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CITY COUNCIL 2015/10/05 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the Monday, October 5, 2015 City Council Meeting - City Council Chambers CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 6:30pm, and Deputy City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Tack, Alderman Reisenberg, Alderman Adelman and Alderman Moreno. Absent: Alderman Pandaleon and Alderman Newman Also present were: Robert Kiely, City Manager; Susan Banks, Communications Manager; Elizabeth Holleb, Finance Director; Victor Filippini, City Attorney; Catherine Czerniak, Director of Community Development; Michael Thomas, Director of Public Works; James Held, Chief of Police; Karl Walldorf, Deputy Chief of Police; Jeff Howell, Fire Chief; Kevin Issel, Deputy Fire Chief; Numerous Firefighters/Paramedics and Police personnel; Joe Gabanski, Assistant Director, IT Division; Mike Strong, Assistant to the City Manager; Jim Lockefeer, Management Intern and Anne Whipple. There were approximately 50 present in the audience. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR Mayor Schoenheider stated that the Winter Club item will be tabled until the next City Council meeting. A. Resolution of Appreciation for Employee Kevin Issel Mayor Schoenheider read the Resolution. Deputy Chief Issel thanked the Council for being able to work in an amazing City. Mayor Schoenheider thanked Deputy Chief Issel for his dedication on behalf of the citizens of Lake Forest. COUNCIL ACTION: Approve the Resolution Alderman Moreno made a motion to approve the Resolution, seconded by Alderman Tack. Motion carried unanimously by voice vote. B. Proclamation of Harvey Cain Day, October 9, 2015 -Phil Hood, Lake Forest College Representative Proceedings of the October 5, 2015 Regular City Council Meeting Mayor Schoenheider read the Proclamation. Phil Hood accepted on behalf of Lake Forest College. Mr. Hood reviewed the upcoming schedule planned for Homecoming and the special events schedules for Mr. Cain and thanked the Council for their support. COMMENTS BY CITY MANAGER No report. COMMENTS BY COUNCIL MEMBERS PUBLIC WORKS COMMITTEE A. Consideration of an Ordinance Establishing The City of Lake Forest Special Service Area No. 40, Regency Lane Area Sanitary Improvement Project Alderman Waldeck, Chairman of the Public Works Committee, gave a brief recap of the timeline of the Regency Lane Sanitary Improvement project, which included the endorsement of the Public Works Committee. The City Council had a discussion regarding the difference with this Ordinance and the proposing Ordinance for the Special Service Area from their August 3 City Council meeting. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the matter. Seeing none, he asked for a motion. COUNCIL ACTION: Approval of first reading for the ordinance (page 19) establishing The City of Lake Forest Special Service Area No. 40, Regency Lane Area Sanitary Improvement Project. Alderman Reisenberg made a motion to approve first reading for the ordinance establishing The City of Lake Forest Special Service Area No. 40, Regency Lane Area Sanitary Improvement Project, seconded by Alderman Beidler. Motion carried unanimously by voice vote. B. Award of Construction Contracts and an Engineering Oversight Agreement for the Regency Lane Area Sanitary Sewer Improvement Project Alderman Waldeck, Chairman of the Public Works Committee, reported that The City of Lake Forest received three bids and they all came back at a higher cost than the Engineer Consulatnat expected. Ms. Waldeck stated that City Staff was able to work with the bidder and reduce the cost by working directly with the landscapers and Peter Baker. The City Council had discussion regarding the timeline of the project and the risk in awarding contracts when the objection period for the SSA is still open. City Attorney Vic Filippini reported that the Public Works Committee schedule is based on two assessments; 1. The City Council approves the final reading of the Ordinance establishing the SSA Proceedings of the October 5, 2015 Regular City Council Meeting and 2. There is no motion to object to the SSA. Mr. Filippini added that the costs incurred would most likely be for material that the Public Works department could reuse. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the matter. Seeing none, he asked for a motion. COUNCIL ACTION: Staff is requesting City Council approval of the following Regency Lane Area Sanitary Sewer Improvement Project contracts: 1. Base contract to R.A. Mancini in the amount of $665,727. 2. Perez Landscaping in the amount of $6,720. 3. Peter Baker & Sons in the amount of $46,142. 4. For any unforeseen circumstances, a 10% “non-contractor specific” contingency of $71,859 be approved for use with any of the three contractors specified above. 5. GeWalt Hamilton for engineering oversight in the amount of $35,000. Alderman Reisenberg made a motion for approval of the following Regency Lane Area Sanitary Sewer Improvement Project contracts: Base contract to R.A. Mancini in the amount of $665,727, Perez Landscaping in the amount of $6,720, Peter Baker & Sons in the amount of $46,142, For any unforeseen circumstances, a 10% “non-contractor specific” contingency of $71,859 be approved for use with any of the three contractors specified above, and GeWalt Hamilton for engineering oversight in the amount of $35,000, seconded by Alderman Beidler . The following voted “Yea”: Aldermen Waldeck, Beidler, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. C. Consideration and Approval to Engage the Professional Services of Alfred Benesch & Company/Legat Architects, to Complete the Phase II Construction Documents for the East Train Station Stage 3 (Interior) Improvements. Alderman Waldeck, Chairman of the Public Works Committee, reported that The City of Lake Forest received an ITEP Grant for 2 million dollars and the next steps moving forward will include input from the Historic Preservation Commission and the Historical Society and are endorsed by the Public Works Committee. Mark Brode and Bill Epp spoke to their credentials in working with IDOT and on their restoration work of historic train stations. Chairman Waldeck discussed the three options for the City Council to consider, 1. Continue to fund the project solely through the ITEP grant, 2. Continue to fund the project through the ITEP grant and City funds and 3. To fund only through The City of Lake Forest. The City Council had discussion concerning the expenditure of $20,000 to move the timeline up by two months prior to approval. City Manager Robert Kiley stated that the benefit of paying a portion of the design work locally could save a minimum of a month and a half on the project schedule and will keep residents from not being able to use the station during the winter months. Mayor Schoenheider asked if there was anyone from the Public who would like to comment on the matter. Seeing none, he asked for a motion. Proceedings of the October 5, 2015 Regular City Council Meeting COUNCIL ACTIONS: 1. Authorize the Mayor to execute a consultant agreement for design services with Alfred Benesch & Company/Legat Architects, contingent upon IDOT concurrence, for the Phase II design engineering for the Central Business District Train Station Stage 3 Improvements (Interior) in an amount of $56,321 to include the authorization to expend, if necessary, an additional amount not to exceed 5% of the contract award for unforeseen change orders that may occur during the administration of this project. 2. Authorize the City Manager to execute an agreement with Alfred Benesch & Company/Legat Architects to proceed with the development of preliminary phase II architectural design documents for an expense not to exceed $20,000. Alderman Moreno made a motion to Authorize the Mayor to execute a consultant agreement for design services with Alfred Benesch & Company/Legat Architects, contingent upon IDOT concurrence, for the Phase II design engineering for the Central Business District Train Station Stage 3 Improvements (Interior) in an amount of $56,321 to include the authorization to expend, if necessary, an additional amount not to exceed 5% of the contract award for unforeseen change orders that may occur during the administration of this project, and to authorize the City Manager to execute an agreement with Alfred Benesch & Company/Legat Architects to proceed with the development of preliminary phase II architectural design documents for an expense not to exceed $20,000, seconded by Alderman Newman. The following voted “Yea”: Aldermen Waldeck, Beidler, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Dave Mattoon, 1547 N. Sheridan Road, offered his opinion to the Council on Rail Safety, and the Historical Society repeat program on the 1857 Lake Forest Plan. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the September 8, 2015 City Council Meeting Minutes 2. Approval of the September 21, 2015 City Council Meeting Minutes 3. Check Register for Period August 29- September 25, 2015 4. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 5. Consideration of a Motion and an Ordinance Approving Recommendations from the Plan Commission and the Building Review Board for the Lake Forest Proceedings of the October 5, 2015 Regular City Council Meeting Townhomes. (Approval of a Motion and First Reading of an Ordinance and if Desired by the City Council, Final Approval) 6. Consideration of an Ordinance Amending Sections 50 and 51 of the City Code Relating to Solid Waste and Water (Second Reading/Final Approval) COUNCIL ACTION: Approve the six (6) Omnibus items as presented. Mayor Schoenheider asked members of the Council if they would like to remove any item or take it separately. Seeing none, the Mayor asked for a motion to approve the three Omnibus items. Alderman Reisenberg made a motion to approve the Omnibus items as amended, including waiver of first reading, seconded by Alderman Beidler. The following voted “Yea”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Reisenberg, and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact, Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda. ORDINANCES ORDINANCES AFFECTING CODE AMENDMENTS NEW BUSINESS 1. Consideration of an Ordinance Approving a Recommendation from the Zoning Board of Appeals in Support of an Amendment to the Special Use Permit for the Winter Club. (First Reading, and if Desired by the City Council, Final Approval) This item was tabled to a future City Council meeting. COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of an Ordinance amending the Winter Club’s Special Use Permit as recommended by the Zoning Board of Appeals. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT There being no further business. Alderman Pandaleon made a motion to adjourn, seconded by Alderman Reisenberg. Motion carried unanimously by voice vote at 7:22 p.m. Respectfully Submitted, Proceedings of the October 5, 2015 Regular City Council Meeting 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.