CITY COUNCIL 2014/09/02 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
* Tuesday, September 2, 2014
6:30 pm
City Hall Council Chambers
Honorable Mayor, Donald Schoenheider
Catherine Waldeck, Alderman First Ward Stanford Tack, Alderman Third Ward
Prudence R. Beidler, Alderman First Ward Jack Reisenberg, Alderman Third Ward
David Moore, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30 p.m.
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR 6:35 pm
A. 2014-2015 New Board and Commission Appointments/Reappointments
ELAWA FARM COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Barry Hollingsworth Appoint 2
A copy of the volunteer profile sheet can be found on page 25
B. Resolution of Appreciation for Robert Raymond
A copy of the Resolution can be found on page 28
2. COMMENTS BY CITY MANAGER 6:40 pm
A. Emerald Ash Borer Update
PRESENTED BY: Peter Gordon, City Forester (847-810-3563)
PURPOSE AND ACTION REQUESTED: The following is an overview of the 2014 City of Lake
Forest Emerald Ash Borer (EAB) program and is intended for informational purposes only.
There is no action needed at this time.
BACKGROUND/DISCUSSION: The objective of the EAB plan is to take a proactive,
methodical, and measured approach to dealing with EAB in Lake Forest while
attempting to minimize the impact of tree loss. While much of the time has been spent
managing the 7,227 inventoried ash trees on city owned properties including parkways,
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September 2, 2014 City Council Agenda
parks, cemetery and golf course, Forestry has also spent a considerable amount of time
identifying private property ash trees that pose a threat to the public health or safety or
public properties. As forecasted, EAB is poised to deplete Lake Forest’s untreated ash tree
population within 5-7 years. By utilizing the combination of treatment, removal and re-
greening efforts outlined in the City’s EAB Plan, the City is effectively responding to this
difficult environmental issue.
Project FY ‘15 Budget YTD Year-End Estimates
EAB Treatments
Municipal Partnering $35,000 $19,947
210 trees $19,947
210 trees
EAB Removals $200,000
$88,148
353 Contractual
225 City
$199,870
869 Contractual
600 City
Tree Replacement
Municipal Partnering $100,000 $111,384
367 trees $165,000*
660 trees
* $65,000 was rolled over from FY ‘14
Treatment of parkway trees - EAB has spread quickly. Trees that have not been
chemically treated have likely declined to a level where treatment is no longer a viable
option. “Tree Age,” a trunk injected insecticide, has proven to have the best efficacy in
protecting ash trees against EAB and has been utilized in select areas or on select trees
that provide a significant contribution to the community. Applied every two years, Tree-
Age has also aided in the incremental removal of ash trees, reducing the immediate
financial burden associated with tree removals. Based on current observations, the
Forestry section has:
1. Identified approximately 650 trees to treat with Tree-Age
a. FY ’14 – 440 trees treated
b. FY ’15 – 210 trees treated
2. The City will continue to leverage consortium pricing to treat trees
3. The Legacy Tree Project, a five year grant that treated 185 trees with a soil-
injected insecticide, has just been completed. The results have been favorable
but due to the higher cost of the treatment the City has opted to treat these
Ash trees with Tree-Age
4. Based on current pricing, treatment costs will surpass removal and
replacement costs in 10 years.
a. Treatment is indefinite and therefore not considered a long-term
strategy.
Tree removals - Ash tree surveys to identify dead and dying ash trees are conducted
during the months of June, July and August by part-time Forestry staff. This year has seen
exponential growth in infested Ash trees on both public and private properties. Since
June 9, the City has identified:
• 1,780 ash trees on public property
o 573 ash trees tagged for removal on main roads, i.e., Deerpath,
Greenbay and Sheridan roads
o 1172 ash trees tagged for removal on side streets
o 35 ash trees tagged in parking lots
o 145 ash trees were removed from West Park and Northcroft Park
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September 2, 2014 City Council Agenda
• 147 ash trees on IDOT-owned property:
o 142 Waukegan Road (Route 43)
o 5 Townline Road (Route 60)
• 3,702 ash trees have been identified on private property:
o These trees pose a threat to the public health or safety or public
properties
Although more money was allocated in the FY ‘15 CIP budget for ash tree removals, the
reality is removals are far outpacing the monies available. Removing trees that are
hazardous and dead will continue to be the main focus, followed by removing trees on
main roads and then side streets. In order to reduce contractual costs, the Forestry
section is attempting to remove 600 infested ash trees a year.
While the immediate response may be to allocate more money to ash tree removals, staff
recommends maintaining the current level of funding for the next three years; allowing for
a much more managed approach that also results in a potential savings of over $150,000,
if removals continue in-house. Should the community or Council wish to accelerate the
removals, this is feasible but will accelerate costs. This will be brought to Council for
discussion at the October CIP meeting.
Tagging of residential trees has proven to be one of the biggest challenges for the
Forestry section. With over 3,700 private ash trees posing a potential hazard, two part-
time employees cannot physically tag all the trees identified. As a result, Forestry met with
the City Attorney to discuss potential options. It was determined that letters would be
sent to each homeowner whose infested ash tree(s) pose a threat to the public health or
safety or public properties by regular mail and certified mail. The letters will reference the
approximate number of trees and their location and requests that their timely removal
take place. The letter also serves as an acknowledgement that if a tree(s) were to fall the
homeowners would be liable.
Re-greening efforts - Although reforestation is essential for maintaining the community
character of our neighborhoods and emphasizing our continued commitment to the
environment, the City has found it is not feasible to replant every ash tree removed due
to EAB. In many cases, it is best to replant fewer trees due to other mature growth nearby,
sight lines, updated underground infrastructure (i.e., electric, cable, fiber optics), etc. It is
also important to note that while the City’s EAB Management Plan may call for a diversity
of replacement trees, being able to locate and purchase them in large quantities has
become challenging as more and more communities are diversifying their urban forests.
Fortunately, this year, the City was able to plant over 38 species of trees throughout the
community. The Forestry section:
1. Planted 367 trees spring of 2014
2. Scheduled to plant 200 trees in fall of 2014
Based on current projections, ash tree replacement would continue through FY ‘21,
replacing approximately 400 trees per year. This does not take in account other tree
species that may need to be removed and replaced as a result of other insects, disease
or natural causes.
Community outreach –
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September 2, 2014 City Council Agenda
1. The City completed a city-wide mailing of its Native Tree Guide.
2. On May 17, 2014 the City and Lake Forest Open Lands partnered in a native tree
and plant sale at Mellody Nature Preserve. All trees were sold at a discounted
price with a portion of the proceeds going to plant trees and re-green our open
spaces.
3. On October 18, 2014 the City and Lake Forest Open Lands will be hosting another
native tree sale at Mellody Nature Preserve from 8am to 1pm. Over 13 native tree
species will be offered.
COUNCIL ACTION: No action is being sought at this time. This update was for
informational purposes only.
3. COMMENTS BY COUNCIL MEMBERS 6:50 pm
A. PPL- Property and Public Lands Committee
1. Consideration of a Recommendation from the Property and Public
Lands Committee in Support of a Resolution Authorizing and Directing
Activities Related to Advancing the Redevelopment of the City’s
Former Municipal Service Site Located on the Northwest Corner of
Laurel and Western Avenues.
PRESENTED BY: Alderman Reisenberg,
Chairman, Property and Public Lands Committee
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: After extensive study, interviews and deliberations, the
Planning and Public Lands Committee (PPL) recommends approval of a Resolution
advancing activities related to the redevelopment of property located on the northwest
corner of Laurel and Western Avenues. The recommended Resolution authorizes and
directs actions in support of the possible establishment of a Tax Increment Financing
District and the sale and redevelopment of the site. A copy of the Resolution is included
in the Council packet beginning on page 29.
BACKGROUND AND DISCUSSION: In September, 2007, an adhoc committee was
appointed by then Mayor Rummel to study and begin a public dialogue about the future
of the City’s Municipal Services Facility site located on the northwest corner of Laurel and
Western Avenues. After more than nine months of community discussion, the adhoc
committee presented a land use concept and development parameters for the site as a
framework for discussions with potential developers. The Council accepted the work of
the adhoc committee however, at the time, redevelopment efforts were put on hold
pending a return to stronger market conditions.
In 2013, at the direction of the City Council, the PPL focused on the redevelopment of the
former Municipal Services site as a high priority. A consultant was engaged by the City
and preliminary work was completed to confirm that the property is eligible for
consideration as a Tax Increment Financing District (TIF). The development parameters
were reviewed and updated and a developer selection process was undertaken. After
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September 2, 2014 City Council Agenda
evaluating responses from interested developers initially through a Request for
Qualifications process and then, through a more intensive Request for Proposals process,
the PPL identified Focus Development as the preferred development team.
The Resolution presented for Council approval directs and authorizes the City Manager,
the City’s Consultant and the City Attorney to move forward with the appropriate next
steps toward redevelopment of the former Municipal Services site. The Resolution directs:
1) actions necessary to allow the City Council to formally consider the possible
establishment of a TIF District for the site and 2) to negotiate, prepare and finalize
documents for the sale and redevelopment of the property by Focus Development.
The PPL will continue to work closely to monitor all aspects of the work related to
redevelopment of the site and serve in an advisory role to City staff. Once a Purchase
and Sales Agreement is developed, the PPL will present the Agreement to the City
Council for consideration. The TIF District will be considered through a public process
involving the Plan Commission and City Council and, as the site plan, architectural
design, landscaping and site amenities take shape, public hearings will be held later this
fall before appropriate Boards and Commissions on the various aspects of the plans.
Recommendations on the establishment of a TIF District and on the proposed
development will be presented to the City Council for final action as the project moves
forward.
Importantly, the action requested by the Council at this time does not approve a
particular plan for the site, but instead, sets the framework for the critical next steps in
moving the community discussion forward on the future of the property located on the
northwest corner of Laurel and Western Avenues.
BUDGET/FISCAL IMPACT: No expenditure of funds is required as part of the Council action
now requested.
COUNCIL ACTION: Approve a Resolution authorizing actions relating to the possible
establishment of a Tax Increment Financing District and the sale and redevelopment of
the former Municipal Services site located on the northwest corner of Laurel and Western
Avenues.
2. Consideration of a Recommendation from the Property and Public
Lands Committee in Support of an Ordinance Directing the Sale of
Surplus Property.
PRESENTED BY: Alderman Reisenberg,
Chairman, Property and Public Lands Committee
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: The Property and Public Lands Committee (PPL)
recommends that the Council offer a City owned parcel for sale. The parcel is
approximately 1.5 acres and is comprised of two parts, first, the “triangle parcel”, an
undeveloped piece of land located north and east of Sheridan Road, just east of the
viaduct and south of the former Barat Campus, and second, the unused Westleigh Road
right-of-way which is adjacent to the triangle parcel to the north.
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September 2, 2014 City Council Agenda
BACKGROUND AND DISCUSSION: As part of its charge, the PPL reviews City owned
properties on an ongoing basis to determine whether they are strategic properties and
should be retained by the City, or whether they are surplus properties and should be sold
or vacated. The triangle parcel and associated right-of-way was long associated with
Barat Campus and although in City ownership, was used as parking for Barat during its
years of operation. When Barat Woods, a proposed residential development was being
considered for the Barat Campus site, the triangle parcel was planned for incorporation
into that development. However, that development did not move forward and instead,
Barat Campus, in its entirety, was gifted to Woodlands Academy. After Barat Campus
was consolidated into the Woodlands Academy Campus, the City Council approved a
Master Plan for the overall site. As a condition of the Special Use Permit approving the
Master Plan, consideration was to be given to whether the City should retain ownership of
the triangle parcel and right-of-way, or declare it surplus.
As directed in the Special Use Permit, the PPL undertook a study to determine whether
there was any viable City use for the 1.5 acre area. The configuration of the parcel,
limited access, its location adjacent to the bicycle path and the mature trees on the site
led to a determination that the parcel was not of value for City storage, stock piling of
materials, vehicle parking or other uses. The PPL recognized however that the parcel
serves an important public purpose as access to the bike path, parking for users of the
bike path and as open space with significant trees near the southeast entrance to the
City. The PPL also recognized that the parking lot on the triangle parcel is in disrepair and
will likely require a commitment of City resources for repairs and restoration if the property
remains in the City’s ownership.
At the direction of the PPL, an Ordinance was developed, in accordance with City
polices for disposing of property, directing the City Manager to offer the property for sale,
subject to terms and conditions. The conditions require that as part of any transfer of
ownership, a conservation easement be placed on the open space portion of the
parcel, the parking lot be restored and maintained and that a public access easement
be recorded on the property to provide access in perpetuity to the bike path.
If the Council accepts the PPL’s recommendation and approves the Ordinance, the
parcel will be offered for sale under the terms and conditions detailed in the Ordinance.
Any bids received in response to the offering will be presented to the PPL for
consideration and ultimately, the PPL will make a recommendation to the City Council on
whether or not to accept a bid and proceed with the sale of the parcel. A copy of the
Ordinance is included in the Council packet beginning on page 31.
BUDGET/FISCAL IMPACT: No expenditure of funds is required as part of the Council action
now requested. As a result of the recommended conditions of sale, use of the property
will be limited and public access rights will be reserved on the property.
COUNCIL ACTION: Approve an Ordinance directing the City Manager to offer surplus
property, the triangle parcel which includes unused right-of-way and is generally located
north and east of Sheridan Road for sale subject to terms and conditions.
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September 2, 2014 City Council Agenda
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 7:10 pm
1. Approval of the August 4, 2014 City Council meeting Minutes
A copy of the minutes can be found on page 37.
2. Check Register for period of July 26- August 22, 2014
Fund Invoice Payroll Total
General 437,723 1,095,889 1,533,613
Water & Sewer 90,924 110,736 201,660
Parks & Recreation 184,132 383,126 567,258
Capital Improvements 196,310 0 196,310
Motor Fuel Tax 682,289 0 682,289
Cemetery 34,698 16,211 50,910
Senior Resources 17,086 20,852 37,938
Deerpath Golf Course 49,087 45,277 94,363
Fleet 117,375 40,991 158,366
Debt Funds 0 0 0
Housing Trust 0 0 0
Park & Public Land 4,000 0 4,000
All other Funds 348,319 135,772 484,092
$ 2,161,944 $ 1,848,855 $ 4,010,799
3. Approval of the purchase of FY2015 computer workstations and laptops for
all City departments.
STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval for the purchase
of 56 Dell computers and laptops. The project is to replace the desktop computers and
laptops that have aged beyond the City’s 5 year computer replacement.
BACKGROUND/DISCUSSION: The City has 38 desktop computers, 18 laptops, and 10 iPads
recommended for replacement in FY2015. All desktops and laptops are considered end
of life (EOL) as they no longer have a warranty and most are starting to report reduced
performance when performing common tasks. The oldest computers of this proposed
replacement are 9 years old, with the average being 5 years old. The City’s current
inventory of computers consists of 178 desktops, 40 laptops, 40 Toughbooks and 33 iPads.
Replacement of the City’s iPads that have aged beyond the 3 year replacement
schedule is also recommended in FY15. However, due to timing of an expected release
of Apple’s newest version of the iPad in late September, the iPad procurement is not
being requested from City Council at this time. After Apple’s release, the current model
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September 2, 2014 City Council Agenda
iPad may decrease in price and/or the newest model may be procured at the same
price. The procurement after the release is expected to be approved under the City
Manager’s purchasing authority, as the cost is expected to be under $20,000.
The proposed replacement desktop systems include higher efficiency / energy savings
with Energy Smart power settings and a high-efficiency power supply. According to
Dell’s Energy Savings Calculator, the City would save approximately 4,386 kWh annually.
Additionally, performance increases of 7 times can be realized in processing speeds
based on independent benchmark studies between the proposed computing platform
and the oldest proposed replaced workstation.
The City standardized all desktops and laptops with Dell products 14 years ago. The
standardizations help staff to efficiently deploy, troubleshoot, and maintain the systems.
Dell provides the City with government contract pricing based on the Midwestern Higher
Education Compact (MHEC) contract pricing, Contract 45ABZ MHEC. MHEC is an
instrumentality of state government founded in 1991 serving Illinois and eleven other
states. Contracts must adhere to the purchasing policies of the MHEC member states.
BUDGET/FISCAL IMPACT: On August 7, 2014, staff received the following pricing from Dell,
Inc. for this project:
Company Total Amount
Dell, Inc. $44,790
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
311-0050-415.66-11 $45,000 $44,790 Y
COUNCIL ACTION: If determined to be appropriate by the City Council, waive the bid
process in lieu of governmental consortium pricing available and approve the purchase
of 38 desktops and 18 laptops from Dell, Inc. in the amount of $44,790. Independent
research confirmed that MHEC pricing is significantly less than other Dell pricing available
to the City.
4. Approval of Policy Regarding the Public Safety Employee Benefits Act
(PSEBA)
STAFF CONTACT: DeSha Kalmar, Director of Human Resources (847-810-3530)
PURPOSE AND ACTION REQUESTED: The Legal Committee and City staff recommends
approval of the revised PSEBA Policy. A copy of the policy can be found beginning on
page 42.
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September 2, 2014 City Council Agenda
BACKGROUND/DISCUSSION: The Public Safety Employee Benefit Act (“the Act”) requires
insurance benefits be provided to a public safety employee who suffers a catastrophic
injury or is killed in the line of duty. The same benefits may be extended to the spouse and
eligible dependents of the employee, provided the conditions established by the Act are
met. The City may be required to pay the entire premium of the City’s basic health
insurance plan for a public safety employee and his/her spouse and eligible dependents
for the period of time defined by the Act, if the employee is eligible.
The City is proposing to change the eligibility review process in light of a recent court
decision. The first step is for the Director of Human Resources to review the application
and determine if the applicant is eligible for consideration. The Director will make a
recommendation to the City Manager, who shall review the file and determine whether
to approve or deny benefits.
If the benefits are denied, the applicant shall have the right to appeal the denial. The
revised policy is recommending that the City’s Legal Committee act as the hearing body
that will conduct a hearing to examine the issues presented on appeal. The Legal
Committee’s ex-officio members (Alderman, Mayor) will not be part of the hearing.
Following the appeal hearing, the Legal Committee shall make a report and
recommendation on the merits of the PSEBA Application to the City Council, which will
then issue a written final decision. The decision of the City Council shall be the final
administrative determination of the City.
This change was discussed and approved by the Legal Committee at its July meeting.
BUDGET/FISCAL IMPACT: NA
COUNCIL ACTION: If appropriate and should the City Council desire, approve the
attached Policy Regarding the Public Safety Employee Benefits Act (PSEBA)
5. Approval to enter into an agreement with Unify for the maintenance of the
City’s telephone system for a period of one (1) year.
STAFF CONTACT: Elizabeth Holleb, Director of Finance/IT (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval to enter into an
agreement with Unify for a period of twelve (12) months, with the option to renew
monthly for an additional twelve (12) months, should it be deemed necessary and the
City so desire.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date
RFP Release 07/17/2014
RFP Responses Due 08/01/2014
City Reviews Responses with Wilson
Consulting 08/08/2014
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September 2, 2014 City Council Agenda
Recommendation to City Council 09/02/2014
Current Contract with Unify Expires 09/09/2014
BACKGROUND/DISCUSSION: The City of Lake Forest has a Siemens HiPath 3500 telephone
system and a Siemens Xpressions voice mail system. The system was purchased and
installed in 2004. In 2006 Siemens broke-up its Communications Division and created
Siemens Enterprise Communications as a wholly owned subsidiary of Siemens AG.
Subsequently, a joint venture was formed including Siemens Enterprise Communications
and a private equity company (The Gores Group). In 2013 this entity was renamed Unify.
The City of Lake Forest’s telephone system is currently under a maintenance agreement
with Unify. The agreement costs approximately $30,000 annually. The agreement is set to
expire in September 2014. On July 17, 2014 the City issued an RFP for maintenance
services on the existing telephone system. The City queried five (5) other telephone
system providers to determine if there were other companies that would support the
Siemens HiPath product. No other companies were discovered that could provide
maintenance support. Unify was the only company to submit a proposal for maintaining
the City’s system.
When the City originally purchased the Siemens HiPath system, several channels were
authorized by Siemens to install and maintain their systems. Since that time the number
of Unify authorized companies has diminished and most recently Unify has consolidated
its Chicago area service channel to one company. While it may be possible to find a
vendor trained to maintain the system outside of the Unify system, it would not be able to
procure the support of Siemens engineers should a problem be beyond the vendors
knowledge base. In addition, it may be more difficult to procure replacement parts
outside of the Unify channel.
The City has had few telephone system outages requiring the services of a maintenance
technician. City staff and the City’s consultant on this project have considered the
possibility of moving to a “Time and Materials” maintenance arrangement. However, the
nature of the Siemens HiPath system, with full call processors required at all the City’s
major sites with no failover capabilities, poses a substantial risk should one of these suffer
a major outage. The cost to replace a processor could range from $25,000 to $50,000.
Furthermore, “Time and Material” customers are not given the same priority of
“maintenance contract” customers. Should the City experience a malfunction when
other customers require service, the customers under contract would take priority.
BUDGET/FISCAL IMPACT: On August 1, 2014, staff received the following pricing from Unify
for this project:
Company Total Amount
Unify $30,197
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
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September 2, 2014 City Council Agenda
Multiple Funding Sources* $30,657 $30,197 Y
* Costs distributed across all operating departments
COUNCIL ACTION: If appropriate and should the City Council desire, enter into an
agreement with Unify for a period of twelve (12) months, with the option to renew
monthly for an additional twelve (12) months, should it be deemed necessary and the
City so desire.
6. Consideration of an Ordinance Approving a Recommendation from the
Zoning Board of Appeals. (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 Zoning Board of Appeals is presented to the City
Council for consideration as part of the Omnibus Agenda.
996 Beverly Place – The Zoning Board of Appeals recommends approval of a variance from the
front yard setback to allow construction of an expanded front porch and a new covered front
entrance. One letter of support was received from a neighboring property owner. (Board
vote: 7 - 0, approved)
The Ordinance approving the petition as recommended by the Zoning Board of Appeals,
including key exhibits; is included in the Council packet beginning on page 53. The Ordinance
and complete exhibits is 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 the Ordinance approving the petition in accordance
with the Zoning Board of Appeals’ recommendation.
7. 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.
1101 Griffith Road - The Building Review Board recommended approval of a new residence,
detached garage and landscaping on a vacant lot. The Board heard public testimony from
neighboring property owners and in response, requested some refinement of the massing and
architectural design and landscaping. The Board commended the revised plan noting that
the proposed development will fit well into the established small lot neighborhood. (Board
vote: 5-0, approved)
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September 2, 2014 City Council Agenda
The Ordinance approving the petition as recommended by the Building Review Board, with
key exhibits attached, is included in the Council packet beginning on page 60. 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 the Ordinance approving the petition in accordance
with the Building Review Board’s recommendation.
8. Approval of contract between the City of Lake Forest and Inner Security
Systems, 418 Treasure Drive, Oswego, Illinois 60543 for alarm service and
monitoring for city buildings.
STAFF CONTACT: Jim Held, Chief of Police 847-810-3802
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of a contract
between the City of Lake Forest and Inner Security Systems. The City will grant to Inner
Security Systems the right to provide and maintain an alarm board located in the public
safety building to relay fire and burglar alarms to a third party monitoring contractor. The
agreement shall begin on the effective date and shall terminate two (2) years from the
effective date. The agreement may be renewed for an additional two (2) year period
under the same terms and conditions upon written notice from the City to Inner Security
Systems.
BACKGROUND/DISCUSSION: Due to the Dispatch Consolidation, monitoring of fire and
burglar alarms from the public safety building will no longer be provided. Inner Security
Systems has been providing the maintenance of the alarm systems and an alarm
monitoring board at the public safety building, as well providing alarm services for city
buildings. Inner Security had claimed that the City’s change in dispatching breached
certain contractual rights, but ultimately Inner Security Systems agreed to release its
purported claims in exchange for the right to continue to maintain their radio network
equipment at the Lake Forest Public Safety Building, Inner Security Systems will also
provide Central Station Monitoring Service and maintain Keltron Radio alarm systems in
each of the city locations for the price set forth below. The Resolution and Agreement
can be found beginning on page 69.
BUDGET/FISCAL IMPACT: The cost for monitoring alarms at city buildings
I Monthly Rate
Alarm monitoring $44.95
COUNCIL ACTION: Approve the attached resolution for alarm monitoring between The
City of Lake Forest and Inner Security Systems.
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September 2, 2014 City Council Agenda
9. Authorization for the City Manager to Ratify a Settlement Agreement by the
City’s Risk Manager IRMA pertaining to Litigation (Matter No. 163666)
STAFF CONTACT: Robert Kiely (847-810-3670)
PURPOSE AND ACTION REQUESTED: Staff requests Council to ratify a Settlement
Agreement that IRMA has negotiated regarding Matter No. 163666 and to authorize the
City Manager to execute on behalf of the City.
BACKGROUND/DISCUSSION: As previously communicated to the City Council, the City’s
Risk Manager (IRMA) has negotiated the settlement of certain claims that have been
filed against the City. Consistent with the Council’s executive session discussion, IRMA has
finalized the settlement terms, subject to the City’s final approval. This settlement
agreement is recommended for approval by IRMA and counsel appointed by IRMA to
defend the claim.
COUNCIL ACTION: Ratify the settlement agreement and authorize the City Manager to
execute the agreement on behalf of the City.
10. Consideration of an Ordinance Amending Chapter 9 of the City Code to
Regulate Illicit Discharge and Stormwater Connections
STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of an
amendment to Chapter 9 of the City Code, to regulate illicit discharge and stormwater
connection. The amendment is attached beginning on page 77.
ORDINANCE REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Attorney June 9, 2014 Approved the amendment to
the City Code
BACKGROUND/DISCUSSION: The Illinois Environmental Protection Agency (IEPA) General
NPDES Permit No. ILR40 requires The City of Lake Forest to develop, implement and
enforce a program to detect and eliminate illicit discharges in the municipal separate
storm sewer system (MS4). As part of this program, the City is required to effectively
prohibit, through ordinance, non-storm water discharges into the storm sewer system. In
addition, the City shall implement appropriate enforcement procedures and actions,
including enforceable requirements for the prompt reporting to the MS4 of all releases,
spills and other non-permitted discharges to the separate storm sewer system, and a
program to respond to such reports in a timely manner.
The City of Lake Forest is required to comply with the Phase II regulations of the National
Pollutant Discharge Elimination System (NPDES) under the Clean Water Act. These
regulations are designed to ensure that surface waters are free of pollutants. The
program targets homeowners and small businesses in an effort to stop them from
disposing of pollutants improperly by releasing them directly into the environment or into
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September 2, 2014 City Council Agenda
a storm sewer. Storm sewers, unlike sanitary sewers, discharge directly into the nearest
ravine, creek, etc. without being treated. Examples of common illicit discharges include
sewage, chlorinated pool water and industrial and commercial discharges not covered
under another NPDES permit. When enough household chemicals, such as used motor oil
and antifreeze make their way into our waterways, they can kill fish and plants living in or
near the water.
Illicit discharge detection and elimination programs are designed to prevent
contamination of ground and surface water supplies by monitoring, inspection and
removal of these illegal non-stormwater discharges. An essential element of these
programs is an ordinance granting the authority to inspect properties suspected of
releasing contaminated discharges into storm drain systems. Another important factor is
the establishment of enforcement actions for those properties found to be in
noncompliance or that refuse to allow access to their facilities.
COUNCIL ACTION: If desired and appropriate by the City Council approve of Ordinance
2014-034, Amending Chapter 9 of the City Code to Regulate Illicit Discharge and
Stormwater Connection.
11. Award of Contract with Vermont Systems, Inc. to Purchase Parks and
Recreation Software as Budgeted in FY15 Capital Plan
STAFF CONTACT: Mary Van Arsdale, Director of Parks and Recreation (847-810-3918) and
Elizabeth Holleb, Director of Finance/IT (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval to expend capital funds and
award a contract with Vermont Systems, Inc. (VSI) for replacement of the Parks and
Recreation Department software system.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Parks and Recreation Board 11/19/13 Plante Moran Consulting Recommendation
City Council 12/2/13 Awarded Plante Moran Consultant Contract
City Wide Staff 01/2014 Participated in Needs Assessment
Parks and Recreation &
Finance/IT Staff 01-06/2014 Developed Software Specifications,
Conducted RFP and Vendor Diligence
City Manager 2/5/14 Needs Assessment Report & Authorization to
Proceed with Software Vendor RFP
Parks and Recreation Board 06/17/14 Recommended preparation of contract with
Vermont Systems, Inc.
City Council 7/7/14 Approval to negotiate contract with
Vermont Systems, Inc.
Parks and Recreation Board 8/19/14 Advisory Approval of Contract with VSI
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September 2, 2014 City Council Agenda
BACKGROUND/DISCUSSION: The City Parks and Recreation department has utilized
Active Network Class software since 1998. The current version of this software is being
phased out by 2016 and will no longer be supported. As a result, the Parks and
Recreation Department in conjunction with the Finance/IT Department began to
investigate a comprehensive software solution to meet business needs. The goal of the
project is a successful selection and implementation of a software solution to support City
staff in delivery of recreation services, take advantage of best practices, and significantly
improve the efficiency and effectiveness of customer service and business practices.
Since December 2013, staff has worked with the software consultant, Plante Moran, to
conduct a needs assessment and investigate qualified software vendors. Plante Moran
guided staff through a very detailed and extensive eight-month process using Plante
Moran assessment methodology and a set of related scoring tools intended to mitigate
City risk while incorporating City of Lake Forest business needs. A complete overview of
this work, including RFP results, was shared with the City Council at the July 7, 2014
meeting and the Council authorized negotiating a contract with Vermont Systems, Inc.
as the preferred vendor. The following is the summary chart of RFP proposal costs again
as a reference.
Vendors Proposal Results-
One Time & Year One Costs
Cumulative Costs over
10 Year Period
Active Network (VH) $182,904 $1,179,578
eTrak-Plus (VH) $136,654 $289,041
Vermont Systems (VH) $162,200 $425,576
Vermont Systems (OP) $151,700 $305,205
Volgistics (Best of Breed VH) $1,176 $13,482
VH=vendor hosted solution, OP=on premise hosted solution
CURRENT PROJECT MILESTONE: The City’s Finance/IT and Recreation Departments have
worked with the City Attorney to prepare the attached Sales Agreement, Statement of
Work and the corresponding Exhibits, including Exhibit B Cost Proposal Summary. All can
be found beginning on page 89. City staff has worked with the vendor to confirm costs
and ensure that the specific scope of software, hardware, and immediate and on-going
services is clearly documented. The Statement of Work outlines the implementation
timing and other operational details that will guide the installation process over the next
ten months.
As a component of this process, Recreation staff included multiple departments in the
review of the software capabilities to seek opportunities to leverage this technology to its
fullest potential. We are pleased to report that MainTrac (the maintenance work
management module) will be utilized City-wide and will be very beneficial for Public
Works and Parks and Forestry, eliminating the need to purchase a City-wide work order
system as currently contemplated in the City’s five-year Capital Improvement Program,
and CROYA will utilize aspects of the RecTrac module.
The City has been actively exploring the costs/benefits of hosting its software
applications internally versus off premise (i.e. cloud or software as a service). This
software acquisition presented a very unique opportunity for such analysis with the
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September 2, 2014 City Council Agenda
software RFP allowing responding vendors to provide either hosting scenario. The
recommended vendor proposed both an on-premise and externally hosted option,
allowing the City to contact references and compare long-term costs under either
option. The recommendation is to initially host this software internally for the following
reasons:
1) Lower cost option (short term and long term)
2) Capacity exists within City’s current virtual server environment, eliminating the
need to purchase any additional server hardware
3) Indications by references that performance of vendor-hosted option is not
optimum. VSI is working to make improvements, which may result in this being a
more viable option in the future.
The following is a list of the modules/features included in the Agreement purchase that
will allow us to meet our business needs:
• RecTrac & WebTrac—activity registration, facility reservations, pass management,
point of sale with inventory control and ticketing, league scheduling, incident
reporting, and general ledger, AP refund and dance software interface
• ID Card Integration—digital photo ID cards
• PayTrac—ERI credit card interface to Plug’n Pay
• Access Control—fitness locker room unattended doors
• MainTrac—City-wide Maintenance Management Work Order System
• Mobile WebTrac (patron access), MobileRecTrac, Mobile MainTrac—access for
patrons and staff via mobile devices such as smart phones and ipads
Through our software capability and needs assessment review, staff reduced the scope
of module purchases and is not recommending purchasing the additional modules of
equipment rentals, court reservations, trip reservations, lighting control interface or land
management interface. Should their capabilities expand or City business needs change,
these modules would be available for future purchase.
BUDGET/FISCAL IMPACT: As a component of preparing the project expense, City staff also
identified all additional costs in order to support the VSI software. The total project
expense reflects all City and VSI software, hardware, installation, and year one
maintenance services. Contingency is desired to address minor items encountered
during implementation and unknown shipping expense.
Item Item Price Total
VSI $143,999
RecTrac $53,532
MainTrac $26,108
ID Systems $7,688
WebTrac $37,692
PayTrac $1,800
Hardware-VSI qualified $6,222
Access Control $10,957
City Add’l $29,277
Peripherals-Mobile Devices $10,695
SunGard GL/CR Interface $2,580
Plug-n-Pay $250
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September 2, 2014 City Council Agenda
10% Contingency $15,752
Grand Total $173,276
This project was identified as a FY15 Capital project funded via the Recreation Fund and
the process to date complies fully with the Project Plan and City’s purchasing policies.
Below is an estimated summary of Project budget:
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Fund 220 Parks & Recreation
220-8065-451-75-01 $290,000 $173,276 Y
Staff is currently contemplating whether continued consultant assistance from Plante
Moran would be beneficial to the project implementation utilizing a portion of the
remaining budgeted funds. A recommendation may be brought to the City Council at a
later date for this component.
COUNCIL ACTION: If desired and appropriate by the City Council, approve a contract
with Vermont Systems, Inc. for replacement of the Parks and Recreation Department
software system at an expense of $143,999 and seek City Council approval of said
contract and City additional expense of $29,277 for a total project cost of $173,276 to be
funded from Parks and Recreation Fund 220.
12. Approval of a Water Delivery Agreement with the Army Corps of Engineers
and Award of contract for Sheridan Road Water Main Improvement Project
STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff is requesting award of Water Delivery Agreement
with the Army Corps of Engineers and awarding a bid for the Sheridan Road Water Main
Improvement Project to the low bidder, RJ Underground.
BACKGROUND/DISCUSSION: The project involves installing a new water main adjacent to
Sheridan Road from McCormick Drive to Longwood Drive. This new water main will
effectively “loop” or connect the City’s water main system between the Whispering Oaks
and Villa Turricum subdivisions. Overall water quality is retained when water constantly
moves throughout a water main system. The proposed water main will be the City
standard 8" PVC watermain.
The US Army Corps of Engineers (ACOE) Rock Island District contacted The City of Lake
Forest last year to discuss their request to have a new water main installed along Sheridan
Road to supply potable water to the North Shore Memorial Reserve Center. The ACOE
agreed to pay all expenses required to install the new water main including City staff
time related to the project preparation and management. The ACOE provided a check
in the amount of $624,513.97 to cover the cost of installing the new water main and
anticipated staff time. This amount also includes a $54,255.00 contingency, 10% of the
contract bid amount, to cover unforeseen change orders that may occur during the
administration of this project. A copy of the required water delivery agreement with the
ACOE can be found on page 112. Once the project is completed and all monies due to
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September 2, 2014 City Council Agenda
the contractor have been paid, any remaining contingency monies and unused staff
time fees will be refunded to the ACOE. Upon completion and final approval of the new
water main, the North Shore Memorial Reserve Center will apply for a permit to install a
water service to their property.
A majority of the Sheridan Road watermain will be installed utilizing a trenchless,
directional drilling technique, thereby creating less excavation and disturbance in the
construction area.
The City’s Engineering staff will provide daily project management services throughout
the project.
BUDGET/FISCAL IMPACT: Bids for the Sheridan Road Water Main Improvement Project
were received and opened on June 25, 2014. The City received a total of four (4) bids.
The following is a summary of the bids received:
BIDDER BID AMOUNT
RJ Underground Inc. $542,555.00
RA Mancini, Inc. $696,000.00
Western Utility LLC $874,825.00
Berger Excavating $975,015.00
Engineer’s Estimate $635,750.00
The low bidder, RJ Underground, has previously worked in The City of Lake Forest. The
project was completed on time and the work was satisfactory to City staff.
If awarded, the project would commence mid-September and be completed by the
end of November. Upon confirming the start date of the project, a letter will be sent to
the effected residents prior to start of construction. The City website, under Construction
Updates, will also provide details on the construction schedule.
Below is an estimated summary of project budget:
FY2015 Funding Source Account Number Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water and Sewer
Capital Improvements
Fund
508.0001.440.7509 $650,000.00 $596,810.50 Y
COUNCIL ACTION: If appropriate and should the City Council desire, 1) approve the
water delivery agreement with the Army Corps of Engineers and 2) award the contract
for the Sheridan Road Water Main Improvement Project to RJ Underground in the amount
of $542,555.00. In addition, staff requests authorization to expend, if necessary, an
additional amount not to exceed 10% of the contract amount for unforeseen change
orders that may occur during the administration of this project. The total contract cost
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September 2, 2014 City Council Agenda
shall therefore not exceed $596,810.50. The project funds have been received from the
Army Corps of Engineers; there will be no City funds used on this project.
13. Approve Resolution to Ratify NSSRA (Northern Suburban Special Recreation
Association) Board Action Authorizing a Petition to Circuit Court for Leave to
Sell NSSRA Property No Longer Needed for Park or Special Recreation
Purposes
STAFF CONTACT: Mary Van Arsdale, Director of Parks and Recreation, 810-3918
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of a resolution
authorizing the board of NSSRA (Northern Suburban Special Recreation Association) to
petition the Circuit Court for leave to sell their administrative offices located at 3105
MacArthur Boulevard in Northbrook, Illinois.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council September 23, 2011 Approved NSSRA Amended
Articles of Agreement and
Resolution
Parks and Recreation Board March 19, 2013 Facility Acquisition Plan Reviewed
Parks and Recreation Board September 17, 2013 Facility Acquisition Plan Approved
Public Works Committee February 10, 2014 ADA Transition Plan-Holland &
Knight Legal Brief-NSSRA Agency
Information
Parks and Recreation Board August 19, 2014 Advisory Approval
BACKGROUND/DISCUSSION: NSSRA currently owns a facility in Northbrook, Illinois that
serves as its administrative office and provides a single meeting room and minimal
storage space. The 1973 facility has been home to NSSRA since 2001 and is located within
an industrial park. The building is not accessible according to the current Americans with
Disabilities Act standards. In addition, there are other deficiencies that led to the concern
that the facility no longer meets the critical needs of the organization.
As a result, in 2009, Williams Architects conducted an existing conditions report and
worked with NSSRA staff to develop a space needs analysis. In 2010, NSSRA started a
strategic planning process that resulted in the NSSRA 2011-2014 Strategic Plan. One of the
critical initiatives of the Strategic Plan was to research and secure a new permanent
location for NSSRA. Extensive deficiencies and the associated capital expense prompted
the NSSRA Board of Directors to direct staff to develop a Capital and Facility Acquisition
Plan. The Plan was completed and adopted by the NSSRA Board of Directors at its
February 2013 meeting.
The Park Board heard a presentation by NSSRA Executive Director Culp in March 2013 on
this Capital and Facility Acquisition Plan. Minor refinements to the plan occurred and in
September 2013 the Park Board approved the NSSRA Capital and Facility Acquisition
Plan, as did all 13 partner agencies. The Facility Acquisition Plan outlined several steps
that would occur over the upcoming years to achieve their goal of locating a suitable,
permanent location with a partner agency.
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September 2, 2014 City Council Agenda
As a result, the next step in the process is approval of the Resolution by partner agencies
allowing NSSRA to petition the Cook County Circuit Court to gain permission to sell
NSSRA’s current building at 3105 MacArthur Boulevard in Northbrook. The reason NSSRA
must go through this process is that the current building is owned by its 13 partners,
including the City of Lake Forest. According to state law the sale of real property, smaller
than 3 acres, by a Park District or Municipality must receive approval from the Circuit
Court.
This step does not mean that the NSSRA building is being sold at this time and according
to NSSRA Articles of Agreement, the NSSRA building may only be sold after approval of
sale by the NSSRA Board of Directors and two thirds votes by the Partner Agency Boards.
This step of approving the Resolution simply positions NSSRA to move forward efficiently
when an opportunity arises and ensures the ability to sell the building legally. Currently, 12
of the 13 partners have approved the Resolution which will meet the agency’s goal of full
ratification by October 2014.
The Resolution and the corresponding Circuit Court Petition, prepared by NSSRA’S
corporate council, that details the legal requirements authorizing the sale of the
Association’s property, pursuant to the Park Commissioners Land Sale Act can be found
beginning on page 117.
COUNCIL ACTION: Approve Resolution to Ratify NSSRA Board Action Authorizing a Petition
to Circuit Court for Leave to Sell NSSRA Property No Longer Needed for Park or Special
Recreation Purposes.
14. Consideration of an Ordinance Approving a Recommendation from the
Plan Commission. (Waive First Reading and if Desired by the City Council,
Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (847-810-3504)
The following recommendation from the Plan Commission is presented to the City Council
for consideration as part of the Omnibus Agenda.
Griffith, Grant and Lackie – The Plan Commission recommended approval of a Special
Use Permit authorizing the relocation of a non-retail use, the Griffith, Grant and Lackie
Real Estate Office, to 280 E. Deerpath, in the Central Business District. This space was
previously occupied by another real estate firm. No public testimony was presented to
the Commission on this petition. (Board vote: 4-0, approved)
The Ordinance approving the petition as recommended by the Plan Commission, with
key exhibits attached, is included in the Council packet beginning on page 128. The Plan
Commission’s report is also included in the packet as additional background information.
The Ordinance and complete exhibits are available for review in the Community
Development Department.
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September 2, 2014 City Council Agenda
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first
reading and grant final approval of the Ordinance approving the petition in accordance
with the Plan Commission’s recommendation.
15. Consideration of an Ordinance Approving an Addendum to the Illinois
Mutual Aid Alarm Box System Agreement (MABAS)
STAFF CONTACT: Kevin Issel, Deputy Fire Chief (810-3865)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval of an
Ordinance approving the Illinois MABAS Addendum. A copy of the Ordinance and the
Addendum can be found beginning on page 135.
BACKGROUND/DISCUSSION: The Addendum is required for MABAS member agencies to
be compliant with FEMA Recovery Policy, (RP9523.6) in reference to reimbursement
claims for disaster mobilizations associated with the federal requirements of the Stafford
Act. The Addendum is not designed to establish guidelines for reimbursements associated
with mutual aid assistance to significant events. The intent is not to begin the practice of
charging for daily mutual aid assistance, but to assure all MABAS member agencies are
compliant with FEMA Policy and reimbursements. The Addendum requires the City
Council approval and documents submitted prior to January 1, 2015.
BUDGET/FISCAL IMPACT: None.
COUNCIL ACTION: Subject to Attorney review, Approval of an Ordinance including the
Illinois MABAS Addendum, assuring MABAS eligibility of Federal fund reimbursements for
Declarations of Disaster responses, FEMA Recovery Policy (RP9523.6)
16. Consideration of a recommendation from staff to authorize the City
Manager to enter into a contract with Elevator Inspection Services
Co., Inc.
STAFF CONTACTS: Matt Havlik, Management Intern (810-3677)
Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization and
direction to enter into a contract with a new elevator inspection service provider.
BACKGROUND/DISCUSSION: The City of Lake Forest, along with many other municipalities
and the County, contract with an outside service provider to conduct bi-annual elevator
inspections in commercial, institutional and multi-family buildings consistent with State
requirements. The City has contracted this service out for many years because the
specialized certifications required for elevator inspections are costly to maintain and
outsourcing these types of inspections has proven to be cost efficient.
As part of the ongoing shared services and resources discussion among community
development staff from the region, Lake County, on behalf of about 16 municipalities in
the County, sought bids for elevator inspections. The development of the request for bid
document, evaluation of the bids received, interviews and the decision on the award of
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September 2, 2014 City Council Agenda
the bid all were cooperative efforts among staff from the various municipalities and the
County. City of Lake Forest staff participated actively in this process.
Bids were received from five companies. A summary sheet of the bids received and the
analysis conducted is included in the Council packet beginning on page 153. After
careful consideration, Elevator Inspection Service Co., Inc. (EIS) was selected by the
group as the successful bidder. The basis for the selection was as follows:
• EIS was the lowest responsive and responsible bidder based on their value added
service savings and group discount.
• ElS met all the bid specifications.
• Participants from all municipalities and the County agreed on the selection of EIS.
To date, the County and several municipalities have entered into contracts with EIS and
report that EIS is responsive, professional and provides a high level of service.
BUDGET/FISCAL IMPACTS: All costs for elevator inspections are passed through to the end
users, the building owners. The City charges an administrative fee to cover the City’s cost
of service.
During the upcoming fee review, as part of the FY 2016 budget process, elevator
inspection fees to end users will be reviewed and adjusted to reflect the inspection rates
offered by EIS. Cost savings realized through this contract will be passed along to the
end users.
COUNCIL ACTION: If determined to be appropriate by the City Council, direct the City
Manager to enter into a contract with Elevator Inspection Service Co. Inc. for ongoing
elevator inspection services.
COUNCIL ACTION: Approve the sixteen (16) Omnibus items as presented.
6. ORDINANCES
7. NEW BUSINESS 7:30 pm
1. Consideration of a Recommendation from the Plan Commission in Support
of the Overall Landscape and Signage Plans for the Revitalized
Northwestern Lake Forest Hospital Campus. (Approval of a Resolution.)
PRESENTED BY: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: City Council consideration of a recommendation from
the Plan Commission affirming that the landscape and signage plans for the revitalized
Northwestern Lake Forest Hospital Campus are in conformance with the previously
approved Campus Master Plan and Special Use Permit. Approval of these plans
completes the design approval phase of this project.
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September 2, 2014 City Council Agenda
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 project team has been in the design
development phase with the hospital project team working closely with the City
Manager’s Hospital Advisory Committee and City staff.
In January, 2014, based on recommendations from the Plan Commission and the City
Manager’s Hospital Advisory Committee, the City Council approved a Resolution
affirming that the overall site plan, architectural design of the building and exterior
lighting plan conform to the previously approved Master Plan and Special Use Permit. At
that time, work was continuing on the development of the landscape and signage plans.
On July 31, 2014, the Plan Commission heard a recommendation from the City
Manager’s Hospital Advisory Committee in support of the remaining components of the
project, the landscape and signage plans. The reports from the Plan Commission and
the Advisory Committee are included in the Council’s packet as background
information.
After hearing a presentation of the landscape and signage plans, the Plan Commission
commended the plans and the collaborative process through which they were
developed and refined. The Plan Commission heard testimony from a resident of Lake
Forest Place who expressed appreciation for the accommodations made in the plan to
address concerns previously raised by residents of Lake Forest Place. A resident of the
Lane Lorraine area asked that communication between the hospital and the neighbors
continue as the berms and plantings between the growing hospital campus and the
neighboring homes are enhanced. The Commission also heard testimony encouraging
careful consideration of the specific planting palette as the project progresses to assure
this is a showcase project from a landscape perspective.
The Chairman of the Plan Commission recognized the accommodation made in the
configuration of the new roadway to address safety, light and noise issues raised by the
residents of Lake Forest Place. The Commission also noted that the recommendation
from the City Manager’s Advisory Committee includes a condition for continued
involvement by a subcommittee of that group as the specific landscape materials are
selected. The Plan Commission encouraged the hospital team to continue to
communicate with the neighboring property owners as work gets underway on the site.
The Plan Commission voted 4 to 0 to support the recommendation of the Advisory
Committee including the conditions of approval detailed in the Resolution. The
background materials for this agenda item begin on page 139 of the Council 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 landscape and signage plans for the revitalized Northwestern Lake
Forest Hospital Campus subject to the conditions as recommended by the Plan
Commission as detailed in the Resolution.
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September 2, 2014 City Council Agenda
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
9. ADJOURNMENT 8:00 pm
Office of the City Manager AUGUST 27, 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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RESOLUTION
WHEREAS, ROBERT RAYMOND has been a dedicated employee of The City of Lake Forest
since November 28, 1983 as a Refuse Collector/Maintenance Worker II in the Public Works Department
– Streets & Sanitation Section; and
WHEREAS, ROBERT RAYMOND served as route captain since May 1, 1996 and functioned
as the assistant supervisor since March 10, 2008; and
WHEREAS, ROBERT RAYMOND was instrumental in enhancing the recycling program
since its inception in 1991, to include the recent rollout of recycling carts; and
WHEREAS, ROBERT RAYMOND contributed to the overall redesign and reorganization of
refuse, recycling, and yard waste collection methods within the Sanitation Section and the drop-off
program at the Compost/Recycling Center, adding efficiency and providing better service to the residents
of Lake Forest; and
WHEREAS, ROBERT RAYMOND was heavily involved in the annual snow program as an
Assistant in Snow Operations and by managing the sidewalk plowing program; and
WHEREAS, ROBERT RAYMOND organized and lead the Sanitation Section’s participation
in the Lake Forest Day parades for several years; and
WHEREAS, ROBERT RAYMOND will honorably retire from the City on September 2,
2014; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
LAKE FOREST that the Council, on behalf of the administration and residents of the community,
hereby expresses its appreciation and gratitude to ROBERT RAYMOND for a public service faithfully
performed; and
BE IT FURTHER RESOLVED that the City Clerk be and hereby is instructed to deliver a copy
of this resolution duly signed by the Mayor to ROBERT RAYMOND this day 2nd of September 2014.
Mayor
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THE CITY OF LAKE FOREST
RESOLUTION NO. ______
A RESOLUTION AUTHORIZING PREPARATION OF DOCUMENTS AND OTHER ACTIONS
CONCERNING POSSIBLE ESTABLISHMENT OF A TAX INCREMENT FINANCING
DISTRICT AND THE SALE AND REDEVELOPMENT OF PROPERTY LOCATED AT THE
NORTHWEST QUADRANT OF WESTERN AND LAUREL AVENUES
WHEREAS, The City of Lake Forest (“City”) is the owner of certain real property located
at the northwest corner of Western and Laurel Avenues; and
WHEREAS, since 2007, the City has undertaken efforts to develop a land use concept
and development parameters for such property and to market it for redevelopment; and
WHEREAS, the City has received no meaningful development offers and has been
unable to effect the development of the property; and
WHEREAS, in 2012, the City retained Teska Associates, Inc. (“Consultant”) to assist
the City in analyzing redevelopment strategies for the northwest quadrant of Western and Laurel
Avenues (the “Site”) and to provide consulting services to support redevelopment of the Site;
and
WHEREAS, the Consultant’s preliminary investigation and review of the Site indicated
that the Site meets the applicable standards for designation as a tax increment financing (“TIF”)
district under the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74.4-1 et seq.;
and
WHEREAS, the City has received recent proposals for possible redevelopment of the
Site, subject to the availability of TIF financing; and
WHEREAS, the City has preliminarily identified a proposal from Focus Development,
Inc. (“Focus”) as the preferred proposal for redevelopment of the Site; and
WHEREAS, the Mayor and City Council find and determine that it is in the best interests
of the City and its residents to authorize and direct the City Manager, the Consultant, and the
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City Attorney to undertake all actions necessary to allow the City Council to consider: (i)
establishment of a TIF district for the Site, and (ii) sale of the Site to Focus for redevelopment;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the City of
Lake Forest, County of Lake, State of Illinois, as follows:
SECTION 1: The foregoing recitals are incorporated into this Resolution as findings of
the Mayor and City Council.
SECTION 2: The City Manager, Consultant, and City Attorney are hereby authorized
and directed to undertake all actions necessary to allow the City Council to consider
establishment of a TIF district for the Site. The City Manager, Consultant, and City Attorney are
also authorized and directed to prepare and finalize appropriate documents for the sale and
redevelopment of the Site by Focus, subject to the availability of TIF financing and final approval
of the City Council.
SECTION 3: This resolution shall be in full force and effect upon its passage and
approval in the manner provided by law.
PASSED THIS ___ DAY OF _______, 2014
AYES ( )
NAYS ( )
ABSENT ( )
APPROVED THIS _____ DAY OF _______, 2014
Mayor
ATTEST:
City Clerk
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- 1 -
THE CITY OF LAKE FOREST
ORDINANCE NO. 2014-___
AN ORDINANCE DIRECTING THE SALE OF SURPLUS REAL PROPERTY
(Westleigh Road Right-of-Way/Triangle)
WHEREAS, The City of Lake Forest (the “City”) is the owner of approximately 1.5
acres containing a certain triangular parcel located generally north and east of Sheridan
Road and immediately adjacent to the railroad tracks (the “Triangle Parcel”), and a remnant
portion of right-of-way for Westleigh Road (the “R-O-W Parcel”)(collectively, the Triangle
Parcel and the R-O-W Parcel shall hereinafter be referred to as the “Surplus Property”).
The Triangle Parcel is depicted on Exhibit A attached hereto, and the R-O-W Parcel is
depicted on Exhibit B attached hereto; and
WHEREAS, the City Council has determined that the Surplus Property is no longer
useful to the City and that the best interest of the City and its residents will be served if the
Surplus Property is sold pursuant to the terms set forth in this Ordinance;
NOW, THEREFORE, BE IT ORDANED BY THE CITY COUNCIL OF THE CITY OF
LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows:
Section One: Recitals. The foregoing recitals are hereby incorporated into and
made a part of this Ordinance as if fully set forth.
Section Two: Findings and Determination. The City Council of the City hereby finds
and determines that, in its opinion, the Surplus Property is no longer necessary, appropriate,
required for the use of, profitable to, or for the best interests of the City, and that the Surplus
Property should be made available for sale subject to the conditions set forth in Section Three
of this Ordinance, and in accordance with the procedures described in Section Four of this
Ordinance.
Section Three: Conditions of Sale. The following terms and conditions shall apply to
the sale of the Surplus Property:
31
- 2 -
1. As part of any conveyance of the Surplus Property, a conservation easement shall be
recorded against the Triangle Parcel for the benefit of the City (the “Conservation
Easement”). The Conservation Easement shall preclude development of the Triangle
Parcel and shall direct that the trees on the Triangle Parcel be protected and
maintained, including a requirement that, as existing trees die, reforestation of the
Triangle Parcel occur on an ongoing basis.
2. The R-O-W Parcel shall be restored and maintained as a parking lot, and an easement
shall be established across the parking lot to allow public access to the bicycle path
located along the railroad tracks for pedestrians and bicycles (the “Bike Path”). Such
easement shall allow public parking in the parking lot for users of the Bike Path, and to
allow access for City and utility service vehicles.
3. Easements shall be established for City facilities and public utilities that are existing or
reasonably anticipated to be located on the Surplus Property.
4. The Surplus Property shall be sold “as-is.”
Section Four. Terms of Sale. The City Manager shall cause the Surplus Property to
be sold in accordance with the following procedures:
a. An accurate legal description of the Surplus Property shall be obtained;
b. Notice of the sale of the Surplus Property shall be publicized on the City’s
website and in such other manners as the City Manager shall so determine,
including publication in The Lake Forester for at least three consecutive weeks.
Such notice shall contain an accurate description of the Surplus Property, state
the purpose for which Surplus Property is currently used, the conditions of any
sale, and request bids for the purchase of the Surplus Property, which bids will
be considered and opened at the October 20, 2014 meeting of the City Council.
c. Bids shall be submitted on a form to be prepared at the direction of the City
Manager, which form shall include an acknowledgement of the conditions of
the sale, and a demonstration of the bidder’s financial capability to meet the
ongoing conditions of sale.
d. After the opening of bids for the Surplus Property at the October 20, 2014
meeting of the City Council, the City Council shall consider which bid (if any)
will best serve the interests of the City. The City Council may reject all bids,
and the City Council may waive any irregularities in any bid.
Section Five. Effective Date. This ordinance shall be in full force and effect from and
after its passage by a three-fourths vote of the City Council, and its approval and publication
in pamphlet form as provided by law.
PASSED THIS ___ DAY OF SEPTEMBER, 2014.
AYES:
32
- 3 -
NAYS:
ABSENT:
ABSTAIN:
APPROVED THIS ___ DAY OF SEPTEMBER, 2014.
_____________________________
Mayor
ATTEST:
_____________________________
City Clerk
33
- 4 -
34
- 5 -
EXHIBIT A
Depiction of the Triangle Parcel
35
- 6 -
EXHIBIT B
Depiction of the R-O-W Parcel
36
The City of Lake Forest
CITY COUNCIL
Proceedings of the August 4, 2014
City Council Meeting at 6:30pm. City Council Chambers
CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at
6:30 pm, and Deputy City Clerk Margaret Boyer called the roll of Council members.
Present: Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Moore, Alderman
Pandaleon, Alderman Tack, Alderman Reisenberg, Alderman Adelman and Alderman Moreno.
Absent: None
Also present were: Bob Kiely, City Manager, Victor Filippini, City Attorney; Susan Banks,
Communications Manager; Catherine Czerniak, Director of Community Development; James Held,
Chief of Police; Chuck Myers, Superintendent of Parks & Forestry; Elizabeth Holleb, Director of
Finance; Bob Ells, Superintendent Engineering; and Michael Thomas, Director of Public Works.
There were approximately 20 present in the audience.
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (1), The City Council will be discussing personnel
matters.
Alderman Waldeck made a motion to Adjourn into executive session pursuant to 5ILCS 120/2 (c)
(1), whereas the City Council will be discussing personnel matters, which was seconded by
Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon,
Tack, Reisenberg, and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried.
(Alderman Adelman is present but was not in Chamber)
Adjournment into executive session
RECONVENE INTO REGULAR SESSION
PLEDGE OF ALLEGIANCE : The Pledge of Allegiance was recited by all in attendance.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
A. Approval of a Resolution of Sympathy for Edward M. Smith
Mayor Schoenheider read the Resolution of Sympathy into the record. Family members accepted
the Resolution.
COUNCIL ACTION: Approve the Resolution
Alderman Reisenberg made a motion to approve the Resolution, seconded by Alderman Waldeck.
The motion carried unanimously by voice vote.
37
Proceedings of the August 4, 2014
Regular City Council Meeting
COMMENTS BY CITY MANAGER
A. A Review of ETSB (Emergency Telephone System Board) Ordinance Chapter # 39
of the City Code relating to the composition of the Board and its functions and
Review Progress of 911 Dispatch Consolidation.
Chief of Police James Held reported that the ETSB was initially formed in conjunction with the
initial 911 surcharge. He stated that in 2012 the ordinance was amended with regard to the
composition of the board. The ETSB currently consists of The Mayor, all sitting Aldermen, the
Police Chief, Deputy Police Chief of Administration, and the Fire Chief. He added that the duties
Emergency Telephone System Board included the following:
a. Planning a 911 system;
b. Coordinating and supervising the implementation, upgrading, or maintenance of the
system, including the establishment of equipment specifications and coding systems;
c. Receiving monies from the surcharge imposed under this article and from any other
source, for deposit into the Emergency Telephone System Account;
d. Authorizing all disbursements from the account; and
e. Hiring on a temporary basis, any staff necessary for the implementation or upgrade of
the system.
DISPATCH CONSOLIDATION UPDATE
Chief Held stated that the transition to the consolidated dispatching is scheduled for early
September. The vast majority of the work done to this point has been behind the scenes technical
connectivity work. The Lake Forest Public Safety Building is undergoing some front lobby
modifications to allow residents to continue to utilize the building after hours.
He added that Lake Forest recently received approval from the Illinois Commerce Commission for
the modification of the 911 Emergency Telephone Number System. Radio Frequency modification
for the Fire Department has started and other improvements are underway.
Finance Director Elizabeth Holleb reported on consolidated dispatch financial aspects. She added
that preliminary estimates were provided to the City Council in April 2014 to assess the projected
savings from consolidation. The approved FY15 budget anticipated dispatch services to be
provided in-house since the consolidation had not yet been approved. Ms. Holleb added that
revised FY15 budget estimates based on the currently anticipated transition costs as well as an
updated ten-year cost comparison reflect that considerable cost savings are still anticipated with
consolidation.
COUNCIL ACTION: No Action Required
COMMENTS BY COUNCIL MEMBERS
38
Proceedings of the August 4, 2014
Regular City Council Meeting
A. Public Works Committee
1. Request City Council Input on a Com Ed Fee to Provide Detailed
Engineering Plans and a Cost Estimate for Burying Electrical Lines Along
McKinley Road Between Deerpath & Westminster
Director of Public Works Michael Thomas stated that the Public Works Committee and staff are
seeking direction from the City Council in relation to approval to proceed with a detailed design
and cost estimate for Com Ed to bury overhead wires along McKinley Road between Deerpath and
Westminster. Chairman of the Public Works Committee Catherine Waldeck led the Council in
discussion. She added that esthetically, it would look great to bury the lines; however she asked
other City Council member’s opinions on expenditures of funds. The City Council asked that the
City Manager talk with adjoining property owners about sharing some of the costs.
COUNCIL ACTION: If determined to be appropriate by City Council, approve a design and cost
estimate fee to Com Ed in the amount of $36,098.90 to bury the power lines along McKinley
from Deerpath to Westminster.
No formal action was taken by the City Council.
B. Property and Public Lands Committee
1. Consideration of a Recommendation from the Property and Public Lands
Committee in Support of the Award of a Contract to Teska Associates,
Inc. for Continued Consulting Services Related to Redevelopment of the
City’s former Municipal Services Site.
Chairman of the Property and Public Lands Committee, Jack Reisenberg, reported that in 2013, at
the direction of the City Council, the Property and Public Lands Committee (PPL) re-focused on the
former Municipal Services site as a high priority. Preliminary work was completed to confirm that
the property is eligible for consideration as a Tax Increment Financing District (TIF), the
development parameters were reviewed and updated, a developer selection process was
completed and preliminary negotiations are underway with a selected developer.
To date, the consultant’s role in this process has been vital. Teska Associates, Inc. was initially
selected as the City’s consultant for this project in 2012, after a Request for Proposals was issued
and after interviews of various consultant teams were conducted by the PPL. The Committee
concluded that Teska provided the skills, personality and approach that best fit the characteristics
of this site and the needs of the community. He added that the PPL is scheduled to present a
recommendation to the City Council in September, 2014 relating to the final selection of a
developer and approval of a term sheet. Chairman Reisenberg added that the PPL recommends
entering into a contract with Teska, Inc. for consultation services.
Alderman Pandaleon stated that the action requested by the Council at this time does not
approve a particular plan for the site, but instead, sets the framework for the critical next steps in
moving the community discussion forward on the future of the former Municipal Services site.
39
Proceedings of the August 4, 2014
Regular City Council Meeting
RECOMMENDATION: Authorize the City Manager to enter into a contract with Teska Associates,
Inc. for an amount not to exceed $35,000 for consulting services to support redevelopment of
the City owned property located at Laurel and Western Avenues.
Alderman Beidler made a motion authorizing the City Manager to enter into a contract with Teska
Associates, Inc. for an amount not to exceed $35,000 for consulting services to support
redevelopment of the City owned property located at Laurel and Western Avenues, seconded by
Alderman Moore. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon,
Tack, Reisenberg, Adelman and Moreno. 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 July 21, 2014 City Council meeting Minutes
2. Check Register for period June 28- July 25, 2014
3. Award of Contract for Thermoplastic Lane Marking
4. Consideration of an Ordinance Approving a Recommendation from the Zoning
Board of Appeals. (First Reading, and if Desired by the City Council, Final
Approval)
5. Approval of Shared Public Safety Information Technology Support to be
Provided by InterDev for a One-Year Period
COUNCIL ACTION: Approve the five (5) Omnibus items as presented.
Mayor Schoenheider asked the Council if they would like any item removed or be taken
separately, and seeing none, asked for a motion to approve the five (5) Omnibus items as
presented.
Alderman Pandaleon made a motion approving the Omnibus items as presented, seconded by
Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon,
Tack, Reisenberg, Adelman and Moreno. 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.
ORDINANCES
None
40
Proceedings of the August 4, 2014
Regular City Council Meeting
NEW BUSINESS
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (5), The City Council will be
discussing the consideration of purchase or lease of real property.
Alderman Reisenberg made a motion to adjourn into executive session pursuant to 5ILCS 120/2 (c)
(5) The City Council will be discussing the consideration of purchase or lease of real property,
seconded by Alderman Pandaleon. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore,
Pandaleon, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 8 Yeas, 0
Nays, motion carried.
Adjournment into executive session at 7:55 pm
The City Council Reconvened into regular session at 8:35 pm
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
None
ADJOURNMENT
There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by
Alderman Pandaleon Motion carried unanimously by voice vote at 8:36 p.m.
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.
41
Public Safety Employee Benefits Act
1 2014
A. Introduction
The Public Safety Employee Benefit Act (“the Act”) 820 ILCS 320/1, et seq., requires
certain benefits be provided to a public safety employee covered by the Act who suffers a
catastrophic injury or is killed in the line of duty. The Act defines a public safety
employee to include any full time law enforcement, correctional or correctional probation
officer, firefighter or licensed emergency medical technician (EMT) who is a sworn
member of a public fire department. The same benefits may be extended to the spouse
and eligible dependents of the catastrophically injured or deceased public safety
employee, provided the conditions as established by the Act are met.
The City of Lake Forest, as an employer of public safety employees, may be required to
pay the entire premium of the City’s basic health insurance plan for a public safety
employee and his/her spouse and eligible dependents for the period of time defined by the
Act, if such public safety employee is eligible for benefits under the Act.
B. Basic Health Insurance
As of May 1st of each year, The City of Lake Forest will designate the basic health
insurance plan. Public safety employees eligible for benefits under the Act and covered
by the City’s health insurance for at least 90 days prior to any qualifying event may elect
to continue their coverage under the City's basic health insurance plan. Health insurance
coverage under the Act does not include any supplemental coverage such as dental
insurance or life insurance. If such supplemental coverage(s) are available, they may be
continued by the eligible recipient at his/her own cost.
Health insurance benefits payable from any other source shall reduce benefits payable
under the Act. If a public safety employee is awarded health insurance benefits in
accordance with the conditions set forth in the Act, the eligible recipient will be required
to complete and submit to the City a PSEBA Recipient Reporting Form (“Reporting
Form”) on a bi-annual basis. The City will distribute a copy of the Reporting Form to
each eligible recipient by July 1 of every odd-numbered year, and the eligible recipient
must complete the Reporting Form and file it with the Director of Human Resources by
September 1 of the same year. If the eligible recipient fails to timely complete and file
the Reporting Form, he/she will be responsible for reimbursing the City for all health
insurance premiums paid during the time that the Reporting Form is due and not filed.
If a public safety employee applies for health insurance benefits under the Act and
benefits are not awarded, the public safety employee may continue to remain on a City
health insurance plan in accordance with applicable law; however, he/she will be
responsible for 100% of the health insurance premium cost after his/her employment
terminates. If the public safety employee chooses not to remain on a City health
insurance plan, he/she will be eligible to continue health insurance coverage in
accordance with the Consolidated Omnibus Reconciliation Act of 1985 (“COBRA”) and
other applicable law.
42
Public Safety Employee Benefits Act
2 2014
C. Application Process
1. Application Form: Any public safety employee, spouse, or eligible dependent
child who believes he/she is entitled to benefits under the Act must request the
Application Form - Public Safety Employee Benefit Act ("PSEBA Application") from the
Human Resources Department.
2. Completing the Application: The PSEBA Application must be completed, sworn
and notarized as to the content of the Application. In addition, signed and notarized
Medical Information Release and General Information Release forms must be submitted
with the PSEBA Application. The release forms authorize the collection of information
related to the incident including but not limited to: pension and disability proceedings,
workers compensation records, and medical records.
3. Time Period for Submission of Application: The completed PSEBA Application
and related release forms must be submitted to The City of Lake Forest, Attn: Director of
Human Resources, 800 N. Field Drive, Lake Forest, IL 60045 within one year after the
date on which a catastrophic injury or death is claimed to have occurred (the “Incident
Date”). In the event a timely application for pension benefits concerning any alleged
duty-related disability has been filed with a City Pension Board, the submission deadline
for the PSEBA Application shall be extended to the later of the Incident Date or the date
that is 30 days after the date of any final ruling by a City Pension Board. Failure to
submit a timely PSEBA Application shall result in a waiver of the claim for benefits
under the Act.
4. Processing of Application: Upon receipt of a timely completed PSEBA
Application and related release forms, the Director of Human Resources shall review the
PSEBA Application and engage in such additional fact-finding as may be deemed
necessary or appropriate by the Director of Human Resources to evaluate the PSEBA
Application.
a) If fact-finding is determined to be necessary, the applicant shall fully cooperate in
such fact-finding activity.
b) If the applicant refuses or otherwise fails to fully cooperate, a reminder notice
shall be sent to the applicant explaining the duty of full cooperation in the fact-
finding process.
c) If the applicant fails to cooperate as requested within 21 days after receipt of such
notice, the application for benefits shall be deemed withdrawn and waived.
During the period of processing and review of a PSEBA Application for benefits under
the Act, the applicant may remain on a City health insurance plan. The applicant will be
responsible for payment of 100% of the insurance premium cost.
5. Recommendation: Upon completing the review of a PSEBA Application and any
related investigation, the Director of Human Resources shall make a recommendation to
43
Public Safety Employee Benefits Act
3 2014
the City Manager concerning eligibility. The Director of Human Resources shall make
his or her recommendation within 45 days after submission of the completed PSEBA
Application and release forms; provided, however, that the time for rendering such
recommendation may be extended by a period of not more than 180 additional days for
purposes of completing the necessary fact-finding activity.
6. Determination of Eligibility: Upon receipt of the recommendation of the Director
of Human Resources, the City Manager shall review the file to make a determination
regarding eligibility. The determination shall be based on the PSEBA Application,
evidence provided by the applicant to the Director of Human Resources and the fact-
finding conducted by the Director of Human Resources. However, the burden shall be on
the applicant to provide the information necessary to demonstrate eligibility for health
insurance benefits under the Act.
7. City Manager Determination: Within 14 days after receipt of the
recommendation of the Director of Human Resources, the City Manager shall advise the
applicant, in writing, of one of the following two final determinations:
(a) The City approves the application and awards health insurance
benefits in accordance with the conditions set forth in the Act; or
(b) The City denies the application and refuses to provide health insurance
benefits under the Act.
All notices required to be given to the applicant pursuant to this policy shall be sent to the
applicant's last known residence via personal delivery or certified mail, return receipt
requested. If requested, a courtesy copy may be sent via email.
8. Health Insurance Premium Reimbursement: If health insurance benefits are
awarded and the eligible recipient elected to continue on a City health insurance plan
while the PSEBA Application was being reviewed, the eligible recipient will be
reimbursed within 60 calendar days of the award date the appropriate insurance premium.
The reimbursement would be for premiums paid from the date of the catastrophic injury
or death through the date benefits were awarded under the Act. There shall be no
reimbursement of health insurance premiums if the eligible recipient did not elect to
continue on a City health insurance plan while the PSEBA Application was being
reviewed.
D. Appeals Procedure
1. Denial of Benefit and Request for Hearing: If the City Manager denies the
benefit, the applicant will receive written notice of such denial. The applicant shall have
the right to submit a notice of appeal. The notice of appeal must be made in writing and
submitted to the City Manager no later than 30 days after the applicant receives the
written notice of denial. Failure to submit a timely notice of appeal shall result in a
waiver of the claim for benefits under the Act. In the event a notice of appeal is
submitted, the appointed members of the City’s Legal Committee will act as the hearing
44
Public Safety Employee Benefits Act
4 2014
body that will conduct a hearing to examine the issues presented on appeal. No ex-officio
member of the Legal Committee will be part of the hearing body.
2. Scheduling Hearing: If the applicant submits a notice of appeal, the hearing body
will schedule a hearing for a date that is not more than 120 days after the date the notice
of appeal is filed. The applicant will be given written notice of the date of the appeal
hearing at least [30] days before the hearing date. If the applicant cannot attend a hearing
on the date indicated in the notice, the applicant must contact the hearing authority within
15 days from the receipt of the notice of hearing with proposed alternative hearing dates
which are within 30 days of the original date selected. If the applicant fails to contact the
hearing officer with alternative hearing dates, the appeal hearing will be conducted on the
date indicated in the original notice.
3. Burden of Proof: At any appeal hearing, the applicant shall have the burden of
proving that he/she is qualified to receive benefits under the Act by a preponderance of
the evidence.
4. Supporting Materials. The applicant and the City Manager shall have the right to
submit written arguments and materials in support of such arguments to the hearing body
not less than 21 days prior to the hearing date. Such written arguments (exclusive of
exhibits) shall not exceed 25 pages.
5. Hearing Procedures. The hearing on appeal shall be confined to the presentation
of arguments based on supporting materials delivered in advance of the hearing to the
hearing body; provided, however, in extraordinary circumstances, the chair of the hearing
body may authorize the presentation during the hearing of live testimony under oath. At
the hearing, the applicant shall be permitted to make an oral presentation of his/her case
for not more than 25 minutes, and the City Manager shall be permitted to present rebuttal
arguments for not more than 25 minutes. The applicant shall be granted not more than 10
minutes for closing arguments. The applicant and City Manager shall have the right to be
represented by counsel.
6. Appeal Determination: Within 30 days after the conclusion of the appeal hearing,
the hearing body shall make a written report and recommendation on the merits of the
PSEBA Application to the City Council. The City Council will issue a written final
decision within 35 days after receipt of the hearing body’s report and recommendation.
The decision of the City Council shall be the final administrative determination of The
City of Lake Forest.
7. Record Keeping: All records pertaining to the administrative process will be held
in a separate file in the applicant’s name within the Human Resources Department of The
City of Lake Forest. Request for such file shall be made in accordance with the
requirements of the Freedom of Information Act or as otherwise provided by law.
45
The City of Lake Forest Application Form
Public Safety Employee Benefits Act
2014
Name of Applicant:
Date of Application:
If applicant is a family member, indicate relationship
to injured/deceased employee:
Date of hire of injured/deceased employee:
Job title of injured/deceased employee:
Provide a description of when, where and how the catastrophic injury or death occurred
(attach additional documentation if necessary):
Has a line of duty - disability pension been applied for or granted by the Police or Fire
Pension Fund Board?
___ Yes (if yes, complete following items) ___ No
Date of application for pension ____________________
Date pension received ____________________
___ Applicant is responsible for submitting a copy of all materials submitted in
support of pension application (check when complete)
___ Applicant is responsible for submitting a copy of all transcripts and exhibits
from a Pension Board hearing that resulted in the award of a duty-related disability
pension (check when complete)
46
The City of Lake Forest Application Form
Public Safety Employee Benefits Act
2014
List all witnesses to the catastrophic injury or death (attach additional list if necessary); if no
witnesses, indicate as such:
1) Name:__________________________________________________
2) Name:__________________________________________________
Describe whether the catastrophic injury or death occurred as a result of (indicate which
applies and provide details; attach additional sheet if necessary):
___ a) the officer’s response to fresh pursuit;
___ b) the officer or firefighter’s response to what was reasonably believed to be an
emergency;
___ c) an unlawful act perpetrated by another; or
___ d) during the investigation of a criminal act.
47
The City of Lake Forest Application Form
Public Safety Employee Benefits Act
2014
Provide any other facts that would qualify you for possible benefits under the Act (attach
additional sheet if necessary):
Has the applicant experienced prior injuries to the same part of the body affected by the
catastrophic injury? If yes, describe those injuries.
Has the applicant previously applied for and been denied benefits under the Act?
___ Yes (if yes, attach copy of application and denial) ___ No
48
The City of Lake Forest Application Form
Public Safety Employee Benefits Act
2014
List other current sources of health insurance benefits available to you. Include company
name and benefit plan.
1) Source: _______________________________________________________
2) Source: _______________________________________________________
3) Source: _______________________________________________________
Employee Certification
I, (print name) ______________________________________, hereby make application for
benefits under the Public Safety Employee Benefits Act (Act). The information
contained herein is true, correct, accurate, and complete to the best of my knowledge and
belief. I understand that it is unlawful for a person to willfully and knowingly make, or
cause to be made, or to assist, conspire with, or urge another to make, or cause to be
made, any false, fraudulent, or misleading oral or written statement to obtain health
insurance coverage as provided under the Act. Such actions constitute a Class A
misdemeanor. I further understand that if convicted of a violation under this Act, I / my
beneficiaries forfeit the right to receive health insurance benefits and shall reimburse The
City of Lake Forest for all benefits paid due to the fraud or other prohibited activity. I
agree to cooperate fully in any fact-finding the City deems necessary or appropriate in
evaluating my eligibility for benefits under the Act, and I understand that my refusal to so
cooperate shall result in my application being deemed withdrawn and waived.
Signature of Applicant:
___________________________________________________________________
Date:___________________
Subscribed and Sworn to before me this _______Day of ___________________, 20____.
_____________________________________________ (SEAL)
Notary Public
49
The City of Lake Forest Medical Information Release Form
Public Safety Employee Benefits Act
2014
I, (print name) _______________________________________ hereby authorize my
physicians, psychologists, psychiatrists, counselors, physical therapists, medical facilities,
hospitals, clinics, labs, and any other health care providers, as well as the institution(s)
with which they are affiliated, to release to The City of Lake Forest and/or its
representatives any medical records, mental health information or other medical
information (including but not limited to my entire medical file, any spoken, written,
photographic or electronic records or facts about my medication reports, consultation
reports, billing records, payment records, medical or mental health condition, reports,
treatment records, x-rays, photographs, studies, notes, payments, prescriptions, insurance
records or claims forms) which relate in any way to the injury to my
______________________________________ (part of body) derived from medical
and/or mental health services provided by the following health care providers and
medical facilities (hospitals, laboratories, etc.):
Name Address Telephone
50
The City of Lake Forest General Information Release Form
Public Safety Employee Benefits Act
2014
The above-described medical records and information should be released to The City of
Lake Forest, Attn: Director of Human Resources, 800 N. Field Drive, Lake Forest, IL
60045 or any other authorized City representative. I know that these records will be used
for legal matters connected with my application for benefits under the Public Safety
Employee Benefits Act and that my records may be disclosed to consultants, experts and
legal counsel hired by the City.
This request specifically includes the release of any records relating to my current or past
mental health status as deemed relevant by The City of Lake Forest, so that the City may
assess my qualification for benefits under the Public Safety Employee Benefits Act. I
understand that by releasing these records, I am waiving any rights I might have under
the Illinois Mental Health and Developmental Disabilities Confidentiality Act, which
governs disclosure of certain confidential mental health information.
I know that my records may also contain other very private information about sexually
transmissible diseases (such as hepatitis, syphilis, or gonorrhea), human immune
deficiency virus (HIV) or acquired immune deficiency syndrome (AIDS) tests and
results. If so, I allow the sharing of this information, including the HIV or AIDS test
results, with the City. I give up and waive the protections under Federal and State Laws.
This consent will expire one year from the date signed, unless I revoke it earlier, in
writing, and signed by a witness who can attest to my identity. I understand any such
revocation will not be effective until delivered to the health care providers listed above
and will not affect any prior release of information. I understand I may ask to inspect
and/or copy the records that are being released.
I know that signing this form is voluntary. If I do not sign this form, it will not affect
how my health care providers treat me or my enrollment in a health plan.
I agree that a copy of this form may be treated as a signed original.
Social Security #: ________________
Date of Birth: ________________
______________________________________ _______________________
Signature of Employee Date
or Employee’s Authorized Representative
Subscribed and Sworn to before me this _______Day of ___________________, 20____.
_____________________________________________ (SEAL)
Notary Public
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The City of Lake Forest General Information Release Form
Public Safety Employee Benefits Act
2014
I, (print name) _____________________________________________ hereby authorize
The City of Lake Forest’s workers compensation carrier; the Board of Fire and Police
Commissioners; the Police Pension Board; the Fire Pension Board; and any other person
or entity to release to The City of Lake Forest and/or its representatives any records
which relate in any way to the injury to my ________________ (part of body) pursuant
to which my claim for benefits under the Public Safety Employee Benefits Act is made.
The above-described records and information should be released to The City of Lake
Forest, Attn: Human Resources Department, 220 E. Deerpath, Lake Forest, IL 60045 or
any other authorized City representative.
This request specifically includes the release of any records The City of Lake Forest
reasonably deems relevant to assess my qualification for benefits under the Public Safety
Employee Benefits Act. This consent will expire one year from the date signed, unless I
give written notice of earlier revocation to The City of Lake Forest, Attn: Director of
Human Resources, 220 E. Deerpath, Lake Forest, IL 60045 or any other authorized City
representative. I understand that any such revocation will not be effective until delivered
to The City of Lake Forest and will not affect any prior release of information. I
understand that I may ask to inspect and/or copy the records that are being released.
_____________________________________ _____________________
Signature of Employee Date
or Employee’s Authorized Representative
Subscribed and Sworn to before me this _______Day of ___________________, 20____.
_____________________________________________ (SEAL)
Notary Public
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THE CITY OF LAKE FOREST
RESOLUTION NO. ______
A RESOLUTION APPROVING THE SERVICE AGREEMENT AND MUTUAL RELEASE
WITH INNER SECURITY SYSTEMS, INC.
WHEREAS, Inner Security Systems, Inc. (“ISI”) has been providing security services for
The City of Lake Forest (the “City”) as well as residents and businesses within the City, for a
number of years, from equipment located on City property; and
WHEREAS, the City is in the process of changing the manner in which security alarms
will be transferred to City agencies that will necessitate a change in the manner the City and ISI
have been doing business; and
WHEREAS, a controversy has arisen between the parties as to the nature and terms of
the relationship between them including but not limited to whether there is a contract between
the City and ISI; and
WHEREAS, the parties desire for ISI to continue providing security services for the City
pursuant to certain terms; and
WHEREAS, the parties also desire to compromise and settle any and all claims, causes
of action, or demands that exist between the parties hereto, pertaining to the matters mentioned
in the recitals above; and
WHEREAS, the Mayor and City Council find and determine that it is in the best interests
of the City and its residents to approve the Agreement and Release Between Inner Security
Systems, Inc. and The City of Lake Forest, attached hereto as Exhibit A (the “Agreement”), as
well as the Service Agreement, attached to the Agreement as Exhibit A (collectively the
Agreement and the Service Agreement are referred to as the “Agreements”).
NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of The City of
Lake Forest, County of Lake, State of Illinois, as follows:
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SECTION 1: The foregoing recitals are incorporated into this Resolution as findings of
the Mayor and City Council.
SECTION 2: The Mayor and City Council, pursuant to an affirmative vote by the City
Council, hereby: (i) approve the Agreement in substantially the form attached hereto as Exhibit
A; (ii) approve the Service Agreement in substantially the form attached as Exhibit A to the
Agreement; (iii) appropriate funds in support of the Service Agreement ; and (iv) authorize the
City Manager and City Clerk to execute such Agreements on behalf of the City, provided that
the City Manager and City Clerk first receive executed Agreements from ISI in a form
acceptable to the City Attorney within 60 days after passage of this Resolution.
SECTION 3: This Resolution shall be in full force and effect upon its passage and
approval in the manner provided by law.
PASSED THIS ___ DAY OF _______, 2014
AYES ( )
NAYS ( )
ABSENT ( )
APPROVED THIS _____ DAY OF _______, 2014
Mayor
ATTEST:
City Clerk
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EXHIBIT A
Agreement and Release
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SERVICE AGREEMENT
This Agreement is made and entered into this ______ day of September,
2014, by and between The City of Lake Forest (hereinafter known as "City"), with
a business address of 220 E. Deerpath, Lake Forest, Illinois 60045 and Inner
Security Systems, Inc., 418 Treasure Drive, Oswego, Illinois 60543 (hereinafter
known as "ISI").
The parties hereto agree as follows:
1. Upon the terms and conditions set forth herein, the City grants to ISI
the right to provide and maintain an alarm monitoring system (hereinafter known
as “System”) to be located in the police and fire center located at 255 W.
Deerpath, Lake Forest, Illinois 60045 (the “Center”).
2. This Agreement shall begin on September 8, 2014 (the “Effective
Date”) and shall terminate two (2) years from the Effective Date. This Agreement
may be renewed for an additional two (2) year period and under the same terms
and conditions contained herein upon written notice from the City to ISI, provided
that such written notice is issued by the City to ISI 90 days or more prior to the
expiration of the initial term.
3. ISI is currently contracted with a number of residents and businesses
under the existing System currently in place with the City, which is operated by
ISI. ISI acknowledges that the City is changing its 9-1-1 monitoring and response
system so that calls are routed through a common location with other towns or
villages, such change being currently scheduled to take place on the Effective
Date. ISI will offer an alarm monitoring service to businesses and residents of
Lake Forest consistent with the new method of operation, including but not limited
to the current customer base under the new 9-1-1 system at such cost and fees to be
charged in their reasonable discretion.
4. During the term of this Agreement, ISI will also provide the services
called for in paragraph 3 above to the City at the locations listed in Exhibit A,
attached hereto and made a part hereof. In exchange for ISI being granted approval
to continue to maintain the Keltron Radio Network Equipment in the Center, ISI
will provide Central Station Monitoring Service and maintain the Keltron Radio in
each of the City locations listed in Exhibit A for the price set forth in such exhibit.
Subject to the terms of this Agreement, the City agrees to accept service from ISI
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in accordance with the terms of the “Managed Network- Central Office Monitoring
Agreement,” attached hereto as Exhibit B (the “Monitoring Terms”), for the
locations listed in Exhibit A for the term of this Agreement. To the extent that
there is any inconsistency between the provisions of this Agreement and the terms
in Exhibit B, the terms of this Agreement shall prevail and the terms in Exhibit B
shall be deemed modified accordingly.
5. ISI will maintain all required equipment with all attendant cabling and
labor, on a 24-hour basis, at no expense to the City. ISI will continually provide a
state of the art system, throughout the term of the Agreement. Consistent with the
foregoing, upon notice of any defect or deficiency in performance of the System
from the City, and notwithstanding anything to the contrary in the Monitoring
Terms, ISI shall commence corrective action with 24 hours of such notice. In
addition, ISI agrees to periodically test the radio network performance at least
every 30 days and to keep reports of such test results, which shall be provided to
the City upon request. ISI further agrees that, with respect to the locations
identified in Exhibit A and notwithstanding anything to the contrary in the
Monitoring Terms, upon receipt of a signal from an alarm in any such location, ISI
will make continued efforts to notify the City’s designated 9-1-1 dispatch center
until such contact is made.
6. In accepting this service from ISI, the City understands that ISI will,
upon the new System become operative, initially will charge Lake Forest residents
and business $44.95 per month for Central Station Monitoring/Radio Maintenance.
7. In the event that either party fails to perform any of its obligations
under this Agreement, the defaulting party shall be given written notice of such
default promptly upon discovery of any claimed default. The defaulting party shall
have the opportunity to cure its non-performance during the 30 days following
receipt of written notice of the default, unless the defaulting party is diligently
pursuing a cure but effecting such cure is delayed for reasons beyond the
defaulting party’s control, in which case the opportunity to cure will be extended
for such time as the defaulting party is diligently pursuing a cure, a period of time
that will in no event be longer than 90 days (the “Cure Period”). Should the
defaulting party fail to correct said default, the agreement may be terminated by
the non-defaulting party at the expiration of the Cure Period. Additionally, and
notwithstanding any notice or cure as provided in this Section 7, in the event that
ISI fails to satisfy the performance standards set forth in Section 5 of this
Agreement more than four times in any 12-month period (“Repeated Non-
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Performance”), such Repeated Non-Performance shall authorize the City to
immediately terminate this Agreement.
8. The City acknowledges that ISI owns and will continue to own all
equipment installed by it in accordance with this Agreement, and upon termination
or expiration of this Agreement for any reason, ISI shall have the right to remove
all equipment within thirty (30) days of termination.
10. ISI shall procure, maintain, and keep in force, at its sole cost and
expense, all insurance necessary to protect and hold harmless the City and its
elected and appointed officers, officials, attorneys, agents, employees and
representatives, from any claim, cause of action, injury, or loss, no matter how
sustained, allegedly arising out of or related in any way to the system and the
services and facilities provided by ISI pursuant to this Agreement, except to the
extent that the City causes or contributes to such claim as a result of its negligent
act or omission. Such insurance shall include, the minimum insurance coverages
and limits set forth below, which coverage's and limits shall be deemed to be
minimum insurance coverages and limits under this Agreement.
(i) General Public Liability insurance with a combined single limit
of $500,000;
(ii) Workers' Compensation and Employers Liability insurance
sufficient and proper under the laws of the state wherein the
responsibilities are to be performed to protect ISI against
claims under the compensation laws of said state;
(iii) Automobile Public Liability insurance covering all vehicles
used in connection with this Agreement with a combined limit
of $500,000.
ISI waives and releases the City and its elected and appointed officers, officials,
attorneys, agents, employees and representatives, from any and all claims relating
to any damage to the System or any claim, cause of action, injury, or loss to it or its
employees, contractors, or representatives, unless caused by the gross negligent or
intentional conduct of the City or its elected and appointed officers, officials,
attorneys, agents, employees and representatives.
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11. If any provision of this Agreement is determined to be invalid or
unenforceable, the provision shall be deemed to be severable from the remainder of
this Agreement and shall not cause the invalidity or un-enforceability of the
remainder of this Agreement.
12. This Agreement shall be subject to all necessary approvals of local,
and state regulatory agencies having jurisdiction over the provision of System. If
any provision of this Agreement does not comply with any law, ordinance or
regulation of any regulatory authority, such provision shall to the extent possible
be interpreted in such a manner as to comply with such law, ordinance or
regulation, or if such interpretation is not possible, it shall be deemed amended to
satisfy the minimum requirements thereof.
13. All notices and other communications in connection with this
Agreement shall be in writing and shall be deemed delivered to the addressee
thereof when delivered in person at the address set forth below or three business
days after deposit thereof in any main or branch United States post office, certified
or registered mail, return receipt requested, postage prepaid, properly addressed to
the parties, respectively, as follows:
Chief of Police
Lake Forest Police Department
255 W. Deerpath
Lake Forest, IL 60045
Inner Security Systems, Inc.
418 Treasure Drive
Oswego, IL 60543
14. Neither party shall be liable to the other for any loss, damage, delay or
failure to perform in whole or in part resulting from causes beyond such party’s
reasonable control, including, but not limited to, fires, earthquakes, strikes, delays
in transportation, or requirements of any governmental authority.
15. This Agreement shall be binding upon heirs, executors,
administrators, successors, and assigns of both parties.
16. All questions with respect to the construction of this Agreement and
the rights and liabilities of the parties shall be governed in accordance with the
laws of Illinois.
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17. This Agreement incorporates the entire agreement and understanding
between the parties and there are no oral agreements, understandings or
representations between the parties, which are not reduced to writing herein. This
Agreement may not be changed, modified, or discharged except in writing
executed by all parties hereto.
IN WITNESS WHEREOF, the parties hereto have entered into this
Agreement as of the date and year noted below.
For: The City of Lake Forest, IL For: Inner Security Systems, Inc.
Name: ______________________ Name: __________________________
Print Print
Title: _______________________ Title: ___________________________
Signature: ___________________ Signature: _______________________
Date: ______________________ Date: ___________________________
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THE CITY OF LAKE FOREST
ORDINANCE NO. 2014-___
AN ORDINANCE AMENDING CHAPTER 9 OF
THE CITY CODE TO REGULATE ILLICIT
DISCHARGE AND STORMWATER CONNECTION
WHEREAS, The City of Lake Forest (the “City”) has developed a system of separate
storm water and sanitary sewer systems throughout much of Lake Forest; and
WHEREAS, in order to ensure the proper functioning of such systems, the City has
established programs to inspect properties to keep storm water separate from other discharges,
and to minimize inflow and infiltration of non-sewage into the City’s sanitary sewer system; and
WHEREAS, consistent with applicable State and federal laws, the City Council of the City
has determined that it is in the best interests of the City and its residents to supplement its
existing ordinances and regulations by enacting this “Ordinance Regulating Illicit Discharge and
Stormwater Connection”;
NOW, THEREFORE, BE IT ORDANED BY THE CITY COUNCIL OF THE CITY OF
LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows:
Section One: Recitals. The foregoing recitals are hereby incorporated into and made
a part of this Ordinance as if fully set forth.
Section Two: Adoption of Ordinance; Amendment to Chapter 9 of the City Code.
Article XXII, entitled “Plumbing Code,” of Chapter 9, entitled “Buildings,” of the Lake Forest City
Code is hereby amended by adding a new Section 9-205, which Section 9-205 shall hereafter be
and read as follows:
Sec. 9-205 ORDINANCE REGULATING ILLICIT DISCHARGE AND
STORMWATER CONNECTION.
The provisions of this Section 9-205 shall be known as the City’s “Ordinance
Regulating Illicit Discharge and Stormwater Connection.”
A. Purpose/Intent.
The purpose of this ordinance is to provide for the health, safety, and general
welfare of the citizens of The City of Lake Forest through the regulation of non-
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storm water discharges to the storm drainage system to the maximum extent
practicable as required by federal and state law. This ordinance establishes
methods for controlling the introduction of pollutants into the municipal separate
storm sewer system (MS4) in order to comply with requirements of the National
Pollutant Discharge Elimination System (NPDES) permit process. The objectives of
this ordinance are:
(1) To regulate the contribution of pollutants to the City’s municipal separate
storm sewer system (MS4) by stormwater discharges by any user;
(2) To prohibit Illicit Connections and Discharges to the municipal separate
storm sewer system; and
(3) To establish legal authority to carry out all inspection, surveillance and
monitoring procedures necessary to ensure compliance with this
ordinance.
B. Definitions.
For the purposes of this ordinance, the following shall mean:
Authorized Enforcement Agency: employees or designees of the director of the
Public Works Department, designated to enforce this ordinance.
Best Management Practices (BMPs): schedules of activities, prohibitions of
practices, general good housekeeping practices, pollution prevention and
educational practices, maintenance procedures, and other management
practices to prevent or reduce the discharge of pollutants directly or indirectly to
stormwater, receiving waters, or stormwater conveyance systems. BMPs also
include treatment practices, operating procedures, and practices to control site
runoff, spillage or leaks, sludge or water disposal, or drainage from raw materials
storage.
Clean Water Act. The federal Water Pollution Control Act (33 U.S.C. § 1251 et
seq.), and any subsequent amendments thereto.
Construction Activity. Activities subject to NPDES Construction Permits.
Currently these include construction projects resulting in land disturbance of 5
acres or more. NPDES Storm Water Phase II permits will be required for
construction projects resulting in land disturbance of 1 acre or more. Such
activities include but are not limited to clearing and grubbing, grading, excavating,
and demolition.
Hazardous Materials. Any material, including any substance, waste, or combination
thereof, which because of its quantity, concentration, or physical, chemical, or
infectious characteristics may cause, or significantly contribute to, a substantial
present or potential hazard to human health, safety, property, or the environment
when improperly treated, stored, transported, disposed of, or otherwise managed.
Illegal Discharge. Any direct or indirect non-storm water discharge to the storm
drain system, except as exempted in Subsection G of this ordinance.
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Illicit Connections. An illicit connection is defined as either of the following:
1. Any drain or conveyance, whether on the surface or subsurface, which
allows an illegal discharge to enter the storm drain system including but
not limited to any conveyances which allow any non-storm water
discharge including sewage, process wastewater, and wash water to
enter the storm drain system and any connections to the storm drain
system from indoor drains and sinks, regardless of whether said drain
or connection had been previously allowed, permitted, or approved by
an authorized enforcement agency; or
2. Any drain or conveyance connected from a commercial or industrial
land use to the storm drain system which has not been documented in
plans, maps, or equivalent records and approved by an authorized
enforcement agency.
Industrial Activity. Activities subject to NPDES Industrial Permits as defined
in 40 CFR, Section 122.26 (b)(14), or any successor provision.
National Pollutant Discharge Elimination System (NPDES) Storm Water
Discharge Permit. Means a permit issued by EPA (or by a State under
authority delegated pursuant to 33 USC § 1342(b)) that authorizes the
discharge of pollutants to waters of the United States, whether the permit is
applicable on an individual, group, or general area-wide basis.
Non-Storm Water Discharge. Any discharge to the storm drain system that is
not composed entirely of storm water.
Person. Means any individual, association, organization, partnership, firm,
corporation, or other entity recognized by law and acting as either the owner
or as the owner's agent.
Pollutant. Anything which causes or contributes to pollution. Pollutants may
include, but are not limited to: paints, varnishes, and solvents; oil and other
automotive fluids; non-hazardous liquid and solid wastes and yard wastes;
refuse, rubbish, garbage, litter, or other discarded or abandoned objects,
ordinances, and accumulations, so that same may cause or contribute to
pollution; floatables; pesticides, herbicides, and fertilizers; hazardous
substances and wastes; sewage, fecal coliform and pathogens; dissolved and
particulate metals; animal wastes; wastes and residues that result from
constructing a building or structure; and noxious or offensive matter of any
kind.
Premises. Any building, lot, parcel of land, or portion of land whether
improved or unimproved including adjacent sidewalks and parking strips.
Storm Drainage System. Publicly-owned facilities by which storm water is
collected and/or conveyed, including but not limited to any roads with
drainage systems, municipal streets, gutters, curbs, inlets, piped storm drains,
pumping facilities, retention and detention basins, natural and human-made or
altered drainage channels, reservoirs, and other drainage structures.
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Storm Water. Any surface flow, runoff, and drainage consisting entirely of
water from any form of natural precipitation, and resulting from such
precipitation.
Stormwater Pollution Prevention Plan. A document which describes the Best
Management Practices and activities to be implemented by a person or
business to identif y sources of pollution or contamination at a site and the
actions to eliminate or reduce pollutant discharges to Stormwater, Stormwater
Conveyance Systems, and/or Receiving Waters to the Maximum Extent
Practicable.
Wastewater. Any water or other liquid, other than uncontaminated storm
water, discharged from a facility.
C. APPLICABILITY.
This ordinance shall apply to all water entering the storm drain system
generated on any developed and undeveloped lands unless explicitly
exempted by an authorized enforcement agency.
D. RESPONSIBILITY FOR ADMINISTRATION.
The Public W orks Department shall administer, implement, and enforce the
provisions of this ordinance. Any powers granted or duties imposed upon the
authorized enforcement agency may be delegated in writing by the Director of
the authorized enforcement agency to persons or entities acting in the
beneficial interest of or in the employ of the agency.
E. SEVERABILITY.
The provisions of this ordinance are hereby declared to be severable. If any
provision, clause, sentence, or paragraph of this Ordinance or the application
thereof to any person, establishment, or circumstances shall be held invalid,
such invalidity shall not affect the other provisions or application of this
Ordinance.
F. ULTIMATE RESPONSIBILITY.
The standards set forth herein and promulgated pursuant to this ordinance are
minimum standards; therefore this ordinance does not intend nor imply that
compliance by any person will ensure that there will be no contamination,
pollution, nor unauthorized discharge of pollutants.
G. DISCHARGE PROHIBITIONS.
1. Prohibition of Illegal Discharges.
No person shall discharge or cause to be discharged into the municipal storm
drain system or watercourses any materials, including but not limited to
pollutants or waters containing any pollutants that cause or contribute to a
violation of applicable water quality standards, other than storm water.
The commencement, conduct, or continuance of any illegal discharge to the
storm drain system is prohibited except as described as follows:
a. The following discharges are exempt from discharge prohibitions
established by this ordinance: water line flushing or other potable
water sources, landscape irrigation or lawn watering, diverted
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stream flows, rising ground water, ground water infiltration to storm
drains, uncontaminated pumped ground water, foundation or
footing drains (not including active groundwater dewatering
systems), crawl space pumps, air conditioning condensation,
springs, non-commercial washing of vehicles, natural riparian
habitat or wet-land flows, swimming pools (if dechlorinated -
typically less than one PPM chlorine), firefighting activities, and
any other water source not containing Pollutants.
b. Discharges specified in writing by the authorized enforcement
agency as being necessary to protect public health and safety.
c. Dye testing is an allowable discharge, but requires a written
notification to the authorized enforcement agency prior to the time
of the test.
d. The prohibition shall not apply to any non-storm water discharge
permitted under an NPDES permit, waiver, or waste discharge
order issued to the discharger and administered under the authority
of the United States Environmental Protection Agency, provided
that the discharger is in full compliance with all requirements of the
permit, waiver, or order and other applicable laws and regulations,
and provided that written approval has been granted for any
discharge to the storm drain system.
2. Prohibition of Illicit Connections.
a. The construction, use, maintenance, or continued existence of illicit
connections to the storm drain system is prohibited.
b. This prohibition expressly includes, without limitation, illicit
connections made in the past, regardless of whether the connection
was permissible under law or practices applicable or prevailing at
the time of connection.
c. A person is considered to be in violation of this ordinance if the
person connects a line conveying sewage to the MS4, or allows
such a connection to continue.
H. SUSPENSION OF MS4 ACCESS.
1. Suspension due to Illicit Discharges in Emergency Situations
The Public Works Department may, without prior notice, suspend MS4
discharge access to a person when such suspension is necessary to stop
an actual or threatened discharge which presents or may present
imminent and substantial danger to the environment, or to the health or
welfare of persons, or to the MS4 or Waters of the United States. If the
violator fails to comply with a suspension order issued in an emergency, the
authorized enforcement agency may take such steps as deemed necessary to
prevent or minimize damage to the MS4 or Waters of the United States, or to
minimize danger to persons.
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2. Suspension due to the Detection of Illicit Discharge
Any person discharging to the MS4 in violation of this ordinance may have
their MS4 access terminated if such termination would abate or reduce an illicit
discharge. The authorized enforcement agency will notify a violator of the
proposed termination of its MS4 access. The violator may petition the
authorized enforcement agency for a reconsideration and hearing.
A person commits an offense if the person reinstates MS4 access to
premises terminated pursuant to this Section, without the prior approval of
the authorized enforcement agency.
I. INDUSTRIAL OR CONSTRUCTION ACTIVITY DISCHARGES.
Any person subject to an industrial or construction activity NPDES storm
water discharge permit shall comply with all provisions of such permit. Proof
of compliance with said permit may be required in a form acceptable to the
Public Works Department prior to the allowing of discharges to the MS4.
J. MONITORING OF DISCHARGES.
1. Applicability.
This section applies to all facilities that have storm water discharges
associated with industrial activity, including construction activity.
2. Access to Facilities.
a. The Public Works Department shall be permitted to enter
and inspect facilities subject to regulation under this
ordinance as often as may be necessary to determine
compliance with this ordinance. If a discharger has security
measures in force which require proper identification and
clearance before entry into its premises, the discharger shall
make the necessary arrangements to allow access to
representatives of the authorized enforcement agency.
b. Facility operators shall allow the Public Works Department
ready access to all parts of the premises for the purposes of
inspection, sampling, examination and copying of records that
must be kept under the conditions of an NPDES permit to
discharge storm water, and the performance of any additional
duties as defined by state and federal law.
c. The Public Works Department shall have the right to set up
on any permitted facility such devices as are necessary in
the opinion of the authorized enforcement agency to conduct
monitoring and/or sampling of the facility's storm water
discharge. It is a violation of this ordinance to tamper with
any such device.
d. The Public Works Department has the right to require the
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discharger to install monitoring equipment as necessary. The
facility's sampling and monitoring equipment shall be maintained
at all times in a safe and proper operating condition by the
discharger at its own expense. All devices used to measure
stormwater flow and quality shall be calibrated to ensure their
accuracy. It is a violation of this ordinance to tamper with any
such device.
e. Any temporary or permanent obstruction to safe and easy
access to the facility to be inspected and/or sampled shall be
promptly removed by the operator at the written or oral
request of the Public Works Department and shall not be
replaced. The costs of clearing such access shall be borne by
the operator.
f. Unreasonable delays in allowing the Public Works Department
access to a permitted facility is a violation of a storm water
discharge permit and of this ordinance. A person who is the
operator of a facility with a NPDES permit to discharge storm
water associated with industrial activity c ommits an offense if
the person denies the authorized enforcement agency
reasonable access to the permitted facility for the purpose of
conducting any activity authorized or required by this
ordinance.
g. If the Public Works Department has been refused access to
any part of the premises from which stormwater is discharged,
and he/she is able to demonstrate probable cause to believe
that there may be a violation of this ordinance, or that there is a
need to inspect and/or sample as part of a routine inspection
and sampling program designed to verify compliance with this
ordinance or any order issued hereunder, or to protect the
overall public health, safety, and welfare of the community,
then the authorized enforcement agency may seek issuance of
a search warrant from any court of competent jurisdiction.
K. REQUIREMENT TO PREVENT, CONTROL, AND REDUCE STORM
WATER POLLUTANTS BY THE USE OF BEST MANAGEMENT
PRACTICES.
The Public Works Department shall have the authority to adopt requirements
identifying Best Management Practices (“BMPs”) for any activity, operation, or
facility which may cause or contribute to pollution or contamination of storm
water, the storm drain system, or waters of the United States. The owner or
operator of a commercial or industrial establishment shall provide, at their own
expense, reasonable protection from accidental discharge of prohibited
materials or other wastes into the municipal storm drain system or
watercourses through the use of these structural and non- structural BMPs.
Further, any person responsible for a property or premise, which is, or may be,
the source of an illicit discharge, may be required to implement, at said
person's expense, additional structural and non- structural BMPs to prevent
the further discharge of pollutants to the municipal separate storm sewer
system. Compliance with all terms and conditions of a valid NPDES permit
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authorizing the discharge of storm water associated with industrial activity, to
the extent practicable, shall be deemed compliance with the provisions of this
section. These BMPs shall be part of a stormwater pollution prevention plan
(SWPP) as necessary for compliance with requirements of the NPDES
permit.
L. WATERCOURSE PROTECTION.
Every person owning property through which a watercourse passes, or such
person's lessee, shall keep and maintain that part of the watercourse within
the property free of trash, debris, excessive vegetation, and other obstacles
that would pollute, contaminate, or significantly retard the flow of water through
the watercourse. In addition, the owner or lessee shall maintain existing
privately owned structures within or adjacent to a watercourse, so that such
structures will not become a hazard to the use, function, or physical integrity of
the watercourse.
M. NOTIFICATION OF SPILLS.
Notwithstanding other requirements of law, as soon as any person
responsible for a facility or operation, or responsible for emergency response
for a facility or operation has information of any known or suspected release
of materials which are resulting or may result in illegal discharges or pollutants
discharging into storm water, the storm drain system, or water of the United
States, said person shall take all necessary steps to ensure the discovery,
containment, and cleanup of such release. In the event of such a release of
hazardous materials, said person shall immediately notify emergency
response agencies of the occurrence via emergency dispatch services. In
the event of a release of non-hazardous materials, said person shall
notify the authorized enforcement agency in person or by phone or facsimile
no later than the next business day. Notifications in person or by phone shall
be confirmed by written notice addressed and mailed to the Public Works
Department within three business days of the phone notice. If the discharge of
prohibited materials emanates from a commercial or industrial establishment,
the owner or operator of such establishment shall also retain an on-site written
record of the discharge and the actions taken to prevent its recurrence. Such
records shall be retained for at least three years.
N. ENFORCEMENT.
1. Notice of Violation.
Whenever the Public Works Department finds that a person has violated a
prohibition or failed to meet a requirement of this Ordinance, the authorized
enforcement agency may order compliance by written notice of violation to the
responsible person. Such notice may require without limitation:
(a) The performance of monitoring, analyses, and reporting;
(b) The elimination of illicit connections or discharges;
(c) That violating discharges, practices, or operations shall cease
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and desist;
(d) The abatement or remediation of storm water pollution or
contamination hazards and the restoration of any affected
property;
(e) Payment of a fine to cover administrative and remediation
costs; and/or
(f) The implementation of source control or treatment BMPs.
If abatement of a violation and/or restoration of affected property is required,
the notice shall set forth a deadline within which such remediation or
restoration must be completed. Said notice shall further advise that, should
the violator fail to remediate or restore within the established deadline, the work
will be done by a designated governmental agency or a contractor and the
expense thereof shall be charged to the violator and any charges shall
become a special assessment against the property and shall constitute a lien
on the property for the amount of the assessment.
2. Enforcement of Violation Notice.
In the event that a person fails to take corrective action pursuant to a notice
of violation, such failure shall subject such person to any or all of the
remedies set forth in Subsections Q-T of this Ordinance.
O. APPEAL OF NOTICE OF VIOLATION.
Any person receiving a Notice of Violation may appeal the determination of
the authorized enforcement agency. The notice of appeal must be received
within 5 days from the date of the Notice of Violation by the City Clerk. The
City Manager (or the Manager’s designee) shall conduct the hearing on the
appeal within 21 days from the date of receipt of the notice of appeal. The
decision of the City Manager or the Manager’s designee, which shall be issued in
writing, shall be final.
P. ENFORCEMENT MEASURES AFTER APPEAL.
If the violation has not been corrected pursuant to the requirements set forth in
the Notice of Violation, or, in the event of an appeal, within 30 days of the
decision of the City Manager (or the Manager’s designee) upholding the
decision of the authorized enforcement agency, then representatives of the
authorized enforcement agency shall have the right to enter upon the subject
private property and are authorized to take any and all measures necessary to
abate the violation and/or restore the property. It shall be unlawful for any
person, owner, agent, or person in possession of any premises to refuse to
allow the government agency or designated contractor to enter upon the
premises for the purposes set forth above.
Q. COST OF ABATEMENT OF THE VIOLATION.
1. Within 30 days after abatement of the violation, the owner of the
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property will be notified of the cost of abatement, including administrative
costs. The property owner may file a written protest with the City Clerk
objecting to the amount of the assessment within 15 days. The City Manager
(or the Manager’s designee) shall review such objection within 15 days and thereafter issue
a written decision with respect to such objection. The decision of the City Manager or the
Manager’s designee shall be final.
2. If the amount due is not paid within a timely manner as determined by
the decision of the City Manager or the Manager’s designee or by the
expiration of the time in which to file an appeal, the charges shall become a
special assessment against the property and shall constitute a lien on the
property for the amount of the assessment. Any person violating any of the
provisions of this article shall become liable to the city by reason of such
violation.
R. FINES AND PENALTIES; INJUNCTIVE RELIEF.
It shall be unlawful for any person to violate any provision or fail to comply with
any of the requirements of this Ordinance. If a person has violated or continues
to violate the provisions of this ordinance, the authorized enforcement agency
may levy fines and penalties in an amount not to exceed $1,000.00 per day
for each such violation; each day that a violation shall continue shall be
deemed a separate violation. In addition, the enforcement agency may
petition for a preliminary or permanent injunction restraining the person from
activities which would create further violations or compelling the person to
perform abatement or remediation of the violation.
S. VIOLATIONS DEEMED A PUBLIC NUISANCE.
In addition to the enforcement processes and penalties provided, any condition
caused or permitted to exist in violation of any of the provisions of this
Ordinance is a threat to public health, safety, and welfare, and is declared
and deemed a public nuisance, and may be summarily abated or restored at the
violator's expense, and/or a civil action to abate, enjoin, or otherwise compel
the cessation of such nuisance may be taken.
T. REMEDIES NOT EXCLUSIVE.
The remedies listed in this ordinance are not exclusive of any other remedies
available under any applicable federal, state, or local law, and it is within the
discretion of the authorized enforcement agency to seek cumulative
remedies.
U. OTHER REGULATIONS AND REQUIREMENTS.
Compliance with the terms and provisions of this Ordinance shall not excuse
or be deemed in lieu of compliance with other applicable laws, ordinances, or
regulations. In the event that any provision of this ordinance conflicts with
any provision of any other ordinance or regulation of the City, the more
restrictive provision (as determined by the enforcement agency) shall control.
Section Three. Effective Date. This ordinance shall be in full force and effect from
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and after its passage, approval, and publication in pamphlet form as provided by law.
PASSED THIS ___ DAY OF SEPTEMBER, 2014.
AYES:
NAYS:
ABSENT:
ABSTAIN:
APPROVED THIS ___ DAY OF SEPTEMBER, 2014.
_____________________________
Mayor
ATTEST:
_____________________________
Deputy City Clerk
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THE CITY OF LAKE FOREST
ORDINANCE NO. 2014-___
AN ORDINANCE AMENDING CHAPTER 9 OF
THE CITY CODE TO REGULATE ILLICIT
DISCHARGE AND STORMWATER CONNECTION
Adopted by the
Mayor and City Council
of
The City of Lake Forest
this ___ day of June, 2014
Published in pamphlet form by direction
and authority of The City of Lake Forest,
Lake County, Illinois
this ____ day of June, 2014
88
STANDARD SALES AGREEMENT
August 14, 2014
The attached VSI Software License, Maintenance and Support Agreement are for your review. The original of this
Agreement, along with all modified City Agreements, are maintained in our VSI financial software database. You
may use this Agreement to make any desired additions, deletions, or changes, and return to VSI for review (please
use the Track Changes tool). VSI will print the final agreed upon version of this Agreement for signature by both
parties.
The licensed software can be installed on a City’s servers or on the VSI hosting servers. Along with licensed
software, VSI provides the option for no hosting (City or another vendor hosts software), WebTrac web server
hosting only, or both web server and database hosting. Software licenses with annual maintenance are priced
separately from hosting services.
If you have any questions, please contact the VSI Sales department at your convenience.
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August 14, 2014
Dear Mary,
Thank you for making Vermont Systems your choice for application software and support services. We
look forward to working closely with you and your staff.
Enclosed please find two original sets of the VSI Software License, Maintenance and Support Agreement
and Exhibits.
If this Agreement meets with your approval, please complete the following:
1. Page 1 of the Agreement. Enter the executed date.
2. Page 1 of the Agreement, Article 2.3. Please check your preference for your annual maintenance
cycle. If your fiscal year does not fall on any of the dates listed, please choose the one that best
fits your cycle.
3. Sign the signature page
4. Initial each page as noted
5. Fill out the Tax Exempt Form and indicate your sales tax status
6. Return one set to VSI.
As soon as we receive your signed Agreement, Laurie Valley, our Customer Support/Training Manager
will assign a Support Manager and Trainer to your account. Laurie’s contact information is
lauriev@vermontsystems.com or 800-883-8757, ext 3006. Next, a Sales Manager and the assigned
Support Manager and Trainer will contact you to schedule an installation planning conference call. As
part of the follow up, your primary Trainer will contact you to review the software Planning Guide in
preparation for the training.
If you should have any questions, please contact us at your convenience.
Sincerely,
Kate W. Mitchell
Vice President/ Business Manager
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_____ VSI Initials _____ City Initials
Vermont Systems, Inc.
Resale & Exempt Organization
Certificate of Exemption
Suppliers Name:
Vermont Systems, Inc.
12 Market Place
Essex Junction, VT 05452
Description of Purchased Articles: Software
Please Check Applicable Lines:
___Purchase by Retailer, Wholesaler for Resale
___Purchase by 501C which is Religious, Educational or Scientific
X Direct Purchase by Governmental Unit
___Purchase by Volunteer Fire Dept, Ambulance Co., Rescue Squad
Are you considered a taxable entity by your state for sales tax? ___Yes or _X__No
Name/Address of Purchaser:
Customer Name: City of Lake Forest
Address: 800 North Field Drive
City, State, Zip: Lake Forest, Illinois 60045
Federal ID Number 36-6005960
Purchaser’s Primary Business: Government Services (incl. parks and recreation)
I Certify that I am authorized to sign this certificate of exemption and that, to the best of my knowledge and belief,
it is true and correct and made in good faith.
Signature: ______________________ Title ________________________
Name: ______________________ Date: ________________________
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VERMONT SYSTEMS, INC.
SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT
This SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT (“Agreement”), is made and entered into on
______________, by and between Vermont Systems, Inc., a Vermont corporation (hereinafter “VSI”), with its principal offices
located at 12 Market Place, Essex Junction, VT 05452, and the City of Lake Forest, Illinois (hereinafter “City”), an Illinois
municipal corporation, with its principal offices located at 800 North Field Drive, Lake Forest, Illinois 60045, collectively
referred to herein as the “Parties” or singularly “Party”.
In consideration of the mutual covenants and obligations expressed herein, the Parties agree to the following:
ARTICLE 1 – Scope of Services
1.1 VSI agrees to provide the products and services described in the Statement of Work attached as Exhibit C in full
compliance with this Agreement and all specifications, terms, and conditions set forth in the City’s Request for
Proposals (“RFP”) and Supplemental Contract Terms, attached hereto as Exhibits A and E, and VSI’s Response to the
RFP, attached hereto as Exhibit F. Payment for the products and services shall be as provided in this Agreement and
set forth in the Updated Request for Proposal Pricing (“Pricing Schedule”) attached hereto as Exhibit B. VSI, without
prior mutual and written agreement, shall not charge the City for any other product or service costs.
1.2 VSI agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance
of the services required under this Agreement. VSI agrees that, at all times, the employees of VSI furnishing or
performing any services shall do so in a proper, workmanlike, and dignified manner.
1.3 VSI, through the exercise of its professional judgment and expertise, warrants that the services included in this
Agreement, including the Statement of Work, are reasonably sufficient to deliver the scope of work as mutually agreed
and indicated in this Agreement. In the event that the services are not reasonably sufficient to deliver the scope of
work at no fault of the City, then VSI will complete the scope of work at no additional cost to the City.
ARTICLE 2 – Software License
2.1 VSI hereby grants the City and the City thereby accepts a perpetual, non-transferable, and non-exclusive right to use
the Licensed Software and Related Materials, as described in the Statement of Work attached as Exhibit C and the
Pricing Schedule attached as Exhibit B. The Licensed Software includes Related Materials, such as User Reference
Manuals, Reports Manuals, Installation Planning Guides, Installation Instructions, On-Line Help, and Sample
Database with Tutorials.
2.2 VSI uses the Progress OpenEdge V10 Development software to develop its’ applications and deploys using the
OpenEdge Deployment software that includes Client Networking, Web Client, and Personal, Workgroup, or
Enterprise RDBMS (embedded database) with RDBMS support for 4GL, SQL, ODBC, JDBC, and Enterprise Cluster
Manager Integration, and OpenEdge Application Server, Basic and Enterprise Editions with Replication. Therefore,
Progress software with RDBMS is required to operate the application software by platform type, and they are included
in the attached Exhibit B and D.
2.3 The license granted herein authorizes the City to install the Licensed Software on the designated computer platform
using one copy of the programs to support live processing, training, and disaster recovery databases without incurring
additional license charges. Further, the City can make copies of the Licensed Software for safe keeping purposes.
2.4 At any time, the City can add software and user licenses under the terms of this Agreement by paying the additional
license and maintenance fees. The total number of authorized concurrent users permitted to use the Licensed
Software is limited to the number listed in Exhibit B.
ARTICLE 3 – Annual Software Maintenance and Support Services
3.1 VSI shall provide the City with Software Maintenance and Software Support services for the Licensed Software in
accordance with the Statement of Work attached as Exhibit C and the VSI standard Sales and Support Policies, as
described in Exhibit H, for a minimum of 15 years after the Effective Date. The extent of support services being
provided are specifically listed in Exhibit H and described in the Statement of Work attached hereto as Exhibit C.
3.2 The Software Maintenance and Software Support services shall include distribution of product update releases that
include software repairs and enhancements subsequent to the initial purchase. Biennial software updates with
database conversions will also be provided in accordance with VSI standard Sales and Support Policies, as described
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in Exhibit H, while periodic program only updates are available at any time. For a period of fifteen (15) years from
the Effective Date, VSI must maintain all functionality of the original Licensed Software, including all functionality
identified in Exhibits C, D, E, and F in all updates and enhancements. If a new release of the VSI Software removes
any functionality required by this section, then VSI will provide alternative means for performing the same or
comparable functions at no additional cost to the City.
3.3 The Software Maintenance and Support fee will be billed annually on May 1st of each year. The annual maintenance
and support fees shall be as set forth in the Pricing Schedule attached as Exhibit B, and shall be subject to increase
during the term of this Agreement only as provided in Section 3.4. The first annual Software Maintenance and
Support fee will be charged on a prorated basis from the first day of the month in which the relevant software module
of the Licensed Software is fully installed and implemented by the City as described in Exhibit C through the
following April 30.
3.4 The required Software Maintenance and Support Agreement will automatically renew annually on May 1, unless the
City notifies VSI in writing prior to May 1 of any year that the City is terminating VSI Maintenance Support. VSI
may increase the Software Maintenance and Support fees annually in an amount not to exceed 3% of the prior year’s
annual fee. Upon the City’s request, VSI shall provide a firm quote for the next fiscal year’s annual fees no later than
March 1 of each year.
ARTICLE 4 – Software Training and Installation Services
4.1 VSI shall provide training to the City and its designated personnel as set forth in Exhibits B, C and F (“Initial
Training”). Payment for the Initial Training, including all travel costs and expenses, shall not exceed the costs and
rates set forth in the Pricing Schedule attached as Exhibit B. VSI shall provide the Initial Training sessions on dates
that are mutually agreed upon by VSI and the City, provided that the Initial Training relating to each Licensed Software
module shall be completed prior to the date that the module is fully installed and implemented by the City as described
in Exhibit C unless the parties otherwise agree.
4.2 VSI will provide the Installation Services set forth in Exhibit C. Payment for the Installation Services, including all
travel costs and expenses, shall not exceed the costs set forth in the Pricing Schedule attached as Exhibit B.
4.3 VSI shall provide training in addition to the Initial Training (“Additional Training”) at the City’s request in accordance
with the VSI standard Sales and Support Policies attached as Exhibit H. Additional Training may be offered at the City
site, at VSI (12 Market Place, Essex Junction, Vermont), or remotely based on a quoted daily rate, as described in
Section 4.4.
4.4 Upon the City’s request, VSI will provide a fixed price quote for Additional Training and other additional services,
including all travel costs and expenses, and will honor all such quotes for 120 days from the date quoted, but reserves
the right to modify those quotes thereafter. The City is responsible for reimbursing VSI for actual travel costs and
expenses, such as travel time, airfare or other transportation (provided that all airfare, rental cars, and other
transportation shall be at economy rates), mileage, lodging, meals, and other expenses necessary to complete any
Additional Training requested by the City, provided, however, that if the City requests a price quote for the Additional
Training, the City’s payment for such travel costs and expenses shall not exceed the amount quoted.
4.5 All Additional Training dates must be mutually agreed upon by VSI and the City. The City can request a change of
scheduled Additional Training dates or the number of Additional Training days at any time. However, if the City
requests such a change after travel arrangements have been completed, the City will be responsible for any reasonable
additional costs incurred as a result of the changes.
ARTICLE 5 – Charges and Payment
5.1 City On-Premise Hosted Software –the City is installing the software on its own servers and the license fee for each
software module will be billed to the City following the Initial Training session for that module and will be due within
30 days after the City’s receipt of the bill. The initial Software License fee includes ground shipping of the DVD that
contains the software and electronic copies of all documentation. If special shipping is requested, the City shall pay
all associated additional charges.
5.2 Hardware—Charges for hardware and equipment will be billed to the City upon delivery and will be due within 30
days after the City’s receipt of the bill.
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5.3 The City shall pay all applicable sales, consumer use, and other taxes required by law, unless it is exempt from any or
all of these taxes. If tax-exempt, the City must provide a tax exemption certificate.
5.4 VSI will invoice the City for training and installation services, along with travel and other expenses,
immediately following the completion of each occurrence of training or other services, and payment will be due
within 30 days after the City’s receipt of the invoice.
5.5 The City may reject any component of the Licensed Software (“Rejected Product”) prior to delivery or during the first
six months following delivery of the Rejected Product. In the event of rejection, the City shall: (a) deliver to VSI a
written notice (“Rejection Notice”) identifying the Rejected Product the reason for rejection; and (b) promptly return
the Rejected Product to VSI. VSI shall fully refund all the software license fees and first year annual maintenance
fees for the Rejected Product within 30 days of the return. The City shall be responsible for the payment of any fees
for training or other services provided by VSI prior to VSI’s receipt of the Rejection Notice. POS hardware must be
returned within the first 30 days to receive full credit less shipping.
ARTICLE 6 – Security of Programs
6.1 The City shall be solely responsible for the supervision and control of the licensed City hosted software to ensure that
it is stored in a secure location for City use only and that no unauthorized and unlicensed third party gains access to it.
VSI is responsible for the security of all VSI hosted software.
6.2 Under no circumstances shall the City be authorized to perform Reverse Engineering of the software object code, in
order to illegally generate source code.
ARTICLE 7 – Warranties
7.1 VSI warrants that it has the right to license the Licensed Software, and that there are no pending liens, claims, or
encumbrances against the Licensed Software.
7.2 VSI warrants that the Licensed Software shall conform to its published specifications in the Related Materials,
including, but not limited to, the Capabilities Summary, On-Line Help, Reports Manual, User Reference Manual, and
Training Tutorials. VSI warrants that the Licensed Software is merchantable, in that it will properly install and
operate according to the specifications stated in Exhibits C, D, E, and F.
7.3 VSI warrants to the City that it is solvent, not in bankruptcy proceedings or receivership, nor is it engaged in any
proceedings, which would have an adverse effect on its ability to perform its obligations under this Agreement.
7.4 VSI warrants that there has been no violation of copyrights or patent rights in connection with the Licensed Software
in this Agreement. VSI shall indemnify and save harmless the City from any suit or proceeding brought against the
City by reason of any such infringement or any wrongful use, without limitation. VSI will defend or settle any such
claim, although the City shall be entitled to be independently represented by counsel of its own choice.
7.5 VSI warrants that the Licensed Software is fit for the purposes identified in Exhibits C, D, E, and F, and that the
Licensed Software is fully compatible with the operating system, server, hardware, and other technical specifications
set forth in Section 6 of the Statement of Work attached hereto as Exhibit C. The City may pursue any remedy
available under this Agreement for a violation of this warranty, including, but not limited to, requiring VSI to repair or
correct any defects in the Licensed Software.
ARTICLE 8 – Limitation of Liability; Insurance; Choice of Law
8.1 Except for the warranties specified in Section 7, VSI grants no warranties, expressed or implied, including, but not
limited to any implied warranties of fitness for a particular purpose. Notwithstanding anything to the contrary in this
Agreement, it is expressly agreed that neither VSI nor the City shall be liable to the other Party for special, incidental,
indirect, or consequential damages, or for any loss or claim by either Party.
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8.2 Liability Insurance. VSI shall obtain and maintain throughout the term of this Agreement insurance meeting the
minimum specifications and coverages set forth in Exhibit G. VSI shall provide the City with a Certificate of
Liability Insurance with the City named as the Certificate Holder and as an additional insured.
8.3 The Parties agree that the laws of the State of Illinois will govern this Agreement, and that the venue for legal
resolution shall be in Lake County, Illinois.
ARTICLE 9 – Risk of Loss
9.1 For City hosted installations, the risk of loss or destruction, regardless of the cause, shall be the responsibility of VSI
until the Licensed Software and Related Materials have been delivered to the City's premises. For VSI hosted
installations, VSI will be responsible for the risk of loss or destruction.
9.2 For City hosted installations, the City shall be responsible for verifying that the Licensed Software and Related
Materials have been received, installed on the designated computer(s), and are operational, unless the Agreement
specifies that VSI will install the Licensed Software as part of the on-site training. For VSI hosted installations, VSI
will be responsible for installing the software on the City’s servers.
ARTICLE 10 – Application Source Code
10.1 The Source Code for all VSI application software, along with a list of licensed customers, is held in escrow by VSI's
Escrow Agent, Kolvoord, Overton, & Wilson, Attorneys, at 6 Joshua Way, Suite B, Essex Junction, Vermont 05452,
Attn: Jason Ruwet 802-878-3346, jfr@essexvtlaw.com. The source code held in escrow is updated after each
software release. If VSI defaults in providing software maintenance support due to company failure, or
discontinuance of said service by VSI or VSI’s bankruptcy, then the source code will be made available to the City
within thirty days of written notice by the Escrow Agent for City support use only.
ARTICLE 11 – Independent Contractor
11.1 In performing the work under this Agreement, VSI acts as an Independent Contractor and is solely responsible for
necessary and adequate workers’ compensation insurance, as well as personal injury and property damage insurance.
ARTICLE 12 – Change Orders or Extensions
12.1 The City may require changes in the scope of services to be performed by VSI. Such changes, including any increase
or decrease in compensation amount, must be mutually agreed upon in writing by the City and VSI. VSI shall be
compensated for all authorized changes in services.
ARTICLE 13 – Authorization and Entire Agreement
13.1 Each party represents and warrants that it has the power and ability to enter into this Agreement, to grant the rights
stated herein, and to perform the duties and obligations described herein.
13.2 Exhibits A through H, attached hereto, are, by this reference, fully incorporated into this Agreement. In the event of
any conflict between this Agreement and any one or more of the Exhibits, the documents shall control with the
following order or precedence: Exhibit A, this Agreement, Exhibits B, C, D, E, F, G, and H. In the event that any
conflict of terms or provisions cannot be clearly resolved in accordance with this Section, the City shall determine
which term or provision controls.
13.2 This Agreement and the attached Exhibits A through H constitute the entire Agreement between VSI and the City.
13.3 If any term or other provision of this Agreement is invalid, illegal or incapable of being enforced, then all other
conditions and provisions of this Agreement shall nevertheless remain in full force and effect.
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Vermont Systems, Inc. City of Lake Forest
Authorized Signature Authorized Signature
Giles Willey, President ________ Robert R. Kiely, City Manager__________
Printed Name and Title Printed Name and Title
Date Date
96
City of Lake Forest
Recreation Software Replacement Project
EXHIBITS
for
VSI Software License, Maintenance and Support Agreement
A. Supplemental Contract Terms
B. Proposal Pricing (summary provided in packet only)*
C. Statement of Work
D. Updated Specification Compliance for V3.0 Software
E. Request for Proposal
F. VSI’s Response to Request for Proposal
G. VSI’s Certificate of Liability Insurance
H. Sales and Support Policy
*Mayor and Aldermen: Exhibits B and C are enclosed in the Council meeting packet. All other exhibits
can be provided upon request, if desired.
97
Proposal Summary Pricing
VSI Quote Number: 43642
Please See Detail Breakdown
on Following Pages
Description:Exhibit B - Rev 4 Pricing For Agreement
Prepared For: City of Lake Forest Parks & Recreation, Lake Forest, IL
Contact Name:Mary Van Arsdale, Director Phone Number:(847)810-3918
Contact Email:vanarsdm@cityoflakeforest.com Fax Number:(847)615-4251
Approved By:Giles Willey, President (gilesw@vermontsystems.com)Quote Date:08/14/2014
Purchase Annual Estimated Total
Description Price Maint/Svs Shipping* Price
RecTrac - Workgroup Multi-User Software
Application Software $20,550.00 $3,910.00 $0.00 $24,460.00
Progress OpenEdge Software $4,110.00 $782.00 $0.00 $4,892.00
VSI-Add ons $4,500.00 $900.00 $0.00 $5,400.00
Support Services - Training & Travel Expenses $18,780.00 $0.00 $0.00 $18,780.00
Total RecTrac: $47,940.00 $5,592.00 $0.00 $53,532.00
MainTrac - Workgroup Multi-User Software
Application Software $10,250.00 $2,240.00 $0.00 $12,490.00
Progress OpenEdge Software $2,050.00 $448.00 $0.00 $2,498.00
Support Services - Training & Travel Expenses $11,120.00 $0.00 $0.00 $11,120.00
Total MainTrac: $23,420.00 $2,688.00 $0.00 $26,108.00
ID Systems - Workgroup Multi-User Software
Application Software $1,080.00 $190.00 $0.00 $1,270.00
Progress OpenEdge Software $216.00 $38.00 $0.00 $254.00
ID Card Hardware $6,050.00 $0.00 $114.00 $6,164.00
Total ID Systems: $7,346.00 $228.00 $114.00 $7,688.00
WebTrac - Workgroup Edition
Application Software $20,300.00 $4,060.00 $0.00 $24,360.00
Progress OpenEdge Software $4,060.00 $812.00 $0.00 $4,872.00
VSI-Add ons $1,250.00 $0.00 $0.00 $1,250.00
Support Services - Training & Travel Expenses $7,210.00 $0.00 $0.00 $7,210.00
Total WebTrac: $32,820.00 $4,872.00 $0.00 $37,692.00
PayTrac - Application Software & Hardware
Application Software $1,500.00 $300.00 $0.00 $1,800.00
Total PayTrac: $1,500.00 $300.00 $0.00 $1,800.00
Hardware - (VSI Qualified)
Cash Drawers $855.00 $0.00 $72.00 $927.00
Magstripe Readers $900.00 $0.00 $27.00 $927.00
Mobile Devices $2,490.00 $0.00 $60.00 $2,550.00
Signature Pad $1,785.00 $0.00 $33.00 $1,818.00
Total Hardware: $6,030.00 $0.00 $192.00 $6,222.00
Access Control - Application Software
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 198
Application Software $2,250.00 $400.00 $0.00 $2,650.00
Progress OpenEdge Software $450.00 $80.00 $0.00 $530.00
Access Control Hardware $1,840.00 $0.00 $42.00 $1,882.00
Support Services - Training & Travel Expenses $5,695.00 $0.00 $0.00 $5,695.00
Total Access Control: $10,235.00 $480.00 $42.00 $10,757.00
VSI TOTALS
Application Software $55,930.00 $11,100.00 $0.00 $67,030.00
Progress OpenEdge Software $10,886.00 $2,160.00 $0.00 $13,046.00
Cash Drawers $855.00 $0.00 $72.00 $927.00
ID Card Hardware $6,050.00 $0.00 $114.00 $6,164.00
Magstripe Readers $900.00 $0.00 $27.00 $927.00
Access Control Hardware $1,840.00 $0.00 $42.00 $1,882.00
VSI-Add ons $5,750.00 $900.00 $0.00 $6,650.00
Mobile Devices $2,490.00 $0.00 $60.00 $2,550.00
Support Services - Training & Travel Expenses $42,805.00 $0.00 $0.00 $42,805.00
Signature Pad $1,785.00 $0.00 $33.00 $1,818.00
Grand Totals: $129,291.00 $14,160.00 $348.00 $143,799.00
* NOTE: Shipping is FOB - Origin (Plus Tax Where Applicable / Includes Shipping FOB - Origin)
12 Market Place, Essex Junction, VT. 05452 877-883-8757 www.vermontsystems.com Page # 299
Statement of Work—Exhibit C
For
Recreation Software System – City of Lake Forest, IL
August 14, 2014
Proposed Software Versions
RecTrac v3.1
MainTrac v10.3
PayTrac
WebTrac
Vermont Systems, Inc.
12 Market Place
Essex Jct, VT 05452
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Table of Contents
1. EXECUTIVE SUMMARY ......................................................................................................... 3
2. OBJECTIVES OF THE PROJECT ............................................................................................... 3
2.1 See Appendix A ‐ RecTrac 3.1 Highlights
3. GUIDING PRINCIPLES ........................................................................................................... 4
4. IMPLEMENTATION............................................................................................................... 4
4.1. VERMONT SYSTEMS SOFTWARE ..................................................................................................... 4
4.2. VERMONT SYSTEMS SERVICES ........................................................................................................ 5
4.3. CITY OF LAKE FOREST SERVICES/COMMITMENT ................................................................................ 5
5. PROJECT TIMELINE/HIGH LEVEL PROJECT PLAN: .................................................................. 6
5.1. CONTRACT MILESTONE OVERVIEW: PROJECT PLAN ........................................................................... 6
5.2. CITY SCOPE OF OPERATIONS – PRIMARY AREAS FOR PROJECT PLAN ..................................................... 6
6. TECHNOLOGY ARCHITECTURE .............................................................................................. 7
6.1. INFRASTRUCTURE ......................................................................................................................... 7
7. CUSTOM INTERFACES .......................................................................................................... 8
7.1. LIST OF CUSTOM INTERFACES ......................................................................................................... 8
7.1.1. Development Overview................................................................................................... 8
8. DATA CONVERSIONS ........................................................................................................... 8
8.1. LIST OF SELECTED DATA CONVERSIONS ............................................................................................ 8
9. REPORTING TOOLS .............................................................................................................. 8
10. WORKFLOW ........................................................................................................................ 9
11. IMPLEMENTATION PLAN ..................................................................................................... 9
11.1. VSI PROJECT PLAN OVERVIEW ................................................................................................... 9
11.2. VSI PROJECT RESOURCES ........................................................................................................ 11
11.3. CITY OF LAKE FOREST PROJECT RESOURCES ................................................................................ 11
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1. Executive Summary
The goal of the project is a successful implementation of the RecTrac, WebTrac, PayTrac, and MainTrac
recreation management systems for the City of Lake Forest to support City staff in the delivery of
recreation services and activities, take advantage of best practices, and significantly improve the
efficiency and effectiveness of customer service and business processes. By establishing goals and
outline for the project, proper preparation and planning and with quality onsite training and support the
goal can be met.
2. Objectives of the Project
The objectives of this project are as follows:
1. To replace the legacy enterprise parks and recreation system (CLASS) and other shadow
systems utilized by the City’s Parks and Recreation Department and additional stakeholder
departments.
2. To install and establish the RecTrac & WebTrac systems to be used by the City’s Park and
Recreation Department. A single database will be utilized for all parks and recreation
business processes within both the Parks and Recreation Department and other stakeholder
departments.
3. To install and establish the MainTrac system to be used city‐wide.
4. To improve the operational efficiency and effectiveness.
5. To provide comprehensive reporting and analysis for management and improve the quality
and accessibility of information for business process planning decision support.
6. To implement more effective business processes and replace paper‐oriented processes
using e‐forms, document imaging, and electronic workflow.
7. To protect and enhance the functionality that is currently available to City employees.
8. To provide better front‐end services by improving our back‐end services and systems.
9. Incorporate fully integrated parks and recreation "best business practices."
10. To configure a system that is user‐friendly and empowers stakeholders to improve their
business processes and reporting capability.
11. To add and improve functionality in back‐office functional areas
12. To reduce redundant “shadow systems”, data entry, storage, and paper processing
13. To enable specific strategic planning initiatives (e.g. e‐Government), including enhanced
customer service and web/customer self‐service.
14. To increase the City’s utilization of mobile functionality to support parks and recreation
business processes and operations, including maintenance.
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3. Guiding Principles
The following guiding principles will be referenced throughout the project by the City and Vermont
Systems:
1. Establish standard processes and practices across the City.
2. Embrace parks and recreation best practices.
3. Focus on process and transaction quality; build quality at the source.
4. Provide relevant, timely, and consistent management information.
5. Minimize resources allocated to transactional activities; focus more on information to run
the business.
6. Embrace process improvement strategies and implement of out‐of‐the box and best
business practices embedded in the software by configuring the system to meet the City’s
unique needs within the options provided by the products.
7. Make decisions related to project activities and system implementation for the betterment
of the City as a whole and the collective benefit of all project stakeholders.
8. Commit to providing adequate staffing and financial resources to ensure the success of the
project, during and after its completion.
9. Commit to ensuring that adequate training is available to project team staff and system
users during the implementation, prior to placing the system into production, and after the
system is in production.
10. Build effective security and control into the system.
4. Implementation
This section describes the scope of implementation.
4.1. Vermont Systems Software
Vermont Systems will be providing City of Lake Forest the following modules (module capabilities
are described in Appendix A and in detail on the Vermont Systems web site:
www.vermontsystems.com):
RecTrac
o Activity Registration
o Facility Reservations
o Pass Management
o Point of Sale with Inventory Control and Ticketing
o League Scheduling (to be confirmed during analysis phase of project)
o General Ledger Interface
o Incident Processing and Reporting
o Systems Administration
o AP Refund Interface
o Activity Brochure Interface
ID Card Integration – Digital Photo ID Cards
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WebTrac
o Activity Registration
o Facility Reservations
o Pass Management
o Point of Sale/Tickets
o League Scheduling (to be confirmed during analysis phase of project)
o Mobile WebTrac (Patron access via mobile touch device)
o Mobile RecTrac (Staff access via mobile touch device)
o Mobile MainTrac (Staff access via mobile touch device)
o WebTrac Custom Style Sheet
o WebTrac Custom Splash Page
PayTrac ‐ ERI Credit Card Interface to Plug’n Pay
Access Control ‐ 2 unattended Door Control Locations.
MainTrac – City‐Wide Maintenance Management System
OpenEdge Workgroup Application Server & RDBMS
4.2. Vermont Systems Services
Project Planning – thru ongoing conference calls, WebEx sessions, etc.
Database structure planning
Software installation assistance
Onsite Training
o Lead user and end user training for proposed applications:
RecTrac, MainTrac WebTrac, PayTrac and ID Card Systems
Phone/WebEx based follow‐up training
VSI Support manager assigned
Primary VSI onsite trainer/lead installer assigned
Ongoing system support services – post installation/training phase.
4.3. Vermont Systems Third‐Party Hardware
See Sales Agreement Exhibit B for final hardware configuration and cost
4.4. City of Lake Forest Services/Commitment
Project Planning
Database structure planning
Software installation
Database hosting/Network
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5. Project Timeline/High Level Project Plan
The implementation is expected to take place over a 6‐9 month period with a multi‐phased approach as
described below:
5.1. Contract Milestone Overview: Project plan
(estimated time frame)
1) Contract Negotiations/Signing 15‐30 days September 2, 2014
2) Installation Planning Phase ___ days Dec 2014, Jan 2015
3) Initial Database Building (phase 1) ___ days Jan & Feb 2015
Primary Installation target area: Rec/Fitness
Secondary Installation target areas
4) End user RecTrac Training (phase 1) 15 days Feb‐Mar 2015
5) Application Go Live ‐ RecTrac (phase 1) 5 days July 28, 2015
6) End user MainTrac Training (phase 2) 10 days Fall 2015
7) Application Go Live – MainTrac (phase 2) 5 days Dec 29, 2015
MainTrac 10.3
8) Database Building (phase 3) 30 days ____ 201X
Primary Installation target area:
9) End user Training (phase 3) 15‐30 days ____ 201X
10) Application Go live (phase 3) 15‐30 days ____ 201X
11) Ongoing Systems Support Ongoing Fall 2015+
NOTE: Items not given specific dates will be mutually agreed upon by October 2014.
5.2 City Scope of Operations – Primary Areas for Project plan
VSI recognizes that there are major areas of Parks Department operations. Each area will be a focal
point of the installation process, thru a phased installation. The phase installation will generally
follow the milestones identified in 5.1 and specifics will be mutually agreed upon by October 2014.
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6. Technology Architecture
6.1. Infrastructure
Technology Infrastructure:
In order to support the initial implementation of the software purchased and anticipated level of
users, VSI has indicated that the following infrastructure is required:
Database/Application Server
Windows Server 2008 R2 64 Bit operating system
8 GB RAM
8 CPU’s
DB (Progress) Partition 100‐150 GB disk storage
OS partition 60‐80GB disk storage
IIS partition for internal RecTrac 3.1 access 20GB disk storage
Log partition optional
Web Server
Windows Server 2008 R2 64 Bit operating system
In City’s DMZ
Public IP address required
4 GB RAM
4 CPU’s
OS partition 60GB disk storage
Javascript Progress <1 GB disk storage
6.2 Future Upgrades
VSI shall notify the City in writing of changes in the City’s supporting technology infrastructure
required for any future upgrades to the Licensed Software in accordance with the sales and
support policies as well as any expanded modules purchased by the City at a later date. This
written notice shall be provided a minimum of thirty (30) days prior to the planned installation.
In the event the City elects to defer an upgrade due to the changes required in the City’s
technology infrastructure, VSI shall fully support the existing version of the software for a
minimum of seven years after the date of the deferred upgrade. VSI shall provide the City with
Software Maintenance and Support Services (“Support Services”) as provided in Article 3 of the
Software License, Maintenance and Support Agreement (“Agreement”) for a minimum of fifteen
years after the Effective Date of the Agreement, provided, however, that the Support Services
may be reduced or limited for any Licensed Software module for which the City has deferred
upgrades for seven or more consecutive years.
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7. Custom Interfaces
7.1. List of Custom Interfaces
Vermont Systems – Proposed Custom Interfaces
RecTrac General Ledger Batch Interface to HTE
RecTrac Refund Interface to HTE
RecTrac Activity Brochure export (to RTF file).
7.1.1. Development Overview
Please provide description of custom interfaces
RecTrac General Ledger Batch Interface
Description: The proposed RecTrac General Ledger interface is a batch process that
creates a custom export file of financial (transactional) information from the RecTrac
system for import into the HTE Financial software.
RecTrac General Ledger Batch Interface
Description: The proposed RecTrac Refund interface is a batch process that creates a
custom export file of refunds processed(transactional) information from the RecTrac
system for import into the HTE Financial software.
RecTrac Activity Brochure Export Interface
Description: The proposed RecTrac Brochure Export interface creates a custom RTF file
containing program information, such as dates, times, fees, locations, comments,
instructors, etc.
8. Data Conversions
8.1. List of Selected Data Conversions
Possible data conversion of 2 years of active households and 1 year of active memberships, from
CLASS to RecTrac. Will review data quality in CLASS to determine extent of data conversion.
9. Reporting Tools
Vermont Systems Reporting Tools
The proposed Vermont Systems applications include hundreds standard system reports. Each of
these standard reports include multiple filter and selection criteria options and output options and
formats. Reports may be printed, previewed, exported to excel and as applicable, graphed. All
standard reports may also be emailed and setup for scheduled (automatic, unattended) execution of
the report.
VSI also provides an internal, custom reporting tools that are included with the RecTrac 3.1
application. These tools allow for the creation of custom reports from any table(s) in the system.
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Output options reports include Spreadsheet, PDF and HTML options (with graphing options also
available).
Finally, the proposed VSI application is ODBC compliant and the ODBC drivers and database
dictionary are provided (standard) so that a third party reporting tool, such as Crystal Reports can be
utilized.
10. Workflow
Vermont Systems Workflow:
VSI will provide workflow training and consulting during the onsite training for each of the proposed
application modules. This would include processes for creating accounts, registering and transacting
with patron accounts, possible updates and cancellations and end of day reporting and cash
management processes/best practices.
11. Implementation Plan
11.1. VSI Project Plan Overview
Customer Service and Project Administration is a critical part of any successful installation.
Vermont Systems will guide you through the planning and installation phase of the Project.
Telephone Survey
For larger installations with multiple applications, an site survey might be recommended as part of
the installation planning process. A telephone conference call to survey your needs will be
sufficient for many new customers. Several important items covered during the planning survey
include:
Review/Complete the Implementation Schedule matrix
Review the software with any key personnel who will be involved in reviewing the
Installation Planning Guide and preparing for the installation and training.
Conduct a survey of each workstation to verify/determine exactly the placement of
peripheral hardware shown in Exhibit B.
Review networking and verify connectivity to all workstation locations.
The survey will generate a list of tasks to be accomplished, by whom, and by when. Please note
that conference calls are also an excellent review method.
Installation Schedule
The City staff and Vermont Systems would jointly prepare an installation schedule. This plan
would list all of the functions required to complete the installation, as well as assign our respective
responsibilities including hardware, systems software, cabling/network, application software,
delivery, training, etc. Upon receiving your approval, VSI would ship the RecTrac Installation
Planning Guide. As your staff prepares for the installation, they will consult with VSI at any time
via the toll free numbers regarding any issues that may arise.
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Prior to on‐site training, the RecTrac software would be shipped to you, along with the Installation
and Configuration instructions. We assume that your IS staff would install the software using the
installation instructions, along with VSI toll free technical support. This approach insures that the
system is operational prior to the RecTrac on‐site training and therefore does not use training
time for network set up.
Project Staff Assignments
An installation team will be assigned to your account based on the services being provided. In your
case, the team will consist of a VSI Sales Manager, a Customer Support Manager, and the designated
on‐site Trainer. They will coordinate VSI responsibilities, as well as assist you with the
implementation of the installation plan. They will also arrange for any other VSI assistance required.
The trainer will be assigned following the acceptance of our proposal.
We highly recommend that the City designate a ‘RecTrac Administrator’ or an Administrative
team. This person(s) should be a decision maker who is very familiar with your day‐to‐day
operations. Initially, the VSI Trainer will work closely with the RecTrac Administrator and other
key personnel.
Training
Your IS and Finance personnel are welcome to attend any training given. As a minimum, it is very
important that the Trainer work with IS for a few hours to review database management
functions. We assume the IS personnel would not need to be proficient in the day‐to‐day
application functions. The pricing proposal section includes multiple days of on‐site service,
including sufficient time for the minimal IS staff training that is suggested.
For a large number of users, VSI generally recommends the “Train‐the‐Trainer” approach,
whereby, the VSI trainer trains your key personnel who then train the end users. You may find
that VSI Trainer time is spent most effectively with smaller groups, but we are willing to train your
staff as desired. While our standard training hours are 8am to 5pm, we are very flexible. Please
note that there is a cost adjustment for training beyond a normal workday or on weekends.
From experience, we have found that initially it is very effective to work with the key personnel only
to set up the database parameters, make policy decisions, and review all the file maintenance
functions. The VSI Trainer will ensure that you know how to enter the data, then move on to other
functions. Your key personnel will guide your staff through the process of finishing the data entry that
might include programs, facilities, memberships, comment codes, rules/regulation letters,
user/demographic codes, financial codes, etc. The trainer would also make sure all the peripheral
hardware was installed and operational.
The training will be split between multiple trips with time between each trip. Typically, during the
database building phase, 2‐3 weeks is the time frame between trips. After the first series of onsite
trips, the database will have sufficient data entered and will be ready for end user training. The
schedule of actual onsite training will be modified based on your needs. Regardless of the number of
days quoted, only those days used will be billed.
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11.2. VSI Project Resources
Project Manager/VSI Support Mgr: Cullen Barber or Tom Valley
Primary Trainer/Onsite Consultant: To be assigned upon Phase 1, Onsite Training initiation/planning
VP, VSI Support & Implementation: Laurie Valley
VSI Development Support: Andy Bose
VSI Sales Manager: David Wirtz
11.3. City of Lake Forest Project Resources
Project Manager: TBD
Lead User/System Administration: TBD
Support & Implementation Core Team: TBD
End Users Managers: TBD
Functional Users: TBD
IT/ Project Support: TBD
Role of VSI Project Manager/VSI Support Mgr:
Scheduling and leading the Pre‐Onsite Planning Meeting’s
Provide an initial project plan and maintain throughout project with City/Recreation Project
Manager
Work with the City/Recreation Project Manager to coordinate an implementation schedule
Oversee project, monitor progress and generate status reports with Project Manager
Participate in City meetings related to Vermont Systems & Recreation Department Software
project.
Available for conference calls with Project Manager to review status and progress of project
and to identify any outstanding issues.
Role of VSI Primary Trainer/Onsite Consultant:
Deliver Training ‐ Onsite
Database planning – Onsite & Ongoing
Advise on Database building and “Best Practices” related to proposed VSI application
Setup and Participate in “Training Database/Environment” and Testing
Assist with Data Conversion
Functional Lead Training
Core‐User Training
Pre‐live services and planning
Go‐Live support – schedule final week of training to match go‐live date so that VSI support
person is on‐site during first week of live processing.
Post Live Support (with entire VSI support team)
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Post‐Live reconciliation and training
Role of VP, VSI Support & Implementation:
Work with Project Managers (both City and VSI) to schedule training.
Assign & oversee additional VSI support resources as needed.
Role of VSI Development Support:
Develop Custom Interfaces
Coordinate additional VSI development resources required for project completion.
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WATER DELIVERY AGREEMENT
City of Lake Forest, IL
THIS AGREEMENT (“Agreement”) is made and entered into as of _____ day of ______,2014, (“Effective
date”) by and between RB Construction (“Contractor”) acting on behalf of 88th RSC, FT Sheridan, IL,
("Customer") and THE CITY OF LAKE FOREST, an Illinois municipal corporation to be addressed at 800 North
Field Drive, Lake Forest, Illinois 60045 ("Utility Provider") delivering a potable water supply to serve the
Customer's premises located at North Shore Memorial Reserve Center Facility, 401 Sheridan Road, Fort
Sheridan, Illinois 60037 (“Premises").
IT IS MUTUALLY AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS:
Article 1. WATER DELIVERY FEE
In consideration of the water delivery fee of $737,500 to be paid by Contractor and in further consideration
of the covenants and agreements herein, City shall effect the delivery of an adequate potable water supply
for a future water connection to the North Shore Memorial Reserve Center.
The connection fee shall include, but is not limited to:
a. Any and all costs necessary to extend City‐owned mains to the point of future connection by the
88th RSC.
b. City plan review, project management and inspection fees.
c. Permit fees.
d. Railroad flagging, insurance and supervision fees.
Article 2. ENGINEERING PLANS
The water main extension shall be functionally as specified in the plan set produced by the U.S. Army Corps
of Engineers, Rock Island District, project code RSC137. The District assigns all rights, title and interest to
the city for this design. The City reserves the right to modify portions of this design to meet City and State
codes and standards and to allow for field changes due to unforeseen site conditions.
Article 3. SCHEDULE
The City shall commence work required to effect the water connection within sixty days after the receipt
of:
a. Payment in full of the Estimated Delivery Fee
b. An executed copy of this “Agreement”.
The City shall provide a final statement of total costs associated with the delivery work to the Contractor
for final equitable adjustment.
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An executed copy of the Pipeline Crossing Agreement from the Union Pacific Railroad Company with all
fees paid by the U.S. Army Corps of Engineers, Rock Island District, shall be provided to City after
contractor selection is made but prior to the start of construction.
Article 4. FEE
Upon completion of the delivery work by the City, the City shall provide the Contractor a final statement of
its total costs associated with the connection work. If the total is less than what was previously paid by the
Contractor, the City shall pay the Contractor a refund in the amount of the difference. If the total exceeds
what the Contactor previously paid, the Contractor shall pay the City the additional balance within 30 days
of receipt of those costs. The City agrees to make available to the Contractor and its Customer the
necessary evidence documenting the changed cost.
OWNER: CONTRACTOR
THE CITY OF LAKE FOREST RB Construction
By: By:
Title: Title:
Attest: Attest:
Title: Title:
Address for giving notices: Address for giving notices:
800 N. FIELD DRIVE
LAKE FOREST, IL 60045
License No.:
(Where applicable)
Agent for service of process:
113
RESOLUTION TO RATIFY NSSRA BOARD ACTION AUTHORIZING
PETITION TO CIRCUIT COURT FOR LEAVE TO SELL PROPERTY
NO LONGER NEEDED FOR PARK OR SPECIAL RECREATION PURPOSES
WHEREAS, the City of Lake Forest through its Recreation Department is a Member
Agency of and a party to the Amended and Restated Articles Of Agreement For Northern
Suburban Special Recreation Association ("NSSRA"); and
WHEREAS, the NSSRA Board of Directors has approved Resolution 2012-1 To
Authorize Petition To Circuit Court For Leave To Sell Property No Longer Needed For Park Or
Special Recreation Purposes (“NSSRA Board Resolution 2012-1”), a copy of which is attached
as Exhibit 1 hereto, and has asked the governing board of each NSSRA Member Agency to
ratify the NSSRA Board’s said action; and
WHEREAS, this Mayor and City Council of the City of Lake Forest concur in the
findings and determinations set forth and actions provided for in NSSRA Board Resolution
2012-1;
NOW, THEREFORE, BE IT RESOLVED by this Mayor and City Council, as follows:
Section 1. The preamble recitals set forth above are hereby reaffirmed and incorporated
in this Resolution as if fully set forth herein.
Section 2. The actions of the NSSRA Board of Directors provided for in NSSRA Board
Resolution 20-12 are hereby approved and ratified.
Section 3. That the City Clerk be and is hereby instructed to send a certified copy of this
Resolution to the Executive Director of the NSSRA.
Section 4. That all resolutions or parts of resolutions in conflict herewith shall be and the
same are hereby repealed, and this Resolution shall take effect immediately upon its passage.
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ADOPTED BY ROLL CALL VOTE THIS ___ DAY OF _________________, 2014.
AYES:
NAYS:
_______________________________
Mayor
City of Lake Forest
________________________________
City Clerk
City of Lake Forest
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STATE OF ILLINOIS )
) SS
COUNTY OF LAKE )
CLERK’S CERTIFICATE
I, the undersigned, being duly qualified and acting City Clerk of the City of Lake Forest,
Lake County, Illinois, do hereby certify that attached hereto is a true and correct copy of a
Resolution entitled:
RESOLUTION TO RATIFY NSSRA BOARD ACTION AUTHORIZING
PETITION TO CIRCUIT COURT FOR LEAVE TO SELL PROPERTY
NO LONGER NEEDED FOR PARK OR SPECIAL RECREATION PURPOSES
which Resolution was duly adopted at a regular meeting held on the ___ day of ____________,
2014.
I do further certify that a quorum of the City Council of the City of Lake Forest was
present at said meeting, and that all requirements of the Illinois Open Meetings Act were
complied with.
Given under my official hand this ___ day of ___________, 2014.
City Clerk
City of Lake Forest
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RESOLUTION 2012-1 OF NSSRA BOARD OF DIRECTORS TO AUTHORIZE
PETITION TO CIRCUIT COURT FOR LEAVE TO SELL PROPERTY
NO LONGER NEEDED FOR PARK OR SPECIAL RECREATION PURPOSES
WHEREAS, the Northern Suburban Special Recreation Association (“NSSRA”) has its
administrative offices at and since 2003 has owned a one-acre parcel of land commonly known
as 3105 MacArthur Boulevard, situated in an industrial park in the Village of Northbrook in
Cook County, Illinois (the “Subject Property”); and
WHEREAS, the Board of Directors of NSSRA hereby finds that the condition and
location of the Subject Property no longer adequately serves NSSRA’s need for administrative
offices and ancillary facilities to coordinate the provision of special recreation services and
programs for the more than 5,000 participants and their families served by NSSRA, and
accordingly determines that the Subject Property is no longer needed or deemed necessary or
useful for the purpose of park or special recreation purposes; and
WHEREAS, the Amended and Restated Articles of Agreement for Northern Suburban
Special Recreation Association (“Amended and Restated Articles”) approved and in effect since
April 19, 2012 provide in Articles III.A.3. and V.A. that NSSRA may enter into agreements with
a member agency, another unit of local government, or another person or entity for the sale of
real property, upon approval by two-thirds vote of the entire NSSRA Board of Directors and
ratification by two-thirds of Member Agency governing boards; and
WHEREAS, NSSRA and its Member Agencies are authorized, pursuant to the above-
cited provisions of the Amended and Restated Articles, the Park Commissioners Land Sale Act
(70 ILCS 1235/1), the powers conferred by Article VII, Sections 1, 6(a) and 10(a) of the 1970
Illinois Constitution, and the 1973 Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.), to
petition the Circuit Court of Cook County for leave to sell the Subject Property upon such terms
and conditions as said Court may think proper;
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Northern
Suburban Special Recreation Association that:
Section 1. The preamble recitals set forth above are hereby reaffirmed and incorporated
in this Resolution as if fully set forth herein.
Section 2. The Board hereby approves and authorizes NSSRA legal counsel to file in the
Circuit Court of Cook County a Verified Petition Pursuant to 70 ILCS 1235/1 For Leave To Sell
EXHIBIT 1
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118
IN THE CIRCUIT COURT OF COOK COUNTY
CHANCERY DIVISION
Northern Suburban Special Recreation, )
) No. _______________
Petitioner. )
VERIFIED PETITION PURSUANT TO 70 ILCS 1235/1
FOR LEAVE TO SELL LAND NO LONGER NEEDED
FOR PARK OR SPECIAL RECREATION PURPOSES
NOW COMES the Northern Suburban Special Recreation Association, by its attorneys
Robbins, Schwartz, Nicholas, Lifton & Taylor, Ltd., and for its instant Petition For Leave To
Sell Land in accordance with the provisions of 70 ILCS 1235/1 (“Petition”) states as follows:
PETITIONER
1. The Northern Suburban Special Recreation Association (“NSSRA”) is an
association of the following 10 park districts and three home rule municipalities (“Member
Agencies”) located in Cook and/or Lake County, Illinois:
Deerfield Park District Park District of Highland Park Winnetka Park District
Glencoe Park District Northbrook Park District City of Highwood
Glenview Park District Northfield Park District City of Lake Forest
Kenilworth Park District Wilmette Park District Village of Riverwoods
Lake Bluff Park District
2. NSSRA has its administrative offices at and owns a one-acre parcel of land
commonly known as 3105 MacArthur Boulevard, situated in an industrial park in the Village of
Northbrook in Cook County, Illinois, which property is the subject of this Petition (“Subject
Property”). The legal description of the Subject Property is set out in Exhibit A of the separately
bound volume of exhibits to this Petition filed concurrently herewith.
3. NSSRA is organized and operates pursuant to the provisions of Sections 5-8 and
8-10b of the Park District Code (70 ILCS 1205/5-8 and -/8-10b) and Section11-95-14 of the
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Illinois Municipal Code (65 ILCS 5/11-95-14) and of its Amended and Restated Articles of
Agreement (“Amended Articles”), as well as pursuant to the authority conferred by Article VII,
Sections 1, 6(a) and 10(a) of the 1970 Illinois Constitution, and by the 1973 Intergovernmental
Cooperation Act (5 ILCS 220/1 et seq.) providing that local governments may contract and
associate among themselves to exercise, combine or transfer any power or function in any
manner not prohibited by law or ordinance. A copy of NSSRA’s Amended Articles has been
submitted as Exhibit B to this Petition.
4. NSSRA is governed by a Board of Directors consisting of one representative from
each of its 13 Member Agencies. See Exhibit B (Amended Articles), Article III.A.1. NSSRA’s
operations are funded in part by contributions from its Member Agencies, in part by reasonable
fees charged for participation in its programs, and in part by charitable contributions generated
through efforts of its non-profit 501(c)(3) affiliate the Northern Suburban Special Recreation
Foundation.
LEGAL AUTHORITY FOR THIS PETITION
5. NSSRA brings this Petition pursuant to Section 1 of the Park Commissioners
Land Sale Act, 70 ILCS 1235/1 (the “Act”), which states in pertinent part that:
Any board of park commissioners having the control or supervision of any
public park, boulevard, driveway, or highway, and having any piece or
parcel of land not exceeding 3 acres in area, which shall no longer be
needed or deemed necessary or useful for the purpose of said park,
boulevard, driveway or highway may apply to the Circuit Court of the
county in which such piece or parcel of land is situated, by petition in
writing for leave to sell the same. Notice of such application shall be given
by said board of park commissioners in some newspaper published in said
county at least ten days before the day named therein. All persons
interested may appear before said Circuit Court either in person or by
attorney when said application shall be made, and object to the granting
thereof. After hearing all persons interested, if said court shall deem the
granting of said application to be for the public interest, it shall direct that
the property mentioned in said application, or any part thereof, be sold and
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conveyed by the said board of park commissioners for the use of said park,
boulevard, driveway or highway, upon such terms and conditions as said
court may think proper.
6. Each of NSSRA’s 10 park district Member Agencies is authorized by the Act to
avail of this procedure to dispose of property, not exceeding three acres in size and no longer
needed for park or recreation purposes, which they own or in which they have an ownership
interest.
7. Pursuant to Article VII, Section 6(a) of the Illinois Constitution of 1970, and their
home rule powers, each of NSSRA’s three Member Agencies which are Illinois home rule
municipalities may likewise dispose of such a parcel of park or recreation property which they
own or in which they have an ownership interest, by availing of the procedure described in the
Act through the adoption of a local ordinance so providing. The sale by a home rule city or
village of a parcel of property no longer needed or useful for park or recreation purposes is
clearly a matter pertaining to its government and affairs. A home rule city or village’s
disposition of real property by means other than those provided for in the Illinois Municipal
Code is not expressly limited by statute. See Ill.Const.1970 Art. VII, § 6(a) and 6(g); City of
Carbondale v. Eckert, 76 Ill.App.3d 881, 889-90, 395 N.E.2d 607, 613 (5th Dist. 1919) (absent a
statute specifically limiting home rule powers, a home rule unit may enact an ordinance
providing for the sale of its property).
8. Moreover, pursuant to the Intergovernmental Cooperation Ac, 5 ILCS 220/1 et
seq., the NSSRA’s Member Agencies may associate among themselves to exercise any power or
function in any manner not prohibited by law or ordinance.
9. The bringing of this Petition and publication of the Notice have been duly
authorized by action of the NSSRA Board of Directors and by action of the respective governing
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boards of each of NSSRA’s Member Agencies. A copy of the authorizing resolution of the
NSSRA Board of Directors, and a copy of the authorizing resolution or ordinance of each
Member Agency’s governing board, are included as Group Exhibit C in the separately bound
volume of exhibits to this Petition.
10. In accordance with the Act, NSSRA’s governing Board of Directors will, at
least10 days before the date set for hearing on this Petition, cause a Notice of the Petition (the
“Notice”) to be given by publication in ___________________, a newspaper published in Cook
County and having general circulation in the communities served by NSSRA’s Member
Agencies. The Notice will be published in substantially the form set out in accompanying
Exhibit D to this Petition.
PROPOSED MANNER OF SALE
11. NSSRA seeks to conduct the sale of the Subject Property, or any part thereof, by
public competitive bidding, after due advertisement of the proposed terms and conditions of sale,
including a minimum bid price.
12. In accordance with the notice publication requirements of Section 10-7d of the
Park District Code (70 ILCS 1205/10-7d), and in an effort to attract and increase the
marketability of the Subject Property to a significant group of prospective purchasers, the
advertisement will be published for two successive weeks, once each week, the first publication
to be not less than 15 days prior to the date fixed for sale, in a newspaper published and of
general circulation within the territory of NSSRA’s Member Agencies in Cook and Lake
Counties, Illinois. The advertisement will also be posted continuously on NSSRA’s website at
www.nssra.org for a period beginning not fewer than 15 days prior to the date fixed for sale.
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13. NSSRA will obtain one or more independent appraisals for purposes of
establishing the value of and setting a minimum bid price for the Subject Property.
14. If no bids in an amount equal to or greater than the advertised minimum bid price
are received at the proposed public sale, NSSRA additionally seeks leave to sell the Subject
Property, or any part thereof, in any commercially reasonable manner, including (without
limitation) by engaging the services of licensed commercial real estate broker and/or negotiating
a sale of the Subject Property for a lower price.
WHY THE GRANT OF THIS PETITION IS IN THE PUBLIC INTEREST
15. The condition and location of the Subject Property no longer adequately serves
NSSRA’s need for administrative offices and ancillary facilities to coordinate the provision of
special recreation services and programs for the more than 5,000 participants and their families
served by NSSRA.
16. Although the Subject Property is an attractive and well-designed industrial park
near access to I-94, 3105 MacArthur is in the interior of the park and is not optimally easy to
locate for members of the public seeking to register for NSSRA programs or to visit the
administrative offices for other purposes. Due to size and zoning limitations, the Subject
Property cannot be used for recreational programs or activities, nor does it lend itself to
potentially cost-saving arrangements with a Member Agency for shared use of indoor space
and/or outdoor park facilities.
17. The methods of sale proposed in this Petition are intended and calculated to
enable NSSRA to locate a suitable purchaser or purchasers and elicit an advantageous purchase
price for the unique Subject Property, to the end of continuing and enhancing the ability of
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NSSRA and its Member Agencies to provide high quality, cost-effective recreational programs
for individuals with disabilities in the communities they serve.
PRAYER FOR JUDGMENT ORDER
WHEREFORE, Petitioner NSSRA requests this Court to enter a judgment order finding
the proposed sale of the Subject Property to be for the public interest, and directing that the
Subject Property, or any part thereof, be sold and conveyed by NSSRA in the manner proposed
above and upon such terms and conditions, if any others, as the Court may think proper.
Respectfully submitted,
NORTHERN SUBURBAN SPECIAL
RECREATION ASSOCIATION
By: __________________________________
One of its Attorneys
Heidi A. Katz
ROBBINS, SCHWARTZ, NICHOLAS
LIFTON & TAYLOR, LTD.
55 W. Monroe Street, Suite 800
Chicago, Illinois 60603
(312) 332-7760
Cook County I.D. No. 91219
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EXHIBITS TO
VERIFIED PETITION PURSUANT TO 70 ILCS 1235/1
FOR LEAVE TO SELL LAND NO LONGER NEEDED
FOR PARK OR SPECIAL RECREATION PURPOSES
EXHIBIT A – LEGAL DESCRIPTION OF PROPERTY
EXHIBIT B – AMENDED AND RESTATED ARTICLES OF AGREEMENT
GROUP
EXHIBIT C – COPIES OF BOARDS’ AUTHORIZING RESOLUTIONS OR
ORDINANCES
EXHIBIT D – COPY OF PROPOSED NEWSPAPER NOTICE OF PETITION
FOR LEAVE TO SELL PROPERTY
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VERIFICATION
I, Bradly Burke, being first duly sworn on oath, do hereby swear that I have read the
foregoing Verified Petition Pursuant To 70 ILCS 1235/1 For Leave To Sell Land No Longer
Needed For Park Or Special Recreation Purposes, and that the matters stated therein are true to
the best of my knowledge and belief.
___________________________
[Name]
Chairperson
Board of Directors
Northern Suburban Special
Recreation Association
Subscribed and sworn to before me
this ___ day of ________, 2012.
____________________________
Notary Public
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MUTUAL AID BOX ALARM SYSTEM
FIRST ADDENDUM TO MABAS MASTER AGREEMENT
This First Addendum to the Mutual Aid Box Alarm System ("MABAS") Master Agreement
in the State of Illinois, last amended prior to 2000, is meant to incorporate in its entirety the terms
included within the Master Agreement except as specifically changed herein. In the event there
is a conflict between the terms and conditions of the Master Agreement and this Addendum, this
Addendum shall be controlling.
As the cost of lending mutual aid support has increased in recent times, communities
have determined it necessary to agree in advance on cost reimbursement issues prior to the
occurrence of an actual emergency. Mutual aid agreements such as the MABAS Master
Agreement have served as the foundation for navigating cost issues and engaging in these
agreements prior to the emergency avoid post-emergency concerns on cost reimbursement.
SECTION FIVE - Compensation for Aid is amended to read as follows:
Equipment, personnel, and/or services provided to this Agreement shall
be at no charge to the party requesting aid for the first eight (8) consecutive hours
of aid provided to the Stricken Unit; however, any expenses recoverable from
third parties shall be equitably distributed among responding parties. Day to day
mutual aid should remain free of charge and the administrative requirements of
reimbursement make it unfeasible to charge for day-to-day mutual aid. Nothing
herein shall operate to bar any recovery of funds from any state or federal agency
under any existing statute.
Any Aiding Unit is empowered to and may charge a Stricken Unit for reimbursement for costs of
equipment, personnel. and/or services provided under this Agreement for terms of more than
eight (8) consecutive hours under the following terms and conditions:
1. The amount of charges assessed by an Aiding Unit to a Stricken Unit may not exceed the
amount necessary to make the Aiding Unit whole and should only include costs that are
non-routine in nature.
2. The Aiding Unit must assess no more the "usual and customary" charges for personnel
costs pursuant to a collective bargaining agreement, benefit ordinance or compensation
policy.
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3. The fee structure for apparatus and equipment shall be based on FEMA or OSFM rate
schedules. If a particular piece of apparatus or equipment is not listed within the FEMA /
OSFM rate schedules, a market rate for reimbursement shall be established.
4. In no event shall the amount assessed by an Aiding Unit to a Stricken Unit exceed the
amount of fees permitted to be assessed under Illinois law.
5. Aiding Units must invoice the Stricken Unit within thirty (30) days after the completion of
the emergency; Once thirty (30) days pass. the aid shall be considered to be a donation
of service.
6. Mutual Aid and assessing costs for mutual aid cannot in any way be conditioned upon
any declaration of a federal disaster.
Member Units are encouraged to consider the adoption of internal policies
establishing procedures for cost reimbursement on MABAS mobilizations pursuant to
established MABAS procedures for collection and submission of funds.
The Signatory below certifies that this First Addendum to the MABAS Master
Agreement has been adopted and approved by ordinance, resolution, or other manner
approved by law, a copy of which document is attached hereto.
The City of Lake Forest Mayor
ATTEST:
Date Deputy Clerk
MABAS DIVISION: 4
2
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ORDINANCE NO.
AN ORDINANCE AUTHORIZING AN ADDENDUM TO
MUTUAL AID BOX ALARM SYSTEM AGREEMENT
WHEREAS, the Constitution of the State of Illinois, 1970, Article VII, section 10,
authorizes units of local government to contract or otherwise associate among
themselves in any manner not prohibited by law or ordinance; and,
WHEREAS, the "Intergovernmental Cooperation Act", 5 ILCS 220/1 et seq.,
provides that any power or powers, privileges or authority exercised or which may be
exercised by a unit of local government may be exercised and enjoyed jointly with any
other unit of local government; and,
WHEREAS, Section 5 of the "Intergovernmental Cooperation Act", 5 ILCS 220/5,
provides that anyone or more public agencies may contract with anyone or more public
agencies to perform any governmental service, activity or undertaking which any of the
public agencies entering into the contract is authorized by law to perform, provided that
such contract shall be authorized by the governing body of each party to the contract;
and,
WHEREAS, the parties hereto are units of local government as defined by the
Constitution of the State of Illinois, 1970, Article VII, Section 10, and the
Intergovernmental Cooperation Act; and,
WHEREAS, the Mayor and the City Council of The City of lake Forest have
determined that it is in the best interests of this unit of local government and its residents
to enter into an Addendum to the Mutual Aid Box Alarm System Agreement to secure to
each the benefits of mutual aid in fire protection, firefighting, rescue, emergency medical
services and other activities for the protection of life and property from an emergency or
disaster and to provide for communications procedures, training
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and other necessary functions to further the provision of said protection of life and
property from an emergency or disaster. NOW, THEREFORE, BE IT ORDAINED by the
Mayor and the City Council of the City of Lake Forest , in Lake County, Illinois as follows:
SECTION ONE: That the Mayor and the Deputy City Clerk be and are hereby
authorized and directed to execute an Addendum to the Mutual Aid Box Alarm System
Agreement, a copy of said Addendum being attached hereto and being made a part
hereof.
ADOPTED this day of 20 , by a roll call vote as
follows:
AYES:
NAYS:
ABSENT:
Mayor
ATTEST:
Deputy City Clerk
MABAS-ILLlNOIS-CITY/VILLAGE/DISTRlCT-ORDlNANCE
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STATE OF ILLINOIS )
) SS
COUNTY OF )
DEPUTY CITY CLERK'S CERTIFICATE
I, , the duly qualified and acting Secretary/Clerk
of the City of Lake Forest , Lake County, Illinois, do hereby certify that attached hereto is a true
and correct copy of an Ordinance entitled:
ORDINANCE NO.
AN ORDINANCE AUTHORIZING AN ADDENDUM TO
MUTUAL AID BOX ALARM SYSTEM AGREEMENT
which Ordinance was duly adopted by said Council/Board at a meeting held on the day of
, 20 .
I do further certify that a quorum of said Council/Board was present at said meeting, and
that the Council/Board complied with all the requirements of the Illinois Open Meetings Act and
its own policies, rules or regulations concerning the holdings of meetings and the taking of action
during meetings.
IN WITNESS WHEREOF, I have hereunto set my hand this day of ,
20 .
Deputy City Clerk
MABAS-ILLlNOIS-CITY/VILLAGE/DISTRlCT-ORDlNANCE
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Bid 13286 - Elevator Inspection
Bid Comparison
Thompson Elevator Inspection
Mt. Prospect, IL
National Elevator
Inspection Service
St. Louis, MO
City Wide Elevator
Inspection
Chicago, IL
Elevator Inspection
Services
Burr Ridge, IL
Omni Elevator
Company
Owings Mills, MD
Elevator Inspection*:
Initial Inspection
Re-
Inspection
After Hours
Group Discount*:
Initial Inspection
Re-
Inspection
After Hours
$42.00
$38.00
$42.00
$38.00
$35.00
$38.00
$155.00
$45.00
$310.00
$45.00
$45.00
$90.00
$20.00
$18.00
No Added Premium
$18.00
$15.00
No Added Premium
$22.00
$15.00
$22.00
$19.00
$15.00
$19.00
Bid has been
considered non
responsive. Their
bid will not be
considered.
New Construction &
Upgrades*:
Initial Inspection &
Plan Review
Re-Inspection
Group Discount*:
Initial Inspection &
Plan Review
Re-Inspection
No Charge
No Charge
No Charge
No Charge
$550.00
$75.00
$550.00
$75.00
$20.00
$18.00
$18.00
$15.00
$90.00
$40.00
$80.00
$30.00
Bid has been
considered non
responsive. Their
bid will not be
considered.
References Village of Arlington Heights; 1977-
2008 & 2012-Present
Village of Hoffman Estates; 1978-
Present
Village of Schaumburg; 2010-
Present
City of Fairfax, VA; 1999-
Present
City of Falls Church,VA;
1993-Present
Prince William County, VA;
2004-Present
University of Chicago;
2011-Present
CB Richard Ellis; 2013
JMB Financial Advisors;
2010-Present
Village of Orland Park;
2008-2013
Village of Rosemont; 2008-
2013
Village of Skokie; 1984-
2013
Bid has been
considered non
responsive. Their
bid will not be
considered.
Illinois Licenced &
Q.E.I. Certified
Yes Yes Yes Yes Bid has been
considered non
responsive. Their
bid will not be
considered.
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Value Added Services - Technical Sevices regarding new
construction, alterations, upgrades,
etc to Municipality, fire
department, electricians, etc.
- Certificate printing and
distribution for units "condition
good."
- Plan review
- Customized inspection scheduling
at the conveience of the
Municipality.
- Re-Inspection follow up
- Customized monthly reports
- Perform maintenance
assements to ensure
services are being provided
by companies as specified
and contracted for.
$110.00
- All municipally owned fire
stations, police stations,
city & village halls, and
public work buildings will
receive inspections services
including bi-annual safety
inspections and witnessing
at no charge.
- All plan reviews for the
municipality owned
conveyances named in the
bid will be performed at no
charge.
- All annual inspections
listed in the bid and
necessary re-inspections at
off hours or on weekends
will be performed at no
premium charge.
- Prompt payment discount
of 2% 20days from date of
invoice.
-Offered the fist semi-
annual elevator inspection
and re-inspection of failed
elevators to be performed
at no charge. An estimated
annual savings of $22,059
- All Municpality owned
conveyances will be
inspected at no charge for
the full term of the
contract.
- Prompt payment discount
of 2% 10 days from date of
invoice.
Bid has been
considered non
responsive. Their
bid will not be
considered.
Exceptions No No No No Bid has been
considered non
responsive. Their
bid will not be
considered.
Bid Bond Yes Yes Yes Yes
Bid has been
considered non
responsive. Their
bid will not be
considered.
Notes:
*Bid price was the same for all Governmental Units
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