of Lake Bluff, City of Highland Park and Village of Glenview in drafting a contract for emergency 911 dispatch services. BACKGROUND/DISCUSSION: In July 2012, the Village of Lake Bluff, City of Lake Forest and City of Highland Park contracted with Matrix Consulting Group to conduct a feasibility study of consolidating 9-1-1 public safety dispatch operations. Consolidation of emergency dispatching is a growing trend due to declining surcharge and municipal revenue, increased costs and rapidly improving technology. Additionally, dispatch consolidation has become mandatory in many states. Each agency faces future capital infrastructure upgrades ranging from $500,000 to $1.1 Million over the next five years. Consolidation between the three agencies would result in the avoidance of duplicative services and significant infrastructure and operational savings. A draft of the study was completed in September 2013 and turned over to the existing Shared Fire Services Task Force in addition to a group of police and fire chiefs from each community for review. After numerous meetings the groups identified two viable options for further consideration. First, the option of consolidating 9-1-1 dispatch services to a Highland Park managed solution at the current police headquarters. The second being the option of consolidating services to a Glenview managed solution while also operating a redundant dispatch center at the Highland Park Police building. In this scenario, the Highland Park and Glenview Public Safety Dispatch Center (GPSDC) would operate as back-ups to each other while still operating independently of each other 24/7. On Monday, December 2nd, the Task Force met and agreed that the preferred option is to consolidate services with Glenview, housed at the Highland Park facility. An open meeting of the three City Councils was held on Tuesday, December 17, 2013 at 7:00 p.m. at the Highland Park Country Club. At this meeting City staff and Matrix Consulting Group presented the final draft of the consolidation study along with the Task Force recommendation. Questions from the City Council members as well as the public present were responded to. At the end of the meeting, the consensus of the City Council members present was to proceed with bringing the preferred option (consolidated services with Glenview, housed at Highland Park Police Station) to each respective City Council at formal meetings in January of 2014 with a resolution to proceed with seeking a contract to provide said services in the manner prescribed. The City of Highland Park approved the proposed Resolution at their January 13 meeting. The Village of Lake Bluff is considering the Resolution at their January 27th meeting. BUDGET/FISCAL IMPACT: The Matrix Consulting report estimates that Lake Forest will realize a savings of approximately $1.9 million over the next five years in both capital and operational costs. This estimated savings is net the cost of adding additional support personnel to handle ancillary and non-emergency duties within the public safety area. COUNCIL ACTION: Approve the Resolution directing the preparation of a contract for services with the Village of Glenview for emergency 911 dispatching. 6 January 21, 2014 City Council Agenda 8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 9. ADJOURNMENT INTO EXECUTIVE SESSION 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; and 5ILCS 120/2 (c) (11) Pending Litigation. Adjournment into executive session RECONVENE INTO REGULAR SESSION 10. CONSIDERATION OF ACTIONS PURSUANT TO EXECUTIVE SESSION DISCUSSION 11. ADJOURNMENT Office of the City Manager January 17, 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. 7 8 The City of Lake Forest CITY COUNCIL Proceedings of the January 6, 2014 Regular Meeting 7:00 p.m. – Council Chambers CALL TO ORDER AND ROLL CALL: Acting Mayor Novit called the meeting to order at 7:00 pm, and Deputy City Clerk Margaret Boyer called the roll of Council members. Present: Alderman Novit, Alderman Waldeck, Alderman Moore, Alderman Pandaleon, Alderman Tack, and Alderman Adelman. Absent: Honorable Mayor Schoenheider, Alderman Reisenberg and Alderman Palmer Also present were: Robert Kiely, City Manager; Vic Filippini, City Attorney; Catherine Czerniak, Director of Community Development; Susan Banks, Communications Manager, Michael Thomas, Director of Public Works, Dan Martin, Superintendent of Public Works, Karl Walldorf, Deputy Chief of Police. 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. Alderman Pandaleon made a motion to adjourn into Executive Session, Seconded by Alderman Moore. The following voted “Yea”: Aldermen Novit, Waldeck, Moore, Pandaleon, Tack, and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Adjournment into executive session at 7:02p.m. The City Council reconvened into regular session at 7:33p.m. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. There were approximately 20 present in the audience. REPORTS OF CITY OFFICERS Comments by Mayor A. Appointment by Mayor CROYA NAME OF MEMBER APPOINT/REAPPOINT WARD 9 Proceedings of the January 6, 2014 Regular City Council Meeting Vanessa Nowlin Appoint 4 Alderman Moore made a motion to approve the Mayor’s Appointment, seconded by Alderman Tack. Motion carried unanimously by voice vote. Comments by City Manager Michael Thomas, Director of Public Works, spoke regarding refuse pick-up schedule during the severe weather and what residents can expect. He also reported on how much salt has been used to date, and the snow removal process. A. 2014 Community Goals City Manager Robert Kiely spoke to the Council regarding 2014 Community Goals. He said each year staff brings forward community goals at the beginning of the year and work to identify those that are felt to be critical. “Purposeful Community Engagement”- Staff feels that these forums were generally successful in engaging residents. These forums will continue in 2014; however instead of focus specific to projects, they will relate to the Strategic Plan. The Lake Forest Collaborative for Environmental Leadership (LFCEL) has received a grant to use in 2014 for ravine restoration, which involves work continuing at Forest Park, native plantings, and water conservation. He also spoke about housing diversity, and continuing conversations with the community as to what housing is lacking and what would be required to achieve those needs. Leverage Service Delivery Collaborations- City Manager Robert Kiely stated that for the last 5-20 years The City of Lake Forest has been in partnerships with other communities. At the January 21 meeting, the City Council will see a Resolution for a collaboration on Central Dispatching. Currently, The City of Lake Forest is part of 4 studies including IT services, Inspections services, Cable, and Lead services. Redevelop Laurel Avenue Site- City Manager Robert Kiely said that this goal was felt to be critical; and that the sale falls under fiscal stewardship, with the sale and impact on Central Business District related to economic vitality. He stated that The City of Lake Forest had 11 responses to the RFP and they were being narrowed to manageable number. The Property and Public Lands Committee will hold interviews in 2014. PPL and City Staff are able to balance both market force and what people will buy. 10 Proceedings of the January 6, 2014 Regular City Council Meeting Financial Acumen (Thoughtful Financial Planning)- City Manager Kiely said that the City will continue to maintain the very strong condition we are in by thoughtful long range planning, and that decisions made today influence those 3-5years down the road. Strategic Plan (implementation) - Quite a bit has already been accomplished and a more information will follow at the March Budget meeting. Hospital Expansion- the Plan Commission will ask for an approval at the January 21 City Council meeting. Enhancement of Community Assets- He said that we need to invest in infrastructure and assets; examples are Forest Park and Restoration on CBD Train Station and the Bike Path. EAB removal and replanting of trees- We are planning to “Re-Green” the City of Lake Forest, and the City and residents need to be thoughtful of where and when we replant. Create a “Place to Be”- He said that this too comes back to the Strategic Plan, the fact that Lake Forest is a residential Community, and that staff continues to look at the 4 Cornerstones (Family, Tradition, Education, and Philanthropy) to see if they can enhance any of those to make Lake Forest an even more pleasant place to live. COMMENTS BY COUNCIL MEMBERS None OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the December 2, 2013 City Council minutes. 2. Check Register 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 11 Proceedings of the January 6, 2014 Regular City Council Meeting 5. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) COUNCIL ACTION: Approve the five (5) Omnibus items as presented. Alderman Pandaleon made a motion to approve by Omnibus vote designation items as noted, seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Novit, Waldeck, Moore, Pandaleon, Tack, and Adelman. The following voted “Nay”: None. 6 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. ORDINANCES NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT There being no further business. Alderman Tack made a motion to adjourn, seconded by Alderman Tack. Motion carried unanimously by voice vote at 8:00 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. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 1 THE CITY OF LAKE FOREST RESOLUTION NO. 2014-____ A RESOLUTION ENDORSING THE PREPARATION OF A CONTRACT FOR SERVICES WITH THE VILLAGE OF GLENVIEW FOR CONSOLIDATED 911 DISPATCH SERVICES INCLUDING THE CITY OF HIGHLAND PARK, AND THE VILLAGE OF LAKE BLUFF WHEREAS, Article VII, Section 10 of the 1970 Constitution of the State of Illinois, and the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., authorize and encourage the joint use and enjoyment of the powers, privileges, functions and authority of local governments; and WHEREAS, the City of Highland Park, an Illinois home rule municipal corporation (“Highland Park”), The City of Lake Forest, an Illinois special charter and home rule municipal corporation (“Lake Forest”), and the Village of Lake Bluff, an Illinois home rule municipal corporation (“Lake Bluff”) (collectively, Highland Park, Lake Forest, and Lake Bluff are the “Parties”), by and through their respective corporate authorities, desire to collectively explore opportunities for greater efficiencies and service level enhancements in the deployment of emergency 911 dispatch resources and personnel for the benefit of the residents, businesses, and property owners of each of the Parties; and WHEREAS, at the request of the Parties, the Matrix Consulting Group has reviewed, and prepared an analytical report of, the policies, procedures and operations of emergency 911 dispatching services provided within the service areas of each of the three Parties ("Report"); and WHEREAS, the Matrix Report identifies that the three distinct dispatching services offered by the Parties can be more efficiently and cost-effectively operated through consolidation realizing the avoidance of the duplication of services as well as a significant reduction of infrastructure and personnel costs resulting in higher quality emergency 911 dispatching services to the Parties; and WHEREAS, following a presentation by a representative of Matrix to the governing bodies of each of the Parties at a joint public meeting on December 17, 2013, the Parties have agreed to continue consideration of a proposed consolidated dispatch service with the Village of Glenview that will permit the Parties to continue quality dispatch services in a more efficient and cost-effective manner; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LAKE FOREST, LAKE COUNTY, ILLINOIS, as follows: SECTION ONE: RECITALS. The foregoing recitals are incorporated into, and made a part of, this Resolution as findings of the City Council. 35 2 SECTION TWO: PREPARATION OF CONTRACT FOR SERVICES. The City Council of The City of Lake Forest shall, and does hereby direct the City Manager and City Attorney to work with representatives of the City of Highland Park and Village of Lake Bluff, in preparing a contract for emergency 911 dispatch services as proposed to the Joint Task Force on Shared Fire Services; presented to the governing bodies at the December 17th meeting; and, in accordance with the Intergovernmental Cooperation Act. SECTION THREE: EFFECTIVE DATE. This Resolution shall be in full force and effect upon its passage and approval in the manner provided by law and the adoption of substantially similar resolutions by Highland Park and Lake Bluff. In the event that such similar resolutions have not been adopted by the corporate authorities of Highland Park and Lake Bluff within three months after the adoption hereof, this Resolution shall automatically be null and void and of no further force and effect whatsoever. PASSED this _____ day of ____________________, 2014. AYES: NAYS: ABSENT: APPROVED this _____ day of ____________________, 2014. ______________________ Mayor ATTEST: _____________________________ City Clerk 36