CITY COUNCIL 2015/03/02 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
March 2, 2015 at 6:30 pm
City Hall Council Chambers
Honorable Mayor, Donald Schoenheider
Catherine Waldeck, Alderman First Ward Stanford Tack, Alderman Third Ward
Prudence R. Beidler, Alderman First Ward Jack Reisenberg, Alderman Third Ward
David Moore, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30 p.m.
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Arbor Day Proclamation
A copy of the Proclamation can be found on page 13.
B. Emergency Telephone System Board (ETSB) Meeting
PRESENTED BY: James Held, Chief of Police
OPEN PUBLIC MEETING OF THE ETSB
CALL TO ORDER: Mayor Schoenheider
ROLL CALL: As reflected by City Council Roll Call
PURPOSE AND ACTION REQUESTED: Update on Centralized Dispatching Services. Approve
expenditures and the FY2016 budget, pursuant to 50 ILCS 750/ 15.4 (c)
BACKGROUND/DISCUSSION: In April 1989 a referendum was passed in Lake Forest
establishing the Emergency Telephone System Board and Implementing an E-911 system
in Lake Forest. On May 1, 1989 The City Council approved the recommended surcharge
of $0.65 per month per in-service network connection and the establishment of the ETS
Board. At the time the ETSB consisted of not fewer than five members designated by the
city manager.
In January of 2009 The E911 Surcharge and ETSB was amended. The amendment
pertained to Chapter 39 of the City Code by adding a new article XII titled “E-911
Surcharge and ETS Board”.
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March 2, 2015 City Council Agenda
In 2013, Chapter 39 of The City Code relating to the E911 surcharge and Emergency
Telephone System Board was again amended regarding the composition of the Board.
The new composition of the ETSB was established: the Mayor, all sitting Alderman, the
Police Chief, the Deputy Police Chief, and the Fire Chief. The duties and responsibilities of
the Board were established as:
• Planning a 9-1-1 system;
• Coordinating and supervising the implementation, upgrading, or
maintenance of the system including the establishment of equipment
specifications and coding systems;
• Receiving monies from the surcharge imposed and from any other source,
for deposit into the ETSB account;
• Authorizing all disbursements from the account; and
• Hiring, on a temporary basis, any staff necessary for the implementation or
upgrade of the system.
The Lake Forest ETSB E-911 Surcharge is currently $0.65. This amount ranks 23 out of 26 area
communities imposing an E-911 surcharge. The Mean/Avg. surcharge is $0.97, the median
surcharge is $0.75. Comparative E911 surcharge analysis is also included in the
attachment.
PREVIOUS EXPENDITURES: Detailed expense summary.
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Operating Revenue 287,752 281,322 271,102 287,085 271,653
Total OP Exp 223,074 247,420 230,240 216,517 162,826
Net before CIP 64,678 33,902 40,862 70,568 108,827
Grants 0 7,000 0 0 0
CIP Expenditures 188,654 14,400 12,170 64,800 0
Fund Balance 4/30 211,329 230,831 259,523 265,291 374,118
Staff is also presenting the current ETSB with an amended FY2015 Budget. The budget
amendments are due to the original FY2105 budget being approved prior to the decision
to proceed with consolidated dispatching service with the Village of Glenview.
ETSB 2015 Amended Budget
Contractual Maint. Computer Total Budget
Services of Equip
Aided
Dispatch Request
ETSB FY 2015
Budget 45,005 54,768 0 282,561
Year End Est. 36,820 42,514 402,255 481,589
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March 2, 2015 City Council Agenda
Staff is also presenting the FY 2016 Emergency Telephone System budget to the
Emergency Telephone System Board at this time for approval of the Board.
ETSB FY 2016 Budget Request:
Contractual Maint. Computer Total Budget
Services of Equip
Aided
Dispatch Request
ETSB FY 2016
Proposed Budget 39,800 2,768 147,267 189,835
Details of the FY 2015 and FY 2016 Budgets can be found in the Fiscal Year 2016 City of
Lake Forest ETSB budget included beginning on page 14. Also attached is the five year
fund balance forecast for the Emergency Telephone Fund.
RECOMMENDED ACTIONS: Approval by the ETSB board of the Previous Expenditures as
outlined in the attached Expense Summary and Approval of the FY 2015 Amended
Budget Year End Estimate and approval of the FY 2016 ETSB Budget Request, as
presented.
MOTION TO CLOSE PUBLIC MEETING OF THE ETSB
2. COMMENTS BY CITY MANAGER
A. Presentation of Interactive Construction Map (Story Maps)
-Susan Banks, Communication Manager and
Joe Sepulveda, GIS Consortium Consultant
3. COMMENTS BY COUNCIL MEMBERS .
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 17, 2015 City Council meeting Minutes
A copy of the minutes begins on page 38.
2. Check Register for Period January 24 – February 20,2015
Fund Invoice Payroll Total
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March 2, 2015 City Council Agenda
3. Consideration of a resolution supporting the NWMC 2015
Legislative Program
STAFF CONTACT: ROBERT KIELY, CITY MANAGER (810-3675)
PURPOSE AND ACTION REQUESTED: Staff is recommending that the City Council support
the efforts of the Northwest Municipal Conference (NWMC) to legislatively advocate on
the behalf of all its member local governments by adopting the proposed resolution.
BACKGROUND/DISCUSSION: The City is a member of the NWMC, a Council of
Government (COG) representing 44 municipalities in the Chicago-Metro Area. Each year
the NWMC prepares a legislative program, incorporating state and federal legislative
policies which promote the position of local governments in Illinois. The 2015 legislative
policies set forth three critical strategies:
1. Ensure a pro-growth environment that reduces the burden on local taxpayers.
2. Ensure local governments have sufficient revenue to provide quality public
services.
3. Ensure the sustainability of critical infrastructure through strategic investment.
A copy of the proposed 2015 Legislative program Resolution is attached beginning on
page 43.
COUNCIL ACTION: Approval of resolution supporting the NWMC 2015 Legislative
Program.
4. Award of Bid for Modifications to the City’s Two Salt Bays Included in the
FY2016 Capital Improvement Budget
General 390,748 1,178,440 1,569,188
Water & Sewer 92,001 121,349 213,350
Parks & Recreation 110,180 352,354 462,535
Capital Improvements 30,394 0 30,394
Motor Fuel Tax 228,739 0 228,739
Cemetery 14,621 21,333 35,954
Senior Resources 11,836 21,040 32,876
Deerpath Golf Course 39,008 55,581 94,589
Fleet 77,524 50,576 128,100
Debt Funds 0 0 0
Housing Trust 0 0 0
Park & Public Land 0 0 0
All other Funds 183,899 158,568 342,468
$ 1,178,950 $ 1,959,241 $ 3,138,192
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March 2, 2015 City Council Agenda
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award a bid for
modifications to the City’s two salt bays that stores winter salt throughout the year. The
existing bays are connected by a common wall in the middle and a back wall on the
east side of the structure. Between the two bays, the City can store approximately 1,600
tons of salt. The proposed project includes constructing inner walls in the two bays to
provide added strength to the overall structure. This in turn will allow for an additional 600
tons to be stored before each snow season begins.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Finance & PW Committee November 5, 2014 Project Information Provided
City Council Meetings in 2014 & 2015 Reviewed
BACKGROUND/DISCUSSION: Included in the new Municipal Services complex, two
adjoining salt bays were constructed approximately 25’ tall. Two years ago, staff began
to notice that the connection point of the southern wall and ceiling was beginning to
separate. This was due to too much salt being placed in the bays which resulted in a
significant amount of down pressure on the southern wall. Staff contacted the design
company and was informed that the original design did not anticipate stacking salt to
the highest point inside each bay. As a result, storage capacity was reduced this and
last winter so as to not damage the structure. The repair to the connection point was
made and in the summer of 2014, a design was developed to allow for additional salt to
be stored.
The proposed project would allow for an additional 600 tons of salt to be stored bringing
the total to 2,200 tons of salt on site before December of each year. This represents
approximately 75% of the City’s average annual usage of 2,900 tons.
BUDGET/FISCAL IMPACT: There have been multiple years when additional salt could have
been purchased in the off-season to avoid the following winter’s price increase. In
addition, there have been winters when salt was in high demand and maximizing the
storage capabilities became crucial. Finally, since most units of government utilizing road
salt cannot store their total annual allotment, deliveries are made throughout the winter
months. The deliveries are typically needed at the same time other government
agencies need salt, thereby placing a significant demand on a limited number of
trucking firms. The City has experienced all three scenarios in recent years and the
proposed project will rectify these issues moving forward.
Utilizing the current salt pricing obtained for winter 2014-2015, the $115.25 / ton salt
provided by Conserv FS is $62.92 / ton higher than the $52.33 / ton paid last year via State
Bid. If the City were able to purchase an additional 600 tons through the State, it would
have cost the City $37,752 less than what is currently being charged by Conserv FS. Using
the project bid amount of $213,109 and the $37,752 / year savings, the salt bay
modifications would be paid in full in approximately 5+ years.
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March 2, 2015 City Council Agenda
On February 19, 2015, the City received the following two bids to construct interior walls
for the two salt bays:
Contractor Base Bid Contingency Total Amount
MAG Construction, Highland Park, IL $203,744 $9,365 $213,109
American Concrete Restorations, Lemont, IL $378,885 $18,945 $397,830
The project’s invitation to bid followed all of the City’s required bidding procedures and
was included in websites such as Bid Tool and Dodge Data. The City has used MAG
Construction on multiple projects over recent years and is very satisfied with its work. If
City Council awards the bid this evening, work will begin immediately with the goal to
have the project completed in early to mid-May. This will allow salt to be moved from the
old Municipal Services site as well as provide the opportunity to purchase salt from salt
vendors with any leftover inventory from this past winter.
If approved by City Council this evening, this contract would be approved as a non-
budgeted expenditure and if needed, would be included in the year-end supplemental
appropriation ordinance. The five-year CIP identifies $200,000 for the salt bay project with
approximately $160,000 to be completed in FY15; this would therefore be considered an
advance and reduce the FY16 general fund capital program by that amount. The FY16
general fund capital available would be reduced from $4,100,000 to the net after this
contract based on the current five-year forecast.
FY2016 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capt. Fund 311-0060-419-77-05 $200,000 $213,109 Y
COUNCIL ACTION: Award of bid for the City’s salt bay modifications to MAG
Construction in the amount of $213,109. This amount includes a contingency of $9,365 to
have available to address any unforeseen issues during construction. The project’s
overage of $13,109 will be covered by savings realized in other FY ’16 capital
improvement projects. In addition, staff requests City Council approve a portion of the
amount to be paid in FY15 as an advance against the FY16 CIP allocation, with a FY15
supplemental appropriation being submitted at a later date if necessary.
5. Award of Bid for the Replacement of a Recycling Truck for the Sanitation
Section Included in the F.Y. 2016 Capital Equipment Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award two bids for the
purchase of a replacement recycling truck. Funds to replace the truck are included in
the F.Y. 2016 Capital Equipment Replacement Program. With long production schedules
for both the chassis and recycling body, the City does not anticipate receiving this new
truck until early August, 2015.
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March 2, 2015 City Council Agenda
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee December 10, 2014 Reviewed & Approved
BACKGROUND/DISCUSSION: The current unit, an Autocar chassis with a Kann Co-
Collector refuse body, has been used to collect recyclables since it was placed into
service on July 1, 2006. It has accrued over 11,000 operating hours and 70,000 miles. The
current truck utilizes a semi-automatic cart tipper. The operator must exit the truck, hook
each cart to the lifting mechanism, engage the hydraulics, remove and return the cart
after it has been emptied, and re-enter the chassis. This process triples the time it takes to
dump each cart as compared to the City’s newer recycling truck that utilizes and
automatic cart tipper system operated from inside the cab of the truck. The existing
truck is very large and cumbersome and is extremely difficult to maneuver and operate
in the City’s 140+ cul-de-sacs. It is a dual sort truck which allows for recyclables to be
sorted. The City used to sort recyclables but beginning in 2008 in order to gain
efficiencies, all material collected at the curb is mixed as single stream.
Year-to-date, Fleet Maintenance has spent over $167,000 on maintenance of this unit.
The truck body currently is in need of a new floor, the compactors need to be rebuilt,
and there is significant fatigue and cracks throughout the body’s lift frame. The truck has
been sent out for transmission repairs multiple times over the past two years. The truck
continues to have low power issues stemming from both injector and turbo problems.
BUDGET/FISCAL IMPACT:
On February 25, 2015, the following bids were received:
Chassis Dealer Location Base Price Trade-In
Westman Freightliner Fairbault, MN $169,613 $10,000
Standard Equipment Chicago, IL $171,874 $ 8,500
Body Location Base Price Trade-In
McNeilus, Atlantic 4029 Dodge Center, MN $157,023 $40,000
Bid specifications were sent to fourteen Autocar dealers and six refuse body companies.
The low bid chassis from Westman Freightliner is acceptable to staff. With regards to the
refuse body bid, the City has been utilizing McNeilus since 1998. Staff confirmed that
other refuse body companies are aware of the City’s use of McNeilus and the success
that the City has had, and therefore chose not to submit a bid. All but this truck within
the City’s refuse fleet is comprised of Autocar / McNeilus refuse vehicles. The City has
experienced excellent success with both products with their longstanding wear,
responsive parts delivery, and service when needed.
In addition to receiving trade-in values for the existing truck, staff solicited offers from
private waste haulers to purchase the truck outright. Staff received an offer from Moring
Disposal in Rock Falls, Illinois to purchase the truck for $60,000. Moring Disposal purchased
the City’s other Kann Co-Collector recycling truck in 2011; their proposal at that time was
$30,000 higher than any trade-in offer received.
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March 2, 2015 City Council Agenda
F.Y. 2016 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
General 311-5001-450-75-49 $270,000 $266,636 Y
COUNCIL ACTION: Staff recommends City Council award the chassis to the lowest
responsive bidder, Westman Freightliner, in amount of $169,613 and the truck body to
McNeilus, in the amount of $157,023. In addition, staff recommends the existing recycling
truck be sold to Moring Disposal for $60,000. After the sale of the existing truck, this will
make the net price of the new truck $266,636 which is $3,364 under the budgeted
amount of $270,000.
6. Award of Bid for an 11’ Self-Propelled, 4WD Rotary Mower for the Parks
Section Included in the F.Y. 2016 Capital Equipment Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to
purchase an 11’ self-propelled, 4WD rotary mower for the Parks Section included in the
F.Y. 2016 Capital Equipment Program.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee December 10, 2014 Reviewed and
Recommended
BACKGROUND/DISCUSSION: The Parks Section uses multiple self-propelled mowers for the
cutting of the City’s parks, parkways, and open space. These units are also used in the
winter months to sweep snow off at both train station platforms, the West Park ice rink,
and City sidewalks.
BUDGET/FISCAL IMPACT: Life-to-date maintenance costs for the existing unit including
parts, labor, and outside services, has exceeded $47,000 since the unit’s in-service date
of August 30, 2002. The current unit’s steering linkage, suspension, and PTO drive systems
have surpassed their expected life and are now becoming high maintenance items. The
mowing deck is warped and worn thin and at times, scalps the grass. The main hydraulic
pump has been re-built twice and may be required again sometime soon.
Unlike the City’s pick-up trucks and police vehicles, all other City equipment is sold
territorial. In this case, Toro products are sold by Reinders, Inc. who represents northern
Illinois and southern Wisconsin. The City has been purchasing Toro equipment through
Reinders for over 15 years. The City belongs to a national purchasing group entitled,
“National IPA”. National IPA is a cooperative purchasing organization serving all
government agencies, public and private educational institutions, and non-profit
organizations. All items offered through National IPA are competitively bid through
various state and local agencies.
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March 2, 2015 City Council Agenda
Reinders, Inc. offered $1,100 as a trade-in offer on the existing unit. Staff is requesting to
keep the unit for the sole purpose of providing another broom unit in the winter months to
assist in removing snow from the City’s sidewalks. If approved by City Council, the new
mower will be ordered and received in early May, 2015.
FY2016
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capt. Fund 223-5774-452-75-01 $75,000 $74,950 Y
COUNCIL ACTION: Award of bid for a Toro Groundsmaster 4010-D to Reinders, Inc. in the
amount of $74,950 which is $50 under the budgeted amount of $75,000.
7. Award of contract for the East Train Station Parking Lot Improvements
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends awarding the contract for the East
Train Station Parking Lot Improvements to Alamp Concrete Contractors.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
PW Committee September 10, 2014 Approved
Finance & PW Committee November 5, 2014 Discussed at Budget Meeting
BACKGROUND/DISCUSSION:
This project includes the removal and replacement of the existing asphalt surface, the
relocation of the existing islands, curb replacement and repair, additional storm sewers
and drainage structures, and re-striping. The project also includes the removal and
replacement of the plantings within the islands.
BUDGET/FISCAL IMPACT: Bids for the East Train Station Parking Lot Improvements were
received and opened on February 13, 2015. A total of five (5) firms bid on the project. A
summary of the bids received are as follows:
The following is a summary of the bids received:
BIDDER TOTAL BID
Alamp Concrete Contractors $311,250.00
Maneval Construction $324,269.48
Schroeder Asphalt Services, Inc $351,649.00
Peter Baker & Son Co. $363,268.88
Elanar Construction $405,367.00
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March 2, 2015 City Council Agenda
Engineer's Estimate $300,000.00
The low bidder, Alamp Concrete Contractors has worked for the City in the past and the
work was deemed satisfactory to City staff.
If awarded, the project would commence on or about April 20th and be completed
within 30 days of the start of construction. The homeowners and businesses within the
limits of the project and other homeowners and businesses in the vicinity, will be notified
two weeks prior to start of construction.
The Engineering staff will provide daily inspection services for this contract.
If approved by City Council, this contract would be approved as a non-budgeted
expenditure and if needed, would be included in the year-end supplemental
appropriation ordinance. The five-year CIP identifies $300,000 for East Train Station
Parking Lot Improvements in FY16; this would therefore be considered an advance and
reduce the FY16 general fund capital program by the estimated amount for work
completed by April 30th; in this case it is estimated to be $150,000. The FY16 general fund
capital available would be reduced from $4,100,000 to the net after this amount based
on the current five-year forecast.
Below is an estimated summary of Project budget:
FY2016 Funding
Source
Account Number Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0050-417-76-01 $300,000.00 $327,000.00 Y
COUNCIL ACTION: Staff recommends awarding the contract for the East Train Station
Parking Lot Improvements to Alamp Concrete Contractors in the amount of $311,250.00.
In addition, staff is requesting that City Council authorize to expend, if necessary, an
additional amount not to exceed 9% of the contract award for unforeseen change
orders that may occur during the administration of this project. Therefore, the total
contract cost is not expected to exceed $327,000.00. In addition, staff requests City
Council approve a portion of the amount to be paid in FY15 as an advance against the
FY16 CIP allocation, with a FY15 supplemental appropriation being submitted at a later
date if necessary.
8. Request for Advanced Capital Improvement Funding to support Gorton
Renovation Project in the FY 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
advance capital funding to have improvements that fall under the City’s responsibility
completed as part of the multi-million dollar Gorton Renovation Project scheduled for
completion in spring 2015. Doing so will be a savings to the City by not having to do the
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March 2, 2015 City Council Agenda
work after the renovation is completed and by taking advantage of the economies of
scale available with the existing large scale renovation.
BACKGROUND/DISCUSSION: During the entire Gorton Renovation process from design to
construction, the Gorton project team has worked closely with City staff. An example of
this took place last fall when Gorton’s contractor bid on the Stuart Room exterior window
replacement. Scheduling the window replacement with a much larger renovation
project resulted in a $20,000 savings to the City and a considerably better outcome for
the Gorton building.
Overall, the Gorton Renovation Project continues to be going extremely well and on
schedule to be substantially completed this May. However, over the course of the
construction phase, Gorton has had to absorb a considerable amount of unexpected
expenditures for life safety code requirements ($137,000), structural remediation ($7,600)
and mechanical system upgrades ($73,000), totaling just under $218,000. After reviewing
the list of expenditures, City staff identified the Stuart Room mechanical improvements as
being a future capital expense the City would be responsible for installing and
maintaining under the terms of the current operating agreement. To help offset the
unforeseen expenses that are the City’s responsibility, it is staff’s recommendation to use
the remaining $20,000 in the FY15 CIP budget and an additional $45,000 from the FY2016
Gorton/Elawa CIP budget be advanced into the current fiscal year for a total of $65,000.
Also, staff is recommending advancing an additional $20,000 that is in the FY16 CIP
budget to replace the west main exterior doors. This will enable the doors to be installed
and operational before the major renovation is completed this May. To move the project
along, staff would work with Gorton’s architectural team to provide a drawing and
specification for vendors to bid on the project in March. The doors would be ordered and
installed prior to the renovations ribbon cutting.
BUDGET/FISCAL IMPACT: If approved by City Council, $65,000 ($45,000 for Stuart HVAC,
$20,000 for west doors) of this project amount would be approved as a non-budgeted
expenditure and if needed, would be included in the year-end supplemental
appropriation ordinance. The $65,000 in the five-year CIP for FY16 would therefore be
considered an advance and reduce the FY16 CIP Gorton/ Elawa line item by the total
project amount.
FY2015
Funding
Source
Account Budget Amount
Requested
Budgeted?
Y/N
311-0060-419-7658 $20,000 $20,000 Y
311-0060-419-7658
(FY16 Advance)
n/a $65,000 N
COUNCIL ACTION: Authorize an Advance payment of $65,000 to the Gorton Community
Center for the Gorton Renovation Project and $20,000 in capital improvements by the
City at Gorton from the FY16 CIP. The advanced amount will be included in a FY15
supplemental appropriations ordinance and will be deducted from the FY16 CIP.
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March 2, 2015 City Council Agenda
COUNCIL ACTION: Approve the eight (8) Omnibus items as presented.
6. ORDINANCES
7. NEW BUSINESS
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing
threatened or pending litigation and 5ILCS 120/2 (6), The City Council will be discussing
the consideration for the sale or lease of property owned by the Public Body.
Adjournment into executive session
RECONVENE INTO REGULAR SESSION
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
9. ADJOURNMENT
Office of the City Manager February 25, 2015
The City of Lake Forest is subject to the requirements of the Americans with Disabilities
Act of 1990. Individuals with disabilities who plan to attend this meeting and who require
certain accommodations in order to allow them to observe and/or participate in this
meeting, or who have questions regarding the accessibility of the meeting or the
facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600
promptly to allow the City to make reasonable accommodations for those persons.
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PROCLAMATION
WHEREAS, Arbor Day will be officially observed in the State of Illinois on Friday,
April 24, 2015, by proclamation of the Governor and the planting of trees
on Arbor Day is a traditional activity throughout the State and The City of
Lake Forest, and
WHEREAS, Lake Forest, with its environment of natural areas, is particularly
dedicated to the observance of this day and has consistency throughout its
history enacted ordinances to preserve its trees and other natural assets,
and
WHEREAS, citizen groups, garden clubs, and private and public institutions have
actively supported preservation efforts and the renewal of natural areas
through tree planting and landscape projects, and
WHEREAS, the celebration of Arbor Day 2015 in Lake Forest will include the
distribution of 2,000 Red Oak seedlings to students in public and private
elementary schools, and Arbor Day 2015 will be celebrated throughout the
day in programs at schools and other locations; and at West Park (located
at 850 Summit Ave., Lake Forest), on Friday, April 24th at 10:00 a.m.,
where the City’s official Arbor Day trees, one Bur Oak tree, will be
planted, and
WHEREAS, trees in our City, wherever they are planted, increase property values,
enhance our business and residential areas, beautify our community, and
are a source of joy to gladden the hearts and promote the environmental
well-being of present and future generations, and
WHEREAS, The City of Lake Forest has been recognized as Tree City USA for thirty-
four consecutive years by the National Arbor Day Foundation,
NOW, THEREFORE, I, Donald P. Schoenheider, Mayor of The City of Lake Forest, do
hereby proclaim Friday, April 24, 2015, as ARBOR DAY in The City of Lake Forest,
and I urge all citizens to support efforts to protect our trees and woodlands, to support our
City’s forestry program, to plant trees on this day, and to join in the celebration
ceremonies.
IN WITNESS HEREOF, I have hereunder set my hand and have had the Seal of The City
of Lake Forest affixed this 24th day of April, 2015.
____________________
Donald P. Schoenheider
Mayor
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The City of Lake Forest
CITY COUNCIL
Proceedings of the Tuesday, February 17, 2015
City Council Meeting - City Council Chambers
CALL TO ORDER AND ROLL CALL: Mayor Schoenheider called the meeting to order at 6:30 pm, and
Deputy City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Schoenheider, Alderman Beidler, Alderman Waldeck, Alderman
Pandaleon, Alderman Moore, and Alderman Moreno.
Absent: Alderman Tack ,Alderman Reisenberg and Alderman Adelman.
Also present were: Bob Kiely, City Manager, Robert Pickrell, City Attorney; Carina Walters,
Assistant City Manager; Susan Banks, Communications Manager; Catherine Czerniak, Director of
Community Development; Michael Thomas, Director of Public Works.
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 reported that William Mangor was in the audience joining the City Council as
he is working on a Boy Scout Badge.
A. 2015-2016 New Board and Commission Appointments/Reappointments
Zoning Board of Appeals
COUNCIL ACTION: Approve the Mayors Appointment
Alderman Moore made a motion to approve the Mayors Appointment, seconded by Alderman
Adelman. Motion carried unanimously by voice vote.
COMMENTS BY CITY MANAGER
City Manager, Robert Kiely gave a copy of the Winter Operations Report to Council Members, and
stated that Director of Public Works, Michael Thomas was available to answer any questions.
NAME OF MEMBER APPOINT/REAPPOINT WARD
Mark Pasquesi Appoint 4
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Proceedings of the January 20, 2015
Regular City Council Meeting
COMMENTS BY COUNCIL MEMBERS
A. PPL Committee
1. Consideration of a Recommendation from the Property and Public Lands
Committee in Support of Entering into a Contract with Jacob & Hefner
Associates for Professional Services Related to the Environmental Clean-
up of the City’s Former Municipal Services Site. (Approval of a Motion)
Director of Community Development, Catherine J. Czerniak, gave an overview of the work in
progress that included Property Clean up, Refinement of Plans and the Public Review Process.
Under Property Clean up Ms. Czerniak reported that to date, Phase 1 and limited Phase 2 studies
have been completed on the former Municipal Services property. Some asbestos sampling has
been completed, the majority of underground tanks have been removed and some soil
remediation in the areas immediately around the tanks has occurred. Gravel is being removed and
recycled and or re-used.
Ms. Czerniak stated that the Property and Public Lands Committee had discussed the next steps
that must be taken to meet the City’s obligation of delivering a clean site prior to the sale of the
property to Focus Development, Inc. and determined that hiring an Owner’s Representative to
assist the City was appropriate. The PPL stated that bringing in a firm with demonstrated
experience in environmental remediation, demolition, selecting and managing contractors and
importantly, obtaining the necessary certifications at the end of the clean-up process, was in the
City’s best interest, since the City does not have this type of expertise on staff.
Ms. Czerniak reported that consistent with the direction from the PPL, in early January, 2015, the
City issued a Request for Qualifications/Proposals for an Owner’s Representative to work on
behalf of the City and to direct and manage the clean-up of the former Municipal Services
property. She added that the request was direct mailed to a dozen firms and was published on the
City’s website. Eight firms responded to the RFQ/P, five were selected for interviews and
ultimately, four were interviewed. A staff team including the City Manager, Robert Kiely Jr.,
Director of Public Works, Michael Thomas, Superintendent of Public Works, Dan Martin, the City’s
Code Enforcement Officer, Paul Peterson and the Director of Community Development, Catherine
Czerniak participated in the interview process.
Ms. Czerniak stated that Jacob & Hefner stood out as the team that best meets the needs of the
City. Jacob and Hefner demonstrated convincingly that they have knowledge and experience with
environmental clean-up of similar and even more complex sites and the ability to obtain the
necessary certifications in a timely manner. Jacob & Hefner also presented an estimated cost for
services that was lower than all of the other teams although the estimates were all within a fairly
close range. Staff then presented its recommendation and the reasons supporting the
recommendation to the PPL. The PPL unanimously endorsed staff’s recommendation and
forwarded this recommendation in support of Jacob & Hefner Associates to the City Council. Ms.
Czerniak reported that Ronn Gregorek from Jacob & Hefner was present to answer any questions
that the City Council may have.
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Proceedings of the January 20, 2015
Regular City Council Meeting
She stated that the fee for an Owner’s Representative to direct and manage the clean-up of the
former Municipal Services site is reimbursable through funds generated by the TIF District.
Under Refinement of Plans and the Public Review Process, Ms. Czerniak added that the initial
input from the public was considered and there have been some Plan refinements and Technical
Studies done, Staff has taken the opportunity to begin reviewing and it is anticipated that the
Building Review Board will see this at their March 4 meeting and the Plan Commission will see it at
their March 11 meeting. Ms. Czerniak then showed slides of Proposed Building Elevations for all
the types of proposed housing. Looking ahead she stated there will be a plan for construction
activity that includes staging and parking.
The City Council thanked Ms. Czerniak for the amount of detail that has been shared during this
process.
Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the
matter. Seeing none, he asked for a motion.
COUNCIL ACTION: Authorize the City Manager to enter into a contract with Jacob & Hefner
Associates for an amount not to exceed $98,000 for professional services as the City’s Owner’s
Representative for the clean-up of the former Municipal Services property
Alderman Pandaleon made a motion to authorize the City Manager to enter into a contract with
Jacob & Hefner Associates for an amount not to exceed $98,000 for professional services as the
City’s Owner’s Representative for the clean-up of the former Municipal Services property,
seconded by Alderman Waldeck. The following voted “Yea”: Aldermen Beidler, Waldeck,
Pandaleon, Moore, and Moreno. The following voted “Nay”: None. 5 Yeas, 0 Nays, motion carried.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Daniel Sebald of 560 Ivy Ct. requested that the City Council revisit the support of a Resolution
passed supporting the Rt. 53 extension.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the February 2, 2015 City Council meeting Minutes
2. Consideration of Recommendations from the Zoning Board of Appeals in
Support of Ordinances Granting Zoning Variances. (First Reading, and if Desired
by the City Council, Final Approval)
3. Consideration of an Ordinance Approving a Recommendation from the Historic
Preservation Commission. (First Reading and if Desired by the City Council, Final
Approval)
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Proceedings of the January 20, 2015
Regular City Council Meeting
4. Consideration of an Amended and Restated Intergovernmental Agreement
between the City and the Village of Mettawa.
5. Consideration of a Resolution Regarding the Expiration of an Intergovernmental
Agreement and Approval of a Wind-Down Agreement with Lake Forest School
District 67.
COUNCIL ACTION: Approve the five (5) Omnibus items as presented.
Mayor Schoenheider asked members of the Council if they would like to remove any item or take
separately. Seeing no request, he asked for a motion to approve the five Omnibus items.
Alderman Moore made a motion to approve the Omnibus items as presented, seconded by
Alderman Moreno. The Mayors vote is required to waived first reading. The following voted “Yea”:
Aldermen Beidler, Waldeck, Pandaleon, Moore, Moreno, and Mayor Schoenheider. 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
NEW BUSINESS
1. Consideration of adoption of a Resolution approving an Updated Real Estate
Rider.
Director of Community Development, Catherine Czerniak reported that in 1998, the City Council
approved a Real Estate Rider as a means to provide information about the City’s traditions, values
and processes to people purchasing or looking to purchase homes in Lake Forest. Since that time,
local real estate agents have provided the Real Estate Rider to buyers and potential buyers as part
of the home sale process.
At a recent meeting with the representatives of the local real estate offices, it was suggested that
the Real Estate Rider should be updated to offer the information in a more user friendly manner.
The Rider was revised based on comments received from local Real Estate offices suggestions.
Ms. Czerniak added that if the updated Real Estate Rider is approved by the City Council, it will be
distributed to the Real Estate offices so that it can be provided to home buyers and it will also be
made available on the City’s website.
The City Council had discussion on minor language changes to the rider that affect the tone and
presentation of the Rider. The City Council agreed to approve the Resolution and the rider with
edits.
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Proceedings of the January 20, 2015
Regular City Council Meeting
Mayor Schoenheider asked if there was anyone from the public who wanted to comment on the
matter. Seeing none, he asked for a motion.
COUNCIL ACTION: Approve a Resolution adopting an updated Real Estate Rider and encouraging
distribution to home buyers and potential home buyers.
Alderman Waldeck made a motion to approve a Resolution adopting an updated Real Estate Rider
with edits and encouraging distribution to home buyers and potential home buyers, seconded by
Alderman Beidler. The following voted “Yea”: Aldermen Beidler, Waldeck, Pandaleon, Moore, and
Moreno. The following voted “Nay”: None. 5 Yeas, 0 Nays, motion carried.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
None.
ADJOURNMENT
There being no further business. Alderman Moore made a motion to adjourn, seconded by
Alderman Pandaleon. Motion carried unanimously by voice vote at 7:20 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.
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2015-______ RESOLUTION SUPPORTING
THE NORTHWEST MUNICIPAL CONFERENCE
2015 LEGISLATIVE PROGRAM
WHEREAS, the City of Lake Forest is a member of the Northwest Municipal
Conference; and
WHEREAS, the Northwest Municipal Conference works with its members to develop its
annual Legislative Program that serves as a comprehensive platform on legislative issues
in order to protect and benefit the interests of its member municipalities, residents and
businesses in our communities and the region; and
WHEREAS, the Northwest Municipal Conference’s 2015 Legislative Program focuses
on issues vital to the City of Lake Forest, which include: ensuring a pro-growth
environment that reduces the burden on local taxpayers; ensuring local governments have
sufficient revenues to provide quality public services; and, ensuring the sustainability of
critical infrastructure through strategic investment; and
WHEREAS, the Northwest Municipal Conference will actively pursue these legislative
priorities to the benefit of the City of Lake Forest and all members of the Northwest
Municipal Conference.
NOW, THEREFORE, BE IT RESOLVED, that the City of Lake Forest hereby pledges
our support for the Northwest Municipal Conference’s 2015 Legislative Program; and
BE IT FURTHER RESOLVED, that the City of Lake Forest will actively work to pursue
the objectives of the 2015 Legislative Program both locally and in our federal and state
capitols; and
BE IT FURTHER RESOLVED, that a copy of this Resolution be forwarded to the
Northwest Municipal Conference, to all state and federal legislators representing the City
of Lake Forest, to the Office of the Governor, and to department heads in the City of
Lake Forest.
Passed this ___ day of March 2015.
_______________________________________
Mayor
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