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CITY COUNCIL 2015/11/02 MinutesThe City of Lake Forest CITY COUNCIL Proceedings of the November 2, 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 Newman, Alderman Tack, Alderman Reisenberg, Alderman Adelman and Alderman Moreno. Absent: Alderman Pandaleon and Alderman Beidler 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; Craig Lepkowski, Police Commander; Sally Swarthout, Director of Parks & Recreation; Mike Strong, Assistant to the City Manager; Jim Lockefeer, Management Intern and Anne Whipple. There were approximately 30 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 City Council and Executive Staff were offered a preview of the renovations at the Deer Path Inn. Mayor Schoenheider reminded residents of the Town Hall meeting at CROYA on Thursday, November 5 at 7pm. COMMENTS BY CITY MANAGER Due to a timing issue, the order of these items were changed. B. 2015 Annual Tree Lighting Event City Manager Robert Kiely reported that he had approached the Friends of Lake Forest Parks and Recreation to gauge the Foundation’s interest in taking on the Annual Tree Lighting Ceremony as one of its events moving forward. The main goal would be to bring more people into the business district for the event, as well as providing more recognition for the Friends. After several months of discussions, the Foundation agreed to take on the event. Mr. Kiely then introduced Bill Douglass, Vice President of the Friends. Mr. Douglas reported that the 32 nd Annual Tree Lighting Ceremony is scheduled for Friday, November 27. He added that this annual tradition will look very similar to years past as the Friends would like to stay within the tradition during the first year of running the event. Mr. Proceedings of the November 2, 2015 Regular City Council Meeting Douglas stated there will be a few new activities this year as well, including a children’s holiday movie at Gorton Community Center. The Lake Forest Dance Academy will perform and there will be comfort stations added to the event to provide community restroom facilities. The Friends are hopeful that the retailers will also want to be involved this year by hosting a “passport” into their stores where the visitors can get refreshments. Mr. Douglas stated that Friends are looking forward to being good stewards of the tradition. A. Community Spotlight Lake Forest Lake Bluff Chamber of Commerce Joanna Rolek, Executive Director Ms. Rolek gave an overview of the history of the Chamber of Commerce in Lake Forest. She reported that there are currently four generations of consumers in the market today and the Chamber will continue to work at all levels to communicate with each generation. Ms. Rolek stated that there is a new Lake Forest/lake Bluff Art Link organization and more information can be found at LFLBARTLINK.com. Ms. Rolek thanked the City Council for proclaiming November to be Celebration of the Arts & Culture month in The City of Lake Forest. Mayor Schoenheider read the Proclamation and presented it to Ms. Rolek. COMMENTS BY COUNCIL MEMBERS AUDIT COMMITTEE A. Audit Committee Report-Fiscal Year 2015 Annual Financial Report Mayor Schoenheider introduced Lucinda Baier, Audit Committee Chairman, who reported that the Committee conducted four meetings in 2015 and continues to review the financial statements of Foundations associated with the City. Chairman Baier reported that the Committee has continued discussion of GASB Statements 67 and 68 due to the significant impact these new pension reporting requirements have on the City’s financial statements in Fiscal Year 2015 and 2016. The Committee and City staff have been focused on being proactive in addressing the new standards and ensuring that they clearly communicate the implications of the new standards when they go into effect, especially GASB 68 impacts on the City’s financial statements next year. Ms. Baier gave an overview of the Fiscal Year 2015 CAFR/Audit Summary that included the following: A clean unmodified audit opinion, a review of the government wide financial statements, fund financial statements, budgetary schedules, management discussion and analysis, no management letter was issued by the City’s audit firm for the FY2015 audit and statistical section. Ms. Baier added that significant change for FY2015 was the implementation of GASB 67 altering significantly the audit procedures and note disclosures required for the police and fire pension funds and that a more dramatic change will occur for FY2016 with the implementation of GASB 68 when pension liabilities are for the first time reported directly on the City’s financial statements. Ms. Baier added that the Audit Committee would like to recognize the excellence and dedication of the City’s finance team, led by Elizabeth Holleb and Diane Hall. 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 November 2, 2015 Regular City Council Meeting COUNCIL ACTION: Receipt of the audit report for the fiscal year ended April 30, 2015. Alderman Reisenberg made a motion to accept receipt of the audit report for the fiscal year ended April 30, 2015, seconded by Alderman Newman. The following voted “Yea”: Aldermen Waldeck, Newman, Tack Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Alderman Waldeck asked that City Staff look into legislation relating to “Air B & B Short term Rentals”. Alderman Newman invited the public to a meeting about the Deerpath Golf course on Wednesday, November 4, at 6:30pm, at Dickinson Hall. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS Dave Fontana, 701 Woodland, Lake Bluff, read a statement to the City Council about The City of Lake Forest tow list. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the October 19, 2015 City Council Meeting Minutes 2. Check Register for Period September 26-October 23, 2015 3. Second Reading and Final Approval of recommended changes to Chapter 11 of the City Code relating to Administrative Hearing. 4. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 5. Proclamation of Celebration of the Arts & Culture Month in Lake Forest. COUNCIL ACTION: Approve the Five (5) Omnibus items as presented. Mayor Schoenheider and members of the Council removed item # 5 and took it separately under the City Managers report. 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 four Omnibus items. Alderman Moreno made a motion to approve the Omnibus, including waiver of first reading, seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Waldeck, Newman, Tack, Reisenberg, Adelman and Moreno. 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 Proceedings of the November 2, 2015 Regular City Council Meeting ORDINANCES AFFECTING CODE AMENDMENTS 1. Discussion and Direction from City Council on Vehicles for Hire Robert Kiely, City Manager, reported that while reviewing Chapter 118 of the City Code, City Staff and the City Attorney questioned the need to continue to regulate Vehicles for Hire (taxis) in the community. With the growth of Uber, Lyft and other services, it seemed to make sense to revisit the issue with the City Council prior to drafting any revised language. The City Council directed staff to talk with current taxi company owners and ask their perspective on the use of the parking places, based on the results, the overall consensus of the City Council was directing the staff that less is more. NEW BUSINESS 1. Approval of Contracts Necessary to Complete the Stage II (Exterior) Improvements for the East Train Station Improvement Project with 80% of the Costs to be Reimbursed through a Federal Grant Mike Strong, Assistant to the City Manager, reviewed the overall East Side Train Station renovation project timeline and schedule for Stage 2 and Stage 3. The City Council had discussion on the match cost portion of the federal grant. 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 ACTIONS: Staff recommends the following action: 1. Approval of a contract with Gewalt-Hamilton Associates to complete the Stage II (exterior) construction engineering (Phase III) for the East Train Station Improvement Project in an amount not to exceed $116,290, with 80% of the costs to be reimbursed through a federal grant. 2. Approval of a contract with MAG Construction to complete the Stage II (exterior) improvements for the East Train Station Improvement Project in an amount not to exceed $1,394,329, with 80% of the costs to be reimbursed through a federal grant. Alderman Moreno made a motion to approve a contract with Gewalt-Hamilton Associates to complete the Stage II (exterior) construction engineering (Phase III) for the East Train Station Improvement Project in an amount not to exceed $116,290, with 80% of the costs to be reimbursed through a federal grant and , to approve a contract with MAG Construction to complete the Stage II (exterior)improvements for the East Train Station Improvement Project in an amount not to exceed $1,394,329, with 8 0% of the costs to be reimbursed through a federal grant, seconded by Alderman Newman. The following voted “Yea”: Aldermen Waldeck, Newman, Tack, Reisenberg, Adelman and Moreno. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried. Proceedings of the November 2, 2015 Regular City Council Meeting 2. Discussion on City’s Special Event Policy Michael Strong, Assistant to the City Manager reported that at the August 3, 2015, City Council meeting, City staff presented a review of special event permit applications that were processed in the last calendar year. Mr. Strong stated that the purposes of this review was to better understand the volume of special events that take place within the City each year; and to evaluate their impact on residents and City operations. Mr. Strong added that in October, City staff met to discuss the current policy, with the aim of improving the consistency in how applications are reviewed processed internally. After discussion, the City Council asked Staff to continue to review the provisions in the draft policy and solicit feedback from various stakeholders in the Community, including representatives from various organizations that host events throughout the year. COUNCIL ACTION: For discussion only. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by Alderman Moreno. 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.