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CITY COUNCIL 2014/10/06 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the October 6, 2014 City Council Meeting at 7:30pm. City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 7:30 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; Carina Walters, Assistant City Manager; Susan Banks, Communications Manager; Catherine Czerniak, Director of Community Development; Chuck Myers, Superintendent of Parks & Forestry; Mary Van Arsdale, Director of Parks & recreation, Dan Martin, Superintendent of Public Works; 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 Dianne FitzSimons Appoint LB-Elawa Foundation Alderman Reisenberg made a motion to approve the Mayor’s Appointment, seconded by Alderman Beidler. The motion carried unanimously by voice vote. Mayor Schoenheider Thanked the Library Board for hosting the City Council and giving a tour of the newly installed Media Lab. The Mayor added that the Library is quiet a resource for residents, and he encouraged residents to visit. COMMENTS BY CITY MANAGER City Manager Robert Kiely, stated that Item # 5 on the Omnibus agenda (Award of Bid for the Municipal Services Epoxy Floor Project Included in the FY 2015 CIP Budget) would be tabled until Proceedings of the October 6, 2014 Regular City Council Meeting the October 20, 2014 City Council meeting. City Staff will be meeting with a local business man who believes that the work proposed can be done for less. COMMENTS BY COUNCIL MEMBERS A. Public Works Committee 1. Recognition of the 2014 Water Plant Operator of the Year Award- Charlie Douglas, Assistant Chief Water Plant Operator Chairman of The Public Works Committee, Catherine Waldeck, introduced Dan Martin; Superintendent of Public Works he reported that at last month’s 83rd Annual Convention for the Illinois Potable Water Supply Operators Association and the Illinois Environmental Protection Agency, Charlie Douglas, the Assistant Chief Water Plant Operator, was recognized by industry peers and awarded the 2014 Operator of the Year Award. Mr. Martin added that there are approximately 4,000 certified drinking water operators in the State of Illinois. "Operator of the Year" is the highest professional honor operators can receive in recognition of service and performance in the waterworks industry that is responsible for producing and supplying drinking water throughout Illinois. He noted that winners and finalists are nominated by their peers, screened by a pre-selection committee, and chosen by a second committee that interviews nominees at their facilities. Mr. Martin stated that Charlie Douglas has work for the City of Lake Forest for 37 years and is the first City of Lake Forest Water Plant Operator to ever be awarded the prestigious award. He thanked Mr. Douglas for his hard work and devotion to the City of Lake Forest. Mr. Douglas thanked The City of Lake Forest and Staff. 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 Mr. Thomas reviewed the bids received for the winter season and presented the staff’s recommendations. Staff recommendation #1 would be to modify salting procedures for the 2014-2015 winter as: Normal Salting December 1 – January 15, Reduced Salting January 16 – February 15, and Limited Salting February 16 – March 30. He reminded everyone that actual usage would be dictated by conditions and although there is economic, environmental and service reasons for modifying the salting procedures, safety is and will always continue to be the number one priority. Staff recommendation #2: Approve the bid from North American Salt Company as procured through the Lake County bid process; 500 tons at $69.66/ton. Proceedings of the October 6, 2014 Regular City Council Meeting Staff recommendation #3: Reject the bid from Morton Salt as procured through the State bid process because it varies from the bidding criteria that the City established for its participation in the State bid process. Staff recommendation #4: Waive the competitive bid process and purchase 1,600 tons of road salt from Conserv FS. Staff recommendation #5: Approve the purchase of an additional 250 tons for School Districts #67 and #115, totaling $29,750. The City is reimbursed for all salt used by the School District and any salt that is not used will remain in the salt bays for the following winter. Mr. Thomas added that the proposed salt bay reinforcement allows for 600 additional tons and that currently the 2 bays hold 1,600 tons total. The Old MS site held 600 tons total. He said reinforcement will allow for an additional 600 tons. The City Council had discussion on how the bid process works, why other communities are paying less per ton, and if the purchase of salt be done in the off season to reduce costs and what our obligations are. Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the topic, and seeing none, asked for a motion on the following items: 1. The 2014 – 2015 winter salting policy as proposed Alderman Moreno made a motion approving the 2014 – 2015 winter salting policy as proposed, 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. Mayor Schoenheider added for clarification that the Director of Public works has flexibility on either side of the policy 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. Alderman Waldeck made a motion for 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, seconded by Alderman Moreno. 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. 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. Alderman Moore made a motion for 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, seconded by Alderman Proceedings of the October 6, 2014 Regular City Council Meeting 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. 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. Alderman Pandaleon made a motion for 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, 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. 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. Alderman Pandaleon made a motion to approve the annually purchase, storage, and loading 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, seconded by Alderman Moreno. 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. Mayor Schoenheider thanked Mr. Thomas and his team for all their efforts. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Paul Hamann addressed the City Council with his opinion on the use of City property. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the September 2, 2014 City Council meeting Minutes 2. Check Register for period August 23- September 26, 2014 3. Resolution of Appreciation for Randall J. Diekmann 4. Resolution of Appreciation for Dan Jasica,Parks & Recreation Board Member Proceedings of the October 6, 2014 Regular City Council Meeting (5.) Award of Bid for the Municipal Services Epoxy Floor Project Included in the F.Y. 2015 CIP Budget – ITEM TABLED 5. Approval of Plante Moran Professional Services for Phase 5 of the Parks and Recreation Software Replacement Project as Budgeted in FY15 Capital Plan 6. Approval of Resolution Supporting an Intergovernmental Agreement for Law Enforcement Mutual Aid (ILEAS) COUNCIL ACTION: Approve the six (6) Omnibus items as presented. Mayor Schoenheider stated that Item # 5 on the Omnibus would be tabled and asked the Council if they would like any additional item removed or be taken separately. Alderman Moore asked that the City Council minutes of 9/2/2014 be amended to reflect the following statement “this was the 4th time the City Council had no bids and the 2nd time this year there were more no bids then bids on the Omnibus”, Mayor Schoenheider then asked for a motion to approve the six (6) Omnibus items as amended. Alderman Reisenberg made a motion approving the Omnibus items as amended per Alderman Moore’s comment, seconded by Alderman Beidler. 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 NEW BUSINESS None ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing threatened or pending Litigation was not entered into. ADJOURNMENT There being no further business. Alderman Pandaleon made a motion to adjourn, seconded by Alderman Adelman Motion carried unanimously by voice vote at 8:25 p.m. Proceedings of the October 6, 2014 Regular City Council Meeting 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.