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CITY COUNCIL 2014/10/06 Agenda***AMENDED*** All Members of the City Council have been invited by the Library Board for dinner and a presentation on the newly installed Media Lab at 6:00pm at the Library, 360 E Deerpath. THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, October 6, 2014 *Special Start time 7:30 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 7:30 p.m. PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR 7:30 pm A. 2014-2015 New Board and Commission Appointments/Reappointments ELAWA FARM COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Dianne FitzSimons Appoint LB-Elawa Foundation A copy of the volunteer profile sheet can be found on page 12. COUNCIL ACTION: Approve the Mayor’s Appointment 2. COMMENTS BY CITY MANAGER 3. COMMENTS BY COUNCIL MEMBERS 7:35 pm A. Public Works Committee 1. Recognition of the 2014 Water Plant Operator of the Year Award- Charlie Douglas, Assistant Chief Water Plant Operator Presented by Chairman of The Public Works Committee, Catherine Waldeck 1 October 6, 2014 City Council Agenda 2. City Council Approval of the Winter 2014/2015 Salting Policy, the Salt Quantity to be Purchased, the Waiver of Formal Bidding for a Portion of the Salt Purchases, and the Final Selection of Salt Vendors PRESENTED BY: Michael Thomas, Director of Public Works 847-810-3540 PURPOSE AND ACTION REQUESTED: At the March 17, 2014 City Council meeting, staff presented a request to City Council for approval to authorize purchase of road salt for the 2014/2015 winter. City Council authorized the staff to procure 3,300 additional tons of road salt based on the following amounts: Remaining salt in storage from the 2013/2014 winter 800 tons Lake County purchasing process 500 tons State of Illinois purchasing process 2,800 tons Total: 4,100 tons Since the City Council meeting in March, the City has participated in the Lake County and State of Illinois bidding processes as authorized. The pricing, especially from the State’s purchasing program, is extremely high. Staff therefore is requesting City Council’s approval on the overall salting policy for this upcoming winter, the quantity of salt to be purchased, and the salt vendor the City should purchase salt from. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments City Council March 17, 2014 Approved Public Works Committee September 10, 2014 Discussed BACKGROUND/DISCUSSION: From the 2013/2014 winter, salt supplies throughout the United States have been significantly diminished. Salt companies have been working around the clock to mine and transport the material to various truck terminals so that deliveries to government agencies may begin on October 1, 2014. The lack of road salt throughout the United States has created a classic “supply and demand issue” for everyone dealing with snow and ice. County Purchasing Program In an attempt to improve upon the timing of deliveries throughout the winter, the Lake County Department of Transportation decided to organize and manage a bidding process of its own this year, separate from the State purchasing program. Similar to the State, the final price per ton delivered would not be known until bids had been opened. In this case, the bid opening occurred on April 10, 2014 with those municipalities wanting to participate needing to commit their quantity no later than February 28th. The City Council authorized a commitment to purchase 500 tons from this process. City staff was informed in mid-April that North American Salt Company was the low bidder and that the City’s price would be $69.66/ton delivered. State Purchasing Program State purchasing of road salt is bid every other year by region. This summer the northern Illinois region was re-bid, not renewed. This allows interested municipalities to request their updated quantities, versus renewal years where the requesting municipality is only 2 October 6, 2014 City Council Agenda allowed to increase its quantity by 20% over the previous year’s amount. City Council authorized a commitment to purchase 2,800 tons from this year’s State purchasing program. Requested quantities were due back to the State by March 28th with a subsequent bid opening on July 1, 2014. City staff was informed at the end of August that Morton Salt was the low bidder and that the City’s price would be $137.69/ton delivered. Last winter the City paid $52.33/ton delivered through the State purchasing process. Further Investigation Being alarmed at the significant price increase, especially when comparing neighboring municipalities that are on the same State contract (see price comparison chart on page 16), City staff contacted both the State’s purchasing coordinator and the low bid vendor, Morton Salt. The State noted that they have no input on how the salt companies price their salt and they simply select the lowest bidder. Morton Salt would not explain the extreme variance between the salt prices for adjacent municipalities and stated that how they determine their price per ton delivered is “privileged information” and that they would not share that information with the City. Both the State and Morton Salt noted that over 170 government agencies throughout Illinois had requested road salt but received a “no bid” through the State process. In other words, the State and Morton Salt were noting to those of us who received a bid and a commitment to provide the requested quantity, that we should be pleased that we are receiving any salt at all. Staff contacted the salt vendor for the Lake County bid and asked if additional salt could be purchased at the $69.66/ton delivered price. The vendor, North American Salt, said they could not provide any additional salt and were bringing salt in from Chile to help fulfill the commitments they had made throughout the United States. Alternative Sources of Road Salt Staff contacted eight other salt companies to try to identify alternative sources of road salt in light of the extremely high bid from Morton Salt. Staff was told by four that they could not quote the City on salt; they too were having a difficult time acquiring high volumes of salt. Four salt suppliers provided the following quotes: Company Location Quantity Quote Type Price Per Ton Delivered Holicky Brothers Le Center, MN 2,800 tons Verbal $178 Hutchinson Salt Baxter Springs, KS 2,800 tons Verbal $135 Midwest Salt Batavia, IL 2,800 tons Written $113.10* Conserv FS Wauconda, IL 2,800 tons Written $115.25 delivered Sept., Oct., Nov. Conserv FS Wauconda, IL 2,800 tons Written $119 delivered Dec., Jan., Feb. *$96/ton to be paid up front for the salt; $17.10/ton to be paid for and after delivery Staff contacted both Midwest Salt and Conserv FS to confirm that their quotes would be valid through Tuesday morning, October 7, 2014. Both companies confirmed their price through October 7, 2014. 3 October 6, 2014 City Council Agenda Salting Policy for Winter 2014 – 2015 As was discussed during last winter, staff explored the possibility of reducing its use of road salt. Staff is proposing a “tiered approach” whereby the winter months are divided into three separate time periods: December 1st – January 15th, January 16th – February 15th, and February 16th – March 30th. Using historical data, staff has estimated the average number of storms for each of the three periods and multiplied them with the proposed tons per storm to calculate the annual salt needed. Period # 1: December 1st – January 15th: With the holiday season and most residents in town, staff proposes to perform their normal salting procedures as follows: • 110 tons of salt per storm with an estimated 15 storms = 1,650 tons. All City streets would be salted after a snow storm at the normal rate. Period # 2: January 16th – February 15th: As the holiday season has past and fewer residents in town, staff proposes to reduce salt usage to 75% of the typical 110 tons per storm as follows: • 83 tons of salt per storm with an estimated 9 storms = 747 tons. Only main City streets, along with hills, curves, and intersections of all City streets would be salted after a snow storm at the normal limited rate. Period # 3: February 16th – March 30th: As the sun moves higher in the sky, snow and ice begin to melt sooner as compared to the other two periods. Therefore, staff proposes to use 50% of the 110 tons typically used as follows: • 55 tons of salt per storm with an estimated 9 storms = 495 tons. Only main City streets, along with hills, curves, and intersections of all City streets would be salted after a snow storm at the reduced rate. The above policy is what staff has used to determine the estimated total amount of salt needed for an average winter. Adjustments can be made based on weather conditions and resident concerns, including the possible purchase of additional salt. Salt Bay Modification: Increase in Tons Stored Finally, staff is investigating the reinforcement of the City’s two salt bays to allow for additional salt to be stored onsite. Currently, the two salt bays together can hold 1,600 tons of salt. The salt bays at the old Municipal Services Building only held 600 tons. Reinforcing the two salt bays would allow an additional 600 tons be stored onsite, increasing the total amount onsite before each winter begins to 2,200 tons. This represents 75% of the City’s average annual usage of 2,900 tons. The project is estimated to cost approximately $200,000. Staff will include this request in the FY2016 capital improvement plan. BUDGET/FISCAL IMPACT: In the FY2014 budget, the Streets Section allocated $222,000 for salt and calcium chloride purchases. In anticipation of a price increase for the upcoming winter’s road salt, $230,000 has been budgeted for this material. Typically, 89% of this account is dedicated for salt purchases and the remaining dollars for liquid calcium chloride and City building sidewalk salt. With 800 tons on hand, staff budgeted 4 October 6, 2014 City Council Agenda $20,000 for calcium chloride and sidewalk salt and approximately $64/ton delivered for 3,300 tons of salt. FY2015 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N General 101-5136-431-65-11 $230,000 $269,730 Y RECOMMENDED COUNCIL ACTION: Staff recommends City Council approval of the following five recommended actions: 1. The 2014 – 2015 winter salting policy to be as follows: Period # of Storms Average Tons Per Storm # of Total Tons Normal Salting 12/1 – 1/15: 45 days 15 110 1,650 Reduced Salting 1/16 – 2/15: 30 days 9 83 747 Limited Salting 2/16 – 3/30: 45 days 9 55 495 Total: 33 2,892 2. Approval of the Bid from North American Salt Company as procured through the Lake County Bidding Process for the purchase of 500 tons at $69.66 / ton. 3. Rejection of the Bid from Morton Salt as procured from the State of Illinois Bidding Process, as such bid materially varies from the bidding criteria that the City established for its participation in the State of Illinois bidding process. 4. Waiver of Competitive Bids and approval of the proposal from Conserv FS for the purchase of 1,600 tons of road salt at the price of $115.25 and $119.00/ton respectively. The table summarizes the estimated amount to be spent from the Streets Section Chemical Account based on the recommended actions: Salt & Snow Melt Materials # of Tons $ / Ton Total $ Remaining salt in storage 800 tons Paid $0 Lake County purchasing process 500 tons $69.66 $34,830 State of Illinois Bidding process(Morton Salt) 0 tons $137.69 $0 Conserv FS: Sept. / Oct. / Nov. Delivery 1,400 tons $115.25 $161,350 Conserv FS: Dec. / Jan. / Feb. Delivery 200 tons $119.00 $23,800 Salt Total: 2,900 tons $219,980 Liquid Calcium Chloride and Bldg. Salt $20,000 Streets Section Chemical Acct. Total: $239,980 5 October 6, 2014 City Council Agenda 5. In addition, the City annually purchases, stores, and loads School District’s #67 & #115 salt. Since the City pays for and receives the material, staff is requesting an additional $29,750 be approved for their tonnage. The Districts’ average amount used of 250 tons x $119/ton = $29,750. The City is reimbursed for all salt used by the School District; what is not used remains in the salt bays for the following winter. 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:30 pm 1. Approval of the September 2, 2014 City Council meeting Minutes A copy of the minutes can be found beginning on page19. 2. Check Register for period August 23- September 26, 2014 Fund Invoice Payroll Total General 491,705 1,701,964 2,193,668 Water & Sewer 102,933 168,546 271,479 Parks & Recreation 191,622 471,721 663,343 Capital Improvements 558,167 0 558,167 Motor Fuel Tax 18,228 0 18,228 Cemetery 8,375 24,179 32,554 Senior Resources 26,036 30,949 56,985 Deerpath Golf Course 110,319 64,141 174,460 Fleet 133,951 58,287 192,239 Debt Funds 500 0 500 Housing Trust 0 0 0 Park & Public Land 146,121 0 146,121 All other Funds 837,872 206,082 1,043,954 $ 2,625,829 $ 2,725,870 $ 5,351,699 3. Resolution of Appreciation for Randall J. Diekmann A copy of the Resolution can be found on page 26. COUNCIL ACTION: Approve the Resolution 4. Resolution of Appreciation for Dan Jasica Parks & Recreation Board Member A copy of the Resolution can be found on page 27. COUNCIL ACTION: Approve the Resolution 6 October 6, 2014 City Council Agenda 5. Award of Bid for the Municipal Services Epoxy Floor Project Included in the F.Y. 2015 CIP Budget STAFF CONTACT: DAN MARTIN, SUPERINTENDENT OF PUBLIC WORKS (847-810-3561) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award the bid for the Municipal Services Epoxy Floor Project to Concare, Inc. The project will include the preparation of the concrete floor and the installation of an epoxy floor coating system to the sanitation garage and the wash bay located at the East end of the Municipal Services Building. The project would be scheduled for completion by the second week of November 2014. BACKGROUND/DISCUSSION: Towards final construction of the Municipal Services Building in 2009 it was determined that the cost of a long term floor coating system for the garages was not within the project’s budget parameters. A clear concrete sealant was applied to the floors to protect them until a long term epoxy solution could be installed. Over the past five years the clear sealant has been worn away by dirt, salt, and everyday vehicle traffic, to a point where the concrete is showing signs of damage in many areas. Taking into consideration the number of vehicles which would be displaced and the cost of the project, the project was divided into three phases over three years (FY15, FY16, & FY17). Phase one consists of the sanitation garage and wash bay, followed by phase two covering the main garage area and the final phase being the fleet garage. Staff is recommending applying a 1/8th inch epoxy floor system. The flooring system consists of four layers: one primer layer, two layers of colored epoxy with silica aggregate to reduce slippage, and a protectant topcoat. The four layered system will provide long term protection for the sanitation garage and wash bay floors. The layered floor system will allow us to re-apply the clear topcoat every 4-5 years to protect the main body of the system, providing a long term maintainable floor system. BUDGET/FISCAL IMPACT: On September 19, 2014, staff received the following bids for this project. Company Bid Amount Concare, Inc. $87,784.04 National Restoration Systems $88,350.00 Prime Coat Coating Systems $108,435.56 After a detailed review of the bids by staff, Concare’s proposal met all of the required project specifications and their references gave favorable responses. In the past Concare has installed epoxy floor systems at the Public Safety Building. Their work was very good and completed on time. The $7,784.04 overage will be paid for by savings realized in other building capital projects. 7 October 6, 2014 City Council Agenda FY2015 Funding Source Account Budget Amount Requested Budgeted? Y/N CIP $80,000 $87,784.04 Y COUNCIL ACTION: Award of bid to Concare Inc. in the amount of $87,784.04. In addition, staff is requesting a 5% or $4,390 contingency for any unforeseen problems during the project. 6. Approval of Plante Moran Professional Services for Phase 5 of the Parks and Recreation Software Replacement Project 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 for Plante Moran’s continued professional services through Phase 5: Implementation Management Assistance, 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 1/2014 Participated in Needs Assessment Parks and Recreation & Finance/IT Staff 1/06/2014 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 6/17/14 Recommended preparation of contract with Vermont Systems, Inc. (VSI) City Council 7/7/14 Approval to negotiate contract with VSI Parks and Recreation Board 8/19/14 Advisory Approval of Contract with VSI City Council 9/2/14 Approval of Contract with VSI BACKGROUND/DISCUSSION: Since December 2013 staff has worked with the software consultant, Plante Moran, through the first four phases of the software replacement project which included Needs Assessment (Phase 1), RFP Preparation (Phase 2), Vendor Selection (Phase 3) and Statement of Work and Contract Negotiation (Phase 4). The Implementation 8 October 6, 2014 City Council Agenda Management Assistance (Phase 5) pricing and scope of services was considered optional and was not included in the initial agreement as that the scope of services was directly related to the timing and extent of software modules purchased from the selected vendor. City staff believes that Plante Moran has provided exceptional professional services throughout the project and that continued use of its services through the Implementation Phase will ensure the City’s and Vendor’s activities result in maximizing the desired outcomes for software installation, improved business processes and gained efficiencies. The Phase 5 Professional Services Proposal (page 28) details the scope of services that will be provided during implementation of the VSI recreation software beginning in November 2014. A few of the key areas of assistance include: • Assist with project initiation activities, including finalizing schedules and aligning deliverables • Monitor vendor compliance with negotiated contract • Provide software acceptance testing guidance • Assist in managing the issues/action items log • Facilitate resolution to key project issues • Ensure performance by the software to gain expected efficiencies BUDGET/FISCAL IMPACT: 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. On September 2, 2014 City Council approved the contract with the software vendor, Vermont Systems, Inc. and additional City costs for a total of $173,276. Plante Moran’s Phase 5 fees are based upon a not-to-exceed total of 160 hours that will be billed upon completed hours. Any unused, remaining hours may also be shared or banked and applied to future phases of the City’s software implementation project (such as future implementation of the city-wide maintenance work order software, MainTrac, that will be implemented in late 2015). Below is a summary of Project expenses/budget through Phase 5: FY2015 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Council Approved Fund 220 Parks & Recreation 220-8065-451-75-01 $290,000 VSI Contract-City Other $173,276 Y 09-02-14 Plante Moran: Phase 5* $36,000 Y Total $209,276 *Plante Moran Consulting Services for Phase 1-4 were paid in FY14 via Fund 220. COUNCIL ACTION: If desired and appropriate by the City Council, approve the Plante Moran Professional Services Proposal for Phase 5 Software Implementation for a not-to- exceed total of $36,000 to be funded from Parks and Recreation Fund 220. 9 October 6, 2014 City Council Agenda 7. Approval of Resolution Supporting an Intergovernmental Agreement for Law Enforcement Mutual Aid (ILEAS) STAFF CONTACT: Jim Held, Police Chief (847-810-3802) PURPOSE AND ACTION REQUESTED: Staff requests City Council approval for a Resolution accepting an intergovernmental agreement for Law Enforcement Mutual Aid in cases of overwhelming emergencies or disaster relief - Illinois Law Enforcement Alarm System (ILEAS). BACKGROUND/DISCUSSION: Ten years ago ILEAS was formed pursuant to the Illinois Intergovernmental Cooperation Act and is an Agreement between all the public agencies that sign the agreement. This new agreement augments ILEAS’ legal footing and acknowledges ILEAS was created to oversee the logistics of statewide mutual aid. Additional information and the Resolution can be found beginning on page 34. COUNCIL ACTION: Approval of Resolution Supporting an Intergovernmental Agreement for Law Enforcement Mutual Aid (ILEAS) COUNCIL ACTION: Approve the seven (7) Omnibus items as presented. 6. ORDINANCES 7. NEW BUSINESS 8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing threatened or pending Litigation. Adjournment into executive session RECONVENE INTO REGULAR SESSION 9. ADJOURNMENT 8:40 pm Office of the City Manager October 1, 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. 10 October 6, 2014 City Council Agenda 11 12 13 14 15 State of Illinois “State Bid” Pricing for 2014-2015 Winter Bid Opening: July 1, 2014 Low Bid Vendor: Morton Salt Public Agency / Municipality # of Tons Requested Price Per Ton Village of Glencoe 1,150 $75.79 Village of Kenilworth 330 $110.79 Village of Northbrook 3,800 $75.79 Village of Northfield 500 $75.79 Village of Skokie 5,000 $74.94 Village of Wilmette 2,850 $110.79 Lake County DOT 13,400 $89.08 Village of Antioch 1,500 $85.69 City of Highwood 800 $112.06 Village of Lake Bluff 900 $87.40 Lake County Forest Preserve 640 $86.54 Village of Libertyville 200 $86.54 Village of Long Grove 1,500 $138.45 Village of Mettawa 150 $137.69 City of North Chicago 1,200 $86.54 City of Lake Forest 2,800 $137.69 Lake County Bid Pricing for 2014-2015 Winter Bid Opening: April 10, 2014 Low Bid Vendor: North American Salt Company Public Agency / Municipality # of Tons Requested Price Per Ton Lake County DOT 18,000 $68.75 Village of Buffalo Grove 3,500 $71.42 Village of Deerfield 1,500 $70.44 Village of Glenview 2,000 $71.42 Village of Gurnee 1,000 $67.90 City of Highland Park 2,000 $70.44 Village of Libertyville 2,200 $68.75 Village of Lincolnshire 200 $70.44 Village of Vernon Hills 1,600 $70.44 City of Lake Forest 500 $69.66 16 ANNUAL SNOW AMOUNT HIGH 80” 1,800 2,700 3,600 AVERAGE 39” 1,400 2,100 2,800 LOW 21” 1,200 1,800 2,400 LIMITED REDUCED NORMAL TOTAL ANNUAL TONS USED BASED ON APPLICATION RATE Application Rates • Normal: Average 110 tons per storm • Reduced: Average 83 tons per storm (75% of normal) • Limited: Average 55 tons per storm (50% of normal) Estimated Salt Usage 17 THE CITY OF LAKE FOREST SALT PURCHASING HISTORY WINTER SEASON AGENCY CONTRACT (TONS) COST PER TON VARIANCE ACTUAL TONS USED INCHES OF SNOW 1994 - 1995 State 2,000 $26.26 1,426 28 1995 - 1996 State 2,000 $27.04 0.78 2,646 35 1996 - 1997 State 2,000 $27.55 0.51 2,667 38 1997 - 1998 State 2,000 $28.54 0.99 1,592 35 1998 - 1999 State 2,000 $28.54 0.00 2,081 31 1999 - 2000 State 2,000 $26.83 (1.71)2,352 31 2000 - 2001 State 2,000 $27.37 0.54 2,563 52 2001 - 2002 State 2,000 $31.48 4.11 1,666 23 2002 - 2003 State 1,850 $31.48 0.00 2,242 33 2003 - 2004 State 2,000 $32.09 0.61 1,623 30 2004 - 2005 State 2,000 $32.00 (0.09)2,173 48 2005 - 2006 State 2,000 $36.66 4.66 1,396 33 2006 - 2007 State 2,000 $41.68 5.02 2,183 53 2007 - 2008 State 2,000 $41.65 (0.03)3,520 83 *Additional Purchase 396 $59.66 *Additional Purchase 50 $111.00 *Additional Purchase 194 $151.00 *Additional Purchase 375 $195.04 2008 - 2009 CLF 2,000 $126.28 84.63 2,317 72 *Additional Purchase 505 $136.68 2009 - 2010 State 3,000 $64.00 (62.28)3,060 55.5 2010 - 2011 Consortium 3,000 $63.60 (0.40)3,755 59.5 2011 - 2012 Consortium 2,500 $65.64 2.04 1,990 21 2012 - 2013 State 1,200 $52.33 (13.31)2,534 35.5 2013 - 2014 *Additional Purchase 1,600 $52.33 State 1,200 $52.33 0.00 3,516 84 State 250 $52.33 Holicky Brothers 492 $185.00 18 The City of Lake Forest CITY COUNCIL Proceedings of the September 2, 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 Reisenberg, Alderman Adelman and Alderman Moreno. Absent: Alderman Tack. Also present were: Bob Kiely, City Manager, Victor Filippini, City Attorney; Carina Walters, Assistant City Manager; Susan Banks, Communications Manager; Catherine Czerniak, Director of Community Development; 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. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. 2014-2015 New Board and Commission Appointments/Reappointments ELAWA FARM COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Barry Hollingsworth Appoint 2 Alderman Moore made a motion to approve the Mayor’s Appointment, seconded by Alderman Reisenberg. The motion carried unanimously by voice vote. B. Resolution of Appreciation for Robert Raymond Mayor Schoenheider read the Resolution, Alderman Reisenberg made a motion to approve the Mayor’s Appointment, seconded by Alderman Beidler. The motion carried unanimously by voice vote. Mayor Schoenheider added that Mr. Raymond’s Family had over 50 years of service within The City of Lake Forest. COMMENTS BY CITY MANAGER 19 Proceedings of the September 2, 2014 Regular City Council Meeting A. Emerald Ash Borer Update City Forester Peter Gordon gave an overview of the City’s EAB program that included where the City is today and what is planned for the future. He stated that 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. He added that there has been time spent managing the 7,227 inventoried ash trees on City owned properties including parkways, 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 on public properties. Mr. Gordon added that EAB is poised to deplete Lake Forest’s untreated ash tree population within 5-7 years; however 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. 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 may result in a potential savings. This topic will be brought to Council for discussion at the October CIP meeting. With the understanding that reforestation is essential for maintaining the character of the community, it is best to replant a more diversified urban forest. He stated that the City was able to plant over 38 species of trees throughout the community. A community outreach included a city- wide mailing of its Native Tree Guide, and partnering with Open Lands for two native tree sale on May 17, 2014 and October 18, 2014 at Melody Nature Preserve from 8am to 1pm. Over 13 native tree species will be offered. COUNCIL ACTION: No Action Required COMMENTS BY COUNCIL MEMBERS 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. Alderman Reisenberg, Chairman of the Property and Public Lands Committee, stated that the PPL has been reviewing the Municipal Services site since 2013. He explained that The City of Lake Forest put out an RFQ (Request for Qualifications) and received 11 submissions. From those, five interviews were held. The City of Lake Forest then issued an RFP (Request for Proposals), from which three firms were selected and of those, two responded and were interviewed. The PPL selected Focus Development as the preferred development team. Mr. Reisenberg said that the next steps were to negotiate purchases and sales agreement for City Council approval and initiate the public process for a Tax Increment Financial District which would be used for property clean up, building demolition and other TIF eligible expenses. He added that the development would 20 Proceedings of the September 2, 2014 Regular City Council Meeting move through various Boards & Commissions. He stated that approval of the Resolution does not approve a particular plan for the site, but instead sets the framework for the critical next steps in moving forward. Mayor Schoenheider asked if there was anyone from the public who would like to comment. Seeing none, he asked for a motion. 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. Alderman Moore made a motion to 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, seconded by Alderman Beidler. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. 2. Consideration of a Recommendation from the Property and Public Lands Committee in Support of an Ordinance Directing the Sale of Surplus Property. Alderman Reisenberg, Chairman of the Property and Public Lands Committee, said that 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, and the unused Westleigh Road right-of-way which is adjacent to the triangle parcel to the north. He added that 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, or whether they are surplus properties and should be sold or vacated. The property under construction was used as a parking lot for Barat College and planned for incorporation on the Barat Woods residential development, which unfortunately did not move forward, and then the property was gifted to Woodlands Academy. Barat Campus consolidated with Woodlands Academy, and the City approved a Master Plan for the overall site. He added that the PPL Committee unanimously recognized that the parcel had become surplus; however, the parcel served as an access to the bike path, parking for users of the bike path and as open space, and conditions of a sale should include conservation of the same. Mayor Schoenheider asked if there was anyone from the public who would like to comment. Seeing none he asked for a motion. 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. Alderman Moreno made a motion to 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, seconded by Alderman 21 Proceedings of the September 2, 2014 Regular City Council Meeting Beidler. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. Chairman of the Public Works Committee, Alderman Waldeck invited the City Council to consider attending the Public Works meeting to be held on September 10, 2014 at 6pm at the Municipal Services Center. The topics included results from Strand and Associates study to retrofit the water plant and an expected that a representative from Aquasource will also be present. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS None ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the August 4, 2014 City Council meeting Minutes. 2. Check Register for period of July 26- August 22, 2014. 3. Approval of the purchase of FY2015 computer workstations and laptops for all City departments. 4. Approval of 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. 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). 7. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval). 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. 9. Authorization for the City Manager to Ratify a Settlement Agreement by the City’s Risk Manager IRMA pertaining to Litigation (Matter No. 163666). 10. Consideration of an Ordinance Amending Chapter 9 of the City Code to Regulate Illicit Discharge and Stormwater Connections. 11. Award of Contract with Vermont Systems, Inc. to Purchase Parks and Recreation Software as Budgeted in FY15 Capital Plan. 22 Proceedings of the September 2, 2014 Regular City Council Meeting 12. Approval of a Water Delivery Agreement with the Army Corps of Engineers and Award of contract for Sheridan Road Water Main Improvement 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. 14. Consideration of an Ordinance Approving a Recommendation from the Plan Commission. (Waive First Reading and if Desired by the City Council, Final Approval). 15. Consideration of an Ordinance Approving an Addendum to the Illinois Mutual Aid Alarm Box System Agreement (MABAS). 16. Consideration of a recommendation from staff to authorize the City Manager to enter into a contract with Elevator Inspection Services Co., Inc. COUNCIL ACTION: Approve the sixteen (16) Omnibus items as presented. Mayor Schoenheider asked the Council if they would like any item removed or be taken separately. After a brief clarification, he asked for a motion to approve the sixteen (16) Omnibus items as presented. Alderman Reisenberg made a motion approving the Omnibus items as presented, seconded by Alderman Pandaleon. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. For the record, Alderman Adelman recused his vote on item # 14. 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 NEW BUSINESS 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.) Director of Community Development, Catherine Czerniak, reported that this is a recommendation from the Plan Commission affirming that the landscape and signage plans for the revitalized Northwestern Lake Forest Hospital Campus, and that they are in conformance with the previously 23 Proceedings of the September 2, 2014 Regular City Council Meeting approved Campus Master Plan and Special Use Permit. Approval of these plans completes the design approval phase of this project. Ms. Czerniak gave an overview of the timeline. This project was initiated in September, 2011, when 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. 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. Ms. Czerniak also added that there will be times during this construction when the site does not look like the plan, and asked residents to keep in mind that the construction is done in stages, and showed an example, stating “Park Here Today, Back to Nature Tomorrow.” Mayor Schoenheider asked if there was anyone from the public who would like to comment. Seeing none he asked for a motion. 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. Alderman Reisenberg made a motion to 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, seconded by Alderman Beidler. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 7 Yeas, 0 Nays, motion carried. 24 Proceedings of the September 2, 2014 Regular City Council Meeting Tom McAfee, President of the Northwestern Lake Forest Hospital, thanked the community for the enormous support and guidance through the last four years and the start of the conversation. he stated that he took great pride in revitalizing a cornerstone of the community for the next 100 plus years, to deliver the best medicine attached to the best learning site, to serve the health care needs of everyone in the future. He thanked all involved including Alderman Reisenberg and Tack and Catherine Czerniak for her leadership through the processes. Mayor Schoenheider thanked Tom McAfee and his team along with City Staff, the Plan Commission and the Hospital Advisory Committee for all their hard work and said that he is thrilled to see this project started. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION None ADJOURNMENT There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by Alderman Moore Motion carried unanimously by voice vote at 7:45 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. 25 26 27 28 29 30 31 32 33 ILLINOIS L AW ENFORCEMENT AL ARM SYSTEM THE PATH FORWARDWHAT DOES MEMBERSHIP IN ILEAS OFFER TO LOCAL LAW ENFORCEMENT AGENCIES? ILEAS is the largest and most effective law enforcement mutual aid organization in the United States. Over 900 counties, cities and other units of local government have joined ILEAS. ILEAS member agencies employ over 95% of the law enforcement ofﬁcers in Illinois. ILEAS’ motto is “Strength Through Cooperation.” Its continuing mission is to reduce costs and increase effectiveness of local law enforcement through the combining and sharing of resources and statewide coordination of mutual aid. ILEAS has been recognized by state and federal authorities as having one of the most robust law enforcement mutual aid capabilities in the United States. STATEWIDE MUTUAL AID When joining ILEAS, every city, county or special district which has a law enforcement capability signs the same Law Enforcement Mutual Aid Agreement. This agreement 1) provides the capability to request or to deploy law enforcement resources both regionally and across the State of Illinois at no cost, and 2) creates the organization called ILEAS which coordinates those mutual aid requests 24 hours a day and 365 days a year. Examples include the historic Southern Illinois Flooding (2011), the tornadoes that struck Harrisburg (2012) and Washington (2013). Those affected Chiefs of Police and Sheriffs made one call to ILEAS which coordinated the response statewide. Dozens of local law enforcement ofﬁcers responded to each of those calls for help – at no cost to the requesting agencies. If a disaster is declared and public assistance is authorized, ILEAS assists the responding and requesting agencies in applying for cost reimbursements from the State or Federal government. Additionally, the ILEAS mutual aid agreement provides a mutual understanding of liability with regard to insurance coverage and worker’s compensation. SPECIALIZED TEAMS OF LOCAL OFFICERS AND DEPUTIES ILEAS has also created regionalized, multi-jurisdictional specialized teams drawn from participating agencies which are capable of responding throughout the State when necessary. These teams include Special Response Teams (SRT) and Mobile Field Force (MFF) teams. The SRT teams are regionally based SWAT teams of 25 to 35 ofﬁcers that have received hundreds of hours of Federally-approved training and are equipped with the highest quality equipment available. The SRT teams can provide basic SWAT services across the State and are also trained to manage tactical problems in a contaminated or potentially contaminated environment. The Mobile Field Forces are also regionally based and each team consists of approximately 60 highly trained and equipped ofﬁcers from participating agencies who are specially trained to deal with civil unrest and crowd control while respecting everyone’s First Amendment rights. The MFF teams are also trained to provide Law Enforcement Patrol Team services to provide long term police services after disasters strike. They are, in essence, a portable police department that can be moved anywhere in the State to assist stricken jurisdictions. ILEAS also provides funding for and supports nine local Bomb Teams in Illinois.DISASTER ASSISTANCE When a disaster strikes requiring more law enforcement resources than your city, town, village or county has available, ILEAS will notify other member agencies in the region and coordinate as many ofﬁcers and equipment requested. At least one ILEAS employee with years of law enforcement disaster management experience will be available to respond to provide planning support for the affected chief or sheriff. ILEAS will work with the Illinois State Police, the Illinois Emergency Management Agency and other state and regional agencies to ensure a coordinated response providing tools for the stricken agency to effectively and efﬁciently manage the situation. ILEAS does NOT take over or manage the incident. That responsibility and authority remains with the local law enforcement executives and civil authorities. ILEAS provides support, both in terms of resources and planning advice based on experience. Go to the ILEAS home page at www.ileas.org for video testimonials regarding previous responses to local disasters. ILEAS GOVERNANCE As deﬁned in the Illinois Intergovernmental Cooperation Act, ILEAS is a public agency which has representative oversight and a staff based in Urbana, Illinois. ILEAS has a 21-member Governing Board consisting of, 1) eight chiefs of Police and eight sheriffs elected by the member agencies based out of eight regions throughout the State, 2) representatives from the Illinois Association of Chiefs of Police and the Illinois Sheriffs’ Association, 3) an appointee of the Director of the Illinois State Police and 4) two appointees from the Chicago Police Department. ILEAS is subject to the Open Meeting Act, the Freedom of Information Act, conducts annual independent ﬁnancial audits and complies with other statutes governing public agencies. ILEAS receives its funding in the form of Federal Homeland Security Grants provided to ILEAS by the Illinois Emergency Management Agency. Members pay a very low annual dues based on the agency size. Most agencies dues equal the cost of one tank of gas for a squad car. ILEAS is not a State agency. It is a separately-existing public agency that is formed by a consortium of public agencies which have come together by intergovernmental agreement for the mutual beneﬁt of all of the signatory public agencies. ILEAS exists to provide operational support and services to local law enforcement by harnessing and cultivating the power of collaboration and cooperation! HOW TO IMPLEMENT THE NEW MUTUAL AID AGREEMENT ILEAS’ goal is to get every current member to sign the new mutual aid agreement in the next year. ILEAS has worked to make the process as simple as possible. Here are the pertinent steps to getting your agency onto the new agreement: ARE YOU A PUBLIC AGENCY? • A public agency is deﬁned by the Illinois Intergovernmental Cooperation Act (5 ILCS 220/2(1)). Counties, municipalities, townships, special districts, school districts, and public community college districts are all examples of public agencies.• If you are not a public agency, but your agency has lawful police power and you want to maintain your participation in ILEAS or are interested in joining, please review paragraph six of the mutual aid agreement and contact Jim Page at ILEAS at 217-328-3800.OBTAIN A COPY OF THE NEW AGREEMENT • ILEAS is mailing a hard copy to every local law enforcement agency in Illinois. The new agreement is also available for download online at www.ileas.org. • Please note that every agency must adopt the same agreement. The key to regional and statewide mutual aid is that every agency adopt the identical agreement to all others. For that reason, individual modiﬁcations to the agreement cannot be accepted. • If your city or county attorneys have questions, please direct them to ILEAS at 217-328-3800 or to Executive Director Jim Page at jrpage@ileas.org. ADOPTION Your county, city, town, village or other public agency is empowered to join ILEAS by several Illinois laws. You may want to review the following: • Constitution of the State of Illinois (Ill. Const. Art. VII, § 10)• Illinois Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.)• Local Governmental and Governmental Employees Tort Immunity Act (745 ILCS 10/7-101 et seq.) • Illinois Municipal Code (65 ILCS 5/11-1-2.1)However, the procedures your agency needs to follow to adopt this agreement also depend on your own local rules and legislation. Most agencies will pass a resolution through a board or council. A sample resolution to get you started is available for download online at www.ileas.org. Whether through ordinance, resolution or other procedure employed by your public agency, your public agency should clearly authorize someone, or someone who holds a speciﬁc ofﬁce, to sign the new mutual aid agreement. Remember, the individual who signs is signing not for themselves but as a representative of the public agency which is desiring to become part of a mutual aid agreement – a public agency is never a person or position (even if elected).SIGNATURE Near the end of the new agreement, your public agency, through a recognized agent of the public agency, will ﬁnd the place to sign and notarize your agreement. This should be completed in the presence of a Notary Public by an agent of your county, city, town, village or other public agency who has been given the authority to sign this agreement. There is no place for ILEAS to sign the agreement because your agreement is with the hundreds of other agencies that are signing the exact same agreement. You are not entering into an agreement with ILEAS, you are creating a stronger ILEAS and reafﬁrming your commitment to law enforcement mutual aid throughout the State of Illinois. As part of its centralization and coordination responsibilities, ILEAS will collect all the signed agreements and keep them on ﬁle. FILING • Print and sign two documents. Keep one original for your records. Send a signed original to ILEAS along with any supporting documentation deemed appropriate such as the adoptive resolution. • ILEAS will provide a copy by posting it on a secured website established just for your agency. For further information, please contact us at:ILEAS Administrative Ofﬁce 1701 E. Main Street Urbana, IL 61802 ฀ ฀s฀www.ileas.org34 ILLINOIS L AW ENFORCEMENT AL ARM SYSTEM ILLINOIS L AW ENFORCEMENT AL ARM SYSTEM COMPARING THE OLD AND NEW MUTUAL AID AGREEMENTS Since 2003, there has been an ILEAS mutual aid agreement which was initially executed by a multitude of public agencies in the wake of the events of the September 11th terrorist attacks. The original mutual aid agreement has never been updated, modiﬁed or changed since its inception. The elected representatives of those agencies desire to enhance and reafﬁrm their commitment to law enforcement mutual aid while outlining more speciﬁcs with regard to the relationship that currently exists between each of the public agencies forming ILEAS as a public agency and ILEAS itself. SIMILARITIES BETWEEN THE CURRENT AND NEW AGREEMENTS • Mutual aid is handled exactly the same ) Agencies can request mutual aid assistance and receive it in the exact same fashion under the new agreement as it can pursuant the current agreement ) The chief executive of the requesting agency is still in charge of any incident where mutual aid is rendered • The Governing Board process is virtually identical ) The Governing Board will still be based on elections of chiefs and sheriffs in the regions and with the appointed members from the Illinois State Police, Chicago Police and the Illinois Association of Chiefs of Police and the Illinois Sheriff’s Association. ) The current Governing Board stays in place until 2015 when regional elections take place. • The ILEAS operation will not change ) ILEAS will still employ staff to manage the mutual aid requests, special teams support, regional planning support, grant processing, etc. DIFFERENCES BETWEEN THE CURRENT AND NEW AGREEMENTS • The clarity of intent that the signatory member public agencies agree to create ILEAS ) The original agreement established the ILEAS Governing Board in one sentence. Pursuant to that, the Governing Board was created and adopted by-laws which guides its actions. ) The new mutual aid agreement provides a very detailed and speciﬁc process for governance so that every agency signing the agreement understands the underpinnings of ILEAS, the nature of the organization, how ILEAS is governed and a clear description of the relationship of the parties executing and being formed by the agreement. • The inclusion of the basic by-laws into the actual agreement ) A signiﬁcant portion of the new agreement sets out the process by which ILEAS is governed in a fashion that is consistent with the laws and regulations of the State of Illinois while adding clarity to the operations of ILEAS. ) Working off the original agreement which was determined to be adequate but not ideally detailed in a fashion that promoted the adaptability and modern needs of ILEAS and those forming ILEAS, the Governing Board desires to have a set of processes which more speciﬁcally identiﬁes how ILEAS works and recognizes the need of ILEAS to change as circumstances change. • The establishment of an amendment process so that the agreement can be kept current without completely replacing it each time an improvement is necessary ) The original agreement did not provide for an amendment ) The new agreement provides a process that amendments can be made by a vote of signatory public agencies instead of implementing an entirely new agreement • Creating a smooth transition from the original agreement to the new agreement over a period of time ) The new agreement is written in such a way that the current agreement and the new agreement can co-exist for a period of time to avoid operational disruption. ) ILEAS’ goal is to get every agency to sign onto the new agreement as soon as possible; but failure to sign the new agreement will not jeopardize an agency’s ability to respond to or request mutual aid. • More clearly deﬁning the legal foundation of ILEAS and signatory public agencies’ agreement: ) As time passes and the legal environment changes, organizations need to constantly examine their foundational documents to ensure that they are compliant with current laws and court cases. ) ILEAS is a unique organization that only has a handful of peer agencies in Illinois and it does not ﬁt into common categories such as a unit of local government like a city or county. Because ILEAS is a public agency without the ability to levy a tax, a well-established foundation is necessary to ensure ILEAS is on solid legal footing in the future. • Establishes a more speciﬁc minimum level of insurance coverage for participating agencies. • Expands the deﬁnition of Law Enforcement Personnel to include Correctional Ofﬁcers so that sheriffs can utilize the ILEAS mutual aid agreement to assist each other with jail emergencies This new agreement establishes a smooth transition from the original agreement to the new agreement over a period of time. The new agreement is written in such a way that the current agreement and the new agreement can co-exist for a period of time to avoid operational disruption. ILEAS’ goal is to get every agency to sign onto the new agreement as soon as possible; but a delay to sign the new agreement will not jeopardize an agency’s ability to respond to or request mutual aid. HISTORY OF ILEAS – HOW IT STARTED AND HOW IT GREW! ILEAS is a consortium of over 900 local law enforcement public agencies established pursuant to the Constitution of the State of Illinois (Ill. Const. Art. VII, sec. 10), the Illinois Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.), the Local Governmental and Governmental Employees Tort Immunity Act (745 ILCS 10/7-101 et seq.) and the Illinois Municipal Code (65 ILCS 5/11-1-2.1). ILEAS was created as a public agency when, after September 11th, the Illinois Association of Chiefs of Police, the Illinois Sheriffs’ Association, the Chicago Police Department, the Illinois Emergency Management Agency and the Illinois State Police worked together to create a statewide law enforcement mutual aid organization. ILEAS was based on the same mutual aid principles that governed the Mutual Aid Box Alarm System (MABAS) which is the statewide ﬁre services mutual aid system. Based on decades long success of MABAS, ILEAS emulated MABAS’ agreement and structure and expanded the concept statewide. In 2003, member agencies elected the ﬁrst Governing Board. Local jurisdictions started adopting the mutual aid agreement and the ﬁrst Governing Board was elected – ILEAS was in business! ESTABLISHING MUTUAL AID ILEAS’ ﬁrst order of business was collecting a database of resources possessed by its member agencies and contracting with both Northwest Central Dispatch in Arlington Heights and Peoria Dispatch for dispatch support. ILEAS maintains the database which includes number of ofﬁcers/deputies, squad cars, K-9 units, SWAT teams, translators, and mobile command posts. ILEAS makes this updated database available to the dispatch centers. When a member agency is in need, it simply calls the dispatch center and makes its resource requests. The dispatch agency queries the database to determine the closest agency with that resource. That agency is then called and a request is made for them to respond to aid the stricken jurisdiction. ILEAS’ ﬁrst ofﬁcial request for mutual aid was the tornado in Utica on April 20, 2004. That activation was so successful that the word spread throughout Illinois and hundreds of agencies joined ILEAS. From that ﬁrst successful mutual aid activation in Utica, ILEAS grew rapidly and is now capable of handling virtually any size of mutual aid requests, both in- and out-of-State. ILEAS coordinated the deployment of 287 ofﬁcers to assist the Chicago Police during the NATO Summit in May of 2012, 150 ofﬁcers and deputies to accompany State Troopers sent to Katrina in August of 2005 and 25 local ofﬁcers accompanying the Illinois State Police to New Jersey after Super-Storm Sandy in November of 2012. IMPROVEMENTS ALONG THE WAY While ILEAS has been operationally very successful, it is always looking for ways to improve. ILEAS has ﬁne-tuned its special team training, exercising and deployment process. ILEAS engaged the services of retired experienced senior law enforcement commanders and executives to provide planning and operational support services in the ﬁeld directly to member agencies. When funds are available, ILEAS has provided millions of dollars of equipment in the form of ruggedized laptops, radiation detectors, respirators and mobile command post vehicles. ILEAS represents the homeland security needs and interests of its members to the State Terrorism Task Force and to Federal agencies when necessary. The original database on paper was moved online for a more efﬁcient database capabilities. More data will be gathered about each member agency so that a more focused response to a request for assistance can be made. At the requests of various sheriffs, ILEAS will collect information about correctional resources throughout the State so that sheriffs can reach out to ILEAS for correctional mutual aid in addition to general law enforcement. THE NEXT STEP The law enforcement mutual aid agreement has remained a constant for the last ten years. ILEAS is no different than other vibrant and successful enterprises that are constantly looking for ways to improve and build on their success. ILEAS has undertaken a year-long examination of the mutual aid agreement and determined that it can build on success by implementing improvements to the agreement. Modiﬁcations have been identiﬁed that will offer more ﬂexibility and provides a more robust description of ILEAS’ mandate in order to protect ILEAS and its member agencies in an increasingly litigious society. During this mutual aid agreement review, ILEAS sought advice from private counsel, General Counsel for the Governor of Illinois, General Counsel of the Illinois Emergency Management Agency and the Attorney General’s Ofﬁce. Based on that advice and discussion internally, the ILEAS Governing Board has authorized the implementation of a new updated Law Enforcement Mutual Aid Agreement to be implemented in 2014! t will offer more ﬂexibility and provides a more robust descrip-te in order to protect ILEAS gencies in an increasingly litigious 35 RESOLUTION WHEREAS, the CITY OF LAKE FOREST, of the State of Illinois is a Home Rule Municipality of the State of Illinois and duly constituted public agency of the State of Illinois; and WHEREAS, the CITY OF LAKE FOREST, as a public agency of the State of Illinois, is authorized and empowered by the Constitution of the State of Illinois (Ill. Const. Art. VII, § 10) and the Illinois Intergovernmental Cooperation Act (5 ILCS 220/1 et seq.) to enter into intergovernmental agreements with other public agencies on matters of mutual concern and interest such as the provision of adequate law enforcement personnel and resources for the protection of residents and property falling within the jurisdiction of The City of Lake Forest; and WHEREAS, the CITY OF LAKE FOREST recognizes that certain natural or man-made occurrences may result in emergencies or disasters that exceed the resources, equipment and/or law enforcement personnel of a single given public agency; and WHEREAS, the CITY OF LAKE FOREST can, by entering into a mutual aid agreement for law enforcement services and resources, effectively provide a broader range and more plentiful amount of law enforcement capability for the citizenry which it serves; and WHEREAS, the CITY OF LAKE FOREST recognizes it must be prepared to come to the aide of other public agencies in their respective times of need due to emergencies or disasters; and WHEREAS, the CITY OF LAKE FOREST recognizes the need for the City to develop an effective mutual aid agreement for law enforcement services and resources upon which it may call upon in its time of need and is prepared to enter into a mutual aid agreement for law enforcement services and resources with other like-minded public agencies; and WHEREAS, the CITY OF LAKE FOREST also recognizes the need for the existence of a public agency, formed by an intergovernmental agreement between two or more public agencies, which can serve to coordinate and facilitate the provision of law enforcement mutual aid services as set forth in the “Law Enforcement Mutual Aid Agreement;” and 36 WHEREAS, the CITY OF LAKE FOREST has been provided with a certain “Law Enforcement Mutual Aid Agreement” which has been reviewed by the elected official of The City of Lake Forest and which other public agencies in the State of Illinois are prepared to execute, in conjunction with The City of Lake Forest, in order to provide and receive law enforcement mutual aid services as set forth in the “Law Enforcement Mutual Aid Agreement”; and WHEREAS, it is the anticipation and intention of The City of Lake Forest that this “Law Enforcement Mutual Aid Agreement” will be executed in counterparts as other public agencies choose to enter into the “Law Enforcement Mutual Aid Agreement” and strengthen the number of signatory public agencies and resources available from those public agencies; and WHEREAS, it is the anticipation and intent of THE CITY OF LAKE FOREST that the “Law Enforcement Mutual Aid Agreement” will continue to garner support and acceptance from other currently unidentified public agencies who will enter into the “Law Enforcement Mutual Aid Agreement” over time and be considered as if all signatory public agencies to the “Law Enforcement Mutual Aid Agreement” had executed the “Law Enforcement Mutual Aid Agreement” at the same time, NOW, THEREFORE, BE IT RESOLVED BY THE CITY OF LAKE FOREST as follows: 1. This Resolution shall be known as, and may hereafter be referred to as, the Resolution Authorizing the Execution of a Law Enforcement Mutual Aid Agreement and the Existence and Formation of the Illinois Law Enforcement Alarm System by Intergovernmental Cooperation. 2. The Resolution Authorizing the Execution of a Law Enforcement Mutual Aid Agreement and the Existence and Formation of the Illinois Law Enforcement Alarm System by Intergovernmental Cooperation shall be, and hereby is, enacted as follows: a. Authorization to enter into a Certain Agreement. The City Manager of The City of Lake Forest is hereby authorized to sign, execute, and deliver the agreement known as “Law Enforcement Mutual Aid Agreement” and thereby enter into an intergovernmental agreement with such other public agencies of the State of Illinois as are likewise willing to enter into said “Law Enforcement Mutual Aid Agreement” and recognize the existence and formation of the Illinois Law Enforcement Alarm System as set forth in the said “Law Enforcement Mutual Aid Agreement.” b. Savings Clause. If any section, paragraph, clause or provision of this Resolution shall be held invalid, the invalidity thereof shall not affect any of the provisions of this Resolution. c. Effective Date. This Resolution shall be in full force and effect from and after its passage, approval and publication as provided by law on this 6th day of October, 2014. Mayor 37